The Allstate Blog » My Business

How Virtual Meetings Can Play a Role in Disaster Recovery

Blakely Thomas-Aguilar, PGi — Fri, 03 May 2013 11:34:14 +0000

Recent years have seen severe weather events make a tremendous impact on business owners, resulting in lost and delayed sales, increased expenses for repair work, and the delayed resumption of normal business activity. Such events have only reinforced the need for a documented disaster recovery plan for your business. Every day that a disaster puts the average small business or midsize company offline and out of office costs big—a median cost of $12,500 per day, according to a survey by the software company Symantec. Downtime, in which employees are out of the office and business is suspended, is certainly part of that cost. And while it is an often-overlooked aspect of disaster recovery, it is a circumstance that can be remedied using responsible telecommuting policies (even if those policies are only activated in times of need) and new business collaboration tools designed to keep your workers working anytime, anywhere, and even during extreme weather conditions, if needed.

How virtual meetings can enable connectivity during a disaster

Virtual meetings are one such tool. Virtual meeting software and collaboration tools like video conferencing and web conferencing go even further than cloud-based email and file storage (which can also be helpful as part of a disaster recovery plan). They enable real-time, face-to-face communication with anyone, not just those inside the company’s firewall, enabling businesses to remain connected with customers, vendors, partners and prospects during a disaster.

What to look for in a virtual meeting provider

The right virtual meeting software can go even further to enable your workforce to work outside the office with just a charged laptop (or other mobile device) and Internet connectivity. Here are some pointers on what to look for:

Multiple audio options: They allow users to connect in multiple ways, including manual dial-out toll and toll-free numbers, automatic “call me” features that ring cellphones or land lines directly, and, should the phone lines be down, integrated audio-over-computer options known as VOIP, or voice over internet protocol.
Integrated file storage: Cloud storage within the software can offer protection against document loss, and it can also enable workers to get contracts signed, share quotes and collaborate on projects even if they can’t access your database.
Multi-device access: With options to host and join virtual meetings on laptops, desktop, standard phones, mobile phones and even using smartphone/tablet apps, workers can connect using the technology they might have handy—not just the technology at the office or in a conference room.
Simplicity: During times of hardship, keeping it simple is often the wisest choice. Choose a virtual meeting software that is simple to access and use (no downloads, one-click log-in, consistent URL are recommended).
Business continuity: Global providers, like PGi, have redundant, always-on networks and facilities all over the world. By implementing a business continuity plan with redundant infrastructure in globally dispersed locations, virtual meetings providers can keep users up and running even if the local network was negatively impacted by the disaster.

What security features you should expect

Security is a consideration all its own; it is incredibly important when enabling work outside the office, especially in a time of disaster. Make sure to choose a virtual meetings solution that protects your company’s data, with such security protocols as:

Firewalls. Look for firewalls that are "rules-based," which means the administrator can allow or deny traffic based on specific criteria. It offers better protection against hacking attempts.
SSL certificates. All web interfaces and components should be hosted on secure servers with SSL certificates, an industry standard for encrypting information over the Internet.
Transport Layer Security (TLS). A privacy layer that helps prevent eavesdropping or tampering.
Multiple Internet service provider (ISP) connections. The service can remain operable if connection to a primary Internet service provider is down
Intrusion Detection Systems (IDS). This should be used at both the network and system levels to monitor and prevent unwanted activity.
Internal and external virus protection and network scans. Virus protection should be installed on all systems and vulnerability scans should be performed routinely by both the provider and a qualified third party. Any vulnerability should be analyzed and re-mediated.

