Remote Collaboration: 5 Tips for Real-Time File Sharing

man at a computer working remotely

Note: As of May 2024, Storetec’s ‘FreeDocs’ software has been updated to MDI Cloud. Read about the upgrades and feature changes here.

Remote work has become increasingly prevalent, making efficient file sharing crucial for seamless collaboration among teams. Whether your team is spread across different locations or working from home, optimising remote file sharing can significantly enhance productivity and streamline workflows. Here are five effective ways to improve remote file sharing:

Choose the Right Collaboration Tools

Selecting the appropriate real-time file sharing tools is essential for ensuring smooth communication and remote collaboration. Look for platforms that offer features such as version control, real-time editing, secure file access, and integration with other systems. Assess your team’s needs and preferences before settling on a solution to ensure it aligns with your workflow.

Implement Secure Access Controls

Security is paramount when sharing sensitive files remotely. Implement robust access controls to safeguard confidential information and prevent unauthorised access. Utilise features like password protection, encryption, and user permissions to control who can view, edit, or share files. Additionally, consider using multi-factor authentication for an extra layer of security, especially when accessing files from external networks or devices.

Organise File Structure Effectively

Maintaining a well-organised file structure is key to improving efficiency and accessibility during remote file sharing. Establish a clear hierarchy of folders and subfolders, and use descriptive filenames to facilitate easy navigation and searchability. Consider implementing a standardised naming convention to ensure consistency across files and projects. Regularly review and update the file structure as needed to accommodate changes in workflows or team dynamics.

Foster Collaboration with Document Version Control

Version control is crucial for collaborative projects, allowing team members to track changes, revert to previous versions, and avoid conflicting edits. Encourage the use of version control features offered by your chosen file-sharing platform to maintain a single source of truth for documents and files. Establish guidelines for documenting changes and communicating updates to ensure everyone stays informed and aligned.

Embrace Real-Time Collaboration Features

Enable real-time collaboration features to facilitate seamless teamwork and productivity, even when working remotely. Leverage tools that allow multiple users to edit documents simultaneously, comment on files, and engage in live discussions. Whether it’s co-authoring a document or providing instant feedback, real-time collaboration features empower teams to work together efficiently regardless of their physical location.


In conclusion, optimising remote file sharing is essential for fostering collaboration, boosting productivity, and ensuring the success of remote teams. By choosing the right work from home tools, implementing secure access controls, organising files effectively, embracing version control, and leveraging real-time collaboration features, organisations can streamline workflows and enhance communication in remote work environments. Investing in these strategies will not only improve efficiency but also contribute to a more cohesive and connected remote workforce. FreeDocs is the perfect tool for remote working teams to be able to work collaboratively. Get in touch today for a free demo.