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January 16, 2012 By 2 Comments

Welcome to the Cloud

Your business needs to work everywhere. In this day and age of endless connection with others, it is becoming more imperative that businesses not be tied down to a physical business aspect that limits their capabilities. If you’re looking for more mobility, then welcome to the cloud.

Cloud computing is delivering host services all over the internet. So instead of hosting your software, servers or documents internally, they can instead be made readily available through the internet. Cloud based computing uses many different servers of its own across the internet, ensuring that your information is never in one single place and is secure. This safety feature also makes cloud computing possibly safer than having your own mainframe or using your own server in-house.

The Advantages of Cloud Technology

Those that work in the business world are constantly on the run. Who’s to say that your business can’t be just as effective from your local cafe than working in the office everyday. The ability to access your information from wherever your are with web based devices is certainly a nice tool to have in your back pocket- literally. The need to constantly remain seated in your office is less of a necessity. There is also no longer the need to keep constantly updating software. Cloud computers update software by themselves. So any software or information uploaded on a cloud server always has the most up-to-date, user friendly and convenient technology in use. This can drastically reduce the price of costs for information technology maintenance and software purchasing.

Grow your Business

Being advantageous of cloud technology allows you to focus on you. Use your time being innovative and growing your business, because cloud computing does the rest. It’s constantly checking your data to make sure it’s efficient, clean and effective. Yet it also give the satisfaction of knowing you are in control without the worry of security. Put your future, and your business, in the cloud.

Do you have some ideas of how you could use cloud technology to your business advantage? Have you used “the cloud” before?

File under: Business, Technology
July 14, 2011 By

Protecting Credit Card Information

Large companies have lost large amounts of money lately due to hacker activity. Sony suffered a hiccup when somebody infiltrated their PlayStation 3 database and got hold of their users’ credit card numbers. Sony repaired the error and gave customers 2 free games to download online. Citigroup was also a target for hacking attacks, but unlike Sony, company directors decided to withhold this information from consumers for 3 weeks.

In a world where online purchases are becoming the norm, security is key. You can offer your customers any perk you want, but nobody is going to spend their hard-earned money where strangers can come in and steal their credit card information. Merchants have several choices when it comes to payment applications, so it is always a good idea to go back to the SANS Institute’s list of validated payment applications.

In a PBS Frontline interview, Richard Power, Editorial Director of the Computer Security Institute, says that Visa International only recently came up with a set of guidelines for merchants to follow when doing online transactions. These new regulations focus on unloading more responsibility on the merchant when it comes to customer protection. By industry standards, saving data from credit cards’ magnetic stripes is not allowed.

These are the main steps to ensure customer data security.

  • No saving of sensitive data after the transaction has been authorized. This data includes card verification code, full magnetic stripe, and PIN block data.
  • Protecting cardholder data by masking PIN numbers and have software vendors inform customers of data purging processes.
  • Generation of strong cryptographic keys. Encrypting all information is vital to make it inaccessible to others. The cryptographic material used by previous versions of the payment application must be rendered irretrievable.
  • Provide secure authentication features, such as unique user IDs for each user, and authentication via password, secret question, biometric, or token or smart card.
  • To make passwords more effective, they should be at least 7 characters long, include numbers and letters, and should be changed every 90 days.
  • Limit repeated access attempts by locking out the account after a certain amount of login attempts. For added security, automatically log out users after they have been idle for 15 minutes.
  • Log payment application activity to keep track of transactions and make sure that there is no suspicious activity.
  • Never store cardholder data on a server that’s connected to the internet.

Much of the legislation dealing with Internet traffic and online transactions is still in the process of being created. User guidelines evolve together with the development of new technology. As new glitches are discovered, so are new fixes. By keeping up with the latest in credit card usage and payment applications, consumers and businesses can interact safely.

File under: Business, Technology
July 11, 2011 By

Small Business Project Management Software

Small business owners frequently believe that their particular industry or field is far too specialised to benefit from project management software. However, project management software can be enormously beneficial for small business, despite its perceived high cost. This is because the software, once properly configured, enables small business owners to quickly manage large quantities of data that would otherwise take significantly longer not only to process, but to frame in context.