With only an Internet connection and a battery-powered mobile device, smart businesses can implement virtual meetings solutions that can keep crucial operations stable during a disaster. By choosing secure virtual meetings technology and smart telecommuting policies, disaster recovery management can keep businesses up and running—even when the office is offline. Blakely Thomas-Aguilar began her career as a technology expert at one of the world’s largest technology companies before settling into her true passion of content creation, collaboration and business education. She lives in Atlanta, GA, with her husband and three children. She contributes to the content strategy initiatives of PGi, a global leader in virtual meetings. Recommended by the editors:

What Small Business Needs to Know About Mobile Payments

Admin — Thu, 02 May 2013 14:12:13 +0000

If you weren't already aware, the way people pay for your products is about to change. Mobile payments, where consumers use their cellphones to pay for goods and services, are expected to total $60 billion by 2016, according to eMarketer. Some of the biggest companies in the world are racing to create technologies that let people store and transfer funds from their phones. Google, Apple, four of the major credit card companies and the major wireless carriers are all developing various platforms that will enable consumers to essentially toss out their billfolds in favor of their cellphones. So, what does this mean for you as a small business owner, and what do you need to do to prepare?

What’s in it for you

Depending on which "mobile wallet" technologies end up earning adoption, small businesses may stand to reap a lot of benefits. Financially, you could save on traditional credit card processing fees, as some of the wallet providers are proposing different fee structures that could be more beneficial to smaller operations. There's also the potential for your business to work with the mobile payment service providers to integrate your promotions into their technologies. For instance, a customer could discover your business through a mobile payment app, and then receive a coupon, pay for a transaction and sign up for your loyalty program or email/text list all within that single app. But, there is a downside. Chances are this transition from traditional cash and credit card payments to mobile payments will require new (and possibly expensive) point-of-sale hardware. The two dominant technologies currently driving many mobile payment services are Near Field Communications, or NFC, and cloud-based technologies. NFC, a technology that Google is betting on, involves the use of a chip on a cellphone that has the ability to communicate wirelessly with a terminal at checkout. Cloud-based mobile payment services, favored by companies like PayPal, consist of an app on a smartphone, which consumers would use to complete a transaction (for instance, by entering a PIN from a receipt to complete the transaction). Cloud-based systems typically involve much less hardware for business owners, but will likely bring extra costs in the form of software setup and system integration.

What you need to know today

Most experts peg mass adoption of mobile payment systems as three to five years away. That means you don’t need to rush out to purchase an expensive point-of-sale system, such as a special bar code scanner or an NFC terminal. And while cloud-based systems and NFC technologies seem to be in the lead, we’re not yet at a point where you need to place all your chips on the side of any particular mobile wallet solution – most are just now beta testing their products. Instead, look to what your own customers are doing today for direction. According to Nielsen, 39 percent of smartphone owners who were mobile shoppers during third quarter 2012 used mobile coupons on their devices; 45 percent read reviews before buying; and 61 percent researched items before a purchase. Consider taking advantage of this real-time marketing opportunity by engaging them with mobile coupons and text marketing. It can help you cultivate and maintain a base of customers accustomed to interacting with your brand through their phones. And that interaction could facilitate a smoother transition for your business, and your customers, when critical mass hits and the majority of the population is paying for their purchases through their mobile devices. Have questions about mobile payment systems, or how you can engage your customers through mobile? Let me know in the comments. Brandon Carter is the marketing communications manager for Access Development, a Salt Lake City-based provider of merchant content for loyalty and rewards programs. Click here to learn more about Access. Recommended by the Editors:

Tips on Moving Your Small Business Safely Into ‘The Cloud’

Pauline Hammerbeck — Wed, 10 Apr 2013 11:00:26 +0000

As you upgrade your company's software programs, or chat with clients who are the least bit techy, you probably keep hearing about "moving into the cloud." But what is the cloud? And how can you use this new tech trend effectively - and safely - in your business? Here's the lowdown on this lofty-sounding development.

What is the cloud?

Cloud computing generally means accessing computer files or software programs from a computer server that's not in your physical office. (You access it through an online connection). The server can be in an urban warehouse not far from you, or it could be thousands of miles across the country. If you think about it, very basic services -- like your Gmail or Facebook account -- are cloud-based. You can access them from any computer at any time. But the term "the cloud" only really gained prominence when popular file storage services like Dropbox, Amazon Cloud Drive and Box arrived on the scene; these services let you store documents, photos, movies, scanned items, etc., on a remote server network - "the cloud" - rather than the hard drive of your computer or a server in your office. Over time, the cloud concept has been integrated into software programs, too.

