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by taking over and controlling a designated computer at the office via
remote control. AppleShare, Windows 2000, and Citrix Metaframe allow
remote users to access the shop’s file server just as if they’re
in the office. My Clients & Profits! offers web browser-based access
for creatives, account service, and freelancers. And, there’s Clients & Profits
SQL, which connects both remote users and branch offices together, offering
complete access to both production and accounting functions from any
internet connection.
What will work for you depends on your users
Choosing the right kind of remote access depends
on what kind of people need to work outside the office, such as work-at-home
bookkeepers, freelancers, AEs who constantly travel, production staffers on location,
and agency principals who just like to keep up with the day’s new jobs anywhere
they are.
So while remote access can help keep your shop’s out-of-office staffers
in touch wherever they are, but there are several factors to consider
first, including some that are purely technical. Most importantly, ask
yourself if your shop has the know-how to choose, design, implement,
and maintain a remote access system.
Adding remote access adds cost and complexity to
your Clients & Profits system, and there’s no certainty that it’ll
work to everyone’s expectations. Speed, for one, is largely based on factors
that are out of your control. There are several common things that can keep a
remote access project from becoming an expensive, disappointing failure. They
include:
1) Have access to experienced professionals who have done this before
While it’s certainly possible to self-install a remote access system,
if you don’t have the skills and experience that chance isn’t
on your side. You’ll undoubtedly spend many more hours than you’d
planned to set up the system, and it will take longer to work. At the
very least, have someone experienced available to help you troubleshoot
any problems you may encounter (remember, the Clients & Profits Helpdesk
doesn’t provide technical support for remote access).
2) Spend the appropriate amount of money Make a realistic plan for the
needs of your remote staff members, then buy the hardware, software,
and infrastructure that will meet their needs. For example, spending
the money on a T1 connection will support more remote users than a cheaper
DSL, cable, or ISDN connection.
3) Train remote users, then follow up on their progress Staff members
who don’t work inside the office won’t benefit from the feedback
that internal staffers get from their co-workers. You’ll need to
make a special point of informing remote users about any mistakes or
bad habits that they’re doing (usually by accident). These users
are usually the last to know
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about
a change in procedure, so they cause a higher number of errors.
Consider setting up your shop has the know-how to choose, design,
implement, and maintain a remote access system.
Adding remote access adds cost and complexity to your Clients & Profits
system, and there’s no certainty that it’ll work to everyone’s
expectations. Speed, for one, is largely based on factors that are out
of your control. There are several common things that can keep a remote
access project from becoming an expensive, disappointing failure. They
include:
1) Have access to experienced professionals who have done this before
While it’s certainly possible to self-install a remote access system,
if you don’t have the skills and experience that chance isn’t
on your side. You’ll undoubtedly spend many more hours than you’d
planned to set up the system, and it will take longer to work. At the
very least, have someone experienced available to help you troubleshoot
any problems you may encounter (remember, the Clients & Profits Helpdesk
doesn’t provide technical support for remote access).
2) Spend the appropriate amount of money Make a realistic plan for the
needs of your remote staff members, then buy the hardware, software,
and infrastructure that will meet their needs. For example, spending
the money on a T1 connection will support more remote users than a cheaper
DSL, cable, or ISDN connection.
3) Train remote users, then follow up on their progress Staff members
who don’t work inside the office won’t benefit from the feedback
that internal staffers get from their co-workers. You’ll need to
make a special point of informing remote users about any mistakes or
bad habits that they’re doing (usually by accident). These users
are usually the last to know about a change in procedure, so they cause
a higher number of errors. Consider setting up a mailing list of remote
users to communicate tips, suggestions, and corrections quickly and frequently.
4) Develop a system to monitor performance Someone with technical savvy
needs to be in charge of the system. They need to have the training,
experience, and tools to manage the system, train remote users, and troubleshoot
any problems. Most remote access systems track who’s using the system
on activity logs. The activity log in My Clients & Profits!, for
example, shows the date and time each web user accesses a web page. These
logs run automatically in the background. Windows 2000, Timbutku, and
PC Anywhere also keep activity logs.
With more people working outside the office, offering remote access to
Clients & Profits will pay off with better communication, which means
fewer errors and expensive delays. And with today’s technology making
it easier and more affordable, now might be an ideal time to implement
remote access.
Mark
Robillard is the co-founder of Clients & Profits
and the software’s designer.
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