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Open Up to Worldwide Communications

In this global economy, more companies have clients or offices in other parts of the world. While the communication problems can still be daunting, recent technological advances now provide tools for communicating across great expanses. Of course, there are costs involved, but consider the following.

Data distribution: It is important to have the ability to share agendas, research analyses, financial and other business reports and the like through e-mail. The communication is almost instantaneous and mailing costs are saved. Even outsiders who do not have Internet service can gain access with relative ease at a reasonable cost.

Web posting can be another efficient method of communication. This eliminates potential problems of sending cumbersome attachments. However, it requires your company to have storage capability at its web site. A password protected sign-in can be created for selected contacts with appropriate links available for retrieving documents and other information.

Similarly, separate data storage units are available. Typically, these link to a user's computer as separate drives. Assuming the storage units provide a “vault,” all visitors granted permission can access files—but only one at a time.

Finally, a comprehensive solution to consider is a virtual private network (VPN). The VPN uses the Internet to connect to the network. Once the VPN software has been installed on the individual computers, you may be able to share data and other information on your network with people in remote locations. This can be especially beneficial if members of the same firm are located in different offices throughout the world.

Effective communication: Through e-mail or instant messaging, business associates in distant locations can converse with one another as well as with anyone from your staff. This has generally become an accepted means of communication for most people in high-profile positions.

For a far-flung group, web conferencing is fast becoming a preferred alternative to the traditional telephone conference call. It enables participants to share documents and software applications during a meeting—including business data and a “white board” for presenting materials—as a way to enhance normal communications.

Taking this concept one step further, web conferencing may be augmented by video technology (sometimes referred to as video conferencing). This enables participants to see one another during the conference. The most cost-effective method for handling video conferencing is to integrate the audio portion (i.e., the computers handle the entire communication process).

Another alternative is to use a video-conferencing service provider. With this outside system for providing streaming video, users are bridged into the service provider's equipment. The fees are based on a per-minute charge as opposed to the cost of buying the software and peripherals.

Technology can help alleviate problems that may have plagued your company in the past. Nevertheless, it is important to make the best use of the tools at your disposal.

 

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