Can Your Business Handle Intense Data Flow?

Many businesses that process massive amounts of data are not prepared for a sudden surge in data flow even though these companies predict a future spike in the demand for data, a recent study finds.

Business Performance Management Forum (BPM) an organization dedicated to promoting performance accountability and process improvement in global organizations, conducted a survey of 125 IT professionals to assess data performance and the effect of downtime on a business’ operations.

Over half of those surveyed have already experienced losses in productivity due to data overload at critical moments, and more than a third of those surveyed expect a significant increase in data volumes and user demand in the coming year, yet 56% are not fully prepared to handle it.

Moreover, even though 80% responded that storage performance and data access by employees, partners and customers are important to their business, 78% of these companies are not adequately prepared to handle a surge of data flow 10 times greater than their average daily processing volumes

It is quite obvious that the success of a business that handles a massive data flow depends on its being prepared for those unpredictable yet inevitable spikes in data generation and user demand. Chalk it up as yet another concern on a long list of IT objectives.

The Case for Connectivity: Why Small Businesses Need to Invest in IT

I have written several posts about topics in business technology including the hyperconnected workforce, the use of open source software, methods of teleconferencing, and recently a brief primer on smartphones for the uninitiated.

Among all of these posts there is a central theme: Small businesses are operating in a world where Information Technology is extensively changing the way people live and work. The emergence of Web 2.0 and the proliferation of versatile mobile devices supports a culture of instant information and global connection. People are not only itching to share both themselves and their knowledge with the world, but they want their own queries to be fulfilled efficiently and accurately.

Small businesses should take note. In order to run a successful business these days, it is essential that you get a foothold in several key areas, namely:

• The Internet. Don’t underestimate the power of the Web on your bottom line. A Web presence, no matter how small or basic will let online users know that you exist. Even if you do not have a website, it is essential that you register your business by any local search engines as well as relevant Point of Interest databases.

• Mobile Technology. This is extremely important if your small business has employees who do field work (work outside of the office) or who frequently go on business trips. According to research conducted last year by Aberdeen Group, 48% of nearly 700 respondents stated that the challenge of managing a decentralized workforce was a prime motivation behind investment in mobile business solutions, while 33% stated that the motivation stemmed from trying to reduce operational costs.

• Software as a service (SaaS). On-demand software (also called software-as-a-service or SaaS) may be the perfect solution for many small businesses that are lacking the infrastructure to effectively operate various aspects of a business such to payroll processing, and reporting on sales and marketing. These software applications that are leased over the Web or to mobile devices from an outside vendor. There are also industry-specific SaaS programs designed to help businesses operated more efficiently.

• Proper data security. To be successful these days small businesses need to know how to properly protect any sensitive business data and customer information including as names, social security numbers, pin numbers and access codes. You can do this by installing up-to-date anti-virus software on all computers, setting up a corporate firewall, securing your mobile devices, and making sure that you have a reliable method of data backup.

The Smartphone Demystified: For Those Who Are Still A Little Clueless

What is a smartphone?

A smartphone has all the features of a regular mobile phone combined with the computing power of a PDA. This means that in addition to making regular calls, you can access the Internet, download e-mail, read or edit document attachments, send instant messages, listen to MP3s, synchronize data with your computer, determine your location with GPS and watch videos- all from one compact device.

If you also take into account a wide range of mobile software applications and business tools, it is little wonder why smartphones are making their way into the realm of small business. Some small business owners are going so far as to run their entire operation on their mobile devices.

If you are new to smartphone technology here is a brief rundown of several common features that you can expect to see in many smartphones currently on the market.

Email Capabilities:

The smartphone can access browser-based email accounts such as Yahoo Mail and Gmail and can display full HTML email messages. It can also be synchronized with Outlook to exchange contact information

Voice Commands:

There is voice recognition for auto dialing

Multimedia Text Messaging and Instant Messaging:

The cell phone has the ability to send multimedia text messages, consisting of text, audio, photo or video files. It also supports instant messaging through popular chat services like MSN, Yahoo and Google.

