More than being simply good alliteration, “cloud computing confusion” is apparently common.
In a recent article published in ARMA’s Information Management Magazine (November/December 2012, page 7), the results of an American survey commissioned by Citrix was cited. 1,000 adults age 18+ were surveyed by Wakefield Research regarding their understanding of cloud computing.
Given that “cloud computing” is a very common term, the results were somewhat surprising:

• 51% of those surveyed believe that stormy weather could interfere with cloud computing (it doesn’t).
• Almost 97% of those surveyed use cloud services (banking, online shopping, social networks), yet 33% believe cloud computing is a thing of the future.
• Approximately 20% of people pretend to understand what the cloud is and how it works. Once the concept was explained to them, 68% reported seeing the economic benefits from using it (lower costs, to stimulate small business growth and increased consumer engagement with businesses).

Common barriers to using the cloud were the cost (interesting that it was cited as both a benefit and a barrier), security and privacy concerns.

​Confusion and misconceptions about new and emerging technologies is not an uncommon phenomenon. It is likely that these survey results would translate similarly in Canada. Accordingly, if you find yourself discussing cloud computing at holiday cocktail parties, it might be wise to have a brief primer on the subject at the ready, or at least an umbrella to protect your data from stormy weather.

​Last week, ABC World News Online reported that a Taliban spokesperson in Afghanistan had sent a routine press release email with one noticeable difference – he had included every recipient in the CC field, instead of (presumably) in the BCC field, where the names and email addresses would be hidden.

Of the more than 400 copied recipients, the list included a provincial governor, an Afghan legislator, several academics and activists and a representative of Gulbuddein Hekmatar, an Afghan warlord whose outlawed group Hezb-i-Islami is believed to be behind several attacks against coalition troops.

Hard to say if the Taliban has an email usage policy or not. However it is unlikely that, if they did, the email would have been sent as it was.

In an effort to return email to its once heralded model of communication efficiency, some organizations have implemented email acceptable use policies. These policies describe best practices for communicating via email, such as:

• Do not copy the world (even if you are a member of the Taliban). If a communication needs to be sent to more than, say, three people, find another way, such as a conference call or meeting.
• Do not use Reply All. With each email communication, decide who really needs to receive the email, and only include those people.
• Do not keep replying back and forth. If an email conversation runs to more than three back and forth replies, pick up the phone and conclude the communication.
• Do not send back acknowledgment emails with a single word, such as “Thanks” or “Ok”. It is assumed that you are thankful for the email.
• Do not type in all capital letters. It is deemed as shouting, and therefore inappropriate.
• Consider the subject matter and tone of the email. If a matter is sensitive, personal, or open to interpretation, pick up the phone or schedule a meeting. Doing so may avoid a lot of damage control later on.
• Prohibit the drafting or forwarding of off-colour jokes, images, or other forms of chain mail.
• Make sure the email subject line clearly indicates the topic of the email, and do not combine two different topics in the same email or same email chain – start a new email if you need to start a new topic.

​There are many other best practices that could be included in an acceptable use policy. The goal is to create a policy, and then educate your employees so that email can be brought under control and used to make the workday more efficient.