How to Pick and Implement the Best Software for Sharing Files

Do you want to find the best software for sharing files? If you feel overwhelmed by the sheer number of options available, you’re not alone. There are a lot of platforms to choose from. And they all have different feature sets and pricing models. 

In this post, you’ll learn a four-step method for quickly finding software that is ideal for your business. It doesn’t matter if you’re a one-person freelancer or working in a multinational enterprise. 

  1. Identify Non-Negotiable Features of Secure Sharing Software

What features are absolutely essential for the day-to-day running tasks of your organization? It is important to identify these so you can filter providers in the early stages of your search for a platform.

Most organizations require the following features:

  • A document editor.
  • Electronic signature functionality. 
  • Recipient tracking (analytics).
  • Collaborative tools (like shared document editing and team messaging). 
  • Team permissions. 
  • Integrations with existing platforms used for team management, accounting, data management etc.

Every business is unique, so it is crucial to base decisions on a complete understanding of your workflow and tech stack. 

  1. Identify Document-Sharing Software That Might Be a Fit 

There are many platforms to choose from. As a general rule, it is a good idea to start with market leaders. Typically, the most popular platforms are those with the best feature sets.

Here are three leading platforms to try:

  • PandaDoc: PandaDoc is the market leader in the document-sharing space and offers a comprehensive feature set, which includes a document editor, a library of free templates, and automation tools. There is also an exceptional free plan with unlimited document deliveries and electronic signatures. 
  • DocuSign: DocuSign is another well-known and popular platform. It offers a number of advanced features like clickwrap and signing with a witness, “called eWitness.”
  • Proposify: Proposify is a general document sharing-solution that has a focus on sales documents. If you deal with many proposals, Proposify offers advanced tracking and numerous sales-focused editing tools. 
  1. Take Out Free Trials 

It is essential to test document management software before you purchase a subscription. Most leading platforms offer either a free trial or a demo. If this is not the case, speak to the sales team to organize one. 

Pay particular attention to ease of use and the time taken to learn new functionality when testing software. You should also evaluate the quality of customer service provided by the sales team, as this can be a useful indicator of standards in other areas. 

  1. Onboard Your Team and Set Permissions 

Once you have determined which platform you will use, you need to onboard your team and set appropriate permissions. The big mistake that companies make is attempting to do this on their own. 

If you have a large organization, a dedicated onboarding manager will be invaluable. Many providers of enterprise software will connect you with an onboarding expert as part of starting a subscription. If this benefit isn’t offered, it can usually be negotiated, especially for top-tier subscriptions. 

You may also wish to opt for a plan with a long-term account manager. Having a single point of contact means that issues can be resolved much more quickly compared to having to go through customer support. 

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