Too Many Usernames and Passwords: Why Being Cloud Capable Does Not Mean You’re Cloud Functional

It’s easy to get onto the cloud; it’s not as easy to make sure that you’re properly prepared to move to the cloud. The cloud beckons us, and so we add one more link, one more username, one more password to our workflow. Access to the tools is simple, you sign up, put in a credit card number, and boom, a whole new world is available. However, if you haven’t planned for that brave new world, you’re going to get confused and left behind.

You need to make sure that your organization is prepared properly for the move. You do not want to find yourselves in a situation where two staffers are happily using the cloud, able to access their data and work from any device, and confused and frustrated as to why the rest of the organization is still stuck in the slow world that they’ve left behind. Or, worst case scenario, a few staffers have been using the cloud and then they leave. It’s a hassle to get access to the data that you’d have at your fingertips if you had all moved to the cloud at the same time.

This is why you need to have a cloud-tool plan in place. Like all decisions for an organization, this one needs to be made thoughtfully.

The six key questions are:

  • What current solutions (paper or excel based) and tasks are you moving to the cloud?
  • What is it replacing?
  • How will you make sure everyone is trained on the new tool? Activity and training go hand in hand so that the people who need these tools are able to smoothly migrate.
  • Who decides the cloud-tool policy in your organization? Make sure you have a group that decides policy for everyone, not just each individual doing as they see fit.
  • Do you have the in-house expertise for the new tool? Do you need help? Think about the additional cost of ongoing service support.
  • What is the monthly fee? These can add up, so make sure you’re aware of what the low cost totals to.

Put as much thought and process into selecting a cloud-based tool as you would into choosing a new database for example. Get help, get a plan, and get moving to the cloud.

Have technology questions or want to learn more about how Tech Impact can help your nonprofit?