7 Best Practices for Cloud Connections: Secure, Scalable, and Cost-Effective Cloud Solutions

A lot of businesses nowadays are turning to cloud solutions to stay competitive and agile. Why? Because cloud connections make it easier to grow without hitting so many technical roadblocks.

So, what exactly is cloud connection, and how could it be of help to you? You can think of it like a bridge that connects your businesses systems (things like data, apps, and tools) to cloud platforms like Amazon Web Services (AWS), Microsoft Azure, or Google Cloud. Instead of relying on bulky hardware or physical servers sitting in your office, the cloud lets you access what you need online, anytime, anywhere.

Migration to the cloud has been a game changer for many businesses. You can store massive amounts of data, run applications seamlessly, and scale up (or down) without breaking the bank. Plus, it helps you get rid of the headaches that come with maintaining old servers or upgrading outdated systems.

If you’re thinking about setting up your first cloud solution or improving the one you already have, I’ve got you covered. In this guide, I’ll walk you through the 7 best practices to help you build cloud connections that are secure, scalable, and cost-effective.

a bridge connecting business systems to the cloud

1. Assessing Your Cloud Computing Needs

Before jumping into the cloud, it’s important to figure out exactly what your business needs.

Step 1: Think About How You Use Technology Today

Start by asking yourself a few simple questions:

  • How do you store your files right now? Are they saved on local computers, external drives, or in shared folders like Google Drive?
  • Do you use any business apps or software? Things like QuickBooks for accounting, Shopify for e-commerce, or Slack for team communication.
  • How many people on your team need access to files and tools? Are they working in the same office, or do you have remote employees?

These answers give you a baseline. If you’re already relying on tools like these, cloud solutions can help you streamline everything into one place that’s faster, more secure, and easier to manage.

man evaluating his google drive, USB storage devices and local computer storage

Step 2: Identify What You Need the Cloud to Do

Here are the main ways businesses typically use the cloud:

  1. File Storage & Backup
    • If you’re dealing with a lot of files—like documents, videos, or customer data—you’ll need cloud storage. It’s like a giant virtual filing cabinet, but one you can access anywhere.
    • Bonus: Cloud storage automatically backs up your files, so you don’t have to panic if a computer crashes or gets stolen.
  2. App Hosting
    • Apps and software often need a place to “live,” especially if they run on servers. Moving apps to the cloud makes them faster, more reliable, and accessible from anywhere.

For example, if your team uses a custom CRM system or inventory software, hosting it in the cloud means they can log in whether they’re in the office or working from home.

  1. Collaboration Tools
    • Do your employees need to share files or work on projects together in real time? The cloud makes collaboration simple and seamless, no matter where your team is. Tools like Microsoft 365 and Google Workspace are great examples of this.
  2. Scalability
    • If your business is growing—or you expect seasonal spikes—you need resources that can grow with you. The cloud makes it easy to scale up (or down) without investing in new hardware every time.

Step 3: Consider Your Industry’s Compliance Needs

Some industries – especially healthcare, finance, or legal services – have strict rules about how you store and handle data. For example:

  • Healthcare: You may need to follow HIPAA rules for storing patient data securely.
  • Finance: You’ll need compliance with standards like PCI DSS to protect payment data.
  • Legal & Professional Services: You might need secure storage to meet privacy laws like GDPR or CCPA.

If you’re not sure what compliance rules apply to you, that’s okay. Many cloud providers (like AWS, Azure, or Google Cloud) offer built-in tools to help you meet those standards. You can also reach out to Managed IT Partners for assistance.

industries like healthcare, legal, and financial services have strict compliance laws and regulations

2. Choosing the Right Cloud Service Provider

Choosing the right cloud provider comes down to knowing what to look for. Here are the key things to evaluate:

  1. Reliability: Look for providers with guaranteed high uptime (99.9% or more) to keep your business running smoothly.
  2. Security: Ensure they offer encryption, multi-factor authentication (MFA), and compliance with standards like HIPAA or GDPR.
  3. Scalability: Choose a provider that allows you to scale resources up or down easily as your business grows.
  4. Pricing: Opt for transparent pricing with tools to monitor and control your cloud spending.
  5. Support: Check for 24/7 support and access to certified cloud experts when you need help.
  6. Integration: Make sure their services work seamlessly with your existing tools and software.

