Workplace tech nightmares - and how the cloud can solve them

Google New Zealand managing director Tony Keusgen says moving to the cloud can protect against software crashes and allows you to work on documents from wherever you are.

Moving to the cloud can address some of the most frustrating aspects of the modern workplace, writes Google New Zealand’s Tony Keusgen.

Technology should make our lives easier, not harder. That's especially the case at work, when you already have enough on your plate.

The good news is as that as companies across New Zealand shift to cloud-based services, many workplace bugbears are becoming a thing of the past.

While we can't stop the coffee machine breaking down, here are five gripes we can do something about:

Losing work to software crashes

The horror of losing hours of work after your word processor shuts down unexpectedly is something we've all experienced. Saving your work regularly helps, but it's kind of like flossing your teeth - you do it a few times then forget about it.

Cloud based tools back up your work continually, so even if the power goes out, you never lose a word.

Dealing with version conflicts

Keeping track of other people's versions of documents is a headache, particularly if you get multiple copies with the same or similar names. Are we using version 3, or 3.1? Or is it 3.1_karens_edits? Wait. It must be 3.1_final_FINAL. Right?

With Google Docs and other online collaborative tools, everyone works on a single document so there's no confusion. The relief many people feel after adopting this way of working is palpable.

It's also impossible to accidentally save over work like you can with offline systems. If you've made changes you don't like, you can revert back to an old version immediately.

Waiting for colleagues to do stuff

Circulating a document for input when you're under time pressure can be nail-biting.

Should you call them to chase? Or are they on it already? Once you get the first reply, others chime in with different views. It takes ages to create an agreed version, with alterations being made right up to (and often past) your deadline.

Collaborating on a single shared document speeds up the process immensely. People can make changes when it suits them, rather than wait for others to finish up with the document first.

Wasting money

Cloud software is cheaper than legacy systems are, because there are no upfront capital costs. For instance, Google Apps is subscription-based so you pay a small amount each month.

And you never have to upgrade - your software upgrades itself automatically, without you lifting a finger (let alone opening your wallet).

That means less cost - and fewer trips to the IT store.

Late nights at the office

OK, so the cloud can't stop you working late. But it can stop you working late at the office.

Because all your documents are available from any computer, or even from your mobile phone, you can finish off tomorrow's presentation with a drink in your hand and your feet in the swimming pool.

Now you just need a pool.