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Smart, secure, and scalable file sharing for small businesses
As a start-up or small business, your team’s ability to collaborate efficiently can make or break your momentum. Whether you're working from a single office or spread across remote locations, sharing files quickly and securely is essential to keeping projects moving and clients happy.
At telanova, we work so closely with our clients they often consider us part of the team. That includes helping you choose the best and most practical technology for your needs - including how you share files day to day.
Why File Sharing Matters
File sharing isn’t just about convenience - it’s about productivity, security, and effective teamwork. When done right, it helps your business:
- Avoid version control chaos – No more asking "Is this the latest version?"
- Keep everyone on the same page – Whether in the office or remote
- Protect sensitive data – Reduce the risk of accidental leaks or loss
- Enable hybrid working – Give staff access to files anywhere, anytime
Did you know? A report by IBM found that the average cost of a data breach in 2023 for small businesses was over £2 million - highlighting the importance of secure file systems.
What Are Your File Sharing Options?
Here’s a breakdown of the most popular and practical file sharing solutions we recommend for small businesses, depending on your team size, budget, and workflows:
Microsoft 365 (OneDrive & SharePoint)
Best for: Businesses that use Microsoft Office (Word, Excel, Outlook) and need to stay compatible with clients.
- OneDrive: Great for personal file storage and ad-hoc file sharing.
- SharePoint/Teams: Better for structured team collaboration with document libraries.
- Real-time co-authoring in Word, Excel, and PowerPoint
- Strong security and compliance built in
- Deep integration with Outlook and Teams
- Requires training to use SharePoint effectively
- Permissions management can become complex
- Needs good file organisation to avoid clutter
Telanova Tip: Many small teams only use OneDrive but miss out on SharePoint's powerful team-based folder structures. We help bridge that gap.
Google Workspace (Drive & Shared Drives)
Best for: Teams who prefer working entirely online using Gmail, Google Docs, and Google Meet.
- Google Drive: Ideal for easy file sharing and real-time editing.
- Shared Drives: Offers centralised ownership and access control for teams.
- Simple, web-based interface
- Excellent live collaboration features
- Easy to manage sharing permissions
- Limited compatibility with Microsoft Office files
- Fewer admin tools compared to Microsoft 365
- Shared Drives can become disorganised quickly without rules
Example Use Case: A marketing agency we support switched to Google Workspace to streamline collaboration with creative freelancers. Now they co-edit campaigns in real time with zero back-and-forth emails.
Dropbox Business
Best for: Teams that want reliable, device-agnostic file syncing with minimal fuss.
- Strong cross-platform syncing
- Smart Sync reduces local storage requirements
- Good external sharing tools for large files
- Lacks built-in editing tools (like Word or Docs)
- Pricing scales quickly with team size
- Limited integration with wider productivity tools
Use Case: A construction firm we helped uses Dropbox for quick file access on mobile while on site, especially for large drawings and PDFs.
On-Premise File Server
Best for: Businesses with strict data control needs or unreliable internet connections.
- Hosted in your physical office location
- Can be integrated with VPN for secure remote access
- Full control over data storage and access
- No monthly cloud subscription fees
- Higher setup and maintenance costs
- Requires regular backups and updates
- Scaling up or supporting remote users can be tricky
Best Practices for File Sharing
Regardless of your platform, following good habits will make your file sharing system stronger:
- Use shared spaces: Avoid personal folders for business-critical files.
- Set permissions carefully: Use “least privilege” principles - don’t give everyone access to everything.
- Keep your folders organised: Use consistent naming conventions and agreed folder structures.
- Train your team: Empower staff to use your tools properly, especially if they’re new to cloud systems.
- Always back up: Even cloud platforms need a backup strategy - especially to recover deleted or overwritten files.
Frequently Asked Questions
What’s the difference between OneDrive and SharePoint?
OneDrive is like your personal drive - best for drafts or individual work. SharePoint is shared space for the whole team, ideal for collaboration and long-term storage of business files.
Is cloud storage safe for sensitive business documents?
Yes - platforms like Microsoft and Google offer encryption, access control, and compliance features. But you should also use strong passwords, enable MFA, and avoid sharing links publicly.
Can I share files with external clients or partners?
Yes. All major platforms let you share links with optional expiry dates, passwords, and view/edit permissions. Just be cautious about what’s being shared and who it’s going to.
What happens if someone deletes a file by mistake?
Cloud platforms typically offer recycle bins or file versioning. For example, Microsoft 365 retains deleted files for up to 93 days. We also recommend having a separate backup service in place.
Do I still need to back up cloud-based files?
Yes. Accidental deletion, sync errors, or malware can still impact cloud data. Use a backup tool like Datto, Spanning, or Acronis to safeguard your business data independently.
What if we outgrow our current file sharing solution?
That’s where scalable platforms like Microsoft 365 or Google Workspace shine. We often help clients upgrade from ad-hoc Dropbox folders to fully integrated cloud systems as their team grows.
Let’s Help You Choose the Right File Sharing Solution
There’s no one-size-fits-all approach to file sharing. The right solution depends on how your team works, where your files live today, and how secure and accessible you need them to be tomorrow. At telanova, we take the time to understand your business before recommending a setup that fits - whether that’s Microsoft 365, Google Workspace, or a hybrid model that gives you the best of both worlds.
We’ve helped dozens of small businesses move from chaotic shared drives and email attachments to streamlined, secure systems that make collaboration effortless. If you’re not sure whether your current setup is still right for your team, we can review it with you and suggest practical improvements that save time and reduce risk.
Ready to simplify file sharing and strengthen your business security?
Get in touch with the telanova team today for clear, jargon-free advice and hands-on support. We work with small businesses across Wokingham, Ascot, Bracknell, Reading, and throughout Berkshire.
Explore our IT support services or call 01344 989 530 to start the conversation.
