How to Take Your Business Mobile Workshop - 10 February - Bridport

Dorset Business Women
Go Digital

@Cosmic_UK #CosmicUK
Housekeeping
1. Fire Alarms/ Exits;
2. Comfort Breaks;
3. Questions;
Dorset Business Women Go Digital

Agenda
• Business Mobile – Changing technological world;
• Workflow on the go: what apps are the most effective?
• Keeping in touch on the go: what apps are the most effective?
• Taking and Making Payments;
• Travel planning;
• Contact Management;
• Introduction to the cloud;
• What is the cloud?
• Cloud as……Platform services;
• Building the business case;
• Business considerations;

Parenthood

Gmail
• 66% of Gmail opens now occur on mobile devices;
• 19% in a desktop browser;
Some other interesting statistics……..
• 25% more men sit down to use the toilet … to read their social
media!
And…..
• We touch our phones 215 times a day!

• 55% of teens now use voice
search at least once a day;
• Removing the friction
between us and computers.
Google Voice Search

Workflow on the Go; What
can I use?

Elements
• Elements syncs with Dropbox and has file
management system inside Dropbox /elements/client.
Easily create new folders and files
• https://itunes.apple.com/us/app/elements-dropbox-
and-markdown/id382752422
Cloud On
• Use Office on tablet and save and share to Dropbox,
Google Drive or Microsoft Onedrive or Box.com
• ://itunes.apple.com/gb/app/cloudon/id474025452?mt=8
Tablets - note taking and connecting with
Microsoft

Evernote – Create, Capture, Search, Present
• Create notebooks
• Save content - collect from web articles,
capture handwritten notes, snap photos
• Collect business cards and automatically
upload to contacts and LinkedIn
• Tag everything
• Find everything through search (and
handwritten notes)
• Present from Evernote.
https://evernote.com/

LogMeIn
Get remote access to your PC or Mac
from any device, anywhere.
https://itunes.apple.com/gb/app/logmei
n/id479229407?mt=8
Access other devices PC or Mac in a rush

Skitch
Communicate visually during the meeting
https://itunes.apple.com/gb/app/skitch/id490505997?mt=8
Talkboard
https://itunes.apple.com/gb/app/talkboard-by-
citrix/id691766202?mt=8
Cam scanner- Capture the content and save to dropbox client
folder
Scannable – from Evernote.
Visualise the detail

Scannable
Point the app at your
receipt, business card,
or document, and
Scannable captures it.
No buttons. No fussing
with edges. No
tweaking colour. It’s all
automatic. Once
scanned, each image is
queued to a tray within
the capture window,
making it easy to
quickly review or chain
together multiple
scans.

Google Forms
• Set up your own booking forms, enquiry forms, surveys
and feedback forms;
Forms App
• Forms is a client of Google Forms (Google Docs). The
Form you created on your PC can be viewed in the most
suitable layout for iPhone/iPad. Works offine and sends
when online.
• Save to Google Drive;
• Pronto forms
Feedback/enquiry form filling

Rentokil – increase in staff productivity
• Pronto forms (400 users);
• Saved 10,000 hours a year.

iBooks
• PDF of sales literature
• https://itunes.apple.com/gb/app/ibooks/id364709193?mt=8
• PDF of presentations too Dropbox  Keynote  iBooks
(share a print open in another app) rather than connecting
device to desktop
PDF and portfolio view and share

Presentation software - Keynote for iOS
• Some fonts, transitions, and builds that aren’t
available on the iPad,
• SlideShark for iPad
• iBooks – PDF versions of presentations
Presentation Apps

Magically transform your
videos and photos
• Magisto turns your everyday videos and
photos into exciting, memorable movies
you'll want to watch
again and again
Magisto

Connector - iPad to VGA or HDMI connector;
AirPlay mirroring (need iOS5 or above)
• Apple TV or turn a computer into an AirPlay
receiver AirServer or Squirrels’ Reflection
Show off your presentation

