Data management and office communication

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Romulo Lopez
&
Rainer Heufers

DATA MANAGEMENT AND OFFICE
COMMUNICATION

Biggest problem in today’s
office
 Too much information (TMI)
 Information overload (where do I start)
 Consumerization...

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 (So...

Information storage paradigm
shift.
 Paper
 Mainframes - Dumb Terminals Not much can be done
 Personal computer r...

Email Tools

 Exchange server, Outlook
 Hotmail, Yahoo, Gmail
 Offline email programs (for when you are not
able to b...

Other alternatives to email

 Social Networks
 Facebook private messages
 SMS and Twitter (hash tags)
 Google Hangouts...

Document Collaboration

 Microsoft Office (SharePoint and now Office
Live)
http://www.microsoft.com/office/olsb/S...

Document Collaboration
Less known but interesting
 Slide Share http://www.slideshare.net/
 Prezi http:/...

Content Management systems
CMS
 Sharepoint
 Wordpress
 Typepad
 Blogger
 Wikis
 Microsoft Content Management Server
...

Security

 Norton
 Microsoft Security Essentials
 Trust Apple security and genius like a
Clapping seal!!
 If you are...

Security – Passwords

 Lastpass https://lastpass.com/
 Keypass http://keepass.info/
 Double Authentication
http://sup...

Security – Backups

 Mozy
 Carbonite
 Amazon Cloud S3, Amazon Cloud Player
 Box
 Dropbox
 Icloud (Apple, Itunes for ...

Security guidelines
 Keep sensitive information of the net.
 Spend time designing your security strategy.
 Use encrypti...

Security tools
 Password manager
 Disk encryption in your computer, password protect your system
(including after scre...

Database

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

Financial Software
The Mighty Might
 Quicken
 Mint
 Peachtree
 Quickbooks
Or the 800 pound Gorillas
 Raisers Edge
 S...

Voice and Video
communications
 Skype
 VoIP (Vonage.com, Google Voice)
 Google Hangouts
 WebEx
 GoToMeeting
 Cell ph...

Licenses

 Techsoup http://www.techsoup.org
 Microsoft
 Adobe
 Intuit.
 Pay as you go (pay by service) specially if y...

A few principles before
choosing software, hardware
or tools.
 Consider it’s learning curve
 Network effects
 Loc...

Working trends
 Working from home.
 Working from your nearest coffee house.
 Using shared office spaces.
 Work...

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 cur...

Zero Inbox Philosophy(cont.)

 Use search function to find emails.
 Enforce good subject lines, avoid hi, hello,
just ...

How to Start Zero Inbox

 Spend long hours filtering stuff and deleting.
 Risk loosing important information
 Preferred...

Final recommendations

 Live a more automatic life
http://blogs.hbr.org/schwartz/2012/03/why-you-
need-to-make-your-l...

Change is
possible

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