Email Platform for your Business

Email is an indispensable part of running any business, it is so important. It’s often the best  and least intrusive way to communicate with employees, colleagues and collaborators. Not all email platforms are equal, it’s important to choose one with the right email service and  features your business need, also to avoid overpaying for features that you don’t need.

Factors to consider before settling on an email platform for your business.

Bonus Features

Once you’ve found an email service that covers all the basics, check for additional features that can boost your productivity. Some platforms such as Gmail and Outlook includes integrated video chat. That means you can use a single service for both exchanging messages and meeting remotely, making your day-to-day operations simpler and more efficient. Some email platforms also include instant messaging functionality. Instant messaging is better than email for real-time discussions, since you can exchange numerous short messages in rapid succession. Sending an instant message may be preferable to sending an email if the content of your message is not that important

Collaboration Tools

Good business email platform makes it easier for you to work together with your employees or colleagues. The best platforms include tools to help you collaborate. Services such as Gmail and Outlook include a built-in-calendar as part of your email inbox, in a few simple steps you can share your calendar with others so they can view and edit it on the fly. That can really help with planning and collaboration. Email threading is another feature that can help you work together with colleagues. Threaded emails make it easier to follow long exchanges because replies appear one after another in a single thread, instead of being spread throughout your inbox in the order they were received.

 Free or Paid??

One thing you can’t get with a free Web mail service is the ability to use your brand’s name as part of your email address. Registering for a free Gmail account gives you an email address like [username]@gmail.com; but by subscribing to Google Apps for Business, you can secure an email address that reads [username]@[yourbusiness].com. In most cases, you’ll need to already own your own Web domain in order to use it as part of your email address, but registering a domain can cost as little as $10 per year. Services such as Microsoft Office 365, give you your own domain name without the need to pay additional hosting fees.

Security

Whether you pay for email or use a free service, you’ll want tight security for your business inbox especially if running your business involves the exchange of private client data and other sensitive data can be attached to your email account, such as bank account numbers and tax returns. Even more than with your personal email, it’s important to keep cyber criminals out of your business account. Before settling on an email service, check for common-sense security measures such as spam and phishing filters. Support for two-factor authentication is also important. The feature helps keep outsiders out of your inbox by requiring users to have two pieces of information to sign in. The first is your regular password and the second is a freshly generated code sent to either your mobile phone or a second email address. Other security features to check for include built-in antivirus measures to keep malware off your computer, which is especially important if you download a lot of attachments. Whether or not it’s important for you (and any employees) to have a branded email address is ultimately up to you. An email address that includes your own domain name can potentially boost the perceived credibility of your business. On the other hand, a generic email address might be fine for the smallest businesses, especially if you are a sole proprietor.

Storage Space

A branded email address isn’t the only advantage of a paid email service. Paid platforms offer plenty of other perks, such as expanded cloud storage for email and other files. Many free email services offer limited storagespace, forcing you to delete messages when your inbox gets full. If you run a small business that relies heavily on email and you prefer to archive messages rather than delete them, your inbox can fill up in a hurry. By subscribing to a paid service, you can gain access to a much bigger inbox. There are a few other related concerns to consider. The maximum size of an email attachment varies widely between different services, with some services capping attachments at 10GB and others letting you send huge files up to 300GB or more, as long as the file is already uploaded to the cloud.

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Integrate Cloud-Based e-commerce Platforms

Integrate Cloud-Based Platforms

E-commerce businesses increasingly rely on cloud-based applications, such as hosted shopping carts, analytics platforms, cloud-based accounting, customer service tools, and more.

To operating smoothly, a merchant’s cloud-based apps should integrate with each other, to save time and to otherwise prevent data loss and ensure accurate reporting.

It’s important, therefore, to have an integration mindset when choosing and using software-as-a-service solutions.

Some tips:

Ask Around

As with evaluating any vendor for your company, go beyond the company’s website. Ask the vendor about other customers. Get references. Contact those companies and ask how the platform is working. Is it easy to set-up? Does it integrate seamlessly with other apps? How long does it take to transfer data from one app to the other? These are just some of the questions you need to ask when evaluating an app. Also check social media sites for any discussions pertaining to the program. Read what people are tweeting. Check relevant LinkedIn groups.

Check the Company’s Integrations Page or API

When evaluating a software-as-a-service (SaaS) solution, first determine if it integrates with the platforms that you’re already using. Pre-built integrations will save much time. Alternatively, if a company has an application programming interface (API), use it to integrate the app with your existing systems.

If you can’t find the integration you need or if you want to avoid the API option, contact the vendor directly and ask if it can make its platform sync with your existing solutions. Don’t underestimate the power of reaching out to your vendors.

Use Cloud App Integration Services

Another option is to use SaaS integration services. You have plenty of choices, depending on what you need to connect. If you just need to integrate two apps, like Dropbox to Gmail, for instance, you can use (IFTTT) If This Then That –  a service that lets you assign triggers and actions to each app through a drag-and-drop interface. When one program does something, it will automatically trigger another app to perform an action. For example, you can create a recipe wherein all your Gmail attachments are automatically saved to your Dropbox folder. IFTTT is free to use, to integrate up to 80 apps.

A similar service, Zapier, lets you do the same thing, but on a larger scale. It supports more than 250 applications, including Salesforce, Zoho CRM, Xero accounting, Campaign Monitor email, and more. Zapier is free for five integrations. It also offers Basic, Business, and Business Plus plans that cost $15, $49, and $99 per month, respectively.