Keeping in touch on the go

Doodle
• Arrange meeting date and times with multiple clients
• Link to your Outlook or Google Calendar
Planning next meeting

• Video conferencing – hangouts, skype
• Google Hangouts - (email contacts are synced
with hangouts)
&
• Skype/ Microsoft Lync instant message,
collaboration
• Unified Communications
Massive strides forward with superfast broadband
Remote meeting management

• No need to text;
• Instant messaging between devices, tablets,
phones and any platform;
• Work across wifi, 3G (Data cost), 4G.
Free instant messaging Apps

• Currently for Gmail and iCloud accounts; other platforms
coming soon;
• Checks email from the cloud and delivers to your phone;
Dropbox mailbox

Google Translate
• Speak and connect with
people all over the world;
• Personal interpreter in your
pocket;
• Over 90 languages;
• Translate your website.

Task lists and project
management

• To do list manager;
• IOS and Android;
• Can handle recurring tasks;
• Timed and location-based reminders;
• Gets your day started with the Any.do "Moment”;
• Shows you "today," "tomorrow," and "later,“
Any.do – make a list in a hurry

Hootsuite & Flipboad
• Hootsuite view all social media, all mentions or
search terms you follow
• Schedule posts for the day ahead
• https://itunes.apple.com/gb/app/hootsuite-for-twitter-
facebook/id341249709?mt=8
• Flipboard
• https://itunes.apple.com/gb/app/flipboard-your-
social-news/id358801284?mt=8
• LinkedIn
Social media management tools

• New Klout app
• Once you have
your specialisms
• New content is
populated
• Choose the
content and
schedule time
and dates
Klout – scheduling tool

• Project management
• Meeting management
• Collaboration
• CRM
• Plug and play and integration
Productivity

Taking and making payments

Mobile payments

• £69 to buy £225 to buy

Apple Pay

Sage Line 50
• https://itunes.apple.com/gb/app/sage-
50/id449575552?mt=8
• Dashboard, P&L and Headline reports provide overview of
Company Financial Position
• Immediately respond to customers by emailing or viewing
PDF invoices, quotes and sales orders
• View details and transactions for customers, suppliers,
bank accounts
• View and Create Invoices, Sales Orders, Quotations and
Customer Records
• View transactions on customers, suppliers and bank
Sage Line 50

• https://itunes.apple.com/gb/app/invoice-asap-for-
paypal-quickbooks/id451228846?mt=8
• Customize Invoices -Add Your Logo
Unlimited Cloud Storage
QuickBooks & QuickBooks Online Sync
• Each invoice you create is securely stored as a unique
URL/Website.
• This web-document can be sent to customers as a
link, and displays as a web-invoice.
• This allows you and your customers to view signatures
& photos and hear voice memos attached to the
invoice. You can link your web-invoices with PayPal or
an existing merchant account for web payments. You
can also mark invoices as paid in the field with the
mobile app.
Invoice ASAP (Quickbooks)

Square Card Reader/Huddle Buy
• receive payments from cards….2.75% per swipe for
Visa, American Express, MasterCard and Discover. No
contracts, monthly fees or merchant accounts. Funds
are deposited into bank account the next day.
PayPal
• Access your account info, Tap to pay and order from
phone, Pay using PayPal at local shops.
• Pay back friends instantly or collect money
• https://itunes.apple.com/gb/app/paypal/id28364670
9?mt=8
Accept payments

Travel planning

• TripLog – start and stop your trip is logged
• https://itunes.apple.com/us/app/triplog-gps-mileage-log-
tracker/id585918522?mt=8
• NCP car parking https://itunes.apple.com/gb/app/ncp-
car-park-finder/id522639528?mt=8
• Google Maps https://itunes.apple.com/gb/app/google-
maps/id585027354?mt=8
• Ringo
• https://itunes.apple.com/gb/app/ringgo/id342898717?mt
=8
• Where’s my car? Lost your car?
Travelling to meetings

