GUEST BLOG: 30 Days to Virtual Productivity Success by Gail Martin

10 Mobile Apps for Business You Can’t Live Without

By Gail Martin

            Whether you’re a true road warrior or you just seem to be on the go all the time, mobile apps from your tablet PC or smart phone can make your life much more productive.  Even better: many great apps are free, and others are very inexpensive, so productivity seems sweeter than ever.

            What are the basics you need to get work done when you’re not in the office?  At a minimum, you need some good ways to take notes, work on or read documents, store and retrieve files, and access the tools you usually have close at hand in an office or on your laptop.  Fortunately, there are apps for all these needs, and on your smart phone or tablet PC, they’re truly at your fingertips.

            Smart phones and tablet PCs are desirable because they’re smaller and lighter than a laptop and easier to carry around.  But that same portability comes with a price: they can’t carry all of the files stored so conveniently on your laptop.  Good news: an ever-increasing array of apps bridge that gap between laptop and mobile device, making it easier than ever to work on the go.

            Quick note taking is essential to keep your thoughts organized, especially when you’re constantly in motion.  iPhones and iPads come with a basic Notes app, which while not perfect, is quite suitable for the kinds of things you’d jot on a cocktail napkin.  While it doesn’t sync with other apps and it doesn’t have any security beyond that of your phone’s keypad, Notes is perfect for jotting down something you don’t want to forget and assuring that you won’t lose the scrap of paper you wrote it on.  Not perfect, but it’s free, and there’s a lot of basic function that goes a long way.

            Evernote, which I’ve discussed earlier in the book, also has a mobile app.  So if you love it on your other devices, you can bring it along in your pocket with your phone or tablet PC.  A few other note taking apps include Awesome Note, WriteRoom, Simplenote and RememberTheMilk make it easy to jot down what you need to remember, and come with varying additional capabilities, such as being able to sync to other devices or store data in the Cloud.

            Pages is very good, basic app for reading and writing documents.  Documents you create in Pages can be emailed in RTF or Word format, and you can email yourself (small) documents in those formats and edit using Pages.  While I find it cumbersome to type documents of any length with the on-screen keyboard or a phone or tablet PC, when you pair Pages with a wireless keyboard, the result is pretty efficient.

            For those who want to access their Microsoft Office files from their iPad or iPhone, Quickoffice® Pro HD bridges the gap between Microsoft and Apple.  There’s also a scaled down version, Quickoffice Connect Suite.  With Quickoffice, you can open a Word document, access a PowerPoint presentation, or edit, save and share other types of Office-based files.  Office² HD is a similar program, offering a few more capabilities for word processing than some of the more basic apps.  Documents To Go® Premium Office Suite not only handles Word and PowerPoint, but it will also access Excel spreadsheets, and it syncs with storage programs including Dropbox, SugarSync and Box.net.

Excerpted from 30 Days to Virtual Productivity Success by Gail Martin.  Order this book on 9/26 and get great bonus items.  www.VirtualProductivitySuccess.com

Additional Great Information:

·       Head in the Clouds? “Cloud computing” refers to access to software that is accessible via subscription over the Internet. Programs that reside in the Cloud are actually housed on the servers of the company that owns the software and which provides subscription access. Unlike traditional software, such as word processing or spreadsheet programs that are stored on your computer’s hard drive, programs that reside in the Cloud never have to be installed, updated or uninstalled from your computer. That’s the beauty of the “Cloud.” And since you don’t have to install the program, you can use software that requires greater speed or memory than your desktop or laptop might possess.

·       Instant computer, just add clouds. Cloud computing programs offer extremely flexible access to powerful programs without the hassles of maintaining the software on your own computer. If you’ve ever suffered through a lengthy software download (especially one that needed to be done over several times), you’ll understand the appeal of being able to “visit” your software instead of needing to have it all on your hard drive.

6 reasons you want your software to be housed on the Cloud

ü  Because the software is stored on the Cloud, it doesn’t hog memory or bog down your computer.

ü  You don’t have to worry about updating the software; the tech staff at the company providing the software takes care of doing that.

ü  Since you access the software via the Internet (and a secure password), you can access your software (and possibly your related files) from any computer, anywhere you have an Internet connection.

ü  Since your access is via subscription (usually monthly or annually), your costs are much less than if you were to purchase a private license for the program.

