At the time of writing this article, remote working and distributed teams have become household terms as the Covid-19 pandemic has forced organizations to operate remotely and embrace it as the new standard. Productively working from home can be challenging with distractions like household chores, easy access to TV, and kids. Teams or business units can quickly slip into confusion due to lack of clarity, preventing remote workers from accomplishing tasks.
Communication among the teams in a distributed set-up presents major challenges. Enabling teamwork and innovation across the geographically dispersed workforce and ensuring productivity requires organizations to adopt modern collaboration tools. Businesses will need to be equipped with the right digital tools optimized for teams to be effective. For communication, there are tools like Slack, Zoom and Microsoft Teams. For collaboration, there is
JDX Suite, Trello, and Google Drive.
Several enterprise SaaS products that enable remote working are changing how organizations increase their operational efficiency. They help businesses improve sales & marketing ROI and deliver better customer service. This article talks more specifically about file storage, and why Digital Asset Management systems are particularly helpful for remote teams.
- A Central Repository
A cloud-based DAM – like JD Vault — centralizes the repository for all marketing and communication content such as photos, documents, audios and videos, in one place. This enables assets to be stored, managed and shared easily among teams, ensuring everyone in the organization bases their decisions on the same data.
When working remotely, team members working at different locations do not want to be bombarded with emails or chat messages, to find specific assets. With a digital asset management system in place, it is easy to search and refine asset results because of the metadata associated with each asset file. This functionality extends the value of a DAM from sophisticatedly organizing your creative files to empowering teams across your organization to work better and faster.
Many organizations share files remotely via a Virtual Private Network (VPN) connection. However, this file sharing method often limits users and in addition, DAM systems are not available for remote sharing through a VPN. A DAM platform can be accessed anytime by simply logging into their company’s DAM system from any connected device. It enables teams to work collaboratively on digital assets and ensure faster turnaround time and brand consistency. Without barriers.
A cloud-based DAM system raises significant security concerns. Their open access to the internet, combined with their centralized management, can result in data breach scenarios. Basic security practices such as authorization prevent unauthorized parties from accessing sensitive data.
A secure sharing of authentication and authorization data between teams, and a Single Sign On (SSO) mechanism are important for user authentication. Using multi-factor authentication, blocking collaboration with third parties without authorization helps keep the assets in the house. A enterprise-grade DAM will also provide the best-in-class information security practices and help you scale your storage needs in a highly secure manner.
- Role-based Permission Structure
Most DAM platforms provide some sort of a role-based permission structure with owners, admins, collaborators, and guest users. This layered structure enables DAM admins to keep permissions at a high level by creating access layers across the entire system and each user is able to understand his or her role better, propelling them to work on assigned tasks with laser focus.
Working remotely with digital assets requires admins to give access to the right users at the right time. Digital asset management platforms offer multiple layers of security to protect and secure assets. It offers a fully flexible permission settings, allowing/limiting who can access, download and share any given set of assets.
Other features that improve collaboration might include comments and annotations on the asset level, checking assets in and out to ensure no one is using pending or expired assets, and an audit log to ensure the right asset is being utilized.
- Version Control
Version control allows managing and tracking of each version of a file from a consistent location. Aggregating all asset iterations in one place helps eliminate brand inconsistencies, lost time, rework, and even legal dilemmas. With version control, history of the asset is captured — allowing teams to confidently select the most up-to-date and brand-approved file each time.
When working remotely, it is difficult to maintain brand consistency. Creative workflows are nonlinear. With each iteration new feedback is added, and images or logos change. Leveraging version control helps manage this process. Employees in different locations may not be aware that the image or logo has changed. This can lead to the wrong file going out for publication. But with a DAM system, as soon as a logo or image is updated, it ensures that only the latest, approved version is available and visible to the team for use.
Once the assets have been prepared, they can be saved centrally and distributed. DAM systems provide the option for sharing photos, videos, and other assets via a link. One upload to the DAM system can allow subsidiaries all over the world to access all content.
You can set expiry dates on share links for individual assets, and you can also set an identification requirement so you can track who has accessed the assets. Users can access the content they need and convert to multiple file formats or crop to specific sizes without having to bother the creative or marketing team.
Quicker distribution of content to all of your partners means better sales enablement, faster time to market for marketing campaigns and e-commerce sales, and increased ROI for you and your partners – even if you’re not all geographically co-located.
Adopting a DAM solution now will enhance remote working by collaborating employees and building upon the existing culture and dynamics of teams. Having the assets centralized and easily accessible at any time of day with a simple search is a benefit to remote teams who deal with digital files on a regular basis, and reduces potential bottlenecks.
If you are looking for a flexible and user-friendly DAM solution to boost your company’s performance on remote work, you might want to check out JD Vault, which offers enterprise-grade digital asset management capabilities at an affordable price.