2:23 PM
Kinsz
Do you know why an extranet is better than email for sharing documents? The answer is simple, email is perfect for one-to-one communication, but not ideally suited for groups engaged in project collaboration.
What most email programs provide are little and effective ways to prioritize your messages and attachments. Everything arrives in the same place and it is in the order in which it was sent.
All project related documents are automatically captured within a folder dedicated to a project with an extranet.
It will not be mixed in with the latest joke that's circulating around the office.
Plus, an extranet can also handle any size document. With e-mail, you run the risk of large attachments not passing through the company firewall.
A power point presentation that is shared with a group is considered as a perfect example. Using an email would mean that you have to break the presentations into small parts, with each section attached to a separate email. Not only do the sections fail to arrive at the same time, but it can also be quite confusing for everyone involved. Try to visualize sharing three presentations, each in 3 parts, to six people. That would be nine emails to six people. Fifty-four messages!
Sending the presentations at the same time, all intact, automatically filed into a single project folder along with all the other related materials is what you can do when you use an extranet.
Everyone will also have access at the same time.
A lot of extranets also make it easier and use automatic email alerts that inform the recipients that the presentations are available as well as provide a comment function that allows each user to share their point-of-view.
An extranet assures that important documents get to the right place, ready for instant response. Another thing it does is puts related documents and messages together. The budget, schedule, strategic plan, power point presentation, everyone's notes and comments -- they all appear on the same page. No sorting through a long list of unrelated emails.
One final point. Secured wit 128 bit encryption are a lot of extranets and these are the same protection used for protecting financial transactions. Email, on the other hand, can land in anybody's hands, which is OK if you're sending the latest joke, but not at all funny when it comes to the confidentiality of your most important documents.
What most email programs provide are little and effective ways to prioritize your messages and attachments. Everything arrives in the same place and it is in the order in which it was sent.
All project related documents are automatically captured within a folder dedicated to a project with an extranet.
It will not be mixed in with the latest joke that's circulating around the office.
Plus, an extranet can also handle any size document. With e-mail, you run the risk of large attachments not passing through the company firewall.
A power point presentation that is shared with a group is considered as a perfect example. Using an email would mean that you have to break the presentations into small parts, with each section attached to a separate email. Not only do the sections fail to arrive at the same time, but it can also be quite confusing for everyone involved. Try to visualize sharing three presentations, each in 3 parts, to six people. That would be nine emails to six people. Fifty-four messages!
Sending the presentations at the same time, all intact, automatically filed into a single project folder along with all the other related materials is what you can do when you use an extranet.
Everyone will also have access at the same time.
A lot of extranets also make it easier and use automatic email alerts that inform the recipients that the presentations are available as well as provide a comment function that allows each user to share their point-of-view.
An extranet assures that important documents get to the right place, ready for instant response. Another thing it does is puts related documents and messages together. The budget, schedule, strategic plan, power point presentation, everyone's notes and comments -- they all appear on the same page. No sorting through a long list of unrelated emails.
One final point. Secured wit 128 bit encryption are a lot of extranets and these are the same protection used for protecting financial transactions. Email, on the other hand, can land in anybody's hands, which is OK if you're sending the latest joke, but not at all funny when it comes to the confidentiality of your most important documents.
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