Operational Excellence

The Essential Guide to Cloud Resource Management Tools

Written By: Ray Waldron
April 2, 2024
9 min read

Introduction to Cloud Resource Management Tools

Menial tasks like hunting down systems and data, or searching through emails can snowball into top-level bottlenecks before you know it. Analog document organization systems may have gotten the job done in the past, but cloud resource management tools can level up your organization in today’s fast-paced digital-first world.

Cloud resource management is an internet-based system for managing organizational data that acts as a centralized hub. Think of it as a massive, digital file cabinet — organized, easy to use, and free of dust. Cloud tools are already embedded in the digital landscape with common uses including remote file sharing and photo storage. Cloud management tools are a mainstay in industries like content management, eCommerce, and tech. Now, cloud tools are showing promise across sectors and growing into a burgeoning necessity in the construction, solar, and manufacturing industries.

In this blog, we’ll dive deep into the world of cloud management. Read on to discover the key benefits, best practices, success stories, and upcoming industry trends in cloud resource management.

The Importance of Cloud Management in Modern Business Operations

A 2023 Quickbase report which surveyed over 1000 technology decision-makers, and found that more than 50% of respondents spend over 10 hours per week chasing information they need from different people and systems. That amounts to 520 precious hours of productivity wasted per week.

Cloud Management in Construction

From project management to data centralization, it’s clear that cloud management is becoming an increasingly crucial function of business across sectors. For example, let’s take a look at the construction industry. According to an industry digitization index created by McKinsey & Company, construction is the least digitized industry (after agriculture and hunting).

Yet, it seems the digital tides are turning toward cloud tools within the construction industry. For example, Consigli Construction uses cloud resource management tools within their project management software, Quickbase, to meet project management, staffing, planning, safety requirements, and project closeout needs.

Notably, Consigli uses Quickbase to maintain top-tier safety and compliance protocols with a focus on paperwork processes for field teams. In the past, field workers had to fill out lengthy compliance paperwork by hand. Now, when employees arrive at a job site they can scan a QR code, which pulls up cloud-hosted forms that can be filled out on devices with access to the cloud, like a smartphone. While the QR code solution can be templatized to reduce duplicative paperwork, it, like all cloud management tools, can be easily customized to meet worksite safety, staffing, and equipment needs across varying sites.

Key Features and Benefits of Cloud Resource Management Tools

Cloud tools can have a positive impact on businesses across sectors – facilitating workflow management and collaboration to CRM and sales. Here’s how these key features of cloud resource management can benefit your organization:

  • Increased Access: Cloud tools allow users to access project documents and data at any time, from any place, and on any device that can connect to the internet.

  • Budget Control: Cloud-based solutions offer lower upfront costs and the ability to pay for what you use — nothing more, nothing less.

  • Improved Collaboration: Cloud technology allows teammates to share documents, communicate, and disseminate reports, which encourages cross-team collaboration.

  • Top-Class Security: Digital task management software often includes top-tier security features, like regular cloud backups so nothing ever gets lost, and end-to-end encryption to keep your information safe.

  • Customizable Tools: No-code services, like the Quickbase Builder Program, allow users to easily build out robust customizations for pre-existing or brand-new project management tools.

Examples of Successful Cloud Management Implementations

Quickbase helps Rayco build a solid foundation for a growing business

Rayco, a startup in the solar, painting, and construction spaces, was at a turning point. The company wanted to grow — fast and far. Rayco’s founders knew that to scale rapidly, they needed to scale responsibly, seeking easy-to-use software with the capacity to be both flexible and customized.

When it came time for Rayco to build out their “future-proof” business, they turned to Quickbase.

“After meeting [the Quickbase team], I felt I could trust them to build a customized solution that could deliver on what we wanted to accomplish,” said Gabe Cooley, the CEO and Co-Founder of Rayco.

Off the bat, Rayco consolidated and centralized multiple disparate apps, replacing them all with Quickbase. The Quickbase app offers cloud management tools, which Rayco uses to centralize and manage any documents and processes related to business information and processes, including all projects, tasks, and resources. More than that, Rayco built an additional business process management (BPM) app within quickbase.

Sage Payroll finds flexibility with cloud tools

Sage Payroll Services, a company that offers payroll and bureau solutions to large and mid sized companies internationally, was no stranger to complex customers with complex needs. But when their parent company acquired 22 new businesses within one year, things became exponentially more complex. With each of the 22 new businesses came 22 different, disparate platforms, processes, and perspectives. Each of these businesses had important data that needed to be de-siloed, centralized, and standardized so that Sage Payroll Services could continue its top-tier customer service. When it came time to create a custom data consolidation solution, it became clear that Quickbase was the right solution for Sage Payroll Services.

