BeBizzy Break Podcast : Episode 57 – Google Pixel 2 XL

BeBizzy Break Podcast : Episode 57 – Google Pixel 2 XL

The Pixel 2 XL is the anxously awaited android smartphone from Google. It runs a stock version of Android O(reo), and is loaded with a lot of great features.

Here’s the specs

  • Operating System : Android 8.0
  • Cameras : 12.2MP Read – 8PM Front
  • Processors : Qualcomm® Snapdragon™ 835
  • Display : P-OLED capacitive touchscreen, 1440x2880 pixels (18:9 ratio), Corning Gorilla Glass 5
  • Memory & Storage : RAM-4GB   Storage 64GB & 128GB
  • Dimensions : 6.2x3.0″
  • Colors : Black, White, Blue
  • Batter : 3520 mAh
  • Sensors : Active Edge squeeze technology
  • Ports : USB-C 3.1 Gen 1
    • No headphone jack
    • No expandable memory slot
  • Materials – Aluminum unibody – Water and dust resistant

Google Pixel 2 page at the Google Store

There have been discussions of screen burn-in, a bluish tint and a few other things.

Don’t forget to send us any suggestions for apps to review or people to interview. And subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

And as always, leave the technical stuff to us!

BBP : Episode 56 – Capterra

BBP : Episode 56 – Capterra

In this episode we talk about how Capterra can help you find the right software solution to manage your business.

Subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

Tech News

Windows 10 Fall Creators Update released on Oct 17

  • As always, running updates has certain risks, as talked about on last week’s podcast
  • Make sure you have plenty of time to run the updates, possibly a couple of hours.
  • Always back up and know there’s that small chance the backup may fail and you’ll either have to revert back, or it could cause your system to become unstable.
  • Features.
    • People Integration – You can now pin friends, co-workers, business partners, family members, etc to the task bar for easy access. It can even be used to contact via Skype
    • Fluent Design – a new design language from Microsoft regarding animations and effects. Some included changes are blur effects, easier resizing of apps and windows and a “shinier” design for the Start Menu.
  • You can also pin website shortcuts to the task bar. This was available in previous versions of Windows, and now it’s back.
  • New emojis – dinosaurs, genies, zombies and more are part of the Unicode updates for the fall creators update.
  • Cortana – Cortana notifications can now be seen on your Android phone. And you can control Windows a bit with Cortana, including locking, signing out, shut down or restarting your computer.

Google Advanced Protection

  • Meant for high-profile celebrities, politicians and other possible targets for hacking.
  • Advanced security features for your account (gmail, google drive, etc)
  • Need a physical key to unlock your data (USB)
  • It also locks down your files and email to ONLY Google apps, eliminating the possibility of using 3rd party programs to attain the data.
  • This will make using Google’s products a bit more tough, but if you’re concerned about information security more than you are about ease of use, this may be a good solution.

Capterra

Capterra is a website with a mission to match up businesses with the right software to optimize any part of the operation. Whether it’s project management software, bookkeeping, marketing, testing or just about anything else, Capterra can suggest the right software taking into account budget, ease of use and more.

  • Guest : Claire Alexander – General Manager of Capterra
  • http://capterra.com
  • Facebook : https://www.facebook.com/Capterra/
  • Twitter : https://twitter.com/capterra
  • Website to help find a software solution for your business
  • Capterra has been around since 1999
  • Virtually any sort of software for your business organized by software type, then displaying the most used, best cost effective or easiest to use.

Have any questions or suggestions on going paperless? Leave them below, or send them to me @BeBizzy on Twitter!

Subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

Planning & Budgeting Your New Website – BBP EP 53

Planning & Budgeting Your New Website – BBP EP 53

In this episode we talk with Scott Wild from NISC about the budget and organizational steps in planning and developing a new website, the upcoming iPhone, and Twitter Night Mode

BBP : Episode 53 – Scott Wild Talks About Planning a New Website

Scott Wild, the Onboarding & Employee Engagment specialist at NISC and owner of the Wild Trivia Tour, joins the podcast to talk about planning and budgeting for a new website. Scott and I have done several podcasts and other projects together in the past, including working for the same advertising agency in the same role a few years apart, so there’s no one I trust more when it comes to planning and pulling out the steps for a new site.

Let’s Start with the Basics

Websites are now the storefront of most businesses. It used to be billboards, newspapers and then television ads, but now many consumers find you online. So it’s important to have a user-friendly site that funnels potential clients through the buying experience. It’s not unlike how grocery and department stores are set up in that you walk through the store to get essentials, then back through everything again before being shown the “add-ons” at the checkout. You should find  out what your visitors want, get them there quickly, then take them through the desired path while still serving their needs.

  • Planning Meetings : planning up front will decrease development time (and therefore cost) and get you the site you want.
    • Who is the audience(s)?
    • For each audience, “where do they itch?” Or what do they want/need to find on your site?
    • What do you want them to do right now? What’s the call to action?
  • Development
    • What CRM? WordPress? Drupal? A specialized CRM that’s built for your industry? Custom build? What’s the best fit for your business or organization?
  • Hosting
    • There are many criteria for hosts including cost, operating systems, server specs, bandwidth speed and limitations, and many, many more.
    • Choosing a good host can be a determining factor when Google and other search engines rank your site.
  • Domains
    • Pick a domain that matches your business name for the primary domain, then you can select “vanity” domains for landing pages
      • For example, my DJ business is BeLoudEntertainment.com, but I also own BismarckWeddingDJ.com.
    • OWN YOUR DOMAIN! This can be important when you want to move the website, or just to make sure the domain is handled correctly for updating.
    • Your domain name is just like your business name. Keep it safe!
  • SSL’s

Some Advanced Planning Tips

  • SEO (Search Engine Optimization)
    • Can be expensive
    • Can take a fair amount of time
    • Can be very punitive if “black hat” methods are employed, even to the effect of getting the domain shot WAY down the list
    • Is affected by proper titles, descriptions, keywords, page content, page layout, links (inbound, outbound and internal), page load speed, server response speed, and more.
  • Digital Marketing
    • Social Media sites like Facebook, Twitter, LinkedIn and YouTube are critical in sending good traffic back into your website. Use them correctly and often.
    • PPC – We didn’t really talk about this on the podcast, but a good Google AdWords or LinkedIn campaign can be a great way to generate leads
    • If you really want to make a splash, there are large volume marketing pieces like Spotify or other campaigns that can be fired up, but most have a minimum spend.
  • Security
    • Make sure the site is backed up and has some security apps or plugins monitoring the site. This is critical when, not if, something bad happens.

There were so many other items to discuss on this podcast, but in many cases it’s better to discuss in person or over the phone. If you have questions on developing a new website, or would like to discuss in more detail, please call 701-214-6271 or contact BeBizzy Consulting and let’s find out how we can drive more customers to your website.

Don’t forget to send us any suggestions for apps to review or people to interview. And subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

And as always, leave the technical stuff to us!

GoDaddy Smartline : BBP – Episode 51

GoDaddy Smartline : BBP – Episode 51

In this episode we talk about Android Oreo, Skype, Chromebook Bluetooth issues, Facebook bandwidth limitations and GoDaddy Smartline.

