Cloud platforms and services are never used in thin air. You use them through a device such as a laptop, phone, tablet or desktop computer. Devices differ in their hardware and in the software they run, so the same cloud service can behave very differently from one device to another.
The main platform differences are:
These differences decide which cloud services you can use and how well they work. A school art department might share sketchbook photos in a cloud gallery: from a tablet with a camera this takes seconds, but on an old desktop with no camera pupils must scan pages in or cannot take part at all. The service is fine — the platform is the problem.
Some cloud services are built for one operating system only, so they will not install on a device running something else. Web-based services are more likely to work across different operating systems because the browser does the work, though they still need a modern browser.
A service may also rely on hardware features that not every device has, such as a camera, microphone or GPS. Files matter too: work saved in a file type that another device cannot open stays stuck on the device that made it.
An organisation must check the service works across the whole mix of devices its users have — office desktops, tablets used off-site, phones in pockets. Does it run on every operating system in use, does each device have the hardware it needs, and can each device open the files it produces? Testing on one laptop in the IT office proves little: only when every answer is yes can everyone use it.
A cloud service runs through an app or web browser on a device and sends data over a network, so the device's own resources and the connection both limit how well it works. A service can be available yet still be impractical to use.
Feature-rich cloud services often need plenty of RAM and processing power on the device itself. RAM is the memory the device uses to hold whatever it is working on. With a cloud 3D garden design tool, the project is stored online, but the device must still draw and rotate the garden on screen. On an older laptop with little RAM, rotating a detailed plan turns jerky or the tab freezes. Even when the heavy work happens in the cloud, the app still processes something, so less powerful devices may struggle. Heavy processing also drains the battery, so a tablet may need charging after a short session.
A device's local storage holds the app and any project files kept for offline working, and it also buffers data, storing it temporarily while it arrives. A phone with little free space may keep only a few garden designs offline, so the rest need a connection every time. A screen can also be too small for a service to be practical: placing and resizing plants on a phone is fiddly and slow.
The speed and type of connection affect how well the service works. A slow or weak connection makes a design slow to open, and a dropped mobile signal can interrupt saving. The type matters too: fibre broadband is usually faster and steadier than mobile data, which may come with a limited data allowance. Some services limit data transfer, or hold back a full sync until a better connection is available, so changes take longer to reach other users.
When an organisation selects a cloud service, it should check that users' devices and connections can cope; otherwise time is wasted and the service is not practical.
Interface design is how the controls, text and other objects are arranged on screen, and how you use them. A cloud service must work on devices with different screen sizes and input methods, including mouse, keyboard, touch and voice.
The layout and features can change with the device, screen size or connection. A cloud-based football fixtures page could show six pitches side by side on a laptop, but on a phone show one pitch at a time with a selector to switch. A cloud-based recipe box for a cookery club could show a side menu, large photos and a shopping-list button on a desktop, but on a phone hide the photos and put the shopping list at the bottom. Controls can be resized or moved, and less important items hidden, so useful ones stay easy to reach. A weak connection could load only text, so the service stays usable.
The input method determines which controls make sense. A keyboard needs clearly labelled fields and a sensible tab order; a mouse can select a precise point on a diagram or hover over a label for more detail. A touch screen works better with finger-sized controls and direct dragging, such as sliding a temperature slider; tapping a text box can open an on-screen keyboard, and swiping can move through pages instead of a mouse. Voice input needs spoken commands, so buttons and menus must work with speech as well as touch or a mouse. Accessibility means the interface must be usable by everyone. A tiny screen or keypad can create barriers, especially for users with mobility difficulties, so designs may offer voice control, larger buttons or a simpler layout.
A cloud service may have a mobile version and a desktop version with different layouts and features. For example, a cloud-based school trip planner might show a full calendar and drag-and-drop editing on a desktop, while the mobile version shows one day at a time and a quick 'mark as done' tick. Both versions should still be suitable for their users, so the mobile version must not hide something essential or become unusable.
Layout is one of the three parts of interface design, alongside font selection and colour selection. It is the way the elements of a screen — headings, menus, buttons, icons and text — are arranged and spaced.
A consistent layout means the same elements sit in the same places on every page, so once you have learned one page you can use every other page. Keep the navigation in the same spot on each page and use icons that clearly show what they do, such as a magnifying glass for search. Group related items together under headings with spacing between the groups, so links about a club's fixtures sit in one block instead of being scattered across the screen.
Put important elements in the positions users already expect: a logo in the top-left, search in the top-right, the main menu across the top. Important content and buttons go in prominent positions, such as the top of the page or the centre, rather than being buried further down. Users then find things quickly instead of hunting around.
