Top 5 SharePoint Features You Never Knew Existed

The title of this article is slightly misleading as the chances are you knew about these SharePoint features all along, but you've either ignored them or not known how to implement them. Some of the most ignored features in SharePoint are the extremely useful and effective but are 'low-tech' so don't get as many articles written about them, but use them and you will see the benefits.
1 - Description Fields
Description fields are everywhere in SharePoint - creating a list or library, creating a column, creating a group they appear everywhere. Because they appear so frequently and they have no impact on what you are trying to create (you list will always be created even if you don't put a description) it is easy to ignore them when they are perhaps the most powerful SharePoint feature out there. They are so powerful as it provides you with a space to speak to your users and tell them directly what is expected of them or how to use a feature. Often we can create lists, libraries or columns that make perfect sense to us and others on the project team but to the user they cannot understand when or why they are to use them. This stops the user from engaging the product and they soon lose interest in SharePoint. By using the description field we can give users clear guidance on what is expected from them and they type of information we require. Once user know what is expected of them and why they quickly buy in to the system and want to keep on using it.
2 - Meeting Workspaces
The check box to create a meeting workspace is at the bottom of the event creation form in the calendar, but how many of us actually use them? The answer is not a lot of people. This is disappointing as Meeting Workspaces are a great way to provide users with a focal point for regular, and ad-hoc meetings. The different formats allow you to account for small meetings to more complex meetings or conferences that may span multiple days. Preconfigured lists and libraries make it easy to store documents, create tasks, store agendas and even manage attendees. If you have a regularly scheduled meeting it is easy to move from meeting to meeting and view previous thoughts comments and decisions. Deployed within a matter of seconds and ready to work with almost instantly the meeting workspace will change the way you conduct and manage meetings.
3 - Search Keywords
Search is a powerful tool in SharePoint, but the search is only as good as the information put in. We can help search by using metadata and scopes to target search queries, but what if the terms your users use to search are not the same as the approved corporate terminology. This is where search keywords come in. Search keywords allow you to take a search term and associated related search keywords with it. For example users looking to find information on taking time off might search the corporate intranet for Annual Leave, another user might use Holidays and another user might time off, three separate terms that all mean the same thing. Search Keywords allows you to link these terms together so that each user gets the same result. This also links into my next forgotten feature - best bets.
4 - Best Bets
When it comes to searching users often search for the same thing again and again, this is often repeated across the organisation. Information on pensions, holidays and training is often searched for and we can predict the exact page or document the user is looking for. To improve search we can link certain search terms to pages or documents that are relevant, so that when a user search using the keyword the document or page appears at the top of the search screen as a best bet.
5 -Site Usage Reports
SharePoint has built in analytics reporting that can tell us how many users looked at the site, our top pages and search queries. This information can help us gauge how popular our site is, this is useful if you are about to conduct a site redesign or implement new functionality as you can track how it has impacted on visitor numbers. The search information also provides us on details on what users are searching for, what they then opened and our top search queries. Based on this information we might decide to make some parts of our site more prominent as users are searching for them most often, this can also feed into our Best Bets and Search Keywords feature.
Conclusion
There are many more underused features in SharePoint that are not covered here. Most of them work exceptionally well they have just been poorly promoted by SharePoint or they cover a very specific area of interest that not all projects need to use. I've tried in this article to cover the features that everyone can use in their SharePoint site but might now.

Passion Converted to Success

"An Important Question to Answer to Yourself"

A fundamental question we should all ask ourselves is; 'What Am I Really Passionate About?'

If you are not happy doing what you are doing now, and you are not building anything of value for yourself while you're continuing to do it, then serious consideration should be given to making a change.

As I have said in previous writings, everyone has a right to be happy. That usually means finding something you are passionate about, and making money doing it.

However, the question of passion is a tricky one. Many people make significant mistakes by getting into a business that has to do with their personal interests. They are passionate about the subject matter, and feel that they can make money by throwing themselves into a related business venture. They may enjoy doing it for a while because of that personal interest, but if there is no solid business case for that decision, they often fail, or end up spending time at their 'hobby' and never finding anything close to real success.

The result is not only a failed or very marginal business, but usually a loss of passion for the thing that was a personal interest in the first place, so it's a double loss.

"The question of passion is a tricky one"

People that can cook go into restaurants, people that like sports go into sports-related businesses, people that dress well go into fashion retail - and they all fail to reach the success they deserve because they followed their heart instead of their head. The reality is that if you are successful in business, you build the resources and freedom to enjoy your passions, not the other way around unless you are terrifically lucky.

