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The High Cost of Low Adoption

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Roughly 53% of the more than 33 million small and midsize businesses in the US rely on cloud services.  The vast majority use Microsoft 365 or Google Workspace for basic productivity tools: email, calendars, contacts, and files. The popularity is due, in part, to the ease of deployment.  You can quickly deploy either of the productivity suites and have your team on-board, running, and using basic features. Within Microsoft 365 and Google Workspace, however, our cloud adoption tends to be fairly low.

We should look past the basics.  Both Google Workspace and Microsoft 365 offer a deep range of capabilities.  As small and midsize business owners and leaders, we should assess how well we are using these tools.  Better cloud adoption improves productivity, communication, and security. Higher cloud adoption within Google Workspace and Microsoft 365 also saves you money.

Improve Productivity

Studies show that typical users only leverage 10-15% of their Microsoft 365 or Google Workspace suites. With low cloud adoption, our teams fall into usage patterns that mimic prior systems rather than taking advantage of new capabilities.  Examples of habits that hurt productivity include:

  • Inefficient meetings
  • Poor inbox and email management
  • Searching for information
  • Limiting “collaboration” to attachments and file shares

Education and support enables your team to overcome these common productivity killers. Motivating your team to learn and use the 85-90% untapped potential helps them become more capable and effective in their roles.

Remove Duplicate Application Costs

Improving cloud adoption of Microsoft 365 and Google Workspace eliminates your need to pay for many other applications and services.

  • Microsoft OneDrive and Google Drive for Desktop remove the need for Dropbox, Box, file servers, and local network storage.
  • Google Meets and Microsoft Teams replace Zoom, WebEx, GoTo Meeting, Adobe Connect, and paid audio conferencing services.
  • Microsoft Yammer and Google Chat preempt the need for Slack, Jive, Facebook for Work, and other social messaging apps.
  • Features in Microsoft Outlook and Google Calendar eliminate the need for third party scheduling tools like Scheduly.
  • Google Voice and Microsoft Teams offer low cost VoIP telephony services than many other providers.

With fewer applications and services, you pay less in subscription fees and reduce support costs. Your team has fewer logins and fewer applications to learn. You spend less time managing integration and updates.

Reduce Your Security Risk

Improving cloud adoption is more than using additional features.  Successful cloud adoption includes learning how to best use the features you need.  With your data in the cloud, you rely on users making good decisions to avoid compromising security or data protections.  We often see teams where employees fall into these security traps:

  • Sharing files inappropriately
  • Emailing sensitive information
  • Incorrectly granting permissions internally or with external parties
  • Bypassing permission and security by storing files locally or in other systems

Matching appropriate security settings and protections with proper training, your team will make better data decisions. Understanding how to work efficiently within security guidelines eliminates the need, and motivation, to work-around protections.

Maximize Your Investment

Your Microsoft 365 or Google subscription may be one of your larger IT budget line items. Why leave that value untapped?  In both environments, we frequently observe under utilization of applications, features, and resources.  Some of the commonly underutilized capabilities include:

  • OneDrive for Business and Google Drive for Desktop
  • Microsoft Teams and Google Meets
  • SharePoint Online and Google Shared Drives and Sites
  • Security features and functions.

Ensure your team knows how to fully utilize the capabilities you have.  Doing so prevents them from using “shadow IT” — using other apps and services without your knowledge.

Create a Culture of Self-Learning

When your team adopts a culture of self-learning, they will optimize their use of the IT services you provide.  Your job: provide the leadership and resources your team needs in place to train and continue to develop their skills.

The results:

  • More productive individuals and teams
  • Fewer IT systems and services that lower costs
  • Improved security and data management
  • Better returns on your IT investments and spending

Your Call To Action

Schedule time with one of our Cloud Advisors or contact us to discuss ways to upskill your team, reduce IT redundancy, and streamline your IT budget. The conversation is free, without obligation, and at your convenience.

About the Author

Bill SeyboltBill is a Senior Cloud Advisor responsible for helping small and midsize organizations with cloud forward solutions that meet their business needs, priorities, and budgets. Bill works with executives, leaders, and team members to understand workflows, identify strategic goals and tactical requirements, and design solutions and implementation phases. Having helped over 200 organizations successfully adopt cloud solutions, his expertise and working style ensure a comfortable experience effective change management. 

Data Breaches are Still a Thing

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As we speak with small and midsize business executives, we sometimes hear that cyber attacks and the risk of data breaches are no longer seen as a threat serious enough to warrant attention and spending.  We understand this hesitancy. Even with the level of media visibility, the prevalence of security solutions and a weariness of the constant focus on security can lead to the conclusion that we can let our guard down.

