Reduce shadow IT. Give teams a common exchange method.
When there is no suitable exchange method, teams find their own solutions. An understandable alternative helps keep files within agreed processes.
Understand why workarounds appear
Ask employees where existing tools do not meet their needs. Is there no way for an external partner to return documents? Is access too difficult? Specific obstacles provide a better starting point than another blanket prohibition.
Offer a controlled service
Qiata can provide a common service on your infrastructure for sending, invitations and TeamTransfer. IT sets the framework while teams receive a clear workflow. Permissions and protection options need to fit how people actually work.
Rollout involves more than technology
Demonstrate the workflow using typical files and identify a contact for questions. After rollout, check whether external participants can use it and whether new workarounds appear. An approved service is valuable when people understand and use it.
Check adoption with a concrete example
Ask an internal and an external participant to complete the same test: receive documents, open them and return additional information. Observe where questions arise. This reveals whether instructions are missing or the workflow does not yet match what participants expect.
Collect feedback immediately after the test and use it to refine rollout. Define a clear standard method for common tasks so employees know which tool to use and where to get support.