Online Collaboration Tools for Small Businesses
Author: Mark Lucas

Working in software development and computer training has
shown us both sides of the techie fence; the geeky side,
and the overwhelmed user side. We've seen more than one
determined user struggle with a new piece of software, or
want to toss their laptop out the window. So we've set out
to make life a little easier for solopreneurs and
micro-business owners.

We'll start by introducing you to an important family of
tools that you may not know about, but will want to get
familiar with; online collaboration tools. What is online
collaboration? And why do you care?

Collaboration tools can take the headache out of sharing
documents, tracking projects, communication, and many other
tasks that are frequently the bane of virtual workers and
team members in different geographical locations. And even
better - these tools have now become affordable.

The wide variety of features that are available in online
collaboration software can be customized for use by Virtual
Assistants, remote service providers, education
professionals, and creative professionals of all types.

Before you start your quest for the perfect online
collaboration solution, you'll want to create a list of the
features that would be useful to you in an online
environment. Do you need shared email access? Or simply
email synchronization? File sharing? Project task lists?
Shared calendar? Team websites? Blogs? Newsletters? List
everything you can think of and prioritize so that you can
find the best solution at the best price.

After you make your list, do a web search for "online
collaboration tool" and you may be surprised at the number
of responses you get.

Some solutions provide an easy to use internal website that
allows you to build additional websites, and each of those
can be made public or kept private. Don't panic,
though. "Website" doesn't mean that you actually have to
know HTML or have fancy tools or specialized knowledge.
The collaboration tool gives you all the building blocks
that you need. You simply choose which pieces you want to
use.

Some solutions provide you with a virtual office space that
you can share with your clients, or keep things private
within your team. Typically there are security levels that
you choose, which allow you to secure certain areas or even
particular documents on your team's site.

Online calendars ensure that you and your clients or team
members are all on the same page when setting, canceling,
or accepting appointments. Many also allow you to
synchronize your local computers and PDAs with your online
calendar.

The category system used by many collaboration tools also
allows you to file documents by type, for ease of
recordkeeping, client communication, and follow-up. You
can easily keep track of the different versions of your
documents, and you can require that documents be checked in
and out, to ensure that any simultaneous changes are not
accidentally overwritten. Note that not all collaboration
tools provide all of these features. You'll need to
determine what's most important for you.

Looking for a way to wrestle your inbox into submission?
With an online collaboration tool, you can significantly
reduce the need for communicating via email - and reduce
the chances of lost documents and miscommunication.
Instead, keep task lists and project tracking information
in your online collaboration service, where only the
appropriate people can see them and add their own notes and
updates.

Some of the higher end tools even allow you to manage your
contacts online. Enter contacts, add notes, and
synchronize with your own email contact list.

When you need to work with more than just one or two
additional people, take advantage of the built-in blog to
keep everyone informed or plan that team get-together in
Tahiti. Post announcements to your group. Make your travel
calendar visible to your entire team, or restrict it to
just those that you designate.

You can do a surprising number of tasks without leaving the
comfort of your home or office. And, conveniently, most
online collaboration tools can be purchased as a monthly
subscription, on a hosted web server. So you don't have to
deal with installing and maintaining software!

With all these features, learning to use one of these tools
may sound rather daunting. But actually, it's quite
user-friendly and familiar. You'll be surprised at how
quickly you can have your business functions in a shared,
secure environment.

So if you haven't explored the world of online
collaboration, it's time to get acquainted. And if you
heard that it was just for the big guys, take another look
-- at the new technology that gets better, and more
affordable, every day.


About the Author:

Mark Lucas is a certified Microsoft Trainer and a certified
coach. As a former software developer for Microsoft and
now a professional trainer, Mark understands how to make
technology a real asset to small business owners -- rather
than a constant frustration.
Visit Mark at: http://www.show-me-sharepoint.com
Contact: Mark@show-me-sharepoint.com