3. Security and Compliance in Cloud Connections

When it comes to the cloud, security is everything. You’re trusting a cloud provider to keep your data safe, so it’s critical to put the right measures in place to protect your business. Here are the three-must have security measures to set up and why they matter:

1. Encryption: Protecting Your Data

What it does: Encryption scrambles your data so that even if someone gets access to it, they can’t read or use it. It’s like locking your files in a vault where only you have the key.
Why it matters: Whether your data is being stored (at rest) or sent over the internet (in transit), encryption ensures it’s protected from hackers.

Most cloud providers, like AWS and Azure, offer encryption tools that keep your data secure by default. For example, AWS Key Management Service (KMS) lets you easily encrypt and manage who can access your data.

AWS key management lock securing the cloud connection

2. Multi-Factor Authentication (MFA): Adding Another Layer of Protection

What it does: MFA requires a second form of verification—like a code sent to your phone—when someone logs into your cloud account.
Why it matters: Passwords alone aren’t enough to stop hackers anymore. If someone gets hold of your login credentials, MFA makes it much harder for them to break in.

Tools like Microsoft Azure MFA or Google’s authentication options are easy to set up and give you that extra peace of mind.

3. Regular Audits: Keeping an Eye on Everything

What it does: Audits help you monitor activity in your cloud environment—like who’s accessing your data, when, and from where. Think of it as a security camera for your cloud connections.
Why it matters: Audits catch suspicious activity early, help you stay compliant with industry rules, and ensure everything is running securely.

For example:

  • AWS Shield protects against threats like DDoS attacks (where hackers overwhelm your systems).
  • Azure Sentinel uses AI to detect unusual activity and alert you to potential security risks.

4. Compliance: Meet Industry Standards

If you’re in industries like healthcare, finance, or legal services, you’ll also need to meet specific compliance rules (like HIPAA or GDPR). The good news is that most cloud providers offer tools to help you stay compliant without stress. 

AWS and Azure both provide built-in compliance frameworks to make sure your data meets the necessary standards.

4. Scalability and Flexibility

Scalability and flexibility are about making sure your cloud resources grow or shrink based on your business needs—without wasting money or causing downtime.

Imagine you run an online store. Most of the year, things run smoothly, but during the holidays, traffic spikes, and your website slows or crashes. With a scalable cloud solution, your cloud provider automatically adds the resources you need to keep things running. Once the rush is over, it scales back down, so you’re not paying for extra power you don’t need.

online store using cloud connection to scale up resources for the busy holiday season

5. Cost Management for Cloud Computing

One of the biggest benefits of cloud computing is that you only pay for what you use. But without careful management, cloud costs can quickly spiral out of control. That’s where cost management as a best practice comes in—it’s about keeping your cloud spending under control while still getting the most value out of your cloud setup.

Best Practices for Managing Cloud Costs

  1. Track What You’re Using:
    • Use built-in cloud tools to monitor and analyze your usage like:
      • AWS Cost Explorer: It tracks where your money is going and identifies unused resources.
      • Azure Cost Management: Helps you set budgets, monitor spending, and forecast costs.
      • Google Cloud Billing Reports: Provides detailed insights into your usage and charges.
  2. Optimize Resources
    • Identify and turn off idle resources: Servers and storage you’re not actively using still cost money. Shut them down when they’re not needed.
    • Right-size your resources: If you’re over-provisioning (using more power than necessary), scale down to save money.
  3. Set Budgets and Alerts
    • Set monthly spending limits and alerts to avoid unexpected bills. This is especially useful if multiple people on your team are using the cloud.
    • Tools like Azure Budgets and AWS Budgets allow you to set cost thresholds and notify you when you’re approaching them.
  4. Leverage Storage Tiers
    • Store frequently accessed files in faster (and slightly pricier) storage.
    • Move older files or backups to lower-cost, long-term storage options.
      • ex. AWS offers S3 Glacier, a cost-effective option for archiving older data.
business owner reviewing cloud cost management on an ipad

