EVOLVING TECHNOLOGY, EVOLVING OFFICES By Rebecca Tanner

OH, THE POSSIBILITIES!  PDF Files PDF Files  Virtual Office Assistants Virtual Office Assistants  Web Conferencing Web Conferencing TANNER2

PORTABLE DOCUMENT FORMAT FILES (PDF)  A file format that can be used on any operating system, hardware, or software  Was created by Adobe with the dream of having a paperless office TANNER3 Image 1: Picture of a PDF File

TWO TYPES OF PDF S NATIVE  Electronically processed documents from Word, a spreadsheet, or computer- generated report SCANNED  Scanning a hard copy of a document on a scanner TANNER4

THE MANY OPPORTUNITIES OF PDF S  Used to create electronic documents  For documents to be reviewed and electronically signed  Sending sensitive information  Act as fill-in documents for clients  Ability to secure a document so it can not be edited TANNER5

ADVANTAGES OF PDF FILES  Portable document format files can be secured with a password Prevents unwanted copying and editing  Can be made quickly and easily  Compresses larger files making them easier to send  Can not be revised or changed easily, but they can be converted to a Word document or Excel spreadsheet to do necessary editing TANNER6

VIRTUAL OFFICE ASSISTANTS  When someone who is an independent contractor and does the work of an administrative assistant from home  Not on payroll, paid only when they work  Only work when they are needed TANNER7

COMPENSATION FOR A VA  They will charge anywhere from $10- $100  This depends on how what kind of work you will expect from them  A specialized VA will charge more than one with just a high school degree TANNER8

9  Flexibility  Saves time and energy  Pre-trained “employees”

DOWNSIDE TO VA S  Never any face-to-face communication  Hard to monitor their work  Possible Internet problems TANNER10

 Web conferencing is a meeting, but instead of in person, you are speaking with them through a web cam  Can connect multiple offices of one business  Makes having meetings with people in different cities, states, or even countries possible without travel TANNER11

WHERE TO WEB CONFERENCE  Skype  ooVoo  UberConferencing- unlimited calling, screen sharing, and a local conference number  GoToMeeting  Webex  AnyMeeting-offers 6-way video conferencing, screen sharing, and unlimited meetings TANNER12 There are many sites that offer web conferencing products for downloading or purchase

TANNER13 Web Conferencing Sites Software:UberConferenceAnyMeetingGoToMeeting Plan Type:Business PlanWebinar ProPlus Cost: $10/organizer*/mo.$78/ mo. OR $780/yr. $56/organizer*/mo. # Of Participants100

PROS AND CONS TO WEB CONFERENCING PROS  Minimize traveling  Meet with anyone, anywhere  Able to meet face-to-face in real time  Can share presentations and reports CONS  Possible Internet failure  Working with different time zones  Inflation of web site costs Paying for licensing/ registering those who need access TANNER14

SUMMARY TANNER15 In order for a business to be successful, they need to evolve with and accept technology and new-age ways of doing certain things. It will only benefit us to stay on top of the game and surpass our competitors. Web conferencing, virtual assistants, and the use of PDFs will surely help us in doing this.