The document discusses challenges in modern office communication and data management, particularly focusing on information overload and the consumerization of IT resources. It explores various tools for communication, document collaboration, content management, and security, emphasizing the importance of an effective information strategy. Additionally, it introduces the 'zero inbox' philosophy for managing email more efficiently and offers recommendations for software and working trends in the digital age.

1. Romulo Lopez
&
Rainer Heufers
DATA MANAGEMENT AND OFFICE
COMMUNICATION

2. 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)

3. Tools to communicate
 Email
 Social Networks
 Wiki’s
 Intranets
 Blogs
 Youtube

4. Tools to store information
 Paper
 Mainframes
 Servers and PC (Personal Computer)
 External disks (Laptops)
 SAS (Software as a Service)
 Cloud

5. 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.

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. 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. 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

9. Document Collaboration
Less known but interesting
 Slide Share http://www.slideshare.net/
 Prezi http://prezi.com/explore/
 WebEx
 GoToMeeting (Atlas uses this)

10. Content Management systems
CMS
 Sharepoint
 Wordpress
 Typepad
 Blogger
 Wikis
 Microsoft Content Management Server
 Tumblr (Microblogging)
 Twitter (Microblogging)

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. 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

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. 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%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)

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 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.

16. Database
 CRM or ERP?
 Custom Made (might require to host server)
 Microsoft Access
 Salesforce (cloud)

17. Financial Software
The Mighty Might
 Quicken
 Mint
 Peachtree
 Quickbooks
Or the 800 pound Gorillas
 Raisers Edge
 Sage
 Microsoft Dynamics
 Sage ERP
Check this link:
http://www.techsoup.org/learningcenter/software/page5144.cfm

18. Voice and Video
communications
 Skype
 VoIP (Vonage.com, Google Voice)
 Google Hangouts
 WebEx
 GoToMeeting
 Cell phones- Smartphones
 PBX (does anyone uses this?)

19. 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

20. 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.

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
http://www.inc.com/business-travel-2011/apps-that-make-
your-ipad-work-like-a-laptop.html

22. Bonus tool to learn
How to manage your crazy Inbox
The Zero Inbox Tool

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. 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. 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. 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)

27. Change is
possible