Lately, on-premises technology vs. off-site cloud services has been a matter of big debate.
This subscription-based, scalable cloud software- Software as a service (SaaS) has become increasingly popular and preferred by many businesses over the in-house systems.
Certainly, moving to cloud software may appear daunting to some business leaders. As we all know, change is troublesome and difficult so the easiest way-out seems to be sticking to the old same routine or methods. Also, businesses believe to have control over their systems and prefer having on-site data for security reasons. Sometimes, they also get apprehensive about the cost part associated with it.
But the business owners need to look at the bigger picture while considering the switch to the SaaS software. Currently, major software vendors are investing most of their innovation and resources into cloud-based software products, so that’s where you want to be long-term as a business owner.
Those companies which are looking for integration flexibility, scalability, and cost-effective SaaS adoption, we have curated 3 steps to smooth out the transition process:
1. Consider your employees’ adaptability to new software
Employees are the asset to any company and lot of strategic decisions are taken depending on their suitability. Incorporating new tools in the business is one of those decisions as the employees are already used to working on other systems. It takes time and resources to adapt to a change like this which sometimes makes the business owners quit the idea altogether. But the business owners should get over the fear of change since there are chances that your employees or teams are already using SaaS software, meaning that the transition won’t be so daunting.
The business owners need to do a detailed analysis on employee’s preferred applications and the reason employees opt them instead of in-house tools. The reasons could be superior user experience, convenience etc. Tools like Dropbox are becoming quite handy and popular even in individuals’ daily lives, with more than 500 million users onboard. You can analyze and see if you can adopt a software majority of your employees prefer.
2. Implement SaaS where it’s needed most
Now, as you have already figured out your employees’ needs and comfort, the aspect you need to look at next is to examine your current operations and workflows to figure out efficiency gaps and also figure out the corrective actions and tools available in the market to overcome the same.
If you look closely, you will find many tasks which are manual, repetitive and time-taking. Like, for example- setting up meetings, clients appointments, invoice processing, file sharing etc. Tasks like these can be easily automated and eased out with the help of a subscription-based software. Once you have examined well which tasks are time-consuming and can be automated, you can take the decision to outsource them to the cloud.
According to various studies including Planview’s Powering Productivity, which is a study on workplace efficiency, inefficient processes are the primary culprit behind wasted hours so it’s wise to invest in a software or a tool that automates the process and ultimately lead to time efficient outcome.
3. Follow a reasonable pace
Instead of hurrying up into the transition, you need to take it slow and don’t feel the urge to take all your operation into SaaS. Instead, move them one by one or by the pace you find comfortable. There can be instances where the software can be used as an additional tool along with in-house software like Ms. Office for basic data processing and reporting tasks.
Once the staffs are comfortable with the tools, many will transition to Microsoft’s cloud-based Office 365 eventually. Regardless of how you portion out various aspects of your business, it makes more sense to proceed slowly and integrate SaaS at a speed that works for you and your employees.
Change doesn’t come easy especially to employees but business owners can’t take the same risk if you want to remain competitive in the market. The in-house legacy systems have their life and times and in the long run, they seem to become less applicable and compatible. They also require many upgradations and hence require heavy investments and not too secure. In the case of cloud computing, it’s reliable, flexible and perform well and require a certain investment too. You need to consider all the factors mentioned above and take the decision which works best for you.