The Cloud and Your Office
I have written other posts about cloud computing and I am sure you see articles and blog posts about it all the time. Today I want to narrow in on how cloud computing can improve how you run your office without buying hardware.
Reducing Software Costs
Most of us use the ubiquitous Microsoft Office suite – it is great but it can be expensive. Some companies have found they can get close to the same functionality but for free with other office suites such as Zoho, Google Docs, and OpenOffice.
File Sharing and Collaboration
Not too long ago if you wanted to share files with your co-workers or employees you had 2 choices. You could install a network your office or you could employee “sneaker net” – trading files on (used to be) floppy drives or (today) flash drives. Now there are a lot of choices for online file sharing and collaboration – from simple tools like Box, Dropbox, Google Docs, Zoho or Egnyte, to setting up an intranet via a hosted version of Microsoft SharePoint. Depending on your needs and which tool you choose, you can not only share files, you have instant access to capabilities like controlling access, tagging, keeping multiple versions of a document or searching across documents. Even if you have highly sensitive documents, there is a cloud vendor that can help you.
Providing Remote Access Regardless of Device (almost)
A cool thing about the file sharing and collaboration tools listed above is that most of them support file access and viewing via any browser and have special purpose iPhone or iPad apps. It is great to be able to refer to documents and share them while you are out of the office. The only problem is that you can’t EDIT the documents. Unless, of course, you purchase a special purpose app, of which there are several.
Beyond the file sharing and collaboration tools, another more recent addition to the cloud parade are cloud-based desktops – in this case instead of having your software installed on a specific machine where you can only use when you are ON that machine, you can can have a virtual desktop that you can access from any device with a browser. Since it acts just like your desktop (because it is) you can run any application that is on your desktop. How cool is that. Vendors in this space include Desktone, OnTheNetOffice and tuCloud.
Making Software Upgrades Simple
Virtual desktops bring another simplifying factor to your office – what if you could do away with installing software on each individual machine and keeping up with releases and patches on a one off basis? Virtual desktop functionality allows you to create a “master” desktop with all the software your company needs and to replicate it across your users. Time to upgrade or apply a patch? Do it once and everyone gets it! You can even create one-off masters if there is specialized software only a few folks need. Of course, you still have to pay for the software licenses for each user. I know, always a bummer to find out there isn’t a magic pill to rid you of software costs!
I hope this helps you think about concrete ways cloud technology can help you simplify your office, expand your capabilities and maybe even save you some money. If you have used tools like these and have a story to share I’d love to hear them!