Smart entrepreneurs move with the times and make use of the latest digital tech and if you are in the process of relocating your office, you have come to the right place, as we present a guide to creating a digital office.
Setting up IT hardware
This needs to be done prior to occupation; a wireless router is required to dissipate the signal to all parts of the office; a Broadband connection with a dedicated server is ideal to set up a secure network; you may require signal amplification and you can order the components online.
Creating a secure cloud network
If you want a digital office, you will need a secure cloud network and by consulting with a managed IT services provider, all your IT needs can be solved by a single provider. Remotely located servers host your data and the provider offers 100% support, which includes staff training. Once you have the IT hardware, the IT engineers can create your network quickly, then you can upload all of your business data.
Benefits of cloud data storage
There are many benefits to switching to the cloud, which include:
- Global access – All you need is a digital device with a browser and you can log in from any geographical location.
- Update in real time.
- Control who has access to the network.
- Bank-grade cyber-security.
From a business perspective, cloud data storage makes total sense and most medium-large enterprises have already made the switch to cloud solutions.
Scanning documents
If your secure cloud network is ready, you can start to scan all paperwork and upload the images onto the cloud. It might take a few weeks to scan all documentation, depending on how far back you want to go into your history. If your company has been trading for, say 8 years, it might take a while to digitalise everything and once you have got up to date, all you have to do is scan all incoming paperwork and store it on the cloud and you have a paperless office. Click here for tips to improve your website’s performance.
Data Backup
You’ll be pleased to learn that your cloud provider automatically backs up all your data and this happens every couple of minutes, so you will never lose any data. Your valuable data is also protected with state-of-the-art cyber-security, which is provided by your network provider.
Permissions
This is a great feature that allows you to choose who has access to what; bookkeeping & accountancy need access to certain folders, while sales and marketing rely on customer data. Setting up permissions empowers you by restricting access to specific folders, which are password protected; data such as employee information, research & development and other confidential data that you wish to keep separate. Cloud computing is the future and when you digitalise your office, productivity will shoot up and your business will go global.
