OneDrive in One Sitting, Part 2: Implementing an Absentee Support System

OneDrive in One Sitting, Part 2: Implementing an Absentee Support System on messageops.com

Dealing with absenteeism in today’s fast-paced, technologically driven workplace

Welcome to OneDrive in One Sitting, a blog series where we showcase brief scenarios that illustrate how users can leverage the versatility of OneDrive to improve their workflows.

Scenario 2: Sick Day Support System

In the first part of this series, we discussed the ‘Monster Project’ that had finally gone into production. Well, now you’re in charge of this new project, and as a result feel indispensable –
you understand every facet of the job.

But things have hit a roadblock. This morning you came down with the most horrific flu you have ever experienced. Even though it’s not like you to call in sick from work, you really have no choice, thanks to the flu-pocalyspe. And as you think about missing a day, you break into a cold sweat – not simply from the flu, but because no one else can do your job. You’ll either have to work remotely, or head into the office and risk exposing everyone to your germs.

But wait, there is another way. And it’s called OneDrive

What you should have stopped doing a long time ago, because you have evolved as a professional:

  • Keeping all of your files on your local machine.
  • Using your email records as the sole location to store your project contacts.

What you’ve done to ensure your work is sharable in the event of an emergency:

  • Stored all relevant files for all of your projects in their own, clearly-labeled folder within your OneDrive.
  • Stored notes on your processes in a OneNote notebook within the same folder.
  • Stored contacts and critical credentials (security policy permitting) in this OneNote notebook.

Why collaborating with a tool like OneDrive is so important:

  • You will not be spending the entire day in a state of panic while trying to perform your duties, even when you’re under the weather or otherwise unavailable.
  • Your colleagues will still be able to carry on in your absence.
  • You’ll simply share the pertinent folder with an associate who has the access to perform your duties, and they will instantly have all of your process notes, contacts, and files related to the project. Your coworkers can easily take over where you left off, without any downtime.

How else can OneDrive be used to improve workflow within an organization?

  • Unexpected emergencies: Sick days are not the only time you may need to bring in another teammate on such short notice. As a general practice, you will likely find it extremely beneficial to organize projects in cloud-accessible locations.
  • New-hire onboarding: When bringing on a new-hire, giving a person access to everything that encompasses a project is a great way to quickly bring someone up to speed without having to dedicate significant time to training.
  • Control permissions: You can use view-only permissions to invite outsiders into the project to review, but not edit, any documents or files within the project.
  • Employee turnover: While it’s not something that you want to think about, bad things do happen, and sometimes employees leave on bad terms. In these instances, you can revoke all permissions as quickly as they were granted. We’ll cover more on this in a later blog post.
  • Local syncing: One of the beautiful things about a cloud solution like OneDrive is that you can sync it to your local machine, which allows you to work and manipulate files as if they are there. Should your local hard drive crash, you won’t have to worry whether your OneDrive is safe, because everything is always securely saved in the cloud.

Additional resources related to OneDrive sharing and syncing.

If you’re looking for more information about sharing and syncing files and folders on OneDrive, feel free to browse the following informative resources from Microsoft.

Get ready for the next blog in our OneDrive in One Sitting series!

This is our second installment in our ongoing series, so follow our blog closely for the next post. And should you have any questions about anything covered, feel free to reach out to the MessageOps team by phone at 877-788-1617 or through our online contact form.