The Basics of VOIP
SmallBizResource (03/26/07) ; Doherty, Jim ; Anderson, Neil

Voice over IP (VoIP) involves an array of phone services, including those already offered through traditional phone providers. However, unlike traditional phone systems that transmit a caller's voice using circuit switching--involving end-to-end connections across the phone network--VoIP uses packet switching. Packet switching lets conversations move through the network in pieces, re-assembling them on the other end. This means that the network can be used for numerous calls simultaneously. VoIP systems are increasingly being adopted by businesses of all sizes due to cost-efficiencies, and the technology is also being used by several online voice chat services.
http://www.smallbizresource.com/document.asp?doc_id=120266


Slow Down, Brave Multitasker, and Don't Read This in Traffic
New York Times (03/25/07)

Several studies just released or soon to be released suggest that technology does indeed boost work productivity, but only if used in moderation. A common theme found in all the studies is that multitasking can detract from performance. "Multitasking is going to slow you down, increasing the chances of mistakes," says David Meyer, a cognitive scientist and director of the Brain, Cognition and Action Laboratory at the University of Michigan. "Disruptions and interruptions are a bad deal from the standpoint of our ability to process information." Supporting that viewpoint is a study by researchers at Vanderbilt University that used magnetic resonance imaging to pinpoint the physical part of the brain that leads to an inability to concentrate on two things at a time as efficiently as when tasks are taken up one at a time. Another study, conducted by researchers the Oxford University Institute for the Future of the Mind found that contrary to belief, tasks are completed as efficiently by 35-39-year-olds as by 18-21-year-olds when interruptions by phone call, text messaging, or instant messaging occur, though the younger demographic proved quicker and more accurate without interruptions. "The older people think more slowly, but they have a faster fluid intelligence, so they are better able to block out interruptions and choose what to focus on,” says Martin Westwell, deputy director of the institute. Yet another study, of workers of Microsoft, would that it took an average of 15 minutes for employees to return to serious tasks like writing a report or computer code following a response to an incoming e-mail or instant message. A fourth report, co-authored by researchers from New York University and MIT, found that technology can be used to "supplement your brain and keep track of more things," but that "beyond an optimum, more multitasking is associated with declining project completion rates and revenue generation." Business-research firm Basex chief analyst Jonathan Spira estimates that work interruptions cost the U.S. economy almost $650 billion a year, based on previous research showing that professionals and office workers spend an average of 28 percent of their time on what they considered interruptions and recovery time. Meanwhile, the Institute for Innovation and Information Productivity, with members the likes of Hewlett-Packard, Microsoft, and Johnson & Johnson, has been formed to fund research into how to best leverage technology to boost productivity. The institute supported the study conducted at Oxford.
http://www.nytimes.com/2007/03/25/business/25multi.html?em&ex=117
5140800&en=c94f7b8355aa94ba&ei=5087%0A

In Search of Document Management
Accounting Technology (03/07) Vol. 23 , No. 2 , P. 19 ; McClure, Dave

Though a truly paperless office has yet to be achieved, an assortment of new applications can help accountants get closer to this goal. Enhanced application integration, improved forms recognition technologies, the emergence of Web-based and industry-specific solutions, and vendor consolidation will play major roles in the evolution of document management systems. Among the latest offerings is Acct1st, which stores documents in their native language and is unique in that it features accounting-specific modules for secure email transmission, tax scanning, and integration with numerous tax and accounting applications. Meanwhile, Doc.It contains workflow management, work-in-progress binder, and archiving components and is designed especially for accountants. The suite includes Doc.It Workflow to spread work throughout the firm, the Doc.It Work-in-Progress Binder to facilitate document sharing, and Doc.It Web Publishing to provide a secure Web link for document access by clients. Another document management system is Lacerte DMS from Intuit, which integrates with Lacerte Tax and Tax Planner and also features basic backup tools and Source Doc Auto-Entry to scan and file complex tax documents. Other document management systems include Intuit's ProSeries, ProSystem fx Document 3.1 from CCH, and FileCabinet CS from Thomson Creative Solutions.
http://www.webcpa.com/article.cfm?articleid=23395&pg=acctech

Typing Relief: New Age Technologies for Capturing Data Electronically
Accounting Software 411 (03/07) ; Oppenheim, Richard

Several new programs are now available designed to reduce the need to type, including Dragon's Naturally Speaking software. Users can articulate words into a headset microphone linked to the computer, and the software converts those sounds into written text for a word, excel, or program document. The software also supports vocal formatting commands such as sentence end, new paragraph, or italics. The software itself is accompanied by a program disc, a headset, and an instruction book, but a quick install card provides a listing of commonly used voice commands. CardScan is another time-saving technology that reads business cards and interprets the information on the cards. The device is useful for extracting data from hundreds of cards at a time such as after a convention. CardScan has the option of saving cards as images, and can interface with ACT!, Goldmine, and Microsoft Outlook. Planon's DocuPen is a mini-scanner and can scan text and images, especially useful for making copies of client documents for auditing or tax purposes. The scanner is capable of storing several hundred pages that can be downloaded into a computer using a USB connector.
http://www.accountingsoftware411.com/Press/Insider/InsiderArticle
View.aspx?iid=1005&docid=8436

