Telematics: Getting the Most Out of Your Machinery

If you are particular about the quality and maintenance of your field machinery, then you should consider incorporating telematics into your fleet operations. Telematics has begun to make its way into the farming industry as a method of improving overall efficiency and production.

In general, telematics involves sending, receiving and storing information via telecommunication devices. Information is sent from the field via cellular network to a computer with special software that reads and processes the data.

This technology offers many possible uses and benefits for farmers that go way beyond simple vehicle location. Farmers can track fuel levels, vehicle performance, engine temperature, and hours worked in the field. Special sensors placed throughout the machine can also alert farmers about the breakdown of parts and components, even before it happens. Some systems further allow for the remote setup and control of machinery. All this monitoring is conducted in real-time from a remote location, such as a home office.

Aside from the obvious benefits, telematics technology is also becoming more affordable for the average farmer. The necessary hardware, including devices, wiring, and antennas, will run about $400-$600. There is also a small daily service charge. Equipment can be purchased directly from equipment dealers or retrofitted by third party companies.

Small Businesses Are Relying on Their Smartphones

Against the backdrop of a slowing economy, skyrocketing gas prices, and a general drop in consumer confidence, small businesses have a lot to worry about these days. In response, many small business owners are training their eyes on anything that will help them to maintain their competitive edge, increase efficiency and productivity, and reduce costs.

Perhaps this is part of the impetus underlying the increasing demand for smartphones among American small businesses. According to a recent study conducted by AMI, 31% of small businesses are regularly using smartphones to access e-mail, contact information, and their mobile calenders. The study further revealed that many small businesses are already are looking into more advanced applications such as, location-based services, CRM, field force automation, and sales force automation.

According to AMI-Partners Research Analyst Yedda Chew, “…[With] the ease of smartphones like Palm Centro or the BlackBerry Pearl/Curve, these low-cost solutions are providing [small businesses] a seamless connection between business owners and their customers and employees anytime and from anywhere. What’s more, with 13% of the SB workforce being mobile, staying connected is crucial for the owner to stay abreast of his/her everyday work activities.”

In short, mobile applications allow employees to access a powerful combination of inventory data, customer relationship information, and other company-wide knowledge. It is no stretch to say that mobile technology is changing the way small businesses do business.

The Case for Investing in GPS for Your Small Business

If you manage a fleet of vehicles or have employees who do a lot of field work for your business, then you should consider investing GPS devices. There are many benefits of using GPS devices to manage your employees and equipment. You can increase fuel efficiency, productivity, and quality control by locating the quickest route to a given destination, and by keeping tabs on your employees, you are in the best position to maximize your business’ resources.

But even with all the benefits, according to a survey conducted by In-Stat as reported in a recent USA Today article, many employers are reluctant to invest in GPS devices. It seems that in an effort to reduce costs, many businesses (especially the smaller ones) are are being cautious when it comes to investing in technology. Only 8% of those surveyed had their GPS devices provided to them by their employers. Over 70% purchased the equipment themselves.

But as gas prices continue to rise, the case for investing in GPS technology is getting stronger. The reduction in fuel consumption and idle time alone may be enough to justify the investment.

Today’s GPS units come with many added features such as traffic alerts, voice prompts that include street names, and the ability to wirelessly link a mobile phone to an in-car unit in order to get hands-free usage. Another important feature that may be of considerable value for a small business is multi-destination routing. This feature allows you to enter multiple routes into your GPS at one time so as to calculate the best route that includes all of your destinations.

Click here for a thorough review of the top in-car GPS units.

Happy traveling!

Scalable Storage Solutions for Small Businesses

One of the biggest issues facing many small businesses these days is Data Storage (that’s capital “D,” capital “S”). An emphasis on data storage really involves several factors, such as managing a large data capacity and intense data flows, setting up proper data security systems and reliable data backup solutions, and making sure all the data is organized and usable. So when we say scalable storage we don’t just mean a solution that can be easily expanded and upgraded to handle newer technologies and increased data flow, but also one that provides data reliability, security, and usability.

