3 Tips for Selecting and Using Cloud Solutions

Today I want to talk to you about 3 tips for selecting and using cloud solutions.

This topic came up for me in a dialogue with a client, when we were discussing what systems they use for their business. This particular client admitted that they use both Google Drive and Dropbox for file storage, which is a split in technology. This is actually quite a common thing, for businesses to have several systems that overlap and have similar functionality.

Another client also shared that they were using several communication tools, around nine of them in total! This left their CEO feeling strained in managing the business and feeling bombarded at all fronts. Controlling the influx of communication from their clients and employees became a real challenge for them. To prevent these particular headaches from happening to your business, you have to consider these 3 tips when choosing the right cloud solution.

3 Tips on Selecting and Using Cloud Solutions

1. Make the Tough Call (Just Pick One)

When there are so many solutions out there that have the same or overlapping functionality, you simply have to make the tough call. You have to determine which functionality you need, and simply limit them down to the particular solution that you has the most functionality you need and that you feel will scale or benefit you best in the long run.

An example would be when choosing amongst a bundle of CRM solutions, since there are so many CRM solutions that have overlapping functionalities. You simply have to pick one, entrench yourself in it, learn all you can about it, and implement it for your business.

2. Don’t Split Functionality

In simple terms, don’t use two systems that have similar functionality to do the same job, it’ll just confuse you and your team and make the job harder.  A classic example of this is using Google Drive and Dropbox at the same time. If you’re doing this, just pick one and get all your files in just one location. You might think “I’m just a one-person business, why does it matter?”. You have to think systematically of the future and the growth plans of your business. It’s very easy for your business to quickly grow from being a one-person solopreneur to a four-person team. If you don’t plan ahead, you will struggle when this point of growth hits you, and you need to be prepared for that.

3. Set boundaries and Enforce Them

When you do have two different systems make sure to set concrete, clear boundaries on when and where a particular system will be used. An example for this is when you have two ticketing systems. One is a ticketing system for communications with clients, and another one is a ticketing system for internal staff updates. In this scenario the boundary is clearly defined. The systems used are different for external and internal communications.

After making clear boundaries on the usage of particular systems, make policies on the terms of use. This is something that your staff can refer to later when in doubt. Ensure that these policies are enforced because it’s very easy to slip back into an old habit of using your current tools.

In Summary

These three tips will surely save you a lot of trouble and help you systemise the way you work. Just remember that at the end, you need to properly enforce clear rules and guidelines to make sure that all your cloud solutions are enabling your team and your business and not creating inefficiencies.

I hope you find these tips helpful. If you want to watch more videos you can subscribe to our Youtube Channel and join our Facebook Group – C2 Coffee Club.

Hope you enjoyed that and hope to see you next week!