Using A Client Extranet For Efficient Online Collaboration

Efficient collaboration with clients is essential for any service firm. Traditionally, collaboration has focused on face-to-face meetings, supported by email to share work in progress.

Over the past several years, a new tool has grown in popularity: the client service extranet. While face-to-face meetings remain the most effective (and essential) collaboration tool, extranets have replaced email as the favored forum for sharing and organizing the vast number of documents t...

Efficient collaboration with clients is essential for any service firm. Traditionally, collaboration has focused on face-to-face meetings, supported by email to share work in progress.

Over the past several years, a new tool has grown in popularity: the client service extranet. While face-to-face meetings remain the most effective (and essential) collaboration tool, extranets have replaced email as the favored forum for sharing and organizing the vast number of documents that are part of all client/agency relationships.

Increasingly, service firms are using extranets as a platform to share work with clients securely and efficiently. They allow clients to log into a secure workspace and access the materials that pertain to them.

An extranet allows clients to:

• Access draft documents for approval or comment
• Preview artwork or multimedia presentations for approval or comment
• Provide important background information from the client before the project begins
• Archive past projects for easy comparison
• Access time and billing information
• Access a log of all project communication
• Reduce the number of or eliminate the need for face-to-face meetings which can make servicing remote clients easier and less expensive

Since most clients are busy people, using an extranet can save both time and frustration for the client and improve the agency’s level of service and as a result, the client’s overall satisfaction.

How Do You Set Up An Extranet?

You can set up and in-house extranet or purchase a hosted extranet from an application service provider for a monthly fee.

Building an in-house extranet

If you select an in-house implementation, you will need to have an existing intranet infrastructure available. Then you can purchase the necessary equipment and software and either hire or train personnel to maintain the system. The initial cost can be significant and may be beyond the reach of smaller firms.

Building an in-house extranet offer the following advantages and disadvantages compared to using a hosted (ASP) solution:

Advantages

• Complete control of user interface design
• Ability to customize functionality for each client
• Integration into internal systems
• Direct access to all user activity

Disadvantages

• High up-front development cost
• Requires staff expertise in the development of extranets
• Commitment of internal staff for 6 months to a year for planning, execution, review and implementation
• On-going commitment of internal staff for internal and client support, hosting, maintenance and upgrades
• Extensive internal and client training

Using a hosted solution

If you decide to purchase the extranet from an application service provider, you will pay a monthly fee for as long as you use the service. The hosting company provides the infrastructure, security, setup and maintenance of the system. It isn’t even necessary for you to have an internal network. Many will also provide training for your staff as well.

Using an Application Service provider (ASP) offers the following advantages and disadvantages compared to using an in-house extranet:

Advantages

• Proven track-record of web-based application
• Low cost of entry and predictable cost over time
• Rapid implementation as quickly as one day
• No internal staff commitment to internal and client support, hosting and maintenance
• Upgrades available at no cost
• Savings on internal server use
• Easier to learn, easier to use

Disadvantages

• Less freedom in user interface design
• Fixed functionality

Whether you choose to build and maintain your own extranet, or choose to use a hosted solution, your firm will streamline client services by providing faster access to critical documents, and by reducing the turn around time for review and approval. Which one you choose will depend on your company’s needs and existing resources.

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How To Organize Your Inbox

As we all know our inboxes have turned into modern day filing systems – and just like in the ‘old’ days they can get chaotic and out of hand in no time. Attempts are made to control the unruly inboxes, but for the most part messages are swept into folders that act as catch alls for everything (unorganized amalgamations of incoherent mess – thank goodness for advanced find!).

Think of the benefits an organized, logical filing system would mean for you: referencing to email...

As we all know our inboxes have turned into modern day filing systems – and just like in the ‘old’ days they can get chaotic and out of hand in no time. Attempts are made to control the unruly inboxes, but for the most part messages are swept into folders that act as catch alls for everything (unorganized amalgamations of incoherent mess – thank goodness for advanced find!).

Think of the benefits an organized, logical filing system would mean for you: referencing to emails that you’ve received, find and view attachments again, decrease your scrolling time, and if you ever need someone to go in and look for something, you will be able to point them in the right folder, rather than having them rummage through all your emails.

Now that you’re eager to change your unorganized inboxes, here are some tips to help you on your way.

Inbox: Your Inbox should be just that – an inbox, not a permanent storage folder by any means. Even if you have a ‘misc’ file off of your inbox, keep your inbox clean and tidy. If you receive emails on a subject that you’re in process of dealing with and you’re not ready to move them into a more permanent folder, create a ‘2do’ folder off of your inbox, from there group messages into subfolders.

This is a great way to keep organized and an easy reference to see what you have to do.

