IncTechnology.com > Printers & Peripherals

Just the Fax: Service Goes Online

Michelle V. Rafter — 2009-03-22T16:08:41-05:00

When Peoples Trust Insurance was four months old, the Boca Raton, Fla. homeowner’s insurance company brought a previously outsourced call center in house. Before long, the company’s lone fax machine was overwhelmed, in use four times more than before as telemarketers sent and received page after page of insurance quotes and forms.

It fell to Peoples Trust IT manager Brian Alldread to figure out how to upgrade. After weighing all the options, Alldread chose an Internet-based service that employees could use to send a fax to an e-mail address or vice versa. The service cost less than buying multiple fax machines or installing a fax server on the company’s intranet, and the vendor Alldread chose had the service up and running in a few hours.

Since making the switch in May 2008, Peoples Trust’s call center has jumped from 10 employees to 80. Although he’s dealt with a lot of technological challenges as a result, faxing hasn’t been one of them, Alldread says. One of the toughest jobs for an Internet fax vendor is adding and deleting users as employees come and go, but the vendor Peoples Trust uses, Seattle-based Concord Technologies, processes requests in minutes. “It’s been one of the easiest parts of running IT,” Alldread says. “Especially in a growing company, it takes the burden off of you.”

Like Peoples Trust, more small businesses are switching to Internet fax services that give them the convenience of sending and receiving fax transmissions without the hassle of maintaining the equipment. Since it first appeared more than a decade ago, approximately 30 percent to 40 percent of small businesses have adopted some form of Internet-based faxing, according to Peter Davidson, a long-time fax industry watcher and head of Davidson Consulting in Sturgis, Mich.

Many businesses still use fax machines

Despite that progress, approximately 25 million U.S. businesses -- large and small -- still use traditional fax machines, according to Davidson. Insurance, real estate, and manufacturing industries are big fax users as are other businesses that deal with contracts and paper forms, he says.

But even companies in fax-heavy industries are starting to look for alternatives, especially those adopting sustainable business practices such as reducing the office paper they use, Davidson says.

Prices for Internet fax services range from $10 to $15 per month per fax line and 6 to 12 cents per transmission for a home-based or small business to $6 to $9 a month and 4 to 8 cents per transmission for larger companies with dozens or hundreds of fax users, according to Davidson. By contrast, a company could spend $600 to $800 per port setting up a phone-based fax server, not including charges for software or phone lines, or close to $1,000 for an Internet-based fax server on a company intranet, Davidson say.

To determine if Internet faxing makes sense for your business, figure out how the cost compares to what you’re using now as well as to the capital expense of buying and maintaining a fax server, he says.

If you’re a medical practice or other business that faxes a lot, an Internet fax vendor’s reliability could be just as important as cost. Concord Technologies, for example, has two data centers “so if one blew up our customers’ fax numbers would keep working,” says Ralph Musgrove, the company’s executive vice president.

As with other online applications, Web-based fax gives people the flexibility to use the service from anywhere, says Mike Pugh, senior vice president of marketing at a href="http://www.j2global.com">j2 Global Communications, which runs eFax, eFax Corporate and a handful of other Internet-based fax brands. “They can get a fax wherever they can open a notebook,” Pugh says.

Many Internet fax services also have built-in administrative tools that allow a fax system manager to create policies, generate reports and manage individual users.

Companies looking to make the switch will find many vendors now offer package deals of Internet fax and voice over IP services. If you’re in the market for fax, “It does make sense to ask them about voice as well right now,” says Davidson, the fax industry analyst.

SIDEBAR: Internet Fax Resources and Providers

Here’s a list of Internet fax resources and providers:

FaxCompare.com -- Comparison chart of seven vendors of Internet fax services for small businesses.
BisCom -- Offers range of fax services, from Internet-only to enterprise-level fax servers.
Concord Technologies -- Started in 1996 to run part of what used to be Delrina WinFax, the pioneering fax-modem software company.
EasyLink -- Offers Web-based fax, fax hosting, e-mail messaging, and other services to small business and enterprise customers.
eFax Corporate -- Business version of popular eFax consumer Internet fax.
Protus IP Solutions -- Offers fax, phone, and e-mail marketing products.

Pros and Cons of All-in-One Printers

Marc Saltzman — 2009-01-27T09:58:20-05:00

Buying a new printer for your small or mid-sized business might seem like a relatively straight-forward task until you realize the vast number of options associated with the decision: Should you opt for a standalone printer or one of those all-in-one machines? Inkjet or laser? Color or monochrome? Do you need collating, two-sided printing, or large input trays? What about wireless?

