Internet or cloud based programs are increasing in popularity and new apps are being developed every day. Why? Because they are increasing efficiencies in a time where we are more mobile than ever before. Cloud based programs simply use an online connection to access data rather than requiring the use of your desktop or laptop computer. Would it benefit your organization to move to cloud based programs? Very likely. Here are 5 ways the cloud can improve your efficiency.
Cloud based programs eliminate the need for special equipment, and help protect data in case of a disaster. For example, if John Smith has all the accounting information on his hard drive at home and, while away on vacation, his house floods and the computer is ruined, you will have lost that information. In cloud based programs, you can access your information from anywhere, safely and securely.
Likewise, if something happened to John and you needed to access the information, you could. There is no need to have rotating equipment (ie. a traveling laptop or file folder), nor will you need to upgrade that equipment as it becomes outdated.
Consistency is the key to any organization. By standardizing processes, every person using cloud based systems is having to do it the same way. This allows your organization to track information better. Tracking information helps everything run reliably and effectively. Imagine having a policy manual that everyone follows. This is what process standardization does. It gives a centralized location and process for everyone to follow and to store information.
Making things simple is one way to increase the chances of things getting done, and getting done correctly and in a timely manner. Cloud based programs can be customized to your needs allowing things to get done quicker. Also, being attached to the cloud means that updates to protect against bugs, virus protection and the most current programing are nearly automatic. There is no longer a need for purchasing upgrades to software- most cloud based systems have this integrated.
Online systems help your organization be more organized and professional. Using the cloud creates efficiencies by putting in place easy to access systems. By creating a centralized location for information, lost information due to turnover becomes a non-issue. Gone are the days of wondering who has the most up to date waiver or registration form. Normally, with turnover, the information in the head of the person who left, along with their physical documents, can disappear. Cloud based programs can eliminate this, reducing the cost of replacing information or recreating what was already done. Doing work more than once costs money, and that won’t have to be done with cloud based systems as they essentially act as a back-up of your files.
Your cloud based systems can replace several widely dispersed systems and combine them into a modern platform that uses the best available technology. Create forms, processes and procedures with a variety of solutions- everything from registration and scheduling to financial dashboards, bill pay, online meetings and more. Functions can be assigned to certain people depending on their role in the organization and allow for more accountability, transparency and security.