2. 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)
4. Tools to store information
Paper
Mainframes
Servers and PC (Personal Computer)
External disks (Laptops)
SAS (Software as a Service)
Cloud
5. 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.
6. 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
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 or
sites.
8. Document Collaboration
Microsoft Office (SharePoint and now Office
Live)
http://www.microsoft.com/office/olsb/Splitte
r-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
9. Document Collaboration
Less known but interesting
Slide Share http://www.slideshare.net/
Prezi http://prezi.com/explore/
WebEx
GoToMeeting (Atlas uses this)
10. Content Management systems
CMS
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 a
Clapping seal!!
If you are a geek use weird operating systems
like Linux or friendly Ubuntu.
12. Security – Passwords
Lastpass https://lastpass.com/
Keypass http://keepass.info/
Double Authentication
http://support.google.com/accounts/bin/ans
wer.py?hl=en&answer=180744
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 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%2
9
Don’t be a fool. (If you fear someone finding your weird stuff,
don’t even have it online).
http://online.wsj.com/article/SB1000142405297020479530457722
1164189123608.html (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 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.
16. Database
CRM or ERP?
Custom Made (might require to host server)
Microsoft Access
Salesforce (cloud)
17. Financial Software
The Mighty Might
Quicken
Mint
Peachtree
Quickbooks
Or the 800 pound Gorillas
Raisers Edge
Sage
Microsoft Dynamics
Sage ERP
Check this link:
http://www.techsoup.org/learningcenter/software/page5144.cfm
18. Voice and Video
communications
Skype
VoIP (Vonage.com, Google Voice)
Google Hangouts
WebEx
GoToMeeting
Cell phones- Smartphones
PBX (does anyone uses this?)
20. 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.
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
http://www.inc.com/business-travel-2011/apps-that-make-
your-ipad-work-like-a-laptop.html
22. Bonus tool to learn
How to manage your crazy Inbox
The Zero Inbox Tool
23. 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.
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 discussion
unless necessary
Use email to keep track record.
Avoid attachments, include relevant
information in message.
25. How to Start Zero Inbox
Spend long hours filtering stuff and deleting.
Risk loosing important information
Preferred option in Extreme cases
Declare email bankruptcy.
26. 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)
Open discussion, some notes on board, have input from participants.
Remember to discuss organization problems for email.
Systems that allow you to manage your own websites
Do you have any security at all? Are you a Mac user?
Do you use password management strategies?Do you have problems accessing or remembering passwords?Do you save your passwords in the browser?
What would happen if your computer is stolen or disappears on a fire where all your backups are gone?What would you do with your documents
Best Password can be beaten by lack of common senseWhy is it that we have become so prone to share everything we do online. Isn’t this a security threat in your countries? Do you check your security settings in Facebook and twitter. Do you share your personal life to everyone?
-Security can seem ridiculous, but it’s something that is necessary. -Yes there are bad guys out there.-Yes it can happen to you.-No matter what you do someone is going to fool you. Doesn’t means that we can’t or we shouldn’t prepare.-I can see with a easy to find wifi scanner what you are doing on an open wifi. Always encrypt, or learn how to encrypt your communications.-Best tool, if you need to share a password, pick up the phone and call your friend, also a great excuse to talk to people.-Use your memory (or a password manager) no small papers or notes in your corkboard.
Do you get software licenses for your non-profit?Check your country distributors, they are looking for good community partnerships they give away software.
Which technology is more likely to get support from peers(Vhs or Beta and you choose Beta)
Biggest campaign or issue is done by some small guy with a camera and youtube. The power of new and revolutionary ideas that make your think tank irrelevant.
Only if there is time.
The more automatic we live the more time we have to think new problems