Synchronization:

Smartphones can be synchronized with your desktop computer to update contact information, emails, and files. Phones that use the Windows Mobile Smartphone edition with ActiveSync can easily synchronize with Outlook, Word, Excel and PowerPoint files. Synchronization can either be wireless via Wi-Fi or Bluetooth or through a USB port.

Internet Features:

Many smartphones support full web page access (ie not just web pages designated for mobile devices) with a highspeed wireless Internet connection.

Network Connection:

Smartphones use the GSM (Global System for Mobile communication) network for voice transmission and the GPRS and 3G networks for data transmission. Most smartphones now offer EDGE (Enhanced Data GSM Environment) connectivity which provides high speed data transfer, particularly for Web and multimedia over the GSM network. Many devices also offer Wi-Fi allowing for highspeed surfing.

Data Input:

Some smartphones sport a full QWERTY keyboard, others, such as the iPhone, have a touchscreen interface.

Multimedia:

Many smartphones come with a high resolution digital camera, MP3 player, camcorder with video playback, and video player.

Who Are the Major Players?

So which smartphones are making the top of the review lists?

• Apple iPhone 
• RIM Blackberry Curve 
• Blackberry Pearl 
• AT&T Tilt 
• Palm Treo 750 
• Motorola Q 
• T Mobile Dash 
• T Mobile Sidekick 

Click here for a list of major smartphone reviews.

 

 

Small Businesses Can Save Money on Airline Tickets: Think Teleconferencing

As the cost of airfare soars in response to the ever-rising price of fuel, many small businesses may be forced to find alternative ways to communicate with their distant clients, prospective customers, and remote partners.

Due to advances in technology and green consciousness, teleconferencing is becoming a popular business travel alternative among small and mid-sized businesses. Some of this technology is not as expensive as you may think and bringing it into your company can dramatically enhance the way you do business- not to mention save you precious time and money in the long-run.

Here is a quick rundown of the different options:

Audio Teleconferencing:

This is a popular choice for many small businesses since it does not require a lot of additional equipment- only a telephone for each person involved in the conference call. Some companies also opt for a VOIP (Voice over Internet Protocol) line which allows them to use their Internet connection to communicate over the phone.

There are several ways to customize your audio telecommunication to fit the needs of your business, including the number of participants you can have on your call, and the availability of pass codes, secure access, local or toll free call in numbers, and operator assistance.

Video Teleconferencing:

This technology is similar to audio teleconferencing, except in this case video is added. It is best suited for distance lectures, brainstorming sessions, or conferences that require visual presentation.

The choice of which video conferencing equipment and tools you will need will depend on the needs of your business, but the main components of a typical video conferencing setup include a conferencing phone, video cameras and television screens, and web access.

There are several companies offering video conferencing solutions including: IVCi, Polycom, Sony, VCON, Smart Technologies, and RADvision.

Web Conferencing
As the name suggests, web conferencing is conducted via the Internet and can incorporate many different features that cannot be supported with video or audio conferencing, such as streaming video or audio, application sharing, text slides, white boards, polling, web tours, and PowerPoint presentations.

For web conferences, all parties involved will need a computer, a video camera or webcam, a microphone, a set of speakers and a high speed Internet connection.

You will also need a video conferencing system. There are two forms of video conferencing systems- either a dedicated system or one that is run from a desktop. A dedicated system is generally used for conventions or technologically advanced conferences. They typically require expensive equipment and considerable training to set it up.

With the desktop version, however, the equipment is basic and can easily and relatively inexpensively be upgraded. Web conferencing software is available for download as part of any modern instant messenger package. There are also several higher-end software packages that work with specific video conferencing services, such as WebEx and WiredRed.

As with the other two conferencing options, there are are many different features offered through a wide-range of providers. Knowing which solution is best for you will depend on the needs of your business.

As the price of business travel increases many small business owners may find that it is just cheaper and easier to do business from home.

