You’ve probably heard all the fabulous things you get when you move your technology into “the cloud”…automated back-ups; ability to forgo networks; automated upgrades; lower maintenance; virtual office space, among many others. Idealist Consulting specializes in moving and supporting organizations with “getting into the cloud” and with over 170 clients, we know what it takes to get there. In about three months, you can shift your most pertinent business operations from on-premise solutions (traditional offline software) into the cloud (online software) without too much hassle. Below are four steps that we recommend to prospective clients to help guide them through the process.
First, conduct an ad hoc technological assessment. In our experience there are five processes that move easily and neatly into the cloud, and provide the greatest return: accounting, database, email, website and telephony. Some recommended solutions include: QuickBooks online (accounting), Salesforce.com/Common Ground (database/CRM), Google Apps (email), Dreamhost (website server), and RingCentral/Skype (telephony).
Second, review both objective and subjective research material. Through the review process you should be trying to answer these three questions.
- What is the total cost of ownership (TCO)?
- What capabilities do these solutions provide?
- How easy is the solution to use?
Start your review process with objective material from sources like Idealware and Tech Soup, which provide technology information for socially responsible organizations. You can think of them as consumer reports for technology.
Subjective material is a great supplement to objective material and is free to obtain.
The most familiar source for this is referral. Direct correspondence, web groups (npsf@googlegroups.com) and blogs (gokubi.com) are great places to start.
Moreover, there is much more to learn than price when you engage an Account Executive (A.E.). Most can provide material that outlines the value of their solution over on-premise options. They also work with solution partners, which provide technical consulting geared to ensure a proper deployment. A.E.s and solution partners offer a wealth of knowledge for you to leverage.
Third, conduct cost analyses. There are two expenses to consider when comparing prices– cost of solution and cost of implementation. When considering cost of implementation, some cloud computing solutions consume more project resources than others. For more complex cloud computing solutions you will need to decide if the deployment can be done in-house, or if you should retain a solution partner.
Fourth, plan for deployment. It makes the most sense to move to a cloud computing solution after your existing on-premise solution has expired. “Moving time” will largely depend on three variables – project scope, solution and client engagement.
- Project Scope- The cloud computing solution you select and the size of your organization will often define how much staff and time you need to dedicate to the process, which in turn will determine project length.
- Solution- Some solutions integrate seamlessly into the cloud; others are much more difficult to move over (which will affect project length).
- Client Engagement- The majority of projects that Idealist Consulting deploys roll out on schedule, when they don’t, it’s typically due to the client’s inability to fully engage with the project.
Moving into the cloud is very liberating. You can expect lower costs, less maintenance and more stability. Keep these steps in mind as you make your decision, and you’ll find the process far less daunting.
Rob Jordan is the principal of Idealist Consulting, an organization dedicated to supporting socially responsible organizations through technical, organizational and promotional development.
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