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Cloud-based software - A complete guide

Regardless of whether you’re the owner of a small, medium, or large enterprise, the onus is on you to consistently work on increasing productivity and profitability. 

With cloud-based software, you can now monitor all business activities from any part of the world, anytime. Managing businesses becomes a seamless experience.

This article provides a comprehensive guide to understanding cloud software and how it can fit your business needs.

What is cloud-based software?

Cloud-based software are programs or applications that allow you to store, access, and process data over the internet. Data is stored in remote servers hosted and maintained across various locations worldwide, which we know as “the Cloud".

How does cloud-based software work?

Cloud-based software enables your users to access applications and functionalities with an internet connection and a domain registered in your organization’s name. Unlike local servers, there’s no need to install and maintain separate hard drives for storing and processing data.

Your business data will be hosted on a third-party server and can be accessed anytime through a web browser with your registered domain name.   

What are the main advantages of shifting from traditional software to cloud-based software?

Migrating from a traditional ecosystem to a cloud-based one can be daunting and pose initial challenges for any organization. It's important to make an in-depth analysis on how the transition will impact the initial investment, employee upskilling, and ROI.

Here are a few reasons why you can and should switch to cloud-based software.

Improved cost-effectiveness

Configuring and monitoring customizations remotely with minimal infrastructure is possible when compared to on-premise software, which incurs more infrastructural costs for the same level of customizations.

Changing or upgrading customizations in cloud servers can be done without additional expenditure, making it a more cost-effective option.

Subscription-based models

Flexible, feature-based pricing on a monthly subscription is made possible with cloud-based software. For a traditional model, any added features will require an altogether revised software.

Any software updates will be installed and configured automatically based on the selected edition in cloud-based software, whereas you would have to train your team to install the updated software for a traditional model.

New users’ details can be added to the subscription, and they can be given instant access with cloud-based software. In the traditional model, every new user has to be issued licenses and configured suitably for accessing applications.

Seamless backup and recovery 

In a cloud software setup, automated processes store a copy of the data as back-up, and when data losses or corruptions happen, it can be retrieved from the back-up and restored instantly.

Conversely, on-premise software requires many manual tasks and is time-consuming, leading to disruptions in business operations and reduced profits.

Global access 

Cloud-based software allows for real-time visibility into business activities across multiple departments, anytime, anywhere.

Any changes made to documents can be viewed instantly by all participants for seamless collaboration, ensuring that critical decisions are made without delay.

Cloud-based software helps you create a dedicated communication channel to make calls, send messages, and schedule meetings remotely, even around the clock. You can record and track interactions to manage remote work efficiently.

Types of cloud-based software models

Based on the limitations of ownership, commitment, and services offered by the cloud provider, cloud-based software can be classified into three separate models.

The most popular ones are IaaS (Infrastructure as a service), PaaS (Platform as a Service), and SaaS (Software as a Service), with SaaS being the most widely used model for business applications.

The SaaS model is unique because it delivers ready-to-use software applications that are entirely hosted and maintained by remote cloud servers. SaaS is especially preferred for workplace management because it supports real-time communication and collaboration in a hybrid work culture.

Zoho Workplace is a SaaS model of cloud-based software for centralized workplace communication and collaboration. You can start using it without worrying about installation.  

How does cloud-based software secure critical data stored on remote servers?

Data security is a significant worry when it comes to the many benefits of cloud-based software. Transmitting data over the Internet exposes it to potential threats that can compromise privacy.

The potential security breaches in a cloud-based software and their corresponding solutions are outlined in the table below.

Make sure you select a cloud-based software for workplace management that prioritizes data security. Zoho Workplace is a reliable option for this purpose.

How does cloud-based software contribute to sustainability ?

Cloud-based software not only encourages paperless communication to facilitate smooth information transfer but also contributes to environmental sustainability.

Using paper for communication made workplace management procedures exhaustive and cumbersome. Storing and maintaining records used up space and labor. Amendments and corrections involved drafting new records and disposing older ones, which had major environmental impacts.

On-premise software considerably reduced paper consumption. But the infrastructure and hard drives contribute a lot towards e-waste, making disposal a major environmental hazard.

Cloud-based software requires minimal infrastructure and no local servers to be installed, which significantly reduces e-waste.

Cloud-based software promotes remote work, eliminating travel to the workplace and mitigating carbon emissions.

Cloud-based software providers are investing in renewable energy and sustainable cooling technologies, which will reduce carbon footprints. Reducing the use of paper on an even larger scale will help prevent deforestation.

Conclusion

With the increasing purchasing population and growing enterprises model, transactions are happening globally every second of every day.

Modern businesses require flexible solutions that aren't confined to physical locations. Cloud-based software helps organizations gain real-time visibility into their business around the clock and from anywhere. Dashboards provide a bird's eye view of business performance, such as customers acquired, sales completed, and stock position. With the insights gained, teams can take necessary action wherever they are.

Organizations can communicate with team members instantly through a common communication platform. Teams can schedule meetings when important decisions have to be made with stakeholders. Discussions can be supported with shared folders with all of the necessary facts and data. This will help businesses make data-driven decisions that are reliable.

All organizations need to do is identify the best cloud-based software provider to transform from the traditional on-premise model.

For comprehensive workplace management, consider solutions like Zoho Workplace that integrate essential business functions into a unified platform. Such integrated approaches eliminate the need to switch between multiple applications while ensuring robust data security and encryption.