Make Way for the Tech Savvy Small Business

A few months ago, bMighty.com’s Fedric Paul points out in his “bMighty manifesto” an important trend that is dramatically enhancing the way small businesses operate.

Gone are the days when cutting edge technology belonged solely to big corporations and institutions. Today consumers and small businesses alike have access to a wealth of computing applications, equipment, and devices brimming with power and sophistication. We’re talking about advanced mobile technologies, data-center consolidation, server virtualization, SaaS, PaaS, outsourced data security and backup, and cloud computing. This technology, coupled with the natural flexibility and affinity for innovation inherent to many small businesses, may actually give them a competitive advantage over larger companies.

As further testimony to this trend, a recent post at Informationweek pointed to the fact that many tech firms are actually optimistic about the continued growth of these technologies even as sales in other industries are stagnating and declining in response to a weakened economy. A significant part of this market consists of small businesses eager to trim operating expenses and improve the efficiency and efficacy of their operations.

As technology continues to advance, and more people get comfortable with the idea of using it for their businesses, we can expect the emergence of population of tech savvy small businesses that will keep the big guys on their toes.

 

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.

Xerox DocuShare Express: Affordable Content Management for Small Businesses

Earlier this week Xerox, promoted the latest addition to its line of DocuShare software solutions, and it comes as welcomed news for small and mid-sized businesses struggling with information overload.

DocuShare Express is a Web-based electronic filing system specifically designed for smaller businesses that provides storage and retrieval for a wide range of paper and digital content, such as Microsoft Office files, scanned documents, e-mails, blogs, and wikis. The application comes with a quick install process and seamlessly integrates with Xerox hardware using the new Extensible Interface Platform (EIP) connector. This feature allows scanned documents to be stored, viewed, and even edited.

With the release of DocuShare Express, smaller businesses will now have access to a savvy, multi-featured content and document management solution at an affordable price. (The entry-list price for businesses in the U.S. is $1,800.) There is even an option to upgrade to the more advanced versions of DocuShare family, such as DocuShare CPX.

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.

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.

 

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.

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.

Fixing the Housing Crisis: Small Businesses Should Take Note

The current housing crisis has sent a shockwave to the economy that has reverberated across several sectors and industries. Though homebuilders and mortgage lenders have been singled out as the sole bearers of this economic burden, the truth is that numerous businesses and service providers are feeling the strain. Think carpenters, landscapers, and house painters as well as the retail outlets for home repair and supplies, such as Home Depot.

A large number of these goods and services are provided by local small businesses who have limited resources to weather the economic storm. So any action taken (or lack thereof) to fix the housing situation will impact the nation’s economy on both a macro and micro level. Since most small businesses are in some way effected by how the housing crisis is handled, they would do well to keep an eye on the issue.

If you are a little clueless about the details of recent housing legislation, CNN has a general primer on some of the different housing proposals to grace the Capitol. Small business owners should also follow the (sometimes evolving) proposals of McCain and Obama.

Being successful in today’s economy means staying informed.

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.

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.

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