My IT saved my business!
Created on: Mar 18, 2009 9:47 AM by Claudia - Last Modified: Oct 11, 2009 11:41 PM by Nathan Krake
Scenario
Does this sound familiar?
I'm a business manager running a small network with around 40 computer workstations along with a couple of servers.The network is a pretty basic setup. It allows our staff to logon to the network and provides general internet/email access and network file/printer sharing.
For the most part, the setup works well and appears to be doing the job it was originally designed for - 3 years ago.. however, now things are changing..
More and more, our management team need to be across sales, in front of our competition and ontop of new customer requests.
The sales team have been asking about accessing their email from smartphones & iPhones, as well as the ability to log into network to access files and applications from clients sites or from home etc..
We also have other office managers and staff asking about flexible working arrangements "can I work from home one day a week?" or "I need access to the network over the weekend to meet a deadline.." and ontop of this, I have a really experienced member of the team about to go on maternity leave. Turning off her access to email (and us) for 6 months just doesn't make sense to me..
I know we need to do something, however, I don't know what and besides, I am sure what ever the solution will be will simply be too expensive .. and not something we can afford during these tough times..
If this sounds familiar don't stress. The answer may be easier then you think.
With the economic climate, there has never been a more appropriate time to review your systems in order to capitalise on your existing infrastructure..
You can bet that everyone (including your completion) is looking to 'wring' as much as they can out of their existing IT investments. You should too!
So, what can be done?
If you are running a standard Microsoft Windows network, chances are that already have everything you need to enable solutions to these problems. In many cases, these functions have not been enabled or simply aren't configured.
Emails on mobiles, smartphones or iPhones
If you are running Microsoft's Exchange (email) server, you are in luck. Exchange has the ability to 'push' email to compatible devices. This means that staff with the right handset (iPhones, imates, HTC, Nokia, Samsung etc) can have their emails delivered simultaneously to their handsets and their workstations.
They can be across all of their email correspondence as they receive it and act on a new customer lead immediately rather then waiting to return to their desk. This can be all the difference between winning and losing the next big contract.
Approx time required to enable: 1 - 2 hours plus 15 minutes per compatible handset.
Email web access (webmail)
Providing your staff with the flexibility of being able to access email via a webpage from home (or other locations) can reduce the stress on your employees and make them more productive. When deadlines need to be met - staff will appreciate that they don't have to wait at the office, at the end of the day, to respond to an important email (especially when they have family commitments at home). This reduces their stress, which makes staff happier, more positive, loyal and thus productive.
Approximate time required to enable: 1 - 2 hours
Remote network access (Virtual Private Network)
Flexible or remote network access isn't hard and doesn't need to be unsecured. Using your existing Microsoft Windows servers and Internet connection, staff can remotely access the business network and remotely operate their desk computer and applications. This not only helps when staff are on leave (sick etc) but also allows you to be more flexible with holidays, annual leave etc.
Approximate time required to enable: 1 - 2 hours
Business benefits
The benefits to the business can be significant. From increased sales to improved productivity as well as more efficient use of your organisations most significant resource - staff.
No need for major hardware or software purchases
In many cases, obtaining such functionality can be achieved with out the need to spend thousands of dollars. A simple review of your existing infrastructure can uncover the potential hidden in your network.
Improved staff visibility
Staff have greater access to new and existing customer opportunities in realtime. Cutting down the time required to react and respond to a new lead could be the difference between wining or your competitor winning the next contract
Decreased operational downtime & improved business agility
Responding to an internal issue or request while waiting for the train reduces other staff member's downtime and improves your businesses decision making process. Reducing the time taken through decision making cycle translates into improved ability to respond to key operational requirements.
Greater technology ROI
Getting more out of something you have already paid for is a great way of increasing your return on your investment. Existing infrastructure can be re-configured to deliver new functionality
Service usage
Most business systems turn idle when the clock strikes 5pm. (If only we could use such services as Internet like we use electricity - via a switch?) Services such as Internet access are 24hrs a day / 7 days a week so why not use them afterhours outside of business hours
Reduced office expenses
Workers that do not need to be in the office every day can help reduce office expenses such as power, space & telephone costs.
What do I need to do?
Call The Right IT on 03 8320 5188 to arrange a review of your infrastructure and determine what we can do to help you. In many cases, we may be able to complete our review remotely.
I remember doing some work last year for a business in Richmond. They were using Microsoft's Small Business Server 2003. The owner had had a complicated VPN configured between the Richmond office and his home in South East Melbourne, but the VPN had stopped working. This meant that he had to come into the office (about an hours travel each way) to access email and files. I enabled webmail (built into Windows SBS 2003) so he could access his email from any Internet connected PC and we configured VPN on the server which allowed him to not only connect to the network remotely but also remotely controll his PC and all the applications installed on it. Since then it had been working really well and saved him around 4-6 hours of tavel time per week (especially on the weekends).. That's almost one day a week..