ü  When you no longer want or need the software, cancel the subscription. There is no software to uninstall on your computer.

ü  If there’s a problem with the software, your subscription includes access to technical support. It’s the provider’s responsibility to fix the bugs, and you don’t have to download patches or new versions.

·       Is your data safe on the Cloud? If the idea of having your valuable and proprietary data residing in the Cloud worries you, here is a first step you can take to set your mind at ease:  Make sure that you understand the individual service provider’s privacy policies, terms of use, intellectual property safeguards, and recommended methods for assuring the security and integrity of your data.

·       Can you keep your information safe in Cloud storage? If the idea of having your valuable and proprietary data residing in the Cloud worries you, here is another step you can take to set your mind at ease:  Always back up essential information. This can mean creating a print-out, saving a Web-based document as a file or a screen shot, or copying essential information to your hard drive or an FTP (File Transfer Protocol) storage site. An FTP site allows you to store and share documents or files that are too large for regular email. Yes, FTP sites are also Cloud computing sites—an example is www.4shared.com, but there are many similar site

·       Keep your stored data safe. A third step you can take to set your mind at ease when using the Cloud is to safeguard your password. Realize that when you share access to your Cloud computing sites with an administrative assistant or colleague, they may gain access to your billing and credit card information unless the site allows for different levels of access. Some Cloud computing sites offer a group membership, so that you can provide access to several employees or partners while keeping your own account information private. Other programs make it possible to designate an “administrator” who can access everything except the billing/payment information. If you must share your password with an assistant, keep track of which passwords have been

·       Let’s “do” lunch.—virtually. Virtual calendar programs look and act just like their paper counterparts, with two important exceptions:  they are accessible via computer and most allow some level of sharing so that you can “invite” participants to meetings and note the appointment simultaneously on your calendar and theirs. At a minimum, your virtual calendar should make it easy for you to enter new appointments, change or cancel existing appointments, and block out time when you are unavailable. Many programs also alert you to upcoming appointments via email reminders or pop-ups on your screen, making it less likely that you’ll miss a meeting.

 

·       Are you good at sharing? Calendar sharing and scheduling programs save you time and increase your productivity by taking out the “middleman” when it comes to making appointments. Tired of trading emails with clients or vendors to set up meeting times or phone calls? Using a calendar sharing/scheduling program makes it easy to share a calendar with your available days and times with others and to have them select the best options from your openings and book the appointment. Some calendar programs enable you to share different versions of your schedule with different groups of people, so you could, for example, separate work and personal appointment times. If you’ve ever spent hours playing phone or email “tag” trying to confirm an appointment, the productivity benefits of a sharable, online calendar become immediately apparent. If you make just five appointments per week and each appointment now takes you an average of 15 minutes to arrange, using an online calendar and scheduling program could save you five hours a month!

·       Pick your date (and calendar). There are plenty of online calendars and scheduling programs to choose from, with more being added every day. You may not realize it, but if you use Microsoft Outlook, you’ve already got an online calendar that’s linked to your email and Outlook’s integral Business Contact Manager. Access the calendar at the bottom of your Outlook dashboard. You’ll find well-marked buttons that enable you to add an appointment or create a meeting with multiple invitees. You can invite someone to your meeting by accessing contacts in your email address book or the program’s Business Contact Manager, or by entering the person’s email address manually. You’ll be able to differentiate between all-day events and regular appointments, and to set recurring appointments. If the other people you want to invite to a meeting have shared their calendars with you, you can view their calendars to look for available times and dates before scheduling the meeting, to avoid conflicts and rescheduling.

·       Free is good. Still looking for an online calendar and scheduling program? Google offers a free online calendar with plenty of robust features. With Google Calendar, you can create and share your schedule and view other people’s Google Calendars. Google offers a built-in synchronization feature that enables you to see and access your calendar from your mobile phone as well as your computer, and share updates made on one device with the calendar stored on the other device. As with Outlook, Google Calendar makes it easy to invite others to meetings and confirm their attendance. It’s accessible for read-only viewing offline, so you can see where you need to go even if you’re in a Wi-Fi dead zone. Google Calendar will send you reminders by email and text message, and it can even sync with some other calendaring programs, such as Outlook.