Gas Saving Tips for the Small Business

As the price of gas inches (or maybe we should say leaps) its way to $4 a gallon, it has sparked a fervent cry for better fuel efficiency. If your business depends on transportation by car, truck, utility vehicle, etc then the added cost of a gallon of gas can be a real strain on your cash flow- especially at a time when business may be slow due to the cooling economy.By following these simple tips on fuel-conservation, you can take advantage of significant fuel savings so you can use your resources where you need them the most- running your business.

Change your driving habits:

The bottom line here is that aggressive driving will ruin your fuel efficiency. Therefore, stay away from revving up the engine and quick acceleration. Also try to avoid high speed travel. According to the Department of Energy, for every 5 mph that you drive over 65 mph, you will experience a 7% decrease in fuel economy. On long stretches of relatively flat highway, use your cruise control set at the posted speed limit, and on a downhill allow the vehicle’s momentum to pick up speed in order to coast up the next hill.

Stay away from the crowds:

Where possible plan an alternative route to avoid stop-and-go traffic, and congested roads, and try to schedule your business travel outside of rush hours and peak shopping times.

Maintain your vehicles:

By keeping your vehicles in good working order, you can improve your gas mileage up to 15%. Make sure to send your vehicles for regularly scheduled tune-ups. Also remember to replace your air filter and properly (but not overly) inflate your tires.

Plan for multiple destinations:

According to the Department of Energy, a vehicle uses more gas with a cold start than when the engine is warm. Thus, several short trips that began with a cold start can use twice as much fuel as a single, longer trip with the same mileage. Plan out beforehand where you need to go and combine several destinations into one trip. You could also carpool among several employees.

Don’t sit idle:

If it looks like you are going to be stuck in one place for a short while (ie not long enough for the engine to completely cool down) then turn off the engine. Idling can waste up to a quart of gas every 15 minutes.

Get an eco-friendly vehicle:

There are a huge selection of hybrid and fuel efficient vehicles on the market. Check out this site to find the best vehicle to suit your needs.

Lose weight:

The more weight that you have in your vehicle the more gas it takes to make it go. Therefore, make sure to take out any unnecessary items from the trunk or truck bed.

Know when to use the AC:

When traveling at higher speeds, it is better to use the AC and to keep your windows up in order to lower air-resistance. With slower driving you should open to windows to cool down.

For more information on gas-saving techniques and fuel-efficient vehicles check out http://www.fueleconomy.gov/

 

Construction in a Slowing Economy: A Rough Road Ahead

Analysts and academics may disagree about whether or not the economy is in recession, but for the construction industry such discourse may fall on deaf ears. Across the country new home sales plummeted 26% in 2007, and 2008 has already seen the beginnings of a slump in nonresidential construction that is only expected to worsen as the year progresses.

The fate of many small home builders and construction companies may depend not only on how they weather the recession (that is, if we even decide that we are in one), but also in their ability to adapt to the current economic climate. Some home builders, for example, are looking for creative ways to sell their homes.

One notable trend is the recent rise in existing home sales driven by bargain hunters and first-time home owners. This could mean an increase in the demand for remodeling and extensions.

Whatever strategy they use, small home builders and construction companies still have a rough road ahead.

Weathering the Storm: Running Your Construction Company in a Recession

 The state of the economy has dealt a hard blow to the construction industry in recent years- especially for those companies specializing in home building. And small businesses with their limited resources have it even worse. But with the right strategy there is hope. Though the immediate future looks bleak according to most economic indicators, there are many things that small construction companies can do to weather the economic storm and be in a position for success when the economy rebounds.

1. Stay on top of your cash flow.

Focus on the areas where your cash is being held up, such as supplies and equipment purchases. Look for ways to cut costs. You could, for example, cut down on old and obsolete inventory, and save on paper and postage through the direct deposit of payroll. By doing so, you will be in a position to improve your current cash flow and predict a future shortfall of cash.

You should also work to consolidate or restructure your debts. Bring together debt from loans, credit cards, or any other lines of credit, and try to negotiate with creditors for a longer repayment period.