You get the point.

Many small and mid-sized businesses today are opting for laser printers for large volume jobs, as opposed to an inkjet they might have at home for the occasional photo printing. At the same time, the multifunction printers can also handle scanning, copying, and faxing. Here are some of the pros and cons of a laser-based all-in-one printer.

Pros of all-in-one printers

Buying a multifunction laser printer can save your company space, money, and aggravation.

"Many small businesses simply don't have the room for three or four dedicated machines for printing, scanning, copying, and faxing -- nor do they likely have the funds to purchase three or four separate devices," says Keith Kmetz, vice president of hard copy solutions at IDC, a Framingham, Mass.-based technology research and advisory firm. An all-in-one printer "consolidates all these important office features into one box, so you can better manage all your document management activity in one place."

Having just written a report on all-in-one printers, Kmetz says he found space-saving issues "come up a lot in small business and home-based offices" and any measures to cut costs are important considerations for small businesses, especially in an ailing economy. "You could spend many thousands of dollars for a dedicated printer, flatbed scanner, copier, and fax machine," he says, "compared to only a couple hundred dollars for a reliable multifunction machine.

Having one machine that does it all also makes it easier for maintenance, such as downloading just one driver update (opposed to up to four of them) and purchasing "consumables" such as ink or toner, paper, and other supplies. One machine also consumes less power than three or four printers.

"Any time you can integrate multiple functions in one device you're taking advantage of less space, lower costs, and fewer hassles when it comes to drivers and support," confirms Michael Gartenberg, vice president and research director at New York-based Jupiter Research, which was acquired in 2008 by Forrester Research.

Cons of all-in-one printers

As with any converged device, a clear downside is if something goes wrong with your product you'll likely be without everything while it's being repaired or replaced. In other words, if the scanner in your all-in-one device fails to work and you send it out to be fixed, you're now without a printer, copier, and fax machine, too. Such is the problem when "putting all your eggs in one digital basket," as Gartenberg puts it.

"Indeed you'll lose all functionality while your multifunction printer is being serviced," explains Kmetz. But if you have more than 100 or 150 employees, he says, chances are you have more than one all-in-one printer, "so it won't be too catastrophic." On that note, it's recommended to have a networked multifunction unit (wired or wireless) for offices with many PCs.

When it comes to quality, Kmetz, who says he's been following the multifunction printer market for the past 15 years, says there isn't a clear difference between standalone products and multifunction ones anymore. "Multifunction printers used to be a generation or two behind its single device counterpart when it came to quality but this is not the case anymore," Kmetz says.

Gartenberg agrees. All-in-one printers, he says, "have come a long way -- the quality has caught up to the convenience for the most part -- so it boils down to your comfort level with the pros and cons, the cost per copy and what you plan on using it for."

Must-Have Features for Your Next Printer

Marc Saltzman — 2008-12-18T14:42:34-05:00

It might seem like a simple enough task, but buying a computer printer for your office could be an intimidating endeavor.

Before you purchase a machine you'll need to ask yourself a few questions first. For example, should you opt for a laser or inkjet? Color or black and white? Do you need collating or duplex functionality, large paper trays, or wireless networking? What about an all-in-one solution that can also scan, copy, and fax?

Naturally the features you'll look for depends on your specific needs, company size, office environment, and budget.

This is what the experts suggest that you consider in features for your next office printer.

Multifunction

All-in-one units are popular with consumers, but whether or not you should you pick one up for your business depends on your requirements, says Steve Hilton, vice president for small and mid-sized business and enterprise research at the Boston, Mass.-based Yankee Group.

"All-in-one printers are a great idea for small businesses with limited faxing needs -- lightweight, small, and fairly reasonably priced, they afford small businesses a lot of functionality for the money." But you might have to sacrifice some performance with these multitasking units, says Hilton. "Offices with heavy faxing requirements should have dedicated machines," plus standalone copiers tend to have more features and handle large volume tasks better than a multifunction unit.

Andy Walker, executive producer of Butterscotch.com, a technology-focused video and downloads website, agrees with Hilton. "Multifunction machines are useful especially when paired with a laser print engine -- and good when space is an issue in a smaller office -- but the idiom 'jack of all trades, master of none' applies here," Walker says. "All the functions -- print, fax, copy, and scan -- are in one handy machine but each tends to perform at a mediocre level relative to their standalone counterparts."