Wi-Fi Worry: Laptops at Risk of Attack
Seattle Times (03/23/07) ; Abdollah, Tami

Hackers are increasingly targeting laptop users who connect to the Internet via wireless connections in their homes or at Wi-Fi hotspots located in cafes, hotels, and airports. These attacks can take one of several forms. An "evil twin" attack, for instance, entails hackers creating Wi-Fi access points using names such as "Free Airport Wireless" or Linksys or D-Link, two commercial brands of wireless routers. If the victim's computer is set up to automatically connect to a wireless access point, it could connect to the fake access point, or "evil twin," created by the hacker without the victim's knowledge. The hacker could then get into the victim's personal files, steal passwords, and/or plant a virus on the victim's computer. A "man in the middle attack," meanwhile, occurs when hackers route a victim's Internet connection through a false access point to a legitimate wireless connection. This gives the hacker access to any information the unsuspecting victim enters, such as credit card information. Though this type of attack has been around for some time now, its use has increased in the past couple years because the necessary tools have become very easy to acquire, said Geoff Bickers, a special agent for the FBI's Los Angeles cyber squad.
http://archives.seattletimes.nwsource.com/cgi-bin/texis.cgi/web/v
ortex/display?slug=wifi23&date=20070323&query=Wi-Fi+Worry%3A+Lapt
ops+at+Risk+of+Attack

VoIP Commands Business
Denver Post (03/22/07) ; Johnson, Kimberly S.

Voice over Internet Protocol (VoIP) phone systems have been embraced by slightly more than 20 percent of companies nationwide, but the research firm InStat expects the number to rise to 67 percent by 2011. InStat senior analyst David Lemelin says reduced phone costs are fueling VoIP adoption among businesses, which have a choice between in-house VoIP systems and hosted options. Small firms like that they can receive office calls at home on their VoIP phones and that many VoIP systems offer a call attendant tool. Cherry Creek, Colo.-based Level Development recently installed a VoIP system in just 20 minutes--a move that Vice President Chris Manning says will shave 20 percent off the company's phone bill.
http://www.denverpost.com/business/ci_5500016

SaaS Adoption Rate by SMBs Underrated
SearchSMB.com (03/14/07) ; Evans-Correia, Kate

Regardless of security concerns, 5.1 percent of the 614 small businesses recently polled by IDC expect to adopt Software as a Service (SaaS) during the coming year. The firm also surveyed 418 medium-sized firms, and 15.2 percent of respondents said they would embrace SaaS during that time. A growing number of smaller companies are turning to hosted applications because they can pay as they go, says IDC's SMB Markets senior research analyst Merle Sandler. Sandler adds that reduced IT-related tasks and the ability to easily add new users are also prompting them to push aside security concerns. Jeff Kaplan of THINKstrategies Inc. says lower costs and the vast number of applications now available to them are attractive to small businesses as well. "There are so many people that are adopting SaaS and learning that security is better than in the past--so that issue is a valid question and it's important to ask, but it's no longer the primary question," explains Kaplan.
http://searchsmb.techtarget.com/originalContent/0,289142,sid44_gc
i1247417,00.html

Winning the Numbers Game
Inc (03/07) Vol. 29 , No. 3 , P. 40 ; Fitzgerald, Michael

AMI Partners reports that spreadsheets are still being used by one-quarter of small businesses for accounting purposes, despite the emergence of more sophisticated financial tools. Most small firms depend on QuickBooks for its simplicity, and the 2007 version can be customized by industry and provides a separate copy for use by their accountants. Those with more complex accounting needs should consider Intacct Small Business, but users will need some knowledge of accounting in order to use the program effectively. Companies in need of an advanced spreadsheet for budgeting, forecasting, reporting, and performance tracking might want to consider Adaptive Planning's Corporate Edition; while those interested in spreadsheets that can be used by several workers simultaneously should look at Team and Concepts' EditGrid, with a basic version available at no cost. Sageworks' ProfitCents is useful for companies that want a detailed view of their finances and comparisons to their peers, and firms looking to automate payroll and ensure that tax forms are submitted in a timely manner should think about PayCycle. However, the online service is intended only for businesses with fewer than 20 workers.
http://www.inc.com/magazine/20070301/index.html

Small Business Finds Real Success with Virtual IT
Small Business Computing (03/22/07) ; Blackwell, Gerry

Since small businesses often cannot afford to hire full-time computer professionals, many opt to instead hire a trusted consultant to function as their virtual IT department. Though having a virtual IT department is less expensive than having full-time computer professionals on staff, a virtual IT department can take hours to come out to troubleshoot a server that has crashed. To address this problem, some companies that function as virtual IT departments have begun using technology that allows them to handle most ongoing maintenance and troubleshooting for their clients. One of these companies is Tamarac, Fla.-based network integrator WechTECH, which uses a hardware/software solution to log on and take control of a client's computer from a remote location. When the client experiences trouble, they surf to a Web portal that resides on a network gateway device located at WechTECH's offices and click on the name of the technician. There is always someone able to respond to the trouble calls, even when the assigned technician is out. The client then downloads and launches a small SupportDesk client program that allows the WechTECH technician to perform needed maintenance remotely. According to WechTECH owner and CEO Keith Wechsler, the service can benefit a variety of companies, including companies that have multiple small branch offices as well as small businesses that already use outsourced IT services.
http://www.smallbusinesscomputing.com/buyersguide/article.php/366
7251