Tag Archives: Web Office

About 1571 days ago Business Software

Cloud Computing: Freedom to Be Productive

Technology is one of the fundamental reasons why today’s small businesses can break through with innovative products, compete head to head with large corporations, and even change the very rules of the game. The modern paradigm of entrepreneurship — fueled by inexpensive and available technology — emphasizes flexibility, responsiveness, and cost effectiveness, enabling small businesses to contend for market position in a way that was not even thinkable just a few years ago. Software provided as a service via the Web — or in the “cloud” — is the quintessence of what small businesses need for their information workers: cost effective, flexible tools that free them from physical dependency and allow for location independent operation and wide scale collaboration. The most common tasks performed by small business employees are definitely related to basic office communications and productivity. Such tasks can now be performed through and incredible array of choices that leverage the software in the cloud model and take advantage of the inherent collaborative nature of the Internet for very low cost, or even for free, offering strong alternatives to traditional desktop computing. E-mail, communications, and personal information management Web mail has been available for many years, but in the recent past has become a complete alternative to traditional e-mail clients such as Outlook, Eudora, or Thunderbird. Web 2.0 technologies have allowed in fact for such tools to offer very rich and complete user experience. Gmail is an appealing solution with its widespread adoption among consumers, more storage than you’ll ever need, full integration with traditional clients, and the unbeatable price — it’s free. Its true power though becomes evident when used in conjunction with the other Google applications, such as calendaring, contacts management, instant messaging, Google Docs and Google Sites. A premium, paid option called Google Apps integrates all these applications around your own domain name and allows for true workgroup functionality, plus extensive customer support for $50/year per user. Microsoft’s Hotmail has been around for as long as I can remember, but in the last few years it has turned into a communication platform actually usable by a small business with success. Now part of Office Live Small Business, it integrates with services such as online storage and your own website. Starts for free and you can add services for tiered fees. The best e-mail based tools though are the ones that allow you to get the best of all worlds: Web mail and client-side e-mail download and fully synchronized, together with online and offline calendars, contacts, tasks, and workgroup-level collaboration.  In this domain, Yahoo!’s Zimbra and Microsoft Exchange can now be purchased as online services with absolutely no technical knowledge required for setup. They’re both fantastic tools, but outsourced MS Exchange services are definitely the most mature and available. The domestic leader in the Exchange as a service offer for small businesses is Intermedia with robust and reliable hosting, full customer support starting at about $10/month per user. Less expensive, but more consumer oriented providers include 1&1 and mail2web that include a free Web-only service with no workgroup features. Office productivity suites In the past few years a new breed of online applications that perform most of the tasks that we are accustomed to perform with Microsoft Office have reached business maturity and are getting ready for prime time. The one that I find to be the most reliable and well featured online alternative to Office is ThinkFree. It has been around for many years now and it offers both a Web-based office application and an identical companion for the desktop that requires no connectivity. The Web offerings are rounded by documents storage services, great workspace collaboration, and smartphones integration. Basic service is free; premium services and products can be added for modest fees. Google Docs is clearly becoming a strong contender. Free, well integrated with its other services, it provides extremely simple interface with native collaborative features: multiple users can concurrently work on the same documents with no chance for confusion. Don’t expect too many bells and whistles though. It’s a solid, collaborative office suite at no cost with essential features. A recent entry in the Web productivity market that has made very good inroads is Zoho. While its services go well beyond the basic productivity suite and extend into teleconferencing, project management, e-mail, and customer relationship management (CRM) and are accessible mostly for free, their products are not exactly ready for robust applications yet, but they are certainly moving in the right direction. Definitely worth take a look.   A number of other Web-based applications designed to make small business more collaborative and flexible are finally reaching maturity. Some examples include file transfer (YouSendIt), intranets and collaboration (HyperOffice, Web Office), and project collaboration and management (Central Desktop and Basecamp.) With the emergence of more and more applications leveraging the low development and distribution costs afforded by the software-as-a-service model (SaaS), small businesses are going to see a growing number of offerings tailored to their needs and responding to their functional requirements much better than what is available today on desktop software. In my next column,, we will explore options for Web-based accounting and financial management. Stay tuned. Andrea Peiro is the Small Business Market Expert at the Palo Alto Research Center (PARC). Founder of the Small Business Technology Magazine, a recognized authority, author, analyst and speaker on high-tech marketing and use of information technology in small and mid-sized businesses, he has been frequently interviewed and featured in such media outlets as The New York Times, The Wall Street Journal, and Inc. You can reach him at us.andreap@gmail.com.