2. Make sure that you are maximizing your tax deductions.

Through careful planning you can maximize your income deductions for the current year. Try increasing your expenses before the year ends through the purchase of any items and supplies your business will require in the immediate future, through the early payment of outstanding bills, and through pushing off repairs and maintenance till the end year . Any income that is expected in December, but can be deferred to January, will also lower your yearly business income. If your income is smaller, then the taxes you will have to pay will be accordingly reduced.

Keep in mind that there has been a significant increase to the Section 179 expensing limits. The Economic Stimulus Act of 2008 has almost doubled the tax deduction allowance, to $250,000, and raised the total allowable cost of new equipment purchases to $800,000.

The ESA also temporarily reinstates a first-year depreciation deduction equal to 50 percent of the cost of equipment purchased after Jan 1 2008, and put into use by Dec. 31, 2008.

3. Focus on project efficiency.

Success in today’s economy depends on finding a balance between implementing cost-cutting techniques and providing customers with a quality product. Real estate owners commonly complain about a project’s timeliness, high costs and substandard performance. In response, many construction companies and builders are embracing the lean project delivery management model inspired by the Toyota Production System (TPS) which focuses on producing value without generating waste through the coordination among all workers to meet customers’ needs within tight time frames. Even if you do not follow this system, your business only stands to benefit from a focus on quality control and efficiency.

4. Stay in touch with your market.

Thus no-brainer is surprisingly often overlooked. In order to make sound business decisions, such as where and how to allocate resources and what markets to focus on, business owners must be in touch with the current market conditions as well as the general trends in the housing, construction, and financing industries.

The Anatomy of a Hyperconnected Employee

Earlier this week IDC released the results of a survey it conducted on behalf of Nortel Networks Corp. to determine the percentage of the world-wide workforce that can be defined as “hyperconnected,” or as those who rely on multiple devices like cellphones and laptops, as well as applications like e-mail and social networking sites like Facebook. They found that 16% of almost 2,400 working adults in 17 countries are hyperconnected, and over the next five years that percentage is expected to increase to 40%.

So what does a hyperconnected employee look like?

• Extreme connection. Those who own the distinction of “hyperconnected” use a minimum of seven devices for work and personal activities in addition to nine applications.

• Technologically dependent. The hyperconnected depend on their devices and applications- 47% said a network outage at work would have an extreme impact on them.

• Work/life difference? Hyperconnected employees claim they are happy with their work/life balance, even though they use almost all devices and applications for both, and they are willing to use them at work, on vacation, in restaurants, from bed, and even in places of worship!

• On the cutting edge. They are the first to adopt new technologies, such as the Apple iPhone, and the Slingbox video transmitter

• Clear priorities. If they had to leave their house for 24 ours they would take their laptop out before their wallets or even mobile phones.

• Appreciation for connection. The hyperconnected appreciate their companies’ efforts to support their connectivity needs.

• Considerations for employment. The hyperconnected seek a work environment that supports communication and will consider the adoption of newer technology as a condition for employment.

Small businesses should take note…

For Free or Not for Free… Should Your Small Business Rely on Free Software?

With the emergence of free and open source software, many small business owners and budding entrepreneurs may have relished the thought of saving money on software licensing fees. Several of these free alternatives, such as Open Office, Adobe Photoshop Express, Firefox, AVG Free Antivirus, and a collection of PDF generators, already have an extensive user base and a proven track record of performance and usability. And that list is only expected to grow as more applications, such as GnuCash free accounting software, evolve over time and usage.

But not always is the free alternative the better or more practical solution when it comes to running a small business. When deciding whether to purchase software or use a free program, there are three things that you should consider:

1. Do you need support? One advantage that licensed software has over free applications is customer support. Without it, it will be up to you to properly install the program onto your computer, handle any glitches, and answer any questions about integrating the software into your business practices.

2. Does it suit the needs of your business? Licensed software also tends to be more practical solution since it generally comes with a fuller range of features. Photoshop Express may be a good option if you only intend to use it to touch up the occasional photo. But if your business depends on image editing then it may be worth it for you to purchase Photoshop CS3.