I doubt that the guy that owns the lug nut factory is really passionate about lug nuts but he saw an opportunity to build what he wanted to build. Now he enjoys his personal interests and passions to the greatest extent.

In the same vein, I doubt that the guy that realized that sheep manure was a good fertilizer was really passionate about sheep manure.

In my personal case, I really don't have a passion for debits and credits but the knowledge I gained by becoming a Chartered Accountant created a significant opportunity for me to build my own business. It also created resources to pursue whatever I want.

"I doubt that the guy that owns the lug nut factory is really passionate about lug nuts"

Frankly, I don't have a deep passion for the actual subject matters of telecommunications, or merchant services, or energy either. We have many subject-matter experts in the company that handle those subject areas with a great deal of skill. However, I do have a passion for the opportunities they present to me by allowing me to build a business around them to create wealth and freedom.

Many people will seek a 'dream' position or 'dream' business and never make any changes at all. They continue to wallow in their current situation, and never really achieve the happiness they deserve because that 'dream' opportunity never presents itself.

That makes me think about what I am passionate about, and I am proud to include the following items as my drivers:
1) Creating a great business for myself and my family in order to make the money I want, and to build an asset that will be very valuable in the future. The significant niche need of the business market place allows for that.

2) Operating a professional business, and the respect that comes with that profession in my community and beyond.

3) Being able to help other businesses increase their profits, and knowing that I was able to advise them to be more successful is tremendously fulfilling. The fact that the subject matter happens to be telecom, merchant services, and energy isn't really that relevant to that equation - that's just the way I help them reduce costs so they can increase their success.

4) Dealing in a business-to-business marketplace where there is a significant need for what I can do for other businesses.

5) Creating the freedom and flexibility - and control, to do the things I want to do. Of course, it is hard work but I have never shrunk away from that, and yet I never have to miss any event or function with family or friends if I don't want to do so.

These are just words to provide a little food for thought when you get to the point where you choose your own path. Many people stay in positions they don't enjoy, and that have no real opportunity to build happiness because they just can't pull the trigger on change. They are also affected by the multitude of naysayers that surround us all, which is actually the subject of another article I wrote some time ago.

My counsel is to not get caught in that trap. So whatever you do decide is right for you to achieve the things you want from life - just go for it, and with gusto.

I did that years and years ago, and I've never regretted it for one minute. It doesn't mean there aren't ups and downs but I really do look forward to each and every day in my business. It's all because of those items I listed above that fulfill me, and are driven by my true passion.

How We Are Becoming More Paperless

Paperless is a term that is used to describe a situation or a place, such as an office, that doesn't use paper, usually due to the usage of computers. Although paper is still used extensively, due to technology it is not used as widely as it once was. There are many examples of how the world is becoming "more paperless".

An Office Environment

Originally offices were full of paper. The only way of recording anything in physical form was by using a pencil and paper. The invention of the typewriter became a hugely important moment in the productivity of office work but it didn't do anything to reduce the amount of paper that was used. Things have been much different over the last decade or two. Computers have taken over and you won't find an office without them these days. While documents do sometimes need to be printed out, this is more often not the case. Email has become the most widely used form of communication within businesses and in dealing with customers and other companies. This saves on paper compared with sending a letter, which may previously have been required.

Newsletters

Many of us receive local newsletters through our front doors. Newsletter communication, however, is now often done via emails. Documents, including an entire newsletter, can be attached to an email and read on the computer screen. If an organisation is sending out three-thousand newsletters each with twelve pages, then that adds up to thirty-six thousand pages. If this is sent on a monthly basis then that is four-hundred-and-thirty-two-thousand pages a year. If this is sent via email instead then that is a lot of paper saved. And that is only one monthly newsletter from one organisation. Although some may print newsletters out, the majority won't.

Magazines and Newspapers

Magazines and newspapers are still printed in large numbers in the traditional form and sold through outlets such as newsagents and supermarkets. Increasing numbers, though, are choosing to read up on news online - either through official newspaper or magazine websites or through other sites - so less paper is being used through these mediums.

Books

Although still in its infancy, reading books via kindles is becoming more popular. Benefits from a consumer's point of view include only having to carry a small device, which is especially convenient if travelling with several books. In the long run this could have a significant impact on how many books are printed, while authors will still be making their money through sales in a different way.

There are numerous ways in which we are, as a whole, becoming less reliant on paper, with the above just some of the more obvious ones. The rise of email is a key reason for this with banks emailing statements to customers rather than printing and sending them via post, advertisers emailing potential customers instead of producing "junk mail", and in some circumstances receipt being email. Other ways in which paper is being saved includes insurance documents and instruction manuals being available online. This is having a positive impact on the environment and means people aren't left having to store endless numbers of important documents.

