Tuning up productivity with handy features
Cloud-based file sharing with apps like OneDrive and SharePoint provides more secure data storage and convenience for users; that value proposition is basic to cloud migration. However, the Employee Enablement team running the change management during the company’s Office 365 deployment focused on what that convenience really could mean to employees. With OneDrive as an integral component of the Office 365 platform, the team is setting the stage for further gains. “By moving business units off of shared network drives, we enabled our employees to collaborate directly through file sharing rather than through email,” says Bankson. “I personally like the convenience that OneDrive delivers,” she adds. “I no longer save anything on my hard drive. Once I create a file, it autosaves, and I can share it with anyone externally or internally from within any of the other Office 365 apps. I don’t have to keep track of things on my desktop—it’s extremely easy.”
Even early on during the migration, many Gap Inc. departments found collaboration easier with OneDrive. “Several departments are teaming together much more effectively,” explains Lakshmi Prabha, Collaboration Solution Specialist, Gap Inc. “They’re no longer confused by having both their individual files and their team files under the same user interface, like they did with our former solution. And with OneDrive, they always know if it’s a file that they own or whether it’s one that has been shared with them, because they’re shown under different tabs.”
In her support role, Kawano works with huge document libraries. “I use Files On-Demand to preserve my hard-drive space,” she explains. “All my files exist in the cloud, and when I designate one as an online-only file, I have easy access to it or can download it as I need it.” That flexibility extends to collaboration with external users. “We appreciate the flexibility to set up data loss prevention policies in OneDrive so that confidential documents can’t be shared externally unless we see a warning,” says Silk. “We have the convenience of easy cloud sharing, with built-in security.”
The productivity tool goals that Gap Inc. envisioned are taking off. The project came together with a three-person internal team. “Our small team achieved a large effort—they really were heroes at the end of the day,” says Bankson. And the dividends are accruing.
“Since beginning our migration to OneDrive with Office 365, we’ve seen significant productivity gains,” she says. “And it’s a huge advantage to our IT department, which now has just one consolidated solution to support. I expect that this simplification will be a big win for us.”
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