Business, butternut squash and water cooler economics

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Business has parallels with many things. Good analogies are a story easily told. So I’m going to tell you how web design, butternut squash and water coolers all have something in common…

As I walked into the office, a Steve was in mid discussion with Claire about the cost of the bottled water she buys and brings into the office. While the water seemed cheap enough, Steve was busy working away on some numbers on a piece of paper. He had other ideas.

Claire wasn’t sure of the idea of renting a water cooler, citing the monthly costs as the principle reason. Steve was sat there, running the numbers. In the end, the apparent cost of the water cooler worked out much cheaper over twelve months than buying bottled water.

So now you’re wondering how a water cooler connects with business, apart from the cost savings. Well, it’s all a question of economics — what appears expensive in the short-term, can often have long-term cost benefits.

As an example, you might want to be able to edit the web pages on your website, but to do that, it’s more than likely that you’d need what’s called a Content Management System to do that.

Now, there’s two ways of managing your website:

  1. I edit the web pages as and when you request changes, or;
  2. You edit those web pages yourself, via a CMS, in your own time.

The first option appears to be the simplest option, but when you consider the cost of me making those edits, and that those edits might not happen straight away, due to work schedules, the costs can rise.

The second option can seem very expensive, because I’m tasked with developing a CMS for you, which might cost many hundreds of pounds. But you’re in complete control of your website, and over time, you’ll save money and be able to make edits at a time of your own choosing.

So the convenience of having your own serviced water cooler is to a CMS what me editing your website is to bottled water, bought from the supermarket.

While at the supermarket buying lunch, I looked to my side and saw a box full of butternut squash. I’m sure I’d seen them before, but I had no idea what to do with them. Do I cut them up like a melon? Do I mash them like potatoes?

So I asked the assistant, serving me with my lunch. She instantly referred to a colleague of hers. They didn’t know either.

This to me is a missed opportunity; butternut squash could be heaven for all I know! If only I knew what to do with it. So I suggested that recipes ought to be put next to the butternut squash, so people had some idea of what to do with them, and what else to eat them with — maybe something else in the store. The two women instantly agreed that would be a great idea.

So now you’re wondering how butternut squash connects with business. Well, I could ramble on about buzzwords, like PHP, MySQL, XML, HTML, ActionScript, JavaScript .. and on, and on. The problem is, buzzwords are no better than butternut squash, if you don’t know what they are, or what to do with them.

So I don’t sell buzzwords, I talk about the things those buzzwords can be made into, such as a web application for managing company assets, for bookkeeping, tracking stock inventory or for selling products via the web.

As you can see, business is very much like life. And what we learn from our everyday lives is often easily transferrable into our business lives, too…

Be just one click away with Skype

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If you thought IM (Instant Messaging) was just for teens, think again. The worst thing you can do is slip off a client’s communication radar. So just how do you reconnect? Here’s how the power of Skype keeps you just one click away from your clients, and how that helps you do business better.

You’ve seen your kids chatting with their friends via MSN Messenger, Yahoo! Messenger and other than the fleeting thought that they might be inadvertently chatting with some weirdo your own age, you don’t give it too much thought. Thing is, your kids are running rings around you when it comes to staying in touch!

We humans love to communicate; our power of speech is testimony to that. Sadly, when it comes to business, we tend to erect barriers, limiting the scope of our communications to purely business topics, leaving the personal stuff to one side. Thing is, when we do that, we neglect a genuine opportunity to becomes friends with the very people paying us the money our businesses need to survive.

Sure, not all clients want a deeper relationship, certainly not one beyond the professional relationship you already have with them. But in addition to missing out on a more personal connection, we’re also just not there for them.

Where I come from, there’s an old adage: out of sight, out of mind. And this is also a truism in some respects. Think of the number of times you’ve hit a brick wall with something and you’re struggling to figure out what to do next. Wouldn’t it be better to have people on hand to give you the help you need?

That’s why I use Skype, so I’m always just a click away for my clients.

The power of Skype for businesses

Skype (or which ever IM software you’re most comfortable with) is sort of like having a mobile phone on your computer — you can make voice calls for free through your broadband connection, as well as sending text messages and files.

I use Skype as an adjunct to my email, when a client and myself are collaborating on a project, or just thrashing out ideas, and we need to be communicating in real time. Then, if we need to send something more formal, we use email.

I can’t tell you how many times a client has sent me a chat message on Skype about something they’re struggling with and I’ve been on hand to help them out, instantly. Sometimes, I’m helping them with things not core to what I do, but I either find a way to help them myself, or I connect them with someone else who does.

Every time you help out, you build on that ephemeral yet immensely valuable business currency called trust. You also demonstrate just how valuable you can be, which is not to be underestimated.

