As the Internet has become a fundamental resource for many small businesses, there are more tools available to give users on-demand access to virtualized resources that can help them operate on a smaller budget and appear more professional.
For example, virtual phone systems and cloud computing services, are two Web concepts that, like many others online, are less costly, accessible from unlimited locations, collaboration-friendly, and may be more reliable than physical phone systems or back-up servers.
However, less than 10% of small businesses have complete trust in cloud computing solutions, according to a survey conducted on customers of Egnyte.com, a Website that provides on-demand file server back-up. Cloud computing typically allows users to access business services from a Web browser producing a shared pool of resources accessible from any location. Reluctance to use the technology could be the result of business owners’ inability to define how they would use such Web tools or how the tools could benefit their day to day operations.
Other virtualized Web technologies that small business owners can take advantage of include: paperless billing software, data back up, virtual phone systems, and data collaboration tools.
Following are four innovative technologies and several Web services that small business owners can use to increase productivity, build reliability, and operate their business from any computer in the world:
REMOTE ACCESS SYSTEMS
Being able to remotely access your files from an outside location is not the sexiest topic in the world, says Ramon Ray, a small business technology expert, blogger and author of Technology Solutions for Growing Businesses ($29.95; Amazom). However, as people become more mobile, knowing that you can access a sales proposal from your home on the weekend or while in the car with a client, for instance, can mean the difference between profits and losses.
Pros: Accessing a host computer from offsite is quite like controlling a remote control toy. With Websites like GoToMyPC.com the user can take control of the files stored locally on her host computer from an internet-connected computer anywhere in the world.
Cons: While GoToMyPC.com will provide you access to your office computer from any computer you choose, it does not automatically backup data on your host computer. Also, with many remote access systems, a plug-in might need to be installed on the host computer, which might deter some users from accessing it.
Costs: For one PC, it will cost $19.95 per month on an individual plan, but a business plan costs $33.90 per month for a two-computer license, and for three to 20 PCs, prices start at $12.95 per month per PC.
More remote access software:
PCAnywhere is $199 for one user and his computers.
BACKUP AND STORAGE
Sometimes remote access is not enough. That’s where cloud computing comes into play. Web services such as Carbonite.com and Egnyte.com store files and prevent lost data.
Pros: These Websites will automatically store everything from your computer onto a virtual server on the Internet not only allowing you to access the information from anywhere but also providing automated backup to whatever changes you make. The user no longer has to worry about keeping track of which saved version on which computer is the most recent. Now there is only one version and it is safely stored in one place that is accessible anywhere and to any employee who needs it.
Cons: With any storage and remote access Website security is the main attribute of concern for some small business owners. “When you work with any type of cloud computing facility you have to be careful with the terms and conditions,†says Chris Curtis, founder and director of Newark, Delaware-based Web Business Ownership, a company for online entrepreneurs and host to the WebWise Business Radio Show. “In some cases you are agreeing to give up rights to your material,†she adds.
Costs: A one-year subscription to Carbonite.com costs $54.95, while 1 terabyte of space (equivalent to 1024 gigabytes) on Egnyte will cost $15 per user for up to 10 users.
Other products that offer similar services:
Microsoft’s Small Business Servers has licenses that range from $1,089 to $3,780.
VIRTUAL PHONE SYSTEMS
For no cost, Google Voice offers many of the same features as for-pay services such as Skype, which can cost $2.95 per month for non-Skype to Skype calls.
“Google Voice is a phone system that makes [your company] look bigger than you are,†Curtis says. “It is way more than a phone system. It is almost like a personal assistant.â€
Pros: The Web-based phone system allows users to place and receive calls, and manage office, cell, home, and an unlimited number of phone numbers and voicemail through one phone number. At the user’s command, Google Voice will forward incoming phone numbers to specified phone lines.
The free service is useful for small business owners that might have employees working from several locations, such as a sales team. Finally, transcribing meeting minutes might be a thing of the past since it can hold teleconferences, record calls, and transcribe the minutes online.
Cons: Right now Google Voice is only available to current users of GrandCentral.com, the company that Google purchased in March 2009, and it has not announced when others will be invited to use it. The service is free, but some critics, such as the Electronic Privacy Information Center, have expressed concerns about data Google could collect from users regarding calling habits and Internet behavior. Also, unlike Skype, Google Voice does not offer video conferencing.
Other Web-based telephone services:
DimDim.com offers free Web conferencing with voice and video for up to 20 people, but upgraded plans that include transcription can start at $228 per year.
RingCentral.com has at $14.99 per month an option to allow you to use professional voice talent to record greetings and on hold announcements.
Grasshopper.com gives you a toll-free, custom vanity number starting at $9.95 per month plus a $30 activation fee.
PAPERLESS BILLING
There is nothing new about online accounting software, but some Web software services like Freshbooks.com provides paperless solutions through online invoicing to reduce the tedium of billing, time tracking, and expensing.
Pros: Freshbooks.com creates invoices based on time, expenses or fixed-cost services/ items and produces timesheets.
“The software is great for Web developers, graphic designers, and people that work on a lot of small projects,†Curtis says. “It [keeps project managers] on time and on budget because now everybody can work through one interface.â€
Owners can file expense reports, send estimates, bill and re-bill clients without ever having to lick an envelope. Users can send customized invoices by email or by U.S. mail for $1.79 per invoice with first class business mail postage and return envelope included.
Cons: Some people may find Freshbooks inconvenient, since the user is bound to access his expense accounts and client billing exclusively online unless he purchases the download that backs up data locally.
Costs: The free version of Freshbooks allows one employee to manage three clients and send an unlimited number of invoices. Upgraded packages of the software range from $19 to $149 per month and provide increasing numbers of clients and employee access with each upgrade.
Other paperless billing software:
Quickbooks.com customers can start invoicing up to 20 customers for free.
GoToBilling.com offers paperless marketing, invoicing and billing software ranging from $99 to $449 for set up fees and from $29 to $129 for monthly charges.
DATA COLABORATION AND MORE
Websites such as Drop.io and Evernote.com, both feature services that fall under several of the above categories but present these features in unique ways.
Pros: Drop.io and Evernote act like virtual Post-it Notes for not only text, but for multimedia as well. Data is “dropped†into these programs like buckets that are then categorized, bookmarked and/or tagged to make follow-up and searching convenient. The buckets of data can be used to collaborate on group projects that could involve anything from real time streaming to conference calling to data back-up. Drops can be made from widgets, applications, and plug-ins added to browsers and/or mobile devices.
iPhone users get a feature called JotNot, which will correct the contrast, lighting, and angles of poorly taken photos. Evernote will even recognize and tag words in handwritten notes that were photographed.
Cons: A working connection to the internet is vital to any virtual Web product. If the internet went down for on hour, the Egnyte.com survey reports that 51%Â of its respondents would be moderately impacted and nearly a quarter (20%) would be severely impacted.
Costs: Both drop.io and Evernote are free, but they both offer premium subscriptions that begin at $5 per month with Evernote and $19 per month for Drop.io.
Websites with similar features:
Zoho projects: This tool features a project stream that keeps all users update to changes made within the project. Paid plans range from free to $80 per month.
RESOURCES
Smallbiztechnology.com provides news, analysis, and discussion about tech tools for small to medium sized businesses.
Webbusinessownership.com is a source for information and resources for small businesses that want to develop an online business.
VirtualPhoneSystemReviews.com reviews virtual phone systems comparing each one on prices and features.