Passbook
• Passbook keeps things like airline boarding passes,
movie tickets, and gift cards all in one place, letting
you scan your iPhone or iPod touch to check in for
a flight, get into a movie, redeem a coupon, and
more.
• Passbook-enabled apps: http://itunes.com/passbookapps.
• Mail or Messages: Example: An email confirming your flight could
include your boarding pass as a Passbook-enabled attachment.
• Web browser: You can click or tap these links to add them to
Passbook.
• Barcode scanner: You can add a pass by scanning a barcode
with your camera. Tap Scan Code on the Passbook pass and point
your camera at the barcode. Note: Passbook can scan only 2D
barcodes Share Passes: You can share a pass using Messages,
Email, and AirDrop by tapping the share icon on the pass.
Passbook

• Make up Genius – Loreal
• Augmented reality app
One for fun

Contact management

• Contacts database
• Customer support
• Sales process & automation
• Marketing process & monitoring
• Social media & monitoring
• Internal communications
Customer relationship management
systems

Inputs from many sources
Twitter

Docusign
Sign documents on the ipad
• https://itunes.apple.com/gb/app/docusign-ink-sign-
pdf-documents/id474990205?mt=8
• Securely collect information and sign anything,
anywhere, anytime, on any device.
• Identity management, authentication, digital
signature, forms/data collection, collaboration,
workflow automation and storage.
• Integrations – including Box, DropBox, Google Drive,
Microsoft and Salesforce.com
Electronic Signature management

Introduction to the Cloud

Boston Consulting report Oct 2012

Business with no change?
2012
Physical CDs - ½ million
Downloads –183m

% of sales online
6% of UK Sales
£2.6 billion
33% of UK Sales
£2 billion – digital
17% - book
revenues online
Financial Times
subscriptions :
316k digital vs 286k print

What’s the future for business?
• Social – A faster,
rapid and two way
conversation.
• Information – ‘Big
Data’ evolves
towards wisdom
• Cloud – The
‘everywhere’ access
• Mobile – Becoming
the primary
computing
device/platform

What else has changed?
Customers…
• Have higher expectations
• Mobilisation – real time commentary
• They talk to each other – social
media
• Want Instantaneous response
• Want Accessibility
• Want Transparency
• Want Accountability

People change
• Gen X
• Gen Y
• Gen Z
• Baby Boomers
• Millennials
• Digital Natives

• Business leaders need to think about
• How can we increase our brand awareness?
• How can I be with my customers all of the time?
• How can we provide consistently good customer service
• How do I monitor what’s being said about me?
• How can I increase sales through new media channels?

Staff have changed

What are the business drivers?
• Need to be more agile
• Need to reduce costs
• Rely less on IT support
• Be more flexible – BYOD
• Increase staff motivation &
retention
And businesses are
demanding more:

Is the timing right?
• And the environment has grown up too
• Growth of mobile and tablet
• Improved mobile and landline connectivity (?!)
• Reduced costs in mobile and landline tariffs

Cloud marketplace
The cloud market is expected to reach $20bn by the end of 2016
• Increase 30% for the next 3 years year on year
• 39% of organisations are implementing
or maintaining a cloud solution (up from 28% in 2011*)
• 60% of server workloads will be virtualised by 2014
"Cloud Computing 2013 Overview Report."
*Gartner

AGENDA
• What is the cloud
• Cloud as……
• Platform services
• Building the business case
• Business considerations

What is the cloud?

In pure business terms, cloud is essentially a
ﬂexible, scalable, pay-per-use model for the way
IT services are delivered and consumed, typically
through short-term contracts.
With its pay-as-you-go model, cloud moves many IT
costs from capital
expenditure to operating expenditure; its “elastic
model” means available IT capability can be ﬂexed
to mirror changing business demand; and it
enables consumers of IT to have much greater
transparency over their costs.