BBP : Episode 51 – GoDaddy Smartline

  • New Android version is officially Oreo.
    • Google announced this on during the solar eclipse in New York.
    • Faster, better battery life, better copy and paste, picture in picture.
    • No specific date on release, but most compatible devices should have it by the end of 2017
    • Watch the announcemet here : https://www.youtube.com/watch?v=fDLc-QPFNs0
  • My phone situation
    • The cell towers seem to be back up as my connection is much better
    • However, I did choose Skype as my inbound/outbound backup.
    • Worst part is now when I get a phone call, my phone, my Chromebook, my iPad and my computer all ring. I finally stopped leaving Skype on all the time on my Chromebook, so that removed one of the devices.
  • One issue I’ve discovered is common with Chromebooks in general is a bit of an issue with Bluetooth audio. Seems that streaming audio via BT on the Chromebooks is a bit flakey So factor that into your decision making. LOVE the Chromebook, but that makes two big things I don’t like, the other is a limit on
  • Facebook will start distributing files based on the ability of users to view the content due to their bandwidth.
    • This means that if you have a large video file or even a very large image, it may be NOT shown to users on slower mobile devices, or even slower home and office connection
    • This does not mean you should NOT use video or images, it just means you should make sure you take some time to compress or optimize your file before you upload.
    • This will make sure your message, advertising, or video of your dog playing will get seen my more people.
    • BeBizzy Consulting can help you with your social media. Contact us today!
  • GoDaddy Smartline
    • 100 minutes per month
    • 100 texts s/r per month
    • Add a second number so you don’t have to give out your mobile
    • Make and receive calls using the Smartline business number.
    • Also use Smartline to send/receive text messages

Don’t forget to send us any suggestions for apps to review or people to interview. And subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

And as always, leave the technical stuff to us!

Change Your Passwords… Again : BeBizzy Break Podcast Episode 50

Change Your Passwords… Again : BeBizzy Break Podcast Episode 50

EPISODE 50!! AND, it’s our one year anniversary. So all around a big day for the BeBizzy Break Podcast!

In this episode we talk about what NIST has recommended for a new password strategy.

BBP : Episode 50 – Change Your Passwords… Again

First of all, congratulations to Dana and her team at the North Dakota Recreation and Parks Association on their new website. We launched http://NDRPA.com earlier this week. It’s a WordPress site with a calendar, subpage navigation and more. Check it out!

Also, I rescued two websites earlier this week from hacking. I’ll use this as my weekly reminder for all of your to back everything up. Websites, databases, financial information, personal photos… everything. Better to put a little bit of prevention and spend a little bit of money now than pay a bunch of money to possibly recover (or worse, possibly NOT recover) lost data.

Passwords

Back in 2003, Bill Burr (not the comedian) was a mid-level manager at NIST, the National Institute of Standards and Technology. They recommend standards on all sorts of things like official weight calibration, timing, and even technology guidelines like passwords. In 2003, Burr published NIST Special Publication 800-63 Appendix A, which spelled out the proper guidelines for creating and managing secure passwords on websites and networks. Those guidelines are still followed today.

The standards included a long password (8-12 characters), upper and lower case alphabet charcters, numbers, special characters and random. Sounds like every website you sign up for, doesn’t it?

But now, Mr. Burr has stated that in regards to this document and policy, “Much of what I did I now regret.” That’s an unfair statement by Bill. Back in 2003, we didn’t have much history of what computer network security was, and we definately didn’t have the case studies of how criminals and mischief-makers would do to gain access to computer networks. All of his recommendations sounded solid, and while possibly flawed, are still in use today.

What NIST and computer analysts are finding though is humans always find an easy way to get around something tough, and frankly secure. The requirements would allow a user to create a seemingly random password like “Pa5sW0rD”. You and I both know that says “PaSsWOrD”, but the computer sees it matches Burr’s recommendations.

So, when it comes time to update the password becasue of time requirements placed by the system adminstrators, or a data break. instead of creating a new, secure passwords, often we add something simple to it. “Pa5sW0rD” becomes “Pa5sW0rD1”, the “5” and “s” switch places, or something simple like that to remember but still meeting Burr’s recommendations.

Well the computer hackers have also figured out our shortcuts and have added some smarts into their password cracking to test out some of these easy switches. And it’s working.

