Gartner Research

Use Cases, Best Practices and a Six-Step Process for Moving to Enterprise File Synchronization and Sharing

Published: 21 February 2017

ID: G00317784

Analyst(s): Guy Creese


Companies are buying EFSS solutions to increase workforce productivity, extend collaboration and modernize infrastructure. This assessment highlights practices to pursue and mistakes to avoid, thereby helping technical professionals implement the best solution for their company.

Table Of Contents


  • Three Use Cases for EFSS
    • Workforce Productivity
    • Extended Collaboration
    • Infrastructure Modernization
  • Four IT Requirements for EFSS
    • Security
    • Administration
    • Data Residency
    • Usage Patterns
  • The Three Buying Strategies
    • Buying What Users Want
    • Vetting What the Business Has Already Purchased
    • Buying What IT Wants
  • Three Common Buying Tactics
    • Buying From an Incumbent Vendor
    • Using a Vendor That Has a Similar Worldview
    • Buying Multiple Solutions
  • Four Mistakes to Avoid
    • Mistake No. 1: Failing to Gain Consensus
    • Mistake No. 2: Not Planning for Future Growth
    • Mistake No. 3: Not Getting the Compliance and Security Posture Correct
    • Mistake No. 4: Ignoring Migration Mechanics
  • Strengths
  • Weaknesses


  • Gather User Requirements: Segment Users, and Ask What They're Using and Why
  • Gather Business and IT Requirements: Review Security, Compliance and Other Issues
  • Publish the Requirements: Present Them in Partnership With Users and the Business
  • Avoid Analysis Paralysis: Select a Good-Enough EFSS Solution
  • Implement the Strategy: Concentrate on Adoption
  • Do It Again: Continue to Monitor Both the Market and the Use Cases

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