Author: Justin Hesser

Communication and collaboration are two integral pieces of any successful faction, whether it be a family of four or the entire food supply industry. That can difficult without the right means to connect with associates, but developing technology continues to give us more and more methods of accessing each other and working together.

Using an IBM-hosted business-to-business (B2B) cloud service, Gist Limited, a third party logistics company that specializes in distributing chilled and frozen goods, was able to work more efficiently with its clients and improve critical internal operations.

The B2B cloud system allows Gist to exchange business documents with its partners securely and in real time. The IBM service translates the files into the appropriate format or protocol that the receiving party requires, and as a result, Gist’s document error rate has dropped by 20 percent.

“Third party logistics companies deal with a complex network of partners, each with a unique set of requirements, and need real-time visibility into constantly evolving processes,” IBM commerce solutions regional leader Ronald Teijken said in a press release. “With these concerns addressed, Gist can now focus on meeting the stringent standards of the food industry, using cloud services to ensure that goods are delivered on time.”

Gist was able to streamline productivity and improve its overall service by working with its clientele on a large scale, but smaller bodies like retailers and schools can benefit similarly from an in-house system. Using database software, a FileMaker developer can create a custom data system specialized for specific needs of any organization, which can be complemented with a mobile application that can be accessed by all necessary parties directly from their iPad, iPhone or iPod touch.

The amount of data stored, the capacity of the servers in which it's kept, and the ways that it can be accessed and stockpiled have amplified exponentially in the past decade, meaning increasingly more changes for the way both businesses and consumers maintain the storage of their information.

Back in 2001, Apple's first version of the iPod could hold roughly 5 gigabytes of music or about 1,000 songs. Today, their latest MP3 players can hold up to 160 GB or around 40,000 songs. Consumers can easily find hard drives that have storage capacities in the range of 2 terabytes (2,078 GB) at common retailers. Individuals are buying into data storage more and more frequently as different forms of information are increasingly becoming digitalized.

But, what's appealed to consumers has also appealed to the corporate world on a much larger scale. Data storage has become the backbone for many businesses already, but that's only the beginning.

The International Data Corporation (IDC) predicts that the volume of the world's digital information will grow to an astonishing 35 trillion GB by 2020. In 2010 alone, the amount of digital information created and replicated grew by 62 percent to more than 838 billion GB, which the IDC said would fill enough DVDs to make a stack that reaches from the earth to the moon and back.

Businesses that have questions about increasing or improving their own data storage should talk to FileMaker consultants that specialize in developing and organizing custom database software. From there, they can reap the benefits of an accurate, modern information storage system that can even be accessed from mobile devices like iPads and iPhones.

The emergence of the tablet computer has meant big changes for the way both individuals and corporations use technology. Many businesses have found interesting ways to integrate iPads into their operations, but there are still quite a few others that may believe while the new technology may be advantageous in some fashion, the price tag on that kind of tech upgrade is a bit too steep. Along with custom application development, iPads can be a worthy investment if business owners use it for the right reasons.

Making big sales is one of the best functions a company can use a tablet computer for, as long as it has the right software. With the ability to access a remote database right from an iPad, the sales team can update or search for information at the point of sale. This could be also done on a laptop, but the nature of using a tablet during a sale make a conversation more one-on-one, according to an article from InformationWeek.

Using database software, the warehouse can become a streamlined operation with all workers on the same page. The iPad can scan barcodes with its camera, and log that information into a main database using a custom application.

Tablets are great for customer relations, too. Some businesses like Royal Caribbean are actually providing customers with iPads to check schedules, book activities and find promotions, reports the news source. But, other clientele uses could be for waiting room entertainment or for taking service satisfaction polls.

Business owners who are interested in using tablets for any of the aforementioned uses should talk to a FileMaker consultant that can develop a custom FileMaker Go application that's optimized for iPads, iPhones and iPod touches.

Photography studios, like all other businesses, need to keep track of overhead and income financial data. David Kilpatrick, a British photographer, wrote an article for the British Journal of Photography about what management software is the best to use for businesses in his industry.

He said there are essentially just two accounting platforms to choose from: spreadsheets and database software. Based on his experiences, he explained that the better option is rather obvious.

Kilpatrick said that it's easy to accidentally delete data in spreadsheets, which can completely throw off the entire log. One of the most typical mistakes made in spreadsheets is incorrect use of the sort function, he said. The columns are not linked to each other, so if, for instance, you wanted to arrange the first column a certain way, only that column would adjust to the control and the other columns would remain in their original order. These kinds of mistakes can muddle the entire spreadsheet.

