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8 Document Management Tips for Business and Startups.

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October 19, 2013

8 Document Management Tips for Business and Startups.

Even in the age of the internet we still deal with physical paper documents at the office. Information can pour in from all directions day by day. Data is one thing which piles up over time, for a small business or a startup, managing the documents, it can get messing if not organized early, the better organized file records means less worries to keep your office operations sun smoothly and ward of chaos and legal trouble.

In this article, you’ll find few time saving tips and document management techniques for business managers, HR professionals managing key documents in the office.

1. Organize document files like a pro.

Everybody likes speed, nobody is comfortable waiting in a queue or waiting for reports, and especially not your boss. Manage your office files in such a way like that you can spend less time hunting down the report whenever you need them.

2. Get inspired from Public Book libraries or your own Kitchen.

Getting the right thing at the right time keeps you at peace. If you regularly visit libraries or book stalls, you probably know what I mean.

3. Use broad headings:

Write big headings for all your office files so you can read them quickly whenever you are in hurry. Because when you are in hurry, or when you are in worry you can concentrate properly. Using broad and big headings should help you identify the files quickly during “file hunt” at your office.

4. Use color labels in files to categorize:

For example use Red folders for expense reports. Or use specific colors for a yearly report or any other way you are more convenient.

5. Don’t let papers pile up on your desk:

Finish up small tasks quickly before it even gets on your todo list, by doing this you solve 50% of your work worry for the next day at the office.

6. Archive files that are not required regularly:

As your business grows, the number of paper documents multiply, clear out or relocate important files that are not accessed regularly, so you can save space and also keep things simple and safer. Many businesses recommend Iron Mountain for archive storage solutions to securely store your important business files for long term.

7. Assign toss out dates:

Storing unwanted data only creates more confusion managing files and also bring unnecessary cost for your company. If the files are no more important and not required anymore, you should get rid of them.

8. Go digital whenever you can:

Take notes digitally, because digital notes are easier to manage quickly between the team and to archive or share and distribute whenever necessary. I need not mention this if you already know the trouble of managing physical paper documents.

9. Use the power of the cloud.

Cloud storage is life saver for a small team with big transaction of data. Since cloud is something that I should explain in detail, I suggest that you read: What cloud can do for your business.

Hope these tips help you to manage files in your office. If you are a business manager, or HR you probably already know many more tips and tools to help manage and organize files. Do share your expert tips in the comments section below.

Is Social Media Safer than Your Bank account?

Sreejesh

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October 19, 2013

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Is Social Media Safer than Your Bank account?

In this age of modern high tech world, the internet has become integral to many aspects of our lives, particularly in the way we communicate and manage our money. Social media has made the world a lot closer by letting us talk to those closest to us whenever and wherever there is a decent internet or wireless connection, while the advent of online banking has made managing our money more convenient.

Despite technology playing a huge role in the financial world, a few flaws have been discovered and exploited by thieves. One of the most notable recent examples is that of a $45m scam involving criminals who managed to steal money from thousands of ATMs all over the world. Incidents like that make you wonder whether our money is as safe as we want it to be.

Also read; How Safe is Android- Insight into Android Security Issues

How safe is your bank account?

The aforementioned scam was pretty sophisticated. The gang managed to steal money from cash machines by accessing data from stolen accounts, loading it onto a card with an old-fashioned magnetic stripe and withdrawing money as they pleased. Magnetic stripe cards are still in use in countries such as the US, while the more secure Chip and Pin has been embraced by most of Europe.

What about Online Banking?

Anxiety persists when it comes to buying products online too. Although credit card transactions are protected by Section 75 of the Consumer Credit Act, those using debit cards aren’t so safe if they find their money stolen in the middle of making a payment. Dealing with fraud can be a tough thing to do, but there are ways you can recoup what you’ve lost.

How do we Fighting back

While there are a few things consumers can do to try and get back what they’ve lost, some banks and retailers are looking into ways of making their payment systems more secure. The introduction of two-step authentication, which involves using a password and a security question, is designed to make it harder for criminals to strike. It’s already being used widely for telephone banking.

“If you haven’t authorized an online payment and claiming to be victims of fraud the banks should give customers the benefit of the doubt and while debit card protection offered isn’t a legal obligation it is possible for you to claim a refund if a card is proven to be used fraudulently,” commented a spokesperson from Yorkshire Building Society.

What is Two step authentication

Google, Twitter ,Facebook, Apple, Microsoft, DropBox and many sites already have this security system from a while now. Its the process of verifying your account with an additional token, such as codes. in these many sites two-step authentication has drastically reduce the incidence of online fraud, hacking and phishing, because the password would no longer be enough for the thief access the account.

