What is the cloud and how does it help charities?

Nothing needs to live on a local server anymore – providing that you have an internet connection, your charity can access data and software anywhere in the world, from any device. That access is built on a recent phenomenon called cloud computing.

 

Cloud computing presents huge advantages to organisations. Cloud applications don’t just cover the obvious, like email, document management, file sharing, video conferencing and so on. There are now cloud applications for recruitment, payroll, and managing clients, services, and so on.

 

Using the cloud can help minimise risks of keeping your data onsite. Backing up becomes less onerous and you don’t have to worry that if your server fails or your building is damaged by fire or flood, that you’ll also lose all your data.

 

Find out more about Microsoft Cloud

 

Do you need the cloud?

 

You’re probably already using some cloud computing apps. Most people have an online email account where messages are stored on the Internet and can be retrieved using any internet-connected device.

 

You might also use a file-sharing service, such as Dropbox, to transfer large documents, pictures, or other media to colleagues, or an application like Office Online for collaborative writing. Charities are able to access Microsoft 365 Cloud services at a discount through the Charity Digital Exchange, making it easier (and more cost-effective) for charity employees and volunteers to collaborate online - particularly important in the world of hybrid working.

 

There are a few important issues to consider when you decide to extend your use of cloud applications to cover more of your organisation’s requirements. Below we look at three important questions that charities may want to ask themselves.

 

 

How good is your data connection?

 

Working in the cloud requires a connection that is fast and reliable, and where you can use large amounts of data without blowing your budget.

 

A flaky connection might be fine if you’re only using the cloud for email, but if you want it for video conferencing, phone calls or for transferring large amounts of data, you need a reliable connection.

 

If your internet connection is slow or drops out, can you switch to a better one? Is there a plan that will meet your data needs without proving too costly? Without a reliable connection, moving to the cloud will put your organisation’s service delivery at risk.

 

 

How sensitive is your data?

 

Think about the kind of data you’re hoping to transfer via the cloud. Is it confidential? Are there legal restrictions or privacy requirements which affect where you can keep it?

 

Before signing up for apps you should find out where it will be stored, who will have access to it, backup arrangements, and whether the security provisions meet your legal requirements. You should understand the procedure is for getting data back if want to move to a different service in the future.

 

 

What are the costs?

 

On the face of it, moving to the cloud can save many charities money. But when you’re doing the sums, remember to include the cost of the following:

• Training to use the new system
• Time lost as you adapt your processes
• Increased data from your internet service provider

On the savings side, you should take account of the following:

• Cheap or free software that saves you money
• Cheap or free hosting of data
• Reduced need for expensive IT expertise
• Potential for cheaper hardware

 

Going mobile

 

Almost any cloud application will be available for mobile devices such as smart phones and tablets. Staff can access information from anywhere and record information while it’s fresh, avoiding double-handling and the introduction of errors. They can also provide full client support wherever it’s needed.

 

But some software however may not work that well on some mobile devices. Staff may find it hard to see on a smaller screen or have trouble using menus. Make sure the software you use is fit for purpose before committing to it.

 

The main risk with going mobile is that every new device connected to your network is another way for unauthorised people to get access to your organisation and client data. If staff are going to use mobile devices and applications for work, you need to ensure they know how to keep them secure.

 

 

Making the switch

 

Before you choose an application and change the way your organisation works, here are a few things to consider. Pay attention to all of the following and ensure it informs your decisions.

 

 

Focus on requirements

 

Sometimes you see publicity about a new app and it looks irresistible. But finding an exciting app then trying to make your work change to fit it is doing things backwards. First, figure out what your organisation needs to do its work, and any additional features that would help it do that work better. Once you have that list of requirements, look for an app that fits (or mostly fits).

 

 

Check out current software

 

Before you choose an app, talk to the staff who will use it. Make sure it does the job it needs to do, and that staff have the skills to make the change. If they don’t, think about how much effort or cost it will take to train them. You don’t want to accidentally make it impossible for someone to do their job.

 

 

Consider the migration process

 

How will you migrate your data to the new service? If you have records you’ll still need to access in the new system, check whether it’s possible to migrate those and how difficult it will be to do so.

 

 

Ensure effective means of integration

 

Often a piece of software has to work with other software in order for your organisation to run smoothly. Integration isn’t as simple as pulling one app out and slotting another one in, and often integration is the hardest and most expensive part of installing new software. Check how disruptive the new software will be to existing systems.