The workplace is evolving faster than ever, and businesses face a critical decision in choosing the right IT environment to stay competitive. Whether you’re running a startup from your garage or managing a bustling enterprise, your choice of technology infrastructure can make or break your success.

Understanding the Three Workplace Environments

Before we jump into the pros and cons, it’s essential to understand what each IT environment in the modern workplace entails. These environments represent different technological approaches that cater to various business needs.

1. Legacy Workplace (On-Premise)

The legacy workplace describes a situation where everything is done in-house. Here, all servers, software, and data are stored locally, meaning the business relies heavily on physical infrastructure. In this setup, managing and maintaining data is done on physical equipment and has limitations in visibility and control without third-party tooling.

2. Cloud Workplace

This modern approach stores all software and data in the cloud, allowing you to access resources from anywhere with an internet connection. With minimal or no on-site hardware, businesses can enjoy scalable resources and enhanced accessibility.

3. Hybrid Workplace

The hybrid workplace is like having the best of both modern workplace worlds. It combines on-premise and cloud-based resources, providing the flexibility of the cloud while retaining the ability to host your line of business applications, print servers, and traditional file shares. This setup is often adopted by larger companies with more complex needs, those with existing on-premise applications, or users familiar with file shares for document collaboration.

Pros and Cons of Legacy (On-Premise) Environments

Pros

  • Data Control: You have full control over your data, which can feel like owning a personal vault. You can have complete control over the availability of the solution, and not rely on a third party to correct issues.
  • Perceived as More Secure: Many businesses believe that keeping data in-house is more secure, away from potential cloud vulnerabilities. Both cloud and on-premise can be secure when configured correctly, however. 
  • Status Quo: Legacy systems can be more stable and reliable, providing a consistent performance once they’re set up correctly. Users that have been familiarized with years of using traditional applications, or file shares may be more comfortable operating in the same way.

Cons

  • High Costs: Maintaining physical infrastructure and an in-house IT team can be expensive, especially when adding third-party capabilities for security and visibility. 
  • More Attack Surface: Introducing servers and additional software onsite increases your attack surface and the ability for a bad actor to find ways to traverse your corporate resources.
    • Downtime Risks: On-premise systems are more vulnerable to local power outages, hardware failures, internet failures, and timeliness to rebuild/replace in an attack or unplanned outage.
  • Less Integrations: It is harder to integrate applications and build workflows or data transfers between programs. Cloud-based programs tend to have more API integrations that are ready to use.

Pros and Cons of Cloud-Only Environments

Pros

  • Cost Efficient: Say goodbye to hefty hardware investments; the cloud offers a pay-as-you-go model. 
  • Scalability: Businesses can easily scale their resources up or down to match demand. 
    • Accessibility: Access your workspace from anywhere, anytime, providing unparalleled flexibility.
  • Security and Visibility: Advanced security controls and logging are built in by default in many cases, where they would be third-party applications onsite.

Cons

  • Dependency on the Internet: Without internet access, your cloud-based applications are out of reach.
  • Perceived Security Risks: Some businesses worry about storing sensitive information online due to potential cyber threats. However, this can be mitigated with proper security controls in both cloud-only and on-premise environments.

Pros and Cons of Hybrid Environments

Pros

  • Flexibility: Businesses can choose which processes to keep on-premise and which to move to the cloud. 
  • Redundancy: Dual setups offer backup options that enhance reliability and timeliness to add new resources immediately, with low upfront costs.
  • Customizable: Tailor your environment to match specific needs, balancing control and accessibility. 

Cons

  • Complexity: Managing both on-premise and cloud resources requires careful coordination and planning ahead of time. Thought should be put into each decision for where a workload resides.
  • Cost Considerations: Balancing costs between traditional infrastructure and cloud subscriptions can be tricky. Cloud cost management is a must to ensure subscription costs don’t grow out of control, or unused resources are still being billed. Comparing total cost of ownership between hosting methods should also be considered.

Making the Right Choice for Your Business

Choosing the right IT environment for a modern workplace isn’t a simple plug-and-play decision. Here’s how to assess your options wisely:

Assess Your Needs

Consider what your current infrastructure looks like and what your business aims to achieve in the modern workplace. Do you need flexibility for remote work? Is data security your top priority? Answering these questions will help narrow down your options.

Evaluate the Total Cost of Ownership (TCO)

Weigh the overall costs involved, including hardware, security, maintenance, and subscriptions. A detailed analysis can save you from hidden expenses later on.

Think Long-Term

Future-proofing your business is crucial. Emerging technologies and changing market demands require adaptability. Consider transitioning gradually to more modern solutions (primarily cloud-based solutions) to stay ahead of the curve, and not be building “technical debt”.

Take Advantage of the Modern Workplace

Choosing between legacy, cloud, and hybrid IT environments is a significant decision that can shape the future of your business. By understanding the advantages and disadvantages of each setup, you can make an informed choice that aligns with your organizational goals. Whether you prioritize security, scalability, or cost efficiency, having the right infrastructure will empower you to thrive in the modern workplace.

For a seamless transition or expert advice, consider reaching out to OnboardIT for personalized support. Our expertise can guide you through the complexities of IT environments, ensuring you find the perfect fit for your business needs.