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.

Transcript of Data management and office communication


2. Biggest problem in todaysoffice Too much information (TMI) Information overload (where do I start) Consumerization of resources everyone istheir own IT. Connecting the dots Disperse knowledge (Information Silos) 3. Tools to communicate Email Social Networks Wikis 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 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 usephones, tablets, readers, VDI (Virtual DesktopInfrastructure) 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 notable 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 orsites. 8. Document Collaboration Microsoft Office (SharePoint and now OfficeLive) Google Docs Zoho Docs Adobe PDF (you need full PDF version to useit) Wikia (from Wikipedia platform)ttp:// 9. Document Collaboration Less known but interesting Slide Share Prezi WebEx GoToMeeting (Atlas uses this) 10. Content Management systemsCMS 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 aClapping seal!! If you are a geek use weird operating systemslike Linux or friendly Ubuntu. 12. Security Passwords Lastpass Keypass Double Authentication 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 evenafter screensaver. Wipe used hard drives or destroy them with a constructionhammer, before recycling computer. Dariks Boot And Nuke Beware of social engineering attacks. Dont be a fool. (If you fear someone finding your weird stuff,dont even have it online). (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 Change passwords frequently, specially after trips Check what IPs are used to log on to your email, become familiar withyour usual IPs If you stop using an old account, visit it once a month and delete junkand 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 SoftwareThe Mighty Might Quicken Mint Peachtree QuickbooksOr the 800 pound Gorillas Raisers Edge Sage Microsoft Dynamics Sage ERPCheck this link: 18. Voice and Videocommunications Skype VoIP (, Google Voice) Google Hangouts WebEx GoToMeeting Cell phones- Smartphones PBX (does anyone uses this?) 19. Licenses Techsoup Microsoft Adobe Intuit. Pay as you go (pay by service) specially if youare in the cloud. Use open source 20. A few principles beforechoosing software, hardwareor tools. Consider its learning curve Network effects Lock in costs Dont forget that software and hardware are tools not your mainbusiness reason. Outsource whenever possible Give crowdsourcing a chance. Rent dont own SAAS prefer out of the box ready to work solutions, avoid serversor costly custom built solutions that depend on a developer orparticular 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 22. Bonus tool to learnHow to manage your crazy Inbox The Zero Inbox Tool 23. Zero Inbox Philosophy Works best when you can archive messages (notdelete) Keep inbox clean only stuff that is current andnot pending is kept, anything that has beenalready 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 lifeseparate). Unsubscribed from unwanted email or mark asSpam 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 discussionunless necessary Use email to keep track record. Avoid attachments, include relevantinformation in message. 25. How to Start Zero Inbox Spend long hours filtering stuff and deleting. Risk loosing important information Preferred option in Extreme casesDeclare email bankruptcy. 26. Final recommendations Live a more automatic life,internalize best practices, rehearse and repeat spendmore time thinking about new stuff. Learn to learn and Read to just read. (use Blogreaders-RSS, Google Reader, Facebook or Twitter tofind material to read) Develop your own brand, keep your reputation, bothoffline and online. Small changes lead to big changes (Personal story) 27. Change ispossible