Improve Remote Workforce Management With These 6 Tech Tools

Supporting a remote workforce is fast becoming a common, cost-effective part of small business operations. While a lot of attention has been placed on the rising cost for a gallon of gas and the subsequent rise in business travel expenses, those small businesses that can manage a remote workforce also stand to benefit from increased flexibility and in some cases the ability to enter remote markets- even on a global scale.

But in order to maximize the benefits of having off-site workers, small businesses must set up a solid infrastructure with an emphasis on up-to-date technology, adequate IT support for their remote workers, and network security.

To that end, you should check out Michael Healey’s article in InformationWeek 6 Top Technologies for Remote Office Support… and 2 to Avoid, in which he examines server virtualization, desktop virtualization, IP telephony, WAN optimization, UTM (unified threat management) appliances and Instant Messaging. With each technology he offers its “promise” and then provides a “reality check” of sorts, detailing the technology’s limitations and the things you should consider.

If your small business is or will be relying on a remote workforce, you can save yourself a headache or two by doing things right from the beginning.

 

Free and Easy Data Encryption: Now There’s No Excuse…

In a recent post, I bemoaned the fact that business travelers and the companies they work for have been lax in protecting and retrieving their laptops while on the road- even when these laptops hold sensitive information.

But businesses must do more then merely keeping tabs on their equipment. Wherever sensitive data is stored, it must be protected since it can easily fall into the wrong hands.

One of the best ways to protect this valuable information is through data encryption, and now you can do it for free. TrueCrypt which is distributed under an open-source license, is one of the best encryption programs available on the Web. It is also easy to install and use on your computer.

So now there really is no excuse for proper data protection.

Do-It-Yourself IT

Small business owners are known for wearing many hats- manager, sales representative, marketer… Now “IT consultant” can be added to the list.

Corporate spending on IT has slowed down just as numerous studies and forecasts predicted earlier this year. And according to John Chambers, Cisco Systems Inc’s Chief Executive, we can expect the slowdown in tech spending to drag on for several more months.

This trend belies a struggle that countless small business owners are facing as they try to run a successful small business in a cooling economy. Small businesses must strike a delicate balance between investing in the IT solutions that will keep them competitive, productive, and efficient, while tapping into a drying well of resources.

In an effort to conserve capital, many in the small business world are becoming their own IT experts, getting their education from the various free tutorials, primers, and articles offered on the Web.

One company to recently enter the fray is bMighty.com with its new Server How-To Center- a free collection of tips, tricks, and hints for everyone from beginners to experts on how to choose and install a server.

For the determined business IT expert wanna-be there is certainly no shortage of information.

The question is, however, if this strategy pays off in the long-run as IT solutions get more advanced and integrated, yet more vulnerable. Making a mistake in network security, for example, can lead to devastating breech of sensitive information.

Every small business should examine their own unique circumstances before choosing how (and on whom) to spend their IT dollars.

When Driving is a Must: Choosing The Most Fuel Efficient Vehicles For Your Business

If you own a small business that involves fieldwork, then knowing which vehicles to include in your fleet can get very confusing. A few years ago you may have sought vehicles that were economical, reliable, and practical, but these days you need to take into account fuel efficiency and the vehicle’s environmental impact.

Whether you are looking for a pickup truck, van, or a standard car; a hybrid gas and electric vehicle, or one that uses diesel, ethanol or regular gasoline, the only way to cut through the confusion is by doing your research.

Check out the EPA’s Green Vehicle Guide where you can search for vehicles under a variety of factors such as fuel economy and air pollution score by make, model, and availability by state. You can also download the EPA’s 2008 Fuel Economy Guide to get tips on fuel conservation and see their picks for the overall top automotive performers on the market today.

Another site worth checking out is that of the US Department of Energy. This informative site has comprehensive collection of tips, news, and information regarding fuel economy. Be sure to also look up their list of the 10 best and worst automobiles in fuel efficiency.

 

Home Office Ergonomics: Treat Your Body Right

As traveling expenses continue to skyrocket, many people are finding it more cost-effective to work from home- whether as a telecommuter or as an independent small business owner. For these homebound workers, the quality of their work experience will be greatly effected by the equipment they use and the work environment they are able to create within their living space.

When designing a home office, acquiring equipment and other furnishings, that are ergonomically sound should be made a priority- even if it means paying a little more for these items. Not only will it help to increase job efficiency and performance, but it can also positively effect a worker’s attitude on the job.

Here is a list of the major items in a home office and what you should look for in terms of essential ergonomics:

The Office Chair: Look for a swivel chair that can be adjusted for height, arm height, lumbar and lower back support. The chair should be adjusted so that your feet can rest flat on the floor or on a footrest.

The Desk: If you are using your desk for writing or drawing, look for an inclined surface as opposed to a flat one. If you will be placing a computer on the desk then choose one with an adjustable keyboard shelf. A matted surface will also help to reduce eyestrain from glare.

The Telephone: To reduce neck strain invest in either an handsfree head set or a speakerphone. Alternatively, you could fit your phone with a shoulder cradle to support your head and neck.

Lighting Fixtures: Use halogen or other bright lights as task lighting making sure to direct it away from your computer screen to eliminate glare.

The Computer Monitor: Flat panel screens are known to reduce glare. Make sure your monitor can be easily adjusted for height and tilt.

The Mouse and Keyboard: If you need to use your mouse a lot then look for alternative input devices such as a trackball or a touch pad. Look for a keyboard that ergonomically designed and add a wrist pad for extra support.

The Laptop: Make sure to use your laptop on a hard, flat surface (preferably an ergonomic desk!) If you mostly work from a laptop and not a desktop computer the consider getting a docking station. This will allow you to plug your laptop into a full-sized monitor and keyboard.

What to Do When Going Green Gets Confusing

History attests to countless social movements that took off with exuberant momentum only to create a collective backlash years later. This is the natural flow of human psychology and desire.

In recent years the public has been inundated with the concepts of green conscious, sustainability, and the necessity of protecting the environment. This was closely followed by a virtual flood of environmentally friendly products and services that was bolstered by strong consumer demand. Even at the beginning of this year numerous industry trend forecasts predicted that eco-friendly business would be a major money maker.

But according to recent studies, the call for all things green has turned into a “green noise” that many consumers are quick to shut out. Though these studies suggest that the state of the economy is partly to blame for this reduction in consumer demand, much of the consumer apathy is due to the overload of information and conflicting messages promoted by eco-marketers and environmentalists.

For those consumers and businesses that committed to protecting the environment, yet are either confused or jaded (or both), check out these helpful links:

Blog Post: Five Suggestions for Businesses Confronted with Green Fatigue and Green Noise

Simplesteps.org: Get practical advice on green living depending on if you want to spend a minute, a morning, or a month on the project.

George Carlin: A deep and humorous look at “saving” the planet

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.

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.

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/

 

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.

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.