These days, using cloud systems for your business’s needs makes a lot of sense. Cloud storage servers for data, software as a service (Saas) programs, workflow, communication, and social media apps can all contribute to helping you save space, time, and money. But what happens when your employees aren’t on board with all your cloud systems and collaboration isn’t taking off like you’d intended?
Without a doubt, technology is evolving. With new apps launching daily, it’s easy for your employees to get bogged down learning rather than using these apps. Even tech managers can find it all a bit overwhelming. YOU might find it overwhelming, too, and how can you lead by example if you can’t use the tech either? Unfortunately, this can be the downside of all the amazing applications designed to make our lives easier, and that’s how data gets stuck—it gets siloed up in channels that can’t be shared across teams or with clients.
Let’s look at some of the issues that come along with cloud systems and a lack of total buy-in.
Recent numbers show that there are 328.77 million terabytes of new digital data created every day. The average late-model laptop computer has one terabyte of internal storage, which should give you some perspective on why cloud storage is crucial in the digital age. But if your employees are only saving their data to local devices, it can compromise the totality of your data and affect your analytics. Not to mention, it’s a bit of a money-waster if your business isn’t taking full advantage of the collaboration of cloud-based systems and storage. People need to have access to the data to use the data.
Nonetheless, the solution to getting everyone on board with cloud storage doesn’t have to be overcomplicated. It may simply take some re-training on how and where to save files as your employees complete their tasks. If you are implementing a brand-new data storage policy or changing an existing one, paying the costs to train employees will save you money and time over the long term as opposed to time spent tracking down “missing,” aka locally stored, data.
The takeaway: utilize a shared storage platform—like SharePoint or Dropbox—and train your employees how to use it. Once they see how much easier it is to collaborate and gather feedback with a shared file (instead of sending attachments back and forth), they’ll inevitably hop on the bandwagon.
One of the benefits of cloud-based systems, storage, and apps is that they often provide a built-in layer of cybersecurity as a feature. Companies that offer high-quality, high-volume cloud storage frequently guarantee your data’s safety. Combined with apps that utilize multifactor authentication (MFA) and pin- or password-protected hardware, your employees are armed with tools they need to keep their work and your assets safe from cyberattacks.
The issue is that problems arise when people neglect to lock their devices or properly use built-in security protocols. When you’re trying to keep your business safe from cybercriminals, you can’t risk user error, which is a significant cause of data breaches. Again, policies and training can help you and your employees stay safer online and keep your data more secure. The focus should be on collaboration and how it is everyone’s job, including yours as the leader, to take cybersecurity seriously. You should also have your IT team or MSP regularly review the security of all your cloud-based storage and systems for any concerns. Many businesses lose data without realizing it until it’s too late to activate their urgent data breach plan.
The takeaway: don’t neglect security, and regularly review your policies and protocols to ensure employees are in compliance. Security instills confidence and it quickly becomes second nature.
Another nice benefit of cloud-based systems and storage is that their developers, not you, are not responsible for their upkeep, maintenance, and upgrades. This saves you time, money, and, maybe more importantly, downtime. But if your employees aren’t 100% on board with using the apps and storage properly, you could be missing out on the full potential of what you ARE paying for.
Besides, productivity is always the name of the game. If your employees shy away from using certain features of your cloud-based apps or continue to store their work and data locally, you’re not getting your money’s worth. (And again, it’s time-consuming to track down that data when other people can’t access it immediately.) Empower your employees to ask for help or more training when it comes to feeling overwhelmed by app updates and features. Setting aside time for them to take tutorials or sit in a presentation will save time lost to decreased productivity.
The takeaway: be available to answer questions and get your team excited about your collaboration tools. If you aren’t the best person for the job, delegate the lead role (your champion) to someone that can inspire and motivate others to get on board.
If you’re still feeling wary about how to get your employees to use your cloud systems and apps, that’s okay! With the speed of technology, it can feel frustrating to master a new app only to have it update just days or weeks later or to purchase cloud storage only to find that you’ve paid for way more or way less than you need. An MSP can help you find the right balance of full utilization and cost-effectiveness, as well as help you and your employees make the most out of your cloud systems investments. They partner with you to align your technology and maximize your budget so you feel good about the money you’ve spent and how your employees use your systems. If you want to learn more about working with an MSP, get in touch today! Experienced IT professionals are available to answer all your questions.