Cloud software offers an efficient way to store data and access it without the need for local storage devices. Even if you’re not familiar with the exact definition of the term, chances are you’ve been using cloud software for quite some time. Since its popularization in the mid-noughties, this technology has revolutionized day-to-day operations for virtually everyone who uses the internet. Individuals save their files to platforms like Dropbox and Google Drive rather than storing them on USB sticks or portable hard drives, a game-changer, especially on mobile devices. Similarly, instead of having to purchase and maintain their own physical servers, companies can instead use cloud storage to save costs and reduce the need for internal IT support.
About cloud-based task management
In a MeisterTask context, we use cloud technology to create fast, secure task management. Over time, you’ll use MeisterTask to upload a multitude of important files to your projects and their tasks: design assets, specifications for developers, content drafts and much more besides. A cloud-based task management tool means all this data can be stored online, without clogging up your internal storage capacity, and can be accessed without the need to duplicate files on every device that your team uses.
Meister is ISO 27001:2013 certified. ISO 27001 is the highest international standard for data security, awarded after an external audit and renewed yearly. Certification means that your data is safe and handled in the best possible way. Learn more here.
However, it’s not just about documents: cloud services like MeisterTask store countless other types of data to improve user experience, some of which are confidential and should remain so. This leads to a question: if everything is stored “in the cloud,” how do I know my data is in safe hands? You would be right to ask it, too.
What is cloud security?
Cloud security is one of the biggest issues facing the online economy and the subject of intense political and technological debate. In fact, the security situation surrounding the cloud is so important that special regulations like the EU’s GDPR (General Data Protection Regulation) have been introduced to keep user data safe online.
The international ISO 27001:2013 certification goes even further. It requires an external audit of the processes and policies relating to all information a company holds. This includes both digital data and physical records. The audit also involves a review of the measures in place to keep physical locations, such as offices, secure. For a company to achieve ISO 27001:2013 certification, protecting user data must be fundamental to how business is done.
The question of cloud security is complex. As you can see, despite its advantages, using cloud software is not without its risks. At least a basic understanding of cloud technology is essential if you’re looking to transition. Let’s look at the security questions associated with cloud software, how cloud software works, and what to look for in a provider before investing.
How does cloud software work?
Cloud software works by providing access to a cloud via the internet and granting permission to use cloud storage for cloud computing. Its various components are managed and operated by third-party developers. Users typically pay only for the services they use by committing to a cloud software subscription.
The first step to understanding cloud security is getting to grips with the terms involved, some of which are, rightly or wrongly, used interchangeably. Here are a few key definitions:
The cloud is a decentralized platform that enables users to store and share information. Its main purpose is to provide a secure and reliable environment for transferring data.
Cloud storage allows users to store and manage large amounts of documents, through an internet connection, making it easier to work from home. Users can store and access their data on any device.
A cloud computing system is a network of computers and servers that are managed remotely. It can be used to store and process large amounts of data. A central server manages the system’s traffic and client demands. It uses a set of rules to ensure that the operation runs smoothly.
Finally, cloud computing includes all the actual services that the above components provide, such as task management.
The benefits of the cloud
One of the biggest draws of cloud computing for task management and cloud software in general is storage. In the context of task management, if you have hundreds of project collaborators, it might be difficult to provide enough storage space on your own. Cloud software reduces server utilization while still keeping the same amount of storage space. This saves time and money for companies that aren’t able to maintain their servers. Here are five other key benefits:
Cost-effective. Cloud computing largely eliminates the need for hardware and software purchases, as well as the time and expense of running an on-site data center.
Convenient. Most cloud computing services are self-service and on-demand, which means that businesses can easily and quickly provision large amounts of computing resources.
Efficient. Cloud computing cuts costs by eliminating the tasks that typically require on-site staff time. It also allows them to focus on more important tasks.
Scalable. Global distribution and a network of secure data centers help companies improve network latency and decrease associated performance costs.
Why would I want cloud-based task management software?
When you start using an online task management tool, you’ll find there are many ways to benefit from the advantages that cloud computing can bring. Secure task management tools like MeisterTask allow you to:
Store and access files
Tools such as MeisterTask allow users to securely upload and provide access to key project files. If employees rely entirely on the storage available on their personal or work devices, there’s a chance they could run out of space while also exposing themselves to many cybersecurity threats. Using cloud software for task management makes it easier to organize and protect all task-related content.
Find out more about managing attachments with MeisterTask in our help center.
Increase accessibility
Cloud software means that task-related information is always available to those (with permission) who need it. Instead of relying on individuals to protect sensitive information and link it to others via email and shared drives, companies can centralize all task-related information while also controlling permissions in a single location.
This offers practical benefits as well as security ones. Using cloud software for task management also makes it easier to unify information in a centralized database. Employees, partners, and clients can access files that are all accessible through the same platform, which streamlines operations and makes it easier to work together.
