For decades businesses have been tied to software upgrades and the high cost of their associated licences. With the arrival of the cloud it's now possible to break that cycle and move to a more convenient and cost effective subscription payment model for all the leading office applications.
With access from any internet connected device, the convenience of using cloud-based applications across your business cannot be overstated.
In May 2013, Adobe announced it would be moving its flagship Creative Suite to the Creative Cloud – a new subscription model would be used to access all their applications. This move reflected the impact that the cloud was having on the delivery and use of office and creative applications, where more flexibility was being demanded. Microsoft's leading Office suite also became available as a subscription with the creation of Office 365.
Philip Letts, CEO at the blur Group told TechRadar Pro: "In 2006 we were laying the early foundations for Blur Group's internal office systems and we made the following choices - Apple hardware and routers running Google Mail and Apps and soon to follow was Dropbox to connect outside files - and more recently splattering of Chrome boxes.
"My personal media has run off Amazon for a while. Back then we decided that blur would be 100 per cent pure in the cloud - both internal and external systems. We have never deviated from this path. Being a cloud pioneer the early days were marked by compromise; today, it's about empowerment and agility."
For small businesses in particular, the adoption of cloud-based applications mirrors their use of other online services such as data storage, accounting and CRM (Customer Relationship Management) all of which are now available as cloud-based applications.
The lower cost and flexibility that these applications offer is ideal for small businesses, as they are agile and often run with teams that are spread over wide geographical regions. In essence, online applications are a superb fit for today's virtual enterprises.
To gain the most from using online applications in your business, planning your transition away from desktop installed software is vital. Businesses that have used installed software sometimes for decades need to take the time to assess the online applications that could replace their mission critical software.
In addition, staff training may be needed and also upgrades to existing services such as broadband internet that efficient cloud-based applications relies on.
What is clear is that moving office applications online has a number of significant advantages that small businesses in particular will appreciate:
• Lower costs
One of the key drivers behind any small business's move to cloud applications is to reduce their spending on installed applications. The subscription model enables your company to take control of its software costs.
• Flexible access
Maintaining a number of installed applications across several different devices is time consuming and expensive. With cloud-based applications such as Office 365, each application is available on demand from any Internet connected device.
• Seamless collaboration
Small business teams often need to collaborate together on projects. Cloud applications have collaboration tools at their foundation.
• Improved security
Working in the cloud offers high levels of security, as all data as it moves to any from the cloud is encrypted for maximum safety.
• Perpetual upgrades
Using cloud-based applications frees your business from managing upgrades. When a new feature is created it is simply available when the application is next used.
• Data backup and security
As the data created by cloud applications is also stored online, it is backed up freeing your business from this chore.
There is no doubt that the future of productivity applications is more cloud-based services. Small businesses in particular can develop these platforms to enable them to lower costs – but more importantly – become the lean efficient businesses that today's commercial environment demands.
Your virtual office
Making the most of the cloud applications that have become available means moving your business to a more flexible and virtual organisation. Small businesses are becoming cloud businesses, as they can see the advantages that hosted applications offer them.
The key to making the most from cloud applications is to understand that the 'desktop' as your business understands it becomes a flexible and customisable online space your business can modify to its precise needs.
Creating files in Google Docs for instance doesn't require these to be saved as you would with a desktop application, as Google Docs automatically backs up every file created to its servers. You can download them to any device of course, but the power of hosted applications is their 'always available' approach to data management.
Google Docs unsurprisingly works best in the Chrome browser that has a number of additional features and extensions such as the ability to work offline.
Moving your business to Office 365 isn't complicated, but you do need to think carefully about which version of Office your business needs, and how your staff will access its features when they are online. Luckily, Microsoft offers the Office 365 Adoption Kit which contains all the information your business needs to get set up and productive in no time.
Businesses that have been using the Adobe tools including InDesign and Photoshop have a slightly different approach to their hosted applications. Your business still needs to download and install each program's app, but files created with these apps can be stored in the cloud for access anywhere at anytime.
Embracing cloud-based applications is a powerful way to accelerate your business. Mixing desktop programs and online apps is how many enterprises are currently managing the office services they need to run their companies.
What is clear, however, is that more cloud-based applications will develop to deliver the opportunity to create a completely virtual office.
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