The reality, however, is that the rate of cyber attacks jumped about 600% in 2020.  More businesses are getting attacked and more attacks are successful.

A List of Breaches

For perspective, in the last 4 weeks, the cyber security experts at ID Agent have published data on these major breaches. Many are likely to be familiar to you or represent a major government entity.

  • Metropolitan Police Department of the District of Columbia
  • Pennsylvania Department of Health
  • The Resort Municipality of Whistler
  • CNA Financial
  • OfficeDepot
  • Personal Touch Holding Corp
  • Facebook
  • Hobby Lobby
  • Illinois Office of the Attorney General
  • Wyoming Department of Health
  • Eversource Energy
  • California State Controller
  • LinkedIn
  • The New York Foundling
  • University of Maryland Baltimore
  • CareFirst BlueCross BlueShield Community Health Plan District of Columbia (CHPDC)

The Case for Concern

The list, above, is only a sample and only represents larger breaches.  Cyber attacks hit small and midsize businesses on a daily basis. Even so, we often view protection and recovery services as insurance.  We do not want to pay for coverage; we hope we never need to use it; and we do not see the value until we are a victim.

A Model for Success

Cyber security differs from insurance. We can reduce the risk of successful attacks with foresight, planning, and protections. Our CPR Cyber Security Model balances awareness, prevention, and response.

Communicate and Educate

Involve everybody in the solution. Communicate the risks and your commitment to protecting the business and your employees. Educate your team on the risks, how to spot and report attacks, and how their behavior can prevent or help an attack.

Protect and Prevent

Implement multi-layer, multi-vector protections that focuses on your people (identities), data, applications, and systems. Use “next gen” solutions that analyze behaviors and that can learn as risks evolve.

Respond and Recovery

No defense is perfect. Have services in solutions in place that let you recover and return to operations within a time frame that protects the health of your business. More than getting data and systems back on line, we recommend that you put in place the forensics, legal, public relations, and customer service resources you will need in a cyber attack emergency.

Want to learn more?  Want to assess your cyber security protections and risks? We can help.  Email us or complete our contact form to schedule a complimentary meeting with one of our Cloud Advisors.

 

Remote Learning + (Privacy x Access) = New IT Needs

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While schools, teachers, and families want schools to safely re-open, the reality is that in most areas of the country, remote learning will be part of the plan this coming school year.  In addition to ensuring student access and adapting teaching methods, the move to remote learning creates new communication and privacy issues.  Working with schools and districts across the US, we see new requirements for voice services, such as:

Full Access

  • Even schools with Voice over IP phone systems may not have a way for staff to receive and make calls remotely.  More than forwarding an extension to a home or cell phone, staff should be able to answer, transfer, and initiate calls.  Additionally, unanswered calls should go to the school, not personal, voice mailbox.

Hotline / Service Desk

  • With staff working remotely, provide the ability for managed call groups with either “ring many” or “round robin” features to ensure staff are able to answer student calls quickly.
  • In addition to IT help lines, these service desks can help librarians assist student with research, enable counselors provide better coverage, and ensure calls to administrative offices are answered or routed when staff are working remotely.

Privacy for Personal Phone Numbers

  • Not all staff have school phone numbers that they can use to call, and receive calls, when out of the office.
  • Special education teachers, aids, liaisons, and coordinators, and other staff that need to communicate one-on-one with families, should not have to make calls from, or disclose, their personal home or cell phone numbers.

Cloud VoIP solutions can augment and fill gaps in your current phone services so you can fully support remote teachers, staff, and learners.

With cloud VoIP services, we can easily tailor incremental and point-solutions to your needs while managing per-user and total costs.  Capabilities include:

  • Individual direct dial numbers or extensions
  • Soft phone apps for mobile devices, laptops, and desktops, providing:
    • Ability to make and receive calls on any device without disclosing personal phone numbers
    • Access to all phone service features
    • Access to system voicemail services
  • Single or multi-level call direction menus
  • Service Desk / Agent Pools that provide:
    • Ring many, round-robin, or prioritized inbound call assignment
    • Ability to mark self available or unavailable
    • After-call work period before receiving next call to allow for documentation/transition

Depending on the features and functionality you need, we can deploy native Microsoft and Google voice services or bring in third party services designed to work with G Suite for Education and Microsoft 365.

Please contact us to discuss your needs and explore your options.

Managing Chrome the Education Upgrade Price Increase

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On January 22, 2020, Google is informing all Chrome Education Upgrade (aka Chrome Management Service) users that that perpetual per-device license price is increasing from $30 to $38 dollars, effective March 9, 2020.