“I spent a weekend developing with Quickbase and couldn't believe the things it could do — it could handle all the different types of data we needed to manage,” said Joe Scola, the Senior Director of Technical Operations and Training at Sage Payroll Services.

Today, Quickbase gives Sage Payroll Services the flexibility it needs to centralize key data and build apps and workflows that automate 90% of the payroll request process and drive a 33% increase in support rep efficiency.

Comparison of Different Cloud Tools in the Market

There’s no shortage of cloud resource management tools on the market. With all the options out there, it’s important to cut through the noise and find the software solution that best fits your organization’s needs. Below, we’ll take a look at three popular cloud tools on the market: Airtable, Quickbase, and Smartsheet.


  • Airtable is a low-code platform that transforms static spreadsheets into dynamic relational databases. These databases can be used to orchestrate CRM, track projects, and consolidate data. It is often used in marketing and content.

  • Airtable has an open API, which allows for the software to be customized in real time with integrations that suit your organization’s needs.

  • In addition to desktop view, Airtable has Android and iOS apps that allow users to access data when online.


  • Quickbase is a no-code platform that can be used to automate processes with machine learning, generate charts, create dashboards with multiple views, organize data, orchestrate CRM, manage safety and compliance processes. It is used across sectors.

  • Quickbase has an open API, which allows for the software to be customized in real time with integrations that suit your organization’s needs.

  • In addition to desktop view, Quickbase has Android and iOS apps that allow users to access data both online and offline.


  • Smartsheet is a project management platform that offers tabular dashboard views. It can be used to track projects, create dashboards with multiple views, organize data, manage content, and create schedules.

  • Smartsheet has an open API, which allows for the software to be customized in real time with integrations that suit your organization’s needs.

  • In addition to desktop view, Smartsheet has Android and iOS apps that allow users to access data when online and pre save data to access offline.

Best Practices for Effective Cloud Resource Management

On its own, cloud management tools can streamline previously cumbersome, tedious processes. However, when implemented by a well-trained admin, the software can be used to transform the culture of an organization through improved morale, heightened transparency, organization, and flexibility.

Consider these best practices when integrating cloud resource management into your workplace.

  • Do your research: When it comes to cloud resource management, there’s a lot of options out there! Before you make a decision, take scope of the competitive landscape. Factors like budget, practical use cases, UX, and special features are all worth considering.

  • Customize Permissions: Dynamic leaders use governance tools to update permissions and controls in real-time, avoiding any delays. Keep things organized and secure by seamlessly customizing dashboards based on users, reports based on audiences, and customize roles and permissions.

  • Train Employees: Don’t leave your employees in the dark! Thorough training sessions on new cloud management tools should emphasize organizational benefits — like no-code dashboards and automated reports. Regular software training can improve organizational transparency, promote employee morale, and encourage employees to work autonomously within the software.

  • Launch Integrations: There’s no need to reinvent the wheel! Virtually organize and automate workflows across the apps and third-party tools you already use via pre-built integration channels.

  • Make use of mobile capabilities: In this age of distributed, remote work, it’s imperative to get work done when on-the-go. A mobile app can be customized to your organization’s needs, allowing employees to access project data, track tasks, and get work done wherever they are.

Future Trends in Cloud Management Technology

The future of dynamic work: Quickbase and FastField have teamed up on an integration that connects workflow and data from end to end. Instead of manually mapping out forms, this partnership allows users to automate the process of translating existing Quickbase tables into FastField forms. Not only does this process facilitate the previously manual process of field mapping, but it’s also easy to publish and share forms with employees, whether they’re working in the field or the office.

Advancements in AI: AI isn’t going away anytime soon. As the capabilities of AI continue to develop, project managers should look for places to integrate it into their workflows. For example, AI can be used to automate menial tasks, generate and disseminate custom reports, and send reminders. AI tools will continue to make an impact in cloud management, as it can facilitate resource management, document organization, and project tracking.


Dynamic teams choose cloud management tools because not only offer customization and flexibility, but they also can host multi-dimensional, multi-stakeholder, and complex projects.

Quickbase is known to provide solutions in complex industries such as construction, property management, manufacturing, energy, telecom, big retail, healthcare, government and many more. Learn more today by signing up for a free trial!

Picture of Associate Content Marketing Manager Ray Waldron set against a lochinvar background
Written By: Ray Waldron

Ray Waldron is an Associate Content Marketing Manager at Quickbase.

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