It wasn’t too long ago that consumers looking for a home office printer didn’t have many choices. Fast forward to today when those looking for printers have a vast array of possibilities, and that choice has to made before selecting the best ink and toner, and multipurpose paper to go with it.

At first glance the task can be daunting. Choosing the wrong home office printer won’t ruin a business, but it can leave the professional constantly asking him or herself, “How did I make this mistake?”

People who choose the wrong home office printer often do it for the right reason: the price was right. While price should play an important role in the printer selected, it should not be the sole factor, especially if it means failing to consider the best ink and toner, and multipurpose paper to go with that printer. Sometimes the printer is cheap, but the accessories and supplies are more expensive.

How will the printer be used?

With that in mind, let’s take a look at some of the factors that go into choosing the right printer for a home office.

The first seems obvious, yet it is frequently overlooked. How will the printer be used?

If it is simply going to be for limited purposes like printing emails, short papers or receipts, a basic ink jet printer will suffice. Such printers can be found at close to $100, though they do tend to go through even the best ink and toner cartridges quickly.

The next step up is a laser printer which, when combined with the best ink and toner cartridges, produces professional looking documents at a relatively inexpensive price.

Most home office printer needs, however, require a little more versatility. One small office can need a scanner, printer, fax machine and copier, and all the papers and ink cartridges that go with them, or it can have one machine that does it all. Multipurpose printers, combined with multipurpose paper and the best ink and toner cartridge can provide functionality while usurping a limited amount of physical space.

How frequently will the printer be used?

Once the primary function of the home office printer is determined, consider how frequently it will be used. Printers that will be used often are more convenient if they can hold large stacks of multipurpose paper, keeping them from having to be loaded for every print job.

Think about the amount of color that will be needed if the documents are to look their best. Ink and toner cartridges can be bought in bulk to save money, but printers that hold larger cartridges, including color cartridges, will be more convenient because they don’t have to be constantly replaced.

How will it be linked to the computer?

Finally, consider how the home office printer will be linked to the computer. Nowadays, not all printers have to be connected via a printer cable. While there’s nothing wrong with cables, printers that offer wireless network connections are nice because they allow multiple computers to be connected to the printer at once. Wireless users also gain convenience because they can print documents from places outside the home office.

Printer, multipurpose paper and ink cartridges combine to form the home office document center. Considering all the above factors before purchasing a home office printer will help ensure that the printer that’s purchased can fulfill the tasks that need to be performed.

Article Source: http://EzineArticles.com/?expert=Maria_Nelson
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Convenience

When traveling distances or locally, lightweight technology is just plain convenient. If you find it’s a bother to lug a laptop down long airport corridors or if you’re tired of dragging it to meetings, you’ll appreciate the weight and size of the iPad. The diagonal screen is 9.7 inches, so you can actually ges something done. Yet the two models weigh in at 1.5 and 1.6 pounds and it’s razor thin—0.5 inches, making it quite portable.

The user interface is as slick as the iPhone, but it has multitouch capabilities. For input, the iPad has a virtual keyboard, that in landscape mode is almost full-sized. You can also buy a hardware keyboard as an accessory.

Power

There’s no question that the iPad is more powerful than your smart phone. The iPad comes comes with a 1-gigahertz (GHz) central processor and 10 hours of battery life. This is a lot of computing power from a little device.

Connectivity

The iPad is mainly about connectivity. One model comes equipped with wireless technology, meaning you can access the Internet from any Wi-Fi hotspot. The higher end version will also include 3G technology for  mobile access through AT&T (you’ll have to buy a plan). This will allow iPad users to access any website whether or not there’s wireless service.

In business terms, this means you can get email, check comments on your blog or use web-based applications from wherever you’re located. That’s the type of convenience that will come in handy for many consultants.

Application-Ready

In addition to accessing web-based applications, the core iPhone apps have been redesigned to work on the iPad. Apple says that 140,000 third party iPhone apps will work on the iPad too. Even better, Apple has an iPad version of  iWorks, the Apple Office Suite that includes a presentation, document creation and spreadsheet programs. And the iBook software will let you download digital publications, similar to a Kindle, but in color.

This means that you can pull out  your iPad if the need arises to for you to show your presentation, take notes when a discussion gets lengthy or show your portfolio of images or movies to potential clients. For large meetings, you can get an inexpensive VGA adapter and hook the iPad to most projectors.

What It’s Missing

Be aware that the iPad has at least four negatives:

1. It’s not equipped with a standard USB port. There is an adapter for USB connectivity, but currently, the iPad needs to be docked in it’s port to use it. Certainly, some third party adapters will solve this problem, but it’s one you should know about.
2. Similar to an iPod, you must sync your iPad with only one computer.
3. The iPad does not multi-task. You can only run one application at a time. This could hamper the efficiency of the work you get done on the iPad.
4. The iPad doesn’t support Flash. As you browse the web, sites that are created in Flash or movies and animations that are Flash-based won’t display on the iPad. Why Apple would choose this path is anyone’s guess.

