Data management and office communication
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Data management and office communication

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Presentation given at TTMBA 2012, by Atlas Economic Research Foundation about data management and office communications.

Presentation given at TTMBA 2012, by Atlas Economic Research Foundation about data management and office communications.

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  • Open discussion, some notes on board, have input from participants.
  • Remember to discuss organization problems for email.
  • Systems that allow you to manage your own websites
  • Do you have any security at all? Are you a Mac user?
  • Do you use password management strategies?Do you have problems accessing or remembering passwords?Do you save your passwords in the browser?
  • What would happen if your computer is stolen or disappears on a fire where all your backups are gone?What would you do with your documents
  • Best Password can be beaten by lack of common senseWhy is it that we have become so prone to share everything we do online. Isn’t this a security threat in your countries? Do you check your security settings in Facebook and twitter. Do you share your personal life to everyone?
  • -Security can seem ridiculous, but it’s something that is necessary. -Yes there are bad guys out there.-Yes it can happen to you.-No matter what you do someone is going to fool you. Doesn’t means that we can’t or we shouldn’t prepare.-I can see with a easy to find wifi scanner what you are doing on an open wifi. Always encrypt, or learn how to encrypt your communications.-Best tool, if you need to share a password, pick up the phone and call your friend, also a great excuse to talk to people.-Use your memory (or a password manager) no small papers or notes in your corkboard.
  • Do you get software licenses for your non-profit?Check your country distributors, they are looking for good community partnerships they give away software.
  • Which technology is more likely to get support from peers(Vhs or Beta and you choose Beta)
  • Biggest campaign or issue is done by some small guy with a camera and youtube. The power of new and revolutionary ideas that make your think tank irrelevant.
  • Only if there is time.
  • The more automatic we live the more time we have to think new problems
  • Who knows me more than 2 years ago?

Data management and office communication Data management and office communication Presentation Transcript

  • 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