3. Will it effect your image? The other thing that you will have to consider is if your customers will be exposed to this software and how it will come across to them. Some free software, for example, comes with advertisements.

Whether you decide to go with licensed or free software, or some combination of the two, there is no doubt that small businesses can benefit from many free applications. For an up-to-date, searchable list of free and open source software, check out this free software catalog.

Small Businesses Need Proper Data Protection

According to a report put out by the Identity Theft Resource Center, the number of data security breaches in the U. S. rose 40% in 2007, with 443 breaches cited in 2007, compared to the 315 in 2006. And those numbers are likely to rise in the coming year.

For the small business, protecting sensitive customer information, such as names, social security numbers, pin numbers and access codes, is essential to running a successful operation So what can your small business do to protect your valuable data? Here is a quick checklist:

1. Get educated. Many free tutorials and workshops available for the average computer-literate person. You can start by checking out the tutorials posted on the About.com and IT Security.com websites.

2. Hire a security professional. Where a high level of security is needed or computer literacy is lacking then it is a good idea to hire a professional security consultant.

3. Install up-to-date anti-virus software. Look for antivirus products that include anti-spyware and anti-phishing security features, and make sure to install this software on all of your computers.

4. Set up firewalls. A firewall allows only secure traffic in and out of your network or individual computer while simultaneously blocking access from hackers and other intruders. There are two kinds of firewalls: hardware and software. Hardware firewalls are physical devices that are connected to your network. Software firewalls, on the other hand, are installed on every computer. To be effective, firewalls should be installed by someone who is knowledgeable in information security so that they can be properly configured to the business.

5. Back up your data. Making a physical backup of your small business’ information is a necessity that many small business owners overlook. There are several reliable data backup solutions on the market, including backup software programs, tape backups, external hard drives, and off-site backup services.

6. Secure your mobile devices. Make sure that the data on your mobile device is encrypted and password-protected (remember to change the default username and password) and that access to your network is limited to authorized users. You should also hide the service set ID that is used by your access point. You can also set up a virtual private network (VPN) to ensure data transmissions are secure when you access your business’ network from a remote location.

7. Keep track of your employees. Keep tabs on your workers to make sure they are not mishandling data or abusing their access to your computer systems. Network access rights should be set up properly so that private information can only be accessed by authorized people. Also make sure to encrypt any sensitive information stored on your corporate computers, especially laptops. Educate your employees about how to avoid a security breach. Make it a policy that your employees should never give out their user names, or passwords and the like unless they are absolutely certain about the person who is requesting the information.

For more information on how to secure your business’ data, check out this Guide to Internet Security.

Top 5 Tech Trends Small Businesses Should Watch for in 2008

The world of technology is a dizzying sea of ever-evolving applications, platforms and devices- each promising to change the way we integrate technology into our personal and professional lives.

While big corporations may have the resources to test the waters of emerging technologies and thus place themselves at the cutting edge, small businesses with their limited resources are often left to wade through the currents with little sense of direction.

Many claim that small businesses cannot afford to pass up on these industry-shaping trends, while others suggest that they be ignored- at least for now.

But the truth is, that while small businesses should certainly take note of the following trends in business technology, the answer to how much to invest in them will really depend on the particular nature of each small business and the resources available to it.

1. Mobile technology is spreading its wings. The emergence of sophisticated mobile devices, such as the iPhone and Blackberry Curve, and an eminent explosion of mobile software applications promises small businesses greater flexibility, effciency, and coordination that will help maximize resources and create growth opportunities. Small businesses will increasingly rely on their smartphones for unified communications, network synchronization, and location-based services.

2. Software as a service (SaaS) creates opportunities. On-demand software (also called software-as-a-service or SaaS) refers to software applications that are leased over the Web or to mobile devices from an outside vendor, such as NetSuite. These hosted software applications provide the infrastructure needed to effectively and efficiently operate various aspects of a business- from sales and marketing reports, to payroll processing, and a slew of location-based services, such as Vettro’s application for mobile devices that helps utility crews and excavators navigate around buried cables and pipelines.