In June 2017, NIST has published a new version of NIST Publication 800-63, which outlines a very different recommended password architecture. What started out as a project to simply review and slightly revise Burr’s policy recommendations became an eye-opening look into how users and criminals were using passwords. And results came back with a HUGE change in password policy.

Instead of a hard-to-remember, cryptic password, it was instead recommending four or five easy to remember words all pressed together. This is easy for the user to remember, change and use, and tough for the computer hackers to crack due to the length and randomness of the password.

A cartoon on XKCD.com drawn by Randall Munroe estimated that a password created using Burr’s methods, “Tr0ub4dor&3” would take only three days to crack using current methods. A password of four words all mixed together would take 550 years. That password was “correcthorsebatterystaple.” Which one do you think is easier to remember, and change? And if you DO need to change the password, which is now only recommended in the event of a data breach or similar event, you can swap out an entire word instead of just adding a “1” or “!” to the password.

It will be interesting to see how this is adapted and implemented across websites and networks. Most rules won’t allow passwords regardless of length, to not contain numbers, special charactes and upper/lower case, so there’s a lot of things that have to change for these guidelines to become common, but it makes sense.

Do you have thoughts on this or anything else technology related? Let me know on Twitter or at BeBizzy.com!

Don’t forget to send us any suggestions for apps to review or people to interview. And subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

And as always, leave the technical stuff to us!

Can You Hear Me Now? – BeBizzy Break Podcast Episode 48

Can You Hear Me Now? – BeBizzy Break Podcast Episode 48

Have a favorite small or home business phone system tip? I’m looking for help!

BeBizzy Break Podcast : Episode 48 – Can You Hear Me Now?

I am currently having a problem with my phone.

A few weeks ago, my mobile phone connection has significantly dropped off in my home office. I’m in a basement with only a small window directly above my head to the outside world. I get nearly no bars on my phone connection, and my 4G LTE is suspect.

So, I’m looking for some possible solutions to make phone calls with my clients a reality. So far I’ve considered :

  • Skype In and Out
    • Relatively cheap
    • Sound quallity is suspect
  • Ooma & Vonage
    • Extra equipment including a desktop phone
    • Upfront cost then relatively cheap
  • Grasshopper and RingCentral
    • Established, proven product
    • Little bit more expensive per month
    • Still needs some additional equipment
  • Other VOIP Solutions
    • Cost is low
    • Worried it goes away in a year
    • Technology is sometimes good, sometimes a little sketchy.

So let me know what you’re currently using if you are also unable to go exclusively with your smart phone, and we’ll talk about my decision in a future podcast!

Don’t forget to send us any suggestions for apps to review or people to interview. And subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

And as always, leave the technical stuff to us!

Joining, Participating In & Hosting Twitter Chats : BBP Episode 47

Joining, Participating In & Hosting Twitter Chats : BBP Episode 47

BeBizzy Break Podcast : Episode 47 – Joining, Participating In & Hosting Twitter Chats

Have you joined a Twitter chat? What has been your experience if you have? Are you ready to host a Twitter chat?

One of the biggest big advantages of the Twitter platform is for large groups of people to unite around a common topic to entertain, educate and provide a common voice. Leveraging that to learn about a topic is a great way to keep up with just about any category or specific subject.

But joining a Twitter chat can be a little tricky, and for many of us, scary. First of all, forget the scary part. You can join without anyone even knowing you’re there, so let’s just get that out of the way now. So that leaves the technical part. It’s usually as simple as following a hashtag. Tools like Hootsuite and others allow you to both follow a hashtag, and even create a seperate stream with only that hashtag, which makes it really easy to play along.