Information anywhere, from any screen.

So, what's so great about the cloud? Sharing company documents in a cloud-based program like Dropbox means your team can easily access them -- even while traveling. Cloud programs are also ideal for small business owners who often work from mobile devices, because you can access your information from home, a hotel or anywhere you go. Another advantage is that the information you access and store on the cloud is automatically backed up. So, if your hard drive crashes, you still have a backup of all your files. Cloud-based software is also popping up for every business need you can imagine: accounting (Quickbooks, Freshbooks), billing (Bill.com), general productivity (Microsoft Office 365) and even conference calls (Speek.com). Instead of investing in new software licenses or additional personnel, you can add capabilities or capacity by subscribing or paying per-use to a cloud-based version. The cloud can also become part of your small business disaster planning, by letting you back up important files on the remove server in the cloud. In case of an emergency, you'll be able to access critical data anywhere -- from your mobile device or from a borrowed computer in a makeshift office (as long as your cloud provider is unaffected, of course; you should also consider backing up to an external hard drive in your office. That way, you have access to your data, even if your Internet connection -- or that of your cloud provider -- is temporarily down ).

Security smarts.

Of course, not everyone is entirely comfortable storing files in the cloud. After all, security breaches do happen. That's why, for starters, it's important to entrust your cloud-based business to well-known companies, and to learn about their security measures. Do they transmit and store data with at least 128-bit encryption (the industry standard)? Do they perform regular third-party audits to ensure that their systems are safe and up to date? Here are some additional tips from IDentityTheft 911 that may help protect your data in the cloud:

Read the terms of service and privacy policy of a provider before placing any information in the cloud. Pay close attention if the cloud provider reserves rights to use or disclose your information, or make it public. If you don’t understand the policies, consider using a different cloud provider.
Don’t put anything in the cloud that you wouldn't want others to see (especially the government or a private litigant).
Know exactly what happens when you remove your data from the cloud provider. Does the cloud provider still retain rights to your information? If so, consider whether that makes a difference to you.
Make sure that the cloud provider gives advance notice of any change in the terms of service or privacy policy.

Another good protective measure? Make sure your business insurance has data protection coverage, which may help with the financial and legal burden in the event that personal data held by your business in the cloud is ever compromised. Recommended by the editors:

How to Make Your Small Business Look Big

Scott Brandt, SurePayroll — Wed, 20 Mar 2013 11:20:24 +0000

As a small business owner, you have passion for what you do, and the confidence that you can do it well. But it’s also important to have certain key markers of professionalism in place, so customers can have equal confidence in your work (and you can start growing your client base as a result). At SurePayroll, many of our customers run businesses with as few as one to 10 employees. Some have small offices; others work from home. Sometimes, the owner is the only employee. So, how do they compete in a tough economy and crowded marketplace? The answer is that they don’t have to look small just because they only have a few employees. Here are some simple ideas gleaned from our customers that can help your own small business instill big business confidence:

Use Technology Wisely

If you're considering outsourcing, consider only those services that aren’t core to your business. Whether it’s tracking shipments, getting contracts signed, managing customers or running payroll, most of these services can be handled safely and efficiently online.

Make Your Website Count

A professional, easy-to-navigate website is no longer a luxury. It’s expected. But when customers come to your site and see that it’s clean and well designed, they’re not going to question where your business is located (perhaps in a home office) or how many employees you have (maybe only one). When hiring a web designer, be sure that you look at work done for other companies, and make sure it holds up to what you envision for your own.

Be Social

Part of this is social media. It’s become fairly standard to have Facebook, Twitter, LinkedIn and even Google+ pages. They’re easy to set up and can provide a nice outlet to promote your business and also connect with customers. It’s free advertising, really. The only thing to keep in mind is that, once you create a social media presence, it won’t look good if it suddenly drops off. So make sure you’re ready to start, and that you can put forth the time to manage the pages like any big business would. The second part of being social is actually getting out and meeting people. Whether it’s at a trade show, seminar, or charity event, get out and actually shake some hands. It lends a face to your business, sets the stage for potential partnerships with other businesses and frequently spurs that word-of-mouth endorsement small business owners crave.