What are your Options?

• Upgrade your existing equipment. If you have used up much of your available hard disk space, you can purchase a new internal drive to increase your processing power and storage capacity.

• Add external enclosure or external USB hard drive. An external enclosure for an internal hard drive offers a good combination of performance, reliability, and scalability and can be used with one or more servers. External USB hard drives usually come with back-up software, and most have a one-touch back-up button.

• Get an NAS server. A network-attached storage device (NAS) is by far the most practical (but expensive) storage solution for many small businesses in terms of versatility, scalability, and management. A NAS is a dedicated server that can store software to be used by multiple computers on a network and also back-up files. Look for units that have two or more SATA, SATA II, or SCSI RAID-configured hard drives.There are several leading NAS manufacturers that offer comprehensive customer support. Check out HP StorageWorks 9100 Extreme Data Storage System, Dell’s PowerVault MD3000i, and Sun’s open source storage server that supports the Zettabyte File System and the OpenSolaris operating system on its Thumper hardware.

• Look into Online Storage. There are many companies offering online backup and security solutions. Small businesses may opt for this method to avoid purchasing costly equipment and having to manage the data. But do your research before choosing this solution. Data security and speed (you really need a fast Internet connection for this) are two factors to consider. Also, only do business with an established company. Click here for a list and review of the major online storage companies.

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.

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…

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.

The Benefits of Server Virtualization

If your business depends on multiple server applications, and you are looking for ways to cut costs while improving efficiency, then server virtualization is the way to go. Through server virtualization, multiple server applications (10 is about average) can be consolidated onto one physical server. Each virtual server is then isolated from the physical system via virtual processors, interrupts and devices.The benefits of server virtualization are many. Firstly, you can maximize your current hardware and software capabilities while preserving integrity of the entire system. Since each virtual machine is a separate entity, if one application crashes, there will be no impact to the other applications running on that same physical server.

Another major benefit to server virtualization is the impact it will have on your efficiency. Management tasks can be automated and controlled from a single point. Maintenance also becomes easier as virtual machines have the ability to be shut down, transferred across the network to a new physical server and accessed instantly.

Server virtualization also brings about significant savings. Not only do you save on physical floor space and having to buy a lot of hardware, but you also save money on maintenance, energy, and installation.

How to Keep Your IT Costs Low

With the possibility of an economic recession looming in the not-to-distant future, many small business owners are taking a preemptive look at the way they do business with the goal being to maximize their operations while simultaneously reducing expenses. Since IT is often a major cost center, knowing how to effectively reduce expenses while still getting necessary hardware and software systems is an essential element in recession-proofing a small business. Here are a few tips on how you can keep your IT costs under control:

• Get advice. Seek the advice of a professional IT consultant or any person who has experience either in your industry or in the technology you want to acquire. This is especially important if you yourself are not so tech savvy or if you do not have the time to research your options.

• Plan ahead. Get equipment that has the capacity to handle future growth or that can be easily upgraded.

• Evaluate and prioritize. In order to streamline your IT expenses, you will need to periodically reevaluate the equipment needs of your business versus your available resources. Where possible, you could consolidate equipment, as for example in server virtualization, or set up a system of rotating equipment among employees.

• Look into leasing. Instead of tying up precious capital in the purchase of new equipment, you could try leasing. With leasing, usually only a small initial down payment is needed and the cost is spread out over several months or years. Moreover, many leases come with option to upgrade at the end of the term. This allows a small business to get the equipment it needs even as its needs change.

• Maximize tax deductions. With the planned purchase or lease of new equipment, you can take advantage of several tax breaks. Section 179 of the tax code, for example,gives a small business the option to entirely write off most of its new equipment and furniture in the year that it is put into service rather than depreciating it over a few years.

• Consider outsourcing. Some technology solutions, such as IP communications and network security, can be outsourced to a professional service provider who can design, implement and maintain the technology solution for your business. The service provider will either host the equipment on their premises or support and maintain the equipment at your site.

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