Laser vs. inkjet

The choice between inkjet and laser depends on your company's needs. "Inkjet produce cheaper color output and great for photos, if you are willing to wait for a slower print process," says Walker. "Laser is good for fast high volume printing and professional print quality business output." Most small businesses should have at least one color laser print in-house to meet its needs, Walker adds.

There are other (less popular) printing technologies, too, such as dye-sublimation or thermal wax printers. But most businesses chose either inkjet or laser printers for office use.

Less is more

If your small or mid-sized business is watching its budget, be more selective about what's being printed out. According to Xerox, office workers throw away 45 percent of documents within 24 hours of printing them.

"In addition, if you want to save a little money, make sure you print in black-and-white mode," adds Hilton. "Those color ink cartridges need to be replaced quickly, therefore save color copying for your marketing or creative literature or other customer-facing work."

Also, if you want to save cash and help the environment, use both sides of the paper, which is often referred to as "duplex printing." Therefore, choose copiers, digital printers and multifunction devices that can print on both sides of the paper, and add duplex as your "default" mode.

Other features

Walker says another "must-have" feature in small business printers is an LCD screen, and the reasons are two-fold: "You can preview what you are printing to avoid wasting ink, paper, and time, plus you can see actual useful troubleshooting tips as opposed to cryptic flashing lights."

Depending on the size of the company and office space, network connectivity can be quite useful so multiple employees can print from any computer in the office. To remove clutter, wireless connectivity, opposed to an Ethernet connection, is preferred by many businesses, but this feature will likely add to the cost of the unit.

New Tools for the Mobile Presenter

Bill Pfleging — 2008-10-28T14:55:19-05:00

When it comes to presentations, technology has made it so that you CAN take it with you.

“Waving my laser pointer, I like to say I feel like Luke Skywalker,” said Maurice Ramirez, president and founder of High Alert, LLC. “Ten seconds after I say that, a text message will pop up on my PowerPoint screen saying 'You go, Luke!' I love the banter in a fun presentation.”

Presentations are an effective way to communicate to large numbers of people at the same time. However, it is not just about communicating information with the standard slide show any longer. Many presentations now use advanced interactive technology to bring the audience into the conversation. Using these advanced presentation tools you can create interest and excitement in your subject matter, which can contribute to the audiences' feelings of trust and respect for you and for the information you bring.

Presentation in your pocket

“I used to travel with a bagful of technology, but now I just bring what I can carry in my pockets,” said Ramirez. “Laser pointer, wireless mic, and PowerPoint clicker are just about all I carry. The Internet brings the rest, including my slide presentation.” Ramirez uses Slideshare.com to stream his PowerPoint slideshow through the Internet. “We're in that wired generation now, and being in the same place no longer matters.”

More and more, managing or instructing groups that extend beyond your own immediate work team has become the rule, rather than the exception, so bringing the bigger picture to these distributed groups requires a bit more of a variation in tools. You need more than just a few slides to get the message across, and some of the new Web 2.0 tools provide just what's needed. Consultants who travel and speak to many groups know this better than most.

“I use Polleverywhere.com to do polls during presentations, and Twitter.com for live comments and questions. I insert a slide into the presentation where the poll results will pop up immediately,” explained Ramirez. “People can also text in questions, and I scroll them right up on the screen as I select ones to use. Every few slides I put a little window on the screen, and the questions from the audience appear live, during the talk.”

Sometimes slides are necessary

Some presenters would rather not even use slides, but it's often a necessity.

“I really liked not having to use any PowerPoint when I was a member of Toastmasters, but in the corporate world everyone needs to see a PowerPoint slide show,” said Natascha Schuberth-Thompson, marketer for SAP's BPX community. “With online community, many people are doing talks that include online video as well as slides, using online tools like WebEx, bringing multiple locations into the same talk. It's a good way to do presentations long distance.”

Technology can not only make a better presentation, but it can also provide more material for later use.

“Besides my remote clicker, I always have my Olympus digital recorder,” said Belinda Fuchs, financial coach and owner and founder of OwnYourMoney.com. “I tape every talk I do, transcribe it, and then repurpose it on CD's, articles, and webinars.” Recording quality is a definite issue for Fuchs. “I use two wireless lavaliere microphones -- one for the live talk, and a second that goes directly to the recording.”

While technology can enhance any talk, one of the most important points is to not let it become the whole presentation. Keep in mind your information is best received when it comes directly from you.

