Google Apps is a powerful, cost-effective tool that allows small and medium-sized businesses to run their companies more efficiently and collaboratively.

However, we find that many organizations do not fully understand what it is and how to leverage it for their business.

Below we answer some common questions and misconceptions about the product.
 
Why should I replace my Exchange server with Google Apps?

For small and medium-sized organizations with limited technical staff, Exchange can be cumbersome to administer.  Google Apps provides a streamlined solution that requires no hardware or software and is completely on the "cloud".

You can purchase Google Apps directly from Google or through an Authorized Reseller. By using an Authorized Reseller, you get the best of both worlds.  The reseller provides convenient, personalized services and Google provides its industry leading technology services.
(Shameless plug: WRIS is a proud Google Apps Reseller)

What does it cost?

Google Apps is surprisingly affordable.  Most organizations find that they get more for less with Google Apps.  But don’t take our word for it – check out this Google Apps versus Microsoft Exchange cost calculator.

Can I still use Outlook?

Of course!  With Google Apps for Business you get 25GB of storage space (which is a lot!), interoperability with Microsoft Outlook and Blackberry systems, unlimited users and a bunch of fancy security options.  And it's compatible with your mobile device, be it iPhone, Android, Blackberry or Windows Mobile.

How about spam filtering?

Google’s best of breed email filtering services, Google Message Services (aka Postini), is included.  WRIS is an authorized Postini Reseller.

Besides email, what does Google Apps give me?

In addition to being a powerful email solution, Google Apps provides a variety of highly useful business productivity tools.  One of the most popular is Google Docs which allows multiple people to edit documents online.  Some of the other great tools are calendaring, Google Video and Google Groups.

I thought Google Apps was free.  Why are you selling it?

Some portions of the Google Apps product suite are free.  However, many of the items that appeal to small and medium-sized businesses Google charges for (you will hear it called “Google Apps for Business” sometimes).  For example, you can only get Outlook connectivity with the paid version of Google Apps.  The free version also limits the number of users as well as the amount of storage space.

Why should I purchase it through a Google Apps reseller?

Since we’re experienced in migrating companies to Google Apps, we can help you transition efficiently to minimize downtime and costs.  Our support team is local and responsive; two important factors to consider anytime systems are changed.

I’m in the process of helping our company become a Google Apps for Business Reseller which means I have been spending a lot of time migrating clients to Google Apps from various other platforms. 

During this process it’s become more and more evident that Google Apps is the way to go for not only for Email, Calendar and Contacts but much, much more.

Here are five reasons why I would recommend switching to Google Apps for Business.

1. Convenience

Using Google Apps is convenient in many ways.

First of all you get a massive amount of storage for your mail (25 gigabytes) so that you don’t ever have to worry about running out of space or having to clean out your mailbox.  With this vast amount of storage comes the ability to archive and retain mail.   Many of the clients I have worked with were concerned about the fact that they were saving years of important client correspondence on the hard drive of their computer.  After getting setup with Google Apps it is very simple to upload all of your saved email so that you have a safe replicated version on Google’s network.  

Second it is very easy to use.  The Web Interface is very powerful and intuitive and has more features than I have ever seen in a web based system.   You literally can do everything you need to via a web browser. 

Outlook is no longer necessary unless of course you still want to use it.  If so, Google Apps syncs nicely with your Outlook and your smart phone.  So if you send a mail, add a contact or setup and appointment from your iPhone or Blackberry a copy of that sent mail, contact or calendar event will instantly show up in Google and in your Outlook.  Same goes for the reverse, etc.  Gone are the days of having to copy yourself on a message or sync your smart phone with your computer to update your contacts or calendar.

2. Reassurance

I’ve already mentioned the ability to upload everything you’ve been saving on your local computer to Google’s network.  In addition to all of the storage you’ll have the reassurance that your data is always being replicated and backed-up.  Your data is secure and will also always be available; they guarantee 99.9% up-time.  Google also provides 24/7 customer support via phone and email if you ever need help.

3. Productivity

In addition to the beauty of your mail, calendar and contacts syncing between your devices you have access to web-based office tools.  Google Apps essentially replicates Microsoft Office on-line.  This suite known as Google Docs comes with a word processor, spreadsheet, presentation software and several others.  The Google Docs suite is also setup for collaboration so that several people can work on documents together.  Google Docs gives you an additional Gigabyte of space for uploading any type of file you wish.  For example, you can save a backup of your Quick Books file or store any other type of file for access from any Internet connected computer.  Uploaded versions of other word processor documents or spreadsheets will automatically be converted to the Google Docs format.

4. Extras

In addition to everything I have mentioned Google provides a lot of exciting “extras” -  Voice, Video chat and IM to mention a few.  There’s also a powerful add-in for Google’s anti spam and virus engine, Postini. 

Google Video allows you to upload and share video and Google sites gives you the ability to create power web sites. 

Each Google apps account comes with an administrative function that will allow anyone in your organization to manage your entire domain (email@yourdomain.com).  Administrators can add and remove users, turn on and off functions and enable any of thousands of other add-on apps that are available within the Google Apps community.

5. Cost

Google Apps for Business is only $50/user/year.  This ends up being just over $4/month per user.  That’s a hard price to beat for all of these features. 

Comparatively I’ve seen Microsoft Exchange hosting (Outlook Mail, Calendar and Contacts) for closer to $120/user/year. 

