Digital communication continues to play an increasingly important role in our lives, both in business and leisure. With families, clients, and commercial teams spread out across the globe, those online interactions are used by millions of people ever single day.
However, live communications via video conferencing and instant messaging are just the start. The ability to send and receive various documents and attachments has been a central focus for many years but is perhaps more prevalent than ever. More tellingly, the size of those files has increased greatly too.
Learning how to send those large files in the best manner consequently becomes crucial for all businesses, freelancer, and creatives that wish to send files while retaining a sense of privacy. Here’s all you need to know.
Why Are Large Files More Common?
The way in which we use the internet has changed massively over the past two decades or so. On the one hand, quick broadband speed and improved facilities allow us to transfer data far quicker. On the other hand, though, the types of media sent are greater than ever.
In addition to basic word documents and single jpegs, people now transfer many types of data. Here are just some examples that may result in large attachments;
- Documents with lots of images and graphics inserted.
- Audio files such as interviews, podcasts, and audio tutorials.
- Graphic works, including both print and web designs.
- Brochures and similar files, both for training purposes and product details.
- Videos, such as business tutorials or family videos.
- And many more.
Some of those large files can be uploaded to public spaces but isn’t a viable option when privacy is key. Meanwhile, some documents can be compressed into pdfs and similar file types, but this can ruin the quality. Therefore, whether for business or personal communications, sending those large files directly to the recipient is key.
Why Can’t You Just Use Normal Email?
Whether for business or personal matters, you’ve probably sent small attachments via traditional email on thousands of occasions. There’s no doubt that Gmail, Outlook, and other ISP email services are adequate options handling those small files. However, they aren’t quite up to the challenge of sending larger files.
Even when you embrace extra features like Google Drive, the restrictions file sizes are telling. This in itself can be very problematic, but there are other issues linked to using traditional email that should not be ignored.
Poor upload speeds:
Even when your selected email platform can handle the file size, it could take a very long time for the upload to complete. Given that all businesses can relate to the concept that time is money, this is a major problem. Moreover, it’s not uncommon for mistakes to occur when uploading large files, which can result in having to start over.
Compatibility issues:
When sending a file from one mailbox provider to another, there can be compatibility issues. This can range from corrupt files to emails arriving late or potentially never. This creates a very poor impression for the recipient, which can be dangerous for business relations. Their download speeds are just as crucial as your upload.
Potential security threats:
Whether it’s business or leisure, most large files are likely to be important. Unfortunately, even in today’s world, email hacks are rife. If a fraudster can break into the email account being used to send files, they can gain access to those crucial files too. If keeping those attachments away from the wrong people is a concern, traditional email won’t do.
In truth, there are a number of smaller problems that simply make this outdated approach impractical. However, the need to share files in an efficient manner means that you need to find a better solution. Launching a Client Portal is the answer.
What Is A Client Portal?
In its most basic definition, a client portal is an electronic gateway to digital files and data that can be accessed via the internet. This is most commonly achieved through the use of a browser, although Apps may also be developed.
For businesses, they are most commonly used in two ways:
- Sending personal and important data to clients.
- Managing workflows with staff members, particularly remote employees.
The mechanism is fairly simple to understand. The business will provide the secure entry point that clients (or staff) can access via their devices. This offers a clear, professional, and effective way of sending all files, especially large ones.
One Platform For All
The client portal isn’t simply a one-on-one platform. It can be used by multiple people simultaneously, with each individual only seeing the files that are meant for them. This makes it a particularly useful tool for businesses that share files with many different clients, employees, or associates.
Client portals can be built to have different restrictions for varying people within the business too. From the backend, stored files can be quickly viewed. This can save time when certain documents will be sent to multiple people over an extended period. Those files could include agreements or tutorials.
Moreover, the possibilities are so vast that client portals can be suited for all businesses. From small startups to global giants, this is the future of large file sharing. Even some individuals, especially creatives may benefit from this type of platform.
Benefits For The Business
Implementing a client portal is highly beneficial for the business. Here are just some of the rewarding features.
- Quicker upload times, which improves the productivity and financial efficiency.
- No limits on file size, meaning no more compressing and no more breaking files down so that you can send in multiple instalments.
- Aids the bid to be legally complicit. This is especially important for business in the healthcare, insurance, and accounting industries.
- One platform to send files to individuals or groups, with a very simple interface.
- Easy storage of invoices and other financial files.
- Can be used alongside workflow automation and documents management for managing employee productivity.
Benefits For Clients (And Employees)
Crucially, a client portal is likely to offer a more practical solution for clients and employees. This isn’t simply due to the positive impression that a professional client portal will naturally evoke. Some of the other rewards include;
- Easy downloads, and the opportunity to respond with quick uploads too.
- Better file management as all documents are kept in one place.
- Increased data protection thanks to the encryption as well as the extra barrier for potential hackers.
- Solely about crucial business communications. No more filtering through spam emails.
- Both sides of the interactions take place on the automated service, meaning no delays while the recipient waits for files to arrive from another server.
Alternative Large File Sending Ideas
A client portal is commonly accepted as one of the premium tools for file sharing, particularly larger files. However, there are other options on the market that can promise to offer similar results. This list includes using torrent sharing sites, basic transfer sites, and VPNs.
Alternatively, when speed isn’t a major factor, it may be possible to publish media and files to disk or portable hard drives. In truth, though, this is likely to be expensive and impractical. Not least because some of the newer computer facilities do not boast CD drives in the first place.
Depending on the method and facilities used elsewhere, you could encounter the same issues that traditional email faces. A client portal is your greatest option on a practical, legal, and financial level.
DIY V Professional Portals
As with most internet resources, there is a choice between setting up your own platform or letting the experts handle those aspects for you. A client portal is very simple to use from the front end, perhaps even easier than a standard email mailbox. However, launching the portal and keeping it in good health is another challenge altogether.
The DIY approach may save you money, if you have the skills to successfully create the product. This certainly isn’t easy, though, and requires a great deal of talent to develop the portal. Meanwhile, the backend management can be quite difficult, especially when problems occur. Those potential troubleshooting issues lend towards taking the expert approach too.
It’s also worth taking time into account. The hours spent on the project will often outweigh any savings made by completing the process yourself. For the sake of your sanity, finances, and client experiences, using an expert is almost always for the best.
When using a professional service, setting up a portal that reflects the business and is built for the file sharing capabilities that you require is easy. And this could be your ticket to saying goodbye to those issues that have halted your professional productivity forever.
What Else Can A Client Portal Do?
A client portal isn’t only about file sharing. It can be used for various other client (or staff) interactions. The virtual environment can be used to chat, plan, manage tasks, and generally maintain a greater sense of control.
Whether interacting with clients or collaborating with other businesses, this can be a key weapon in your arsenal.