5 Benefits of an Online Workplace for SMEs
Why are more and more SME businesses switching to an online workplace? Discover the 5 key benefits and whether it's right for your business.
The way we work has fundamentally changed. Working from home has become the norm, employees expect flexibility, and IT must keep up. The online workplace is the answer for more and more SME businesses. In this article, we discuss the 5 key benefits.
What is an online workplace?
Just briefly for context: an online workplace is a complete Windows desktop that runs in the cloud. You log in via the internet and have access to all your applications, files and systems - regardless of where you are or which device you’re using.
| VPN to office | Online workplace |
|---|---|
| Laptop connects to office | Laptop only shows image |
| Everything runs locally | Everything runs in the cloud |
| Data on your laptop | Data in the data centre |
| Dependent on your hardware | Works on any device |
1. Work from any location
The most obvious benefit: location independence.
Moreover: if your office is inaccessible for whatever reason (power outage, flooding, pandemic), everyone can simply continue working.
2. Predictable IT costs
With traditional IT, costs are unpredictable. Servers that need replacing, unexpected repairs, licences that need renewing.
EUR 15,000
server costs
once every 5 years
EUR 30,000
workstations
once every 4 years
???
unforeseen
when problems arise
| Traditional | Online workplace |
|---|---|
| Large investments upfront | Fixed amount per month |
| Unexpected repair costs | Everything included |
| Growth = buy new hardware | Growth = add users |
| Shrinkage = hardware sits unused | Shrinkage = remove users |
3. Better security
“But isn’t my data somewhere in the cloud?” A common concern. The opposite is true.
Read more about our security approach.
4. Always up to date
Software updates are a necessary evil. They cost time, can cause problems, and are often postponed. With all the associated risks.
0
disruption
for users
100%
compliance
everyone same version
24h
security patches
quickly implemented
5. Simpler management
IT management costs time. Time you’d probably rather spend on your core business.
| Traditional management | Online workplace |
|---|---|
| Maintain and replace hardware | Simple thin client or existing laptop |
| Install and update software | Centrally managed |
| Solve problems locally | Can be solved remotely |
| New employee: days of work | New employee: create login |
| Departure: collect data, disable accounts | Departure: disable account |
Is it right for your business?
An online workplace is not a one-size-fits-all solution.
The transition
Switching to an online workplace doesn’t have to be a big bang.
Analysis
Which applications, which users, which requirements?
Proof of concept
Test with a small group of users
Migration
Phased transition of all employees
Optimisation
Fine-tuning based on experience
The entire process can be completed within a few weeks, but spreading it over a longer period is also possible.
Comparison: Online Workplace vs Windows 365
Microsoft offers its own variant of the online workplace with Windows 365.
| Windows 365 | Managed Online Workplace |
|---|---|
| Direct from Microsoft | Fully managed service |
| Fixed configurations | Flexible configurations |
| Per-user licence | Including support and management |
| Self-manage or outsource | One point of contact |
Conclusion
The online workplace is no longer a thing of the future - it’s the reality for many SME businesses. The benefits are concrete: flexibility, predictable costs, better security, always up to date, and simpler management.
Barion Team
IT specialists making complex technology understandable for SME entrepreneurs.
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