As an example, any small business must invariably generate revenue statements detailing the progress in a particular quarter or year. By having project management software already in place, a slew of potentially difficult to find information is contained in one place. For a small manufacturing firm, the number of hours spent on a particular project or process is readily accessible, and often broken down by employee. Those employees who thrive at a particular task or process can be quickly identified; likewise, those who are not thriving in one area can be moved to another project where they can potentially contribute far more.

Departments that are chronically behind or understaffed also are much easier to evaluate with project management software than by using a traditional survey. This is because numbers convey factual data in a far more unsparing manner. Project managers frequently are consumed with the details of day to day operations, and are unable to provide more than a hastily arranged version of the overall progress of their department. Project management software provides answers when they are needed, in a form that is easily understood.

Although some forms of project management software can seem somewhat expensive, especially on the lean budget of a small business, they ultimately generate far more in profit and efficiency than the initial expenditure. This is because they can help a small business owner understand precisely what he is spending his money on. Overhead costs, profits, losses, and other forms of cash flow become immediately obvious when analyzed with the aid of software.

Additionally, project management software enables the automation of certain time-consuming tasks, such as the arrangement of meetings, the cataloguing of ideas, and other essential but occasionally tedious duties. Project managers are freed from having to micro-manage the progress of their particular task, and can instead focus on incorporating new procedures or innovative methods of motivating the workforce. Frequently, the difference between a successful, on-deadline project and a meandering, financially disastrous one is how effectively the project manager is able to guide his team. Shepherding a large project in a time-efficient manner requires a streamlined and clearly actionable process, which project management software can easily provide.

Additionally, project management software enables different levels of permission and access controls, which correspondingly allow employees to involve themselves in the project without compromising any levels of information privilege. This engenders a greater sense of participation, and correspondingly boosts enthusiasm across the board. In this way, project management software is a great aid to small business by forming a more integrated community and regulated exchange of information.

Resource:

IRIS Project Solutions has more info about project management software.

File under: Business, Technology
July 4, 2011 By

Small Business And Accounting Software: The Benefits

Managing a small business is fraught with issues. There’s the going concern of financing growth, managing payroll, paying vendors and creditors, proper invoicing and bill payments, as well as the constant issues of managing cash flow. All of these can become a source of great frustration and a continuous drain on the company’s resources. Thus, small businesses must be proactive in managing their operations. To this extent, purchasing the right accounting software is more than just another business expense. It’s an investment that allows small businesses to better manage all aspects of their finances, and an essential tool that empowers them to become more proactive in managing their day-to-day operating expenses. Whilst a number of small businesses view such a purchase as a huge financial outlay, they must temper these concerns with an understanding of the benefits of having a piece of accounting software. So what are some of the immediate benefits for small businesses looking to invest in such a purchase?

1. Financing Growth

Every company purchase must be managed in such a way as to retain enough capital to support the company’s daily operations. The right accounting software can make these decisions easier by providing small businesses with the ability to decide between leasing or buying. Ultimately, it’s about being able to make a “go/no-go” decision on capital expenditures without concern about how such purchases will affect the company’s daily expenses.

2. Managing Payroll

All small businesses are required to correctly file their P35, P34 and P11D forms. These pay-as-you-earn employer forms, or more commonly referred to by the acronym PAYE, must be properly filled out in order to avoid any delays or fines. Manual payroll processes are a thing of the past. The right accounting software can make managing payroll a much easier, and far less expensive, process.

3. Better Cash Flow Management

Properly managing cash flow is an essential aspect of small business success. A strong cash position allows small businesses to pursue prompt payment incentives and discounts with vendors and creditors. In addition, those aforementioned decisions on leasing or buying are easier to make when the company has greater visibility on incoming and outgoing payments. In essence, it’s about allowing the small business to take advantage of those times when it has a strong cash position, and protecting its interests when its cash position is weakened.

