Getting into the Cloud

Getting into the Cloud

Do you remember when the Blackberry phone arrived? A phone that did email! It had a keyboard too, and, for the first time allowed the busy executive to instantly reply to an email without having to unpack the big slow laptop that was lurking in the boot of the car. Suddenly email was accessible, any time, anywhere – it was a huge boon to large companies, but this boon was denied to the smaller businesses simply due to the costs and technology involved, the barriers to entry were insurmountable.

In 1999 I was involved in the Microsoft Exchange Server email roll out to the EMEA entities of a multi national corporation. This was cutting edge stuff! For each business unit in every country there had to be a minimum of four servers to allow for Blackberry use. Even for large corporations this was a significant outlay in terms of up front costs and ongoing licensing, and not one that could always be justified even at this level.

Fast forward to today’s world. The barriers to entry have been blown away by the mobile and internet revolution, and yet far too many SMEs are still using as their email address. Want another email account? Add! It doesn’t look good and it doesn’t work for your business either.

Because of the proliferation of free email accounts and the lack of awareness among the SME sector there is a huge under takeup of modern business collaboration tools. And yet cloud computing has not only come of age, but it has also come to the rescue of the SME. As a small business the purchase and maintenance of significant server hardware and software was prohibitive, but now getting your own corporate email is a simple as signing up with one of the cloud providers and setting up your domain name to connect to their servers.

The surprising thing is that the smaller the business the cheaper it is to get going. A freelancer can have corporate style email for between £3 and £5 per month. For a small business just multiply this by the number of users – this is much more accessible and affordable than setting up a low end Microsoft server in your broom cupboard! Instantly your business can share calendars, files, contacts across multiple devices, all for a small monthly fee.

What is lacking at this end of the market is simply a little bit of advice on how to go about setting it all up, and a knowledge of the benefits to the business. Which provider you choose may depend on what existing services you have and use. These range from a simple hosted Exchange product available from many sources. This provides corporate style email services provided using Microsoft’s email server software – this is what Outlook was primarily designed as a client for. If you are hooked on Microsoft you can sign up for a version of Office 365 which at base level provides email and online versions of its Office products. Pay more per month and get the full products for your desktop. If you’re not tied to Microsoft consider this Best SEO Company and Google Apps for Business – there’s the same low entry point and a similar range of features but designed to work better with the Chrome browser and Android tablets and phones. For a lower TCO you can even purchase Chromebooks or Surface tablets rather than full PCs for mainstream use by staff.

What does the SEO company London need to compete with the corporates? It needs access to business class collaboration and communication tools for all of their members of staff. It needs to be able to rely on these tools to be available 24/7, to add and remove users with ease, and most of all it needs to be able to do all of this without having to install and maintain costly hardware and software. Businesses must become more and more flexible to adapt to the modern working environment, and cloud collaboration and communications services allow the SME to do what they do best – adapt and grow while the larger corporates are still signing their approval forms.

If your business is at the small end of the SME sector then this is even more relevant as cloud services give you instant access to a wealth of high end resources that you just can’t afford otherwise. When the internet began to impinge on the business world one of the axioms was that ‘no-one knows how big you are on the web’ – this idea was founded on the growth of web sites as the shop window for your business. Nowadays the same is true in a much broader sense – there’s never been a better time to start or grow a small business or to take advantage of the incredible tools for communicating with customers, clients and business partners. With a few simple steps you can present your business as a modern collaborative organisation, no matter how small your business is.

The Smallest Business is Still a Business

Small business is still business

When starting out in business it’s vitally important to keep business and home life separate. We know that when you’re a small business, you are probably working from home, and more often than not juggling the work/family life balance on a moment by moment basis. We intuitively understand the need to keep the work life separate in our heads and to allow space for this in our time at home, but very often we fail to do this with our IT resources.

I was called out as a last resort recently to such a small business. All the business computing was done on the family PC, which, although well up to the job was also shared by every member of the family. There are some significant problems with this approach:

  • Usually the computer is left logged on and available for anyone to access files and applications
  • Kids are prone to download and install all manner of ‘helpful’ software
  • There is a single point of failure – if the family PC goes down the business files and software are unavailable

Remember that the smallest of businesses is still a business and the business resources and assets are crucial. The cost of purchasing a separate laptop for the business can be as little as £300 – that’s probably less than the cost to the business of the removal of malware and unpicking of business files from a shared PC that has expired under the strain of family use. Remember, our children are remarkably IT literate and yet incredibly naive – that’s a recipe for disaster when unsupervised on a business PC. The purchase of a separate machine also allows the home PC to act as an emergency backup device.

