Though Joni Mitchell’s famous song “Clouds†may lead you to conclude
that the whole “cloud computing†phenomenon is just some airy concept
(â€I’ve looked at clouds from both sides now / from win and lose / and
still somehow / it’s clouds illusions I recall / I really don’t know
clouds at allâ€), the fact is, these time-saving, efficiency-enhancing
technologies can help you to reduce costs, increase revenues and
improve your agency’s margins.
In an interesting post on his IT Enquirer
blog, Erik Vlietinck writes about how the “human factors†at a European
ad agency led it to lose considerable time and money. Falling into the
trap of acting as the “middleman,†the agency dealt with the client and
two outside copywriters and caved in to the client’s insistence on
weekly face-to-face meetings.
These meetings were often held to assign repeat work assignments and
weren’t really necessary. Even worse, each party used different
software and technology platforms – from Mac and Pages to an outdated
version of WordPerfect on a PC – impeding work flow and slowing
productivity.
At Yield Software, where I work, we serve a growing roster of agencies and based on what I’ve learned from these folks, I’m able offer insights
around how to improve productivity. Like many companies, you may be
stuck with legacy software applications – as are your clients. (We’ve
found, for example, that many small businesses have remained with
Windows® XP due to the well-publicized problems of the Vista operating
system – and many are still using old versions of Microsoft® Office,
not to mention ancient versions of Internet Explorer.)
Thankfully, many new Internet-based applications exist that aid
collaboration and improve productivity. These applications work because
they’re not platform-specific, and they can be accessed from any
computer anywhere in the world – enabling you to hold a video
conference with far-flung clients while sitting in your fuzzy slippers
at your kitchen table at 6:00 AM.
Here then, are some of our favorite cloud-based (with one exception) collaboration tools:
1. Basecamp
Developed by 37Signals, Basecamp is project management made easy. Used
by agencies of all types – including Web design, branding, SEM, graphic
design, marketing, advertising, and freelancers – Basecamp allows you
to easily manage projects and collaborate with customers, partners, and
third-party vendors. Best of all, Basecamp eliminates the back and
forth emailing as it keeps all discussions in one place, and it allows
you to upload any type of document for easy sharing as well as tracking
project time. Pricing is based on the number of projects you manage.2. WebEx
With this application, you can reduce or eliminate expensive
face-to-face meetings while sharing information in real time. What we
like about WebEx is that everyone sees the same computer screen –
making it easy to present ad campaign concepts, data, and other
information to clients. As with Basecamp, anyone can access WebEx from
any computer – including a smart phone. We’ve also used GoToMeeting, which is a terrific alternative to WebEx and which offers competitive pricing.3. Google Docs
We use Google Docs
here at Yield Software to share information company-wide and with folks
like consultants. Google Docs lets you create documents and
spreadsheets, upload them, and then invite people to share and edit.
Like Basecamp, Google Docs eliminates the back-and-forth emailing. As
with most Google products, Google Docs is free.4. Skype
Want to do video conferencing at no cost? Or how about secure chat?
Skype is how you do it. Although each member on your team will need to
download the software and set up an account, which means Skype isn’t
technically a “cloud application,†the download process takes literally
less than a minute. You’ll also need a webcam and microphone, which
most computers and laptops now have built-in – but once you’re up and
running, you’ll wonder how you did without it. What we love about Skype
is that Skype-to-Skype calls are free to anyplace on the globe –
including video calls – and the call / video quality is awesome. And,
the newest version includes a screen-sharing feature so you’re able to
show your co-conferees what you’re referring to on your own desktop.5. Team Apart
We haven’t used this service, but have heard good things about it.
Team Apart combines video, white boarding, and a real-time note pad (to
record meeting notes) in one simple Internet-based interface – and it’s
free. Each member of your team will need the latest version of Flash, a
headset with microphone, and a webcam. The product is still in beta,
but check it out!
Bottom line: Don’t overlook The Cloud.
