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Huddle’s knowledge management system conquers evil email empire

Posted on 07 Aug, 2013 by in Collaboration & productivity | 2 comments

Here at Huddle, we call it the “Most Wanted” list: the rogues’ gallery of data and document sharing platforms which includes email, USB memory sticks, and almost every possible consumer cloud storage system, including Dropbox or Box. What are they wanted for? Crimes against collaboration. In the absence of an effective knowledge management system, content shared on these platforms is overwhelming the workforce. Drop your document onto a memory stick to share, or post a large presentation to Dropbox, for example, and it spreads through the organization like Japanese knotweed. You quickly lose control of each version, and hours can be spent compiling comments in from the separate contributors. Content and knowledge end up locked away on people’s laptops and desktops, or buried in their inboxes. Collaboration becomes next to impossible.

Email weaknesses

Email is guilty of all charges too. Users are already overwhelmed by the rising tide of email in their inbox and the size of the individual files. Yes, it will stand the test of time as a platform for communication. However, its days as an effective platform for collaboration are nearly over: email corrupts audit trails, lacks version control, fragments information, and has no approval processes. For proof that email fails as a viable means of mobile collaboration, look no further than the fall in the Research In Motion (RIM) share price—its BlackBerry quickly losing its stronghold on the corporate smartphone market.

Consumer cloud storage weaknesses

The crimes against collaboration doesn’t stop there. Left unguarded, email and cloud storage systems like Dropbox can easily allow confidential documents to leak outside of your company—and then you’ve got serious problems. They simply are not as secure as a document management system. How often have you posted a corporate document to one of these sites because it was too large to email? Many will also recall the Dropbox programming error in 2011 that left user accounts wide open for infiltration for roughly four hours before a fix was implemented. Of course, most employees will take their Dropbox account with them when they leave – hmm … I wonder how much company content leaves with it?

Content is overwhelming the workforce

The most worrying aspect of all this? The problem is set to get worse—a lot worse. The volume of content we produce is increasing exponentially every day, much of it duplicated and the vast majority of it only even viewed once. Recent research by Huddle[1]found that 55% of the workforce feel bombarded by all the information they have to deal with; 28% waste time searching for content; and 21% can’t locate the latest up-to-date document. Whenever an organization generates value from their intellectual and knowledge-based assets—employees, partners and customers—it generates knowledge. So how can organizations tap into this knowledge? Share it? Collaborate on it?

Grabbing the dragon by the tail

Here at Huddle we have the answer: our knowledge management system lets you store information centrally and make it accessible to anyone who needs it. Consequently, knowledge flows freely and efficiently—you no longer have to wait for someone to return from holiday or wait for the 15MB attachment, you just log into Huddle. Think of Huddle as a single, secure hub that streamlines online file storage and integrates information flowing throughout your organization. It doesn’t matter if your sales director is in Cape Cod or Cape Town, they can collaborate in realtime on the same shared, secure sales presentation. Even through their mobile device, should they choose. There are other reasons why Huddle makes for a best-in-class knowledge management system. First of all, it’s secure. Huddle offers government-level security and works securely across the firewall so that everyone involved in knowledge management can take advantage of online file storage and collaborate. Second, Huddle is as easy to use as Google or Amazon. Simple navigation, shortcuts and organized content areas—such as the folder and sub-folder structure—means you reach the information you need faster. Moreover, you can personalize Huddle to suit how you work. For example, sorting your files and folders by title, size, date modified or approval status. They say that if you can’t do the time, don’t do the crime. Time is up for email, cloud storage systems, and all the other criminally fragmented, unsecure means of collaboration. It’s time for the Huddle knowledge management system. See how Huddle works. Step in our interactive demo—absolutely free.

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[1] Source: 2013 Enterprise Information Landscape, Huddle.

2 Comments

  1. Sanjay Abraham

    August 7, 2013 at 6:41 pm

    With concerns growing around BYOD and building an an effective EFSS strategy, today’s enterprises face lot of security challenges. Further, content overload baffles the employees and puts a detrimental effect on their productivity. Social collaboration could address these issues.

  2. Chris Boorman

    August 10, 2013 at 9:29 pm

    Sanjay,
    I agree. The challenges are enormous – and made more complex as you say with the advent of BYOD and the consumerization of IT. However, the technologies exist to allow for greater control of content within the new world of social, mobile and cloud. Social collaboration is a critical element of this – but I believe social needs a purpose and we, at Huddle, are focused on delivering social collaboration around the content delivery process. This is where email falls short and consumer tools lack the security required by enterprises. Our goal is to transform how teams work by bringing together the relevant power of these new technologies in a secure environment that protects the assets of a company.

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