#13 File Servers be Gone - Modernising Collaboration

Work Smarter

Welcome to Episode 13 of the Work Smarter podcast, where we help you unlock the power of technology to transform your business operations and create happier, more productive teams. In this episode, Josh dives into the critical topic of moving from traditional file servers to Microsoft 365, painting a clear picture of why this transition is essential for modern businesses.
Imagine accessing all your files securely, from anywhere—whether you're in the office, working remotely, or even on a plane. Microsoft 365 enables seamless access to your documents across devices, making it easy to work from your phone, laptop, or tablet with full control over your content. Josh breaks down the limitations of traditional file servers, like outdated systems (Windows 2008/2012), cumbersome VPN access, and security vulnerabilities, and highlights how 365 addresses these issues.
The episode walks through the core tools that make up the Microsoft 365 suite—OneDrive, Teams, and SharePoint—each designed to optimize different aspects of file storage and collaboration:
OneDrive: Your personal document storage solution, allowing you to sync files across devices, ensuring you have your documents and desktop setup wherever you go.
Teams: Perfect for collaborative work, Teams allows you to create channels, manage access, and co-author documents in real time, all within a highly secure environment.
SharePoint: The backbone of file storage and document management, offering powerful tagging, sharing, and version control features. Josh emphasizes how SharePoint’s enterprise-grade search capabilities make it easy to find content across your entire organization.
Josh also discusses how Microsoft 365’s advanced security and compliance features protect your data, such as restricting access based on location or tagging files as confidential. With external collaboration tools built-in, you can securely share files and collaborate with subcontractors and clients without the hassle of managing multiple versions of documents.
This episode is packed with practical insights for businesses looking to modernize their file management systems and reduce their reliance on outdated infrastructure. Josh also teases future episodes where he’ll dive deeper into planning your move to Microsoft 365, including how to properly structure your files and ensure your team is fully trained on the new tools.
Key Takeaways:
Understand the drawbacks of traditional file servers, including security risks, access limitations, and time wasted searching for files.
Discover the benefits of Microsoft 365 tools: OneDrive for personal files, Teams for collaboration, and SharePoint for document management.
Learn how to enhance productivity with features like co-authoring, automated workflows, and advanced security controls.
Explore how external collaboration within Microsoft 365 can improve workflows with clients and subcontractors.
Resources Mentioned:
Microsoft 365: OneDrive, Teams, and SharePoint
Power Automate: Workflow automation
Next Steps: As more businesses move toward cloud-based solutions, it's essential to make sure your transition to Microsoft 365 is smooth and efficient. Stay tuned for upcoming episodes where we’ll cover how to properly plan your migration, optimize your file structure, and get your team up to speed on the powerful tools Microsoft 365 has to offer.