The Smallest Business Plan

Here’s a simple plan of attack for the smallest of businesses – the solopreneur or the home worker, or the husband and wife team.

  • Set up a business web site and domain and use a cloud provider such as Google for Work or for proper domain specific email accounts for each worker.
  • Purchase a separate PC or laptop and resolve to use it exclusively for business. Don’t let anyone else use it for any other purpose, especially not the kids!
  • Ensure that you have an offsite backup of all important files so that you can carry on working if a single PC stops working. Use the cloud providers above or a simple file sync service such as Dropbox.

The most important thing is to plan. Ask yourself the question: what would be the effect of our single PC being out of action for a week? And then go out and get your small business into business by getting your small business IT on a business footing.

How Important is your Google Plus Page?

Default Google Plus Page


How often do you click on a link to a person or business in a Google search, or see the ‘related’ link in Gmail and come across something like this?

More importantly, what does this say about you, or your business?

What this tells your potential customers is that you don’t care. I know that not everyone uses Google Plus as a social network. I know that many potential clients or customers won’t have a their Plus account set up, but it’s expected of businesses, and if you are expecting people to do business with you then this is a really quick fix.

It’s as easy to start as putting up a proper photograph, or logo if it’s a business, and a background image that your customers/clients will relate to. Then it’s simple enough to link it to the existing material on your web site.

Make a point of browsing G+ for anyone connected with your business and follow them. This is the beginning of building your G+ presence. It certainly won’t cause an overnight sensation or drive a spike in traffic to your web site, but it will give potential clients/customers more confidence in you and your business. Here’s one I prepared earlier:


The IT Advice Gap

the MIND

There seems to be a huge amount of confusion about what sort of IT assistance a business needs.

At the top end of the scale is the enterprise – the organisation with the resources and requirements for a huge amount of specialised IT assistance in a variety of IT sectors. These organisations are willing to pay top dollar for the right people to progress their IT projects. Often they pay too much and projects become bloated and hide bound by vested interests and corporate rules.

At the bottom end of the scale there are smaller businesses (and some of them not that small) that see IT assistance in the same way as they see garages for their cars – something that’s there when it breaks down, but not something to be used every day.

At its root this is a perception problem: enterprise class businesses can and will pay for what they need and more, but generally this is expensive because of the scale of their requirements, not simply because this level of advice is overly expensive. The smaller business as a result of this perception: that advice over and above repair is expensive, tends to shy away completely from thinking strategically about their IT resources or use.

With the small business costs are tighter and time is tighter still. As a business owner or manager, thinking about how IT can improve their business is outside of both their capacity to understand and their time to give thought to. As a result many SMEs are missing out on the wealth of understanding and advice that is available to them.If you want more information about this please visit

When we think of our IT requirements only in terms of support we are simply waiting for something to go wrong – a bit like not servicing your car and waiting for it to run out of oil before taking it for repair. We all understand that some simple maintenance goes a long way. This is true for the IT industry as much as any other sector, but with IT there is constant change, constant innovation and, at the present time a huge increase in tools available to the smaller business – we need more than mere maintenance.

It’s well worth knowing what those tools are and how they can positively and hugely impact productivity for the small to medium enterprise. We no longer need a corporate bank account to gain access to corporate class email. We no longer need a huge hardware infrastructure to support our file sharing or database. Most of the IT products that we use today can be implemented over the internet, providing constant access both in the office and on the road. This internet access means that multiple devices and platforms will all work: PCs, laptops, tablets, phones, Windows and Apple products.

What’s the main roadblock to implementing these sort of services? It’s the IT advice gap – corporates take advice and implement. SMEs don’t allocate resources to thinking strategically about IT and as a result miss out on knowing what is available to them and how straightforward it is to access.

For years I’ve struggled with using the term IT Consultant as it seems to bring with it the connotation of ‘overpaid high level IT guy in a suit’. On the other hand I think that to class what I provide to businesses as ‘support’ is to reduce my service to merely fixing what’s broken. I’ve tried to use the term Information Technologist because this is novel and therefore not linked to preconceptions – every business needs an Information Technologist who can see their existing setup and advise on how the present tools can help.

There is an advice gap that you could drive a large truck through and I believe that it is failing the SME more than any other sector. Is your business falling through the advice gap? Do you see IT simply in terms of support and repair? Would you consider trying to bridge that IT advice gap by taking some strategic advice?

Finding an IT partner who can help you to think strategically about your IT will inevitably improve your productivity and the satisfaction of your staff.