Since the technology is always changing and hackers getting smarter, some security experts suggest that there should be even better ways to prevent hackers from bypassing the security systems. There is even more secure three-factor authentication in place which required biometric data like fingerprint or voice as additional layer of security.

Have some comments? Lets discuss.

Concerns over PRISM and Data Mining Addressed by Cloud Storage Providers

Technology

Guest Contributor

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October 18, 2013

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Concerns over PRISM and Data Mining Addressed by Cloud Storage Providers

Some of the biggest enterprises in the world will surely be alert to the threat of having some of their most valuable data and files compromised. Until recently, the people they feared would be most likely to try and steal their most sensitive files were individual or group hackers, but the advent of the PRISM scare and prying eyes from governmental agencies such as the NSA has changed that.

PRISM has made many businesses question the security of all data and files that they deem of at least minimal importance, particularly those stored online. Hybrid cloud storage firm Egnyte are one of the few within their sector to address concerns over PRISM and government interference by announcing that their cloud service for larger companies will offer strong protection from it.

Secure in the sky

The company’s PRISM prevention program is said to be able to detect any content and file sharing devices which aren’t approved by any customers’ IT departments. This helps to ensure that files accessed via the cloud are only used with authorised devices owned and administrated by the business, ensuring that no hackers or government agents can get to any sensitive documents.

Aside from guarding against the perceived threats posed by PRISM, the program helps to easily categorise files in terms of how important they are and whether or not they should be stored in the cloud or only be accessed from a physical location. This particular feature could also help Egnyte with boosting their appeal among larger enterprises that may approach the cloud with caution.

Colour coding

The firm offer three categories in which their customers can place their important files and data – green for those which are safe for the cloud, yellow for those which should be accessed only when they’re really needed and red for ones which should just be stored on a secure physical file server. This system is pretty easy to understand for anyone who’s new to the world of cloud storage.

Guarding against PRISM and the alleged threats it poses to data security is something large enterprises may see as appealing. However, that might not be a major selling point to those who just want a cloud storage service that provides them with enough capacity to store all their important files without having to worry about it being stolen.

HitTail Review; Long Tail SEO Tool to Hit High Organic Search Traffic

SEO

Sreejesh

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October 16, 2013

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HitTail Review; Long Tail SEO Tool to Hit High Organic Search Traffic

Before I go into the review, let me explain a bit about Long Tail SEO if you already don’t know.

Keyword research is the critical factor for SEO success. You cannot plan on-page or off-page SEO unless you know which keyword to target and picking the right keyword is crucial for your efforts to pay off. The more competition for a keyword, the harder it is to rank. Most generic keywords with one word have high competition. But single word search contribute to only 20% of the total search queries and rest 80% will be “single word+more specific words”, for example: Only 20% of the people overall search for just “WordPress” and rest search for WordPress + more words like “wordpress plugin for reviews”, “WordPress blog backlinks”, and so on. The below graph should give you a better understanding.

long tail seo percentage

More generic = more competition = harder to rank.

More specific= less competition = easy to rank

Some facts about long tail SEO

Long Tail Keywords are less competitive.
They convert more sales.
Easier to rank than most generic single or double keyword phrases.
Generally Easy to rank since less competition.
Attract more relevant traffic
Targeting more cluster of long tail keywords may overtime rank you for main keyword

Targeting these more specific keywords are called Long tail SEO. Even though they contribute to 80% organic searches, long tail keywords are not very easy to find until now. But only until now.

I’m excited to share HitTail. A long tail SEO tool which could save you hours spending on keyword research, and give you perfect keyword suggestions based on your sites existing traffic.

Why you need HitTail:

What we all what is to rank higher in search engines to get traffic, and you need great content to bring traffic to your site. But wait, would content alone bring traffic? No, not just great content, you need content that offers great value, and it should be optimized(on-page SEO) for just the right keywords that bring traffic. If you are not doing the keyword part right, then your efforts will be in vain.

Most of you active in the SEO community might already know about the Google’s Humming bird update. Unlike Panda or Penguin, the Humming bird is a completely new and it aims at conversational search which are long tail. Google now likes to answer more complex and long search queries and to make the most out of this new change you can’t find any perfect tool than HitTail.

What Hittail does and how?

HitTail deals with one major part of your SEO effort that other SEO tools can’t offer, that is finding topics that your blog “can” potentially rank so you can create new content based on this keyword suggestion and you can also improve your old existing content. How it does: Hittail starts tracking your website traffic as soon as you setup the site with HitTail tracking code, and then based on their algorithm and matching with your existing content, you will be given keyword suggestions

You might ask why should you write about content on specific topics instead of writing topics based on keywords you find others are ranking. But once again, what brings traffic? “relevant content”, not just any content you write on random topics. After Panda update, Google started favoring niche sites with much of content relevant to other posts on the same site. So its not just about on-page SEO of one single article, but overall relevancy to the topics you publish on your blog.