6. Backup and Disaster Recovery Strategies

When it comes to cloud connections, one of the most powerful advantages is how easy and reliable it is to back up your data and recover from unexpected disruptions. Traditional methods—like backing up to physical drives or on-site servers—are risky, expensive, and often slow to restore. Cloud solutions, on the other hand, offer automated, secure, and scalable options that make backup and recovery much more efficient.

Best Practices for Cloud-Based Backup and Recovery

  1. Leverage Cloud Automation for Regular Backups

    • Cloud providers makes it simple to schedule automated backups so you never have to worry about missing one. For example:
      • AWS Backup: Automatically backs up data across your cloud services and keeps copies secure.
      • Azure Backup: Allows you to schedule backups for files, databases, and virtual machines.
    • Automation saves you time and eliminates human error
  2. Use Multi-Region Storage

    • One of the key benefits of the cloud is geographic redundancy. This means your backups can be stored in multiple regions, so if there’s a power outage or failure in one location, your data is still accessible elsewhere.
  3. Plan for Quick Recovery with Cloud Tools

    • Cloud providers offer tools that make recovery fast and painless
      • Azure Site Recovery: Helps you restore systems and applications quickly after a disruption
      • Google Cloud Disaster Recovery: Provides options to spin up backups instantly, reducing downtime.
    • Unlike traditional recovery methods that can take hours or even days, cloud recovery solutions are often able to restore your systems within minutes.
  4. Test Your Recovery Plan in the Cloud

    • Testing a recovery plan in the cloud is a lot simpler and less costly than with a traditional infrastructure. Cloud tools let you simulate disruptions and make sure that everything works as expected.

7. Employee Training For Cloud Solutions

Your cloud setup is only as good as the people using it. Even with the most secure and efficient cloud connections in place, mistakes and misconfigurations can happen if your team doesn’t fully understand how the cloud works or how to use it effectively. That’s why employee training is a necessary best practice—it ensures your team knows how to use cloud solutions efficiently, securely, and in a way that supports your business goals.

Why Employee Training Matters for Cloud Solutions

  1. Reduces Security Risks
    A surprising number of security breaches happen because of human error—like using weak passwords, clicking on phishing emails, or improperly configuring cloud tools. Training your team on cloud security basics, like enabling Multi-Factor Authentication (MFA) or safely sharing files, reduces these risks.
  2. Improves Productivity
    Cloud platforms like AWS, Azure, and Google Cloud offer a ton of tools and features. But if your employees don’t know how to use them, you’re not getting the most out of your investment. Training helps your team understand tools like auto-scaling, collaboration features, or cost management dashboards, so they can work smarter and faster.
  3. Avoids Costly Misconfigurations
    Cloud misconfigurations—like accidentally leaving storage open to the public—can lead to security breaches or unexpected costs. With proper training, employees learn how to configure settings correctly, reducing risks and avoiding unnecessary expenses.
  4. Supports Scalability and Cloud Adoption
    Cloud solutions are constantly evolving with new features and tools. Training your team regularly ensures they stay up to date, making it easier for your business to scale and adapt to changes without missing a beat.
Employees being trained on how to use and configure cloud solutions

FAQs

1. What is a cloud connection in business?

A cloud connection refers to the secure integration of business systems and data with cloud platforms like AWS, Azure, or Google Cloud.

2. How do I choose the best cloud service provider?

Evaluate based on sacalbility, security, compliance, and cost flexibility. AWS suits large enterprises while Azure integrates well with Microsoft tools. When in doubt, reach out to a Managed IT Services provider for assistance.

3. What are the benefits of scalable cloud solutions?

Scalable cloud solutions allow businesses to adjust resources on demand, resulting in cost-savings and seamless performance.