Real Success with Virtual Tools

Real Success with Virtual Tools

We all know that the Internet has a limitless number of tools to make our professional lives easier. It is easy to distrust the random companies, Web sites and tools that we find online. We are warned constantly to be weary of emails from unknown senders, do virus scans frequently and avoid recklessly downloading new software. Without a first-hand recommended from a reliable source, how do we know what online tools will help and not harm?

The SeaCrest teams works virtually—everything is done by phone, Internet, email and instant message—so we are always looking for new tools to help us, and our clients, operate efficiency. Below is a list of online tools we have discovered and recommend you investigate for your own organization.

Internet Based File Storage

For smaller organizations that don’t have access to a computer network, online file storage can be a lifesaver. These Internet based tools allow multiple users to share files in a secure environment and also provide an easy way to back up important files without additional hardware. There are many, many options out there including StrongSpace, XDrive, and FilesAnywhere. In addition, GroupLoop provides a calendar and central discussion area along with file storage.

Phone and Fax Services

Organizations that are volunteer based or have staff in multiple locations can use a phone system like GotVMail that provides one main number which can connect to multiple locations. Online fax services (EFax, FaxItNice, FaxesAnywhere) are available so that you can receive faxes via e-mail, eliminating the need for a traditional fax machine and additional phone line.

Skype allows users to make free phone calls over the Internet. Free Conference allows users to set up free conference calls for up to 100 users and 3 hours. The catch is that people that call in from outside the local area will pay applicable long-distance rates.

Time Management

Tired of sending out emails to your Board or Committees to schedule conference calls and meetings and then struggling to keep up with the responses? Use Meeting Wizard to simplify the process.

Google Calendar allows you to share your schedule, create invitations and send reminders, and set automatic appointment reminders.

Need a way to track your time on specific projects? SlimTimer allows you to create and share tasks, track your time and run reports.

Blogging

An easy and free way to get started is Blogger from Google. Users can choose from several templates and can also customize the look of their blog. Beginners should find the dashboard easy to use. For a more advanced approach try TypePad.

Collaboration

The newly released Google Docs & Spreadsheets provides a "web-based word processing and spreadsheet program that keeps documents current and lets the people you choose update files from their own computers." No more e-mailing documents back and forth or struggling to keep track of revisions with multiple editors.

PDF Creators

Need to make a PDF, but don’t have the full version of Adobe? There are several tools that will allow you to convert an existing document to PDF format. PDF995 is available for free, but an advertisement will be displayed each time you create a PDF. Easy PDF Creator is also free, but places a footer on each page of the PDF you create.

Instant Messaging

We’ve heard before that e-mail is the new snail mail. For faster communication people are increasingly relying on Instant Messaging (IM). If you have already discovered IM then you have likely experienced the frustration that comes with incompatible systems. Instead of having multiple IM accounts, try Trillian, a free stand-alone chat client that supports AOL, ICQ, MSN Messenger, Yahoo Messenger and IRC.

Travel

Fall always seems to be a time of increased travel in the association world. In addition to the usual travel sites like Orbitz, Expedia, and Travelocity try Farecast which offers predictions on airfares. If you have ever wondered if you should buy now or wait – this site was designed for you. Along with available flights you will receive advice on whether prices are likely to rise, fall or remain steady.