“I think most technology, including PowerPoint, can be a crutch for some,” said Fuchs. “It should just be used as an aid. You need to be direct, and make sure you connect with your audience, not just reading from the next slide. I keep my PowerPoint really light, and make it a point to keep all my presentations interactive and very engaging. People respond to that.”

Road-Ready: Printing on the Go

Todd Wasserman — 2008-10-28T14:44:32-05:00

E-mail has made paper printouts obsolete in most cases and just about every hotel has a business center with a printer, so why would anyone need a portable printer?

Most people don’t, but there are some professions where it comes in quite handy. “The people who really need a mobile printer are people who are doing something on the road and need a document right on the spot,” says Ken Weilerstein, vice president of research for print markets for Gartner, a Stamford, Conn. IT research firm.

Such instances include financial advisors, insurance reps, lawyers -- anyone who needs to produce a document on the fly for signing purposes or to leave something with a customer (as a realtor might do with a set of specs on a house.) Why not just use a hotel’s business center printer? “They might be 10 blocks from their house,” Weilerstein says of the potential user. “There’s a lot of important business that gets transacted in people’s living rooms.”

Options for portable printers

Those in the market can find a decent range of options. Standard battery-operated portable printers from Canon and Hewlett-Packard are the size a lunchbox and a weight of 4.5 lbs. But the Polaroid PoGo Instant Printer is literally the size of a wallet. While the entry costs aren’t too steep -- you can get one for $200 or so -- the operating costs can run about four times that of a laser printer for an average of about four cents a page. As with all printers, the initial cost is just one piece of the overall outlay -- those replacement ink cartridges can add up.

There are other trade offs for a smaller form factor as well. Though the motors for these printers have improved dramatically over the past few years, they’re still not as fast as, say, a laser printer. And they are usually limited to a paper size of 4 x 6, 5 x 7 or, in the case of the PoGo, 2 x 3 inches. But battery life is fairly decent -- Hewlett-Packard’s HP OfficeJet H470 mobile printer can print up to 480 pages on a single charge while Canon’sPixma iP100 can go up to 280 pages on a charge. In light of such limitations, the appeal is really limited to those who need to print on the fly.

Brother also has a whole line of portable printers, including ultra lightweight varieties, which can fit in the pocket. “It’s essentially a niche,” Weilerstein says of the market.

Printing without a laptop

Another related niche is portable photo printers, which appeal to photographers, contractors and real estate agents, among others according to Chris Sabin, product manager for Epson’s PictureMate line. “It’s a nice way to put something right in someone’s hands,” Sabin says. Such printers also appeal to those who don’t store everything digitally. “A lot of people still keep hard copy files,” he says.

Since they don’t need a laptop, such printers are even more portable than standard mobile printers. A 3.6-inch display on Epson’s models, which work off memory cards, let users see what they’re about to print.

Photo printers are a niche within a niche, Weilerstein says. “It really is in a business sense something you’d use in a very specific situation,” he says.

Keep Your Keyboard and Mouse Clean

Marc Saltzman — 2008-09-27T15:55:57-05:00

According to a recent study commissioned by Grand & Toy, a popular Canadian office products retailer, the average office desk contains up to 400 times more germs and bacteria than a toilet seat.

Yes, you read that correctly -- that same desk you lay your hands on (and perhaps eat snacks at) each day.

The good news is you can help reduce the number of germs at your desk by regularly cleaning your most used items -- likely your mouse, keyboard, and phone -- as well as keeping a bottle of hand sanitizer nearby to apply after using the bathroom, eating lunch, or after a cigarette break.

Keyboard cleanliness

Keeping your desktop clean isn’t just for reducing germs that can cause illness but to keep your computer equipment working properly, says Ken Newman, spokesman for Falcon Safety Products, the Branchburg, N.J.-based manufacturer and marketer of Dust-Off consumer electronics cleaning products.

“Regularly cleaning maintains the performance of the product,” explains Newman. “You probably eat at your desk and crumbs fall in between the keys, as does dust and other particles, so you should clean underneath every so often to avoid the keys from sticking.”

Newman says to hold your keyboard on its side and take a compressed gas duster, which costs between $5 and $10 for a 10-ounce can, and then deliver a series of pressurized blasts in between the keys. “You’ll be amazed at what comes out.”

Not mousing around

For the top of a mouse, keyboard, or phone, Newman says to use a disinfectant wipe, also offered in the Dust-Off line of products.

