TAO Podcast (Mobile Work Tip) - Remote PC Access

Phil talks about accessing a PC remotely using an online service called GoToMyPC.

TAO Podcast (Mobile Work Tip) - Free Conference Calls

In this Mobile Work Tip Phil talks about using free conference call services for real-time brainstorming with people you don’t get to see face to face.

**get more tips like these in our free Mobile Work Tipbook.**

Virtual Collaboration and Brainstorming - Use the right tools

I recently stumbled on a great article on Read-Write-Web about the “Work From Home” Generation.

They give a good overview of the pros and cons. While I agree with almost all of it, the first issue they raise as a negative is “Brainstorming is difficult”. While I agree initially it can be more challenging while you adapt to collaborating with others virtually, like anything it becomes much easier with practice. A large part of successfully brainstorming and collaboration with others across distance is choosing and “thoughtfully applying” the right technology. This is something we often talk about and stress in our workshops and books. Read more

Dropping Outlook for webmail? My 60 day experiment

Let me start by saying that for as long as I can remember I have been a devout Microsoft Outlook user. I lived, breathed, and worked in Outlook all day long using it not only for email - but also for organizing my contacts, calendar, tasks, and notes. About 6 months ago I upgraded to Office 2007 and really like the new version of Outlook - however I have been giving a lot of thought lately to just how mobile my email is (and can be).

This prompted me to start thinking about making the switch to using webmail. By moving away from Outlook to a web based email system I always have access to all my mail from any web browser. At a client site - no problem just jump on the web and I’m able to send, receive or access all of may mail. Visiting friends and family . . . I don’t even need my laptop with me as long as I can use their computer to get on the web.

But me leave the comforts of Outlook? Just the thought of it made me quiver . . . so I decided to conduct a 60 day experiment to see if I could leave my trusty Outlook behind and free myself to truly work the web!

I evaluated the big boys of webmail - Yahoo, Windows Live (formerly Hotmail), and Google’s Gmail. After a painstaking analysis of their various features and options and a few short tests I have decided to go with Yahoo Mail for my experiment. There are a lot of reasons why which I will explain in future posts - but one of the reasons is their new interface which makes the experience of working with it very similar to working with Outlook or any other desktop email program. Also it was important for me to be able to send mail from a number of different email addresses seamlessly so I could consolidate my mail into one program like I did with Outlook. While the other claim to do this they have some shortcomings in this area that Yahoo did not have (as long as I subscribe to their Yahoo! Mail Plus service for $20 a year).

I also like the fact that I can free myself from having to use a smartphone (like my current Treo 650) to access my email being that almost all phones have internet access and Yahoo provides a very usable wap (phone based) interface to access and work with your email. I’m planning on getting a new phone soon and wanted to move to something a bit simpler (my Treo tends to crash a lot and in the end I realized I want my phone to be mostly just that . . . a phone and not try to do everything). I spend enough time troubleshooting my computer - I don’t want to troubleshoot my phone too!

I decided now would be a good time for the test as I will be traveling a lot for the holidays so it would give me a good chance to really put it through it’s paces. So about 3 weeks ago I made the switch (gulp). I have a copy of all my email forwarding to my Yahoo Plus account (while leaving a copy on the mail server that I still have been downloading into Outlook once a week in case after the 60 days I decide to scrap my webmail experiment).

At first my mouse kept hovering over the Outlook icon on my taskbar every time I went to check or send an email but soon I overcame that and a strange feeling has overtaken me. Let’s call it a lightness of being . . . I feel less tied down not having to live in Outlook anymore. Instead of running into my home office to check my email I just use my phone’s web access to log into yahoo and view messages. And guess what? When I delete a message on my phone it’s gone the next time I access Yahoo’s webmail from my laptop. I also have to admit my laptop has been a lot snappier now that I don’t have a big resource hogging program like Outlook running all the time. Most of the time I am just working in my browser (which I always have open anyway).

I’m not fully convinced I am leaving Outlook yet - but so far I am really enjoying the experience! The next week or so when I am visiting family for the holidays will be much more telling. What about my calendar, tasks, and notes you ask? I’ll save that for another post in a few weeks. At that point I’ll share more details about my experience and what tools I am trying in replace of Outlook there - yes they are also web-based!

So what do you think? Are you an Outlook addict? Have any of you made the switch? Post a comment and let me know your thoughts and experiences.

TAO Podcast - Search and Research

This episode contains the first half of last week’s radio show. We discuss fundamentals of internet research including places to search and specific ways to search more effectively.

