Keep slashing your company’s cloud budget with 3 more tips

by Aug 30, 2016Business Continuity

There are ways to manage your business’ cloud budget

It’s logical to clean up unnecessary files after completing a project or task, right? Of course. But some people don’t think like this. Corporate storage space can seem endless to the employee. And many people are afraid of deleting something that they will need. This means your cloud budget goes up and up as your space is filled with redundancy and unneeded files. You develop retention and archive policies, but these are only part of the solution. Educating employees who have write access about what is expected is important. To truly keep the cloud budget down, you must foster a sense of personal responsibility for company resources and an understanding of best practices at the user level. Here are 3 tips to do this.

#1 Provide Education

If employees don’t know it’s “a problem”, they can’t fix it.  Sharing both the importance of their responsibility and what they need to do to use company resources wisely will go a long way toward helping keep the cloud budget low. We should:

  • Convey an empowerment message. The message to employees who have write access is that they are being entrusted with an important responsibility. They should be made to feel important and that the responsibility is not to be taken lightly.
  • Relay expectations through required pre-access training. Most corporate environments have a training portal or access to one. A short tutorial on individual storage best practices that requires the submitting of some answered questions to show understanding will help people who will have write access better understand the finite nature of storage and how they are expected to manage files.

#2 Develop a Clear Categorization System

Departments will develop their own systems in the absence of guidance and this can lead to chaos. Going beyond the department folder level and sharing how information is best categorized beneath it, will help departments better manage both cloud storage and their time.

  • Keep it broad. You cannot possibly set up every subfolder within your organization, but you can provide guidance regarding how digital data can be efficiently categorized.
  • Share Best Practices. There are some tried and true methods for digital storage management in terms of naming function and folder usage. You cannot become the folder police in your organization, but you can convey how these best practices not only cut storage costs, but also make the department more efficient.

#3 Provide Feedback About their Usage

It’s human nature. Employees need to know how they are doing. So to achieve the best results, we should:

  • Provide Feedback. If you can effectively do this at a user level, fantastic. If not, the departmental of access group level is something. But keep in mind some employees/groups simply need more storage than others, so keep is positive and non-confrontational. Has the usage gone down or has the percentage that is it going up decreased? These are both positives.
  • Take this opportunity to reinforce best practices. This is a great time to provide a reminder or two about data management. Keep them impactful and concise so that they will be read. But never allow them to sound punitive or negative or people will stop reading them.

Cloud Budget

Your cloud budget largely depends on what features you purchase and how resources are being managed, but beyond that, the individual user is a very important piece of the equation that cannot be ignored. These tips will help you foster a sense of accountability to will help drive cloud costs down.

Cloud budgets don’t need to break your business’ bank. For more tips on managing cloud storage pricing, please read our blog or contact us today.

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Tracy Rock is the Director of Marketing at Invenio IT. Tracy is responsible for all media-related initiatives as well as external communications—including, branding, public relations, promotions, advertising and social media. She is one busy lady and we are lucky to have her!

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