What your IT Consultant

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1 What your IT Consultant Might Not Tell You Cloud computing is changing the game for IT consultants, and the ones that don t adapt may be giving you old-school advice. What infrastructure do you really need to run your business in the Cloud?

2 Cloud Computing Has Changed The Game Every now and then technology forces businesses to change the way they operate. The typewriter led to typing pools and carbon paper before being replaced by word-processors on mainframes and then on personal computers. The fax machine replaced the need for some postal services and is in turn being replaced by . Similarly, for small to medium sized businesses, cloud computing is replacing the need for in-house networks and servers. The Advent of the IT Consultant In the beginning stand-alone PC s were simple to deal with, however the benefits of linking them together quickly became apparent, and this gave rise to the local area network (LAN). Things quickly became complicated and business owners no longer had the skills, or the time, to deal with this. Information Technology (IT) consultants stepped in to fill the void and a new industry sprang up. Then Things Changed Cloud computing has arrived, and allows the complexity of networks and shared services to move out of the office and onto the Internet (a.k.a. the Cloud ). Business owners no longer have to concern themselves with technology and can focus their full attention on their businesses. The New Breed of IT Consultant The smart IT consultants have embraced the change and have found greater opportunities to engage with their clients at the application layer. Rather than crawling around under desks hooking up wires and servers the new breed of IT consultants work with their clients on things such as selecting the best cloud technologies and adapting Copyright 2014 Actionstep Software Limited Page 1

3 them to match their client s business processes. Business owners immediately see the value of this type of engagement because the consultant is talking to them in terms they understand; sales conversion, production workflow, document automation, efficiency, profitability, etc. The Old School Unfortunately not all IT consultants have made the transition and many are still encouraging business owners to install complicated and expensive in-house technology over superior and more affordable cloud options. Frequently Asked Questions Here are some frequently asked questions about cloud computing that will hopefully help you to have a more meaningful discussion with your IT consultant. Copyright 2014 Actionstep Software Limited Page 2

4 Do I Need a Server? Short Answer No. Explanation Traditionally servers have provided shared resources to individual workstations such as: Shared folders for document storage Backup Software updates and Shared Calendar Firewall and shared Internet connection How Does This Work On The Cloud? Documents are typically stored along with the associated matters in a cloud based practice management system, or in an adjacent document system like DropBox or Google Drive (preferably integrated with your practice management system). Software updates are applied automatically by the manufacturer and software for local devices, such as PCs, Macs, smartphones and tablets, are downloaded and applied directly without needing a local server. Copyright 2014 Actionstep Software Limited Page 3

5 and shared calendars are generally handled by cloud services such as Office 365 or Google Apps, which synchronize seamlessly across devices and applications. The firewall and shared Internet connection are handled by dedicated networking routers which do a much better job than servers. What If My Server Is In The Cloud? To avoid confusion, if your server is simply off-site and accessed via a remote desktop then this is not cloud computing in the true sense. Copyright 2014 Actionstep Software Limited Page 4

6 What about Scanning and Printing? Because you will be storing your documents on the cloud you should scan and upload hardcopy material you receive. Saving the scans to the correct matter is easy if your practice management system creates an address for each matter (like Actionstep does). So if you want to save a scan to matter number 6258 simply it to 6258@your_domain.com Alternatively you can drag and drop it into the matter in the browser window. Multi-function printer/scanners are so cheap these days that it pays to give each staff member their own (or at least have one within reaching distance of each group of desks). This saves staff from having to get up and walk across the office each time they want to scan or print. The resultant boost in productivity and billable time will pay for the devices very quickly. Copyright 2014 Actionstep Software Limited Page 5

7 What Network Setup is Best? Getting rid of your server simplifies your networking needs. All you really need in your office is a good quality router and a reliable highspeed Internet connection like VDSL or fibre. A knowledgeable network consultant can provide a lot of value in selecting the equipment and setting this up for you. Another cost you can avoid is expensive cabling in your office. This is not strictly a cloud computing issue, however some IT consultants will still try to sell you on this. Wi-Fi had its problems a few years ago but now days it is rock solid, provided you use good quality equipment and install it correctly. When staff members are on the road, or in court, they can connect back to the office via a mobile data hotspot on their smartphone, or by using a mobile data USB stick. Copyright 2014 Actionstep Software Limited Page 6

8 Mac or Windows? The beauty of cloud computing is that it really does not matter what device you use so long as it has access to the Internet and a modern web browser. The choice of device can be left to the user. However one thing to consider is whether your cloud software relies on plugins that may only be available for a certain operating system. For example some plugins for Microsoft applications are only available on Windows, however equivalents may be available for Google Apps on the Mac. Copyright 2014 Actionstep Software Limited Page 7

9 Do I Need a Phone System? Desk phones and PABXs are being phased out in favour of soft phones, video calling apps, and mobile devices. Virtual PABX solutions give you more flexibility and cost less than in-house alternatives. Headsets provide better audio quality than their desktop predecessors and free up the hands to take notes during calls. Headsets can also be used for Skype, online meetings, webinars, and for a bit of peace and quiet. Many firms are adopting the BYOD (bring your own device) policy and simply route calls to smart phones. Another advantage of smart phones is that they are useful for synchronizing calendars, contacts, and so that all your communications can be accessed from a single device. Copyright 2014 Actionstep Software Limited Page 8

10 Backups Horror stories abound about businesses diligently backing up to DVD or tape archives on local file servers only to find out at crunch time that for some reason they were not able to restore their data. Examples: a software conflict may have caused the tape drive to malfunction and because the error message was only ever written to an obscure log file nobody ever noticed; or, the same event that caused the original failure (fire, theft, or power spike) also affected the server, and all was lost. If you use a cloud service your data and documents in the cloud will be automatically backed up, and, because cloud service providers do this for a living, you can rest assured that it will be done right. This leaves only the operating systems and any local files on the users PCs. Both Windows and Apple devices have cloud backup options that you can subscribe to (like icloud or Onedrive). They operate in the background and make it easy to restore files or to migrate your data when you buy a new device. Copyright 2014 Actionstep Software Limited Page 9

11 Example of a Typical Cloud Office Setup Broadband Connection VDSL or fibre terminating in a Cisco router Local Area Network Wi-Fi via good quality, ceiling-mounted, wireless access points Workstations Dockable Tablets or laptops with external monitor wireless keyboard and mouse. Disk encryption enabled. Cloud backup subscription (like icloud or Onedrive). Mobile Access Tablets and smart phones with mobile data hotspot capability Office Software Office 365 (business version), which includes hosted Exchange and local copies of Microsoft Office applications. and Calendar Sync Either Office 365 or Google Apps Phone System Virtual (hosted) PABX Document Management Integrated with your Practice Management system (like Actionstep), or a separate cloud service. Practice Management A full-featured cloud application (like Actionstep). Copyright 2014 Actionstep Software Limited Page 10

12 Billing and Accounting Preferably a part of your Practice Management system (like Actionstep), or an add-on cloud service (like Xero or QuickBooks). Trust Accounting Integrated with your Practice Management system (like Actionstep), or a bureau service. For more information about Actionstep visit our website at Copyright 2014 Actionstep Software Limited Page 11

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