How to make the most of the cloud

Understand what you're getting involved in

Cloud computing is a broad concept that can encompass something as simple as using social media tools such as Facebook or Twitter to stay connected with your networks, or it can be as complicated as moving all your data storage, customer relationship management software and email to the cloud and dispensing with your office based servers. It is important to remember not all cloud based solutions will be appropriate for all organisations and there may be very good reasons, such as security of sensitive data, why the cloud may not be the best solution. You should evaluate which need is most appropriate for a cloud based solution. More information on the risks and rewards of moving to the cloud can be found by following the links at the end of this “how to”. The next sections will give some information on how to approach the cloud.

Identify the need

Are there things - email, calendars, documents, file storage – that can be done better and cheaper on the cloud? Google provides a tool for comparing costs of Google mail vs Microsoft Exchange. Astadia provides a basic tool for calculating return on investment in cloud services. You may be thinking about doing something new and using social media to raise awareness of issues close to your charity’s heart. The Social media planning guide (link below) will help you get started.

Think carefully about data protection issues

This will be more important for certain cloud based functions than for others. For example, using an online meeting management tool will probably carry a low risk while moving to online data storage will carry a higher risk, depending of course on the sensitivity of the data. You have very little control over where the service provider stores your data, which could be in a different country with different privacy laws. This could be a deal-breaker for those working with vulnerable communities, like refugee/asylum seekers. Remember, in the event of data breach your organisation will also be held legally accountable.

Budget for the migration and transition costs

As with all changes to methodology, especially when utilising new tools, there will be a cost involved in migrating to the cloud, including investing in the technology, and training staff etc. You can read more about different perspectives on the cost of transitioning to the cloud on the ICT Knowledgebase and in the November 2010 issue of Computanews. (See the links below)

Plan your security processes carefully

You have no choice but to accept the security offered by the service provider rather than configuring your own. Web browsers also provide options for ‘remember password’ or ‘keep me logged in’ – these are convenient but are also easily compromised. Make sure your business processes are robust enough to ensure that the service provider’s security is not compromised by your own practices.

Read the small print

Make sure you read the service provider’s terms and conditions to check what compensation you are entitled to in the event of something going horribly wrong. Be aware that cloud computing service providers are businesses like any other service provider and may be just as vulnerable to going bust.

Lastly, here are 5 of the more popular clouds and some of their service providers

Email/Calendar: 

Email and calendar are probably the easiest place to start if you need to look more professional and move away from free web based email accounts – like Hotmail or Yahoo! Google’s gMail offers plenty of storage and also allows you to use your own domain name, such you@mycharity.org.uk  If you want to go further, sign up for Google Apps fully fledged suite of office tools for £32 per user per month. Try alternatives like Microsoft Office Live, Zoho and MyOffice.

File storage:

If you’re working on a collaborative project with other charities and need a convenient way to centralise and synchronise the files you’re working on, Dropbox and Box.net both provide free online file storage, mobile access and synchronisation with multiple computers.  Remember that data protection principles apply.

Accounting:

Some of the most popular charity accounting software – like Quickbooks and Sage – are now cloud based and affordable to smaller organisations.  Quickbooks Online starts at £13 per month.  A free alternative is Wave Accounting.  Freshbooks is geared at those needing time tracking, expenses and invoice billing.

Event management and meetings:

Eventbrite is free if your event is free or fees apply for paid for events.  If you find organising meetings through email difficult to keep track of, Doodle is a free online service that makes it a doddle to arrange mutually convenient meeting times.

Graphics:

Do away with expensive photo editing or graphic software! A host of free alternatives from SplashUp, Pixlr, Picnik and Photoshop Express Online now make creating and editing graphics more affordable than ever for smaller charities.

About us

Lasa is a recognised centre of excellence and innovation for support, information and advice on technology developments for the UK third sector. Over our 26 year history we have maintained a strong track record for developing innovative technology services that have helped thousands of third sector organisations to improve their understanding of ICT strategy, costing, and management, and to significantly improve their service delivery. We are the lead organisation for promoting Circuit Riders as a technology support and development solution for charities in the UK, and an expert ICT adviser to large third sector funders in London.