For example: An article about “red flowers” on a site which only writes about “flowers” will rank higher than the others sites who write on random topics. Because site which writes only about flowers can rank easier for more specific keywords because they have more content about “flowers” in general.

Should you try it?

Hittail is a must try tool for all those who want to find topics that have high potential to rank on your site based on the existing traffic on your site. Because Hittail knows how people are finding to your site. And it does it in real time, and offers long tail keyword suggestions which amounts to almost 80% of the search traffic. Since it gives you suggestions based on search terms that are already bringing traffic to your site, readers who come to your site will be more likely to read the other pages on your site and hence reducing bounce rate and having high chance of getting a user subscribe to your blog, resulting in more returning visitors. So lets list it out in points.

Suggestions based on your site’s existing traffic+content.
Help get new content ideas
Optimize old content for higher traffic and ranking.
Better keyword targeting spending less time researching
Help reduce bounce rate.
Highly likely for visitors to subscribe.

How to try Hittail.

Its free for first 21 days to try and its good enough time for you to experience what it can do for your SEO efforts. Hittail offers many different plans based on your monthly unique visits and features. You can check the complete plans details here.
Setting up Hittail on your site:

Setting up Hittial is pretty simple, first get an account and you just have to do the one time effort of adding hittail tracking code to your site and hittail will start tracking your search hits. You can view the recent keywords and also the suggested keywords on the dashboard. Once Hittail starts collecting data, it will mailing you only the best selective keywords with high ranking and traffic potential to your inbox every day. So you can start targeting those keywords and start getting traffic with least effort. Its simple as that.

Words from my experience using Hittail.

I have been using Hittail for about 19 days now and I’m impressed with the tailored keyword suggestion data that it has offered me, and I’ve also seen some effects of publishing articles based on hittail keyword suggestions and they are doing pretty well. And it makes more sense publishing such posts offering contents that users want to read. Its a must have SEO tool for content marketers and bloggers alike. It’s very effective for niche blogs, review sites, and eccomerce sites.

Here’s the 21 days Free signup link for you to try.

I would love to hear your opinion after you try. Or if you are already using hittail, please share your experience and tips with us. Leave your comment below.

What can the Cloud Storage do for your business?

Technology

Guest Contributor

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October 10, 2013

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What can the Cloud Storage do for your business?

Business owners should be seriously looking at the benefits of cloud-based technology. Using cloud software online can help your business grow, by improving accessibility to information, saving time spent on administration, and lowering the cost of IT consultation services.

cloud storage for business

The most significant benefits are the back-up storage of all your crucial data, and the ability to access information from any network location. No more being stuck behind your desk. Use your ipad, smartphone and other mobile devices to enhance your business and the make the most of cloud technology. So what can the cloud do for your business?

Offer you Fast remote access anywhere. All you need to make the most of a cloud-based service is a fast internet connection. With a little initial training, you can set up all your important documents to be accessible via the cloud platform, where all your staff can access them instantly from any location. You can also use job management software such as WorkflowMax to manage workflow and collaborate with staff and clients from anywhere in the world.
Data sharing capabilities. Make use of cloud-based services by expanding services across your network. Your staff can use the platform to data share with other members of staff (no more losing or deleting files on a personal PC hard drive). With a cloud-based service, all your information is stored and backed up remotely, so it can be accessed anywhere, whereever your business might take you.
Save money. Cloud technology will save your business money on IT consultation fees. After the initial set up of uploading your data and learning how to use the software, your need for IT consultations should be fairly minimal. Cloud software is easy to use and are specially designed to integrate with all other smart hardware, tablets, smartphones etc. Plus, cloud software is automatically updated to the latest versions, so you’ll have no costly roll-outs and re-training schemes.
Increase your networking and business capabilities. Using Cloud-software shows that you are an innovative business ready to embrace technological change and developments in your industry. This alone is a valuable message to send to staff, existing customers and potential new clients. Other businesses will learn of your technological step and follow suit. Be a leader in information management in your industry.
Integrate your technology. Cloud platforms integrate with all kinds of other network tools, devices, software, and hardware. Think of it as a vital part of a full electronic package. You’ll be surprised all the applications – such as job management software – you can share data and integrate with your existing systems. Share up to date data instantly, such as daily and weekly profits and retail figures with all your stores instantly. Sync meeting notes across an organisation direct to everyone’s registered devices, and enable staff to collaborate on projects from different offices, while your clients can sign in and approve changes without delay.