Don’t expect every client to take you up when you ask them to install Skype, or some other IM software. But the more that do, you’ll seldom be out of sight, or far from their minds.

Why buzzwords, jargon and acronyms are business buzzkill

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The web design industry is awash with buzzwords. For most businesses, buzzwords are a big turn off. Ask yourself this: why should any business care about CSS, mashups, XHTML, PHP, Ajax, flash mobbing, or the lamentable Web 2.0?

I think you know the answer to that one. For most businesses, the web and all its many attendant acronyms, jargon and buzzwords are complicated enough as it is — no business ever really wanted a website:

“No one who paid to have a website developed actually wanted a website; they want the web to help them promote their business. I’m going to help you promote your business on the web, make money over the web, and measure what you’re doing on the web.”

WYNIWYG (What You Need Is What You Get)

My job essentially involves me either fixing something someone else broke, or me making a better box of tricks. If something is broken, I’ll try and fix it the best way I can without it costing my client a small fortune. If that fails, I’ll make a better version. It’s that simple.

The only time I will mention any kind of industry jargon is when I absolutely have to and there’s no alternative. The vast majority of my clients really don’t care how I do what I do, so long as I do it cost effectively, efficiently and as quickly as possible.

All good business is about good communication; talking complex concepts through in simple analogies and terms. The moment technicalities creep into the conversation, the door is opened to fear, uncertainty and doubt.

“Is that going to be expensive?”

“That sounds really complicated!”

“But I thought you’d be handling that for me?”

These are the kind of questions and exclamations that need to be addressed head on.

Needs versus Features

If someone tries to convince you to have a really slick animation or video on the front page of your website, ask them how that benefits you and will all your visitors be able to see it, and if not, what will they see instead.

If someone tries to convince you to have your entire website redesigned, built using a load of technologies you’ve never heard of before, ask them how that benefits your visitors, yourself and your sales & marketing activities.

If someone tells you they can get you onto Google’s first search page, ask them how, when, with which web pages, for what keywords, are their methods ethical, for how much, and for how long.

Each of these scenarios have more wrong answers than right. Each scenario could easily cost you considerable sums of money with very little obvious return for your investment. Each scenario can easily involve you being sold a feature dressed up to look like a need.

Don’t get me wrong, slick animations and redesigned websites all have their place, but being blinded by buzzwords, jargon and features in needs’ clothing does not a business strategy maketh.

What is a web application?

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A web application is an application that runs on the web via a web browser like Microsoft Internet Explorer or Mozilla Firefox. You access a web application in exactly the same way you would a regular website; by typing a web address into the address bar of your web browser of choice.

Rather than discuss the wider aspects of more commercial high-end web applications from the likes of Microsoft, SAP or Seibel, I’ll instead concentrate on the general aspects and features, giving you a broader overview of what a web application is.

What’s the difference between web applications and desktop applications?

The most fundamental difference is that you won’t have to install a web application onto your computer — nor will you have to double-click an icon to start it!

There are several key differences between a web application and a desktop application:

  • As mentioned, you’re unlikely to install a web application onto your computer.
  • Because a web application exists (is hosted) on the web, you can access them from almost any location where you have access to an internet connection and a suitable web browser.
  • Most web applications allow for teams of people to work together, sharing the same data & information.
  • Software licenses are often more flexible than their desktop equivalents; modest “per seat” licenses or no license fees at all.

What are the advantages / benefits of a web application?

Certainly from a business perspective, having a web application written specifically for your business means you’re unlikely to be paying for features that you don’t want, as is often the case when you buy off-the-shelf application software like Microsoft Office, for example.

Assuming you’re having a web application developed for your business, the advantages / benefits of a web application are:

  • When you have a web application developed for your business, your needs are being addressed specifically.
  • By automating key business processes, you and your team can save valuable time.
  • Far greater work capacity, so you can commit to higher work volumes without increasing working time.
  • A web application should help towards reducing data errors, loss and duplication.
  • The potential for much higher efficiency across any / all business processes that have been automated by your web application.
  • A web application will free up valuable computer resources, allowing key staff to work remotely.
  • An increase in the accuracy of data entry and manipulation.
  • Measurable cost savings over time (greater ROI).

There are also a number of differences that can be considered disadvantages:

  • While web application software is now very sophisticated, certain standards that govern the way a web page is assembled and viewed by the web browser means there can be inconsistencies between the different web browsers, in some cases even leading to a web application simply not working at all.
  • Since web applications exist on the web, they may be vulnerable to attacks and exploits that could compromise sensitive commercial databases and customer details.
  • If your internet connection is faltering, or the host is experiencing issues, you may not have fast or complete access to your web application.

Some of these negative factors can be mitigated to some extent, but it is impossible to remove all of the issues completely.