Now that you’ve seen the advantages and drawbacks of this slick device, what do you think? Starting at $499, it might be an investment you want to make for your business. Leave your comments below.

Other Technology Articles:
The Easy Plan for Backing Up Data
Cut Your Costs with VoIP Phone Service
10 Essential Tools for a Consultant

“The truth is—our data is our entire business.”

Our client lists, email correspondence, project plans and everything else we’ve ever created, or saved is the only thing standing between us and massive personal and professional loss.

It Can’t Happen To Me

It’s almost funny, isn’t it? We can put this critical task off till later thinking that, somehow, it’s never going to happen to us. No, not OUR hard drive, it’ll be fine for at least another day, right?

What is so insidious is that, in general, it seems like we can actually get away with no backups for a very long time! Or can we? The scary part is that the longer we’ve gone without backing up our data, the more borrowed time our data is living on and the bigger the crash will be when the day of reckoning finally arrives.

When our hard drive’s platters finally screech to a halt, and the read/write heads dig neat little grooves into the delicate magnetic material that holds everything we value, it’s just possible we’ll never see our files again. But there’s an easy way to all but guarantee the perfect safety of our data. As consultants, we can’t be too careful with our intellectual property, since this is our business and without it, we’ve got nothing. Our data’s safety and security is everything.

Can You Really Wait Another Day?

Today, I’d like to convince you to backup your data if you haven’t yet, and if you already have a backup system in place, I hope I can suggest some ways to make your backups even easier and more comprehensive. The hardest part about backing up a hard drive is choosing from the vast array of methods, hardware and software and then figuring out how to make everything work together properly. I recommend a 4-step approach.

Note: Moving files from the internal hard drive to another hard drive, or burning files to a CD and then deleting them from the first drive does not count as a backup. You must have a least one current copy of your files and preferably two.

The Four-Step Plan

1. Get an external hard drive if you don’t already have one. I like to get a drive that’s at least 50% larger than the drive I’m backing up so that I have room as my data collection grows. The MyBook brand of hard drives by Western Digital are good, reliable drives that are easy to setup on either Windows or Mac computers.

2. Get a program that will automate every aspect of the backup process for you and even allow you to boot from your backup in a worst case scenario. There are free programs, but here’s the thing; many of the free apps don’t have decent support and tend to more technically challenging to install and operate.

• Do yourself a favor and invest in a decent application that you will use for many years to come and upon which you can truly rely. I recommend Acro­nis® True Image Home 2010 for Windows users.
• For Mac users, get Super Duper, by Shirt Pocket Software. (You might also use Time Machine if you have OS X version 10.5 (Leopard) or later, but it doesn’t allow for booting your backup should you have a total hard drive failure.)
• Use the appropriate application for your system to setup an automated local backup.

3. Backup your data to a second, offsite location. This guarantees that even in the event of a natural disaster, you’ll still be able to easily recover everything and start all over. I recommend Mozy as the best all around offsite backup solution. It’s also very inexpensive, so no excuses here. It’s incredibly easy to set up for both Mac and Windows.

4. Lastly, if you have a need to keep files synchronized across multiple computers with co-workers and clients, or between home and office, use Dropbox.com as an added level of security and an easy way to transfer large files across the Internet.

Set aside time to do this today, or this month at the very least and get it done and you won’t have to feel guilty, or worried any longer. I can tell you from personal experience that there is nothing quite like the sense of relief and confidence that comes from knowing all my precious data is completely backed up and safe.

Other Technology Articles:
Do Consultants Need an iPad for Business?
Cut Your Costs with VoIP Phone Service
10 Essential Tools for a Consultant

If you’re looking for a way to cut back on the cost of your business telephone bills, consider a VoIP phone service. Voice over Internet Protocol might be right for your business. Before you can decide, however, you need the facts. So here they are.

What is VoIP?

VoIP refers to Voice over Internet Protocol. Using a VoIP phone, your voice is transmitted over the web instead of making use of the traditional cable lines. The voice of the other person on your call is also carried in a similar manner. Essentially, VoIP is a type of telephone service that uses the Internet for making phone calls.

How does VoIP work?

As you contact another person through a VoIP telephone or from computer to computer (as with Skype), your voice signals are changed into digital signals. They then travel over the Internet. For the person on the other line to hear you, the digital signals are then converted back to voice signals.

How does VoIP reduce costs?

Because you are not using the standard telephone cables, the expense of one or more telephone lines and standard phone service are eliminated. Instead, you pay a much lower rate to get VoIP phone service.

Who sells VoIP service?

