Technology & Productivity Weekly

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Small businesses are challenged with less resources than enterprises with similar IT needs. The risks of poorly managed IT services include financial losses, productivity lapses and susceptibility to malware and hackers. For a small business, these risks can have a critical impact. Depending on a company's budget, investing in new computers could be less burdensome than for others. However, implementing new software and integrating these systems might be an additional challenge. To help SMBs offset the burdens of IT implementation, selecting a managed service provider is an affordable option. Managed service providers cost about $20 to $40 a month, depending on the kind of services provided; generally, SMBs can choose from tasks like data backups and help desk needs. Through the use of a managed service provider, companies can receive comprehensive IT support remotely, which results in significant cost savings.
(http://www.smallbusinesscomputing.com/news/article.php/38979 66/IT-Management-101-for-Small-Business.htm)

The iPad debuted as a tech-savvy consumer device, but businesses have caught on to its functionality as a productivity tool. More than half of the Fortune 100 companies are testing the iPad for its potential to improve efficiency in the workplace, especially since there are about 500 applications aimed at businesses. The iPad has experienced a vastly different reception than the iPhone, which some companies actually banned. With prices ranging from about $500 to $800, IT analysts say that companies are investing in at least trial numbers of the iPad to evaluate its business potential. The iPad has also been particularly useful in the sales industry, especially since its battery-life is comparable to some laptops.
(http://online.wsj.com/article/NA_WSJ_PUB:SB10001424052748703 846604575447531699309858.html)

To maintain fiscal management of your business, tracking cash flow is critical. Using Excel, firms can create a spreadsheet for income sources and expense items, inputting the months of the fiscal year across the top cells. In each cells, input the amount of money that is anticipated in payouts or that will be received. Following the totals of the monthly columns, firms can then project their month-end bank balance. As the year continues and concrete figures are available for the cells, create an "Actuals" worksheet for comparing the estimates to the actual numbers; color coding the actuals will help differentiate it from budgeted data. A third worksheet should be created comparing the estimated budget to the actual budget, so businesses can see where their figures vary monthly. Continuously updating this sheet will provide businesses with a way to monitor cash flow, which can help offset losses and improve budget planning.
(http://www.smallbusinesscomputing.com/biztools/article.php/3 897761/Small-Business-Solution-Manage-Your-Money-in-Excel.htm)

There are five convincing reasons why small businesses should consider adopting videoconferencing technology. First, the price of videoconferencing equipment has significantly fallen compared to previous years. Firms can install a Web cam for less than $100 and take advantage of free videoconferencing services online. The second reason that videoconferencing has become more attractive is due to cheaper bandwidth availability, as well as easier transmission of large media files. Cloud computing, the third factor, has greatly transformed the way in which videoconferencing is conducted. Instead of in-house deployment and management, SMBs can outsource videoconferencing to a cloud provider for as little as $10 to $50 monthly; otherwise, services like ooVoo and Skype are free. Improved video quality is perhaps one of the best reasons to implement videoconferencing, since high-quality systems were previously confined to enterprises. Finally, the simplification of videoconferencing should goad small businesses to feel comfortable using these systems, which are as simple as clicking a link in many cases.
(http://www.informationweek.com/news/smb/network/showArticle. jhtml?articleID=226700199)

Microsoft's latest Small Business Server known as Aurora has been launched. Microsoft said the product is a "great platform for small businesses wanting to combine traditional and cloud computing." Aurora will support up to 25 users and can be downloaded from the Microsoft Connect Web site. Microsoft has also provided a version of its Windows Server Solutions Software Developers Kit for writing Aurora add-ins. Another Windows Home Server, currently known as Vail, will provide SMBs with the ability to restore multiple computers and stream media remotely. By the end of summer, Microsoft is also expected to release its Small Business Server 7, which will be integrated with Windows Server 2008 Release 2.
(http://www.smallbusinesscomputing.com/news/article.php/38989 26/Microsoft-Previews-Small-and-Home-Business-Servers.htm)

To leverage a small business' social media presence, companies should venture beyond simply creating a Facebook page. Grouply.com is a site that integrates listserves with traditional Facebook features, like wall posts and comments. Companies can create a page on Grouply just as simply as they would on Facebook, but the advantage with this social media site is that potential users can access your firm's page even if they do not have a Grouply account. Instead, these users participate via email, while linking groups from Yahoo and Google for a broader audience. Grouply is a growing social media site, with over half a million users every month, so it is comparable to Facebook in popularity. For SMBs on a budget, the free features of Grouply are beneficial; but for $20 a month, companies can build their own ad-free site with their very own domain name.
(http://www.newsfactor.com/story.xhtml?story_id=74815&full_sk ip=1)

Skype, which became a popular option for consumers making overseas calls, is expanding its business appeal. For small to medium-sized businesses, Skype offers an affordable means for long distance calling. However, the telephony platform lacks enough sophistication for a firm's full calling needs, so Skype should serve as a supplementary service. Among Skype's features are the capacity to download the phone software and begin using it immediately, with newly introduced pricing plans starting at one cent per minute. Users can also pay for caller ID, with features such as call recording, videoconferencing archiving, and voicemail management available from third-party vendors. Skype should be used with caution, since the platform is susceptible to spamming attacks, and the service has also experienced a history of outages.
(http://www.informationweek.com/news/smb/network/showArticle. jhtml?articleID=226600135)

Firms often conflate practice management with time and billing. Rather, practice management should support a range of functions, which essentially means breaking down projects into a comprehensive process. Current practice management applications should support a single database so that tax returns and statements, W-2s, and other relevant data are available in real-time. Furthermore, firms should provide mobile access to this data to encourage enhanced collaboration and remote working. Well-organized dashboards are also a significant asset to firms seeking robust practice management solutions. Dashboards displaying information like billing, staff availability, and accounts receivable are useful to organizational support and daily operations. Furthermore, dashboards provide a concise but comprehensive view of a company's current workflow and progress. Efficient practice management models save firms time and increase cash flow, while supporting a platform that is customized for your firm's needs.
(http://www.cpatechnologyadvisor.com/print/The-CPA-Technology -Advisor/Expect-More-from-Your-Practice-Management-System/1$2914)