• You can replace…
– Software
– File storage
– Email servers and exchange
– Platforms
– Even infrastructure
….With cloud technologies

Is it new?
• No, it’s just ‘grown up’
• Natural evolution of technologies & approaches
• virtualisation, automation, integration, and utility computing
• The revolution is around how IT resources are managed and
delivered

Cloud personal use
Cloud for business is following personal use
• 56% of internet users use webmail services
• 34% store personal photos online
• 29% use online applications (Google Docs, Photoshop express)
• 7% Store personal videos online
• 5% pay to store computer files online
• 5% back up hard drive to online site
*Cloud hypermarket 2013

Traditional usage patterns in IT

Cloud layers SaaS, PaaS IaaS

Public and Private cloud benefits

• Software as a Service – lots of software applications in the
cloud
• Cloud as storage
• Cloud as backup (BaaS)
• Cloud as productivity
• Cloud as connectivity
• Cloud as email
• Cloud as collaboration
• Cloud as CRM/ERP

Cloud as storage

Dropbox has
• Store, sync and share service
• Move around large files not in email
• Support for virtually every operating system
• Works across desktop and mobile
• Lots useful features
• A large third-party developer community taking
advantage of its open APIs to build applications
• or you have another favourite app that uses
Dropbox to keep your files synced across
devices.
• 2GB free storage – get more, up to 16GB
• Pay for more, up to 1TB

Up to 16GB

Google Drive
• Start with 15GB of storage
• Available in OS X, Windows, iOS, and Android
• There are great plugins,
• Save to Google Drive from Chrome
• Syncing with Dropbox etc
• And others http://lifehacker.com/8-extensions-that-make-google-
drive-better-than-dropbox-498740515
• Check plans here and read more about Drive.
http://www.youtube.com/watch?v=1WTE6pa-EY4#t=14

Google Drive Costs

• Microsoft SkyDrive 7GB of storage
• Integrated with Windows, especially Windows 8 and Office
2013
• SkyDrive mobile apps for Windows Phone, iOS, and Android,
• Desktop clients for Windows and Mac make working with your
saved documents and syncing them easy too.
• SkyDrive also has a third-party app ecosystem and open APIs,
and a number of tools that tie nicely into it.
http://windows.microsoft.com/en-us/skydrive/download

• Comparing
• Think about syncing
• upgrades
• sharing with others
• Integration with other apps
http://windows.microsoft.com/en-
us/skydrive/compare

• 7GB of storage
• Integrated with Windows, especially Windows 8 and
Office 2013
• OneDrive mobile apps for Windows Phone, iOS, and
Android,
• Desktop clients for Windows and Mac make working
with your saved documents and syncing them easy
too.
• OneDrive also has a third-party app ecosystem and
open APIs, and a number of tools that tie nicely into it.
Microsoft OneDrive
http://windows.microsoft.com/en-us/skydrive/download

• Box.com – enterprise version of Dropbox
• Bitcasa - is free for 10GB, but infinite storage for $99/yr and a
Chrome extension that lets you use Bitcasa as your downloads
folder.
• SpiderOak- provides encrypted storage of data
• Any others?
• Check how many subscribers do they have?

Cloud as backup
Back up your work files, server and storage
Background back up
Replaces external hard drive backups

CrashPlan+
• Easy interface
• Features
• a web-based restore option
• continuous backup
• an unprecedented 448-bit encryption level (better than your
bank)
• 10GB costs $2.99 /month and allows up to 10 GB of storage.
• Unlimited is $5.99 /month and, as the plan name suggests,
allows an unlimited amount of online storage.
• Family Unlimited costs $13.99 /month and offers an
unlimited amount of online storage from 2 – 10 computers
CrashPlan+ Review with Detailed Plan Features & Pricing

Backblaze
• Simple interface, deployment, function, and pricing.
• unlimited storage for $50 /computer /year.
• Or a business with 5 computers can backup an unlimited
data for $20/month
• Backblaze keeps your critical business data very secure, using
a 128-bit key to encrypt data and storing that key with 2048-bit
RSA encryption.
• Backblaze's business plan has a 5-computer minimum.
Purchase Business Backup From Backblaze

