Potential Challenges
Some of our organization’s technological processes and methods have proven inefficient and affect multiple aspects of the firm. First, although the business has doubled in size, most of my coworkers commute a minimum of 45 minutes away due to traffic and housing issues, resulting in some talented workforce departing the organization for other companies. Another challenge is sharing files via external storage, which is tedious and arduous. The Adobe Creative Suite, primarily utilized for various graphic design features, poses a challenge of regular licensing for new computers, which may be time-consuming and pricey. Moreover, our current system requires clients to travel to our office to review projects, resulting in losing clients challenged by geographical distance.
Solutions
Considering we have limited IT staff in operational offices and purchasing new office space is off the table, I propose remote employment Dropbox Advanced solutions to the featured challenges. First, switching to remote jobs will improve the work-life balance of colleagues living far from the office. Since there is no more office space available, remote jobs will reduce costs for the business and commuting stress for staff, hence higher productivity. Remote work helps companies retain high-talent workers while employees cherish a remote position’s autonomy, privacy, and flexibility. However, the current IT systems are incapacitated to facilitate virtual employment since it require an integrated working environment that can be monitored.
I propose a Dropbox Advanced cloud computing subscription to expedite remote employment, among other solutions. Dropbox Advanced features allow virtual employees that will enable members of our group to be challenged by commuting to work from home. The software will allow the storage, sharing, and accessing of files across devices, enabling employees to work remotely. Since neither department is willing to alter its operating system, Dropbox Advanced will facilitate a single server-integrated environment with synchronized storage that allows the transfer of large files while collaborating with graphic design tools.
Benefits of the Proposal
Additionally, Dropbox’s Advanced digital workspace connects team players with the content, colleagues, and all graphic design tools to complete the work (Azmi & Hussain, 2021). Implementing the proposal will enhance worker retention and satisfaction by eliminating the travel hustle affecting our staff. Considering the firm’s role in graphic design, security is the highest priority, and Dropbox Advanced has security features and tools that protect the account from attack while protecting data, such as the two-step verification and monitored third-party apps. Creating a virtual working environment will allow some employees to work away from the office to tackle the challenge of a high turnover of talented employees and promote an integrated working culture.
Dropbox Advanced annual subscription has no limit on the number of devices utilized, although admins can limit the number of links. The five IT staff members are sufficient to administrate various software elements such as security, network, and computer installations. Moreover, Adobe Creative Suite allows the saving of data directly into the Dropbox account (Yoldi-Negrete et al., 2019). Currently, when an employee is absent and needs to access some files from their computer, they must share their password or go to the office. Data uploaded on Dropbox Advanced is automatically cloud-backed, allowing access and transfer to multiple computers (Dropbox, 2018). Adopting the software in our system will integrate data and workforce to eliminate the inconveniences of independent storage.
Finally, Dropbox Advanced will eliminate the need for clients to travel to the office to review completed designs and projects. Dropbox integrates with Zoom to allow sophisticated processes such as the review of storage data (Azmi & Hussain, 2021). Since the manager appreciates seeing the clients’ expressions during a review, Dropbox Advanced will mediate virtual meetings to let the manager evaluate the clients’ expressions and candidly review the projects without requiring the clients to visit the office.
Cons of the Proposal
However, various risks could implicate the proposal by implementing remote employment and cloud computing services. Empirical research has indicated that remote employment has the disadvantages of distractions, poor teamwork efforts, and isolation (Yankov, 2021). Moreover, remote employment is inconvenient for new hires, and if poorly monitored, it affects results. A study by Akhmatov (2019) acknowledged that although Dropbox is a modern HRM and operations management application, it lacks metadata functionality. Unfortunately, the failure of Dropbox to provide users with the latest technology, such as metadata search, will challenge storing and locating files.
Why the Proposal is Suitable for the Company
Ultimately, the firm’s multitude of challenges is bothering us and, if left unaddressed, will further affect our HR relations, operations, and gross revenue. Significant challenges in the firm include employee commuting, segregated data storage and transfer, and native software systems. Considering the limited IT staff and incapacity to rent additional office space, I propose remote employment and Dropbox Advanced solutions to tackle the featured challenges. Implementing the proposal will revolutionize our database to facilitate integrated cloud-backed storage and transfer, undemanding operations, virtual employees, and meetings, among other features. It should be noted that Dropbox Advanced is compatible with most software utilized in the organization, such as the heavily applied Adobe Creative Suite and operating systems such as Mac and PCs. Modifying cloud computing and storage is the optimum solution to the challenges threatening our firm.
References
Akhmatov, V. V. (2019). Advantages and disadvantages of using cloud services. Web.
Azmi, N. N., & Hussain, A. (2021). A Bibliometric Analysis of Dropbox on Scopus Publication. Webology, 18(Special Issue on Information Retrieval and Web Search), 54-78. Web.
Dropbox. (2018). How video conferencing’s future can learn from its past?RSS. Web.
Yankov, K. V. (2021). Approaches to Measuring and Forecasting Remote Employment. Studies on Russian Economic Development, 32(4), 399-406. Web.
Yoldi-Negrete, M., Morales-Cedillo, I. P., Navarro-Castellanos, I., Fresán-Orellana, A., Panduro-Flores, R., & Becerra-Palars, C. (2019). Combining Adobe Forms and Dropbox to obtain a low-cost electronic data collection system. Telemedicine and e-Health, 25(3), 250-256. Web.