In one of our previous blog posts (How’s That (Tech) Been Working Out for Ya?) we started looking at several different tools agents are using to build their digital briefcases. Over the past couple of weeks we’ve been highlighting different tools we use. This week we’ll take a look at using a service like Dropbox to share and store files.
What is Dropbox?
Dropbox is a cloud based file storage service that automatically syncs up documents across multiple devices. If we boil it down as simply as possible, Dropbox allows you to save files in one place, and automatically access it somewhere else, even on a different device – desktop, laptop, smartphone or tablet! In our last couple #TechTuesday blog posts we’ve talked about ditching your notebook and pen and switching to OneNote or EverNote, and about turning your smart phone into a digital scanner. Think of Dropbox as a filing cabinet of rates, applications, brochures (whatever you need, really)….that you have at your fingertips at ALL times.
Here’s how we use Dropbox:
Everyone in the office has Dropbox installed on their computers. We save all of our rates, brochures, blank apps, etc. in a shared “Company Forms” folder. This way if one person downloads a carrier’s updated rates, all of us have access to that carrier’s up to date rates without having to download them ourselves. A few of us even have the Dropbox app on our smartphones and tablets to access forms when we’re away from our desks. This way when we’re in the middle of a meeting in our conference room and we need to look at an app, or rate sheet, or anything else, we can just pull up the Dropbox app.
Here’s how the agent can use Dropbox:
We’ve talked to lots of agents who drive from appointment to appointment with a “mini filing cabinet” in their trunk stocked with rates and applications in case they forget to grab one when they leave the office, or something else comes up within their appointments. But honestly who wants their car filled with stacks of papers and forms that could possibly be outdated anyway?! To avoid this, they have switched to using Dropbox. Most keep the app on their laptop or tablet accessing the forms right at their fingertips and keeping their car clean and paper free as well. So now the “mini filing cabinet” they take with them into the field is just as up to date as what is in the office.
Dropbox is easy to get started with. Personal accounts are free to set up and free to use. And if you run out of space, you can upgrade your storage for just a few dollars a month. And if you’re wondering, NO, Dropbox did not pay us for this article. We truly believe it’s a beneficial tool for any insurance agent! There are some other alternatives out there as well that might better fit your needs or preferences. You can check out Google Drive, Microsoft OneDrive, or iCloud. Also a disclaimer: Dropbox is not HIPPA compliant, so it’s best to stick with using this for Company Forms and not client’s personal data.
We’ve hit the halfway point on our Digital Briefcase mini-series. Check our next #TechTuesday Blog post where we’ll take a look at using E-Apps instead of paper applications for submitting your business.
Have any questions about any the apps we’ve mentioned? Or have an app that you can’t work without? Reach out to me today at EranHaupt@srbenefit.com .