Joining a Twitter Chat

Some easy tips

  • Participate! Ask questions, submit answers, share slides and other media . The biggest waste of your time will be to sit and watch the chat go by with nothing contributed by you. Follow people to interact with you if the content is valuable, entertaining, or helpful.
  • When responding make sure you use the #Hashtag to ensure the admins and other followers can see your question, response or generate statement. This will allow everyone to use or respond to your post.
  • If this is a q/a chat, look for Q1, Q2 or something similar from the admins, then respond with a similar format A1, A2, etc. along with the #Hashtag
  • Follow the rules! Don’t promote your website, service or other items unless it’s allowed or requested by the hosts. Breaking these rules will 1) get you slapped on the wrist, or 2) get you banned from the chat

Creating a Twitter Chat

Maybe it’s time you’ve finally created your own Twitter chat. You have a following, you have a topic, now you just need a vehicle to get your message to the masses and maybe use it to drive education and maybe even revenue!

If you are looking to build a community and host a Twitter chat there are also a few things to consider.

  • Recruit a few ambassadors to help you with the chat by attending all of them, RT’ing invites and posts, and participating with answers and follow-up questions.
  • Pick a hashtag that is unique, easy to remember and is about the topic. Use the same hashtag on every chat, every notice, and every recap.
  • Schedule it when you think a large number of followers can attend. Many of the small business chats above are in the mid-evenings when fewer people are working, it’s after dinner and many of us would be watching TV or doing other leisure activities. Chats targeting moms might be mid-afternoon when the kids are at school or taking naps.
  • Prepare your questions, answers and related information in advance, and maybe even schedule in Hootsuite or other tools to make sure the timeline is followed.
  • Interact with other users as they share and respond to your questions. You never know what will come up or be revealed.
  • Prizes are a great way to get people to attend and interact.
  • Guest hosts can add a bit of energy into the chat with a new voice and their following.
  • Don’t be afraid to change things as they emerge. If you get some feedback that a different time/day will work better, or more or less of a type of content works better or worse, make changes.

Twitter chats can be a great way to stay informed of changes in a variety of topics. They can also be used to show your expertise in a subject, and network with a very significant group of experts in your field. Search one out and join a Twitter chat today and who knows, maybe tomorrow you’ll be leading your own Twitter chat!

Don’t forget to send us any suggestions for apps to review or people to interview. And subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

And as always, leave the technical stuff to us!

And as promised, photos of Medora, ND.

bison

#NetNeutrality Day of Action : BeBizzy Break Podcast EP:46

#NetNeutrality Day of Action : BeBizzy Break Podcast EP:46

BeBizzy Break Podcast : Episode 46 – #NetNeutrality Day of Action

Hosted by : Marv Dorner, owner of BeBizzy Consulting

Today’s episode is a quick view of #NetNeutrality.

If you’re unfamiliar with Net Neutrality, it’s simply the call to ensure the same speed, access and availability for all websites… basically what we have now.

Many companies, and of course some internet providers, would love to have priority access to the web, making their sites run at full speed, and throttling the rest of the websites.

Many people and companies are speaking out in defense of net neutrality, including Tim Berners-Lee, the man many credit with inventing the internet.

Join in the discussion and defend Net Neutrality by getting involved on Twitter using the #NetNeutrality hashtag, communicating with friends, family and elected officials, and supporting the companies listed on this article from the Verge.

Don’t forget to send us any suggestions for apps to review or people to interview. And subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

And as always, leave the technical stuff to us!

Own Your Digital Data – BBP EP 45

Own Your Digital Data – BBP EP 45

Own Your Digital Data.

You own your business name, your equipment, maybe you even own your building.

But I bet many of you don’t own your digital business presence.

I’m talking about  your domain names, your social media pages, Analytics and more.

