Forget The Software, First You Gotta Think CRM
CPA Technology Advisor (07/01/07) ; Kianoff, Lisa

Customer relationship management, according to CPA Lisa Kianoff, involves a mix of attitude and technological tools. Kianoff notes that CRM is useful not just for sales representatives but also for customer service representatives, marketing specialists, help desk, and workflow. CRM software that makes it easy to email product and service information to customers will only be useful if the company has determined that customers prefer to receive email messages; and print mailings are a waste of money unless customers are interested in receiving them. Engaging in a process Kianoff calls "THINK CRM," companies can determine that customers and prospects are not properly categorized in their databases or that marketing activities must be monitored for effectiveness. Companies that THINK CRM, says Kianoff, save time by focusing their efforts on prospects that are most likely to convert to actual customers. She notes that companies with Microsoft Outlook can begin gathering necessary customer information, which can be used to determine the contacts to be targeted by a specific mailing.
http://www.cpatechnologyadvisor.com/article/article.jsp?siteSecti
on=1&id=1577

Flexible Payroll Solutions Meet the Diverse Needs of Small Businesses
SmartBiz.com (07/24/07) ; McLoughlin, Don

Payroll is handled in-house by 71 percent of the small businesses polled by ADP, with the remaining 29 percent outsourcing the task either to service bureaus or accountants. Research by the National Federation of Independent Business reveals most business owners think it is more cost-effective to handle payroll themselves. However, experts point out that those who do calculations by hand are more likely to make mistakes and that it is difficult for business owners to run their companies and keep up with the latest local, state, and federal tax laws. There are numerous accounting software applications available to business owners who want to improve accuracy while remaining in control of the process. Such programs electronically calculate payroll after business owners key in the appropriate information. Those who outsource payroll to an accountant or third-party provider disclose each employee's hours during the pay period, and the calculations and check printing are handled by the provider. When determining whether to handle payroll in-house or outsource, experts say business owners need to think about whether they would rather control the process or eliminate the hassles altogether.
http://www.smartbiz.com/article/articleview/2162/2/8/

Document Management: Paperless Is More
WebCPA.com (07/23/07) ; Gold, Liz

Document management systems increasingly are being implemented by companies interested in reducing paper consumption and making documents available to employees from any location at any time. Document management systems are more than a means of going paperless, as file servers can be employed as a simple method of storing PDF files and JPG images, says Adam Kupperman of GoFile Room. Kupperman notes document management systems not only store electronic documents, but they also feature retrieval tools that scan for documents via keyword search. Additionally, they offer security and retention tools and make it easy for documents to be moved into client portals, which are Web spaces that let professionals and their clients share information. These systems even maintain previous versions of documents so changes can be tracked. Optical character recognition technology is included in the latest document management systems, according to Kupperman, to give them the ability to "automatically organize and label the documents in a single file." Cabinet NG Vice President of Business Development James True says companies can spend anywhere from a few weeks to a year implementing the system, getting comfortable with it, and working out any kinks.
http://www.webcpa.com/article.cfm?articleid=24771&pg=acctoday

Instant Messaging Invades the Office
Wall Street Journal (07/24/07) P. B1 ; Mamberto, Carola

The American Management Association and the ePolicy Institute surveyed workers last year and found that approximately 33 percent use instant messaging and not always with their employer's consent. While some employers are hesitant to implement the real-time communications tool due to security fears, others have embraced it. Rather than use Yahoo Messenger, AOL Instant Messenger, and other applications geared toward consumers, companies can adopt customized solutions with archiving and security features. Such firms view instant messaging as a means of collaborating with colleagues in a speedier fashion than email, and these systems let users know when people in their "buddy lists" are online. However, experts note that the real-time aspect of instant messaging leads some users to believe colleagues should be accessible at all times, posing challenges for firms with locations in different time zones. Some users say they manage such demands by logging off the service at particular times.
http://online.wsj.com/article/SB118523443717075546.html

You Definitely Can Build Your Own Website
Miami Herald (07/23/07) ; Hardy, Jack G.

While building a Web site may seem to be too complicated a task for business owners, experts think they are the perfect people for the job because they know the most about the company. There are numerous Web site builders out there that allow do-it-yourselfers to test drive a site at no cost. Experts recommend Websitebuildermagazine.com to check out the top eight Web site builders and make comparisons. Before beginning the site creation process, business owners must determine whether they want an online presence to present information or sell products and services. If they want to showcase information, they must determine their topics of interest, then collect and prioritize the content. Those interested in e-commerce should figure out which products and services to highlight and produce expense budgets, sales forecasts, and cash-flow statements. Marketing also is an important consideration, and business owners would be wise to determine which customers the site will be geared towards and look at what their rivals are doing. All the information to be presented must be organized, keeping in mind that the home page should be simple, with more detailed information displayed on the site's inner pages. Experts suggest business owners keep content brief, use short sentences, and ensure the type is easy on the eyes and important points are bolded.
http://www.miamiherald.com/103/story/177692.html

The True Cost of Printing
Processor (07/20/07) Vol. 29 , No. 29 , P. 25 ; Ferrill, Paul

Most businesses use laser printers to produce basic black-and-white documents quickly. Inkjet printers primarily are used by small firms, but Info-Tech Research analyst Vince Londini thinks slower performance and higher maintenance costs are good reasons for them to opt for a different type of printer. Companies now have access to managed print services from Konica Minolta, SYNNEX, and HP, which allow them to pay a specified amount per page that covers such things as hardware, supply shipments, maintenance, and consulting services. With HP's service, workers pressed for time no longer realize at the last minute that the printer is out of toner and spend too much time searching for a new cartridge. Its Easy Printer Care tool will monitor as many as 15 printers to determine how much ink and toner have been used and order new cartridges when levels are low. According to Londini, "Determining the true cost of printing for your organization won't happen until you can accurately measure it. Network printing offers the opportunity to implement measuring and monitoring down to the user level to determine both overall and user-based costs." Londini suggests keeping track of toner and ink usage, printer output, and the amount of time spent on maintenance over a months' time; and once the baseline is determined, companies can pinpoint abnormal activity.
http://www.processor.com/editorial/article.asp?article=articles/P
2929/32p29/32p29.asp&guid=