Carbonite
• Download and configure a piece of software and the backup
is handled automatically in the background.
• The Carbonite business online backup service
costs $229/year and allows for an 250Gb amount of data
backup, unlimited computers.
• $599/year, 500Gb
• Business Carbonite

Cloud as productivity

Cloud as productivity
• Project management
• Meeting management
• Collaboration
• CRM
• Finance
• Plug and play and integration

CRM systems
• Record enquires, leads
• Record customer sales
• Customer service requests
• The CRM is easy to use, accessible from
anywhere for all staff to input and use
• Can provide reports and forecasting

Customer relationship
management systems

Cloud as communication

Currently biggest battleground…
• Google Hangouts - (email contacts are
synced with hangouts)
Vs
• Skype/ Microsoft Lync instant message,
collaboration
• Unified Communications
Massive strides forward with superfast
broadband

Unified Communications - The business case
• Reduce travel and training costs by 30 %
• Reduce property and facility costs by 40 %
• Reduce telephony and audio conferencing charges by 40%
• Reduce cost of voicemail by 60 %
• Reduce IT infrastructure and administration by 50%
*Microsoft research 2012

Compare cloud products
www.start2cloud.com

Platform as a Service
Suite of productivity (Google Apps
V Microsoft)

Google Apps includes :
• Gmail for Business
• Google Calendar
• Google Docs
• Google Cloud Connect
• Google Hangout
• Google Sites
• Google Video
£3.30/user/month

@Cosmic_UK #CosmicUKStarts at £3.30 a month

BetterCloud
Esna
Harvest
Insightly
Lucidchart
RunMyProcess
ShuttleCloud
Smartsheet
Spanning Backup
UberConference
Yesware
Zendesk

Starts at £6.50
NEED NEW BRANDING

Office 365

• Cost £79 a year (home premium) 5 computers and 5 mobile
devices

• Google suits ‘internet native’ generation, grown up with
internet and Google and are ready for change.
• Office 365 suits the ‘Productivity generation’ people grown up
in productivity world.
Therefore….so less re-training and learning to take it on.
Microsoft is a closed world, Google open world..

@Cosmic_UK #CosmicUKhttp://www.xero.com/uk/add-ons/
Pick and mix approach…..
Hybrid

Building the business case

Building the business case
• Business case – moving from Capital expenditure to
Operational expenditure
• Reduce costs of up front payments
• Spread costs over several years
• Pay-as-you-go for what you use
• Quick and easy deployment
• Savings in IT administration and management
• No termination fees, clauses
• Easy to test solutions, Easy to innovate

Small business case study
Small business server Solution ££s
One Off Costs:
server 1,000
SBS with exchange 800
Client Access Licenses 600
Microsoft office 400
Backup Equipment 500
Install cost 1000
Total Set Up Costs 4,300
Recurring Annual Costs
SBS admin & travel 1,000
Total Annual Costs 1,000
Total 5 year cost £9,300

Cloud Solution Business or social enterprise ££s
One Off Costs:
Set up 700
Total Set Up Costs 700
Ongoing IT email accounts etc. 700
Office 365 small business premium£10.10 per user per
month
848
Total Annual Costs 1548

Charity option
Cloud Solution Charity ££s
One Off Costs:
£20 a user one off Microsoft office x7 140
Set up 700
Total Set Up Costs 840
hosted email and SharePoint incl desktop versions of office
at charity rates
0
IT support for email accounts etc, remote access 700
Total Annual Costs 700

(included in existing EA?)
Cost £33 per year £15.75pm
Storage 25Gb Mail, unlimited storage for Google docs,
1Gb standard for other formats
25Gb mail storage
Spreadsheet Bundled Included (as part of Office 2010
Enterprise)
Word Processing Bundled extra
Mail Bundled Bundled
Calendar Bundled, open format calendar Included
Contacts 25000 contacts per user Unknown
Groups Included Provided via Sharepoint (requires
customisation)
Sites Included Provided via Sharepoint
Video Included (Private via Google Sites and public via
Youtube
N/A
Cloud Connect Providing a connection for MS Office / Outlook
users to retain existing software during
N/A
On line IM and
collaboration
Google Talk Lync
otal for 6700 seats £221,100 £1,206,000 (if not included in EA)

