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Top Tips For Onboarding Employees

Top Tips For Onboarding Employees

Small to medium sized businesses often struggle with the process of onboarding new employees. Proper employee training is a time luxury that’s not easily afforded to SMBs; in fact, 50% of them even outsource their entire human resource department.

The flip side is that the faster you are able to share your knowledge with your new employees, the faster that they can jump in and manage projects that are taking up too much of your time. Oddly enough, most companies have information that needs to be shared with new hires stored in their emails (i.e. client communications, documentation, logins and passwords, sales numbers, meeting notes, manuals, and more).

Email has always been a strange cross between being an essential knowledge base for your company, and an effective method to communicate with others. Regardless of these awesome capabilities, it’s still an unorganized mess.

Is Email Surviving Its Own Death?

The lowest common denominator for any business communication has always been email. You would think it would have died by now, but instead, it’s actually thriving. Information that is often of the highest valuable can usually be found within email, often as attachments or written agreements in the body of the email itself.

email

Sensitive information with financials advisors, investors, partners, clients, etc., can all be found in your email; which is a really scary thought. Usually, that’s the easiest platform hackers use to infiltrate a company’s private data. Still, the importance that we place on email as a means of communication is so great, that it’s impossible to let it die off; and so we continue to use it as a primary means of communication.

Email is actually a great tool for employees who don’t need to be tech savvy (like support, lead gen, etc), as well as anyone who’s mobile. In many cases, Dropbox sharing, Google Docs sharing, or Evernote notebook sharing is too complicated for employees to learn if they don’t need to use it in order to perform their jobs well. For our mobile team, having all our notes and sales documents in our email makes it easy for us to access these documents on our phones while we’re out meeting clients, and our support tickets can all be handled via a Gmail shared label workflow.

Still, regardless of how great email is, organizations cannot survive with email as their only infrastructure. Businesses need good applications in: project management, sales management, note-taking, etc. The biggest problem lies in tying all these isolated applications together so that everyone can be on the same page for a group effort. There is no such suite that offers everything a business needs; perhaps Google and Microsoft are the only 2 platforms that come close, but still lack diversity in their offerings.

How Do You Integrate Email as Part of Your Cloud Infrastructure?

Let’s suppose that you are using Evernote to keep track of your projects (notes, images, etc.), but your primary method of communication in your company is via email. Since you’re the only team member using Evernote, you have one major problem: noone on your team will ever understand your point of view because they’ll never adequately know what you’re thinking.

You have one of 2 options:

Free Gmail Label Sharing

We’re Announcing FREE Gmail Label Sharing for Everyone!

Here at cloudHQ, we’ve proudly built solid technology to help you collaborate really easily with your teams, and make sure you have a safe copy of all your work backed up in a separate cloud. Thanks to you, we’ve grown to synchronizing over 5 millions files everyday!

While synchronizing so many files, we noticed that our clients who use us for project management, product support assignment, and lead management, often sync us to their Gmail labels. It was then that we realized that email is very much the king of communication for most businesses; in most cases, it’s their workflow backbone.

The main gripe that we have with email, is that it never fully integrated with the cloud. Email is cumbersome, and is yet irrationally adopted across all companies. Workflow-wise, it lacks the ability to:

  1. Delegate received emails to someone else or teams
  2. Share drafts
  3. Control who sees certain emails
  4. Collaborate in any meaningful way (sending email vs. a shared folder, for example)

We felt like it was time that email should be reinvented. Using Gmail label sharing through cloudHQ addresses all these issues with email. It’ll increase your team collaboration through: email sharing, exporting emails into PDF formats, and synchronizing emails to more convenient clouds like Evernote, Salesforce, Google Docs and more. You can even use it through a nifty Google Chrome extension which makes sharing simple — the way it should have always been! 