·       Apples and Clouds. Another online calendar and scheduling program option is Apple’s iCloud, which replaced its previous MobileMe virtual calendar. iCloud works with all Apple devices and shares books, photos, music and apps as well as calendar information, email and contacts. The iCloud is a hybrid virtual storage and virtual Swiss Army Knife of sorts, bringing together all of a user’s data to make it location and device independent. Because all data is stored on the iCloud, Apple takes care of syncing your devices for you. That’s handy if you make an appointment using your iPad and want to later see your schedule using your computer or your iPhone. You can share your calendar with other iCloud users, and any changes will be automatically pushed out to the schedules of all meeting or event participants. The iCloud is an attempt to seamlessly integrate your online life, so the program also makes it possible for you to access your email and phone contacts, virtual notes, online reminders and Web bookmarks from all your devices.

·       Tungle, anyone?  Tungle is a stand-alone program (currently free) to share your calendar with people who may not be on the same email program, such as people outside your organization. Tungle is especially designed for setting up meetings without hassle, and promises to help users avoid double-bookings and missed appointments. The Tungle calendar makes it easy to limit your availability to particular days/times. This is handy if you want to reserve portions of your calendar for other work or events, or just want to control how much of your calendar can be booked by others. Tungle adjusts for differences in time zones, and sends you reminders of upcoming appointments. Tungle also offers a difference between the private and public view of your calendar, meaning that your clients won’t be privy to any personal appointments you book on your online calendar. Tungle will sync with a variety of other calendar programs, including Outlook, Google Calendar, BlackBerry, LotusNotes, Facebook, and Apple iCal among others. There’s also a handy Tungle app for your smart phone, so you can Tungle on the go.

 

·       Did you leave home without it? When you’re on the go, it’s difficult to bring all your files with you. Carrying a laptop can be difficult when traveling through airports, and taking your computer with you puts you at risk for theft and damage. Printouts are cumbersome, offer data security risks, and provide only a static snapshot.  To address these problems, Cloud computing programs make it possible for users to access their computers remotely and store files in secure storage sites that can be accessed on the go. For users who rely on instant, mobile access to stored data but don’t want to lug their laptops everywhere they go, these programs offer portability, security and easy access.

·       Do you feel secure? When considering use of remote access programs, you’ll need to weigh the convenience against the possibility, however slim, that even the most secure data connections can (at least theoretically), be compromised. If you travel frequently and have ever had a deal compromised by a missing file, the benefits may be well worth the risk to you. This is especially true for one-person companies who lack the office staff to email or overnight a forgotten document. If you’re in a business where a security breech would be catastrophic, it’s probably worth the price to confer with your Information Technology consultant to explore options. While the remote access programs themselves may be secure, there are inherent security risks to using public access computers, such as those in hotels, libraries and office supply stores. Only you can decide whether the risks outweigh the convenience. If you’re not sure how to assess the risks, talk to your IT consultant.

 ·       Be in two places at once. GoToMyPC enables subscribers to securely access their computer back at the office while they’re on the road. If you’ve ever had an “oops” moment of panic as you realized that you left the folder or the flash drive you needed for your out-of-office presentation back on your desk, you can appreciate the appeal. GoToMyPC is compatible with both Microsoft and Apple computers, and can also be accessed from an iPad. The service offers access to files, email, applications and network resources via a secure, encrypted connection. Other virtual access programs include LogMeIn.com, PCAnywhere.com and Anyplace-Control.com.

 ·       A little salt with your data? Corporations store their data backup in salt mines and high security off-site locations. That’s a little extreme (and expensive) for most small businesses, but the need for secure storage and backup isn’t limited to large corporations. A flood, fire or natural disaster could wipe out your computer and your locally-stored flash drives and portable hard drives. Frequent back-ups to a storage location reduce your risk of a catastrophic data loss. Storage capacity is another challenge for many users. While storage costs have decreased tremendously, making terabytes of capacity reasonably priced, some users rapidly exceed their on-site storage capability. Fortunately, Cloud computing offers alternatives for both data security and data storage. Carbonite, Mozy, MyOtherDrive, iBackup, Dropbox, GoogleDocs, GoDaddy, Sugarsync, ElephantDrive, LiveDrive, MyPCBackup and other sites offer Cloud-based data backup and storage capabilities. Most sites provide automated back-up, making it less likely that you’ll forget to update files. In addition, files stored on the Cloud can be accessed from any location, giving you portability.