In a pinch, even a baby wipe will do, suggests Mike Rogers, product marketing manager for hardware at Microsoft, in Redmond, Wash. “Believe it or not baby wipes work well, or even a clean and slightly damp -- not wet -- cloth can clean away any residue on your mouse.”

“The issue boils down to germs and performance,” mirrors Rogers, “so anywhere you’ve got contact, you should keep it clean.” Rogers says Newman’s suggestion on compressed air or gas for underneath the keyboard is a good one, too “but just a couple of times a year is probably fine.”

Other computer parts

Rogers says it’s also a good idea for people to clean out the dust that often gets trapped inside a desktop computer’s fan -- especially when the tower is kept on the floor, perhaps underneath a desk. “People with allergies might do this, but dust stuck in the fan can also affect your computer performance as the PC might get too hot without proper ventilation,” he says.
A monitor can be cleaned to remove dust, but you need to be cautious about what kind of material you’re using to avoid possible damage. Be sure to first unplug the monitor from the wall socket before spraying a special LCD or CRT microfiber material or using pre-moistened wipes. When in doubt, check with the monitor manufacturer for recommended products.
Some products were designed for those concerned about germs. Belkin, for example, recently introduced a completely washable mouse. Fellowes’ line of PC accessories, such as mice and keyboards, feature Microban antimicrobial protection. Paper Mate’s new FlexGrip pen with anti-germ coating includes an antibacterial surface designed to protect the pen’s surface.

“Cleanliness will help keep you healthy while also providing you with a workstation that won’t give you too many performance frustrations,” concludes Newman.

Bet on Telephone Headsets

Michelle V. Rafter — 2008-02-25T17:53:58-05:00

The crew at Karen Pierce Gonzalez’s public relations firm couldn’t function without telephone headsets.

The staff of the three-person company near Santa Rosa, Calif., spends so much time on the phone during the workday that headsets are a must, and not just any will do. According to Pierce Gonzalez, cheap models aren’t worth the investment because static starts creeping into the earpieces about the time the warranty expires. Yes, over-the-head models muss their wearers’ hair every time they’re removed, and earpieces don’t always stay in place. But that’s a small price to pay for relieving the pain that comes with cradling a phone between your ear and shoulder all day. “Just thinking about it makes my neck hurt,” Pierce Gonzalez says.

As Pierce Gonzalez’s experience shows, people take their headsets seriously. If recent trends are an indication, the day is coming when wearing a telephone headset for work will be almost as ordinary as, well, using the telephone.

Not just for customer service reps anymore

Wearing a headset used to peg someone as a receptionist or customer service agent. But the era of cell phones, Internet phones, iPods, and video games has erased any stigma associated with working while something’s stuck in your ear. Industry experts say headsets could become even more commonplace after California, Washington, and New Jersey later this year join the rank of states with laws banning people from talking on hand-held cell phones.

When deciding what to buy, some things companies should consider:

Wireless -- Wireless headsets are the fastest growing segment of the business, thanks in part to lightweight batteries that last longer between charges than older models. “Once you cut the cord, there’s a lot you can do to unleash it to a lot more people in the building,” says Joe McGrogan, director of business-to-business marketing at Plantronics, a leading U.S. headset maker. Some new wireless headsets can be used with multiple phones, allowing the wearer to switch between a cell phone and office phone without switching headsets. Other models let the wearer answer or hang up a call by pushing a button on the headset, McGrogan says.

Frequencies -- Wireless headsets operate on multiple frequencies to transmit voice signals to and from a telephone base station, and the higher the frequency, the better the clarity and range. Today’s high-end headsets use a 1.9 GHz frequency, which the U.S. Federal Communications Commission opened up for voice-only communications in 2005. Other models use 900MHz, 2.4GHz and 5.8GHz.

Bluetooth -- This short range wireless technology developed by a consortium of major telecommunications players including Motorola, Nokia, Microsoft, and IBM allows someone using a Bluetooth wireless headset to connect to other Bluetooth enabled devices like cell phones, computers and printers.

Wired -- Although wireless gets all the hype, companies like Plantronics still sell as many corded headsets as they do cordless, McGrogan says.

What can you expect to pay? Prices for corded headsets range from $25 to $100. New wireless models with all the bells and whistles cost from $200 to $400, according to McGrogan and other sources.