Gain insight
Centralizing your tasks makes them easier to track. Many cloud-based task management tools offer reports on productivity that management can use to improve their strategies and project planning. With our tool, you can track employee workloads, view and mitigate potential roadblocks, and assign tasks in real-time through MeisterTask.
Protect data
Not all cloud-based services offer the same level of data protection – which is why you need to do some research before deciding who to trust with your sensitive task information.
MeisterTask uses EU-based servers (which conform to world-leading security standards) complete with a system of 24x7x365 monitoring, for your trust and peace of mind. MeisterTask is also ISO 27001:2013 certified, so you can be sure the confidentiality, integrity, and availability of your data is protected and prioritized. Look for the ISO 27001:2013 certification when considering potential task management tools – it’s a quick and reliable way to narrow down your list before delving deeper into specific security features.
Collaborate and communicate
Any team project requires transparent communication among stakeholders to improve collaboration. Cloud-based project management software allows team members to collaborate from anywhere by using a centralized source of truth for all task status updates.
MeisterTask provides a seamless way to work together, creating transparency, alignment and efficiencies.
Is cloud-based task management software more secure?
In many ways, yes. For one, cloud computing simplifies data backup and disaster recovery by allowing businesses to store and access their data in a secure environment. Many cloud providers have policies and controls that help protect you from potential threats.
However, if you’re considering using a cloud-based technology for your task and project management, you first need to ask whether that service is safe to use. Some task management tools offer considerably more security than others. There are many factors that influence this: server location, security protocols and privacy policies to name but a few. Our opinion is that European companies are better-placed to offer high-security services because they are bound by regulations like the GDPR, while studies find the general level of cybersecurity awareness to be higher on the eastern shore of the Atlantic.
Trusted Cloud providers like MeisterTask take care of high-level security measures, so your team doesn’t have to. We’re the secure task management system that even security experts use. German data protection consultancy datenschutzexperte.de chose MeisterTask as their task management system. In their own words, they selected MeisterTask because it “complied not only with the EU’s GDPR guidelines but also with our strict internal security standards.”
Choosing the right tool
The consequences of lax data security can be hugely damaging to companies, which makes your selection especially important.
However, it’s important to mention that there’s no code that can’t be cracked, no system that is ever entirely safe from hacking and — as recent news events show us — no single person who is immune from a highly motivated cyberattack. This does not make cloud software inherently more vulnerable than hosting files on your servers or storing them locally, it just brings different challenges.
The more steps you take to avoid cyberattacks, the better protected you will be. Often, this means outsourcing your data to providers who are better placed to look after it for you. In fact, if you’re a smaller company, outsourcing data to a cloud provider who can invest more time, money and expertise into keeping your data secure may be your best bet. In the best-case scenario, your service provider will offer the following security benefits to your company.
Files that are encrypted and protected by firewalls.
Security measures that are updated regularly.
If server-based, equipment will be stored in secure locations.
Data that is consistently backed up for you.
Cloud software that automatically identifies and prevents vulnerabilities.
The best secure cloud software for you
Not sure what to look for in a provider? We’ve compiled a list with some of the most important considerations for choosing the secure, cloud-based task management software that is best for your unique needs.
Clearly written security standards. Quality frameworks and standards are often used by service providers to evaluate their offerings while keeping up to date with industry standards.
You can find out more about MeisterTask’s security features and privacy policy on our security page.
Quick and easy setup. Many service providers offer various migration services, including planning and assessment. For example, MeisterTask offers direct migration services from Trello, while projects from other tools can be imported in CSV and JSON format.
Long-term compatibility. Ask whether this cloud-based task management tool grows with your team as your business expands. You may also want to evaluate the breadth of services that the cloud provider can offer. If you are looking for a single cloud platform that can provide many compatible services, then it is important to pick one that has many products and quality add-ons.
Backups and doomsday planning. Understanding the provider’s disaster recovery processes and procedures will help you prepare for worst-case scenarios effectively. The details of responsibilities, roles and responsibilities, as well as escalation processes and procedures, must be clearly documented in a service agreement.
A high standard of security. You should assess the cloud provider’s security controls and operations to ensure that they are risk-based and meet your expectations. Get the details on how to secure your users and activity across all routes before committing.
MeisterTask is a Trusted Cloud service that complies with GDPR and CCPA regulations. MeisterTask is also fully ISO 27001:2013 certified – the highest international standard for data security.
In a nutshell
For all but the biggest companies — who can afford the time and resources to manage their data securely in-house — cloud-based task management has already become the predominant way of organizing projects.
This, in general, is a good thing. Cloud-based productivity software, when implemented by responsible providers, offers a safe and secure way to access and manage tasks. It enables businesses to do more with less, giving them the autonomy and the authority to choose providers who share their values when it comes to data security and privacy.
This post was co-authored by Maria Waida, Owner of SaaSy Copywriting and “One of the Best Marketers in the World” – G2
