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Entrepreneur's Journal: Time to use an online collaboration tool for your business?

Posted Aug 23rd 2009 6:40PM by Tom TaulliTom Taulli RSS Feed
Filed under: Google (GOOG), Microsoft (MSFT), Apple Inc (AAPL), eBay (EBAY), Small business

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As a small company, you probably have employees in remote locations. No doubt, there are many management and communications issues. Yes, it's often the case that things slow down -- or even fights break out.

While e-mail is helpful, it is usually not enough. Rather, it's worth looking at online collaboration tools.

First of all, these tools are usually affordable, with fees based on the number of users or the amount of storage used. Although, some providers may provide a free service.

Sounds good, huh? Yet, consider that the company you use may not have enough resources to stay afloat. After all, they have your data. So, do you want some sense of sustainability?

Next, collaboration tools should allow for basic things like file sharing, project management capabilities, and version audits (that is, keeping track of changes). Some will even have phone and instant messaging, such as eBay's (NASDAQ: EBAY) Skype.

What's more, you should be able to set permissions as to who can view certain workspaces or documents.

OK, which one should you use? Well, you might want to consider Google (NASDAQ: GOOG) Docs. Actually, I've been using this for several months. The main reason is that Microsoft (NASDAQ: MSFT) Word decided to not work anymore for me.

And, I'm glad. Google Docs is amazing. It's easy to write documents and organize them (I'm writing this column in Google Docs). Plus, I can set permissions to share my documents.

However, one drawback is that it's a bit tough to use non-Google files.

So yes, there are many alternatives in the marketplace, such as Dropbox, Box.net, Zoho.com, and Nomadesk.

Actually, this week I had a chance to talk to the CEO of Nomadesk, Filip Tack. Essentially, his software creates a virtual server, which allows for file sharing, back ups, and syncing of files. The fee is $15 per month for an unlimited number of team members (per drive). You can even get a mobile connection -- such as to Apple's (NASDAQ: AAPL) iPhone or the BlackBerry.

In fact, you don't have to be online to use it. Also, Nomadesk has a high level of security, which includes 256-bit encryption and automatic backups to a central server.

Now, before using a collaboration tool, try out several solutions. The good news is that most offer a 30-day free trial, which is a enough time to get a sense of whether the solution is right for your business.

Tom Taulli is the author of various books, including The IPO Primer and The Complete M&A Handbook.

Tags: AAPL, Apple, Box.net, collaboration tools, Dropbox, eBay, featured, Filip Tack, GOOG, Google Docs, Microsoft Word, MSFT, Nomadesk, online collaboration, Skype, Zoho.com

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Last updated: November 23, 2009: 04:24 AM

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