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Online Collaboration Tools for Small Businesses by
Working in software development and computer training has shown us both sides of the techie fence; the geeky side, and the overwhelmed user side. We’ve seen more than one determined user struggle with a new piece of software, or want to toss their laptop out the window. So we’ve set out to make life a little easier for solopreneurs and micro-business owners.
We’ll start by introducing you to an important family of tools that you may not know about, but will want to get familiar with; online collaboration tools. What is online collaboration? And why do you care?
Collaboration tools can take the headache out of sharing documents, tracking projects, communication, and many other tasks that are frequently the bane of virtual workers and team members in different geographical locations. And even better – these tools have now become affordable.
The wide variety of features that are available in online collaboration software can be customized for use by Virtual Assistants, remote service providers, education professionals, and creative professionals of all types.
Before you start your quest for the perfect online collaboration solution, you’ll want to create a list of the features that would be useful to you in an online environment. Do you need shared email access? Or simply email synchronization? File sharing? Project task lists? Shared calendar? Team websites? Blogs? Newsletters? List everything you can think of and prioritize so that you can find the best solution at the best price.
After you make your list, do a web search for “online collaboration tool” and you may be surprised at the number of responses you get.
Some solutions provide an easy to use internal website that allows you to build additional websites, and each of those can be made public or kept private. Don’t panic, though. “Website” doesn’t mean that you actually have to know HTML or have fancy tools or specialized knowledge. The collaboration tool gives you all the building blocks that you need. You simply choose which pieces you want to use.
Some solutions provide you with a virtual office space that you can share with your clients, or keep things private within your team. Typically there are security levels that you choose, which allow you to secure certain areas or even particular documents on your team’s site.
Online calendars ensure that you and your clients or team members are all on the same page when setting, canceling, or accepting appointments. Many also allow you to synchronize your local computers and PDAs with your online calendar.
The category system used by many collaboration tools also allows you to file documents by type, for ease of recordkeeping, client communication, and follow-up. You can easily keep track of the different versions of your documents, and you can require that documents be checked in and out, to ensure that any simultaneous changes are not accidentally overwritten. Note that not all collaboration tools provide all of these features. You’ll need to determine what’s most important for you.
Looking for a way to wrestle your inbox into submission? With an online collaboration tool, you can significantly reduce the need for communicating via email – and reduce the chances of lost documents and miscommunication. Instead, keep task lists and project tracking information in your online collaboration service, where only the appropriate people can see them and add their own notes and updates.
Some of the higher end tools even allow you to manage your contacts online. Enter contacts, add notes, and synchronize with your own email contact list.
When you need to work with more than just one or two additional people, take advantage of the built-in blog to keep everyone informed or plan that team get-together in Tahiti. Post announcements to your group. Make your travel calendar visible to your entire team, or restrict it to just those that you designate.
You can do a surprising number of tasks without leaving the comfort of your home or office. And, conveniently, most online collaboration tools can be purchased as a monthly subscription, on a hosted web server. So you don’t have to deal with installing and maintaining software!
With all these features, learning to use one of these tools may sound rather daunting. But actually, it’s quite user-friendly and familiar. You’ll be surprised at how quickly you can have your business functions in a shared, secure environment.
So if you haven’t explored the world of online collaboration, it’s time to get acquainted. And if you heard that it was just for the big guys, take another look — at the new technology that gets better, and more affordable, every day.
Copyright (c) 2008 JamesTech, LLC
Mark Lucas is a certified Microsoft Trainer and a certified coach. As a former software developer for Microsoft and now a professional trainer, Mark understands how to make technology a real asset to small business owners — rather than a constant frustration.
Visit Mark at: http://www.show-me-sharepoint.com
Contact: Mark@show-me-sharepoint.com
Article Source: http://www.earticlesonline.com/Article/Online-Collaboration-Tools-for-Small-Businesses/383341
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