Common iCloud Mistakes to Avoid
iCloud is a streamlined cloud service made to keep all of your work data organized.
If you use various Apple devices, iCloud keeps continuity across all devices and allows you or others on your team to interact with data while on the go.
However, if you are unsure of how to use it, or don’t take advantage of all of its features, it can hinder your small business’ efficiency.
Luckily for you, we made a list. Keep reading to learn the seven common iCloud mistakes and how your small business can avoid them.
1. Not Taking Advantage of iCloud Storage
iCloud storage can range from a measly 5GB for free to 2TB for $9.99/month.
This is beneficial because when you use iCloud, you can keep everything safe and secure in the cloud without eating up your local storage.
However, if you store a lot of documents on your device without optimizing them, it can quickly eat up at your device’s overall storage. Though you can always keep various hard drives in your office, it can be a pain to be on the go and trying to add more photos, contacts, or other documents while the “storage full” notification is interrupting your work.
Luckily, to optimize your storage, go to Settings > General > iPhone (or iPad) Storage > Optimize Storage. This will bring your photos and videos into the iCloud, which will clear up local storage on your devices.
If you take photos of receipts for tax purposes, or just create a lot of media for your business, this is a great way to keep everything stored without sacrificing your physical device’s space.
Don’t make the mistake of not taking advantage of iCloud storage.
2. Not Using Managed Apple IDs
For small businesses, it can seem like a hassle to create various Apple IDs for your employees. However, Apple does offer a streamlined business service to give your employees access to their work iCloud through a business account.
Additionally, this allows you and your employees to collaborate through iWork and Notes, which can help with work efficiency.
Additionally, with managed Apple IDs, no employee is allow to make an iCloud purchase without the admin’s approval. With the managed Apple IDs, this means that you can keep track of every application used by a managed Apple ID and prevent any sort of suspicious purchases from occurring.
3. Not Using iCloud Backup
iCloud backup is one of the most useful tools for making sure your data is not lost.
If something breaks or is compromised and you need to either get a repair or a whole new device, iCloud storage can keep all of your data safe, so when you set up your new device, it’s like nothing was ever lost.
This goes for your iOS devices, so if your small business uses an iPad or iPhone, you can turn on your iCloud backup by going to Settings > Your Apple profile > iCloud. From here, you can select “iCloud Backup” and see when it backed up last.
You also have to make sure that you have enough storage to complete backups if your data exceeds 10GB and you only have 5GB, the backup will not work. Additionally, backups occur when the device is plug in, and on WiFi, so it is recommend to keep it plug in and on WiFi when it is not in use. Hence, it backs up automatically, and you do not have to manually back it up or wait through the process.
4. Ignoring iCloud Drive
iCloud Drive is an incredible resource for keeping your data all in one place.
Sure, iCloud can save your business’ contacts, photos, apps, etc., but the iCloud Drive can allow you to access more data and desktop information while you are on the go. If you are a Mac user, you can use iCloud Drive and organize your desktop in a way that can give you access when you are away from your Macbook.
You might be wondering how to access iCloud Drive on Mac, but there are various tips and tricks to help you get started. Once you have access to iCloud Drive, you can open your iPhone or iPad and see what files are on your Mac’s desktop, among other documents.
To avoid the mistake of ignoring iCloud Drive, make sure to enable it on your Macbook so you can use it for your small business documents.
5. Moving to iCloud Without an Organization Strategy
Though iCloud is an excellent organizational resource for documents, it is still imperative to use iCloud with a plan.
Not every single document for your small business can live in iCloud, and it is essential to decipher what documents need to have easy access and what ones can be store elsewhere.
An organization strategy allows for your devices to only store the essential documents that need the most access, without cluttering up your devices with peripheral information.
6. Not Keeping Your iCloud Passwords Handy and Secure
Like any type of cloud-based software, iCloud requires a kind of authentication. These are usually Apple ID passwords, and in some cases, two-factor authentication that uses your phone number to verify sign-ins.
iCloud does offer the iCloud Keychain, which can store passwords for applications and other web apps. No matter how you keep your passwords, the most important one is your Apple ID password. Keep it in a safe place where you can remember, so you can keep your small business’ documents safe and secure.
7. Not Taking Extra Security Precautions
Though Apple’s iCloud is known for being a safe option for cloud-based services, there are still ways you can optimize your security. More specifically, your network security.
By using VPNs or other peripheral security services, you can have an extra layer of protection that can give you peace of mind.
How to Avoid Common iCloud Mistakes
Now that you know the seven most common iCloud mistakes, you should now be aware of what to avoid and how to optimize your iCloud usage for your small business.
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