Many Irish businesses are feeling the pinch of the recession and have little money to spend on new IT products.
However, if you search the internet you'll find a range of useful tools for keen prices, or in some cases, for free. What follows is a round-up of quality applications and programs that can help you work more efficiently, but won't break the bank.
Discount Office tools
Microsoft Office is an expensive proposition for any business. A typical licence can cost several hundred euro. However, there are several similar applications freely available online. The Open Office suite is available to download and you can install it on as many computers as you like for free. It features most of the word processing, spreadsheet and presentation functions available in Microsoft's suite. Users of Open Office can open Microsoft Word documents and vice versa, although Open Office does have some trouble dealing with the newer 2007 Microsoft Office documents.
If you are feeling brave and don't fancy paying for Windows you can install the Linux operating system for free instead. Chances are you are already using it, as around half the world's servers use some form of Linux, as do a sizeable amount of netbooks. However, Linux can be tricky to configure and you will need the help of good IT person to decide which option is right for your firm.
Google Documents provides lots of handy applications for every purpose. It offers several gigabytes of storage, making it easy for firms to host their documents online. It features a word processor, calendar and spreadsheet application. The real advantage of this is several users can collaborate on the same document, spreadsheet or calendar from various locations at the same time. However, you should be cautious of uploading sensitive data to the site.
You can also configure your Google account to send reminders to the company phone. The Google suite also now caters for instant messaging and video chat, which can be a handy way to keep in touch with employees on the move. Don't like Google? Try Adobe Buzzword instead.
Getting online
Business users invariably need to use the internet when travelling. Unfortunately, the mobile internet packages available in Ireland are not that cheap. Instead, you can advise employees to go to their nearest cafe, library or large hotel. Many of these locations provide free Wi-Fi access to customers. Irish company Bitbuzz in particular is active in this area and has its logo plastered on the windows of the locations where it provides free Wi-Fi.
Before connecting a laptop you should turn off file-sharing on the computer. And be careful about inputting passwords in public; you never know who is looking over your shoulder. (For more on using a Wi-Fi hotspot safely, see Issue 158.) Similarly, an internet cafe can work out far cheaper than providing your staff with laptops and mobile internet connections.
Making calls
Making international phone calls is an expensive business. Skype allows business users to do so for a fraction of the normal cost, and Skype-to-Skype calls are free. To get the most out of the program you will need a microphone and headset, a decent internet connection and a credit card to top up your account. You can also install the Skype application on most modern mobiles. However, be warned that you will still have to pay data charges and these can be significant if you are roaming.
If you decide to set up the company's computers for Skype you should also consider a web conferencing tool such as GoToMeeting. This program allows you to conduct presentations and product demonstrations with multiple users online and works very well with headsets and web cameras.
Managing your website
If you have a website that is updated regularly then a good content management program is a must. The likes of Joomla and Typo 3 can help you effectively manage and post information to your website. These apps are free, have a great online community who can help answer queries and serve as a good introduction to content management software.
It's always good to know how many visitors are coming to the company website and what they are doing when they arrive. There are lots of web analytics tools that can help you do this. Google Analytics is free and can also report on how effective your Google Adwords campaign is. If you'd rather avoid Google, Webtrends, Webalizer and Irish-owned StatCounter offer similar services.
Protecting data and equipment
This year there have been numerous accounts of various organisations losing devices holding sensitive information. The most striking thing about these cases is a lot of the missing files weren't encrypted. This really is an essential step if you are transporting your data or company laptops or portable drives. Vista Ultimate allows you to encrypt your entire hard drive. If you don't have this operating system then you can download FineCrypt 10.1 or WinGuard Pro for free.
Backing up company data is equally important. Today's cheap and sizeable external hard drives mean you can backup a large amount of information for far less than the cost of a tape drive or additional server. The Iomega eGo only costs EUR159 from Peats.com and with 1 terabyte of storage it should meet the needs of most employees. If you want to back up your files online then take a look at A Drive, which offers 50GB of storage for free, or Microsoft Live Mesh, also free. If you'd prefer to use an Irish company, PutPlace offers 2 gigabytes of storage. Or if you are just looking to email a large file to a colleague, YouSendIt will host files of up to 1 gigabyte, which authorised users can download anytime for seven days.
You can protect your company computers from viruses for relatively little outlay too. AVG provides a free, no-frills anti-virus guard which is updated regularly. Firewalls are important security tools to prevent unauthorised users gaining access to your computers. Windows Vista features a built-in firewall but if you'd prefer a third-party solution Zone Alarm offers a free one.
There are lots of free or relatively cheap IT tools available online today. Many of the above programs are alternatives to mainstream products and can be useful for SMEs. However, if your IT needs are complex, you should speak to your IT provider and ask about a discount. After all, it is Christmas.
Source: Enterprise Ireland, e-Business Live