As we discussed in this week’s Marketing Matters podcast, one or two things have changed over the last couple of weeks!
One of the biggest changes for many is the need to WFH (work from home), remote from the normal office environment. For us, it’s no different, and I am now writing this post from home.
Up to now, the ability to work remotely was something we did occasionally and if we could not, it wasn’t a big deal! Now it is a necessity. A number of systems, which we had seen as peripheral to our operation, are now key. I thought this would be an opportunity to talk about our experiences with cloud applications and to highlight the four that we cannot live without right now:
1. Office 365
Through Office 365, Microsoft delivers a suite of office programmes as software as a service. Most people’s introduction to Office 365 will be Exchange email + Outlook. This in itself is a great tool, and gives you full access to your email from anywhere with a web connection. Anything you do being synced across all devices. But beyond Outlook, O365 delivers a full suite of programmes that allow you to be location agnostic (functional from wherever you are, as long as you have a connection to the net). Yes, this includes the staple office apps (Word, Excel, PowerPoint etc), but it also gives access to tools like One Drive, which gives you cloud access to files, Teams, for on-line collaboration, and many more.
With an Office 365 subscription and an internet connection, you can turn any PC (or Mac) into a fully functional office tool in a matter of minutes, with full access to all your contacts and files.
2. Zoom Video Meeting
2 months ago I had pretty much never used Zoom. Now video meetings are a key part of my working day. We have looked at and tried out a number of video meeting systems (Skype, Zoho Meeting, Microsoft Teams, Facetime etc.) but at the end of the day, Zoom.us is our favourite, and here is why:
- It just works – It’s my experience that the technology just works, and does not get in the way of what I am trying to do. In my book this is the number one requirement. If you have to think too hard using a piece of technology, you are probably not going to use it. Whilst there may be a learning curve, once you are used to it, it should just work and in my experience, in this area Zoom delivers.
- It is platform agnostic – Unlike options such as Facetime and Skype, where generally all parties involved must sign up to a proprietary system (Microsoft for Skype, Apple/IOS for Facetime) – With Zoom, only the person initiating the meeting needs an account. Whilst other people do need to download a small app (which happens pretty seemlessly) there is no need for all participants to create an account, and it works on pretty much any device, desktop or mobile.
- It has a free option, and some useful paid add ons – With the free option, the only real limitation is meeting length, capped at 40 mins – This will probably be fine for most, but the paid version at £12 per month, is great value if you need longer meetings. What’s more, only the person initiating the meeting needs a paid account to gain this benefit.
For those who want to use a video chat for more sensitive purposes, maybe an alternative tool might be more appropriate. However, in our experience none of the other options deliver comparable performance, functionality or ease of use.
3. Xero Accounting
Historically, we have used Sage Line 50, and recently moved our accounts onto the cloud with Xero. Sage is a good system, that worked well for us for many years, but it was predominently desk based, and relied on a data file that needed to be moved if you wanted to access it from a different location. Whilst Sage has moved on since we switched and now offer cloud options, Xero is again totally location agnostic, and allows you to manage your accounts from whereever you wish (so long as you are on line!).
Again a priceless facility in these times.
4. Cloud PBX IP Phone system – 3CX
The final one on my list is our phone system. Coincidentally, we switched from an office-hosted ISDN phone system to cloud-based 3cx just two months ago. Boy are we glad we did! 3CX works seamlessly when we are in the office, working as a traditional system with desktop extensions. When we were forced to work from home, switching the extensions to home was a doddle. Again, because everything is hosted in the cloud, all management of the system can be done online, anywhere with a connection to the web.
With the right tools, Working From Home need not be an issue
For us at least, these four tools have meant the switch to Working From Home has been bearable, even if it is taking a bit of getting used to! From the perspective of our clients, it has hopefully been fairly seamless. We are still able to pretty much operate “Business as usual”. In many cases, somewhat ironically, we find we are speaking to to people “face to face” more often than we have before!
I think that some of the changes arising out of necessity in the current lock-down climate will have positive repercussions for our business long into the future.