4. Proper Invoicing and Bill Management

Every small business owner understands the importance of proper invoicing practices. Whilst a number of small businesses still rely upon manual processes, most comprehend the importance of having an accounting software that can manage receivables in real-time. Do away with manual invoicing. Instead, rely upon a system that manages the customer’s invoices and provides advance warning when those invoices are approaching terms.

Whether it’s purchasing new computers, cell phones, fax machines or simply upgrading the company’s website or blog, making the right decision means having a handle on the company’s finances. An accounting software empowers small businesses to keep abreast of incoming customer payments and provides them with the ability to make decisions that maximize returns.

Resource:

Find out how accounting software can make your life easier at the IRIS Accounting Software website.

File under: Business, Technology
June 21, 2011 By

The cost of illegal software

Illegal software has many tempting features. Fully purchased programmes, particularly those in specialist niches, can cost an incendiary fee and licensing agreements may not cater for the amount of IT equipment a purchaser may have wished to install the software on. However, the cost of being caught far outweighs this; the result could be civil or even criminal proceedings from the company who owns the software’s copyrights. This is worrying as, a lot of the time, a company may not be aware if they are in accidental breach of their software licence and may accidentally, and perhaps unjustly, end up with huge fines or criminal charges against them.

The chances of being caught using illegal software can be quite high too as one of the most diligent watchdogs currently operating is the Business Software Alliance (BSA); their members include Microsoft, Adobe, Apple, Macromedia, Symantec, Veritos, Dell, IBM and more. It probably takes little imagination to conceive how powerful this alliance is and how seriously it takes licensing breaches.

The BSA, as an organisation, regularly communicates with corporations, governments and other important bodies but, as well as an obvious degree of influence, they also spend a fair amount of time collating data and information regarding suspected pirates. The BSA regularly performs audits on companies and administers fines where necessary. If a company are unable to provide correct licensing proof they are susceptible to fines even though in many instances they would have to actively volunteer information for the auditors who may not be legally entitled to see it.

If, for whatever reason, a company has found themselves in breach of the law, intentionally or otherwise, there are some actions that can be undertaken to combat any potential trouble they may find themselves in. The first is retrospective purchases of the appropriate licensing which will keep away any legal problems in the future. However, it may be wise, instead of doing this, to undertake some pre-emptive action to make sure a business never finds itself on the wrong side of the law.

One way of doing this is through an Asset Management service which is designed to carry out audits on all computers connected to a network. For obvious reasons it is better that the audit is carried out by such a service rather than the BSA. Although it may cost a reasonable fee to have a specialist consultant carry out this task, and then to implement all suggested changes, this cost is by some degree better than receiving a criminal or civil offence warning. Similarly, savings could be made as a consultant would be able to review all existing agreements, their value for money and recommend perhaps better options.

Due to the huge fines that can be accrued it is imperative to have an effective Software Asset Management scheme in place. The development of such a scheme allows for companies to develop and implement procedures and policies which will help optimise software assets as well as monitoring when a company’s agreement may expire and when they are eligible for new upgrades. The scheme also helps maximise money invested by highlighting the costs and benefits that come with the software utilised.

The benefits include being able to see when software is being paid for but not used, allows for a more solid business base as business functions will not be undertook by unlicensed or illegal software, and ensures that there is no accidental duplication of software.

File under: Business, Technology
April 29, 2011 By

How To Untether Your Business And Work Anywhere

It is almost strange in these days of wide spread smart phone adoption that we are talking about this because some days, it seems to me everyone is ‘mobile’. Yet, judging from the questions and comments we receive, I am proved wrong and so I’d like to share some thoughts on how I made gradual changes to my business so now, I no longer have to be in my office and at my desk all day long if I choose.

Before going too far I must say that not all businesses or entrepreneurs require, want or can be mobile. If you own a wedding cake business, obviously you can’t work from anywhere. However there are parts of any business that could be.

In our business, I do a variety of things. Some examples are blogging, writing guest posts, appearing on web casts, creating written and video content, fixing or tweaking web sites and of course application programming.