Here’s some tips on owning your digtal data

  • Google Business Listing – Make sure you use an email address owned by the company to create and manage the business listing. By not doing this, I’ve seen the process become very involved just to change the hours of operation.
  • Google Analytics – Same as above… use an email address belonging to the business to create this account. We’ve had an issue where we could not move an account to a client and therefore couldn’t use the existing account to manage everything without creating a new Analytics account.
  • Social Media – Picture this… you fire the employee in charge of social media. They created YOUR page with THEIR account, and therefore “own” it. Now, in order to make sure that previous employee doesn’t post negative information, or simply for you to continue to post as your business, you have to go to them and have them transfer ownership. Awkward! Create your own social media pages/accounts, and invite others to contribue. Then you can manage who gets access.
  • Domain Names and SSL’s – Your domain name is one of the first things potential customers can see. If you don’t technically “own” it, then moving it can be a long, and sometimes impossible process. Lease your own domain names, and SSL certificates to make sure you know when they are up for renewal, and can easilyl change everything in the event you move or change hosting.

If you’ currenty don’t own your digital business presence or properties, my suggestion is to get them as soon as you can. You never know when your current vendor will be leaving the business space, you lose critical employees, or even if YOU are planning on selling and need to transfer ownership.

Need some help getting this handled? Contact BeBizzy Consulting at 701.214.6271 or at BeBizzy.com and I’ll be happy to help you out!

Have any questions or suggestions for future podcasts? Leave them below, or send them to me @BeBizzy on Twitter!

Don’t forget to send us any suggestions for apps to review or people to interview. And subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

And as always, leave the technical stuff to us!

I HATE Printing : BBP EP 44

I HATE Printing : BBP EP 44

I hate printing.

PC Load Letter…?

More than most anything else in running my own businesses, paper drives me nuts.

Now I know this makes me a bit out of the ordinary. Most people still default to notepads, post-it notes, or random pieces of paper to keep short reminders, meeting notes, and ideas, but maybe it’s time for you to buckle down and think about using your technology to do this job, and de-clutter your life and business.

Subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio

Things You Probably Need To Print

There are some things in business that you might need to print, unfortunately.

  • Contracts
  • Invoices for Clients
  • Meeting Agendas

Print these if you must, but try to use tools like Docusign for contracts, email invoices from your accounting software for invoicing, and email or other electronic means for meeting agendas if possible.

Why Digital Instead of Print?

Like most controversial subjects, humans are looking for justification on why to do this process instead of just doing it like we’ve “always done it.” Need a few reasons to use digital instead of print? Here you go !

  • Offsite Backups – Fire, water, carelessness, etc can ruin your print documents. Digital files can be secured and backed up in several locations in case there’s a catastrophic event.
  • Searchable – Ever tried searching for a term or keyword in piles of paper? How about searching on the internet? Way easier to just type in what you want and have a few documents presented to you, isn’t it?
  • Accessible By Multiple Devices – Get to a document with your laptop, phone, tablet, or really anyone else’s device, all protected by login credentials.
  • Share or Limit Access to Files – Pretty much anyone can get into a general access filing cabinet. So that means you need MORE cabinets saved in secure areas like the accounting office, C-level suite, or possibly even another room. Digital files can be locked down to a single user, keeping access as secure as possible. On the flip side, if you need to share with multiple users a document can be shared across the network with anyone you wish.

Avoid the Day-To-Day Paper Mess

Ok, so it’s apparent that moving to paperless is a great method to clean up the office and become more efficient. How about some tools that will help you do this?

