CLOUD SUPPORT FOR SMALL BUSINESS GROWTH WELCOME. Wednesday, July 22, 2015 Pleasanton Library Community Meeting Room

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1 WELCOME Wednesday, July 22, 2015 Pleasanton Library Community Meeting Room

2 PANEL PRESENTATION Sandeep Deokule, DevCool, Inc. Taylor Backman, Zoho John DeKoven, Your Digital Handyman Mark Tanis, California Business Technology Ken Norvell, CMIT Solutions

3 Running your small business Cloud offering snapshot Sample costing

4 Running your small business Marketing Ordering Back office Customer Service Payroll / Accounting Basics

5 Basic services and basics Microsoft 365 Essentials, Business and Enterprise Google Apps for Business Gmail and more (1 TB) + Office Contracts/ No need for Printouts DocuSign Storage and Backup Microsoft OneDrive Google Drive Box Dropbox Sugarsync Rebit backup Carbonite Business Phone Magic Jack Vonage RingCentral Ooma Skype efax Collaboration Webex Free Conference Go To meeting Lync Fuze

6 Marketing/CRM Marketing Ordering Customer Service Marketing Constant Contact MailChimp Vertical Response Integrated CRM Solutions Zoho CRM Sales force CRM Microsoft Dynamics CRM Insightly Oracle Web and Mobile Hosting Shopify BigCommerece POS Leaf NCR Shopkeep Square Quickbooks Social Tools Facebook Twitter Instagram Alerts/Mobile Custom apps Survey Survey Monkey Type forms Google Forms

7 Back Office/ Payroll /Accounting Back office Payroll / Accounting ERP (Inventory, Order, Supply mgmt) Netsuite MS Dynamics Epicor EnterpriseIQ Infor Accounting Quickbooks Freshbooks Ms Dynamic GP Sage Payroll ADP Zenpayroll Intuit Propayroll

8 Sample costing model Basics: $ 25 - $100/ Month and Office( 1TB) : $5 - $20/ month Online Signing: free- $20 Storage and Backup: $5- $20/ month Phone Option 1: One time - $50 Option 2: $15-20 / month efax - $12-15/ month Collaboration: free - $25/month Marketing./ CRM : $ 25 - $200/ Month CRM: free - $200/ month s : free - $25/ month ecomm/ Web /Hosting: $30 - $100 Hosting: $5 / month ecomm : free - $25- $100/ month POS 2.7%-3% for swiped transaction 2.9 3% for online 3.5% for manually-entered transactions Custom Mobile App $2,000 - $10,000 $100/ Year Survey - free ERP $10K- $100K + $1000/month Accounting $10- $25 / month Payroll $45-$200/ payroll

9 CRM Taylor Backman

10 Customer Relationship Management

11 It's a database that secures all of your customer information in one place.

12 CRM helps you manage your sales team, and helps your sales team sell.

13 For managers... Centrally manage your customer info. Track your sales team's performance. Implement and standardize effective strategies. Streamline your sales process for consistent results.

14 For sales people... Central location for storing documents. Keep detailed logs, notes, and reminders. Access and edit customer info with mobile version.

15 CRM. It's for everybody.

16 Try CRM for free at Zoho.com

17 Thank you!

18 How To Leverage Cloud Technology For Your , Calendar, Contacts & Tasks.

19 In order to run a successful business there is a lot of information that you and your employees need to keep track of including: Contacts Calendar Items Tasks Notes

20 In today s business world you also need to have 24/7 access to this information: Desktops Laptops Smartphones Tablets Public Devices (library, internet café s, other devices that aren t yours).

21 Before Cloud Technology The Only Way To Do This Was To Host An In-House Server: Most popular hosting solution is Microsoft Exchange. Cost prohibitive for a lot of small business due to hardware, software and maintenance costs. More problematic for small business with multiple locations. Small business tries to use FREE or much less expensive services, but cannot get the same results.

22 The Solution To These Problems Can Easily Solved With A Cloud Based Technology From Microsoft Exchange Online. Has all the features and benefits of an on premises exchange server used by big companies, but you get it all in the cloud. Because of this technology literally anyone can use this product. From a one person office to a Fortune 500 company it s literally the same technology. Even a home user/family can benefit from this service.

23 Top Ten Benefits To Using Exchange Online

24 Exchange Online Benefit #1 Stay Connected No Matter Where You Are 24/7 Access your , contacts, calendars and tasks from your desktop, laptop, smartphone, tablet and public computer.

25 Exchange Online Benefit #2 Access Your Information Even When Offline Even if your device is offline you can still read, add, edit or delete records. Once you re back online everything will synch up.

26 Exchange Online Benefit #3 Real Time Synching Every change your make is made immediately across every device your account is set up on.

27 Exchange Online Benefit #4 Shared , Contacts, Calendars & Tasks You can share any information you want with your colleagues. Privacy settings can be from view only to edit to full edit and delete privileges.

28 Exchange Online Benefit #5 Web Based Access The Outlook Web App provides a premium browser based experience that matches the look and feel of the full Outlook client.

