Paul Wallbank – Brilliant Communications

Tag: cloud computing

Tightening the screws
Google had a big boost this week with Spanish bank BBVA announcing its 110,000 staff will switch to use the cloud based productivity software.

This wouldn’t be good news for Microsoft as their struggle to retain their almost monopoly position in corporate desktop applications and will undoubtedly mean reducing licensing fees and accepting tighter margins on their products.

BBVA’s move is interesting on a number of fronts although there’s a few myths among the trend towards cloud computing services and office productivity.

Cost saving myth

Part of the focus of selling these products is on cost and the head of Google Enterprise apps in Europe, Sebastien Marotte, said that his corporate customers on average achieved cost savings of between 50% and 70%.

The cost aspect is interesting, I’ve posted before about exaggerated claims for cloud computing savings, and Marotte’s statement deserves a closer look.

It’s highly likely the claimed cost savings are based on licensing – the standard Google Apps cost of $50 per user per year is substantially less than even the discounted rates large corporations receive on Microsoft licenses.

While the licensing cost is a serious line item, particularly when you have 110,000 employees, it isn’t the whole story; there’s training, maintenance, disaster recovery, security and a whole range of other issues.

Cloud computing services address a lot of those costs, but nothing like the order of 50 to 70%. In fact, it would be hard to find an enterprise that had the sort of slack in its IT operations to achieve those sort of savings.

In one respect, this is where its disappointing that cloud computing vendors tout those sort of savings – not only does it commoditise their industry but it perpetuates the myth amongst executives that IT staff spend the bulk of their time playing video games.

While there are real savings to be made for businesses switching to cloud computing, any sales person claiming a 50% or greater saving should be asked to justify their claims or shown the door.

Clean slate

Another interesting point with BBVA switching to Google is how the bank wants employees to leave all their old email and data in their old systems. Carmen Herranz, BBVA’s director of innovation, says we “want to start from scratch… don’t want to carry across old behaviours”.

Not migrating data is an interesting move and how BBVA’s users deal with retrieving their contact lists, dealing with existing email conversations and how staff will deal with feature differences like document revision tracking – an area where Microsoft Office outdoes Google Docs.

Internal use only

BBVA are only applying the Google services to internal documents as well which means the bank will be using other software – probably Microsoft Office – for corresponding externally.

This makes it even more unlikely the touted cost savings of 50 to 70% are achievable, and may actually increase support costs while reducing productivity as many customer facing staff will have to deal with two systems.

Having one system for use inside the business and another for external communications seems to be a European trend – before Christmas French company Atos announced it was abolishing email within the company but still using it for outside messages.

Both abolishing email and moving to cloud based office packages are really about improving productivity in a business while cost savings are nice, the main focus on adopting cloud computing – or any other new technology – should be on freeing your staff to do more productive work.

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January 13, 2012
The death of the netbook
“You don’t want to buy one of those of things,” said the electronics store assistant, “they don’t have much memory and the CPUs in the notebooks and ultra books are better.”

I was shopping for a cheap netbook for the kids, each of which had been saving up to buy one as they are sick of me yelling at them for playing Minecraft on my work system, and the consensus from the store staff was to do everything to steer folk away from the cheap systems.

This is understandable as most electronic store staff are on commissions, and these are lean on cheap computers. It’s much better to sell a thousand dollar unit – with upgraded warranties and accessories – than a low margin, one off unit.

For manufacturers, similar problems exists; these cheap unit cannibilised their higher priced products with better margins. Dell recently announced they are getting out the netbook market and others are following.

Netbooks themselves are in trouble as the market they addressed for cheap, portable, Internet connected devices is now largely covered by smart phones and tablets which offer better battery life and usability.

Interestingly, the battery life argument was even used by the computer store salesfolk who pointed out – correctly – that the newer laptops have better power management than their cheaper netbook cousins.

While the netbook as a category is dead; the concept itself isn’t. As the uptake of tablet computers like the iPad show, Internet connected portable devices are becoming the computer of choice for many people and the advantages of a laptop form factor; a proper tactile keyboard, USB ports and other external connectors are still attractive.

Probably the worse thing for the manufacturers and retailers is the price points are now established in customers’ minds – $400 is what people want to pay for laptops, which doesn’t bode well for those higher priced systems.