SIDEBAR: Headset resources

Telephone headsets aren’t hard to find. Small and mid-sized businesses will see a healthy selection at office supply stores such as Office Depot and Staples. Online specialty retailers such as Hello Direct and Headsets.com have a larger selection. Some small-business telecommunications vendors also carry the gear or can tell companies where to find it.

For additional information on headsets suitable for office and mobile workers, check out the following online resources:

An interactive selector on the website of Sennheiser Communications, a European telecommunications equipment reseller, lets people select their preferred use, style and brand and then spits out a list of equipment that matches their needs.
Plantronics has a similar online tool customers can use to view the company’s products for office, mobile, and home phones.
Amazon.com has a telephone headsets page with equipment from a variety of manufacturers and online stores searchable by brand, seller, or price.
If you’re thinking of going wireless, read this white paper on choosing a wireless headset at Headsets.com

Smile, You’re on the Company Webcam

Michelle V. Rafter — 2008-02-25T17:38:57-05:00

Webcams are making headway in the workplace and not just for video conference calls. Companies are using the tiny cameras linked to desktop PCs or built into new laptops and flat panel monitors to screen job applicants, conduct virtual classes, and in some instances, monitor employees. Using webcams to check up on workers is within companies’ legal rights, to a degree. If you do, lawyers and workers’ rights advocates suggest creating monitoring policies and making sure workers know about them.

Lower prices have made webcams affordable even for small businesses, and are causing a boom in the market. Worldwide sales of webcams are expected to reach $6.2 billion in 2013 from $1.2 billion in 2006, according to a 2007 report from WinterGreen Research, a British technology market researcher. At an average of $30 to $120 a pop for a stand-alone unit, that’s a lot of webcams.

Price isn’t the only reason sales are up. Image capture, picture quality, sound, and software all are better than they used to be. High-end devices from Logitech, for example, record images at 30 frames per second and pictures can be enlarged to fill up an entire computer screen without getting blurry, says company spokeswoman Ha Thai. Equipment from vendors such as Logitech, Creative Labs, andAxis Technology can be used with Skype and other major instant messaging and voice-over-Internet-protocol (VoIP) programs for video chat.

Not just for videoconferencing anymore

Technological advances have led to companies to use Webcams for:

Conference calls -- Webcams can replace expensive stand-alone videoconferencing equipment. A webcam with free Skype or other VoIP system can do the same thing for hundreds of dollars instead of thousands, according to Thai, with Logitech.

Screening job applicants -- Companies are using webcams to pre-screen job candidates in a different town or state. Seeing someone on a video phone call could predict how they’d present themselves on a sales call or “how they will represent your department in front of others,” says Bruce Kane, a Charlotte, N.C., professional and technology services consultant. John Hattery, a global supply chain and operations consultant with Hattery Associates in Cleveland, Ohio, once helped an executive recruiter put together a webcam-based system for interviewing prospective clients. For the recruiter, it was “cheaper just to purchase prospective candidates USB cameras rather than rent videoconference time, particularly for candidates where rental suites weren’t readily available,” Hattery says.

Online learning -- Companies can set up virtual classrooms for training and other online learning by combining webcams, VoIP connections, and software-as-a-service programs such as Genesys Meeting Center from Genesys Conferencing, which charges for virtual classroom space by the minute.

Website content -- Companies can use webcams to record podcasts or short video clips for their websites or corporate blogs.

Employee monitoring: proceed with caution

Along with counting keystrokes and reading e-mail, companies are using webcams to keep tabs on employees. Federal and state privacy laws prohibit companies from setting up cameras to spy on employees in bathrooms, locker rooms or other changing areas. Apart from that, employees do not have a reasonable expectation of privacy at work, according to lawyers and workplace rights advocates.

Still, if companies are using webcams to monitor workers, they shouldn’t be heavy handed. “I could imagine scenarios where your boss might be concerned about what you’re doing” in your office with the door closed, says Lewis Maltby, president of the National Workrights Institute, a Princeton, N.J. workers’ rights advocate. “But what’s wrong with knocking? If someone’s taking three-hour naps, you could find out without having to spy on them.”

To forestall misunderstandings or bad feelings, companies should put webcam monitoring policies in writing and make sure employees know about them. Employees “have to know that it’s a place of business not their home,” says Helene Wasserman, a labor attorney with Ford & Harrison LLP,

in Los Angeles, who works exclusively with corporate clients. Employees have to know that “if there are video cameras you’ll be on them. If companies elect to monitor computers and website, know that your footsteps on the net will be watched.”