Electronic Technology And Fleet Management

With today's tight profit margins in the motor carrier industry, it is essential to utilize every tool available to minimize costs. Efficient fleet management is essential to control labor and other expenses. Advances in technology can help trucking companies to control labor and regulatory expenses.
Electronic On-Board Recorders are one electronic tool that is gaining wider acceptance within the trucking industry. Although their mandated use has been delayed due to Congressional wrangling, many motor carriers are voluntarily adding EOBRs to their fleets. Changes in hours of service rules for truck drivers necessitate accuracy in logging driver's work and rest hours to avoid penalties. EOBRs simplify tracking driver activity.
The use of EOBRs has many other applications in fleet management. Since the final standards for government-mandated logs have not yet been written, motor carriers are experimenting with various units already available. Software and applications are currently available to use with smartphones, laptops and other communications systems. One benefit is the ability to more accurately monitor driver behavior while cutting compliance staff expenses. The more efficient electronic data recording systems require less staff time to manage and analyze.
Computerized records also allow for better management of available driver hours. The real-time recording of driver availability allows for more efficient scheduling of loads and drivers. By matching available loads with free drivers, it is possible to increase productivity without violating hours of service rules.
Most EOBRs are also equipped with GPS and other truck-monitoring functions. With these devices it is possible to not only track driver location but also vehicle speed and fuel usage. Access to real-time metrics allows for better supervision of driver behavior and can help with evaluations and raises.
Because many EOBRs can be integrated with existing monitoring and communication systems, they can also be used to log vehicle inspections, fuel taxes and permit fees and surcharges. Integrated data is useful for creating IRP and other reports. Automated fuel tax reports save time and stress for both drivers and motor carriers.
Even the wide availability of 3G and 4G smartphones can help improve fleet efficiency. Thanks to the advancements in cellular phone technology, it is possible for drivers to be connected to the internet in huge swaths of the nation. Drivers on standby at pickup points or on mandated rest breaks can access the web and download files and records. Motor carriers can offer safety and other training videos online so drivers can use down time productively. Being able to easily contact loved ones by phone or online may help ease the aching loneliness of life on the road. Happier drivers are less likely to quit which helps control training costs for new drivers.
Thanks to innovations in technology, it is possible for motor carriers to more efficiently manage their fleets from afar. As federal standards are finalized, it is possible that even more of the complex paperwork requirements of trucking will be moved online. Simplified record-keeping is a good thing for both drivers and the transportation industry.

Office Equipment Auctions: What You Need to Know

If you are looking for a great deal on used office equipment, an auction might be the way to go. Auctions give start-ups, small businesses, or home offices the opportunity to purchase office equipment they might normally not be able to afford on a tight budget. There are several reasons an auction might be held, such as business liquidations, moving sales, fundraisers for non-profits, or government agencies selling surplus or confiscated items (e.g. GovDeals).
There are live and online auctions and each can be found by searching the Internet, reading the local newspaper, or subscribing to auction house e-mail alerts. Before you participate in an auction, find out of if the company hosting the auction is a legitimate company, licensed, or bonded. Next, make a general list of items you need and are willing to purchase used, e.g. a color printer, a laser fax machine, a desktop computer; then decide the max you are willing to spend on each. Often times, buyers can preview the office equipment going up for auction first via a catalog or in person. This will give you a chance to make a more detailed list of the office equipment you may want to bid on based on the description. If possible, inspect the items in person and "kick the tires" so to speak. If time allows, you can take it one step further and research the particular makes and models you are interested in online to check past ratings and current values. The past ratings may force you to eliminate some items from your list and the current values will help determine your spending cap.
If you decide to bid on an item, review the terms and conditions first. If the office equipment is sold "as-is", you will be responsible for any maintenance and repairs necessary to get the item up and running. It might be a good idea to verify if the manufacturer warranty is still active as well. While at a live or online auction, it's imperative to give it your full attention. Once a bid is placed, there is no turning back; so, you want to make sure that you are bidding on the correct piece of office equipment.
Have you ever purchased office equipment from an auction? If so, we'd love to hear from you. Please share the details with us, like what items did you buy, did you feel like you got a great deal, was it a smooth process, and will you ever purchase office equipment from an auction again?

Top Reasons Why You Need Temperature Controlled Express Courier Services

If you are on the hunt for options to transport perishable goods that require optimum ambiance for preservation, then you should definitely opt for temperature controlled express courier services. This can be used for transporting a wide variety of goods that can't be shipped using the regular services. Maintaining an optimum temperature is very critical for these services. Therefore, they should have proper ventilation, refrigeration system, humidity control as well as temperature control.