While Google is not unreasonable in raising prices to ensure continued innovation and feature expansion, the timing of the increase is problematic for many schools.  With fiscal years starting July 1, schools and districts have drafted or completed their budgets for the upcoming year.  The timing of the increase impacts purchases planned for the end of this fiscal/school year as well.

Cumulus Global will help you manage the price increase.

You can order your Chrome Education Upgrade / Management licenses now, before the price increase.  Based on your quantity, we are offering discounts up to 10% or more off the current $30 price.  If you are unable to purchase the licenses now, you can also request a binding quote and receive similar discounts off the $38 price through August 31, 2020.

Please complete the form, below, and request your quote.

Request your quote …

What You Don’t Know Can’t Help You

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I expect you have heard the old saying:

“What you don’t know won’t hurt you.” — Anonymous

In the cloud-y world of IT services and solutions, the lesson is better expressed as:

“What you don’t know, can’t help you!” — Allen Falcon

For a long time, small and midsize businesses (SMBs) moved to the cloud to replace existing services with more efficient, secure, and accessible cloud services. This was good for a while, but the landscape has and will continue to change. Now, when we talk to SMBs like yours about current IT services and the cloud, we talk about your business objectives and priorities. We talk about your growth opportunities, challenges to overcome, and how we can help you and your business succeed.

Today’s cloud services reflect your need for business results.

Cloud services, like Microsoft 365 Business, include a range of additional apps new to Office and, in most cases, unique to the cloud.  These apps give you access to value-add tools designed to help your business, such as:

  • Outlook Customer Manager: A simple contact manager and CRM tool that integrates with your existing inbox, calendar, and contacts
  • Bookings: An app that allows customers to easily self-schedule appointments from available time slots
  • Listings: A marketing app to build online pages and presence on Facebook, Google, and other platforms
  • MileIQ: Automated mileage tracking app for expense reports and/or tax filings
  • Connections: An easy-to-use app for simple email marketing tasks and campaigns
  • Flow: Automate processes, work flows, and approvals

These apps are joined by low-cost add-on services that let you to consolidate and simplify your IT environment — and save money.  For example, in Microsoft 365, adding PSTN conferencing gives you a standard telephone bridge for any Skype for Business or Teams conference call.  You can replace paid conferencing and web meeting services like WebEx, Zoom, and GoToMeeting with a tool that truly integrates with Outlook, your inbox, and your calendar.  At a cost of only $4 per user per month, and the ability to limit your purchase to users with a defined need, you can dramatically lower the cost of audio and video conferencing while providing a better experience for organizers and attendees.

Clearly, Microsoft 365 is not simply “Office in the Cloud.”  The value-add apps, low cost add-on services, and more than a half dozen additional security features in Microsoft 365 create a more robust ecosystem for productivity, efficiency, and growth.

The Challenge is Adoption.

Adding value only happens when your team is aware of, and knows how to use, the broad range of capabilities in services like Microsoft 365.  Getting your team from Point A to Point B, and then Point C, takes effort.

Here are some ideas to help you empower your team and enable your business:

  • Don’t Overwhelm:
    • Presenting too many capabilities, or too much training, all at once can overwhelm your team. Instead of understanding how they can do their jobs more efficiently, they may feel lost.
    • Not knowing where to start leads to paralysis.
  • Start with the Familiar:
    • Even the traditional Office applications (Word, Excel, etc.) have features that are unique to the Microsoft 365 versions and ecosystem.
    • Refresh your team’s knowledge of the apps they already use and know, adding these incremental productivity features into the mix.
  • Focus on Capabilities Specific to each Role:
    • Not every person needs every app or feature.
    • Focus on matching specific features, apps, and capabilities to the people on your team that will benefit the most.
    • Lessons and learning should be relevant to each team member’s job.
  • Provide Continuous Learning for Continuous Improvement:
    • Make learning an on-going activity that happens in small, manageable events.
    • 3 to 5 minutes per day, less than 20 minutes per week, can provide team members with ideas and insight they can put to immediate use.
  • Create a Culture of Learning:
    • Incent participation to set clear expectations and establish value for the learning process.
    • Monitor team member participation and progress.
    • Provide feedback and encouragement, particularly to the “leaders” and “laggers”.
    • Encourage team members to share their knowledge with peers.

Getting more value from your existing IT and cloud solutions starts when your team understands what is there for them, and how to use it to their advantage.  Improving adoption improves results, and need not be a major cost or time commitment.

