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.

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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

    2. 2. 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)
    3. 3. Tools to communicate Email Social Networks Wiki’s Intranets Blogs Youtube
    4. 4. Tools to store information Paper Mainframes Servers and PC (Personal Computer) External disks (Laptops) SAS (Software as a Service) Cloud
    5. 5. 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.
    6. 6. 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
    7. 7. 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.
    8. 8. Document Collaboration Microsoft Office (SharePoint and now Office Live) r-EN-US.html Google Docs Zoho Docs Adobe PDF (you need full PDF version to use it) Wikia (from Wikipedia platform) ttp://
    9. 9. Document Collaboration Less known but interesting Slide Share Prezi WebEx GoToMeeting (Atlas uses this)
    10. 10. Content Management systemsCMS Sharepoint Wordpress Typepad Blogger Wikis Microsoft Content Management Server Tumblr (Microblogging) Twitter (Microblogging)
    11. 11. 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.
    12. 12. Security – Passwords Lastpass Keypass Double Authentication Fingerprint reader on laptop? Random number generator
    13. 13. Security – Backups Mozy Carbonite Amazon Cloud S3, Amazon Cloud Player Box Dropbox Icloud (Apple, Itunes for Music) Google docs, Picasa Web (Pictures) You-tube
    14. 14. 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. 9 Don’t be a fool. (If you fear someone finding your weird stuff, don’t even have it online). 1164189123608.html (Why we tell all online)
    15. 15. 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 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.
    16. 16. Database CRM or ERP? Custom Made (might require to host server) Microsoft Access Salesforce (cloud)
    17. 17. Financial SoftwareThe Mighty Might Quicken Mint Peachtree QuickbooksOr the 800 pound Gorillas Raisers Edge Sage Microsoft Dynamics Sage ERPCheck this link:
    18. 18. Voice and Videocommunications Skype VoIP (, Google Voice) Google Hangouts WebEx GoToMeeting Cell phones- Smartphones PBX (does anyone uses this?)
    19. 19. Licenses Techsoup Microsoft Adobe Intuit. Pay as you go (pay by service) specially if you are in the cloud. Use open source
    20. 20. 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.
    21. 21. 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 your-ipad-work-like-a-laptop.html
    22. 22. Bonus tool to learn How to manage your crazy Inbox The Zero Inbox Tool
    23. 23. 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.
    24. 24. 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.
    25. 25. How to Start Zero Inbox Spend long hours filtering stuff and deleting. Risk loosing important information Preferred option in Extreme cases Declare email bankruptcy.
    26. 26. Final recommendations Live a more automatic life 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)
    27. 27. Change ispossible
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