As human services agencies have grown more comfortable with the idea of cloud-based technology, the conversation has shifted from “what should we do?” to “how do we get it right?”
In our experience, agencies will be more successful if there’s a solid answer to that second question from the very beginning. For IT leaders, it’s important to recognize the difference between moving to the cloud simply to check a box and doing it in a purposeful, thoughtful way to ensure that you find a solution that provides long-term value and return on investment for both your agency and the community you serve.
All that said, we know there’s a lot of cloud options out there. Each one has advantages and limitations, and it can be tough as an IT professional to know what’s the best choice for your agency. No matter what you choose or recommend to leadership, there are some key best practices and mistakes to avoid that will help you be successful.
The Ten Best Practices for IT Professionals Considering Cloud Technology in Human Services:
- Defining success is the first step to achieving it. If you can’t define what “getting it right” looks like, it’ll be difficult to do anything else.
- Be honest about your organization’s expertise. How much do you want or need outside software providers to help your IT team accomplish goals, integrate new solutions, or keep solutions up to date?
- Have a clearly defined problem. It can be easy to fall into a trap thinking one piece of technology will instantaneously solve all your agency’s problems.
- Make sure your policies and processes allow for change. Be sure to look at the agency’s business processes to make sure new technology will be used by workers and not abandoned for the old way.
- Don’t get too tempted by DIY mentality. You may be thinking about building your own custom solution to fit your agency’s unique needs, but this could be a costly mistake if you don’t have the resources to build, maintain, and support the solution long-term.
- Consider starting small to achieve big results. Because cloud technology is so easy to scale, many agencies have begun to see the appeal of a phased project approach—similar to a pilot project or proof of concept—where they incrementally implement a solution over time.
- Beware of potential hidden costs. Make sure you understand what’s included in the subscription fee and what will cost extra, especially IT-related costs like hosting fees, integrations, and upgrades.
- Proper integrations are critical. It’s important that your IT and program teams collaborate to understand your options to ensure accurate data is available and make sure all your integration-related concerns have been addressed before you decide on a cloud option.
- Be security-minded to protect your system. If you choose to operate in the cloud, it’s easier and faster to recover from an issue, but your IT team still needs to have the right checks and balances in place in case a security issue arises.
- Look for a partner that provides value. No two vendors are exactly the same, so working with a partner who has industry experience, proven results, and a focus on optimization can have a significant impact on your project’s success.
Want to dive deeper into these best practices? Download our eBook, “Cloud Technology for Human and Social Services: The Guide to Getting It Right,” to unlock more lessons learned over decades of helping both county and state agencies leverage modern technology.
