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Keeping everyone on the same page in business

Faster projects and leaner team was the end result of a technology strategy at a digital brand agency

WHEN co-founder and managing director of digital brand agency Bonsey Jaden, Nic Robertson, set out to form a new kind of digital brand agency with his partners, he knew that a key piece of the company's operations would centre around how employees were able to manage and collaborate on files.

With a team spread across six offices from Singapore to Australia, keeping everyone on the same page would be critical to the agency's success.

Bonsey Jaden has teams working in six offices spread out across South-east Asia, with talent ranging from videographers and producers, to content strategists and community managers. It's a diverse team with diverse needs.

What's more, Mr Robertson notes, production teams often have to work on location with limited internet access. For Asia's Got Talent, a team from the Philippines was needed to shoot behind-the-scenes video footage in Malaysia, Indonesia, and Thailand.

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Mr Robertson had some experience using file-sharing services like WeTransfer and YouSendIt, but believed those would be too limited for many of the company's needs. After exploring other collaboration focused-solutions, Mr Robertson and his partners agreed that Dropbox Business was the answer. He recalls, "Dropbox Business made it very easy to centralise files, provide quick access to those files, and work in a way that fit our vision of how the business should run."

Because Bonsey Jaden's geographically dispersed teams often work together on projects, shared access to the latest files is crucial. On top of the distances between offices, teams had to occasionally travel for certain projects.

Using Dropbox Business, the team has been able to instantly upload and share video files for editing with colleagues back in their home office.

"The timeframes in TV are especially tight, and we're dealing with tonnes of large files," adds Mr Robertson. "Without the simple, centralised file storage Dropbox Business offers, it would be very difficult to do what needs to be done for projects like Asia's Got Talent."

When teams can't connect with clients on site, they use Dropbox Business to share files externally.

By sharing links and setting file access limits, Bonsey Jaden can preserve confidentiality while supporting agency-client collaboration. According to Mr Robertson, using Dropbox Business in this way also enables the company to better track sharing processes.

In command

He says, "The Dropbox Business dashboard lets me see all the links being created - which is important. One look tells us exactly what is being circulated among our offices and with clients."

By centering many operations around Dropbox Business, Bonsey Jaden has been able to execute projects fast, while maintaining leaner teams.

As Mr Robertson explains "I do a lot myself. I created an all-access folder on Dropbox to house some of our new employee induction processes. When someone leaves the company, I'm the one to revoke their file access. I don't need to have an IT team or a head of security in place to do any of this for me."

"Dropbox Business made it very easy to centralise files, provide quick access to those files, and work in a way that fit our vision of how the business should run," he says, adding, "Dropbox Business isn't just some tool we use. We started out storing files in it, and everything else built up from there. It's an integral part of our business."

Being able to work offline and re-sync files to Dropbox when an internet connection becomes available has been a lifesaver for Bonsey Jaden.

"The ability to work offline makes Dropbox Business one of my best friends," Mr Robertson explains. "Everything goes straight onto my computer, is backed up in the cloud, and I can use it on the plane, at the airport, wherever - no internet required."

This nimble way of functioning aligns with how Mr Robertson always intended Bonsey Jaden to run. Mr Robertson says he and the other founders are able to personally manage large teams, control processes, and protect intellectual property while still "getting a chance to sleep a few hours every night" - partly because of how smooth Dropbox Business makes the company's workflows.