About 1937 days ago Tools on Managing Technology

Making the Most of Your Intranet

our beautiful site

Seven years ago, INK, Inc., a pay-for-placement media relations firm, needed a way for its staff to quickly share information about potential opportunities for clients. E-mail was too awkward and restrictive, especially where images or video materials were concerned. The answer was for INK to create its own intranet. “This is a really great solution and doesn’t require an IT professional,” says Cindy West, vice president and director of operations. “In fact, I set it up myself.” Using Citrix, and later Microsoft SharePoint, West created what amounts to a portal that all 50 or so INK employees can access, even from overseas. “With the old intranets, you could log in and share stuff, but they were pretty limited,” West says. “With this, we can create a virtual office people can tap into and see what’s going on. They can contribute ideas to accounts, even ones that aren’t theirs. And if they’re pitching one of our clients, they can get all the material they need, including images and video.” There’s no question that intranets are growing in popularity among small and midsize businesses. But what exactly is an “intranet?” An internal data network Strictly speaking, the term refers to an internal network, parallel to the Internet, which exists within an organization and allows employees to share resources. But most users don’t know or care where data is hosted, they simply see an interface that offers password-protected access to company information, documents, and contacts. So the term is commonly used for any secure website where employees can access materials they need, even if it’s a single site on a single server, and even if it’s actually hosted via the Web, and not within the company at all. Using this definition, many types of collaboration software (such as SharePoint at INK, Inc.) can be used to create an intranet. Though passing around video and images is an exciting use for an intranet, “It’s the more workaday things that drive people to our product,” says David Christian, chief technology officer at Mindbridge Software, which publishes the intranet application IntraSmart. Specifically, getting the correct versions of important documents into users’ hands. “Suppose you’re a bank, and you’ve got a whole set of policies and procedures you must provide to every employee,” Christian says. “You could e-mail them around, but that would fill up mailboxes pretty quickly.” Instead, many companies store essential documents in a shared directory within the network, but that creates its own problems, Christian says. For one thing, users copy the documents to their hard drives, but don’t always replace them with new ones as the documents are updated. Pretty soon, they’re working from outdated policies and procedures. Intranets help bypass this hassle by providing the information in webpage form, rather than as a document, making users more likely to simply open the relevant page, whenever they need that information. If the information on the page stays current, users do, too. Starting an intranet of your own If you’re thinking of creating an intranet for your own company, here are some questions that can help you make the right choices: 1. Exactly how will the intranet be used? “Plan it out,” advises West. “You need to have a good idea of how you want to set up the architecture, and what exactly you want it to do.” She herself learned this lesson the hard way. “I’ve had to change our structure twice now,” she says. 2. Will there be an extranet as well? An extranet is a section of the intranet accessible to customers and/or business partners. Providing an extranet was one of the two changes West had to make to INK’s intranet, and it was worth the effort, she says. “When they get mentioned in the media, they can easily find it, and the clips are all there. They can also see what media we’re working on, so they get a good idea of what we’re doing for them,” she says. 3. Will different users need different resources? Most employees may need a link to your company’s health insurance company, Christian notes. Your human resources people may also need administrative access, so they can manage employees’ accounts. Likewise, your sales staff may need links to CRM software that HR people don’t. Consider customizing the intranet interface for different types of users. 4. How compatible is it with existing technology? “The first concern we get from IT people is, how will it integrate with the environment they already have?” Christian notes. For instance, can it use existing credentials? Most users resist having to sign in twice, once to get on to the company network and a second time to get into the intranet. 5. How easy is it to change or add content? “You want to make it as easy to add material as possible,” Christian says. This only makes sense. If updating is too much of a hassle, the documents on the intranet could wind up being just as out of date as what users have stored on their hard drives. SIDEBAR: Internet Resources for Small Business Intranets can help users share information, serve customers better, and stay up to date on important policies. There are literally hundreds of software products that can help you create one of your own. Here are a few that are popular with small companies: HotOffice Thruport Technologies, of Alexandria, Va., provides HotOffice, a Web-based intranet service for small businesses to communicate and collaborate round-the-clock. Pricing for the intranet suite of services starts at $14.95 per month. Microsoft SharePoint A server and service, Microsoft’s SharePoint technologies can help small and midsize businesses set up a portal to facilitation collaboration and supply access to essential information across the business. Server software and services are available through Microsoft’s volume licensing agreements. IntraSmart A product of Mindbridge Software, of Norristown, Pa., IntraSmart is designed for midsize or larger organizations. A hosted solution, IntraSmart starts at $99 per month. Web Office This collaboration software product uses the Internet to make it easier and more cost-effective for small and midsize business employees to work together no matter where they work. Prices start at $59.95 per month and up.

