Data management and office communication

Romulo Lopez&Rainer HeufersDATA MANAGEMENT AND OFFICECOMMUNICATION

Biggest problem in today’soffice 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 paradigmshift. 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/Splitte r-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 Collaboration Less known but interesting Slide Share http://www.slideshare.net/ Prezi http://prezi.com/explore/ WebEx GoToMeeting (Atlas uses this)

Content Management systemsCMS 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/ans wer.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. Dariks Boot And Nuke Beware of social engineering attacks. http://en.wikipedia.org/wiki/Social_engineering_%28security%2 9 Don’t be a fool. (If you fear someone finding your weird stuff, don’t even have it online). http://online.wsj.com/article/SB1000142405297020479530457722 1164189123608.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 SoftwareThe 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 Videocommunications 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 beforechoosing software, hardwareor 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 ispossible

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Data management and office communication

by Romulo Lopez

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