10 Technologies to rev-up your business

1Mobile email and mobile broadband
Far from being a fad, mobile email is an efficient, practical and liberating way for small business workers to stay on top of their workloads when out of the office. For best results, use mobile email with a laptop or smart phone device (a device capable of running an Internet browser and mini office applications). Some recommended devices include the Palm Treo range of smart phones running Windows Mobile (available on both Vodafone and Telecom mobile networks), Telecom’s Okta range and Nokia devices running the Symbian operating system. Laptops will need to be either WiFi-enabled or equipped with a mobile data network card (or both) to send and receive mobile email.
To get mobile email working, install communications management software like Microsoft Exchange Server on a business server and set it up so that email can be simultaneously accessed by designated mobile devices as well as desktop computers. Smaller businesses can alternatively use a host email provider able to manage all email centrally and deliver it to both desktops and mobile devices at the same time (talk to your mobile telco or one of their partners about a fully managed email service.)
A good mobile email solution will see email delivered to a desktop email inbox on one or more mobile devices simultaneously – changes made to an email from a mobile device will also be made to email on the desktop simultaneously and vice versa.
A solution that requires the user to manually synchronise email on a mobile device with email on desktop PC, is just not a good enough mobile email solution for 2008.
Finally, don’t forget the mobile data networks are constantly improving and mobile email is far from being the only thing you can use them for. Think about accessing other business applications over a secure mobile connection – a payroll system for example, a pricing catalogue, or a customer database.
Two useful starting points are: www.vodafone.co.nz/mobile-data/mobile-email/vodafone-email/ and www.telecom.co.nz/content/0,8748,202441-203071,00.html


2IP telephony and unified communications
IP telephony – which allows a voice call to run as data across a data network – can act as a platform to unify all business communications. All incoming and outgoing calls, texts, emails and voice messages can then be managed together from one central communication application – and that application can tell anyone on the network where anyone else is and how they want to be contacted. Think of making a mobile or landline call to someone by clicking a hyperlink in an office document or using Microsoft Outlook or something equally user-friendly to see if work colleagues are available for an online video meeting. You could then bring them into that meeting simply by clicking on their user name.
If all that sounds a bit over the top, it’s true that unified communications is still a pretty lofty goal for a small business and a difficult concept for many. (Unified communications providers like Microsoft and Nortel have even coined the phrase ‘hyperconnectivity’ to describe what happens when a large number of devices are connected to a unified communications network and become tough to manage.) However, unified communications is definitely achievable for small businesses; it just tends to be implemented in stages and the establishment of an IP telephony platform usually comes first.
On its own and even without all the fancy software that can sit on top of it, an IP telephony platform can make a significant difference to the telecommunications efficiency of a business. This has a natural on-flow to customer service and staff satisfaction, however it’s important to assess the business benefits of IP telephony properly as implementation stages can be expensive. It’s also important to assess IP telephony partners and site references – try to find a reference site that has telecommunications needs similar to those of your business.
Useful starting points:
www.orb.co.nz/products-services/phone-systems.html
www.agile.co.nz/IP-Telephony/MenuId/10.aspx
www.microsoft.com/nz/uc/default.aspx
and for wider research enter “IP telephony” into Google’s New Zealand pages.


3‘No-brainer’ data security
If your business information is stored on computers, data security technologies are the most important technology investment you can make. And while it’s wise to apply the same brand of security technology across all your business computer systems, it’s even smarter to spend a bit of money and get a data security consultant to help you figure out what your data security needs are and how to best meet them. (Look under Computer Security Systems in the Yellow Pages).
Generally, small businesses need security technologies that will protect their Internet gateway, their mail servers, file servers, their wireless networks and mobile and desktop PCs. Symantec and Trend Micro are common New Zealand security brands, but there are many others. Also look for a security brand with products designed specifically for small business data security. Just one example is Trend Micro’s ‘NeatSuite for Small Business’.


4Data storage explosion
Once you know business files, emails and applications are secure, how and where will you store them so you can find them again quickly if you need to reload a computer or access archived data to answer an urgent query?
Small business data storage solutions range from network wide Storage Area Network (SAN) solutions that use management software as well as hardware to ensure data is stored in a smart place in a smart way; to standalone back-up hard drives and disk drives that just do the basics of storage and backup. Either way, look for data storage solutions that offer a software overview of where data is stored, and when it was archived. Data storage hardware and connections should also let you access archived data quickly.
Useful starting points: Yellow Pages under “Data Storage” and
www.iomega.co.nz
www.datastor.co.nz
www.dell.com/storage


5Software as a Service (SaaS)
SaaS is a sassy acronym used to describe the use of a software application that is owned and hosted by a third party. You pay a monthly or per-user fee to use the application or system via a private or public Internet connection and your business information is stored and secured by the host company. The benefits are that you don’t have to buy a software license, maintain software or worry about data security and storage. The downside is that, depending on the software and its purpose, your Internet connection may need to be very reliable and fast.
There are various software applications available as SaaS, but common ones are payroll and CRM systems, and recently accounting software has become available as SaaS. It’s also possible to use a SaaS online storage solution. For example, Fuji Xerox Global Services will store all your small business data online, as will providers like ZeroOne and Revera.