About 1937 days ago Internet and Online Business

Making the Most of Your Intranet

our beautiful site

Seven years ago, INK, Inc., a pay-for-placement media relations firm, needed a way for its staff to quickly share information about potential opportunities for clients. E-mail was too awkward and restrictive, especially where images or video materials were concerned. The answer was for INK to create its own intranet. “This is a really great solution and doesn’t require an IT professional,” says Cindy West, vice president and director of operations. “In fact, I set it up myself.” Using Citrix, and later Microsoft SharePoint, West created what amounts to a portal that all 50 or so INK employees can access, even from overseas. “With the old intranets, you could log in and share stuff, but they were pretty limited,” West says. “With this, we can create a virtual office people can tap into and see what’s going on. They can contribute ideas to accounts, even ones that aren’t theirs. And if they’re pitching one of our clients, they can get all the material they need, including images and video.” There’s no question that intranets are growing in popularity among small and midsize businesses. But what exactly is an “intranet?” An internal data network Strictly speaking, the term refers to an internal network, parallel to the Internet, which exists within an organization and allows employees to share resources. But most users don’t know or care where data is hosted, they simply see an interface that offers password-protected access to company information, documents, and contacts. So the term is commonly used for any secure website where employees can access materials they need, even if it’s a single site on a single server, and even if it’s actually hosted via the Web, and not within the company at all. Using this definition, many types of collaboration software (such as SharePoint at INK, Inc.) can be used to create an intranet. Though passing around video and images is an exciting use for an intranet, “It’s the more workaday things that drive people to our product,” says David Christian, chief technology officer at Mindbridge Software, which publishes the intranet application IntraSmart. Specifically, getting the correct versions of important documents into users’ hands. “Suppose you’re a bank, and you’ve got a whole set of policies and procedures you must provide to every employee,” Christian says. “You could e-mail them around, but that would fill up mailboxes pretty quickly.” Instead, many companies store essential documents in a shared directory within the network, but that creates its own problems, Christian says. For one thing, users copy the documents to their hard drives, but don’t always replace them with new ones as the documents are updated. Pretty soon, they’re working from outdated policies and procedures. Intranets help bypass this hassle by providing the information in webpage form, rather than as a document, making users more likely to simply open the relevant page, whenever they need that information. If the information on the page stays current, users do, too. Starting an intranet of your own If you’re thinking of creating an intranet for your own company, here are some questions that can help you make the right choices: 1. Exactly how will the intranet be used? “Plan it out,” advises West. “You need to have a good idea of how you want to set up the architecture, and what exactly you want it to do.” She herself learned this lesson the hard way. “I’ve had to change our structure twice now,” she says. 2. Will there be an extranet as well? An extranet is a section of the intranet accessible to customers and/or business partners. Providing an extranet was one of the two changes West had to make to INK’s intranet, and it was worth the effort, she says. “When they get mentioned in the media, they can easily find it, and the clips are all there. They can also see what media we’re working on, so they get a good idea of what we’re doing for them,” she says. 3. Will different users need different resources? Most employees may need a link to your company’s health insurance company, Christian notes. Your human resources people may also need administrative access, so they can manage employees’ accounts. Likewise, your sales staff may need links to CRM software that HR people don’t. Consider customizing the intranet interface for different types of users. 4. How compatible is it with existing technology? “The first concern we get from IT people is, how will it integrate with the environment they already have?” Christian notes. For instance, can it use existing credentials? Most users resist having to sign in twice, once to get on to the company network and a second time to get into the intranet. 5. How easy is it to change or add content? “You want to make it as easy to add material as possible,” Christian says. This only makes sense. If updating is too much of a hassle, the documents on the intranet could wind up being just as out of date as what users have stored on their hard drives. SIDEBAR: Internet Resources for Small Business Intranets can help users share information, serve customers better, and stay up to date on important policies. There are literally hundreds of software products that can help you create one of your own. Here are a few that are popular with small companies: HotOffice Thruport Technologies, of Alexandria, Va., provides HotOffice, a Web-based intranet service for small businesses to communicate and collaborate round-the-clock. Pricing for the intranet suite of services starts at $14.95 per month. Microsoft SharePoint A server and service, Microsoft’s SharePoint technologies can help small and midsize businesses set up a portal to facilitation collaboration and supply access to essential information across the business. Server software and services are available through Microsoft’s volume licensing agreements. IntraSmart A product of Mindbridge Software, of Norristown, Pa., IntraSmart is designed for midsize or larger organizations. A hosted solution, IntraSmart starts at $99 per month. Web Office This collaboration software product uses the Internet to make it easier and more cost-effective for small and midsize business employees to work together no matter where they work. Prices start at $59.95 per month and up.