Those manufacturers can’t even get into the tablet computer market as Apple now own that sector that the PC vendors and Microsoft squandered a decade’s lead with substandard equipment and badly designed software.

Despite the best efforts of the electronic store’s salesfolk, my kids ended up buying cheap, low specced netbooks out of their savings and those systems run Minecraft quite nicely. Which is another problem for shops and manufacturers stuck with a 1990s business model.

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December 28, 2011
The year of the cloud
This post originally appeared in Smart Company on December 23, 2011.

I was asked last week to join Stilgherrian and Jeff Waugh on ZDNet’s Patch Monday reviewing the year that was in technology. One of the things that came out of the session was much of what happened in the tech world over the last year was really a continuation of 2010’s trends.

That’s certainly true and the biggest buzzword in business tech for the last two years has been “the cloud”.

Over the last year we’ve seen a lot more providers getting on the cloud bandwagon with Microsoft responding to the Google Docs threat with their Office 365 product, MYOB launching Live Accounts, to respond to threats like Xero Accounting Software and Saasu and a whole range of vendors proclaiming they are ditching the desktop and moving onto the web.

Despite the hype businesses are slow to respond as they evaluate the various risks with moving to web-based services. Partly this is due to suspicion of the more outrageous claims such as “saving 80% of your costs by going onto the cloud” that have been peddled by some vendors.

A lot of that suspicion is fair enough, too. Many business owners – along with CEOs and government ministers – have been burned over the years by IT salespeople claiming big savings available if the gadget or software of the day is purchased.

Unlike corporate leaders and government minsters, the managers and owners of smaller businesses tend to learn from their mistakes and so they are waiting to see if the cloud services really deliver.

Eventually businesses will move a lot of their computing applications to the cloud as the cost-benefit equation is better for most services than running it in your own office as it eliminates the overheads of buying computer hardware and hiring some geeks to look after the things.

Given the real advantages of cloud services – not just in terms of cost savings but also in business flexibility, productivity, security and reliability – it’s worthwhile using the quiet January period to have a look at where your organisation can benefit from moving online.

Some of the other buzzwords like social media, collaboration and site optimisation are worth having a look at too. The holidays are an opportunity to see where these can be used better in your business.

One thing is for sure – next year you’ll be hearing more about cloud computing as vendors are gearing up for some big marketing campaigns next year. So knowing what you want for your business may well pay dividends.

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December 23, 2011
Quitting our email addiction
This post originally appeared in the Xero Accounting Blog on December 9, 2011.

With 74,000 staff, you’d expect the CEO of French technology company Atos to be buried in email, but Thierry Breton hasn’t sent an electronic mail message for three years.

As the US ABC news service reports, Atos and Breton are implementing a zero email policy for their employees, steering them to use instant messaging and collaboration tools that reduce the need to send attachment heavy messages.

Breton claims only one in ten of the 200 messages his employees receive each day are useful and 18 percent is spam which – given some security companies estimate over 90% of world email traffic is unsolicited messages – shows Atos has a pretty good spam filter.

Email has been one of the main applications of business technology for the last twenty years, so how feasible is it really to move away from the inbox as being the first and last thing you check each day?

Instant Messaging

The ability to send quick messages between computers has been around since they were first networked in the 1950s but consumers and business largely ignored these clunky features until they were made popular in the late 1990s by the web based AOL and MSN Messenger services.

Most business communications platforms like Microsoft Office, Google Apps and Novell Groupwise have an Instant Messaging (IM) tool built in which can be easily turned on.

None of this is new technology and it’s probably one of the most used business features in the Skype Internet telephone service.

A downside with IMs is they generally demand immediate attention and can distract someone from their work. They also leave detailed logs so don’t for a minute think your rant about a customer or staff member hasn’t been recorded.

Social media

Many of the social media tools have their own built in instant messaging with LinkedIn, Facebook and Google+ having their own services with Google’s service offering the Hangouts feature to create impromptu video conferences.

By definition Twitter is an instant messaging service offering both public and private channels. The Yammer platform is a grown up corporate tool that offers all the social media functions for a business environment.

The downside with using social media platforms as mission critical business tools is their reliance on the best efforts of external providers that can raise security and reliability issues.

Wikis

Atos makes specific mention of their company wiki. Simply put, a wiki is a website that can be easily updated by anyone with permission to do so.