6Wireless networking
Even the NZ Defence Force uses wireless networking. But yes, you do need to be a little smart about how a wireless network is set up to ensure you don’t get unwanted visitors accessing your Internet service or trawling around your sensitive business information. Once again, it pays to use a company with screeds of knowledge about wireless networking and its associated security risks, but once you get a wireless network properly set up you’ll wonder what you waited for.
Wireless networking means that desktop computers, laptops, printers, scanners, and a wide variety of other wirelessly networkable devices can be moved around the office according to convenience and still communicate with each other. If the devices have an Internet connection this will also be maintained when the device is moved. And don’t forget Bluetooth, that useful wireless technology that allows computers, keyboards, computer mice, headsets, scanners, digital cameras and other devices to wirelessly connect to each other at short range. If this sounds like a good idea, ensure that your office network devices support Bluetooth.


7Niche office applications
Everyone knows about spreadsheets, accounting software, word processing and email management software. But there’s a plethora of other office software solutions automating a myriad of other business processes. One example is MetriQ Professional, a time management and timesheet application that times all office work according to the amount of time a document, device or software application has been used for a particular client or task. (Think of professional services firms like law firms that charge by the hour and then charge extra for time spent photocopying or faxing.)
Other niche office applications include software for project management, managing vehicle fleets and freight, and automating retail point of sale and payroll processes. Then there’s packages like Dragon NaturallySpeaking – speech recognition software that lets users create documents, emails and spreadsheets by speaking; and Acronis True Image, a file and system backup and restore solution that wipes files so that they are permanently deleted and unrecoverable. Worth a look too is FileMaker Pro’s Business Productivity Kit which is database software with tools for client management, sales order processing, invoicing, labelling and project tracking.
When researching office software, think outside of the square. If a business process can be automated, it probably has been and exists as office productivity software somewhere.


8Multi-function peripherals
Known as MFPs or all-in-ones, the most basic multi-function peripherals tend to perform two or three tasks in one device. Typically, this is printing, scanning and photocopying, but MFPs may also act as fax machines. Depending on your needs, more sophisticated MFPs come with Internet connectivity, small computer screens, keyboards and the ability to email documents or scans from the device.
MFP’s can place an automated online order with a supplier when they sense they are running low on consumables like ink or toner. MFPs are almost always networkable too and document management specialists sell software that can centralise MFP management so you can send documents directly to a number of MFP’s, set them up to send documents between themselves; decide who can access them or who can print in colour; or instruct them to move a document to the front of a queue if an authorised user has marked it as ‘urgent’.
There’s much more – check out the term ‘document management solutions’ on Google or use the following starting points:
www.fujixerox.co.nz/content/default.html
www.canon.co.nz/business/default.aspx
http://h20271.www2.hp.com/SMB-AP/cache/
346619-0-0-155-121.html


9Desktop and laptop computers
If you want to know the latest in hardware talk, try saying “SLI graphics” “High Definition DVD optical drives” and “biometric scanning” – all of which a desktop or laptop computer may now possess. Look for computers with the latest operating system – probably Microsoft Vista or the latest Mac OS – but that also lets you ‘roll back’ to the previous version of the operating system if you are having trouble adjusting to the new one.
Choose computers that support Bluetooth technology, so keyboards, computer mice and other peripherals can be connected wirelessly; and PCs and laptops with support for wireless technology standards like WiFi, so computers can be connected to a private or public wireless network in an office, café, and airport or city hot spot.
Today’s desktop computers can also be connected to 3G mobile data networks through a USB device called a mobile data modem (Vodafone calls them ‘Vodems’ – cute). If you’re wondering why any business would want to connect a desktop to a mobile data service here are two reasons: the fixed line connection may be down; the mobile data rate may be faster or cheaper, or both.
Laptops are getting lighter and smaller while their graphics performance and storage capacity has increased. New security technologies for laptops include biometric fingerprint readers and there are mobile security features in new operating systems. (For example, Microsoft Vista has “BitLocker’, a technology that aids in encrypting information stored on the hard drive of a laptop computer.)
Finally, most computers have gone green – or as green as possible. Just one example (there are many) is Dell’s OptiPlex 755 business desktop with EnergyStar 4.0 and Electronic Products Environmental Assessment Tool (EPEAT) compliance. (Energy Star 4.0 is a US Environment Protection Agency programme that sets specifications for the amount of power drawn by a computer during sleep, off and idle modes, while EPEAT encourages users to compare and select desktop computers, notebooks and monitors based on their environmental attributes.)
Lenovo, HP, Toshiba and many other leading computer brands are also way ahead on the ‘green front’. If the environment matters to you, check out the green aspects of computers on their makers’ websites.


10 Anything ergonomic
Don’t under-estimate the business cost of repetitive strain injuries. Any member of the business can be forced to take increasing amounts of time off as a result of these injuries – including ‘head honchos’ and senior managers. Apart from investing in ergonomically designed office chairs and desks, and ensuring computer screens are low-glare and non-flicker (get rid of any and all old CRT monitors now!) it’s also possible to install network software that tracks how long users have worked at a computer workstation and locks them out from the computer application for a few minutes to ensure they take the recommended short break from keyboard strokes or get up from their chair at regular intervals.
Useful starting points:
www.wellnomics.co.nz
www.osh.govt.nz/order/catalogue/index.shtml#oo
Vikki Bland is an Auckland based IT writer. Email vbland@techjourno.co.nz