1. Charice Bryson & Holly Tandy
Collaboration Tools
Charice Bryson & Holly Tandy

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

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

9. 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

10. 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

11. 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

12. 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

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

14. 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

15. 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

16. 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

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

18. 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

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

20. 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

21. 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

22. 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

23. 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 users $12/month, and Enterprise with users is customizable and the price will vary
Charice Bryson and Holly Tandy

24. Our Recommendations
Charice Bryson and Holly Tandy

25. 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

26. Tablet Device/Mobile Device
We recommend the Microsoft Surface Pro 4 for the tablet
It was rated the best overall business tablet (
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. (
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

27. 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

28. 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