How to use it: When you receive an email for an ongoing or upcoming task, create a folder in your ‘2do’ folder with a name related to that task or client. Move the email into that folder, create a reminder or appointment if necessary, and —voilà!— you now have an organized inbox. When you receive more emails related to this task they can now go straight into the subfolder that you created. Once you have completed this task you can easily move all the contents to a permanent folder of your designation. The key is to keep on top of it and once you’re done with a subfolder in your ‘2do’ folder list, delete or move it. Keeping the folders after a task is over will hinder your organization and add to your electronic clutter.

This method will allow you to have an easy visual reference for work that has to be done, and even if some tasks are ‘back-shelved’ for the moment, you can still see them and keep them fresh in your mind. Once you are able to concentrate on the emails that are just coming in, you will be able to focus more on your business and less on your clutter.

Subfolders: Don’t be afraid to use subfolders, even subfolders in subfolders. Putting items into logical groups is a key to keeping your files organized.

How to use: For example – You may have a number of clients and a couple of different companies that you do work for, and each client/company will have multiple tasks, projects, instructions, etc. Under your Inbox, create a file for each company, under the company create a folder for each client, and under each client create folders for the number of different tasks that you perform.

Having a place to put messages as they come in is a key to staying on top of your tasks and messages. Inboxes have a way of getting large and overwhelming very quickly, putting these steps in place will help to control the unsightly messes and as a bonus keep you organized in the process.

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Free church management software - is it worth trying?

Are you looking to try out some software to help you manage the church office?  Wondering how to try it without spending $$$'s?

Use Free Church Management Software - to save you time in the office

Are you looking for church management software that fits your ministry and your pocket?  Would you like to try out the latest applications but don't want to commit yourself?

Whether you're looking a solution for a small church with just a few members or a sophisticated solution for a church with hundreds of members, there will be a software solution to match your needs.

Before you start surfing the net looking for a solution, consider what exactly you are looking for.  Do you need it primarily to manage your accounting function, are you looking for something that will create your church website, or maybe you just want something to manage the task of creating your church directory (groan!).  Make a list of the essential and desirables that you are looking for first.

Free Church Software

Many of the most reputable companies providing church management software solutions offer a free trial to enable you to try their system for yourself.  This is an ideal way to try out, without risk, the latest softwares that may offer the solution that you have been seeking.

Traditional uses of church software include management of financial and accounting functions.

It is now possible to find software that will manage your membership, create a church calendar, keep records of donations, manage your church library, publish your church bulletin, update your church directory, integrate church music, worship songs and data projection. 

In short, if there is something you need done in your church, there's almost certainly software that will do it for you!

For further information and reviews on all the free trials & church management software providers , visit www.church-software-home-page.com/free-church-management-software.html

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Finding the Best IT Support Services Provider

As the IT sector takes over every unit in the industry be it a bank or any other business organization, every large and small industrial unit has requirement for IT support services. The need for IT support services arises in order to get full technical support to tackle day to day IT problems that the company faces. The IT support services also help dealing with high end technical problems that may threat the loss of important company data.  When a company sets up its IT infrastructure the first thing it does is hires the computer support services in order to install the hardwares and softwares by proper process and get basic technical support
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As the IT sector takes over every unit in the industry be it a bank or any other business organization, every large and small industrial unit has requirement for IT support services. The need for IT support services arises in order to get full technical support to tackle day to day IT problems that the company faces. The IT support services also help dealing with high end technical problems that may threat the loss of important company data.  When a company sets up its IT infrastructure the first thing it does is hires the computer support services in order to install the hardwares and softwares by proper process and get basic technical support.

Today there is no dearth of companies that provide IT support services. But it becomes difficult to select one IT support company that will provide authentic IT support solutions. To know how to find the best IT support service provider, read on!   

There are certain factors that one should keep in mind while selecting IT support service providers online. The things to be noticed about the service provider are:

*    Experience: The first thing you should know about your support service provider is the time period they have been in service. Expertise comes with time thus higher the experience better will be the IT support service and IT solutions provided to meet your business needs.

*    Certification: As the market is full of IT support service providers it becomes important to check certification of your support service provider. Generally IT support services providers are Microsoft Certified. There are other certifications as well. Make sure you hire Support services from an authentic IT support service provider.     

*    Feedbacks: Read the customer feedbacks of the IT support service provider to get an exact estimate regarding the services it has been providing in the past and the satisfaction level of its previous clients. Make a thorough research before you hire IT support services, do not get flowed away with the appreciation the owner does. Reading feedbacks/testimonials is must.   

*    Services Provided: When you hire IT support services check out the complete range of services the service provider is offering. The best IT support service provider is the one who offers complete support services be it installation of hardwares and softwares or tackling other technical problems. The services should have the flexibility to be molded according to your business requirements.


All these factors combined can help you hire the best IT support service provider. Select the one who matches your needs and standards of your technical support requirements.

www.fiverivers.com provides you the best IT solutions. Visit now!

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