As a digital marketing agency, you rely a lot on your IT - collaborating with each other, catching up with clients, creating documents and materials and storing important files and information.
During the pandemic, we’ve seen a rise in teams working from home, using their own devices and adapting to remote office life.
Below are some of the common problems digital agencies are facing as we begin to return to the office.
“Some of our team are working remotely, while others are back in the office.”
A blended return to the office has become commonplace for a lot of businesses, and this has led to a growing need for employees to be able to access files and apps whether they’re working from their desks or sofas.
Centralise all your resources in Microsoft 365. Create a company-wide area where all the documents and files relevant to everyone in the business are kept - corporate documents, policies, T&Cs, templates, timesheets, holiday forms and more.
By creating a central area for these types of files, you can save time in the long run, avoid duplication of files and make sure everyone has immediate access to the resources they need to do their job.
“We often have multiple versions of the same document, which causes confusion.”
Creating quality, client-ready files is crucial for agencies. How embarrassing is it when you spend hours finalising a project only to send the wrong version across to the client?
Another example of this issue is different versions of in-house documents, like rotas and policies. When revisions are made, half of the team may still have the original and incorrect version downloaded and saved to their desktop.
With Microsoft 365, you don’t need to worry about version control.
Firstly, you can create and co-author a document so that you only ever have one version of the file.
And, if you do need to see previous versions of the content, you can track any changes that have been made and revert back to an earlier version.
Meanwhile, you can set up permissions on documents and folders so that only certain people or groups can view/edit. You can even block people from downloading the document so they can only view the latest version online.
Not only does this cut down confusion, but it also saves a lot of time (and face).
“We’re always growing our team and need a quick way to onboard new people.”
Getting new people started has always been time-consuming - there are always going to be teething problems along the way. However, remote working has made onboarding new employees even more difficult because we can’t sit down with them or show them around the office.
On top of this, you’ve also got to consider making sure they have access to everything they need - and that they don’t have access to anything that’s not for their eyes.
By having your resources centralised, you can immediately give new employees access to company-wide information.
We’d also recommend setting up an area for each department (i.e. sales, accounts, marketing). This way, when a new person joins the accounting team, you can give them access to that specific area by adding them to the accounting group.
“We need to keep our client data safe and secure.”
In August 2020, a report was released suggesting that almost a quarter of UK workers were working from unauthorised and personal devices. What’s more, one in 10 shares these devices with other members of their household.
Undoubtedly, this has left agencies and businesses concerned over who has access to what data.
Using Microsoft 365, we have created a solution that protects your company information, files, apps and data by controlling the way users access and share information. Setting out rules, configuring security settings and standardising security ensures devices are compliant, secure and protected.
CyberLari allows you to access an inventory of devices that have access to company data, while each company device is set up in a way that meets security standards. A report can even be generated to include a log of users and devices and whether or not they are compliant.
By setting Microsoft 365 up in this way, businesses can make sure everything is secure and compliant, and up to date, while each member of staff has the appropriate permissions and access they need to do their jobs, whether that’s from the office or the dining room table.
We’re currently rolling out CyberLari for all of our clients. If you would like to know more, get in touch with a member of our team right now.