Cumulus Global offers a self-paced, video learning system that tailors content to roles within your organization.  For more information, contact us for a brief call with one of our Cloud Advisors.

 

Myth Busting Monday: Cloud Migration is Too Much to Manage

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cloud migration managed servicesMany SMBs, when considering a move to the cloud, feel overwhelmed by the prospect of migrating. Considering the amount of data and the capabilities of platforms like Microsoft Office 365, we understand your apprehension. However, with the help up our cloud migration managed services you can be up and running quickly with your data in place.

Optimize Your Cloud Migration: Partner with Managed Services Experts

You do not need to go it alone. Our job is to help you every step of the way with information, expertise, experience, and productivity tools.  We map out your migration, mitigate downtime and disruption, and provided the level of assistance you want and need.

For many organizations, we manage the entire migration project. For others, we assist with the planning and provide tools, training, and support as your team moves the data and on-boards your users.

We can also help with adoption, ensuring your team will be working effectively on day-one. Our live and self-paced learning tools get your team up and running and highlights the potential that comes with new and connected apps and services.

With the right level of expertise and support, your cloud migration will not be an overwhelming exercise. Your users will learn, adapt, and excel as you simplify your IT and expand your horizons.

Our Managed Cloud Migration Services Methodology

We take a structured approach to our managed cloud migration services, utilizing best practices for efficiently and effectively transitioning an organization’s IT infrastructure, applications, and data to the cloud. This methodology typically includes the following key steps:

  1. Assessment and Planning: Conduct a thorough evaluation of the existing infrastructure, applications, and data to determine their suitability for migration to the cloud. Identify dependencies, risks, and performance requirements. Develop a detailed migration plan that includes timelines, resource allocation, and risk mitigation strategies.
  2. Design and Architecture: Create a cloud architecture blueprint that aligns with the organization’s goals and requirements. Design the cloud infrastructure and environment, including selecting the appropriate cloud services, defining network and security configurations, and ensuring scalability and performance.
  3. Migration Execution: Execute the migration plan, which involves migrating applications, data, and infrastructure components to the cloud environment. This step may include rehosting, re-platforming, or refactoring applications, as well as migrating databases, storage, and networking configurations.
  4. Testing and Validation: Conduct comprehensive testing to ensure the successful migration of applications and data to the cloud. Validate that the migrated resources function correctly, perform as expected, and meet the defined performance and security criteria.
  5. Optimization and Performance Tuning: Continuously monitor and optimize the cloud environment to improve performance, scalability, and cost-efficiency. Fine-tune configurations, implement automation, and leverage cloud-native services to optimize resource utilization and enhance overall performance.
  6. Ongoing Manages Services and Support: Provide ongoing management, monitoring, and support for the cloud environment. This includes proactive monitoring, security management, backup and disaster recovery planning, and regular updates and patches to ensure the environment remains secure and up to date.

By combining industry best practices, expertise, and a structured approach we can help to ensure a successful and seamless transition to the cloud. Our goal is to help organizations minimize risks, optimize resource utilization, and achieve their cloud migration objectives efficiently. Get in touch with one of our cloud advisors to see how we can help today!

This is the fifth of a multi-part series designed to help companies better assess the opportunity and value of cloud-based solutions. Contact us to schedule a free, no-obligation Cloud Advisor session to discuss your priorities and plans.

Study Confirms: Education Faces Highest Risk of Ransomware

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As reported in EducationDIVE and Information Week, a recent study of 20,000 organizations by security firm BitSight found educational institutions suffered ransomware attacks at rates 2 to 10 times higher than other sectors of our economy. 10% of educational institutions have been attacked, compared with 6% of government entities, 3.5% of healthcare organizations, and 1.5% of financial institutions.

Ransomware by Sector (Source: BitSight)

Ransomware by Sector (Source: BitSight)

With the rate of ransomware attacks continuing to rise, schools and districts need to enhance their protections. Beyond traditional endpoint protection, user education and communication, web filtering, protection for advanced persistent threats (APTs), and tools/processes for recovery need to be in place.

Our Business Guide to Ransomware eBook provides valuable information covering the types of threats, protections, and recovery systems you should consider.

 

 

11 Great YouTube Channels for Teachers

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As headlined in the Sept 11th edition of our very own Education Resource Daily,  this article from Educational Technology and Mobile Learning highlights some great resources for teachers.

