Selecting a cloud service

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, storage and control

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.

Users, updates and downtime

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.

Features: more is not always better

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.

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.