Probably the most well known VoIP provider is Skype. If you use Skype’s free service, it must be used from computer to computer using a headset with a mic (see required equipment below). This free service is ideal for a business trying to keep costs to a minimum. Skype also has both subscription and pay-as-you-go plans with more features, including mobile phone options. Note: From a safety standpoint, you cannot use Skype to make emergency 911 calls.

Nextiva is a top of the line VOIP service for business. They offer a virtual PBX solution that allows the small business owner to manage incoming calls efficiently with features such as auto-attendants and call forwarding, as well as capabilities for calling one toll-free or local number. Nextiva was recently awarded Best Business Class VoIP Provider.

What Equipment Do I Need?

In addition to a computer and broadband access, you’ll need a headset for most of the free or inexpensive VOIP services.When you’re using a service that runs through your computer (rather than getting transferred to your phone), you’ll need a headset with a mic. You can go wireless with the Plantronics .Audio 995 Wireless Stereo Headset. This headset gets excellent reviews, has crisp audio quality, is very well padded for comfort and doesn’t use batteries. It recharges with a USB charging cable.

Alternatively, for a wired headset (one where you are connected to the computer), you can try the Logitech ClearChat Comfort USB Headset (Black). This headset is not as padded or quite as comfortable as the Plantronics model, but it is less expensive.

Why is VoIP reliable when traveling?

Unlike many cell phones that don’t work internationally, VoIP works well when traveling wherever you can get a computer with Internet access. Both standard Internet and wireless work with VoIP. You would need to bring along a reliable (and ideally, small) headset and plug it into the Internet connection to place your calls. VoIP phone service promotes a secure conversation.

What are the advantages of VoIP?

Like any other technology, VoIP has its advantages and disadvantages. The advantages are:
Inexpensive. Compared to the traditional phone line, VoIP is powered by a high speed Internet connection. If you have an existing broadband Internet, it will be easy to avail of this service and start calling computers anywhere in the globe for no fee. It also makes available the option of calling a regular phone line through the computer at a very affordable rate. As you sign up with its provider, you will be given the list of places with which you may call all for free!

Easy access. Place and receive calls wherever you may be by simply accessing an Internet connection and signing in to your account. If you are on a trip, just be sure to bring your headset and a plug in Internet connection or your VoIP phone. It is also possible to make calls while you are in the hot spots.

Features you expect on a standard phone. You get to enjoy a lot of extra features such as call forwarding, voicemail, caller ID, call waiting, three-way calling, and many others. Send documents and pictures even when you are using the phone!

What are the disadvantages of VoIP?

Now that you’ve seen the advantages, let’s examine the disadvantages of using VoIP for business.
No power, no service. VoIP is dependent on electricity. When there is a power blackout, you will not be able to use your computer to connect to the Internet, thus eliminating the ability to make calls. As a solution, you must be ready with your battery backups or a power generator.

No call tracking for emergencies. It is usually easy to track a caller’s location if he or she is using a standard cable phone devices. With a VoIP phone system, which uses an IP address, there is no possibility of tracking the origin of a call in emergency situations.

Reliability and quality. Since VoIP relies on an Internet connection, its proficiency is affected by the quality of the broadband signal and the restrictions (if any) of your computer. Unless you have a solid broadband connection, you could experience poor signal and an unclear voice during peak Internet usage times. With a proper connection, these disturbances rarely occur. To be safe, check with other VoIP users with your Internet Service Provider.

If you’re just starting a consulting practice or if you feel that your office isn’t quite up to par, you may be wondering what it takes to have a complete set of office tools.  Although you won’t need as much as a brick and mortar business, you do need the software and equipment required to fulfill your consulting and marketing efforts. Here are the essentials for the entrepreneur and small businesses that offers consulting services.

Software

Quickbooks Easystart: Using QuickBooks EasyStart is as its name suggests; easy. It takes just a few minutes to get started and soon you will be creating invoices, tracking payments and managing expenses. There is a free edition if you have less than 20 customers, making it affordable for consultants just starting off.
Microsoft Office 2007: A popular office productivity suite among businesses. You can write letters, generate financial spreadsheets and create presentations.
Contact Management: As a consultant you will have many contacts and organization will be key. Microsoft Office’s Outlook has contact management that integrates well with Quickbook Easystart. If you are going to be in a fairly heavy sales type role you might want to look into tools with additional features.

Office Equipment

All In One Printer: As much as we prefer not to print things, it is still necessary for presentations and providing written documents that need to be shared. There are a variety of good products made by Hewlett-Packard and Brother. Features often include: scanner/photocopier, fax, network connection and automatic document feeder (ADF) for photocopying multi-page documents.
Shredder: Documents no longer needed often contain sensitive information and should not be viewed again. A cross cutting shredder is perfect for protecting the privacy of your business and your clients.