Visit www.TheAnywhereOffice.com and click archives to listen to the complete show. While you are there be sure to visit our blog and post comments and feedback as well.

TAO Podcast Theme Music - Begin by Andy Simon

Show #10: Search and Research - How to search the web effectively

This week we explain some key strategies and tips for how to search the web like a pro. Learn to save time daily with our super search tips. Thanks to Richard Robinson of Legacy Scribe for joining us as our guest on the show.

If you missed the show you can listen in below or download the MP3 file.

Show # 10: Search and Research - How to search the web effectively
The internet is arguably the single largest repository of knowledge and information in the world. Knowing how to search through this data and find what you’re looking for is critical to reaping the benefits of this incredible resource. We are joined by Richard Robinson, an award-winning family history writer, co-author of two books, and the information officer for the international Association of Professional Genealogists. Learn how to avoid becoming road-kill on the information super-highway.

Here’s what we covered:

• Why people search: We look at all the different things people search for everyday both personally and professionaly. We spend more time searching than we think . . . we’ll show you how to save at least an hour a day!
• Where to search: We explore the various types of search engines and list some of our favorites for more niche based or narrow searches.
  • The Big Boys: Google, Yahoo, and MSN (with their newly launched LIVE search).
  • Meta Search Engines (search more than one engine at a time): Metacrawler and Momma
  • Specialized Search Engines:
    • IMDB (Internet Movie Database)
    • Amazon (books and music)
    • eBay (items for sale and vintage items)
    • Epinions (product reviews)
    • The Internet Archive (very fun - open access to writings, literature, music, and images)
    • Great collection of specialized search engines
• How to search: We discuss various tips and strategies for conducting effective searches and finding what you need quicker:
  • Is it best to start with a wide or narrow search?
  • Boolean search tips - using operators like AND, OR, NOT, +, -, and quotes to fine tune your searches.
  • Using Google niche searches to find specific items including Images, Videos, Froogle, News, Discussion Groups, and Maps
  • Google Alerts - Setup robots to automatically search important terms for you on the web and in the news and have Google email them directly to your inbox . . . What a time saver!
• Guest: Richard Robinson, president of Legacy Scribe, an award-winning family history writer, co-author of two books, and the information officer for the international Association of Professional Genealogists.

To listen to the show you can use the flash player below or download the MP3 file. Use the PLAY IN POPUP link below if you want to use our flash player and roam the web while listening.

Show #9: Work Unchained - Work where and when you want with a virtual office

This week we explain the concept of a virtual office including the different types of virtual offices and their uses. Thanks to Guillermo Rotman of Regus for joining us as our guest on the show.

If you missed the show you can listen in below or download the MP3 file.

Show # 9: Work Unchained - Work where and when you want with a virtual office

Whether it’s a web-based collaboration service or an actual physical office that you can use on an as needed, on-demand basis virtual offices are empowering teams, entrepreneurs, and small businesses. This show will cover the ins and outs of all types of virtual offices and new ways to collaborate. Phil and Jason will be joined by Guillermo Rotman president of The Regus Group Network for the Americas, the world’s largest provider of outsourced workplaces for companies of any size.

Here’s what we covered:

• The rise of virtual offices: We look at the way that working and workplaces have changed to embrace a more mobile, flexible style of work.
• Different Types of virtual offices: We explore the different types of virtual offices and how solo professionals, teams, and companies of all size are using them to improve productivity and collaboration. Smart phones, free web-based collaboration tools, web-based virtual offices, and physical virtual offices.
• Websites and Resources:
  • Yahoo Groups and MSN Groups - setup a shared collaboration space or virtual office for free. Basic features include calendar, discussion boards, document and photo storage.
  • Webex Weboffice - Professional level web-based virtual office. Shared contacts, calendars, documents, task lists, and more. Get everyone on the same page. This is what we use at Montero Consulting.
  • How Virtual Ofices Work - Good article that guides you through some of the issues you have to deal with when setting up a virtual office. They also discuss some of the advantages and disadvantages of operating solely in cyberspace.
• Guest: Guillermo Rotman, President of The Regus Group Network for the Americas, the world’s largest provider of outsourced virtual offices and workplaces for companies of any size.

To listen to the show you can use the flash player below or download the MP3 file. Use the PLAY IN POPUP link below if you want to use our flash player and roam the web while listening.

Show #6: Working Together While Apart (Virtual Teams)

This week we discuss strategies, technologies, and trends for virtual teams and remote collaboration. Thanks to Jim McNeill for joining us as our guests on the show.

