Cloud for a small business

Unfortunately, the process of full digitalization, optimization, and automation of a company is neither quick nor simple, so it's worth approaching it in small steps. A good place to start the journey with cloud in business is an office suite.

Cloud Office Suite

Currently, it's hard to find a company that doesn't use some kind of office suite. Text documents, spreadsheets, and presentations are an everyday part of business. Regardless of the size of our company and the complexity of internal processes, a budget summary in a spreadsheet or a presentation for a client may be indispensable.

Such tools can not only make our work easier but also speed it up and organize it. What’s important is to organize the digital workspace in such a way that we don’t waste time searching for information and sharing it with colleagues or clients, and that we always work on the latest version of the document.

That’s why cloud-based business tools have been dominating for some time, and the two most popular ones are discussed below.

Microsoft 365 vs Google Workspace

The two most popular solutions in this area are Microsoft 365, the cloud-based version of the well-known Office suite, and the business response from the internet giant from Mountain View, Google Workspace. Both provide an office suite, cloud storage, and additional tools that enhance daily work.

Aside from the obvious similarities resulting from the basic functionality of this type of software, there are significant differences that make it possible for every company to find the right solution for itself.

The main difference stems from the approach of both companies to creating computer software. Microsoft focuses on native applications, which it has been expanding with cloud features and simplified versions of its applications available through web browsers for several years. Google, on the other hand, has always focused on web-based solutions, i.e., applications available through a web browser and mobile applications for Android and iOS. Both approaches have their advantages and disadvantages, and I’ll try to summarize the most important ones.

An undeniable advantage of Microsoft's solution is the native Office suite applications available on virtually every popular operating system. This allows access to the most powerful office programs on the market, regardless of internet access. This solution means that our hardware doesn’t require many resources, but we need to remember that each new device requires preparation in the form of installing the software. For some time, a nice addition has been the browser-based version of the Office suite, which allows us to view and edit our documents on any device with internet access. However, it’s worth noting that depending on the platform, some features may not be available.

For Google, the ability to use the office suite on any device without the need to install additional applications may be a huge advantage when we frequently switch devices and mainly work in the field. Unfortunately, web applications tend to heavily engage our device’s resources, so when working with large spreadsheets or presentations, our computer’s performance may not be sufficient for comfortable work. It’s also worth mentioning that with Google, a constant internet connection is required to access and edit your data.

We also need to remember document compatibility. While with Microsoft, we don’t have to worry much about this because, due to its popularity, Office files are opened by virtually all other programs, Google Docs can only be opened in Google applications, and editing them requires a Google account.

Both solutions, besides the office suite, offer additional tools that enhance daily work. One thing that we may not even think about, but is an essential part of information flow within an organization, is cloud storage. Google Drive and Microsoft OneDrive are probably well-known to most people, even though we might not notice them in our daily use. Both work very similarly, allowing you to store and share data in the cloud. They allow you to create folder structures and manage access. By using these solutions (Google's system doesn't allow any other), our files can automatically save and sync across the devices we use.

At this point, it’s hard to imagine working without online meetings, so both suites offer solutions for remote audio-video connections. Just like with any other tool, Microsoft Teams requires a special application to be installed, while Google Meet is available through a web browser or a dedicated mobile app. Both also offer a chat feature.

The suites also include tools for creating notes and managing calendars for both users and entire organizations. Additionally, Google offers the Forms app, which allows you to quickly create forms and surveys that can then be easily shared within or outside the organization, and filling them out doesn’t require a Google account.

A topic that requires a separate article is the issue of tools for creating an intranet, i.e., an internal knowledge and information base for the company. Although Google has the Sites app, Microsoft’s SharePoint most likely wins this competition.

Both solutions offer advanced administrative tools for managing the organization, users, and their access. Personally, I think Microsoft offers more detailed management and control in larger teams. On the other hand, Google may win in terms of simplicity for smaller companies. Additionally, I must mention that because of its web-based nature, Google’s solutions are usually much better integrated with third-party web tools.

Difficult Choice, Big Commitment

Once implemented, such a solution, especially in a larger organization, is not easy to change because it quickly becomes a critical part of the team’s daily work. This is why it’s important to think carefully about the choice and pay attention to several factors.

First, we need to consider the tools our company is already using. This includes both software and hardware. If we’re currently using MS Office’s native applications, the natural choice for an office suite may be completely different than if we use other cloud-based IT systems. The same applies to hardware. If we exclusively use Windows-based computers, we must approach the office suite selection differently than if we mainly use mobile devices.

Second, a lot depends on the size of our company. Different solutions give us different possibilities for managing employee permissions, but they also require more or less time and technical skills to administer the company’s digital resources. We should take into account not only the current size of our team but also its foreseeable future growth, as well as whether we want to manage everything ourselves or outsource it to an external company or hire someone specifically for this role. Considering all this, we can’t ignore costs, which may vary significantly depending on the solution.

Third, and perhaps most importantly, we should consider the solutions used by our business environment. If most of our contractors have chosen a particular solution, it might not be worth going against the trend. Using the same tools will facilitate communication, speed up information exchange, and save us from many technical difficulties.