Small business: Embracing the cloud - Ollie Belton

Can you tell me a bit about your background and your business?

I have always had a passion for the environment, and after graduating from the University of Canterbury in law and political science I started working in 2006 in the new and evolving field of climate change and carbon forestry.

I started my own business, Carbon Forest Services, in 2013 after recognising a gap in the industry for a company whose sole focus was on carbon as opposed to timber and carbon. My clients are varied, including forest owners, local government and not-for-profit trusts. I also work with corporates engaged in carbon trading, and accountants and lawyers that require specialist knowledge.

What are some of the different cloud-based technologies you use in running your business?

I started using Google Apps for Business in 2009, which provides a whole range of cloud-based programs, including Gmail, Drive, Sites, Docs and Sheets. Gmail enables me to use my business domain name and Google Apps Sync, which is similar to Microsoft Exchange Server, so I can use Microsoft Outlook, and the native email client on my Samsung Galaxy S5 to access emails seamlessly between devices. I use Drive to backup my most important documents as a secondary storage facility. I use Sheets to keep track of data such as carbon prices, and create graphs that I can then embed as HTML onto my website - I use Weebly for this. Likewise I can upload and publish documents, such as PDFs, using Docs and then share the link to clients and colleagues.

I also use DropBox as my primary cloud-based storage facility for important data, and also for sharing large files. I have clients in remote parts of the country with slow internet speed and the ability to share documents without using email is a major benefit. I also use a program called Toggl for timetracking my work. Lastly, I have recently started using MYOB Essentials for online accounting, which I use for invoicing, expenses, GST, and keeping track of my accounts generally.

What impact have these technologies had on your operation?

Security, accessibility and cost savings are the main benefits.

I am based in Christchurch and was working in the Old Provincial Chambers building in the CBD when the February 2011 earthquake struck. At that stage I wasn't using cloud storage to backup all my important files, and was using only an external hard-drive. The building I was in suffered serious damage and I was lucky enough to grab my laptop on evacuating the building. If I hadn't I would not have had access to my data until many months later, when we were finally allowed back in by the authorities to collect important documents. With the cloud you don't run those kinds of risks.

Being able to pick up any device to access my information or carry out work from anywhere is great. I often update my data on Sheets on the move, which then updates my charts on my website. I can be working in forests for days at a time so it is handy to be able to quickly access my accounts on MYOB, for example, from my smartphone, or to view documents I have stored in the cloud.

Normally there are monthly or annual fees for this software, which end up being quite cheap compared with the hefty upfront costs of purchasing desktop software. The other good thing is you generally benefit from upgrades to the cloud technology as part of the service, as opposed to having to purchase the new version of software.

Have there been any hiccups along the way?

When I first started using Google Apps for Business I embraced the idea of cloud tech quickly and even looked at migrating completely from using Microsoft Office to the Google Docs suite. However, I was disappointed with its performance, finding it slow and cumbersome for functions such as working on documents. I was also conscious of security issues because of some high profile cases in 2009 where cloud users lost access to their data due to outages. However, these issues appear to ironed out now. Internet speed is faster in New Zealand, and is only going to get better with the roll out of ultrafast broadband, and cloud computing data security is greatly improved.

As far as implementation is concerned I have found rolling out cloud tech generally easier than desktop software. Installation is fast and easy, and there is no software to download that takes up space on your hard drive. I also find that the user interfaces for the tech are often quite similar between apps, and intuitive to use.

What advice would you have for other small business owners about embracing the cloud?

Shop around and make sure you do your research as there are now a lot of options offered. Most offer a free trial and don't invest too much time on one without trialling others. Also if you are wary of embracing the cloud completely, there are some technologies that allow both desktop and cloud options together, although these generally cost more. You may also wish to keep an external server/hard drive to backup your data off the cloud.