Whether your business is small or large, there’s a lot of choices for collaboration on the market.
Managing files, working with remote teams, ensuring sensitive data is accessible but stored safely — throw a rock and you’ll hit an established platform or startup promoting itself as the one tool you’ll need.
The truth is, though, that most collaborative platforms in the cloud storage space have similar features. But that doesn’t mean they’re all created equal.
Here at Dynamic Computing, we’re big fans of Dropbox Business, and we often recommend it to our clients — even those already deep within, say, the Office365 space. Let’s talk about why.
Key features of Dropbox Business
There are a handful of things every cloud storage and collaboration platform should have: accessibility, flexibility, and security.
Dropbox Business checks all these boxes and more. Here’s a rundown of its key features:
Easy file sharing and collaboration
Dropbox simplifies the process of sharing large files or folders with your team members, clients, or external collaborators without needing to worry about file size limits or email attachments. With just a link, anyone with access can download, comment, or collaborate on documents in real-time.
Shared folder features allow your teams to work from a single location where updates are synced across all devices in real-time, avoiding version control issues or confusion over which is the most current file.
Centralized team management
The platform’s centralized admin console provides team leaders and IT departments with complete control over who has access to which files and how they can interact with them. Permissions can be set for individual users and groups, ensuring data is only accessible to authorized personnel. Managers can also monitor usage, file activities, and control sharing settings, which adds an extra layer of security and accountability.
Large storage capacity
Dropbox Business has one of the most generous storage options, with plans starting at 3 TB and scaling based on the needs of your business. This is particularly useful for companies dealing with large files, such as architecture & engineering firms, healthcare organizations, or companies in the media and entertainment industry.
Smart sync and offline access
One of its most practical features is Smart Sync functionality, which allows users to access files without needing to download them locally, freeing up space on hard drives. Files and folders can be set to “online-only” so they’re available when needed without clogging up local storage, and offline access lets users continue working on important files even when they’re without internet access. Plus, once they reconnect, any changes made will sync automatically.
Advanced security and encryption
For small and mid-sized businesses, security is a critical concern, and Dropbox Business excels in this area. It uses 256-bit AES encryption for files both in transit and at rest, offering enterprise-grade protection against unauthorized access. The platform also supports two-factor authentication (2FA) and single sign-on (SSO) for users, making it more difficult for malicious actors to breach accounts, and granular permission settings let team leaders control file access and sharing privileges. In case of a breach, account administrators also have the ability to remotely wipe files from devices.
Tool integration
The platform integrates seamlessly with a wide range of third-party applications like Slack and Zoom that your business probably uses. It also works with both Microsoft 365 and Google Workspace, allowing you to create, edit, and share documents within the Dropbox environment. This means you don’t need to switch between multiple platforms or deal with compatibility issues when working with clients or partners who use different software.
Document scanning and version history
Finally, there’s document scanning capability, which allows your teams to capture receipts, contracts, or other paper documents directly from their mobile device and upload them as PDFs to the Dropbox cloud. Additionally, it keeps track of version histories, allowing you to easily restore previous versions of files if necessary. This is particularly useful for creative teams or businesses that rely on frequent document iterations, as it allows mistakes or unwanted changes to be easily reversed.
Document editing
Paper is a collaborative document-editing tool that allows you to create, share, and collaborate on documents in real-time. Unlike traditional word processors, Paper focuses on simplifying team workflows by integrating task management and multimedia embedding. It’s an extremely powerful tool that more businesses should be aware of.
Dropbox vs. OneDrive
Since OneDrive is arguably Dropbox’s closest competitor, it’s natural to compare the two.
Like any tool, both have their pros and cons, and while our organization may prefer Dropbox, we also know that Microsoft’s platform has many benefits, especially for companies already deeply invested in Microsoft 365.
However, there are some areas where we feel Dropbox has a distinct advantage, especially for small and mid-size businesses. You can find our full thoughts on Dropbox vs. OneDrive in another post [Link: Dropbox vs. OneDrive post], but here’s a quick rundown of where we believe Dropbox has the lead as a platform:
- User interface and experience
- File sharing and collaboration
- Storage options
- Security
- Integration and flexibility
Finding the right tool for your needs
Look, at the end of the day, all that matters to your business is finding the right platform to meet your unique needs.
With so many options available — not just Dropbox and OneDrive, but Google Drive, Internxt, Box, and Nordlocker — it can be hard to find the perfect tool.
That’s where we can come in.
For help finding the right platform for your business — or any IT issues you may be facing — schedule some time to chat with us.
