My office is in a storage container!

Moving offices can be a very difficult task. I read once somewhere that the three most stressful events in life are

• Death
• Moving
• Divorce

All in that order! Of course there are many other things but those are the most stressful. If someone would ask me I would suggest that moving should be #1 on the list. Until recently I would have only based that on moving homes. Recently I moved offices and I can tell you from experience that not only should moving be number one on the list – but If I have to do it again soon, I will probably get divorced and then die from the stress of moving.

I was happy to be moving to my new office but, the new space was not ready and I had to get out of my old space. I called a company Store To Door, their whole business is moving and portable storage containers, so it made that part a bit easier. I also hired a designer to plan my new office setup and have already hired a commercial cleaning company to come once a week.

Lesson learned: Moving can be stressful, but try to hire as many people as possible to handle all the things that contribute to the stress.

Trust me, it’s worth it!

Why VoIP Should Get VIP Treatment in Your Small Business

Over the past few years, an increasing number of small and midsized businesses have been dumping their traditional phone systems in favor of VoIP (voice over Internet Protocal) and IP-PBX (Internet Protocal private branch exchange). And this trend only promises to get stronger in light of the current economic climate where a small business’ flexibility, efficiency, and productivity is all the more critical to its survival.

If your small business has yet to adopt VoIP technology, you may want to give it some serious consideration. The following are some of the benefits of upgrading to a VoIP system:

Cost Savings: For many small businesses the biggest draw to VoIP is its low cost. At the most basic level, VoIP has minimal hardware requirements: a sound card, speakers and a microphone. For more advanced services you may need headsets, IP-enabled phones, and a physical IP-PBX box.

Calls made over VoIP are dramatically cheaper than those made via a PSTN phone service. Businesses can use VoIP between computers with downloadable free software like Skype or Asterisk. For more feature-rich services, there are several commerical options, such as the Asterisk Business Edition, but even the cost of these for-pay services are generally much lower than the equivalent standard phone service.

Simplicity: The combination of an IP PBX system with a VoIP telephone service allows voice and data to be handled by one set of network protocols and wiring. As a result of this unified system, your company can benefit from lowered expenses, simpler management and greater functionality in general.

Features: Many VoIP systems are rich in features. Some common features include: off-site call forwarding, extension dialing, voice-mail boxes, audio conferencing, and auto attendants to answer the phone and direct calls.

Flexibility: VoIP will give your employees the ability to work from anywhere that has a fast and reliable Internet connection. You can use VoIP to make both national and international calls from one PC to another or from a PC to a landline. You can even have a VoIP account on your mobile phone.

 

Cut Costs by Using HP to Bring Your Marketing In-House

One of the most important keys to running a successful small business is effective marketing. But you may think that investing in professional-looking fliers, brochures, newsletters, and letterheads will be a big strain on your operating budget. According to HP, it does not have to be…

HP is making it easier (and more affordable!) for small businesses to create their own low cost marketing materials. Recently, HP introduced two new color laser printers, HP Color LaserJet CP2025 Printer and the HP Color LaserJet CM2320 MFP that were specifically designed for the small and growing small business. These machines are the latest in HP’s line of low budget equipment and tools that includes a series of Officejet All-in-One devices, an online community called the Marketing Impressions Portal with helpful marketing tools, guides, and templates, as well an In-House Marketing Starter Kit.

According to a recent study of printing costs in the US, HP claims that small businesses can save as much as 50% with in-house printing as opposed using professional printing services.

In-house marketing is also brings to smaller businesses an added measure of flexibility and versatility that gives them a competitive advantage over bigger businesses.

 With benefits such as these, it’s definitely worth looking into.

What is Cloud Computing? A Practical Guide for the Small Business

Over the past few years, the term “cloud computing” has been gaining in popularity and usage among mainstream tech circles. And recently it made headlines again after Dell’s unsuccessful attempt to trademark the term.

All this brouhaha is for good reason. Cloud computing represents a fundamental change in the way consumers and businesses are using their computers and mobile devices, and it is a trend that small businesses cannot afford to overlook.

The following is a simple guide to cloud computing and how it can be used to enhance your small business:

What is cloud computing?

First of all, the “cloud” is just another name for the Internet, and thus cloud computing really refers to any services and applications that are hosted and accessed via the web.

It came about as a convergence of several technology trends namely, software as a service (SaaS), Web 2.0, open source software, and grid computing.

How can cloud computing be used in the small business?

Cloud computing allows small businesses to remotely manage and store information, and access customized software or services from virtually any device with Internet access.

Popular small business SaaS applications involve customer relationship management, finance and accounting programs, human resource management, and document collaboration

Small businesses can also use cloud computing technology to boost their storage capacity via online storage services and create online backup and archiving accounts.

What are some popular applications currently being used by small businesses?

Google Apps- for “…a custom email address, tools for word processing, spreadsheets and presentations, a shared calendaring system and access to a flexible intranet system.”

Salesforce.com- specializes in on-demand customer relationship management (CRM) software and services

Infusion CRM- provides a web-based, centralized customer management

Netsuite- offers “integrated web-based business software suite, including Accounting software / ERP software, CRM software, and Ecommerce software.”

QuickBooks Online- “Online accounting software for small businesses–keep track of expenses, invoice clients and manage payroll…”

FieldOne offers full management suite for service professionals and businesses with industry specific applications, such as HVAC software in addition to general order tracking and other broad business automation.

Also check out…

SAP recently unveiled its own software package called Business ByDesign offering a range of on-demand enterprise applications via a dashboard.

What are the benefits of cloud computing?

• Reduce hardware and software expenses: Cloud computing allows small businesses to save on expensive hardware, software, and maintenance costs since data and applications are being held on remote servers. (This may be particularly attractive to new small businesses since it reduces start-up costs). Most companies have affordable monthly rates so expenses can be spread out comfortably over time.

• Increase ease and flexibility: Users can access their business services and applications through almost any device with an Internet connection including laptops, mobile phones, and PDA’s. It is also easy to add new users to the system when you need them.

• Streamline your IT department: Cloud computing allows your in-house IT department to focus on projects that can enhance the business and be free from the more mundane tasks, such as dealing with glitches in the software or maintaining the company’s servers.

What are the drawbacks or concerns with cloud computing?

The two biggest concerns for small businesses are downtime and security. If your service provider’s network is down, it can bring your whole business to a grinding halt. And many are still wary about the security of data stored and accessed in the cloud.

Got the Picture? Check Out bMighty’s New Imaging How-To Center

If you dream of freeing your small business from a seemingly endless stream of documents, memos, reports, and invoices, then bMighty’s new Imaging How-To Center may be just what you are looking for.

Coming in the wake of its informative Server How-To Center, bMighty has created another guide for small and mid-sized businesses that offers practical information on using document imaging to save money and maximize workflow efficiency.

The site contains several free downloadable guides, with titles such as “Document Imaging, Simplified,” and “7 Steps to Document Imaging” as well as a growing collection of pertinent articles and resources culled from the Web, case studies, videos, and other useful information.

If you are thinking of bringing document imaging into your business this site is definitely worth checking out.

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.

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