Excerpted from 30 Days to Virtual Productivity Success by Gail Martin.  Order this book on 9/26 and get great bonus items.  www.VirtualProductivitySuccess.com

·       Ready to move to the Cloud? When you’re looking into Cloud-based data storage, remember that you’re entrusting your sensitive files to a third party. Here are some questions to consider as you weigh your alternatives.

ü  What happens to my data if the provider is sold, merged or goes out of business?

ü  How does the provider assure site security?

ü  What precautions are taken against hackers?

ü  How does the provider do its own back-up to assure my data is safe if the provider has a catastrophic event at their location?

ü  What do other users say about the ease of use, security and customer support?

Excerpted from 30 Days to Virtual Productivity Success by Gail Martin.  Order this book on 9/26 and get great bonus items.  www.VirtualProductivitySuccess.com

·       Question:  When is a computer not a computer? Answer:  When it’s acting like a phone. Thanks to Voice Over Internet Protocol (VOIP), it is possible to transmit voice data over high-speed Internet connections, utilizing the built-in microphone and speaker of devices ranging from laptop computers to cell phones to TV sets. VOIP is often less expensive than traditional landline or cell phone plans, especially for international calling. Even better, many providers offer free calling among members of their service. Skype, Vonnage and Google Talk are just three of many VOIP providers in a rapidly growing field. While cell phone plans have dropped in price and have drastically reduced or eliminated domestic long distance charges, international calling remains difficult. Cell phones either don’t work for international calls or impose very high roaming charges. If your business involves frequent international calling, consider VOIP as an addition or replacement to your current phone carrier.

·       Ready for your screen test? When you are considering virtual phone options, don’t base your decisions solely on your current needs. If you haven’t had access to video conferencing, think about how you might use it for client meetings, small group presentations, Webinars, or even connecting with employees working in remote locations. This might be a perfect time to add affordable communication options that make it easy for you to deepen your long-distance business relationships. If you do choose a virtual phone provider, make sure you list your new phone number so that it is easy for others to reach you. If you prefer to use VOIP only for specific situations (such as international calling), you may want to share your phone number more selectively, or note a preference for what types of calls use your VOIP number, and which call in on your traditional phone line. Virtual phone services bring to life the “TV-phone” concept that was once just science fiction and make it both real and affordable. Whether you use VOIP for inexpensive video conferencing, recorded calls or low-cost international calling, it’s definitely worth a second look.

·       Lights, Camera—Videoconference! Not too long ago, the idea of videoconferencing was something only very large corporations could afford. Back in the day, video conferencing required dedicated facilities, a trained audio-visual staff, and a serious investment in technology and equipment. Today, anyone with a phone and a computer that has a Web cam can run a virtual conference, and costs run from free to under $100 for a system that will allow approximately 100 attendees, to a few thousand dollars for a top-of-the-line system able to host a much larger audience. Webinars make it possible to gather a group together in a password-protected online area and share both voice and a slide or video presentation in real-time. In many Webinar programs, it’s also possible to share control of the pointer or broadcast a live view of a single user’s computer screen for the rest of the group to see. Some programs also have an online “whiteboard” where participants can write notes or draw diagrams. Webinars require a computer and a fast Internet connection from both host and attendees. Although many programs make it very easy to set up and attend a Webinar, it does require a basic level of computer literacy to host or attend a Webinar comfortably.

·       Easy-to-do Webinars increase your reach. Today’s Webinar, teleseminar and virtual meeting software is available in a wide variety of options and pricing. For a small business or solo professional, there are some less expensive, subscription-based Cloud computing programs that offer robust choices for a low monthly fee. GoToWebinar, Yugma and Instant Teleseminar are all popular, Cloud-based programs that enable anyone to set up a Webinar quickly and inexpensively. These programs make it possible to have several hundred attendees live on the Webinar, and do a good job of handling registration to help you build your permission-based opt-in list as your attendees register for the conference. Some of the programs, such as GoToWebinar, integrate with Outlook’s calendar and make it easy to send automated reminder emails. You can share control of the meeting with other presenters, mute attendees or enable live conversation, and have a simultaneous online chat to gather questions for a post-presentation Q&A session, or to allow presenter and facilitator to handle administrative issues live without interrupting the audio flow. Other useful features to look for include the ability to do a quick, live poll of your audience to gather feedback or see where they stand on a particular issue or question. Some programs make it possible for participants to “raise their hand” (i.e. identify that they want to ask a question) without a verbal interruption. Post-event surveys, follow-up emails and event recording are all other features to consider. Some programs even integrate with Skype.

