sonal gupta 
Many of the biggest issues with business operations include ineffective communication, fruitless collaboration, and unproductive time. These issues waste resources and contribute to project failure and lost productivity.
Cloud office suites offer modern tools that make it easier to communicate and collaborate. They combine the functionality of e-mail, documents, and team calendars in one application.
Cloud-based Microsoft Office
The business world has evolved over the years, but many organization’s collaboration and communication tools are still stuck in the past. These traditional systems are costly in terms of upfront hardware investment and ongoing software license costs. They also limit the way staff works, requiring them to stay at work and be on the clock from 9-5 PM.
Cloud office suites eliminate these barriers, and they help businesses to evolve their work practices. By implementing these cloud office solutions, organizations are able to take advantage of the latest technologies in modern workplaces. This includes allowing teams to access project information and each other remotely, without being tied to the office infrastructure.
When working with clients, it is critical for teams to be able to communicate effectively, even when they are not in the same location. This is where cloud-based Microsoft Office has helped organizations to improve their client relationships and increase productivity.
Features like a cloud-based address book and file sharing allow staff to sync documents across devices and to easily access and edit data, no matter their location. This allows teams to keep their focus on accomplishing tasks – and not worrying about losing important information. This is complemented by collaborative features, like chat and virtual meetings, that facilitate a team-based approach to work that is exemplified in the most progressive workplaces.
Efficient Document Management
Cloud office automation replaces manual filing, storing, retrieval and organization with a document management system that makes files instantly accessible by anyone authorized to view them. The consistency and efficiency created by the system reduces errors and retyping while allowing workers to focus on providing superior customer service.
Regardless of location, remote access to documents in the cloud allows employees to work collaboratively on projects in real time. The ability to share and edit documents simultaneously is invaluable to teams working on large projects or for clients requiring immediate attention.
Additionally, document access is secured with multiple features including security controls to prevent unauthorized users from viewing sensitive information. Backups and disaster recovery plans are also in place to ensure data is never lost. Version control ensures the latest version of a document is always available to review.
E-mail communication is simple and easy with the cloud office suite. Emails are sent and received seamlessly across all devices (work and personal) with no need to download attachments. The calendar function gives users a clear overview of their appointment schedules and can be synchronized with digital calendars from other providers (CalDav support).
Lastly, the tasks function helps organize and manage ongoing projects and to-do lists. The functionality is especially useful for team members who work remotely as it enables them to stay on top of their to-do lists without having to ask a coworker to forward them or resend an email.
Efficient File Sharing
When teams work remotely, time zones and travel mean that efficient document access is crucial. The ability to easily upload, download and share files eliminates productivity sinks like sharing the wrong version of a file via email or having to re-do previous work due to lost data. The cloud also ensures team members always have the most up-to-date version of the file at hand.
The shift to the cloud office – and cloud-based business apps in particular – is driving greater efficiency for both IT teams and end users. However, it’s important to remember that these new tools are not being adopted overnight and there are challenges and learning curves for both groups.
For IT teams, the transition to the cloud often means integrating existing business applications. This can be challenging, particularly for those who have invested in different software solutions from multiple vendors. However, cloud solutions like DocuWare help to simplify the process. These software suites have the capacity to digitize documents and automatically send them through predetermined, automated workflow processes.
This automation reduces the need for manual processes and minimizes the number of physical assets in the office (such as printers and servers). This results in reduced operational expenses and improved scalability for the company as a whole. It also increases employee productivity by eliminating cumbersome, manual workflows and freeing them to focus on more creative and impactful tasks.
Efficient Collaboration
Whether working at home, the office or in another location away from the company’s headquarters, employees can work together as if they were all in the same room. This type of collaborative environment is possible with cloud communications solutions, such as Ring Central and Avaya Cloud Office.
Workflow automation using a cloud office suite increases business efficiency by digitizing and automating paper-based processes and reducing the need for costly physical capital. This includes minimizing the number of bulky servers and other data storage systems, and also eliminates manual processes that are prone to error. The result is a more agile and efficient organization that saves time, money, and resources while maximizing productivity and scalability.
With cloud-based Microsoft Office, collaboration tools enable team members to edit a Word document or an Excel spreadsheet simultaneously. This ensures that all changes and updates are made to the same version, providing clear visibility of project progress. This makes collaboration much easier and less stressful, especially for teams who work remotely or in different locations.
In addition to file sharing, cloud-based Microsoft Office also provides a webmail service that can be accessed from any computer or mobile device with an internet connection. The mail client features a familiar, intuitive interface and allows for synchronization with digital calendars on devices used by other users (CalDav support). Additionally, a contact list is stored in Hostpoint Drive and can be shared with other members of the team.
