data management and office communication
DESCRIPTION
Presentation given at TTMBA 2012, by Atlas Economic Research Foundation about data management and office communications.TRANSCRIPT
DATA MANAGEMENT AND OFFICE COMMUNICATION
Romulo Lopez&Rainer Heufers
Biggest problem in today’s office Too much information (TMI) Information overload (where do I
start) Consumerization of resources
everyone is their own IT. Connecting the dots Disperse knowledge (Information
Silos)
Tools to communicate
Email Social Networks Wiki’s Intranets Blogs Youtube
Tools to store information Paper Mainframes Servers and PC (Personal Computer) External disks (Laptops) SAS (Software as a Service) Cloud
Information storage paradigm shift. Paper Mainframes - Dumb Terminals Not much can be done Personal computer revolution. Store everything on your
PC Information Grows, use external storage Cloud storage
Box Dropbox Sugar Sync
PC is again a dumb or nearly dumb terminal, we use phones, tablets, readers, VDI (Virtual Desktop Infrastructure)
Technology has gone from being centralized, to de-centralized to being a commodity like electricity or water.
Email Tools
Exchange server, Outlook Hotmail, Yahoo, Gmail Offline email programs (for when you
are not able to be online) Franklin Covey (Franklin Planner)
Categorization Zero Inbox Philosophy
Other alternatives to email Social Networks Facebook private messages SMS and Twitter (hash tags) Google Hangouts Skype Comment tools in services like Box or
Wiki or sites.
Document Collaboration
Microsoft Office (SharePoint and now Office Live) http://www.microsoft.com/office/olsb/Splitter-EN-US.html
Google Docs https://docs.google.com Zoho Docs https://www.zoho.com/docs/ Adobe PDF (you need full PDF version
to use it) Wikia (from Wikipedia platform) ttp://
www.wikia.com/Wikia
Document CollaborationLess known but interesting
Slide Share http://www.slideshare.net/
Prezi http://prezi.com/explore/ WebEx GoToMeeting (Atlas uses this)
Content Management systems CMS Sharepoint Wordpress Typepad Blogger Wikis Microsoft Content Management
Server Tumblr (Microblogging) Twitter (Microblogging)
Security
Norton Microsoft Security Essentials Trust Apple security and genius like a
Clapping seal!! If you are a geek use weird operating
systems like Linux or friendly Ubuntu.
Security – Passwords
Lastpass https://lastpass.com/ Keypass http://keepass.info/ Double Authentication
http://support.google.com/accounts/bin/answer.py?hl=en&answer=180744
Fingerprint reader on laptop? Random number generator
Security – Backups
Mozy Carbonite Amazon Cloud S3, Amazon Cloud
Player Box Dropbox Icloud (Apple, Itunes for Music) Google docs, Picasa Web (Pictures) You-tube
Security guidelines
Keep sensitive information of the net. Spend time designing your security strategy. Use encryption whenever possible. Password protect your user when you turn your
computer even after screensaver. Wipe used hard drives or destroy them with a
construction hammer, before recycling computer. Darik's Boot And Nuke
Beware of social engineering attacks. http://en.wikipedia.org/wiki/Social_engineering_%28security%29
Don’t be a fool. (If you fear someone finding your weird stuff, don’t even have it online). http://online.wsj.com/article/SB10001424052970204795304577221164189123608.html (Why we tell all online)
Security tools
Password manager Disk encryption in your computer, password protect your system
(including after screensaver) Always use and enable https on email and other services. Avoid open Wifi, secure your home or office wifi. Use VPN if you need to use open wifi
Hamachi https://secure.logmein.com/products/hamachi/download.aspx Change passwords frequently, specially after trips Check what IP’s are used to log on to your email, become familiar
with your usual IP’s If you stop using an old account, visit it once a month and delete
junk and change passwords. Forward emails to your main account.
Register your cellphone with email in case you get locked out. Password protect your phone, have remote wipe procedures. Fill out security questions in case you get locked out.
Database
CRM or ERP? Custom Made (might require to host
server) Microsoft Access Salesforce (cloud)
Financial Software
The Mighty Might Quicken Mint Peachtree QuickbooksOr the 800 pound Gorillas Raisers Edge Sage Microsoft Dynamics Sage ERPCheck this link:http://www.techsoup.org/learningcenter/software/page5144.cfm
Voice and Video communications Skype VoIP (Vonage.com, Google Voice) Google Hangouts WebEx GoToMeeting Cell phones- Smartphones PBX (does anyone uses this?)
Licenses
Techsoup http://www.techsoup.org Microsoft Adobe Intuit. Pay as you go (pay by service)
specially if you are in the cloud. Use open source www.ninite.com
A few principles before choosing software, hardware or tools. Consider it’s learning curve Network effects Lock in costs Don’t forget that software and hardware are tools not
your main business reason. Outsource whenever possible Give crowdsourcing a chance. Rent don’t own SAAS prefer out of the box ready to work solutions,
avoid servers or costly custom built solutions that depend on a developer or particular company.
Working trends
Working from home. Working from your nearest coffee house. Using shared office spaces. Working on a different country or town Outsourcing Crowdsourcing Kony 2012, Invisible Children campaign Wikipedia Readers, how many of you try to sell your books? Usage of mobile devices, IPAD, Kindle http://
www.inc.com/business-travel-2011/apps-that-make-your-ipad-work-like-a-laptop.html
Bonus tool to learn
How to manage your crazy Inbox The Zero Inbox Tool
Zero Inbox Philosophy
Works best when you can archive messages (not delete)
Keep inbox clean only stuff that is current and not pending is kept, anything that has been already taken care has been archived.
Newsletters and non important stuff is archived.
Personal stuff is handled with Personal email. (keep your professional and your personal life separate).
Unsubscribed from unwanted email or mark as Spam what is spam.
Zero Inbox Philosophy(cont.) Use search function to find emails. Enforce good subject lines, avoid hi,
hello, just wondering, funny subject lines.
Keep messages brief, avoid online discussion unless necessary
Use email to keep track record. Avoid attachments, include relevant
information in message.
How to Start Zero Inbox
Spend long hours filtering stuff and deleting.
Risk loosing important information Preferred option in Extreme cases
Declare email bankruptcy.
Final recommendations
Live a more automatic life http://blogs.hbr.org/schwartz/2012/03/why-you-need-to-make-your-life.html?cm_sp=blog_flyout-_-schwartz-_-why_you_need_to_make_your_life, internalize best practices, rehearse and repeat spend more time thinking about new stuff.
Learn to learn and Read to just read. (use Blog readers-RSS, Google Reader, Facebook or Twitter to find material to read)
Develop your own brand, keep your reputation, both offline and online.
Small changes lead to big changes (Personal story)
Change is possible