As companies expand, they often fall into the trap of operating in silos when it comes to document sharing, using a variety of different platforms such as Outlook, Dropbox, and PDF reports. We become so inundated with files from different platforms it’s hard to keep track of them all, and to retrieve them days or weeks after receiving them. To overcome this division, companies are using Cloud Content Management systems to help organize their work orders, reports and communication more effectively. 65% of respondents to an InformationWeek survey said “the ability to quickly meet business demands” was an important reason to move to cloud computing. It allows small to mid-size companies with limited resources the ability to act faster and be competitive with the larger, established companies.
The benefits of cloud computing include:
- Storage and Scalability
- Increased collaboration
- Cost Efficiency
Benefits of Mobility & Collaboration in the Field
With the rise of field reporting, it is becoming necessary to have a centralized platform that can store all the data that’s being collected. Image capturing is becoming the norm for damage and safety reporting in many industries and having field workers e-mailing images is not the most productive way to communicate within the company. In addition, reports needed to be indexed, catalogued, and located easily to display to decision makers in the field to save from having to search through an e-mail account on your smart phone or PC.
Having anywhere access is critical to most companies as they expand both geographically and divisionally. With a growing company it’s hard to keep track of work orders; who has been notified, and how time sensitive a job may be. With a cloud based management system, work orders can be developed in the field as needed, shared company wide, and projects ordered in rank of time sensitivity. It increases collaboration by allowing all employees to sync up and receive critical updates in real time.
Cost Efficiency of Cloud Computing
Cloud Computing is a great solution as it has minimal start-up costs and the ongoing fee is usually predictable at a monthly, quarterly or annual fee. There is less start up time and capital involved than required for software or hardware. The cloud provider company will continuously provide the security and updates at no extra cost instead of having to constantly purchase the upgrades from a traditional software vendor. This means the user interface will remain up-to-date and improved in a customer focused direction. Aberdeen Group found that businesses that used the cloud were able to resolve issues in an average of 2.1 hours, nearly four times faster than the 8 hours it took for businesses that didn’t use the cloud.
Security of Cloud Computing
Security is always a concern for companies and some may be sceptical when it comes to cloud, but according to SuccessFactors, a leading cloud-based Human Capital Management firm, security is actually increased when using cloud solutions due to strict ISO security standards that cloud providers must adhere to, in addition to the regular security audits. Losing a laptop can also be less of a concern as all data is stored in the cloud and not lost with the device.
It’s not often that fewer people equal more productivity, but working with the cloud, it is much quicker to deploy than traditional software and easier to implement companywide changes with less IT resources required. With a more efficient system it allows employees, who are often an organizations biggest asset, to spend more of their time on other revenue generating activities.