Work online anywhere: The cloud-based craftsman office

Crafts 4.0: With solutions like Google Workspace or ToolTime, craftspeople can complete their office and organizational tasks in the cloud. But what are the advantages and disadvantages?

This article is part of the special topic Digital Crafts

In many areas Cloud-Computing Today, it is standard. digital timesheets, location-independent storage of data on web servers or the collaborative editing of documents People who have become accustomed to online shopping often do not want to do without it. This is also shown by recent studies: cross-industry survey some Digital association Bitkom announced in May 2023 nine out of ten companies with 20 or more employees report that they work with cloud applications.

Photo: © Thomas Busch

Even in the craft sector, more and more companies are relying on the cloud: According to a representative survey by Bitkom and the Central Association of German Crafts used in August 2022 almost half of all companies in Germany use cloud solutionsThe advantages are obvious: This way, craftsmen usually save several thousand euros Investment costs are minimal because they don't have to purchase their own software or server. Cloud solutions require a standard PC, a tablet, or smartphone, plus internet access. All the desired software programs are then simply subscribed to. Costs vary depending on the number of users and the desired range of features.

Work productively anywhere 

Photo: © Thomas Busch

For Cloud software Companies can flexibly adjust the number of users and benefit regularly from free updates and new features. Another added value: the most up-to-date data is always available on every device – whether in the office, in the home office, on the road or on the construction site. This is because the company's own files are not stored on local computers or hard drives, but on Internet servers – the »cloud« (in German: Wolke). Location independence not only increases productivity, rather also facilitates collaboration within the team and with customers.

Currently there is a Variety of cloud-based software solutions on the market, which differ in terms of functionality, user-friendliness, and price. Depending on the trade and requirements, companies can opt for a complete solution that covers all areas of the trades business or for a specialized solution that performs only specific tasks. Office solutions such as Google Workspace or Microsoft 365, as well as renting secure cloud storage space, are very popular.

Prepared for internet outages

Photo: © Thomas Busch

However, if companies rely on cloud solutions, they should also keep an eye on the disadvantages: This is what work always have a functioning internet connectionto access your own data and cloud services. In case of DSL or fiber optic failure, a Emergency access via mobile internet quickly ready for use This could be in the form of a SIM card with sufficient data volume and a mobile router (starting at around €20). At the same time, it's advisable for the entire team to choose a mobile provider that offers fast internet coverage throughout their region. This is especially beneficial for employees who provide on-site customer support or work on construction sites.

Use free trial versions 

For one non-binding testTo demonstrate how cloud solutions work in everyday business, some manufacturers offer free versions that are limited in time or functionality. This allows tradespeople to test how cloud solutions fit into their own processes without risk. The free Bitkom guide also offers inspiration and assistance »The digital office from the cloud«.
bitkom.org

Checklist: How to successfully move to a cloud officeClarify requirements: What services and resources are required and to what extent? How many employees require stationary or mobile internet access? Is employee training necessary?

Compare prices: How much does a conventional solution cost? What budget is needed for cloud implementation?

Measure speed: Is the internet bandwidth in the office and on the go sufficient to comfortably use cloud solutions? How much do any necessary speed upgrades cost?Assess functionality: Is seamless collaboration between different cloud solutions possible? Are all required interfaces available?

Check security: Are all data transfers securely encrypted? Does the provider have certifications or security certificates, such as ISO 27001 or "Certified Cloud Service" from TÜV Rheinland?

Ensuring data protection: Is sensitive data, such as personal customer and employee data, protected in accordance with GDPR?

Create an emergency plan: How quickly are internet access disruptions resolved? What would be the consequences of an interruption or failure of the cloud service? Is there prompt support? Can employees work offline temporarily?

Consider the future: Can cloud solutions be flexibly adapted in terms of services and functionality, for example, if your team expands?

Check contracts: Are all details contractually binding – from agreed services to liability regulations and warranty issues?

Clarify the legal situation: Where are the cloud service providers' servers located, and how do they handle personal data? Are all GDPR regulations met? Are contracts concluded under German law?

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