We were sitting in the 3Points kitchen a couple weeks ago when the accident happened. Terry Kruger, our inside sales manager, was working at the island. Now, even though Terry is not Italian, he still uses his hands to emphasize his thoughts. And that’s how it happened. In his excitement about the latest release of Microsoft 365, he knocked over a water bottle and burned out his laptop.
After we stopped laughing, the shock rolled in like a storm front. He had a lot of work to do.
So we pulled a spare laptop from our closet and prepped it. Within half an hour, Terry had all his business documents in front of him. The reason he could access files so fast was because they weren’t just sitting on his computer hard drive. Exclusively using Word files as a place to house business-critical documents is risky. Instead, he had stored them in the cloud using OneDrive for Business. The free app comes with Microsoft 365, and allows users to store, sync and share work files. Since Windows 10, OneDrive has added connectivity and productivity to 365’s always-on email platform.
Terry’s case was a classic tale of disaster recovery. OneDrive gave it a happy ending. Here are three risks OneDrive helps small businesses avoid.
Risk #1: Downtime and Server Space
As you can see, OneDrive for Business minimizes downtime. Few work experiences are more sickening then looking at your laptop – your gateway to productivity – and realizing your documents are sitting somewhere behind a perpetually black screen.
Plus, OneDrive may save you costly space. In the past, clients would save documents and redirect them to a server. When you have 30 to 40 employees, that server gets a bit crowded! Purchasing an additional doesn’t make sense for document redirection. Each OneDrive account gets 1 terabyte of storage. (Additional storage is extra, but I’ve never seen anyone need it.) For clients using My Documents redirection, we can swap that out and relieve your backup costs, too, leaving you with a decreased storage footprint.
Risk #2: Human Error
OneDrive takes the end-user error out of the equation. As people work and save, it is easy to make mistakes and inadvertently save to My Documents rather than the server. Or, as Terry can tell you, it’s easy to damage a device inadvertently. With OneDrive, you’re covered.
Risk #3: Data Loss
Of course, data loss is the biggest risk of all. OneDrive allows anytime access because your files are automatically and securely saved in the cloud. Just log into 365 from any device – PC, Mac, Android or iOS. OneDrive allows employees to share work files in real-time too. Say, for instance, you get an email with a document that requires editing. You can make the changes and securely share a link with the person for secure access to the updated document. Essentially, your accessing and editing the same document instead of propagating new versions.
To sum it all up, think of OneDrive for Business as an enterprise-style storage locker for small business. And, if you have an Office 365 E1 or E3 plan, you already have the app. There are no additional licensing fees. Hey, what’s better than “free,” avoiding risk, and doing more with what you’ve got?
Let me know if you have any questions. 3Points is happy to set up your OneDrive for Business or, in the event of an emergency, provide you with tech tools to keep your business wheels moving forward.
Jon Pisani is the sales engineering manager at 3Points where he manages maintenance agreements and contracts with vendors, leads audits for new business sales, and manages the 3Points Tech Team. Email Jon at email@example.com.