At this point in time, I still have not found a good way to program or fix web sites on the go. The reasons are varied but it is largely because there are certain programming environments I need to have access to that just aren’t available on a mobile device or if they do it’s plain uncomfortable. Give me a power house desktop and multiple monitors any time for that kind of work.

However there are plenty of other areas where I can implement mobility. Like, content creation, communicating with customers and followers on social networks or email, brain storming, project planning, team management. You get the idea. These are things you just don’t have to do in the office or for that matter need a computer to accomplish.

With that in mind, I started looking for tools that can help me write, brain storm, communicate and manage from anywhere.

One of the first things I purchased was not a smart phone surprisingly, but a Livescribe pen. If you didn’t have to be in touch with anyone at all this pen alone would suffice. It has really been great. Here is a short list of some ways I’ve used it:

  • Record conversations with clients as we went over their web site and hashed out wants, likes, changes
  • Write articles for distribution, affiliates and blog posts at the beach
  • Brainstorm new projects, company direction and focus at the park
  • Wrote standard operating procedures including sketches etc to share with helpers so they know exactly what I want and how I want it done
  • Record and note important points listening to an MP3 while traveling

The next thing I did, was to consciously seek out and utilize tools that are not desktop bound and when I say desktop I also mean laptop. I’ve never really been a fan of laptops and would much rather not carry one if I can carry something many times lighter and smaller.

Back to the tools, when choosing them I also made it a point to ensure the tool has either a mobile app or mobile interface. While I placed a high value on this, it was not entirely necessary depending on what the system is because if the program is accessible online, most modern smart phone browsers can handle it. Here’s a rough list of what I ended up implementing:

  • Our payment system was not a problem because we already utilize a web based shopping cart and set everything up for automatic delivery. For the service portion of our business, we used Zoho Invoice which is also web based and we will soon be switching to another script also web based but installed on our servers.
  • For emails, I put our domain on Google Apps that allowed me the use of Gmail, Google Docs and other applications under our domain name. This actually took care of more than just emails but document sharing and calendars.
  • When it comes to task and project management, I specifically seek out web apps that can be tied into Google Apps. I’m still moving back and forth between a few solutions with no concrete decision which yet but as of now, it’s a close race between ManyMoon and GQueues.
  • In other areas, I chose Evernote and Dropbox.

Lastly, I upgraded my phone. While I’ve always had a smart phone, I felt it was important to switch to a different platform that offers more current and popular apps and also one that the tools chosen above supported. Because I made sure the tools I used had mobile options in the step above, this part was like riding downhill. It just ‘fell in place’. All I needed to do was to get and install the mobile apps.

Somewhere along the way I also added a tablet. It does not get as much use as the phone though. And now, I have everything I need to stay productive no matter where I am and even at very short notice. A wonderful example was when my husband asked me to accompany him on several trips to a nearby city these past 2 months. Without having to think too much about it, all I needed to do was pick up the phone, my Livescribe pen and notebook. I’m good to go.

Have you gone mobile too? What do you use most? Do you like it? Do share use the comments space to share.

File under: Blog, Technology
March 3, 2011 By

Design and Print Terms Explained – A reference guide

I’m aware that as a Graphic Designer, working alongside Printers, there are a number of terms that we may use that mean completely nothing to a business owner. So I thought I’d write a series of articles that clearly explain some of these terms. You can use it as a reference guide so that next time you’re speaking to your designer or printer you know what they are talking about.

Graphic Design Software and File Types

Designers use a number of software programs with lots of different file types. Talk of Jpegs, Layered files, eps files can all get bit much. Here are some of the main programs and file types listed and explained.

The main programs used for desktop publishing in the Graphic Design Industry are Adobe Illustrator, Adobe Photoshop and Adobe Indesign.

TOP TIP: Inkscape, Scribus and Gimp are Open source equivalents of the software mentioned above. Open source, meaning completely free.