Whitespace is the empty space between elements. Using it well stops a screen looking overloaded and stops items overlapping or being crammed together, which makes the content much easier to read.
A clear, consistent layout helps more people use a system without asking for help. For example, on a school homework portal, a pupil who is not confident online can still find the same submit work button in the same place on every page. That is why good layout improves accessibility as well as usability — it removes barriers for users who are less confident online or who are viewing a small screen.
When you select a cloud platform or service, match it to the organisation’s real needs rather than choosing the one with the most features. Check security, storage, ease of use, updates, devices and feature complexity.
Security is about how well the service protects data; control is about who can view, change, download or remove it. A youth theatre group storing photos of young members needs clear permissions and control over its files. Check the storage space covers current files and likely growth: a small gardening company may find its before-and-after photos fill a small allowance quickly once it adds short videos.
The service must be easy to use for all intended users, including volunteers with low confidence or accessibility needs. Check how often it is updated: updates can improve security but may change the layout and require retraining. Downtime matters if people rely on the service during the working day: a mobile bicycle repair workshop that checks its job list online between call-outs would struggle during an outage. Check that the service is available on every device that will be used — laptops, tablets and phones — because a service that suits only one device may exclude some users.
The number and complexity of features affect suitability. More features, or more complex features, can give greater capability, but may need more device resources, more training or be harder to use. A simpler service may be easier to use on limited devices but may lack required functionality.
| Service type | Strengths | Possible problems |
|---|---|---|
| Simple | Quick to learn; can work well on basic devices | May lack detailed permissions or reporting |
| Feature-rich | Automation, detailed reports and permissions | Needs training; extra tools may never be used |
For example, a community choir storing sheet music and rehearsal dates may manage with a simple file service. A full project suite adds timelines and automation, but volunteers need training and many tools may go unused.
Cloud services are either paid for or free, and providers aim them at either personal users or businesses. The choice affects cost, features and the support you get.
Paid cloud services charge a fee, usually for each user. A small design studio might pay for every designer to use a cloud storage service. In return, you get more functionality, no advertisements, technical support, backups and regular updates. That support matters when a file is damaged and you need help quickly.
Free cloud services have no cost, but they usually offer limited functionality. They often show advertisements, and they usually offer no technical support, no backups and limited updates. A free cloud recipe book may be fine for saving a few family meals, but you cannot expect help or a backup if the recipes disappear.
| Feature | Free service | Paid service |
|---|---|---|
| Cost | None | Fee, usually per user |
| Functionality | Limited | Greater |
| Advertisements | Often shown | None |
| Technical support | No | Yes |
| Backups | No | Yes |
| Updates | Limited | Regular |
Personal cloud services are aimed at individuals. They are usually free and supported by advertising, supplied as off-the-shelf packages, have limited storage and no data backup service. An off-the-shelf package is ready-made, so you cannot ask the provider to change how it works.
Business cloud services are aimed at organisations and must be paid for. They have no advertisements, can be customised, and their fees vary according to use. For example, adding more staff accounts or storing more files can raise the fee. They also offer high storage capacity and include data backup, so a business can store large numbers of files and recover them after a problem.
A portable handheld device, such as a smartphone or a small tablet, lets staff reach cloud services from wherever they are on site. Details can be checked on the spot, so nobody has to break off from the job to fetch them.
For example, at an outdoor activity centre, an instructor can check the next session's booking and safety notes on a handheld device while standing by the climbing wall. The device fetches the booking from the central cloud system, and real-time synchronisation keeps it up to date. If the office changes the booking, the instructor sees the new details straight away rather than working from an old printout.
Cloud-based online software is software you use over the internet instead of installing a copy on every computer. Organisations often choose it for the benefits explained below.
All users access the same version and the same features or file types. This means a file created by one person should open correctly for everyone else, and staff do not waste time working out why one computer has a different menu or cannot open a shared document.
Cloud-based online software is convenient because users can access it on different devices and from different locations, as long as they have an internet connection. A volunteer could update a schedule from home, then check it on a tablet at an event.
It supports collaboration through shared files and simultaneous work. Several people can edit the same document at once, and changes appear for the others, so there is no need to email copies back and forth.
It can be cost-effective because the organisation may not need to buy as much extra local storage or hardware. Files are kept by the service rather than filling up each computer's hard drive, so there may be fewer hard drives to buy and replace.
It can reduce the need for in-house IT staff because the provider maintains the service. The software can also update automatically, so the organisation does not have to install updates on every computer itself.
It is scalable: user accounts can be added when more people join and removed when they leave. For example, a youth theatre group could add accounts for new volunteers before a show and remove them afterwards.