Data management and office communication

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DATA MANAGEMENT AND OFFICE COMMUNICATION Romulo Lopez & Rainer Heufers

description

Presentation given at TTMBA 2012, by Atlas Economic Research Foundation about data management and office communications.

Transcript of Data management and office communication

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DATA MANAGEMENT AND OFFICE COMMUNICATION

Romulo Lopez&Rainer Heufers

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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)

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Tools to communicate

Email Social Networks Wiki’s Intranets Blogs Youtube

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

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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.

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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

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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.

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Document Collaboration

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

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Document CollaborationLess known but interesting

Slide Share http://www.slideshare.net/

Prezi http://prezi.com/explore/ WebEx GoToMeeting (Atlas uses this)

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Content Management systems CMS Sharepoint Wordpress Typepad Blogger Wikis Microsoft Content Management

Server Tumblr (Microblogging) Twitter (Microblogging)

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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.

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Security – Passwords

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

http://support.google.com/accounts/bin/answer.py?hl=en&answer=180744

Fingerprint reader on laptop? Random number generator

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Security – Backups

Mozy Carbonite Amazon Cloud S3, Amazon Cloud

Player Box Dropbox Icloud (Apple, Itunes for Music) Google docs, Picasa Web (Pictures) You-tube

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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%29

Don’t be a fool. (If you fear someone finding your weird stuff, don’t even have it online). http://online.wsj.com/article/SB10001424052970204795304577221164189123608.html (Why we tell all online)

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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.

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Database

CRM or ERP? Custom Made (might require to host

server) Microsoft Access Salesforce (cloud)

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Financial Software

The Mighty Might Quicken Mint Peachtree QuickbooksOr the 800 pound Gorillas Raisers Edge Sage Microsoft Dynamics Sage ERPCheck this link:http://www.techsoup.org/learningcenter/software/page5144.cfm

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

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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

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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.

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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

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Bonus tool to learn

How to manage your crazy Inbox The Zero Inbox Tool

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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.

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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.

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How to Start Zero Inbox

Spend long hours filtering stuff and deleting.

Risk loosing important information Preferred option in Extreme cases

Declare email bankruptcy.

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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)

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Change is possible