  • Storage – The first thing you need to do is determine how you are going to store and share the documents. If you want to keep everything contained in your network, you can use your internal server to do this. But if you want the advantages of outside accessibility you might consider using a cloud storage.
  • Backup/Security – Of course a big concern is security and backups of the data. Most of the cloud services have automatic backups and recovery systems. Also, most of them have encryption either natively active or available as an add-on.
    • Versioning – In some cases having multiple versions of the same document is desired. This works great on marketing documents, meeting agendas, policies, or other items that require several revisions. Cloud services like Box.com have a great way of tracking versions and accessing them as needed.
  • Receipts – One of the biggest sources of paper for many small businesses are receipts or bills. Get them digitized and out of your filing cabinets and make them easy to sort and report. All of the tools below make it easy to scan, photograph or submit a PDF of your receipts or bills.
  • Track Mileage and Travel Expenses – Eventually we all have to travel for business and tracking vehicle mileage, gas, food and other expenses can be tricky, or just a pain in the butt. Luckily there are many mobile apps and computer programs to help you with keeping track of these easily.
    • Milebug
    • MileIQ
    • Quickbooks
  • Notes – The staple of business life, right? We all take notes… lots of them. And most of the time they are on legal pads or composition notebooks that contain pages and pages of random notes and meeting results. Using electronic note systems keeps these loose notes organized, searchable, and shareable. And, if you use an tablet or some smartphones some of these applications also will allow the saving of handwritten notes.
    • Evernote
    • OneNote
  • Project and Task Management – Need to keep you and your team on task? You could use a whiteboard, random post-it notes, or just your brain to do this, or you could find a technology solution that meets the needs of your tasks and projects.
    • Scribblepost – My favorite task management application. Usable across all my devices.
    • Basecamp
    • Outlook, Gmail and GSuite all have excellent task management tools built in.

More Tips on Avoiding Printing

Reasons digital is better than paper… check. Tools to keep me from printing… check. Now, you just need a few more tips on how to avoid using paper during the work day.

  • Print to PDF – Every time you would normally print a document to be placed in a filing cabinet, select Print to PDF and file it in your digital storage system.
  • Don’t Print Emails – I can’t think of a single reason, short of saving something offsite to maintain your innocence or proof of someone else’s guilt that you would print an email. It’s in your email, leave it there and use your other tools to
  • Maps – Remember the frustration and pain of using (and folding) paper maps? Heck, most people can’t even find north! Paper maps are close to obsolete the second they are printed. Use your GPS or smartphone to get where you need to go.
  • Faxes – If you need to fax something, first of all, yell at the company you are faxing information to. Then, after your meltdown, use a service like E-Fax to send electronic documents to their system. Odds are they have a digital service and don’t realize that the rest of us beat up our fax machines in an Office Space-like rampage.
  • Web Pages – Printing webpages was a pretty useful service several years ago, but now it’s just extra pieces of paper lying around. Send URLs via email, messaging systems, or share websites using apps like Pocket.
  • Bills – Did a bill arrive in the mail? Open it, scan it, save it in your storage location and accounting system, then put it in the shredder or trash bin… where it belongs.

Existing Paper

Finally, what should you do with the existing paper products you have in the office? You may have years of old documents, invoices, meeting notes just sitting in filing cabinets waiting patiently to be shredded when you’re ready to move or need more space. The easy solution would be to drag them out the parking lot, gather everything up, and set it on fire. But safety, and the law, make that impractical. So your options are really down to two. Store existing paper and remove it as it becomes unneeded or obsolete. Or, scan existing paper into your new digital system.

Scanning existing can be an expensive solution. However, do some math on what processes could be optimized by having the old documents digitized. Could more workforce work from home or remote locations more effectively? Could you share some information with partners, vendors or other resources to make things quicker? Could you make more money, or possibly spend less by buying less equipment or renting less space by getting rid of clutter? Is having your documents in a secure, emergency-proof location attractive to you as a business owner?

Scanning services are in nearly every town. They roll up to an office with a truck to keep documents in-house for the most part, and can even provide some solutions or guidance on how to set up your digital files. And if it’s something easy like receipts, Shoeboxed offers a service where you send in your receipts, then scan and organize them all, and you’re all set.

Stop Printing!

A paperless office might be right for you and your business. Maybe it’s time to get rid of those printing costs like paper, printer leases, toner, ink, storage and more by going all-digital. And, think of all that time you’ll save by not standing around the printer/copier waiting for you document to print!

Have any questions or suggestions on going paperless? Leave them below, or send them to me @BeBizzy on Twitter!

Subscribe to the BeBizzy Break Podcast on iTunes and Stitcher Radio