• More than that, businesses can gain
• Increased efficiency (55%)
• Improved employee mobility (49%)
• Increased ability to innovate (32%)
• Freed current IT staff for other projects (31%)
• Reduced IT operating costs (25%)
• Enabled us to offer new products/services (24%)
*CWS survey 2013
More innovative, flexible, motived and creative too

Business case considerations
Is it an enabler of business growth or drain on cash flow?
• Look at the total cost of ownership
• Has your current system paid for itself yet? Include residual
costs
• Include costs of specialist support for transition
• Costs/time for procurement and contracts
• Rollout funding, training and investment
• Migration and data cleansing budget
http://searchcloudcomputing.techtarget.com/video/Calculatin
g-cloud-computing-TCO

Considerations

When adopting cloud services, there are four key considerations:
1. Where is my data?
2. How does it integrate?
3. What is my exit strategy?
4. What are the new
security issues?”
Tony Mather, CIO, Clear Channel International

• Why not cloud- what’s the challenges?

Data protection considerations
Protection of data: Businesses cannot delegate responsibility
of data security to their agents
‘Appropriate technical and organisational measures shall be taken against
unauthorised or unlawful processing of personal data and against
accidental loss or destruction of, or damage to, personal data.’
www.ico.org.uk/for_organisations/data_protection
Access to data: What guarantees are in place?
• www.microsoft.com/government/en-gb/public-
services/initiatives/Pages/security-and-privacy.aspx
• www.microsoft.com/online/legal/v2/en-us/MOS_PTC_Security_Audit.htm

Data protection concerns
Location of data: Where is your data held?
• Is it outside of county, UK, EU or safe harbor?
• ‘Personal data shall not be transferred to a country or
territory outside the European Economic Area unless that
country or territory ensures an adequate level of protection
for the rights and freedoms of data subjects in relation to
the processing of personal data.’
• In practice – check cloud provider has data centre within EU
(Check the regulation around your website too)
• Check safe harbor here http://safeharbor.export.gov/list.aspx
• Check Microsoft compliance http://www.microsoft.com/online/legal/v2/en-
us/MOS_PTC_Security_Audit.htm

Service level Agreements
• Service-level agreements (SLAs): Are there guarantees that
the cloud provider will meet required levels of service?
• What percentage of the time services will be available and any
service credits for failure to comply
• The number of users that can be served simultaneously
• Specific performance benchmarks to which actual performance
will be periodically compared
• The schedule for notification in advance of network changes that
may affect users
• Help desk response time for various classes of problems
• Dial-in access availability
• Usage statistics that will be provided.
• Have a look at HP’s SLA https://www.hpcloud.com/SLA

Migration considerations
• Transfer timetable
• Migration plan
• Seek references
• Check data location
• Set in place deliverables from client and supplier
• Think about a data cleansing plan
• Training roll out
• Change management plan
• Start small and work up

8 things to consider - Cloud
1. Start small, try it and see if it fits.
2. Consider culture of the business and changes and build this into the
plan
3. Consider due diligence of the software providers - How many
subscribers have they got?
4. Look for references, check testimonials
5. Select a supplier that can deliver high service levels –a dedicated
support team and round the clock monitoring
6. Be clear on how flexible and scalable your solution is –what is their
partner and API network like?
7. Check out their data security credentials – is the service compliant
with UK data protection law and your own client contracts?
8. 8. Ensure you know how to end the contract and how you can
extract the data to move it.

How to Take Your Business Mobile Workshop - 10 February - Bridport

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How to Take Your Business Mobile Workshop - 10 February - Bridport