Charice Bryson & Holly Tandy Collaboration Tools Charice Bryson & Holly Tandy

Introduction As Office Professionals in a small insurance agency in Omaha, we are responsible for researching the best technology for sharing information with our Field Agents and the Corporate (home) office. Charice Bryson and Holly Tandy

Portable file format A file format used to present and exchange documents reliably, independent of software, hardware, or operating system Charice Bryson and Holly Tandy

Pros Password protect PDF’s to prevent others from copying or editing your work Protect personal, private, or sensitive information by permanently deleting this information. Encrypt the contents of the document No paper! Charice Bryson and Holly Tandy

Cons Sometimes difficult to read. Not always fully integrated into Web pages. The user must have a plug-in installed on his or her computer to view PDF’s Charice Bryson and Holly Tandy

Cloud-based File Sharing Cloud file sharing is the process of using cloud computing-based technologies to share files between different users. Charice Bryson and Holly Tandy

How does cloud-based sharing work? When the file is stored on an online or cloud file-sharing service The file is uploaded using the service control panel and upon successful upload the file is generated with a unique URL File owners can share the URL with multiple users for accessing and downloading the file The file is stored on the file-sharing provider’s cloud storage servers and can then be accessed globally any time through the internet Charice Bryson and Holly Tandy

Tools Dropbox Google Drive OneDrive Box Lightweight Users Teams and Collaboration OneDrive Devoted Windows User Box Enterprise Solutions Charice Bryson and Holly Tandy

Mobile and tablet devices There are many options when it comes to being “mobile” for your job. Mobile devices, along with Cloud storage make working from your car, coffee shop, or home very easy. Charice Bryson and Holly Tandy

Best Tablet for Business Microsoft Surface Pro 4 Price $799 CPU 6th Gen Intel Xore i5 RAM: 4GB Display Size and Resolution: 12.3 inches, 2736 x 1824 pixels Battery Life: 10:04 Size: 12 x 8.7 x 0.27 in. Weight: 1.57 lbs Operating System: Windows 10 Features: *Connects to a snap-on-keyboard, which makes a great replacement for a laptop. *Can connect to a larger monitor for greater productivity. *Includes a Surface Pen for taking notes on the tablet’s display Charice Bryson and Holly Tandy

Best Phone for Business Galaxy S7 Edge 5.5 inch display Split screen multitasking which allows you to use tow screens at once Fingerprint scanner for great security Samsung’s Knox security suite that separates work and personal apps to help keep business data private Fast performance Charice Bryson and Holly Tandy

Also used to hold external meetings with prospects and clients. Web Conferencing Also used to hold external meetings with prospects and clients. Used to conduct internal meetings with employees who are not physically all in one location. Offers the opportunity to host or attend business meetings using a computer and internet service. Charice Bryson and Holly Tandy

Benefits of Web Conferencing Saves on Travel Cost and Time Increases Work Efficiency Flexible Increases Engagement Eliminates Geographic Barriers Charice Bryson and Holly Tandy

Disadvantages of Web Conferencing Not all software is free. The free software is very limited in what it can achieve Overseas conferencing can be challenging depending on the clients internet speed More informal than face-to-face meetings Requires suitable hardware and adequate training to be able to function Costs involved in maintain and updating to the newest technology Charice Bryson and Holly Tandy

Web Conferencing Services Fuze Great choice for businesses that do not have a big budget Free plan offers unlimited meetings for up to 25 participants Pro Plan offered around $10 per month, and allows you to host up to 125 attendees All plans include 1GB of cloud space for storing important documents for presentations, as well as audio and video conferencing capabilities iMeet Great option if you are looking to pay annually instead of monthly Basic plan includes unlimited meeting for 10 attendees, screen and file sharing capabilities, and audio and video conferencing Plus Plan is a step-up Includes everything in the basic plan, plus “Call Me Dialing” and premium customer support Meeting room capacity of 35 attendees Charice Bryson and Holly Tandy

Web Conferencing Services cont. Cisco Webex Best for small businesses Slightly more expensive than iMeet & Fuze Includes audio and video conferencing, screen and application sharing, advanced customization tools, and full-featured mobile apps Offers a free plan that supports of to three participants Premium plan supports 8 participants The top-level plan supports 25 participants Charice Bryson and Holly Tandy

