It’s one of the biggest challenges facing organisations when it comes to virtualisation; cloud sprawl. Unfriendly work portals and slow loading of documents would easily lead a whole department to seek an easier, faster way of sharing files and getting work done. And it’s a nightmare.
Picture this; you’ve just installed a new IT solution to connect the whole company. Now your employees can work from home, from a café, and sort out an urgent matter while on holiday. It’s simple to share large documents between each other. Everything is safe and secure, stored on company servers where you have full control over what data you have, who can access it, and where it goes. Except the whole system is a shambles. It’s not user friendly, employees have to spend minutes waiting to load simple documents, and everyone is just sick of it.
It’s easy for your employees to get caught up in the hype of cloud; once you start thinking about it, why wouldn’t the future be cloud-first? The result; they start storing sensitive files in free ‘cloud systems’; Google Drive, Dropbox and anything else that takes their fancy. It’s a GDPR nightmare.
We are talking about unregulated and unapproved cloud solutions that are used; from CRM to email to marketing automation to document storage. The consequence of these poorly managed, end-user cloud solutions and deployments results in redundant, fractured and inefficient cloud systems – and your IT department has no control over them. It’s an issue, and one that needs attention as soon as possible. So how do you go about minimising that pesky cloud sprawl?
Survey your applications
First of all, it’s crucial that you survey all of the applications and resources that your employees use to do their jobs. There are a lot, from Office 365 to Sharefile to SalesForce, and every other application under the sun. It’s important that these systems are accounted for. Administration access is another factor that needs to be refined. Often, too many employees have administrative access to your applications, making changes without the knowledge or consent of those who manage the whole lot – your IT department. Only a handful of employees should have access, and work closely with IT to approve changes following formal requests for new cloud resources.
Define your administrative role to virtual and cloud resources
Too many administrators are a big issue when it comes to virtual machines and cloud sprawl. Passwords, administration access, big ideas; when there are too many people trying to have their say and work semi-independently on a project, it’s easy to start getting confused. Assign a cloud sprawl manager to keep everything in check by managing the cloud that you have created. We’re talking no more of that crazy clutter that was taking up space in your physical data centre and the costs associated with it will be monitored, too. It’s just that easy.
Just as important is your actual cloud solution. Regardless of whether you’re considering public, private or hybrid, the trick is to avoid pre-packaged, one-size-fits-all cloud solutions. Your business is unique. It’s definitely worth your while to get an IT solution designed on the number of employees in your company and what you actually need out of your cloud solution. At Cetus Solutions, designing, building and supporting secure application and delivery platforms to fit your needs is our speciality.
Missy Beaudelot – Digital Marketing Executive
With a background in journalism and an interest in all things tech, Missy keeps our social media in check while monitoring our websites and developing our digital presence.