What a company that moved to the cloud 'just because' should do next

"We installed Google Drive for the time being, but everyone ends up saving to their desktop anyway."
"We use Teams, Slack, and Zoom, but it's not decided what to use where."
"I thought we had moved to the cloud, but paper and digital are still mixed."

This state cannot be called "having moved to the cloud."
You have only installed the tools.

This is the first wall that many companies that have introduced the cloud hit.

"Even though we introduced it, for some reason it hasn't become easier."

The reason lies not in the tools, but in how they are used.

In this article, we will organize what you should do next to break out of "cloud migration just because."

First, check the current situation with "three questions"

"What you should do next" depends on the current situation.
First, let's check the state of your company.

1. Does everyone know where the data is?

If "Where is that file?" is still happening, the rules for storage locations are not working.

2. Is the proper use of tools decided?

If "Is communication via Slack? Email? Teams?" varies from person to person, organizing the tools comes first.

3. Are there any employees left in the company who cannot access the cloud?

If there are employees who have been left behind without settings completed or without knowing how to use them, the introduction is not "complete."

If you cannot answer these three immediately, you need to solidify your foundation before moving on to the next step.

Three steps to break out of "cloud migration just because"

Step 1: "Organize" your tools

What you should do first is not to add new tools.
It is to organize the tools you already have.

The state of "having too many tools" or "forgetting why we introduced them" is actually making work more complicated.

The procedure for organizing is simple.

1. List all the tools you are currently using

2. Identify tools for which you cannot explain the purpose

3. Consolidate or cancel tools with overlapping functions

The goal is to have 'few tools that everyone can use effectively'.
There is no need to boast about the number of tools you have.

Common examples of overlap:

• File sharing: Google Drive, Dropbox, and SharePoint all coexist

• Communication: Email, Slack, Teams, and LINE WORKS are all active

• Web conferencing: Zoom, Teams, and Google Meet are not being used selectively based on the situation

If you cannot narrow it down to one, at least document the usage rules, such as 'this is for this purpose'.

Step 2: Decide on 'storage location rules'

The most common complaint heard after moving to the cloud is, 'I don't know where the files are'.

The cause is almost always one thing:
the rules for storage locations have not been decided.

Rules might sound like a big undertaking, but starting with just three is enough.

Decision 1: Where to save
'Save all work files in XX (SharePoint / Google Drive, etc.). Saving to the desktop or locally is prohibited in principle'

Decision 2: Folder structure
Decide on one simple structure, such as by department, project, or fiscal year. If you make it too complex, no one will follow it.

Decision 3: File naming rules
Decide on minimal naming rules, such as 'Date + Content' or 'Project Name + Version'. This alone will drastically reduce the time spent searching.

Once you have decided on the rules, share them with everyone as a single 'Storage Location Guide' to make them easier to adopt.

Step 3: Create a 'state where everyone can use it'

Even if you introduce tools, if there is even one person who cannot use them, analog methods will remain for that person's sake.

The speed at which cloud adoption takes root is determined by the 'least skilled person'.
Here are three points for creating a state where everyone can use the tools.

Point 1: Identify people who are struggling with operations
"Not using it" does not mean "they have learned it."
Create opportunities to identify what they are struggling with, even if it's just once a month.

Point 2: Consolidate FAQs and procedure manuals in one place
If the question "How do I do X?" comes up repeatedly, it is proof that there is no procedure manual. Rather than answering every time you are asked, it is overwhelmingly more efficient in the long run to compile the information once.

Point 3: Create an environment where people can ask, "Is this right?"
Employees who are less familiar with IT are more likely to continue using their own methods without checking, out of fear of making mistakes. Create an atmosphere and a point of contact where they can easily ask about small questions.

Perspectives for moving to the "next level"

Once these three steps are in place, you can aim for the next level.

Find tasks that can be automated

The strength of the cloud lies in integration and automation.
Repetitive tasks such as "compiling the same documents every week" or "sending emails every time an approval is needed" can potentially be streamlined using the automation features of your tools. For Microsoft 365, Power Automate is the entry point, and for Google Workspace, it is App Script.

Visualize data

When scattered data is gathered in the cloud, aggregation and analysis become significantly easier. If you can visualize sales, inventory, and customer information on a dashboard, the speed of management decision-making will also increase.

Improve security

As cloud adoption progresses, the importance of access rights management, multi-factor authentication, and log management increases. Do not forget the perspective that while things have become more convenient, risks have also increased.

Cloud adoption is not the goal, it's the start!

Introducing tools is not the goal of cloud adoption, but the start.

• First, organize the tools you currently have

• Decide on just three rules for storage locations

• Provide support until everyone is able to use them

By simply following these three steps in order, you can reliably move forward from a state of "cloud adoption just because."

Tools that are just "left installed" only become a cost.
Start today by listing the cloud tools your company is using.

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At IT Work Lab, we provide support for small and medium-sized enterprises, including:

• Inventory, organization, and development of usage rules for cloud tools

• Design support for storage locations, folder structures, and naming conventions

• Utilization support for Microsoft 365 / Google Workspace

• Ongoing support as an external IT representative or IT consultant

Please feel free to contact us even if you are at the stage where you feel, "We implemented cloud tools, but I don't think we are using them effectively." The initial consultation is free.