If you missed the show you can listen in below or download the MP3 file.

Show # 6: Working Together While Apart

The increase in outsourcing and advances in communication technology have both forced and allowed many organizations to explore virtual teamwork; while new to some, freelancers and artists are accustomed to working this way. Joined by artist and freelance graphic designer Jim McNeill, we discuss the challenges and benefits of virtual teams and collaborating across distance.

Here’s what we covered:

• In the News:
  
  • Happy 25th Birthday to the PC - boy have things changed!
  • Flight delays and new rules for carry on when traveling internationally - Are there other ways you can meet and collaborate without travel?
• Top 5 Virtual Team Tips: From our book 2-Minute Virtual Team Tips. You can also download a free tip book on our resource page.
• Our Guest: Jim McNeill, Artist and Freelance Graphic Designer. Be sure to check out the Jimplex (for some fun Flash animations) and find out more about these tessellations. Jim has been sharing his talent with us for years and is responsible for almost all our logos including The Anywhere Office, You Can Work From Anywhere, and MusicIsland.

Other Resources (including some things we mentioned in our Top 5 Virtual Team Tips):

• Online Virtual Offices and Shared Workplaces:

  • Webex Weboffice - One of the best web based virtual offices and the one we use to keep everyone on the same page.
  • Yahoo Groups - Looking for a free alternative? While not nearly as full featured as the Webex solution Yahoo groups are another way to keep your group or team connected.
• Free Conference Call Services:
  (for real time discussions, meetings, and brainstorming)
  • FreeConferenceCall.com - up to 96 people on a call and free call recording - WOW!
  • FreeConference.com
  • Mr. Conference
• Ze Frank on communicating via email - the always irreverant zefrank with a lesson on email communication

To listen to the show you can use the flash player below or download the MP3 file. Use the PLAY IN POPUP link below if you want to use our flash player and roam the web while listening.

Whitepaper on Remote Access and Business Continuity

On this weeks radio show we talked about business continuity and the role that remote access can play in organizations being prepared for workplace disruptions. Citrix Online (makers of GoToMyPC) was kind enough to supply us with a whitepaper they have written titled “Business Continuity: Managing a Workforce Disruption with Remote Access”

Here is a summary:

Although no one can say with certainty whether an avian influenza pandemic will occur, business continuity experts and government agencies stress the importance of preparing now. While most companies have focused much planning effort on protecting systems and workplace assets in the event of a loss of power or server failure, many haven’t planned how employees will continue working if they are confined at home for extended periods.

This paper describes how you can complete the missing part of your business continuity plans by using remote access to provide employees with access to information and resources during an unexpected disruption. Remote access, when planned properly, can reduce the risks to your business during a workforce disruption.

You can download the full whitepaper below.

Google is more than a search engine

Our website spotlight from this weeks radio show was Google. I know what you’re saying . . . come on guys . . . everybody knows Google. But do you really know what they offer?

Sure everyone knows Google as one of the best and most popular search engines. But Google has a host of other services and products they offer - all of them free that really cater to living a digital lifestyle. Check out this Google Page that lists them all with links to check them out.

Here are a few of our favorites:

• Alerts - Why search the web for topics of interest when you can setup an alert and Google will email them to you?
• Desktop - A great tool to catalog and search for files and email on your computer. It actually creates a full text index of your computer so you can search for and find information as quickly as you can on the web. Also has some great tools for viewing photos and subscribing to blogs (like this one).
• Earth - Google earth is guaranteed to make your head spin and your jaw drop as you say “WOW”. Explore the world from your PC.
• Picasa - An amazing program that catalogs all the photos and graphics on your PC letting you quickly find and share them with others.
• Gmail - Google’s own web based email with a generous 2 GB of storage space and lots of great features.
• Video - Search TV programs as well as watch videos from other people on the web (or post your own).

There are lots of other goodies they have available so take a look around.

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• Recent Posts

  • The growth of telework and virtual teams in midmarket companies
  • TAO Podcast (Mobile Work Tip) - Remote PC Access
  • TAO Podcast (Mobile Work Tip) - Free Conference Calls
  • Travel Delays Highlight the Need for Virtual Team Strategies
  • TAO Podcast (Mobile Work Tip) - Communication Guidelines
  • Virtual Collaboration and Brainstorming - Use the right tools
  • Happy Holidays from The Anywhere Office - a musical gift!
  • Dropping Outlook for webmail? My 60 day experiment
  • Free Business Continuity Teleseminar for National Preparedness Month
  • Small Adjustments = Big Changes

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