Adobe Illustrator

Illustrator is a Vector Graphics editor that is predominantly used for drawing Illustrations and Logo Designs. Vectors are graphics that are made up of mathematical points. Because of this, Vector graphics can be scaled up or down without loosing any of their quality. This is why software like Illustrator, is preferred by designers, to create logos. These can then be scaled to a large shop sign or to a small logo for your business card.

Main File Formats:

  • .ai – this is the original file format that Illustrator creates and can only be opened by Illustrator.
  • .eps (Encapsulated PostScript) – this file is a stand alone file that can be imported into other programmes like Photoshop or Indesign.

TOP TIP: If a Graphic Designer has created a logo for you ask him to provide it in .eps format. This means all the required information is contained in the file and you can send this to other Designers to use.

Adobe Photoshop

Photoshop is a graphics editing software. It allows designers to create and manipulate pixel based images in many various ways. Every image created in Photoshop is made up of pixels and the more pixels an image has the larger the file size will be. A logo that you have used on your Powerpoint presentation may only be 200 kilobytes where as an image used on a Billboard may be a few hundred Megabytes.

TOP TIP: File size is typically the reason why people try to send emails and they bounce back. The image is usually too big to get through the email or your Powerpoint file is too big because you’ve filled it with large images. Most email servers these days can handle files approx 10megabytes big. If you are sending larger images to people via email, try using a file transfer site like www.yousendit.com

Main file formats:

  • .tiff – (Tagged Image file format) – this format is typically used by designers in desktop publishing as it saves the file without loosing any of the quality. The files sizes are usually quite large.
  • .Jpeg (Joint Photographic Experts Group) – this format is used to compress files. The more a file is compressed the smaller the file size. But this also leads to an increased loss of quality. Files shouldn’t be saved as a Jpeg more than once as every time you save it, it looses more quality.
  • .gif (Graphics Interchange Format) – gif images are mainly used for websites as the compression allows for very small file sizes. gif’s can’t handle too many colours so it is best suited for simple images such as logos. It also allows for transparent backgrounds.
  • .psd – this file format is the original Photoshop format. It allows for multiple layers to be saved in the same file.

Layers, in Photoshop, are a tool that allow multiple images or effects to be placed one on top of each other. This allows for easy editing as each layer can be removed or amended quickly.

TOP TIP: Always ask for the layered files of any artwork that is created for you in Photoshop. This means that any future designers can easily manipulate the work using the .psd file.

A note about File resolution:
The following is a regular scenario in my day job. A designer requests an image file. An image is grabbed from a website and sent. The designer responds, saying that the file is not good enough quality and asks for a High Resolution file. Why is the designer asking for this?

All images have a resolution or dpi (dots per inch). The higher the resolution, the better quality the image. Designers and Printers usually work with files that have a resolution of 300dpi. This allows for the image to be printed at high quality. The resolution of your computer screen is 72dpi. When people optimise their images for the Web they reduce the resolution down to 72dpi as this dramatically reduces the file size. Any more than 72dpi is a waste as your screen won’t display any higher than that.

TOP TIP: If you have a database of images, keep one folder of your High-Res Images or your 300dpi images and a Low-Res folder with all your 72dpi images in them. This will allow you to quickly navigate to the correct file type when asked.

Adobe Indesign

This program is predominantly used for Brochure or Newsletter design. Quick and flexible page layout tools in Indesign allow for great multiple page documents.

Main file format:

  • .ind – This is the original file format for Indesign. Once the document is finished it is usually exported as a HIgh-Res PDF and then sent to the Printer.

A note about PDFs:
PDF (Portable Document File) – is an open format for document exchange. It is created in a program called Adobe Acrobat and can be opened by a free to all program called Adobe Reader. Designers use PDF documents because all the file information can be stored in one file format that can be accessed by anybody with Adobe Reader. PDFs can be saved as High Resolution files that are ready to Print. Once exported from a program PDFs can not be adjusted in any way. All the programs listed above can export PDF documents.

TOP TIP: If your designer has provided the final artwork as a PDF document, make sure that you get access to the original file format, wether ,ai, .psd or .ind, as the PDF document will no longer be able to be amended.

File under: Business, Technology, Web Development
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