Virtual Assistants Independent entrepreneurs who work remotely and use technology to deliver services to clients globally. Provide services by phone, fax, email, and even instant messaging Charice Bryson and Holly Tandy

Benefits of a Virtual Assistant High Quality VA’s earn by being productive and delivering actual value (and not by just showing up to work daily) they are more dedicated to pleasing you. They aim to meet, and often exceed, your expectations so that you hire them again. Convenience Can assist you over the weekend, evenings and during particular busy times. Cost Saving You don’t have to spend on employment benefits, paying taxes, providing office space, furniture, supplies and productivity tools, and training on the job. Diverse Skill Set A VA who has worked on projects in a variety of industries can reap many benefits with the added insight that is brought to the table for projects. You will benefit from the fresh ideas and the new perspective that a VA can provide. Business Growth VA’s handle everyday tasks for you, giving you time to focus on things that matter at the end of the day – growing your business. Charice Bryson and Holly Tandy

Disadvantages Communication More Planning Cultural Differences No Body Language Charice Bryson and Holly Tandy

Document Security Issues With File Sharing File sharing involves using technology that allows internet users to share files that are housed on their individual computers Charice Bryson and Holly Tandy

Risks of File Sharing Installation of Malicious Code Exposure of Sensitive or Personal Information Susceptibility to Attack Denial of Service Charice Bryson and Holly Tandy

How to Minimize Risks Use and maintain anti-virus software- Anti-virus software recognizes and protects your computer against most known viruses Attackers are continually writing new viruses It is important to keep your anti-virus software current Charice Bryson and Holly Tandy

Secure Filing Services DATAHUB TRESORIT Data is safe from physical or infrastructure failures Data is backed-up across multiple devices and multiple facilities System regularly checks the data for integrity and, if any flaws are found, repairs are implemented automatically Free trial for 14-days- Team cost $29.95/month & for a business $99.95/month Encrypts every file and relevant metadata on your devices with unique, randomly generated encryption keys Patented protocol ensures keys are shared automatically without revealing them to anyone who has access to either the network or the servers managing the data Applies a Message Authentication Code to each file, guaranteeing the contents cannot be modified without your knowledge, even if someone hacks their system Free trial. After trial small business with 2-9 users for a Team $20/month, businesses with 10 + users $12/month, and Enterprise with 100+ users is customizable and the price will vary Charice Bryson and Holly Tandy

Our Recommendations Charice Bryson and Holly Tandy

Web Conferencing We recommend iMeet to use for our web conferencing. The basic plan includes unlimited meetings for 10 attendees. This plan will work well for us, as we do not have a large office. It also includes screen and file sharing capabilities, along with audio and video conferencing. This will be helpful when we need to have a conference with someone offsite. There is also an option to upgrade to the PLUS plan, or the XL plan if need be. Charice Bryson and Holly Tandy

Tablet Device/Mobile Device We recommend the Microsoft Surface Pro 4 for the tablet It was rated the best overall business tablet (www.tomsitpro.com) It weighs only 1.57lbs Can connect to a larger monitor for greater productivity We recommend the Galaxy S7 Edge for the mobile device Rated the best overall phone for business. (www.businessnewsdaily.com) Equipped with Samsung’s security suite (Knox) that separates work and personal apps to help keep business data private Fingerprint scanner for great security Charice Bryson and Holly Tandy

PDF File Format Secure Filing Service We recommend using PDF because of the great advantages: Password protect PDF files to prevent others from copying or editing important information. Encrypt contents of the document No paper! Universal We recommend Tresorit Affordable at $20/month for 2-9 users Includes a Message Authentication Code for each file, guaranteeing the contents cannot be modified without your knowledge Encrypts every file and relevant metadata, with unique, randomly generated encryption keys Charice Bryson and Holly Tandy

Cloud-based file sharing We suggest using Google Drive for cloud-based sharing It is best for teams and collaboration 15 GB storage space Only $1.00 for an additional 1GB Can be used worldwide Easily accessible by any tablet, smartphone, or desktop computer Charice Bryson and Holly Tandy