 

 

Classroom Results Improve with Google Apps Professional Development

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Eduscape Logo
Cumulus Global and Eduscape Learning Partnership Delivers Certified Educator Training

Following successful participation at last week’s FETC 2014 conference, Cumulus Global today announced a strategic partnership with Eduscape Learning, offering comprehensive professional development programs for schools and districts using Google Apps for Education.  The partnership combines Eduscape Learning’s existing professional development services and Google Apps Certified Trainers with Cumulus Global’s experience and “Google Guides” peer resource program.  Beyond basic use of Google Apps, the firms offer a multi-track curriculum that focuses on the needs of teachers, administrators, and student interaction.

“We provide professional development to teachers and administrators, giving them a practical path to facilitate technology integration into the curriculum, including Common Core Standards,” noted Alex Urrea, Managing Partner Eduscape Learning. “Our workshops, delivered by former educators, provide classroom teachers with useful strategies to create engaging lessons for 21st century learners.”

Instead of relying on canned digital curriculum offerings which take creativity and differentiation out of the teacher’s hands, Eduscape Learning’s workshops help teachers facilitate collaboration and communication in the classroom to support curriculum outcomes.

In addition to Eduscape Learning’s proven courses and workshops, more schools and districts have access to Cumulus Global’s “Google Guides” program.  Google Guides is a peer-to-peer resource program for schools and districts that want to leverage best practices in support of successful adoption of Google Apps during and after deployment. The Google Guides program improves the migration and adoption process by providing advanced education to tech-savvy faculty and thought leaders within the school.

“Moving to Google Apps for Education and deploying Chromebooks is not the end point,” stated Allen Falcon, CEO of Cumulus Global.  “Once in place, Google Apps is a platform that facilitates improved learning outcomes.  The key to success is empowering faculty and administrators to leverage the collaborative features of Google Apps.”

Cumulus Global and Eduscape Learning deliver workshops in a blended format using an onsite, face-to-face model combined with web-based offerings that increase and support teacher adoption.

About Eduscape Learning
Eduscape Learning is a company whose primary goal is to advance 21st Century Skills in the classroom. Comprised of primarily educators, we make classroom technology relevant for students and teachers by taking a curriculum-driven approach to professional development.

 

Creative Solutions Help Schools Deploy Chromebooks and Google Apps

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Schools looking to engage students and deploy one-to-one technology programs face many challenges, including limited budgets, annual budget cycles, and the need to select technologies and services that integrate with curriculum goals and objectives. To overcome these challenges, schools are turning to creative funding solutions like those offered by Cumulus Global through its strategic partnership with First American Education Finance. By offering deferred initial payments, flexible payment schedules, short term rentals, and lease rates as low as 0%, the newly announced alliance offers schools more ways to fit Chromebooks, Google Apps for Education deployments, and related services into their curriculum and their budgets.

“Chromebooks make a great choice for student computing as they enable web-based learning and enhance student-teacher interaction,” notes Allen Falcon, CEO of Cumulus Global. “Chromebooks also work well for schools as they cost half to a third of laptops and tablets, and as much as 80% less for administration, management, and support.”

Adding value beyond traditional financing services, First American Education Finance provides a web-based asset management system that reduces a school’s cost of tracking and managing devices, device assignments, and refresh cycles. Cumulus Global and First American Education Finance will also help schools dispose of older technology, applying funds to new purchases and lease payments.

“We are uniquely positioned to help schools acquire and deploy Chromebooks while saving them time, effort, and money,” added Falcon. “Schools can obtain equipment now, and pay for it as their budget cycle allows.”

Chad Wiedenhofer of First American Education Finance echoed Falcon’s statements. “As a finance company committed to the education community, we are excited to make Chromebooks more easily available to Cumulus Global customers. We are committed to developing innovative finance solutions that help schools to acquire leading classroom technology.”

Schools interested in Chromebooks for Education and financing options can contact Cumulus Global for more information at http://www2.cumulusglobal.com/Chromebook_funding.

About First American Education Finance
First American Education Finance is dedicated to bettering your student’s lives by providing your school with the resources to succeed. First American provides competitive leasing, financing and asset management solutions that help schools budget and manage new technologies. First American is a City National Bank Company.

About Cumulus Global
Cumulus Global (https://www.cumulusglobal.com) is Cloud Solutions Provider and a Google Apps Premier SMB Reseller helping small and mid-size businesses, non-profits, governments, and educational institutions move from in-house systems to cloud computing solutions. We align technology with our clients’ goals, objectives, and bottom lines. In addition to Google Apps, Cumulus Global offers a range of cloud-based security, storage, and server solutions.

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The High Cost of Low Adoption

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(05/23/2023) – Beyond core features in Google Workspace and Microsoft 365, cloud adoption tends to be fairly low. Better cloud adoption improves productivity, communication, and security. And, it can save you money.

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