In this age of cut-throat competition, companies simply can't afford to be complacent about their logistics. A lot of these companies deal with perishable goods that need to be delivered to their specific destinations in a timely manner. The market of such goods might be far away from the manufacturing site. It is not always feasible to maintain a private fleet of transportation services, since the business might not be that lucrative. Hence, they depend on logistics companies or courier services that can deliver the goods to various destinations in the most economical and viable way.

Unlike other goods that require normal delivery vans or similar facilities, perishable goods need customized vehicles and shipment facilities. There are not many companies that offer such services due to the sensitivity of the business. For instance, sea food businesses normally require such courier services to deliver their goods. It goes without saying that it has to be stored at optimum conditions and delivered within the stipulated time. It takes a highly professional and organized company to meet such high standards of client satisfaction.

Some of the most common industries that require temperature controlled courier services are the drug companies, vaccine manufacturers, seafood, fruits and vegetables, beverages manufacturers etc. Such companies always have a list of preferred courier services at their disposal. They can't afford to experiment with their logistics too often.

The uniqueness of such services doesn't end with the type of goods being transferred. It takes such high efforts and energy to maintain these vehicles, that it is uneconomical to halt operation even for a few hours. This is one reason why such courier services are often on a continuous run. It is feasible for them to load cargo at the same place where delivery was made. This ensures that these customized vehicles do not run empty for a considerable amount of time, which might result in losses for the company.

It takes trained workers to load and offload such cargo. Also, the people in charge of the courier van should be aware of the uniqueness of their vehicle and goods. Since refrigeration plays a crucial role in these vehicles, it is almost mandatory that the driver can perform basic troubleshooting.

Exploring Your Email Archiving Options

So, it's a business must: email archiving. Legal requirements mean that all businesses must be able to retrieve information - sometimes for up to seven years - whenever needed. And the financial fines of ill compliance are not to be scoffed at.
The obstacle here is storage. It's expensive, and because email grows exponentially, businesses are requiring greater storage functions.
So what's happening as a result of the increasing demand for storage? Organisations are buying more storage (EMC and Netapp reported a year on year growth in storage sales of 33% and 41% respectively). But their IT budgets aren't increasing. In fact, they remained nearly flat during the same period.
This means that organisations of all sizes are struggling to address:
-a unique and never-known-before growth in unstructured data
-the pressure to keep an ever-increasing share of that data
-the lessening benefit of traditional storage products
With the doom and gloom on the table, what's the best email archiving option for your business? Because, there are solutions - great ones, even.
Let's take a closer look at the 3 models you can choose from: on-premise, hosted, and cloud-based archiving.
Option 1: On-premise archiving
This is the traditional method of archiving emails, and is the most popular model for early adopters (particularly large financial services and customers in the early 2000s).
Under this model:
-The archive is entirely located within your business' data centre.
-Your business is responsible for the installation, configuration and operation of the archiving system, and its underlying infrastructure.
-The archiving software is installed on one or more servers (either as dedicated hosts or virtual machines).
In it's simplest form, your business would be in charge of its own computing needs, including obtaining the infrastructure to accommodate those needs as they arise. Because of the pressure for unexpected in-house IT solutions to be delivered and implemented by the business itself, on-site archiving has dwindled in popularity in recent years.
On-site archiving also requires a substantial up-front investment in hardware, software, ongoing operations and support.
Option 2: Hosted archiving
This is one of the two options if you wish to outsource your archiving.
Under this model:
-Archiving systems are housed within the archiving vendor's data centre.
-You aren't required to install, configure, or maintain the archiving system or its underlying infrastructure.
-You can focus on activities related to the archiving process and functionality.
-The only element you need to worry about is capacity management's impact on pricing; vendor fees can vary based on the volume of stored data.
Vendors benefit from economies of scale but are confronted with the same difficulty relating to capacity management, service availability and large capital expenses as customers with on-premise systems.
Option 3: Cloud-based archiving
Some vendors build applications that operate on top of cloud infrastructure from third parties (eg. Amazon or Rackspace) rather than operating their own infrastructure.
Under this model:
-Both you and the archiving vendor don't operate the physical infrastructure.
-The archiving vendor builds and maintains the archiving system that's operated on top of the cloud infrastructure - which is the software layer.
-You focus exclusvely on the archiving process and functionality: defining retention policies, searching for specific content, and exporting data for discovery.
That way, each party is able to focus on their strengths.
These features, advanced technology and cost-effectiveness contribute to the increase in businesses using cloud-based archiving. A great bonus is that it's not nearly as complicated as an on-premise solution. And who has time for complications?