·       Looking more for an online meeting? Then you will want a solution with more focus on collaboration tools, and that expect you’ll have a smaller audience and less need for the administrative tasks that go into hosting a true online event. Fuze Meeting, GoToMeeting, MegaMeeting, Yuuguu, Microsoft Office Live and Webex are popular programs for workgroups to meet, share desktops, collaborate on whiteboards or documents, and keep a virtual record of their meetings. A more limited but potentially effective way to do a small or ad hoc meeting would be to create a Skype conference call. Skype enables audio and video sharing, but lacks the collaboration tools of some of the other programs. That said, it’s possible to collaborate via email attachment or to use free programs like FolderShare, Gubb, Zoho Planner and Google Calendar. Alternatives to Skype for a video chat with a small number of users include Sightspeed and ooVoo.

·       Are you a person of few words? If your idea of collaboration is more like Twitter for a private group, consider Co-op (coopapp.com), which is a private microblogging application (and at the time of this writing, free). On the other end of the spectrum, you can create a full-featured online classroom with an internal forum, the ability to share and post documents and other features with Moodle. If what you’d really like is a low-cost, simplified quasi-intranet, consider Qontext, a free tool that combines the ability to share files and see others’ screens with the ability to create groups and archive material. If your intent is to gather material from a large number of contributors and confidentiality/privacy isn’t a serious concern, you may be able to create what you need with free Wiki or Ning software. Google Docs is another free tool to store and share documents utilizing the Google Cloud to archive your materials. In fact, the down-and-dirty way to host a collaborative online meeting on the cheap would be either to use Skype or Google Voice, and then utilize tools from the Google suite of products to add the features you need, such as Google Talk (a version of instant messaging), Google Docs and Google Sites. It’s proof that, whatever your budget, there’s an online conferencing method out there for everyone.

·       Apply yourself! Don’t overlook what’s available on LinkedIn through the site’s applications. Huddle Workspaces is an app that provides you with an online private place to work and collaborate. When it comes to sharing your presentation, you can add DropBox, SlideShare, Google Presentations or Portfolio Display to your profile to enable sharing. The Projects and Teamspaces app links your LinkedIn profile to a tool to help you keep track of your projects and other documents.

·       Video not the way you want to go? Teleseminars are an audio-only meeting, training class or seminar held over phone lines without a visual component. They are simple to run and require no technical expertise beyond the ability to dial a phone. Teleseminars do not need a computer to run so long as the host and participants can call into a pre-arranged conference line. If your audience is iffy on computer skills, a teleseminar may be the best way to go.

·       What’s the difference between teleseminars and conference calls? Teleseminars are different from conference calls because teleseminars often charge an attendance fee and usually involve a larger audience beyond a specific work team. A teleseminar is an online event, like a virtual speaking engagement or class, where speaker and audience connect via a conference call line. Attendance is usually managed by getting attendees to opt-in to a mailing list which then shares the phone line and call password information via email. Teleseminars require less administration because there is no visual component. To run a good teleseminar, you need a shared conference phone line, and a way to record and share your call as Web-friendly audio. Sites like FreeConferenceCall.com and FreeConference.com make it easy to set up a call and offer the ability to host a large calling audience, in some cases up to 100 callers. Recording the calls, hosting on a toll-free line and other extras are often available for added charges. Most teleseminars don’t bother with toll-free lines, given how prevalent cell phone plans with free long-distance calling have become. You’ll want to record your teleseminars, so you can either pay the extra fee to the conference call site, or use a separate Cloud-based service like AudioAcrobat.com or InstantTeleseminar.com. These sites also charge a fee but provide many additional useful services. If you want to share visuals but don’t want to bother with Webinar software, considering holding a teleseminar and sending attendees a link to handouts or to your slideshow so that they can follow along on their own.

Excerpted from 30 Days to Virtual Productivity Success by Gail Martin.  Order this book on 9/26 and get great bonus items.  www.VirtualProductivitySuccess.com