3. Social Networking and virtual societies. There has been a lot of speculation regarding the earning potential of social networking sites such as, Facebook and MySpace as well as virtual societies, such as Secondlife. What is certain, however, is that these sites offer a new way for small and mid-size businesses to connect with their customers and employees. Retail companies, for example, can create a virtual store, to monitor how many people it attracts and how these people interact with the space.

4. Going Green Tech-style. Much of the hottest techonology today not only helps the environment by reducing the use of utilities and the need to travel, but it also increases employee productivity, efficiencey, and job satisfaction. The use of audio, video and Web conferencing services often reduces the need for business travel, in addition to cutting down carbon emissions. Location-based services for mobile devices also improves the efficiency of operations on the road by effectively directing travelers to their destinations and thereby reducing fuel consumption. Businesses are moving away from paper invoices, statements, letters, and memos in favor of paperless options, such as e-faxes and e-mail.

5. Data Storage. Many small businesses these days need a significant amount of storage to hold their digital assets and information. In response, companies such as Amazon.com (S3 Simple Storage Service) and AOL (XDrive.com) are offering businesses online storage solutions for their web applications. Google is also expected to enter the fray with a “Google Drive.” There are many smaller companies offering storage services, such as Box.net and ElephantDrive.com. Many of these storage services offer up to 25 GBs for free with additional storage and features costing from $2 to $10 per month Some of these companies also offer advanced features such as versioning, personal encryption keys and multiple user log-ins.

Tips for Cooling Your Small Business with Energy Star

With the summer fast approaching, now is the perfect time to invest in an eco-friendly workspace. The Environmental Protection Agency recently put out this list of tips to help small businesses keep a comfortable work area while saving energy and protecting the environment:

5. Turn off lights and equipment when not in use and use Energy Star qualified CFLs wherever appropriate. High utility costs are often a result of paying for energy that is completely wasted by lights left on for long periods while not in use. CFLs use 75% less energy than standard incandescent bulbs to provide the same amount of light, last up to 10 times longer, and generate less heat than conventional light bulbs.

4.Use fans to reduce the need for air conditioning. Energy Star qualified ceiling fans can cut energy use — circulating air can make a somewhat higher temperature and/or humidity feel more comfortable. In fact a temperature setting of only 3 to 5 degrees higher can feel just as comfortable when fans are used. So turn the thermostat up several degrees while using the fans to deliver the extra cooling comfort. A ceiling fan cools you – not the room – so remember to turn the fan off when you leave the room.

Each degree of higher temperature can save about 3% on cooling costs. When the temperature outside is more comfortable than inside, a “box fan” in the window or large building fan in the attic can push air out of the building and pull in comfortable outside air.

3. Install an Energy Star qualified programmable thermostat. Install as Energy Star qualified programmable thermostat to automate your air-conditioning (HVAC) system and save energy while your small business is closed or unoccupied. This solid-state, electronic device automatically adjusts temperature settings based on your schedule, and can be “overridden” as needed for unscheduled events. This “smart thermostat” can turn on the HVAC one hour before arrival and keep it off or at a higher, more energy- efficient temperature on weekends instead of heating or cooling unoccupied space.

2. Schedule annual, pre-season maintenance checkups with a licensed contractor to ensure your cooling system is operating efficiently and safely. “Tune-up” your heating, ventilating, and HVAC system with an annual maintenance contract. Even better, have your HVAC serviced prior to both heating and cooling seasons.

A new Energy Star qualified HVAC system, like a new car, will decline in performance without regular maintenance. A contract automatically ensures that your HVAC contractor will provide pre-season tune-ups before each cooling and heating season. You save energy and money, and your system may last years longer with reasonably priced yearly maintenance fees. Your chances of an emergency HVAC break-down also become very remote with regular maintenance. Change (or clean if reusable) HVAC filters every month during peak cooling or heating season.

1.Use Energy Star qualified products. Energy Star qualified products are a good business investment. Products that display the Energy Star label operate more efficiently, save energy, and help protect the environment.