Cloud platforms are immensely useful across all industries. Make use of this fantastic technology to develop your business!

About the author:

WorkflowMax offers workflow management software based in the cloud, that will take the pain out of running your business. A total solution covering all operations from prospecting to quoting, time sheeting to invoicing and everything in between, WorklowMax is ideal for creatives, agencies, consultants, professional services, IT, and trades – if your business is job focused then WorkflowMax is the tool you need.

Incredibly Smart Intel Tablet X

Technology

Sreejesh

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October 5, 2013

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Remember the Intel Inside sticker on your PC? Now its coming to tablets too. Intel along with Flume teamed up to make a an awesome video that introduces the brand new Intel Tablet experience with Tablet X.

Intel short film “Intelligent Sound” showcases how smart the Intel Powered Tablets are. The video shows a robot with tablet screen entering a console which initially looks like a lab, but then you see creativity powered by intel. Intelligent tablets become the DJ’s of the stage playing incredible music composed by Flume, its an absolutely incredible spectacle to watch. You can see tablets tuning the instruments just like a musician creating and composing something wonderful. Some of the music were played with Android apps from the Google Playstore and some were real instruments which were digitally and mechanically controlled by the Tablets. You can watch the original “Intelligent Sound” video below:

The Tablets were programmed to listen to specific frequency and level of volume, depending upon where it is placed in the room, each tablets react differently. The makers of the video had real fun with the device that even they were amazed with what it was capable to do.

Below is the making of the Intelligent Sound Campaign;

With the campaign, Intel is trying to show what the Intel Powered Tablets are capable of doing, even the directors who made the video campaign were impressed by the ultra fast response and battery of the tablet. Latest article on ZDnet reports that one third of adults in the U.S own a tablet, where Intel is surely going to get lots of attraction. Tablet X has been reviewed by major Gadget blogs with highest ratings.

You can follow the Intel on Facebook and the YouTube channel here

*This post is brought to you by Intel, all thoughts are our own.

Ordering Food Online Can be Fun with FoodPanda [Review]

Internet

Sreejesh

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October 2, 2013

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Ordering Food Online Can be Fun with FoodPanda [Review]

Internet and Mobile phones have changed the way we shop and now is changing the way we eat. Its not big deal calling the nearby restaurant near your place and ask them to deliver to your address. But that’s not the case always. First of all, you need contact number, the restaurant menu and most importantly you should be sure if they serve food fresh or not. You can’t know that until you have tasted their food before.

Introducing Easy, Faster, and Fun way to order food.

Folks who created FoodPanda thought that It doesn’t have to be that way. FoodPanda.in is an awesome service which comes for your help, ordering food should be easy, fast and definitely fun! and they solve the problem of finding restaurants near you and also you get to view the restaurant menu and reviews. All that with just a call to a common number 011 30715375 (11AM to 11PM) to place the order throughout India no matter which restaurant you want. This can be very helpful if you just moved in to a new city which you are not familiar with. No more wondering which restaurant is available near to you.

Order food with Convenience of mobile.

Idea of ordering food from mobile maybe new to India, but many like Foodpanda have been serving food to millions around the globe in many countries around the world. To make even convenient for you, they have apps in Google Play Store for your Android and also iOS. With the Foodpanda app on your mobile, you have the whole list of popular cuisines in the palm of your hand. You also get to see the real reviews from people who have tasted food from each of those restaurants. Moreover, you can save money with deals and discounts offered by the restaurants from within the app. All you have to do is just enter the City, sub area and pick a restaurant you like and make your own order.

foodpanda around the world — Foodpanda around the world

FoodPanda App

I’ve tried to order Food in Bangalore with FoodPanda app and here’s what I want to share:
The app offers very broad menu with all the items like soups, main course, non-beg, vegetarian, and specials. The app helps you create your own custom order with all you want. You also get to pick the deals for each restaurant and place the order right away from mobile or pay cash on delivery.

Reach in Indian Cities

Foodpanda serves the major cities in India that include: Ahmedabad/Gandhinagar
Bangalore, Delhi, Greater Noida, Gurgaon, Hyderabad, Indirapuram / Ghaziabad, Kolkata, Mumbai, Noida, Panchkula / Chandigarh / Mohali, Pune

Coverage is expected to rise in the coming months, cities with more mobile penetration would get to enjoy such great services first. If you own a restaurant, you can contact Foodpanda customer care to list your restaurant.

Conclusion

With hectic new lifestyle and trouble of busy traffic the leisure of dining out at restaurant can be little unpleasant at times. Foodpanda offers a great way save time and hassle of busy city traffic and so you can enjoy your meal from the convenience of your home or office all with just the power of your mobile.