Technology for the Perfect Home Office

Marc Saltzman — 2008-01-30T15:42:53-05:00

Thanks to technological advancements over the past decade, starting a business in your home or maintaining a telecommuting relationship with an established small or mid-sized business has never been easier.

Broadband penetration in the U.S., for example, has made way for “always on” e-mail and Web access in the home, and opened the doors for inexpensive Voice over Internet Protocol (VoIP) calls and videoconferencing via webcams.

Here are five essential technologies you need for the modern home office.

Reliable broadband Internet

Fast and reliable Internet access is one of the most important tools for a productive at-home worker, says Caroline Jones, a senior analyst at Gartner’s Technology & Service Provider Research in the United Kingdom.

“The basics here would be secure, fixed broadband access which will give both access to the company network and applications via a VPN [Virtual Private Network], and also provide telephone contact, which is vital,” said Jones.

And while the popularity of wireless broadband networks in the home means you can work in more places – and un-tethered from the wall – it could pose as a security threat if not setup properly among telecommuters, advises Jones. “Whilst it would be possible to use a wireless broadband solution, the potential security issues for a worker having relatively unrestricted access to company applications means that it is possible that a company would not support such a solution for someone who could just as easily use fixed access.

Laptop with docking station

A good quality mobile computer is another essential, but with a few accessories that can turn it into your full-time office computer, such as a full-screen monitor and wireless full-sized keyboard. “It also makes far more sense to use a laptop with docking station and separate monitor, since the laptop can then be taken into the office for any meetings and upgrades necessary, but you also have the benefit of a more user-friendly screen,” Jones says.

Paul Edwards, who has co-authored 17 books with his wife, Sarah, including Home-Based Business for Dummies (Wiley), agrees a good computer and high-speed broadband connection is the “heart” of a good home business today. “But whether it’s Windows or Mac, desktop or laptop, or perhaps a combination of the two with a docking station, all boils down to a matter of personal preference and work style” says Edwards.

“What we’ve found in one study, for instance, is having an exclusive area in the home works from a tax and organization standpoint” continues Edwards. “But most people are integrators rather than segregators as they disperse their work throughout their home and throughout their day, with no discrete rooms or hours -- so for them, a notebook computer works well.”

Edwards says mobile computers and wireless communications means you “can now work in the bleachers of a soccer stand, responding to eBay customers, if you like.” This is also possible with today’s smartphones, such as BlackBerrys.

Communication tools -- phone, e-mail, IM

For those who spend a lot of time chatting with customers, clients or colleagues, a headset is a more comfortable (and ergonomic) choice compared to holding a handset up to one’s ear -- with your neck. This is especially true for those who like to multitask, such as type on a computer while talking at the same time.

Acknowledging many telecommuters have young children, a “mute button on the phone is a good idea, too,” adds Edwards.

The outgoing voicemail recording -- on a dedicated home office line -- should say the company’s name instead of trying to balance both types of calls with one recording. You might opt to forward calls to a cell phone when you step away for a few minutes. On a related note, you should setup a business e-mail address, rather than use a personal one for work, and segregate these messages with custom folders in your e-mail program.

Jones says the phone, e-mail and instant messaging (IM) are all vital for a home worker today. ”You need to be able to maintain a ‘presence’ both within your team and to any clients.” “For example, IM can be used very effectively for brainstorming sessions between several colleagues and the results easily captured and sent to all.”

Webcam

Edwards says webcams are an ideal and inexpensive purchase for face-to-face meetings.

For under $50 you can purchase a high-quality and color webcam with a built-in microphone for online video chats, though many choose to disable the integrated mic in favor of a headset, which usually offers better sounding audio (and with less echo).

Many popular IM programs -- such as AIM, Windows Live/MSN Messenger, Yahoo! Messenger and Skype -- all offer a video option along with text and audio chats.

Make sure you look professional when conducting online video chats with clients or customers. Yes, you can tell if you haven’t shaved in three days or that you’re wearing a stained t-shirt or baseball cap. Also be aware your messy office might be in plain sight, so clean up ahead of time.

Fax, printer, copier

Multipurpose home office products -- such as an all-in-one printer, scanner, copier, and sometimes a fax machine -- can be good space-saving technology. They’re also a more affordable pick as it would cost more to purchase the items individually (same goes for consumables, such as ink and paper). It might also be less hassle for driver installation since it’s only one disc (or download) instead of four, from potentially four different manufacturers.