Keep the Home Part at Home

If you do run a home-based business, there’s no need to make that known. The likelihood is most of your client interactions will be at remote locations, over the phone or online. Unless you’re asked directly, it’s not information you have to share. As long as you treat your customers and vendors well, they’re not going to know the difference. Now, none of this means you can’t run your business wearing a pair of slippers and a tracksuit if you're so inclined. As long as you’re good at what you do, no one has to be the wiser. In fact, it’s probably never been easier to run a business efficiently without the help of a large staff. With technology, social media and the Web, you can accomplish almost anything. The author, Scott Brandt, is vice president of marketing at SurePayroll, Inc. For more small business and payroll tips, visit our blog at http://blog.surepayroll.com. Recommended by the editors:

How a Small Business Can Attract a Big Corporate Client

Admin — Tue, 12 Mar 2013 11:00:55 +0000

A common question that growing small businesses face is “How can I sell my products and services to large corporate customers?” That was the topic of a panel discussion at the Supplier Diversity Exchange hosted by Allstate Insurance Company last fall. Attended by 35 different companies, the exchange offered small businesses owned by minorities, women, veterans and members of the lesbian, gay, bisexual or transgender community a forum for guidance, networking, and personal one-on-one time with Allstate professionals involved in purchasing services and supplies. Whether it’s for Allstate or any other corporation, here are the recommendations underscored at the exchange—solid tips that just might help you land your first big client:

Be Prepared.

Preparation was touched on time and time again at the Allstate exchange. Before meeting with a potential customer, you need to do a good amount of intelligence work. Do you understand the culture of the organization? Its pain points? Do you have a product or service it actually needs? Are you up against an incumbent? To get the information you need, try joining professional organizations, networking, and, of course, doing research on the company’s website and social media channels.

Differentiate.

Panelists at the Allstate exchange explained that a well-constructed pitch to a potential corporate customer should explain the benefit your specific organization will bring. Point out where you can add value and how you’ll help the company meet its goals. Are you fast? Nimble? Many large corporations aren't. Does your small size mean that you can provide more customized service? Make note of that. Your point of differentiation can even be something as simple as the way you invoice. Just don’t oversell your product, services or capabilities. A seasoned professional can see right through that, panelists said.

Build a Relationship.

Being persistent and following up is a good strategy, but being too pushy and confident can also be a turn-off. Panelists at the Allstate exchange suggested that you try to set a time-frame for appropriate check-ins (if your contact is unwilling or, worse yet, not responding to your inquiries, it might not be a good sign). When you do circle back, take it as an opportunity to share thoughts on what’s occurring in the industry, what’s happening with competitors, and to mention a recent award or accomplishment. Even if your products or services are not what a corporation is looking for at the present time, it doesn't mean that will also be the case in the future. By simply engaging in a collaborative discussion with a corporation, you may be setting yourself up for future success. Launched in 2008, Allstate’s Supplier Diversity Exchange has resulted in more than 100 suppliers competing for a bid, with over 60 having won business. Since the launch of the exchange of 2008, $1.5 billion has been spent with diverse suppliers, $425 million of that with exchange attendees. If you’re a small business owner, consider attending Allstate’s 2013 Supplier Diversity Exchange (date still pending). Recommended by the editors:

