Why use a single cloud service?

Caroline Wigley
Tags: Cloud Office 365

Cloud computing can supercharge employee productivity, but only if you do it properly. One of the biggest dangers in any cloud migration is a lack of cohesion. Is a fragmented approach to the cloud choking off your potential business benefits?

The previous blog in the moving to the cloud series discussed the dangers of shadow IT, in which employees choose their own cloud services to communicate and store their data.

Workers have a plethora of cloud productivity options, ranging from Dropbox and Box for file storage, through to Zoom for videoconferencing, Slack for group communications, and Todoist, Trello, and Atlassian for task and project management. Each team — or even each individual member of staff — will choose their own unique tool set based on preference or word of mouth.

Aside from the potential security and finance challenges, this haphazard approach to online productivity applications also creates another problem: data fragmentation.

Storing data across different cloud services blinds employees in several ways. First, it stops employees that don’t use the same services from accessing critical information. If Bob stores his team’s files in Google Drive while Eric stores his in Dropbox, the two won’t be able to see each other’s documents. This makes collaboration almost impossible.

Data fragmentation is a major problem for businesses. Data storage company Cohesity worked with market research company Vanson Bourne to survey over 900 senior IT decision-makers. It found that 87% of them believe their data would become nearly impossible to manage in the long term because it languished in multiple data silos, none of which were accessible to the other.

The knock-on effects of data fragmentation aren’t just irritating — they’re downright scary. Forty-two % said that mass data fragmentation would affect employee satisfaction and morale. Respondents also cited fears around compliance risks and missed revenue opportunities.

Time to integrate

In a business world where connectivity and openness are regular themes, cloaking information in this way is unforgivable.

By taking a more structured approach to cloud productivity applications, IT departments can unite company data for everyone to see. Each employee can have access to the same shared files. This offers three major benefits:

  • Fast collaboration: Simple access to the same information in a trusted cloud application means that everyone can exchange information seamlessly. This saves countless hours sharing files by email and riffling through dozens of messages to find it later.
  • Enhanced accuracy: A common online file repository means a single source of truth. Everyone sees the latest version of a file, so no one is working on old information. Employees can even edit the files together in real time.
  • Process integration: Microsoft Office 365 offers a range of integrated applications covering everything from team messaging through to meeting scheduling. It also integrates with other Microsoft applications covering a range of enhanced business functions from customer relationship management (CRM) to invoicing and business operations. Because all these applications come from a single vendor, employees can all follow common, standard procedures rather than hopping between different cloud-based services from different vendors. An integrated system provides seamless end-to-end functionality.

Cobweb can help you migrate information from different cloud-based systems into a single online productivity suite that manages all your information and processes using the same reliable cloud-based platform.

Contact us now and take the first step in unlocking the power of your data.


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