Mobility

Mobile phone: Everyone has a mobile phone, but as a business tool I recommend a smart phone. Research in Motion’s BlackBerry is the most popular smart phone in business, though I prefer the Apple iPhone myself. Many smart phones offer the ability to synchronize to Outlook.
Laptop: Consultants often work away from the office as much as or more than being in the office. A laptop gives you the freedom to work out of the office and the portability you need when making a presentation to an audience of any size.

Marketing

Business Cards: One of the most important tools for word of mouth advertising, business cards allow your clients to recommend you to their friends.
Web site: Provides your clients and potential clients with 24/7 access to the information they need about you and your business. Include reference to previous work done, contact information and be sure to tell them how you can help them.
Social Media: There are many social media sites out there, but many business people find LinkedIn very important in making contacts. Other social media sites include Facebook and Twitter. YouTube is another popular site where you could demonstrate some of your knowledge for free. You can upload short 1-3 minute videos of yourself providing advice in your area of expertise.

Small businesses need a new model for doing business. All indications show we are in for a long-range economic restructuring. You and your clients need a dramatic change that can be implemented rapidly to quickly save thousands of dollars. If I were your CIO, I would recommend these five innovative approaches to leveraging IT. They can potentially save you a lot of money in a short time.

1. Freeze Hardware and Software Purchases

If you were looking to spend money on acquiring new hardware or software—don’t. Cash is king; hang on to it. If anything, technology industries will be feeling pain in the future, meaning that the consumer will have stronger purchasing power and manufacturers will be offering steep discounts to cycle their excess inventory.

2. Eliminate, Reduce or Suspend Renewal Commitments

Eliminate or reduce your recurring fees and charges. I have several dates marked on my calendar to end those recurring charges hitting my card every month for web-based services. Terminate or suspend automated renewals of software licenses, or negotiate a better deal with your provider. If your circuit or telecommunications contract is due to be reinitiated this year, talk to your provider about your options. Get more bandwidth at a lower monthly rate to preserve cash flow. Don’t hesitate to consult with competitors.

3. Skype It

Skype offers unlimited calls, unlimited long distance, anywhere in the domestic US. Literally, you can pay $20 for a full year of phone calls for 2009. That’s it. Use Skype to reduce cell and landline calls and switch to a lower-cost mobile plan, saving cash. Calls on Skype can be routed from Skype to my mobile and to Skype Voicemail. Instead of paying your Long Distance and Local Exchange Carrier for long distance and local callson top of what you’re already paying your ISPleverage your Internet bandwidth. Also, Skype can be used for Instant Messaging, peer-to-peer calls on the Internet, as well as for video/audio conferences for up to 20 people. Really: re-think your phone expenses.

4. Use Electronic FAX Solutions

Right now, you’re paying at least $35/month for an analog line for the privilege to send/receive faxes on an ordinary fax machine. Ditch the line and throw away the fax. Many Local Exchange Carriers offer an electronic fax option that can even keep your existing phone number. These companies will receive the fax and route it to you electronically via email. Otherwise, take a look at your local server resources: chances are you’re not using an electronic fax solution native to your small business server. As a last resort, think of subscribing to eFax, which will route faxes to your email. Save on toner, maintenance of the fax machine, the productivity loss for handling paper documents and the monthly expense of the fax line.

5. Time to Telecommute

Realistically, the modern knowledge worker can work from anywhere. Enable your team to become virtual workers by simply allowing it through policy. To exercise the privilege, have team members sign a release if workman’s compensation claims trouble your decision-making. Tell your staff that you’ll be reviewing their work more frequently to provide corrective action over solo-behaviors. These are times for taking action. Stop worrying about how to do it and just do it! You’ll find that you can trust your employees or contractors more than you think.

Meanwhile, leverage small business resources you might already have with your Windows network, such as Remote Web Workplace, Terminal Server, and Remote Desktop Services. Use Microsoft Office Live, Zoho, or Google Apps for free and consolidate documents online, accessible from anywhere and secure. This will limit driving, insurance payments and utility expenses. Take advantage of municipal and state tax breaks for offering telecommuting options, move to a 4/10 workweek or offer variable flexibility in schedules to both inspire your staff and give them the flexibility to save a little money themselves.

Finally, just because you’re cost cutting, don’t cut your awareness of security factors. Make sure that holes are patched and be sure to suspend network access of terminated employees and contractors you are no longer using. Ensure that access to critical documents and files (read: your intellectual property) are patrolled and that confidentiality is maintained. It would take little time for a disgruntled employee to reach inside the network and cause disastrous harmpay attention to the important details of managing your electronic assets.

If you implement just a few of these ideas, I am certain you can achieve substantial cost savings. In these times, you need bold, innovative approaches to business. These may very well be your saving grace when it comes to controlling expenses, as well as giving you a leg up on the competition.