7 Marketing Musts Within 60 Days of Start-Up

Charles Tran, CreditDonkey.com — Wed, 16 Jan 2013 12:00:49 +0000

Possibly one of the most critical aspects of launching a successful start-up is marketing. Someone can only find your product or service if they’ve heard of you. But it can be difficult to know where to begin and where to focus your efforts, particularly when you're just starting out. Here is a list of marketing musts recently shared by CreditDonkey.com: 1. Build the brand. Arguably the most critical of marketing components, establishing your brand will aid in creating a cohesive voice for your new business. Building your brand includes creating a logo, choosing corporate colors and fonts, and fine-tuning your core values, vision and primary customer profile. 2. Launch a website. Once you have developed your brand, communicate that information through a website. Your initial site doesn’t have to be extensive but should answer the “who, what, where, when and why?” of your start-up. To help increase your reach, look for ways to start building the number of backlinks (links from other websites) coming into your site; writing articles or keeping a blog are common tactics, and they can help your search engine rankings and even boost web traffic. 3. Establish a social media presence. Even if you don’t plan on kicking off with an extensive social media campaign, you should consider creating accounts with popular platforms like Facebook and Twitter. Set aside a day to create simple profiles and link them to your website; be sure to promote those profiles on your website and on any marketing materials. You’ll also want to start following pertinent blogs and thought leaders. Take the time to read and participate in the blogs; this will help you gain exposure and establish your credibility. Just be sure that your comments are relevant and not self-promotional. 4. Get in with the press. Many marketing efforts are expensive, but public relations is free. Compile a list of local media outlets (newspapers, radio, television, and websites), industry-related magazines and newsletters, and online blogs and websites, and send them an email or a press release introducing yourself and announcing your start-up. Don’t overlook local publications that may want to profile a new area company. 5. Network, network, network. Often, in business, it’s all about who you know; so, it’s important to start building your professional network right from the start. Through a combination of “traditional” avenues (think Chamber of Commerce, industry associations etc.) and online networking on sites like LinkedIn, you can get a lot of traction in spreading the word about your new company. 6. Start a marketing customer database. Be sure to capture your customers’ information right from the start so that you can begin building a strong retention marketing effort. Remember, it’s more expensive to gain new customers than retain existing ones. As time goes on, you can use the information to review your customer and sales data for trends. Digging into the numbers will help you identify ways to grow your early successes. 7. Spend wisely. The downside of marketing is that some tactics take a while to get the word out and – for some of these marketing musts – cost money. Track your costs and figure the ROI early on. If you're like most start-ups, cash and resources are likely tight. In that case, bump up your efforts in low-cost efforts like social media or blogging. And look for other areas of your business where you can save money and, perhaps, re-allocate those funds to marketing. For instance, take the time to research a small-business credit card that will fit your needs and might even give you something in return, in the form of rewards points or cash back. Or, consider ways to save money on your business insurance. Of course, marketing alone can't guarantee business success. But it can play a big role in finding the customers who will buy your product or service, and setting you on the road to fulfilling your dreams. Guest blogger Charles Tran is founder of CreditDonkey.com, a credit card comparison website. Recommended by the Editor:

8 Storm Preparedness Tips for Your Small Business

Melissa — Thu, 27 Dec 2012 12:03:45 +0000

When you’re running a bakery, an interior decorating practice, or a dry cleaners, a tornado, earthquake or hurricane may seem like the last of your worries. But all the hard work that you put into growing your business could be meaningless without effective storm preparedness. Follow these steps to be ready:

Identify potential problems.

Do tornadoes sometimes strike in your area? Are wildfires a threat you have to deal with? Identify which natural disasters are most common in your area and determine your business’s risk factor. Start by preparing for the emergencies that have the highest odds of impacting your business, and work your way down from there. Your insurance agent could also be helpful here.

Obtain storm preparedness advice for your business.

Business owners can get free storm preparedness information from the Federal Emergency Management Agency and the American Red Cross. For example, the American Red Cross’ Ready Rating program offers free online disaster preparedness planning. Some chapters also provide free CPR and first aid training for small businesses.

Complete a business impact analysis.

A business impact analysis helps you predict the potential impact that a disaster could have on your business, including lost or delayed sales and income, increased expenses due to repair work, and delayed implementation of business plans. Completing a BIA helps identify potential problems with your existing disaster preparedness plan, such as customer communication, inventory management or record keeping safeguards. Completing a BIA could help you to create and refine your emergency response, crisis communications and business continuity plans. Click here for more information on what a business impact analysis is and how to conduct one.

Create and practice an emergency response plan.