Custom databases are built with established rules so that user-created mistakes aren't nearly as common as they are in programs like Excel. What Kilpatrick likes most about databases is their ability to link to each other.

"You can, for example, have a client list held on a smartphone that you update when traveling. Your office computer then uses the updated information," Kilpatrick wrote. "In the past, systems like this mostly worked over office networks; now they work in the cloud… Your worries about a studio PC being stolen or a fire destroying records are gone, because multiple duplicate copies exist thousands of miles away, securely protected from hacking."

Specifically, Kilpatrick recommended FileMaker as the ideal account management program, primarily because of the vast network of FileMaker developers. If you think your business could benefit from database software like Kilpatrick has, talk to a FileMaker consultant who can show you how custom application development can help your specific needs.

Because small business owners typically operate on very tight budgets, they are more likely to settle for a cheaper product or service than large corporations that can afford to invest in better, more pricey ventures. Because of that, they may spend an extraneous amount of time trying to make things on their own or buy a product of lesser quality to make it fit into their financial limitations.

Some of these things, though, may actually turn out to be more costly due to wasted time and a weakened image, according to Susan Payton, president of internet marketing firm Egg Marketing & Communications. In an article for online publication Small Business Trends, Payton explained what investments are worth while for businesses working with a budget.

♦ Business cards – As Payton wrote, the whole reason that anyone hands out a business card is to be remembered and stand out. That said, why would it be in one's interest to have a card that was designed with a free template?

♦ Software – Cheap programs might not have a big price tag at first, but if your business is using spreadsheets to keep track of client information or financial data, you may end up paying for it in the end. On the other hand, database software can be customized to store specific information, and is not only much more secure than a spreadsheet, but it also has a cleaner presentation and can be linked with mobile applications for remote access.

♦ Website – Anyone can build their own website today at a very low cost, but just like the business cards, organizations need their online presence to stand out. There are more pricey website building programs available, but Payton suggested that it might suit you best to do some research and find an experienced web designer.

Businesses rely on technology a lot more than they may believe. That is, of course, until their main office loses power for a week and they don't have a backup plan in place. It doesn't even have to be that dramatic though. If data is only stored on one computer and the hard drive crashes, that data is lost. From tornadoes to short circuits, a company can buy all the insurance policies it wants, but there's no way to salvage data from unrepairable hardware or mend relationships with indignant customers.

In an article for Smart Business Network, Zack Schuler, CEO of Cal Net Technology Group, explained that there are a lot of different ways businesses can falter following a catastrophe. While there are plenty of good methods to stay prepared, there are some poor ones as well.

He referenced one company that had intelligently backed up its servers on tapes daily, which twere stored in the same facility. So when the building went up in flames, both the primary servers and their backups were destroyed, making the business's protective measures obsolete.

Schuler said that businesses can protect themselves from lengthy internet downtime, by having a backup connection in place. In other words, if the office connects primarily through a DSL provider, it should also have a cable connection in place that can be used as an alternate medium to access the web.

To prepare for a complete loss of access to the facility due to a natural disaster or even just a power outage, he suggests implementing a system where employees can communicate with each other and access databases off-site.

If you're worried about protecting your business's data when faced with a similar dilemma, talk to a FileMaker consultant who can explain how FileMaker database software can be optimized for remote access.

Large accounting firms and small retailers alike have learned about the problems with using spreadsheets for data storage the hard way. And, as more and more issues come to light, many organizations are starting to switch their information records to database software. But, are spreadsheets really that awful?

According to global business consulting firm Protiviti, research has shown that 94 percent of all spreadsheets contain errors.

"Not all of these errors will result in financial loss, but organizations won't know without investigating which errors could cause serious issues," Protiviti’s Director of IT Consulting Scott Bolderson said in a statement. "Regulators are starting to apply more pressure on organizations to address the issue, recognizing the level of dependence many organizations place on calculations in spreadsheets."

IT project management service Denizon laid out that some of these inaccuracies can be caused by accidental copy-and-pasting, unintentional cell, column, row or character deletion and omission of mathematical symbols.

In sum, yes, spreadsheets can definitely be more harmful than helpful. However, you can avoid these risks by having a FileMaker developer build a customized database, rather than asking an IT department create a spreadsheet-based log that is vulnerable to mistakes. It's rather simple to switch information from a program like Excel to database software, so there's no need to worry about losing data. In addition to having cleaner and more user-friendly aesthetics, a secure FileMaker-based program can be built to store all sorts of information from pictures to intricate financial records reliably.