IFTTT and Zapier work well to integrate two cloud applications. However, if you’re running a combination of cloud and on-premise applications, or if you have an ecosystem of apps and data sources that have to connect and exchange data, you need more sophisticated options.

That’s where services such as Dell Boomi and SnapLogic come in. Like IFTTT and Zapier, these solutions use a drag-and-drop interface, but at a larger scale. They connect multiple combinations of cloud and on-premise applications.

Use Free Trials

Always test-drive your apps or integration services. Most SaaS platforms offer free trials. Take note of user-friendliness, functionality, and observe how they function with programs you already have.

Posted in Best Practices for Merchants, Credit card Processing, e-commerce & m-commerce, Financial Services, Internet Payment Gateway, Payment Card Industry PCI Security, Small Business Improvement, Visa MasterCard American Express Tagged with: api, apps and data sources, cloud applicaitons, cloud based applications, cloud based apps, cloud-based accounting, customer service, dropbox, e-commerce, ecommerce, exchange data, existing systems, gmail, integration, SAAS, salesforce, shopping carts, social media, software-as-a-service, sync, zapier

16 Free Online Tools for Small Businesses

16 Free Online Tools for Small Businesses

Whether you’re starting a small business or you’re just thrifty, you can likely benefit from some free online productivity tools.

There are apps for accounting, collaboration, customer management, development, scheduling, general office tasks and more. All of these tools have free plans, and several are entirely free.

Appointlet

If you make appointments with customers, you may need Appointlet, an online appointment-scheduling app for Google Calendar. Add it to your website and let your clients do the booking. Confirm, decline, cancel, or reschedule any appointment right from the comfort of your Google Calendar. Easily gather all the information from your clients that you need to fulfill the appointment.

Boomerang for Gmail

Lets you write an email now and schedule it to be sent automatically at the perfect time. Write the message as you normally would, then click the Send Later button. Tell Boomerang when to send your message by using the calendar chooser or the text box that understands language like “next Monday.

Dropbox

Is a cloud-storage service that lets you access and sync files across all your devices. While Dropbox only offers 2 GB of initial free storage (Google Drive and SkyDrive offer more), it expands free storage up to 16 GB free for referrals. Dropbox offers native support for Linux and Blackberry, as well as Windows, Mac OS, iOS, and Android. To supercharge your Dropbox, utilize the many third-party apps, which offer enhanced file syncing with Dropbox’s new Datastore API.  

Evernote

Is an app to remember everything, from lifelong memories and vital information to daily reminders and to-do lists. Everything you store in your Evernote account is automatically synced across all of your devices, making it easy to capture, browse, search, and edit your notes everywhere you have Evernote.

Gmail

Is a Google’s email application, which includes 15 GB of free storage (across Gmail, Google Drive, and Google+ photos). Gmail also lets you communicate via SMS, voice, or video chat. See who’s online and connect instantly. See your contacts’ profile photos, recent updates, and shared docs next to each email.

Google+ Hangouts

Turn any gathering into a live video call with up to ten friends or simply call a contact to start a voice call from your computer. Enhance your call with Cacoo for online drawing, SlideShare for sharing presentations, and Conceptboard for whiteboard collaboration. 

HelloSign

Is an application for getting documents signed. It includes tools to facilitate document signing, tracking and management. Notifications keep you appraised of the signer’s activity. Signed documents are securely stored and always accessible. Sign an unlimited number of documents for free. HelloSign has mobile apps and a Gmail extension.

HootSuite

Is a social media dashboard to manage and measure you social networks. Manage your messages, get custom analytics on your social campaigns, and communicate internally without leaving the HootSuite dashboard. Access a single interface to monitor Twitter, Facebook, LinkedIn, Google+ Pages, WordPress and more. Or add more social networks with the HootSuite App Directory.

KeePass

Is a free password manager to help manage your passwords in a secure way. Put all your passwords in one database, which is locked with one master key or a key file. Remember one single master password or select the key file to unlock the whole database. The databases are encrypted using secure encryption algorithms (AES and Twofish).

Mural.ly

Is a visual-collaboration whiteboard app. Drag and drop images, links, and documents to organize your ideas. This simple visual tool can keep your team in sync through brainstorming, planning, or designing a project. Features include private murals, auto-save and backups, comments, activity feed, and chat.

NutshellMail

Takes copies of your latest updates in your social networking accounts and places them in a snapshot email. The NutshellMail update is then sent to your primary email address. NutshellMail supports Facebook, Twitter, LinkedIn, Yelp, MySpace, YouTube, Foursquare, and Citysearch. Receive updates as often as you wish.

Rapportive

Shows you everything about your contacts right inside your inbox. Immediately see what people look like, where they’re based, and what they do. Establish rapport by mentioning shared interests. Record thoughts and leave notes for later.

Streak

Is a customer relationship application for Gmail. Track your deals from your inbox. Group emails from the same customers together, utilizing spreadsheet view right inside Gmail. Use the mobile app to keep track of your customers, make calls, and send emails. Share selective parts of your inbox. Schedule emails to send later.

Trello

Is a collaboration tool that organizes your projects into boards. Trello tells you what’s being worked on, who’s working on what, and where something is in a process. Trello uses boards, lists, and cards to create projects and develop your workflow.

Wave

Offers online accounting and finance applications for small businesses. It includes invoicing, accounting, payroll, payments, receipts, and personal finance software. Accounting, invoicing, receipts, and personal finance applications are free.

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