29 Exchange Online Benefit #6 Reliability Microsoft provides a service level agreement has a 99.9% scheduled uptime. They have multiple datacenters, located all over the world. If there is an outage at one datacenter another can act as a backup.

30 Exchange Online Benefit #7 Large Mailboxes Each user gets 50 GB of mailbox storage and the ability to send attachments of up to 25 MB.

31 Exchange Online Benefit #8 Automatic Backup Your data is constantly synced and in the cloud. That means you will always have a backup of your data without having to think about it.

32 Exchange Online Benefit #9 Anti-Spam / Anti-Virus Every mailbox combines built in anti-spam and encryption technologies with an advanced anti-virus infrastructure for efficient management of a wide range of security threats.

33 Exchange Online Benefit #10 24/7 Tech Support No need to have your own in house tech support person(s) or pay for outside tech support. Your account includes tech support by phone & 24/7.

34 How much would this cost for me to host in-house (assuming 5 users)? Hardware - $1,000 Windows Server Software - $750 Exchange Server Software (standard) - $500 Mailbox Licensing - $78 per user (one time) x 5 = $390 Migration /Installation - $750 Ongoing Maintenance - $1,000 First Year Cost (5 users) = $4,390 Five Year Cost (5 users) = $8,390

35 How much would this cost for me to host in the cloud? Hardware - $1,000 $0 Windows Server Software - $750 to $1,000 $0 Exchange Server Software (standard) - $500 to $750 $0 Mailbox Licensing - $78 per user $60 per yr x 5 = $300 Migration / Installation - $750 $750 Ongoing Maintenance - $1,000 $0 First Year Cost (5 users) = $4,390 $1050 Five Yr Cost (5 users) = $8,390 $2,250 = savings of $6,140!

36 Are There Other Solutions Besides Exchange Online?

37 Data Security Best practices and tips for small businesses Mark Tanis July 22, 2015

38 Topics Cost of implementing security Encryption Impersonation Security Tips

39 Topics Cost of implementing security Encryption Impersonation Security Tips

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41 Cost of implementing security

42 Topics Cost of implementing security Encryption Impersonation Security Tips

43 Encryptio n HAL Key to unlock: shift one letter right IBM According to Clark: HAL is derived from Heuristically programmed ALgorithmic computer.

44 Secure websites use strong encryption Keep it secret

45 Topics Cost of implementing security Encryption Impersonation Security Tips

46 Impersonation: Beware of phishing websites & spoofed s

47 If a site can t be verified or trusted, you might see something similar to the following:

48 Click on green lock symbol to see more info on verification:

49 Topics Cost of implementing security Encryption Impersonation Security Tips

50 Security Tips Keep your OS and Browsers Updated Yes, Mac s too! Also, smartphones and tablets July 20 critical update for Windows New Microsoft Edge in Windows 10 no support for many old-school plugins.

51 Disk Encryption Security Tips Especially important for laptops, where it can be easy to remove a hard drive, and insert in a drive reader Mobile Devices PIN Code, password, swipe pattern

52 Security Tips Separate Guest WIFI network for your office Use work devices for work, home for home, including accounts Includes 1 or 2 person companies

53 Security Tips When using an account or address Separate s for home and business 2-step authentication whenever possible (requires a text to your mobile, etc.) Since address is often the required userid for many websites where registration is needed, use a different password from your important accounts, especially your account!

54 Inexpensive Backup & Recovery The Thrills and Chills of Protecting Bits and Bytes Ken Norvell CMIT Solutions

55 Data Protection is NOT: Glamorous Particularly Exciting A Top To-Do Optional Data loss won t kill you It will just make you wish you were dead

56 Have You Ever Lost Data? If so, what was the cause?

57 Natural Disasters

58 Disasters That Can (And Do) Happen

59 Global Stats: True Cost Of Data Loss Businesses lose, on average, $287,000 per data loss incident! 1 The most costly factor in dealing with data loss is the lost business, accounting for 69% Personal Reality: Lost orders, contacts, financials, calendars, s, customers and a lot of sleep!

60 Four Questions You Need To Ask: 1. How long can we go without access to our data? 2. How often do we back up and where? 3. How will we recover the data if we need it? 4. What s our plan to keep the business running in the event of a data or system loss?

61 What are the Advantages of Cloud-Based Backup?

62 Additional Protection for: Environmental Issues: Fire/Flood Theft (workstation & backup device) Business Recovery: Download or Virtualize to a Different Location Ransomware Attacks

63 Four Deadliest Data Mistakes 1. Frequency of Backup (both onsite AND offsite) 2. No Plan for Business Continuity 3. Not Testing the Recovery Plan 4. Set it and Forget it

64 What You Need to Look For Continuous Backups As often as every 15 min Multiple Backup Locations Fast Recovery Plan to be up in running in less than 24 hours. Virtualization Capability You should be able to continue doing business from anywhere

65 Thank You!

66 THANK YOU TO OUR PANEL Sandeep Deokule, DevCool, Inc. Taylor Backman, Zoho John DeKoven, Your Digital Handyman Mark Tanis, California Business Technology Ken Norvell, CMIT Solutions

67 THANK YOU Please enjoy the SERVICE PROVIDER SHOWCASE until 10:30 a.m.