Easily Manage Your Online Business with File Sharing

I’ve been using Dropbox to manage Millennial Money for almost 5 years and I’m a huge fan of the product. I’ve tested multiple file sharing services, but Dropbox for Business almost stands alone as the easiest to use and most secure file sharing service. While it may just seem like a personal blog on the surface, running Millennial Money actually has many moving parts which requires a file system like Dropbox supporting the day to day running of the website and brand.

 

The biggest challenge I have is working with a team of writers, contributors, and brand partners, as well as occasionally lawyers, who all need access to different content, files, and information at different times. This is why access permissions, sharing only certain files and folders, as well as being able to see at a high level what is shared with who, is extremely important for my blog. 

 

Here’s a simple example of how I use Dropbox shared folders. Right now when I want to have a post written on a topic by one of my writers, I create a request in one of my Dropbox folders for one of my editors who keeps all new and old post drafts saved in one folder. he then requests a specific writer who has their own Dropbox folder where she manages the requests and their content. 

 

Currently I work on and off with 7 different writers on Millennial Money who all have different specialties (and are located in different parts of the world), so each of the writers, as well as the editor, all have a Dropbox folder that is shared with different people. Once the content is created, it then gets placed by my editor into a folder for my virtual assistant to create all the of the post images (for Pinterest, featured, etc.) in Canva and then attach them to the post. Finally, they get placed into a “Grant to Review” folder where I look at all of the upcoming posts. When they are ready I put them into another folder to be uploaded.

 

While it might sound like it’s a bunch of steps, it’s actually only 5 steps with shared folders in the workflow: 

 

1) Submit idea to Editor folder 

2) Editor assigns to Writer 

3) Writer lets editor know post is done, then it’s edited and put into the folder for graphics to be added 

4) Graphics are added and then it’s put in the “Grant to Review” folder 

5) I review it and put it into the Upload folder when it’s ready.

 

In addition to my workflow with my writers, editors, and designers, I also use shared Dropbox folders for my expense tracking and accounting backups, as well as backing up my entire computer into the cloud. When my computer died last year during travel, I was extremely grateful when I had my entire computer backed up on Dropbox and I didn’t lose any of my important files. It also didn’t impact my writers and editors because all the content was still in Dropbox, making it easy to continue posting on the website.

 

I literally use Dropbox for Business to manage almost every aspect of Millennial Money, my online business, and when writing my book Financial Freedom.

 

Another feature I like is the ease with which I can see when a file has last been edited  by simply hovering over a file folder, so I can see my team progress and who is staying on schedule! I’m also able to easily add or remove other people to a folder, which is especially helpful when I work with temporary writers or partners. 

 

Finally, as you can imagine, some of the information for the website is confidential so I feel extra secure using Dropbox because you can protect your account with a USB authenticator key – which protects my account from getting hacked or someone else logging in. My authenticator key is always on my key ring and you must have it to be able to login to my Dropbox account, which adds an extra layer to both my shared folders and my entire account.

 

This is a sponsored post for Dropbox. All opinions are my own. Dropbox is not affiliated with nor endorses any other products or services mentioned.

 

Grant Sabatier

Creator of Millennial Money and Author of Financial Freedom (Penguin Random House). Dubbed "The Millennial Millionaire" by CNBC, Grant went from $2.26 to over $1 million in 5 years, reaching financial independence at age 30. Grant has been featured in The New York Times, Wall Street Journal, BBC, NPR, Money Magazine and many others. He uses Personal Capital to manage his money in 10 minutes a month.

Latest posts by Grant Sabatier (see all)

Posted in: Resources

No Comments

Post A Comment