Testing a website or web application

Any website or web application should undergo rigorous testing stages to ensure maximum compatibility with the web standards and the web browsers you anticipate are most likely to be used by your users.

Reducing security issues

When developing a web application, there are number of standard programming methods and guidelines that can significantly reduce the likelihood of a successful intrusion, possibly compromising sensitive data.

What’s a typical web application?

Almost any kind of desktop application can be turned into a web application (given enough storage space and bandwidth), with the addition of the advantages outlined previously.

Typically, web applications for SMEs (Small-to-Medium Sized Enterprises) would be:

  • Job ticketing, auditing, billing and invoicing.
  • A CMS (Content Management System), for managing web pages for a website, or a corporate network.
  • Selling products / services on-line (more often referred to as e-commerce).
  • Managing digital assets like video, audio and photography.
  • Customer Relationship Management (CRM) systems.
  • Enterprise Resource Planning (ERP) systems.

How does a web application work?

The application itself exists on a web server, which is essentially a computer used specifically for hosting (or serving) web pages from websites, or in this instance web applications.

Unlike a website, there are no web pages as such (certainly not in same way as a website), although you will move from one web page to another, those web pages are often virtual, in the sense that they are created instantly for the purposes on a particular task.

A typical web application will:

  • Have a sign-in screen, with accounts for each user, each user in turn may (or may not) have different permissions to access different parts of the web application.
  • Because the principle function of most web applications is to manage data, it is common for the user to be entering data into form fields, or otherwise managing previously entered data.
  • Once the data has been processed in some way, then that data (or digital asset) is often exported out in some other fashion.
  • This manipulation of data may be in the form of reporting, data analysis, generating charts & graphs, or simply saving the data for use in Microsoft Excel, for example.
  • If it is a requirement that the data processing be shared amongst a team of people, it may be a requirement for there to be some form of reporting and annotation, so that each user can explain to or receive reports from other users, relating to their activities.
  • There may also be the need to send reports or other notifications via email from within the web application itself, to a client for approval, as an example.
  • In the vast majority of cases, a web application will save the most if not all of its data to database of some description.

Are web applications cost-effective?

In the short-term, a web application will most likely be an expensive commitment, both for the initial planning stage and the subsequent development of the application itself, but offering a superior ROI (Return On Investment) over the long-term.

Additionally, to ensure that the web application itself meets with the specific requirements of those who’re going to be using it most often, a commensurate commitment of time is required by those parties, to outline their needs in detail to the developer.

In conclusion

As the internet deepens its penetration into our personal and professional lives, permeating our living rooms and our offices, we demand ever more agile and flexible tools.

Also, being on the move is no longer the barrier it once was. With the help of mobile devices like the Apple iPhone, RIMs BlackBerry and other smart phones, we can work from almost anywhere, wirelessly in some cases.

However, all of this flexibility counts for very little if our business requirements are held hostage by inflexible software that doesn’t meet our specific needs.

In time, as the cost of mobile communications continues to fall, coupled with ever more inexpensive software development tools and hosting fees, web applications will become more and more common place in businesses of all sizes — businesses just like yours perhaps?

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8 free must-have internet tools and applications for your business

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So you run a business but the web is still a scary place, right? Well, here’s 8 free internet business tools you should be using right now.

On offer are web applications and internet tools specifically chosen for business people who’re on the move and need to make the most of their time, with the least expenditure of effort.

Google Local Business Center

Think of all those times you’ve gone onto Google and searched for: “car repairs Sheffield”, or: “plumbers Oxford”, and then you see the map to the left with a list of results to the right.

Here’s a chance for your business to get itself some free exposure, so the next time someone does a search for what you do in your area, you stand a great chance of being found. Pay a visit to the Google Local Business Center. If you don’t already have a Google Account, get one, sign up and add your company’s details for your free listing:

“Use the Local Business Center to create your free listing. When potential customers search Maps for local information, they’ll find your business: your address, hours of operation, even photos of your storefront or products. It’s easy, free, and you don’t need a website of your own.”

If you want your business to be found, a little search engine marketing can go a long way.

Facebook

Facebook might not seem like the obvious choice for a business tool, but there’s so much to Facebook, it’s difficult to ignore the potential.

Facebook even has its own advertising tools, which I’ve heard good things about. But it’s a must for you to know your target audience before spending a single penny, or every penny you spend might just be wasted.

Then there’s the Groups and Pages, which you can use to create a simple presence for your business, if you don’t have a website, or even if you have! The benefit here is that people can join and follow you, leaving messages and befriending you. Also, you can send group messages to all your followers, much like you would if you were making an announcement.

Facebook is also (as you might expect) a really good way to gather all of your family, friends, colleagues and clients into one place, keeping everyone up to date with what you’re doing, where you’ve been et cetera.