“That said, individual products tend to do a better job on their own, and if one of them goes down they’re not all down,” cautions Edwards.

And some tips…

When asked to share some at-home productivity tips, Edwards says it’s much easier to organize everything when it’s digital. “Reduce the amount of paper you have -- digitize everything you possible can – as it’s easier to organize and search and doesn’t require the same level of maintenance as paper.”

For telecommuters, Jones says in order to be productive at home one should have: clear targets and objectives (“they and their boss know exactly what is expected of them and how their productivity is going to be measured”); regular phone contact with colleagues and occasional visits to the office for meetings and training; and access to collaboration tools such as NetMeeting to resolve complex issues and instant messaging for brainstorming.

Finally, a word to those whose employees want to telecommute: “Managing remote workers is a real art, and not one to be taken lightly – i.e. without training -- since getting it wrong can damage morale and productivity and also cost a company dearly” advises Jones.

Touch Me, Babe: Computing's Next Trend

Marc Saltzman — 2007-12-19T12:48:56-05:00

Who could forget the famous scene in the film “Minority Report,” where mid-21^st century detective John Anderton -- the Tom Cruise character -- is using his hands to quickly manipulate data on computer screens?

Given the popularity of our modern-day “gesture-based” gadgets, such as the Apple iPhone and HTC Touch, and innovative new computer interfaces, such as HP’s TouchSmart PCs and Microsoft’s “Milan” Surface tabletop, perhaps science-fiction writer Philip K. Dick’s vision of future wasn't so far off after all.

The question, however, remains: Are “touch” applications relevant for the small business market?

“Touch screens these days are enjoying the consumer and enterprise spotlight more than ever before, thanks largely to the success of Apple's iPhone,” says Carmi Levy, senior vice president for strategic consulting at AR Communications, a Toronto-based marketing communications firm. “The device's innovative multi-touch features have focused new attention on an interface technology that up until this year had been flagging because of flatness in the PDA market.”

Now that Apple has seemingly struck gold with its interface, Levy says competitors that weren't too keen to go touch are suddenly investing in the technology. For example, Research In Motion, the Ontario-based manufacturer of the BlackBerry, which has long insisted it had no plans to integrate touch screen technology into its handheld devices, is reported to have begun work on just such a technology for its next-generation mobile platform after seeing the success of Apple's iPhone, Levy says.

Jupiter Research’s vice president and research director, Michael Gartenberg, mirrors Levy’s admiration for the iPhone. “Touch-screen devices have been around for a long time but Apple went back to the drawing board [and made] touch the primary interface, designed for your fingers to do the walking, instead of trying to add touch to applications designed for keyboard or mouse.”

“This is the future – expect a lot more of ‘touch’ in 2008 and beyond, and from many different companies,” adds Gartenberg.

Simplicity is ‘name of the game’

Levy says small business is keenly interested in doing more with less because owners don't have massive IT budgets and they don't have the time to learn complex new technologies. “Their staff, assuming they even have staff to begin with, is already so multitasked that whatever technology they use just has to work the first time they turn it on,” explains Levy.

“Simplicity is the name of the game, and complex interfaces and applications run counter to this need,” continues Levy. “Staff can get up to speed faster on a well-designed touch screen application than they can on a touchless one because features are more easily found and accessed.”

Touch is an intuitive human response, Levy says. Software designers who understand this and manage to integrate this thinking into touch-enabled applications will gain advantage.

Will Windows offer ‘touch’

A Microsoft engineer recently leaked the new that the next version of the Windows operating system -- currently code-named Windows 7 -- will also have integrated touch features. Not surprisingly, Microsoft recently showed off a prototype for its Surface tabletop computer, which lets users navigate through data and media using fingertips.

“Touch-screen computers can have a productivity advantage but the applications must be optimized for the interface and not trying to fit a square peg in a round hole,” says Gartenberg. “One of the problems with the first Tablet PC applications, for example, is they never felt quite right.”

The advantages of touch screens for small businesses tend to fall into two broad categories: employee-enabling and customer-facing, says Levy. “Employee-enabling advantages include more capable mobile applications for in-the-field employees, richer applications in internal-mobile scenarios, such as tablets in warehouses and on medical wards, as well as staff training initiatives,” Levy says. “Customer-facing scenarios include kiosks, retail, and restaurant point-of-sale and customer self-service.” An example of the latter includes self-checkout machines at supermarkets, where consumers use a touch-screen and barcode scanner to pay for products.