 

Free Gmail Label Sharing

Free Gmail Label Sharing with cloudHQ

Simplify Your Sharing

The Interwebs of Contractor Collaboration: How to Keep It Together

A lot of startups and SMBs are hiring external contractors who have large files to deliver, but contractors face 2 major hurdles:

  1. Sending or receiving large files
    (downloading 1G file over a 4G connection will take close to 2 hours):
    Once you’ve sent a folder to a client, they can’t rename your file, they can see your (often) personal email address if it’s linked to your Dropbox account, and if you delete the folder after having shared it with your client, your client might reapproach you months later asking for it again.
  2. Anonymity:
    Contractors who use their personal Google accounts for their work often find themselves on a slippery professional slope. If you use you Gmail account that shows your name@gmail.com account, you’ll look unprofessional, and if you share any large folders via Dropbox or Google Drive, you’ll easily find that your clients will see your account name- again, it’s often a personal account.  The questions begs to be asked: How do you achieve professionalism and yet still provide the work to your clients?

Unique to cloudHQ, you can now send folders directly from within your Google Drive, and you will be able to also ping your employer, teammate, or client automatically when you’re finished your job. They’ll get an email notification to get snapshot of the folder you sent, along with the date and time. Once you’ve shared it, you can add to it or delete it, but your client will always have access to the initial file you sent. This is great because they can rename the folder, they don’t need to download or upload anything, and you’ll have time stamped proof in your archives that you delivered the work.

By sending your folder via cloudHQ, you can send your work in a static format from your Google Drive folder directly to the client while protecting your account privacy. Your clients don’t need to use Google Drive to get your folder either; they’ll receive your document via cloudHQ and will be prompted to access it in any of their cloud services like Dropbox, OneDrive, etc. The current issue with other sharing services, like Dropbox for example, is that you can only share it with read/write access, which is a further security risk if you only want your clients to be able to read your work- not to be able to edit it.

You’ll also be able to “Request a file” from your client in case you need more material in order to complete your job. Your client or teammate will be prompted to include the material that you need in order for you to properly finish your job. (i.e. supporting documents, image specifications, etc).

Click on the “Get Early Access” button below. This is a simple and organized way to work with Odesk, Elance, and UpWork contractors, as well as to let team members in your company know when you’ve completed your section of the task.

Get Early Access

How Companies With a Mobile Workforce Can Still Thrive

How companies with mobile workforce use cloudHQ

The rise of a mobile workforce is showing no signs of slowing down. The BYOD movement (“bring your own device” movement) is a direct result of employers hiring mobile workforces. With over 96 million mobile workers, and numbers expecting to topple 105 million by 2020, the benefits of mobile productivity is far too great to ignore.

3 Major Challenges Companies Face With Mobile Employees

Mobile use enhances productivity and efficiency in the workplace, but there are still a few challenges that have yet to be resolved. Storage issues, slow or faulty wireless data connections, and apps that don’t play well with others, are just some of the issues currently affecting mobile employee efficiency.

Difference Between Google Drive and Dropbox: The Real Story

Google _Drive_Or_Dropbox

There are many online comparisons between Google Drive and Dropbox. The problem is that many of those articles are biased, and are light on substance. Most articles discuss either the costs of storage or the free storage space being offered, and then often attempt to recommend one service over the other based on these two characteristics.

Cloud Storage Solutions Based on Amount and Price Alone are Irrelevant

Cloud storage platforms such as Google Drive and Dropbox are so much more than just cloud storage. Prices are already very competitive, so price shouldn’t be a factor when deciding upon a solution that will store all  of your company assets. Does it really matter if one solution is a few dollars per month more than the other, especially if one of the solutions doesn’t completely meet your company’s storage needs?

If storage for your company data is less important than $5 per employee per month, then stop reading this blog post right now. If you want to know the real differences between Google Drive and Dropbox, take the blue pill:

There is No Actual “Winner”

It’s important to understand that there is no clear winner between the two services. Each cloud service has different features that target different audiences. In this article, we will compare the following features of both cloud services:

  1. End user support
  2. Sharing and Collaboration
  3. File Revision Control and Recovery of Deleted files
  4. Ease of Use
  5. Desktop Client (speed and quality)
  6. Company Vision
  7. Marrying Google and Dropbox

Top Tips for Company-Wide Cloud Email and Storage

Tips_for_Company-Wide_Cloud_Email_and_Storage

Small businesses love the cloud. Actually, 87% of all small businesses already adopted some form of operating in the cloud, using a variety of cloud services and apps for many company tasks including: email, storage, calendars, and billing and invoicing.

