Double Your Productivity with Integration, Synchronization and Connectivity
If you’ve been searching for a cloud hosting service provider, you’re probably busy unpacking the inclusions within the standard cloud hosting package. Something you may not be aware of that has a direct impact on your small or medium enterprise is integration, synchronization and connectivity.
Integration – what is it and do I really need it?
If you’re running multiple applications on your computer or device, you’ll probably notice they don’t always ‘talk’ to each other. That’s where integration comes in. Integration is the push and pull of data from one business function program to another. It saves a lot of time and reduces repetitive work such as data entry and transfer. Integration is simply a plug-in or configuration that allows your applications to work side-by-side seamlessly.
One out-of-the-box solution for integration is Zappier. It establishes a connection between App 1 and App 2 by way of an API key and then mapping certain fields. Some apps don’t even need a third-party connector, in the case of Squarespace and Mailchimp as the API keys have automatically been set-up by the program developers.
For Windows platforms, Microsoft has a connecter called Power Automate that connects between Office 365, Dynamics, SharePoint and OneDrive while automating the workflow. For enterprise, the integration process could be the same, however, the challenge is identifying the right connector/middleware that handshakes between two different software programs. Another feature I would highly recommend to simplify access and improve security is single sign-on (SSO). SSO enables users to access different programs and applications securely by using one username and a password, saving your staff time logging in and remembering access codes.
Work with a cloud computing company that can connect different programs seamlessly. Consider putting in the initial outlay to save you and your staff a lot of time and effort.
Synchronization – how does it help?
Customers often lament about the number of duplicate files on different platforms, devices and storage drives, from Google Drive and OneDrive to Drop Box, USB keys and laptop computers. It can be hard to keep up with the most current version of a document, creating inefficiency for the company.
By synchronizing data, you can essentially access and edit copies of your documents and files in one or more devices. Importantly, you and your staff can work simultaneously in the same document and not create duplicate copies.
I usually configure synchronization settings so that it’s visible via the desktop. It displays as a library and the data within these folders are just another copy that would exist in the cloud/browser enabled interface.
Connectivity – why you can’t trust the VPN
I recently helped a team of field estimators that operate remotely from their iPads and Macbooks. They were out of the office a lot and needed quick access to estimating software while onsite. One of the key challenges they faced was being able to log into multiple programs such as Quickbooks, On Screen Takeoff and Quick Bid. Among a host of issues included poor performance when trying to use the software and the inability to print using the iPad.
My solution was to deploy the customer’s applications on the cloud with a web-based user interface for simple access. Both field and office staff could therefore access the same programs in real time without the need for a VPN connection, which can often be unreliable. Furthermore, VPN can be costly, slow to operate, pose security issues and be incompatible with programs such as Linux and Chromebook.
In the architectural, electrical and construction industries, staff are often out in the field estimating, calculating, measuring, specifying and reporting. They can be punching numbers into a laptop from a dusty construction site or on top of a tall building! For this reason, I encourage them to migrate to cloud-based software so they can work with a consistent and reliable solution.
4 reasons why you should move to the cloud | Read about hosting on Azure
Purchasing and setting-up software isn’t as straight-forward as it was 10-20 years ago. Now, you must consider if and how integration, synchronization and connectivity will impact your business. If not for immediate gain, certainly a consideration for the future as your business scales.
If you need advice on how to migrate your data to the cloud, I’d be happy to help. You can reach out to me by email sales@aeccloud.com or call (212) 505-0381.
To learn more about cloud hosting, we have further resources you can read on our blog. We’re more than happy to help you be digital-ready in 2020.