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If
you are setting up your
own small office or small home office, take time to learn about the
latest online software and services that can help you to boost
productivity, without having to invest in expensive hardware.
You will need a reliable phone system, e-mail service, fax service, and
CRM system for your small office business. You will also have to choose
between proprietary software and open source software. Some of the most
important online systems for small offices are mentioned here:
1.
Virtual small office phone service:
A dependable phone system
will help you to communicate with customers, partners, and suppliers.
There is no need to invest in expensive hardware.
You can join a virtual small business PBX service, which will use your
current phone lines or add a local or toll free number. This will serve
as the main telephone number of your business and all callers will be
greeted by a virtual receptionist.
You can arrange for calls to be routed to any phone number and receive
calls on your home phone after office hours, or have them routed to
your cell phone when you are on vacation.
2.
Small office email service: A
reliable e-mail service can help
you to communicate with people in the same building or on another
continent instantly, and at an affordable cost.
You can access your e-mail service from anywhere by means of a browser,
and an off-line mode will allow you to work in areas where there is no
Internet service and in airplanes. The service should also support
PDAs, so you will be able to access your e-mails while you are on the
move.
Microsoft Outlook will allow you to organize your work, search your
communications, and share information with others. Microsoft Exchange
Server 2007 offers additional protection and reliability, though it is
expensive and requires more support. .
3.
Online fax service: You can
use an online service to send and
receive your faxes, without having to pay for a fax machine or
dedicated phone line.
There is no need to spend on long distance charges, paper, or toner.
You don’t have to worry about keeping a fax phone line or fax
machine in working order. You can opt to have your faxes delivered to
any fax machine or PDA.
Once you sign up for an online fax service, you will be assigned a
dedicated fax phone number. Incoming fax messages will be converted
into email attachments and forwarded to your email address. You can
also send word documents, PDF files, and pictures to physical fax
numbers as regular faxes.
4.
Web based CRM system: A CRM
(Customer Relationship Management)
system can help you to identify the customers who make the biggest
contributions to your profitability. You can prioritize your selling
efforts and give them better service. This can lead to improved
customer loyalty, with higher sales and profitability.
If you have a fast Internet connection, you can opt for a Web based CRM
system that has a lower cost of ownership than a traditional desktop
based system. You will only have to pay a periodic subscription and can
access your customer data from anywhere.
Look for a dependable and affordable CRM system that is easy to use.
Most small businesses only use the basic features, so systems that have
too many features may not be of much use.
5.
Open source small office software: You
can avoid buying
expensive software licenses by getting free open source office small
business software. There are lots of Microsoft Office and Internet
Explorer alternatives that you can choose from. Some of them, like Open
Office, can be downloaded for free, while others, like Google Docs, are
hosted online.
However, open source small business software may not be as powerful as
proprietary software and may not be as easy to use. You may need the
help of an IT to learn how to use or customize some open source
programs. Open source programs may not provide any technical
support.
6.
Cloud computing: Instead of
investing in several powerful small
office computers and small business software, you can use Web based
cloud computing services and access software that is hosted online.
These services can be accessed from anywhere via the Internet. Your
data will be hosted at several locations and if any of those locations
stops working, the other locations will be able to provide copies of
your data. Your email account is also a type of cloud computing
service.
The technology is still in its infancy and there are concerns about
privacy of accessibility of personal data. However, there is a lot of
interest in the concept and many people consider it to be the
technology of the future.
Consider your business needs and budget before you choose an online
small office home office system. Look for dependable, affordable small
office solutions, with good service backup, which can be expanded to
meet the needs of a growing business.
Here's To Your Achievement,
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