How can we cut computer support costs? Why do we have IT personnel on staff? Do we really need an email server on site? Do we really need everyone to be working in one office?
“Cloud” services
If you have used Gmail, Skype or Internet banking you have already used “Cloud” services. More and more applications and services become available on the internet. Examples of internet hosted applications include Document editing, Spreadsheet, Appointments calendar, Email, Accounting, CRM, on line backup, and many others. Even the telephone system can be hosted on the internet and control remote telephones just as easily as telephones in the office. The cost of calls can be greatly reduced as these typically use VOIP (Voice over IP), that is the phone calls are carried over the internet as long as possible, only to be transferred to standard telephone lines if necessary for the final leg of the call.
Cloud services operate in a controlled environment, with IT staff on hand to keep systems operational. The same environment is shared by many users and hence the cost of resolving any common issues is shared by many users. Maintenance of common programs may already be included in the subscription cost.
Typically internet based applications require little or no installation on the user’s PC, Pad or phone. The application and data can be accessed from anywhere, of course with proper security restrictions. If one workstation fails, it can quickly be replaced with any another, the “cloud” applications are accessible through browsers.
MS Exchange and Outlook, are the more expensive applications to support as Email is forever growing, taking up large amounts of data. Almost everybody accesses and often relies on email every day. Why not use Gmail for all email, Google calendar for appointments and shared calendars and Google contacts for your contacts?
Internet connection failures
While we still experience internet outages from time to time, one may be reluctant to rely on applications that only run on the internet. It may not happen very often, but when it does, you are left stranded without email, internet banking, Skype , access to search engines and so on. In the always connected internet environment we often expect instant availability. What would you do at 5 minutes to six on Friday , when you are just about to submit the payroll instructions to your bank? In other words, whether we like it or not, we are already heavily dependent on our internet connections! When we rely on our internet connection to do so much, it pays to get a business grade, high speed, internet connection. Consider have a duplicate internet connection, using two different service providers. Just think about the cost of time lost when the internet connection is down. At a pinch broadband wireless can provide a standby internet connection.
Not having our data in house.
Store my data on the internet you may well ask? What about hackers getting access to my data?
Often the biggest hurdle to overcome is the perception that not having your data and applications in house is somehow less secure, less reliable. People not used to air travel often feel less secure on the plane than in the car they drove themselves to the airport. In truth travel by air is far safer then travelling by car! Similarly typically your local data is stored on internet connected PCs, that have far less security and monitoring of attacks then a server stored in a data center.
What if the application and /or storage provider loses our data?
Data center based servers are far better protected by backup servers, regular backups and so on then the office server. Finally there is nothing stopping us from backing up the data to our own devices. Think about the most critical data we have: Our bank accounts. You trust the bank to maintain and protect your banking data.
What are the disadvantages?
The data making up screens must be transferred over a relatively slow link. Displaying webpages from a server hosted by your internet server provider will show you the impact of this transmission delay. In practice, you can expect webpage type of performance from internet hosted applications.
Typically web hosted applications are not yet as powerful as their desktop counterparts. But how often do you need all MS Words features? Think how much time you’d save looking for those features you use once a year? If they are not there is no point looking for them. To get an idea of the differences between local software and webhosted, have a look at Google docs or Office 365 versus MS Office.
Exceptions
Applications that require transfer of large amounts of screen data are not well suited to internet hosting. For example CAD, photo and video editing. The screen refresh is just too slow for these types of applications.
Flexible working arrangements
Cloud computing allows work to be carried out anywhere. Combined with a telephone IP service and Online PABX there is no reason for your PABX operator to be located in the office. Calls can be transferred to any VOIP phone anywhere on the internet just as if those phones are connected locally. Distributed offices, remote offices and working from home can all be accommodated seamlessly with voice over ip and video conferencing. All that is required is a good internet connection and a typical workstation capable of running a browser .