Contact a FileMaker consultant that can share more information about the problems you may be experiencing due to inaccurate spreadsheets, and how a custom database can not only solve those issues, but prevent them from happening in the future.

More so than ever, advances in technology have been developing at an increasingly rapid pace. That means both good and bad things for businesses. On one hand, there are countless ways to streamline productivity with new software and devices, but on the other, these investments seem to become outdated quicker than they ever have before.

Because of this, it's important that business owners make wise decisions about the technology they introduce to their operations. To make sure your business takes advantage of technology that won't go out of style, here are some tips that tech writer John Brandon laid out in an article on Inc.com.

♦ Don't be cheap when choosing software. Speaking from experience, Brandon explained what a big mistake it was to opt for a free version of one program rather than well-known expensive alternative. This is a mistake often made by organizations that store information such as financial records in spreadsheets rather than using database software. Programs like Excel are prone to mistakes that result from attempting to manage its muddled interface and even flaws in the software. Databases are secure, easy to use and much more customizable than spreadsheets.

♦ Keep track of your customers. Brandon said that recording detailed client contact information is imperative. "The more information you have about sales contacts, complaints and even former customers the better," he wrote.

♦ Take risks. While storing sales slips and client information in a file cabinet may seem sufficient, they can only be accessed in person from one place. Cloud-based servers that can be accessed anywhere on a computer, iPad, iPhone or iPod touch are easy to implement into an office with help from a FileMaker developer.

Businesses from all walks of life can benefit from custom application development. Every operation has to keep records of valuable information from warehouse inventory or client data, but many organizations still use outdated means of storing it. Using FileMaker database software, one company was able to turn a very time consuming niche service into a thriving business.

PMD Promotion, a window poster advertising company, was able to get a nearly instant return on investment after it ditched inefficient manual data entry for a custom FileMaker-based iPod touch application.

"Our display representatives are our 'feet on the street' so to speak, installing the displays in more than 35,000 storefronts nationwide," Dean Stallone, PMD's chief executive officer said for an article on FileMaker's website. "They work to exacting standards, remove the poster displays when they are out of date and coordinate all activities with the establishment owners."

PMD creates client-specific 200-page PDF reports that include upward of 500 pictures and information about the advertising campaigns they've been hired to carry out. In the article, Stallone explained that the representatives had previously recorded and composed these reports with clipboards, paper and personal digital cameras.

"Now, on a simple mobile device, [PMD's reps] have a richer, more convenient experience – and all the information they send and receive is centralized in one database," he added.

The company's CEO estimated that they'll save $40,000 a year using the application. Reporting time was lowered by 80 percent thanks to improved speed and accuracy of data entry and a more organized way to match photos with that information.

If you believe you could streamline your business's everyday operations in a similar way, talk to a FileMaker consultant who can work with you to develop custom software with a user-friendly interface that can increase productivity and possibly even save a lot of money.

Productivity is essential for any business's success. Bosses and managers can only push their employees so far to produce quality work in as little time as possible. But, sometimes, that's not enough.

Hiring more staffers is one option, but in the end, adding more salary expenditures to the budget may not be worth increased efficiency. If expanding your workforce and continually hounding your workers aren't viable solutions to your problem, improving your business's technology may be the cost-effective answer you're looking for.

Dave Stevens, a managing director at a technical solutions firm called Brennan IT, provided several tips for businesses to increase productivity using IT in an article for SmartCompany.com.au, a news outlet for Australian entrepreneurs.

♦ Automate operations. As Stevens wrote, "…it doesn't cost much if a machine is doing [a task] for you." Computers are better at crunching numbers than humans, and database software is better at storing, organizing and recognizing patterns than spreadsheets. Automation doesn't necessarily have to mean replacing human labor with computers. Using modern, customized software rather than outdated programs can save a lot of time while improving data precision without adding or cutting employees.

♦ Get your team on the same page. Business owners and managers should be able to communicate with their employees and access figures easily and effectively. When operational information is available in real-time from one place, discrepancies that arise from miscommunication and merging data from multiple sources can be avoided.

♦ Put your business in a cloud. Stevens said that companies that are taking advantage of mobility have seen "sizeable productivity gains." With custom application development, businesses can use programs like FileMaker Pro and FileMaker Go to make their databases of information such as inventory or sales details accessible on employee iPhones and iPads from one main server.