Choosing a cloud system

The Backbone of Your Digital Ecosystem

Empowering Your School Through Cloud Connectivity

Choosing a cloud system for your school is one of the most significant decisions you'll make in your digital transformation journey.

It's not just about where you store files; it's about the central nervous system of your digital ecosystem. A well-chosen cloud system connects people, devices, and data, providing the foundation for everything from collaborative teaching and learning to streamlined administrative processes.

A strategic choice here can empower your school for years to come, while a poor one can lead to fragmentation, security risks, and technical headaches.

Step 1 - Pedagogy First: What tools will support your Teaching and Learning apporach?

Your cloud system should be chosen to serve your teaching and learning vision.

Are you looking to foster collaboration?
Do you need tools for personalised learning?
Or do you want to streamline communication between staff and students?

Your answers to these questions should drive your choice, not the features of the technology itself.

The "PedTech" mindset is critical here.

Step 2 - Choosing a Cloud Platform(s) for your school

For cloud systems in schools, the two dominant options are Google Workspace for Education and Microsoft 365 Education.
Both offer a suite of tools for collaboration, communication, and learning, but they have different strengths.

Microsoft 365

Pros

Familiar Core Applications:
Access to the web versions of industry-standard tools: Word, Excel, PowerPoint, and Outlook.
Microsoft Teams Integration:
A powerful, all-in-one hub for communication (chat, video meetings) and classroom management (assignments, files).
Identity Management:
Strong integration with Microsoft Entra ID (formerly Azure AD) for robust user and access management, especially if the school is Windows-based.
Generous Individual Storage:
Students and staff typically get 1TB of personal OneDrive storage, plus Exchange Online email.

Cons

No Desktop Apps:
The A1 tier is web-only; you must upgrade for the powerful, full desktop versions of Office applications.
Steeper Learning Curve:
The suite and administrative console can be more complex to manage and use compared to Google's simpler interface.
Collaboration Can Be Less Fluid:
Real-time co-authoring is strong, but many users find Google's collaboration features more instantaneous and intuitive.
Windows Dependency:
The platform's true power and integration shine brightest when used on Windows devices.

Google Workspace

Pros

Excellent Real-Time Collaboration:
Unmatched ease for multiple users to edit documents (Docs, Sheets, Slides) simultaneously in the cloud

Simplicity and User-Friendliness:
Very intuitive, cloud-first, and generally easy for students and staff to learn, especially those familiar with consumer Google products.

Seamless Chromebook Integration:
The obvious choice for schools using Chromebooks, offering excellent device management (with a separate Chrome Education Upgrade license).

Google Classroom:

Very popular, easy-to-use dedicated Learning Management System (LMS) for managing classes, assignments, and grades.

Cons

Core Apps Lack Advanced Features:
Docs, Sheets, and Slides are simpler than desktop Word, Excel, and PowerPoint, potentially limiting advanced analysis or formatting.

Web-Focused:
Less robust offline functionality compared to Microsoft's desktop apps (though offline editing is available in Chrome).

Separate Communication Apps:
Requires switching between Google Meet (video) and Google Chat (instant messaging/teams), which can feel less integrated than Microsoft Teams.

Shared Storage:
Provides a limited amount of pooled storage (100TB, which can be less generous for very large institutions).

(LGfL Cloud Squad info to go here)

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