About 1937 days ago Telecom and Wireless

Making the Most of Your Intranet

our beautiful site

Seven years ago, INK, Inc., a pay-for-placement media relations firm, needed a way for its staff to quickly share information about potential opportunities for clients. E-mail was too awkward and restrictive, especially where images or video materials were concerned. The answer was for INK to create its own intranet. “This is a really great solution and doesn’t require an IT professional,” says Cindy West, vice president and director of operations. “In fact, I set it up myself.” Using Citrix, and later Microsoft SharePoint, West created what amounts to a portal that all 50 or so INK employees can access, even from overseas. “With the old intranets, you could log in and share stuff, but they were pretty limited,” West says. “With this, we can create a virtual office people can tap into and see what’s going on. They can contribute ideas to accounts, even ones that aren’t theirs. And if they’re pitching one of our clients, they can get all the material they need, including images and video.” There’s no question that intranets are growing in popularity among small and midsize businesses. But what exactly is an “intranet?” An internal data network Strictly speaking, the term refers to an internal network, parallel to the Internet, which exists within an organization and allows employees to share resources. But most users don’t know or care where data is hosted, they simply see an interface that offers password-protected access to company information, documents, and contacts. So the term is commonly used for any secure website where employees can access materials they need, even if it’s a single site on a single server, and even if it’s actually hosted via the Web, and not within the company at all. Using this definition, many types of collaboration software (such as SharePoint at INK, Inc.) can be used to create an intranet. Though passing around video and images is an exciting use for an intranet, “It’s the more workaday things that drive people to our product,” says David Christian, chief technology officer at Mindbridge Software, which publishes the intranet application IntraSmart. Specifically, getting the correct versions of important documents into users’ hands. “Suppose you’re a bank, and you’ve got a whole set of policies and procedures you must provide to every employee,” Christian says. “You could e-mail them around, but that would fill up mailboxes pretty quickly.” Instead, many companies store essential documents in a shared directory within the network, but that creates its own problems, Christian says. For one thing, users copy the documents to their hard drives, but don’t always replace them with new ones as the documents are updated. Pretty soon, they’re working from outdated policies and procedures. Intranets help bypass this hassle by providing the information in webpage form, rather than as a document, making users more likely to simply open the relevant page, whenever they need that information. If the information on the page stays current, users do, too. Starting an intranet of your own If you’re thinking of creating an intranet for your own company, here are some questions that can help you make the right choices: 1. Exactly how will the intranet be used? “Plan it out,” advises West. “You need to have a good idea of how you want to set up the architecture, and what exactly you want it to do.” She herself learned this lesson the hard way. “I’ve had to change our structure twice now,” she says. 2. Will there be an extranet as well? An extranet is a section of the intranet accessible to customers and/or business partners. Providing an extranet was one of the two changes West had to make to INK’s intranet, and it was worth the effort, she says. “When they get mentioned in the media, they can easily find it, and the clips are all there. They can also see what media we’re working on, so they get a good idea of what we’re doing for them,” she says. 3. Will different users need different resources? Most employees may need a link to your company’s health insurance company, Christian notes. Your human resources people may also need administrative access, so they can manage employees’ accounts. Likewise, your sales staff may need links to CRM software that HR people don’t. Consider customizing the intranet interface for different types of users. 4. How compatible is it with existing technology? “The first concern we get from IT people is, how will it integrate with the environment they already have?” Christian notes. For instance, can it use existing credentials? Most users resist having to sign in twice, once to get on to the company network and a second time to get into the intranet. 5. How easy is it to change or add content? “You want to make it as easy to add material as possible,” Christian says. This only makes sense. If updating is too much of a hassle, the documents on the intranet could wind up being just as out of date as what users have stored on their hard drives. SIDEBAR: Internet Resources for Small Business Intranets can help users share information, serve customers better, and stay up to date on important policies. There are literally hundreds of software products that can help you create one of your own. Here are a few that are popular with small companies: HotOffice Thruport Technologies, of Alexandria, Va., provides HotOffice, a Web-based intranet service for small businesses to communicate and collaborate round-the-clock. Pricing for the intranet suite of services starts at $14.95 per month. Microsoft SharePoint A server and service, Microsoft’s SharePoint technologies can help small and midsize businesses set up a portal to facilitation collaboration and supply access to essential information across the business. Server software and services are available through Microsoft’s volume licensing agreements. IntraSmart A product of Mindbridge Software, of Norristown, Pa., IntraSmart is designed for midsize or larger organizations. A hosted solution, IntraSmart starts at $99 per month. Web Office This collaboration software product uses the Internet to make it easier and more cost-effective for small and midsize business employees to work together no matter where they work. Prices start at $59.95 per month and up.