This is the plan that your business will implement in the event of a natural disaster. The plan should include how you will protect employees and customers, manage business operations and communicate during and after the disaster. Practice this plan. How easy is it to exit your office building on foot? How long does it take to reach the designated meeting place? Who will help customers or employees who need mobility assistance?

Create a crisis communications plan.

This is the plan that you will follow when communicating with employees and customers. Your crisis communication plan will help your business respond promptly and accurately during and after the disaster. Determine in advance who will be your spokesperson; a single, unified voice may help protect your business’s reputation with customers.

Protect your financial data.

If your office or store were destroyed tomorrow, what would happen to your business’s financial data? What about customer records or other sensitive company information? An internal and external data backup site can help protect your company records. Remind employees that any data stored on a computer hard drive, rather than a company server, can be lost. You also may want to look into getting data compromise coverage from your business insurance company. This can help you with the financial or legal burden if information is lost, stolen or accidentally released.

Create a business continuity plan.

How will your business continue to operate in the event of a natural disaster? For example, if your business sells goods or services online, orders may continue to come in – even if your actual storefront is closed. A continuity plan includes how to manage communication with customers and suppliers, how to fulfill order or service contracts, and how to recover lost company data.

Talk to your business insurance agent.

Business insurance can help protect your company from substantial losses in the event of a natural disaster. Beyond property coverage, you might also consider business interruption coverage, which can help ensure your business keeps operating (with potential coverage for lost income, profits, and operating expenses) after a disaster. Of course, your business insurance needs will vary, depending on whether you run a retail shop, office or florist. Talk to your agent to be sure that your business is protected with the right policy. Is your small business prepared for a natural disaster? Recommended by the editors:

5 Strategies for Announcing Your Small Business Move

MyMove.com — Thu, 29 Nov 2012 13:00:35 +0000

By Dawn Allcot, MyMove.com A small business move can be complicated. Not only are you leaving loyal customers and impacting the local community and its economy, but you might have to make the decision of whether to relocate certain employees. Then there are the logistics of planning a move, from packing office supplies, inventory and technology systems to changing your marketing materials to reflect your new location. Follow these five strategies to plan and announce your small business move to help the process go more smoothly.

1. Announce the move to employees.

Whether you have a team of one, five, 15 or more, announce the move—and any details about your new location—to most of your staff simultaneously in a meeting. Uncertainty can be stressful in a time of change.

2. Outline moving responsibilities clearly to employees.

Your IT staff, for instance, may be responsible for packing computer equipment safely and re-establishing the network at the new location. If you don't have an IT department, you may want to hire independent contractors to assist in setting up technology systems following the move. Employees may be responsible for packing their own supplies. You should also outline who will pack general office equipment, kitchen supplies, etc. It's nice to treat employees to lunch on moving day as a thank-you for their work above and beyond normal duties.

3. Create a campaign to announce the move to vendors, clients, your network.

Depending on the size of your small business, your position in the community and your company's impact on the town's economy and tax base, announcing a move can be a sensitive proposition. You might enlist the help of public relations professionals to craft the right moving announcement. If you do your PR in house, don’t forget to communicate the news via Facebook, Twitter and other social media, and send a press release to local newspapers. As with employees, timing and open communication are paramount when it comes to announcing your move to the general public. This announcement may include a significant social media marketing campaign, as well as articles in local newspapers and business publications at your old location and your new home base.

4. Update your marketing materials to reflect the move.

Business cards, letterhead, signage and even your employees' email signatures may need to change following a relocation. Make sure to change your address and phone number on every page of your website, too. Will your move also involve rebranding in the form of a new company logo or new web design? Now may be the time to do it, since you have to change your marketing materials, anyway.

5. Begin to establish yourself and your company in the new location.

Before the last box is unpacked in your new location, you should already be establishing yourself in your business' new community. Research Chamber of Commerce and professional networking organization meetings before the move and prioritize those you'll want to attend during your first months in your new corporate digs. What was the most difficult part of your last move? Dawn Allcot is a writer for MyMove.com You might also like: