No two software acquisitions are ever the same. The industry matures, new technologies bloom, and an enterprise’s requirements and conditions continually evolve. A decade ago, the process of purchasing a new enterprise software solution was long and arduous. Implementation was complex and costs were often prohibitive. Training and onboarding employees was costly and time consuming. ROI was viewed as a long-term goal.
Today’s software acquisition process is different. The industry has steadily moved to an increasingly subscription-based business model. Instead of incurring extremely high up-front costs, companies acquire subscription fees to access the software. This makes it possible for SMBs and startups to benefit from some of the same technologies as enterprise organizations.
This new business model typically delivers software in one of two installation set-ups: on-premise or in the cloud. As such, the debate has shifted from risk versus reward to on-prem versus cloud.
Differences between Cloud and On-prem set-ups
Cloud is secure, agile, and cost-effective
There are multiple distinctions between on-prem and cloud, but most likely, the most noticeable one is how information is stored and handled.
Cloud-based set-ups store the information either in the service provider’s servers or leverage on third party cloud services to do so, while in on-prem set-ups it is stored on the customer’s premises, in physical servers located within the company.
When cloud-based set-ups were first gaining traction, it appeared that on-premise was a safer choice for sensitive company data. On-prem gives IT managers full control. But thanks to maturity in on-cloud development and advances in security standards and capabilities, cloud-based solutions have made tremendous leaps in data security. Agreements, contracts, and data protection laws protect both users and service providers.
Information can be accessed from any web browser, ensuring users always have access to their data without the worry of server maintenance or timeouts. Storing data in a single location in an on-prem environment can actually pose a greater security threat than a cloud-based environment.
In addition to security and flexibility, cloud solutions are increasingly popular for enterprise IT because of fast adoption rates and reduced time to value. Cloud infrastructures are agile, easy to deploy, and can easily adapt and scale to different business dynamics.
A shift in risk and responsibility
The rise of cloud solutions has significantly shifted the risk and responsibility assumed by the customers. On-prem solutions encompass significantly more moving pieces than a cloud-based data management system. Both solutions start off with implementation and customization needs and both require licensing or subscription fees. But that’s where the similarities end. On-prem requires additional hardware and infrastructure, regular maintenance, and IT staff, all of which are costly responsibilities.
Cloud solutions, on the other hand, are cost efficient. There are no hardware, infrastructure, maintenance, or IT staffing costs associated with on-prem environments. Given these advantages, it’s no wonder that many businesses are migrating from on-prem setups to cloud-based ones.
Digital workplace management in the cloud
The market’s recent digital transformation has also affected businesses, significantly changing some of their core dynamics and processes. Modern businesses must be flexible, agile, and easily adaptable in order to keep up with competitors in today’s fast-paced, ever-evolving market. IT solutions that enable companies to be more efficient deliver a substantial competitive advantage.
This is where Meeting Management and Resource Scheduling Applications shine. They streamline and solve entire processes, not just serve as a single Band-Aid for a single problem. These integrated platforms contain different modules that can be deployed in a module-by-module basis depending on the company’s needs. The right solution can cover everything from meeting management and resource scheduling to visitor management and catering reservations. Today’s modern meeting management systems impact the entire workplace by streamlining every aspect of office processes from door to desk.
When considering scalability, security, mobility, pricing, resources, and implementation, cloud-based meeting management and resource scheduling solutions come out ahead. As with any software solution, on-prem installations are more cumbersome, have a higher time-to-value, and lack the flexibility of SaaS and cloud solutions.
Users are quickly freed to focus on high-value activities and work as opposed to managing lengthy implementations and deployments and worrying about servers and downtime. This has an overall impact on the business.
Cloud is a natural choice for a solution with the purpose to economize and optimize business processes. But who do you choose?
Gartner’s meeting management market guide
This year’s Market Guide for resource scheduling applications looks at key features such as resource scheduling and managing, comprehensive meeting room management, deployment type (SaaS or on-prem), implementation time, catering service capabilities, and billing and invoicing capabilities.
Each solution was benchmarked, making the distinction between cloud and on-premise solutions very clear. Some of the analyzed features are summarized in the following table:
AskCody’s commitment to the cloud is a reflection of how we see the future of the not only the resource management industry, but of business in general. Companies need the security, mobility, and flexibility that only the cloud can offer.
On-prem solutions are cumbersome and significantly less flexible from the moment the implementation begins. While SaaS setups ensure elasticity from Day One. AskCody’s cloud-based resource management system grows with companies, making it simple to scale up or down as needs evolve without any additional costly implementation efforts or downtime. Scalability is built into our DNA.
When you’re looking for the right meeting management solution, go with a market leader. AskCody’s cloud solution seamlessly connects with Exchange and Microsoft 365 so users can connect calendars, manage resource reservations, and control their preferences from the Cloud Management Portal.
That means every user can book available rooms and resources, order catering for meetings and register visitors directly from the Outlook and Microsoft 365 solutions they use every day. This high level of integration allows AskCody to empower organizations to increase their operational efficiency, adding up to the overall workplace productivity and effective collaboration.