There’s no doubting the enormity to Facebook, but I really would recommend you persist and reap the rewards.

For those who’re new, TechRader offer an short introductory guide to Facebook. Also, if you’re totally new to social networking and social media, then I recommend you read my free ebook: The Beginner’s Guide to Social Media.

Google Docs

Yes, yet another Google tool. Trust me, this collection of office productivity tools are an excellent adjunct, or depending on your circumstances / needs, a replacement to Microsoft Office.

Google Docs consists of 3 applications; Documents, Presentations and Spreadsheets. As you can see, there’s an obvious correlation between Google Docs and Microsoft Office, which will no doubt ease the transition.

You can even open existing Word, Powerpoint and Excel files using Google Docs, as well as saving out / exporting as those formats, too.

The major benefit here is that you can access your documents from anywhere there’s a web connection. In addition, you can share your documents with colleagues, all editing the same documents at the same time.

Want to know more? Then have a look at the Google Docs guided tour.

Skype

If you’re serious about reducing your phone bill, then I highly recommend using Skype for voice calls and video conferences. If you know of anyone else using Skype, you can call them direct, either by voice or video for free. However, you do need a broadband connection to make the most of Skype.

You’ll need to install Skype onto your computer and register with them for a username. You can also get yourself a number, as well as buy credits to make calls to fixed land lines and mobile phones.

It’s worth mentioning that international calls are appreciably cheaper than with most mainstream providers, so it’s ideal for cross-continent conference calls, or for calling friends & family abroad.

Skype is also a great tool for text chats, as you might do on your mobile phone. In addition, you can send files to your recipients, which could be individuals or groups of people.

I use Skype myself all the time!

Google Gmail

OK, one more Google application. I think it’s fair to say that Google are producing some of the best productivity software right now, which is why you’re seeing 3 of their packages listed here right now.

Gmail is Google’s very own email client. To get you going, you get 7 gigabytes of storage, which is a handsome amount of space, easily enough for large email attachments. Imagine never having to delete an email again!

To help you sort all incoming mail based on a wide range of criteria, there’s Labels & Filters, so you can find all your emails quick and easy.

Related emails are grouped into “conversations”, so you can see an email conversation in its entirity, from the first to the last, even over weeks / months worth of emailing back and forth between friends, colleagues, family, clients et cetera.

You can collect email from any other email accounts (POP3 type accounts), so you can use Gmail as a central depositry for your emails, or even as a backup option for other email accounts.

You get a junk (or spam) filter, which grabs all of the crap you get sent, which are placed in a safe folder for later review. Additionally, the junk email filter is a good learner; able to figure our new kinds of junk, and sort them from genuine emails.

For power email users, Gmail can be set up as forwarder onto another account, or you can just set rules to forward specific emails to another email address, which is great for website / support contacts, checking for keywords / rules and sending copies to other people to ensure you never lose that customer because someone was out of the office or was away from their email.

Remember the Milk and Wipee List

Why the double listing? Based on the people I know, these two to-do list applications are highly prized as serious productivity tools.

Put simply, Remember the Milk and Wipee List are to-do list web applications to help you keep your life and business in check. Both boast a slew of features, but Remember the Milk may just edge things by having a version for Apple’s iPhone and iPod Touch, plus a few more extra features for you to play around with.

And because these are web applications, you can access them from wherever you an internet connection — ideal for people who’re always on the move.

Mozilla Firefox

Firefox is a web browser that is growing in popularity. It’s an alternative to Microsoft Internet Explorer and sports some very interesting features.

To ease the transition, the first time you install Firefox, you’ll be walked through a import option, which grabs all of your stuff in Internet Explorer and imports them into Firefox.

If you’re using Internet Explorer 7, you should be very familiar with the feel, such as the tabs, for example. Tabs are different windows within each window, so you can have multiple websites open in the same window. Ideal for people who’re busy working on different websites, or who’re into social media & social networking, like I am.

Firefox is also generally much more secure than Internet Explorer, which is essential in these strange times of scams, hoax websites and “phishing” exploits.

Firefox is also faster at leading web pages and supports a wider range of web standards; shared rules that dictate the layout and functionality of web pages. So you’re less likely to see a web page look strange, or not load properly.

And finally, and arguably Firefox’s biggest feature, the Add-ons. You install Add-ons which then enable Firefox to do things not natively supported. There are literally thousands of Add-ons for Firefox that do all kinds of things, many of which are productivity tools in their own right. However, the quality can be variable, so be careful. Some can Firefox unstable.

To get you started, here are 10 Add-ons for Firefox, which should point you in the right direction.

Conclusion

A lot of business people still suffer from web allergies, so this article is my attempt at an internet analgesic, to help you surf more easily, without the sniffs, gasps and groans!