It’s possible to lock wikis, restrict access or to undo any changes that aren’t suitable so all the information is controlled and subject to review. These can be run on your own office server or hosted on an outside cloud service.

Wikis are a fantastic tool for building a corporate memory and developing standardised procedures and policies across an organisation.

Collaborative tools

One of the big changes in the modern office is the rise of cloud office software services like Google Docs, Basecamp and – of course –Xero Accounting that allow people to work together on the same files at the same time.

In the past, office software has locked individual documents while one person used them and that aspect alone has probably been responsible for many of the emails spinning around corporate offices.

Another benefit of the new breed of collaborative tools is they make it easy to control documents as all team members are working only one version of a file, meaning there’s no uncertainty of who has the latest version.

External risks

There are some outside risks with some of these services as they are cloud based so Internet access is important and there can be some questions of security and reliability with trusting processes to outside providers.

Email itself is evolving into a cloud based commodity as many businesses move to Gmail or hosted solutions rather than running their own email servers.

If those external risks are a concern, then it is possible to run these services on your own networks although most businesses are comfortable with outsourcing their technology.

Discovery

One of the first things that jumps to mind from a business IT point of view is that moving to a non-email environment reduces the risk of having to provide masses of data in the event of a legal dispute.

Many organisations have been caught out by a “smoking gun” message hidden within the pile of emails sent within an organisation every day.

The reality is that instant messaging, wikis and collaborative tools all leave their own “digital fingerprints” and if anything the non-email platforms may make it harder to hide evidence from a determined investigator.

Outside parties

Atos aren’t banning electronic mail with outside parties though, with a company spokesman quoted saying their goal is focused on internal emails rather than those from outside the company.

This makes sense as email is still a key business communication tool and not using it to talk to suppliers and customers wouldn’t make sense. For most organisations such a ban would make it impossible to send invoices.

Email is a key part of business and probably will continue to be, what we are seeing though is an evolution of how it is used in the workplace as new tools are developed.

The last word goes to Thierry Breton who said when announcing the policy, “We are producing data on a massive scale that is fast polluting our working environments and also encroaching into our personal lives”. He has a point.

How are you managing your business email and would you abolish it if you could?

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December 15, 2011
Cloud Computing Explained: 702 Sydney Weekends
What on earth is cloud computing? Is it just another IT buzzword or something that you can use in your home and business?

On the November 20 ABC Weekends show, Paul and Lex Marinos discussed what cloud computing is and how it can help you.

We also helped out listeners with various computer and tech questions, including the following;

Malware

Sue was caught out by the DNS Changer Trojan that was recently busted by the FBI. Probably the best fix for this is downloading and running the free Malwarebytes software.

Our IT Queries site has instructions on the somewhat convoluted process for removing this Trojan and other viruses from your computer.

Synchronising an iPhone with iCloud and Google Calendars

One advantage we have with the cloud is that it means you can use devices anywhere, however there is a bug where iPhone calendar functions aren’t synchronising with Google Calendar.

Unfortunately the problem is the iCloud and Google services aren’t compatible on the iphone so one has to be turned off.

If your preference is to use the Google services, then you will have to turn off the iCloud services through the iPhone’s settings app and turning off all of the calendar and contact settings.

You may then want to check your Google services are being synchronised through the iTunes settings.

Sharing data between laptops.

One of the advantages with networking is that you can share data between computers. Sonya wanted to know how she can setup her windows 7 laptops to share data to an external drive.

The best option is to use a Windows 7 compatible Network Area Storage device that sits on the network.

For the setup to work, the network name has to be the same on all three devices, Microsoft has instructions for setting Windows7 network name and the hard drive will have the instructions included for setting it up correctly.

It’s also worthwhile using Microsoft’s Active Sync software to synchronise machines as well so you have files stored on your computer.

If you missed Sunday’s ABC program, there’s more details at Netsmarts’ Cloud Computing explained and The Networked Business, we’ll also be running a Demystifying the Cloud webinar on the Australian Businesswomen’s Network at the end of November.

That will probably be the last ABC 702 Weekends spot for 2011 unless there’s something else that comes up.

Subscribers to our newsletter get early notice of any upcoming programs and other useful information on getting more value online. Don’t miss the next program.

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November 17, 2011