When it comes to cloud storage, there are many services that claim to be the best, but two of the most popular choices are Dropbox for Business and Google Drive. Let’s examine why.

How To Integrate Google Apps with Dropbox for Business In 5 Easy Steps

5 Invaluable Benefits of Integrating Google with Dropbox.

Ever wonder why top companies like EMC, JC Penney, and Gartner integrate all their cloud apps?

Here are the top 5 reasons to consider implementing a cloud platform integration:

  1. Sharing: When a folder is shared in Dropbox, it’s automatically shared with a group from within Google Apps or/and Microsoft Office365.
  2. Formatting: Imagine automatically having a cloud format converter that can convert document formats to be delivered as though it was natively created in the platform from which you access it. For example: A Dropbox for Business document can be viewed and edited in Google’s native formats (Drive, Sheets, and Slides).
  3. Integration: All comments on any documents are replicated between Google Docs and Dropbox.
  4. Collaboration: Revisions to any files are immediately updated in real-time to other platforms, to provide the ultimate collaboration experience across cloud apps. Everything is always up to date regardless of where you access the file.
  5. Make it easy to find your documents: Gmail users can automatically save their email attachments to Dropbox, Google Drive, or even MS Office365, and use their reliable search feature to immediately have access to their documents, rather than having to manually search through all their email attachments- especially where there are multiple versions of these attachments.

GoogleApps-Dropbox_short_one

How to Integrate Google Apps with Dropbox for Business in Seconds

Just follow these 5 simple steps, and you’ll be up and running.

  1. First, head to the installation wizard which will guide you step-by-step through this process.
  2. Click on “Install cloudHQ for Google Apps”.
  3. Sign into Google Apps.
  4. Connect Dropbox for Business by signing in as the administrator.
  5. Setup Your Integration: Just choose which users you want to enable a Google Drive and Dropbox integration, and you’re done!

Integrate Evernote with Google Apps And Simply Business Workflow

Evernote never stops trying to make everyone’s life easier. With over 100 million users, Evernote wants to be the home of things you need to remember.

Evernote_Notes

That’s great for Evernote users, but what about Microsoft OneNote users, Google Docs, or Slack users? Sure, each have different features, but they’re all trying to be the home of our cloud-based memory. Some integration is possible, but there’s a limit to how many online accounts people will use. Interestingly, 85% of smartphone users use apps, but only 5 apps experience heavy traffic.

How To Survive a Harassment Suit Filed in Your Organization

In the eventuality of a harassment incident between employees, it’s your job as a business owner to prepare your organization’s compliance with the law. If you don’t, you can expect monetary repercussions that are easily avoidable. There are 3 aspects to know:

1) Where It Happens Doesn’t Matter For An Organization To Be Held Accountable.

slack in slack

In order for your organization to be found guilty, the physical location of where an employee endures harassment by another, usually makes no difference if it’s in a business environment. Allow me to explain: if they’re together at a business affair, or at the office, it’s clear that there’s an in-person interaction of which you might have better control over. However, with the onset of employees working from home, sexual harassment can still occur within platforms that encourage employee conversation. Some of these platforms are: Podio, Asana, Yammer, and Slack.

How Law Firms Can Get The Most From Gmail

The digital transformation of the last couple decades has turned the practice of law, which was paper-powered into one which runs on emails and PDFs.

How Law Firms Can Get The Most From Gmail

One of the most popular platforms amongst law firms is Google Apps for Business, which costs $5 per month for each user (or $50 when paid in advance). As a powerful web-based suite, it’s a natural choice for firms looking for a secure, easy-to-use set of productivity tools.

Gmail, Calendar (which integrates with Gmail), and Google Docs are the three most useful for lawyers. As all lawyers know, you spend a lot of time writing emails and sending dozens (sometimes thousands) of documents for most cases. Lawyers also spend a lot of time working with many who use different platforms (Evernote, Microsoft, Dropbox), which is where cloudHQ is already proving useful for our legal customers.

With a simple cloudHQ sync, lawyers can backup emails and attachments in shared folders to their Google Drive, instantly simplifying numerous aspects of trial preparation and working with clients and other involved parties.

Before explaining how law firms can maximize their productivity with a label sharing sync, let’s briefly consider the question of privilege.

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