Google is also offering your first month as a trial and will even remind you before your trial expires.  It’s very easy to back out but I don’t see why you would want to.

I think it’s pretty obvious why it makes sense to switch to Google Apps for Business but if you need to know more, there’s plenty to read on their website: http://www.google.com/apps/intl/en/business/index.html 

Even better, take a month and give it a test run. 

I’m interested to hear your feedback and questions about Google Apps.  Feel free to leave a comment or shoot me an email - charlie@wris.com

With the growing popularity of rich media applications on the Internet, there are a number of reasons why you should select a web hosting provider that supports streaming audio and video files. Internet users are hungry for fresh information and there is little doubt that video and audio formats will continue to grow in popularity as delivery methods for that information. Therefore, if you are not currently incorporating these rich media files into your company’s web site, you may soon find you are leaving money on the table.

There are many ways you can improve your customers’ online experience by choosing a web hosting service that supports streaming audio and video applications. For example, you can add product demonstrations, sales presentations, training programs, and live-event broadcasting to make your site more dynamic and engaging for visitors. This can help make your products and services come alive to your prospects and eliminates the need for them to imagine how your offerings can make their lives better.

The result? Your site becomes more “sticky” - and your bottom line more robust.

Although traditional web hosting services can support audio and video files via a technology called “progressive download,” there are a number of limitations to this approach. Namely, the large file size associated with audio and video files can translate into unacceptably long download times. Internet surfers aren’t known for their unlimited attention span, so this variable can definitely prompt web traffic to scramble for the back button. With streaming applications, your files can start playing right away, without needing to wait for the file to download first.

In addition to faster start times, streaming has several additional advantages over web-hosted files. For starters, your web visitors will be able to access any part of the file at any time. Unlike with hosted media, a streaming file won’t have to download completely first, so the process is more streamlined and much faster. This means they can skip ahead to any part of the file whenever they choose without having to wait.

In addition, streaming servers generally produce a better user experience in terms of overall performance. This is because they are optimized to deliver audio/video formats more efficiently. This is especially beneficial when a lot of viewers attempt to access the files at once, as often occurs with live events. (Incidentally, streaming applications are required for live-event broadcasts). This value-added feature is not available with traditional non-streaming web hosting. The ability to feature live broadcasts offers a competitive advantage for businesses by allowing them to present information in real-time, rather than after the fact.

Enhanced security is yet another valuable benefit of streaming web hosting. With traditional web-hosted media, your audio and video files are downloaded by the viewer. Once this occurs, your information is out of your hands and you have no way to control how that information is used or distributed.  On the other hand, streaming files are not actually downloaded, so your files remain right where you want them – with you.  

When it comes to web hosting, there are a lot of options available.  With so many alternatives to choose from, you might be tempted to consider one of the many free web hosting services out there. However, there are some common pitfalls related to that approach that can end up costing you and your business a lot of money down the road. Therefore, it is important to know what these red flags are so you can avoid them.

Here are 6 great reasons to avoid free web hosting:

1. Lost Credibility. Your web site will often be the first impression your potential customers have of your business. With free hosting, you may be stuck with a very long domain name such as http://freehostingservice.com/~yourbusiness. A domain name like this is an instant signal to your prospects that your business is still in the minor leagues. It is very difficult to build trust and credibility when your web presence appears to be fly-by-night.
2. Banner Ads. The main reason these services are free is because you agree to allow banner ads on your site. So you invest the time, money and energy into driving traffic to your site and the free hosting service profits by directing that traffic away from you. Clearly not the best way to build a successful, long-term business.
3. Limited Features. Free hosts usually offer a limited number of services. This lack of flexibility can seriously hinder your ability to conduct and grow your business online. For example, if you select a free service, you may have limited or no access to email, FTP accounts, content management systems or ecommerce options.
4. Lack of Portability. When you pay to register and host your own domain, you have the option to transfer it. With free hosting services, this is usually not the case. So, if you spend a year or two building up your site and driving traffic to it before realizing how beneficial it would be to have your own domain name, your hard work may be out the window.
5. Overcrowded Servers. This leads to slow load time for pages and increased downtime for your site. Of course, both of these issues can have a serious negative impact on the growth and profitability of your business.
6. Poor Customer Service. Another major issue with free hosting services is that they offer little to nothing in the way of customer support. If there is a problem with your site, you will have a very hard time contacting anyone to help resolve it. Every minute your site is down carries with it a huge opportunity cost in terms of frustrated customers and lost sales.

Based on this list, you can see that “you get what you pay for” with free hosting services. Instead, consider quality web hosting an important investment into your business – one that will continue to yield positive results for your business long into the future.

At WRIS, we think all our clients are special.  However, there is one client that definitely sizzles more than the rest.  And by sizzles, we mean it in a very flammable way.

Ted Batchelor, a WRIS web hosting client, is the Guinness World Record Holder for "Longest Full-Body Burn with No Oxygen".  You read that right – he sets himself on fire on purpose!

A former stuntman, Ted performed his first fire stunt in 1976 and has been doing them ever since for scores of admiring (and astonished) audiences.

This past weekend Ted added a new Guinness World Record title to his belt – "Most People Simultaneously  Engulfed in Flames".  Ted led a team of 16 volunteers who practiced for months for the culminating moment, being ablaze for 43.9 seconds.  The video footage of this feat is breathtaking.

Among the flaming volunteers was Mark Simone, father of WRIS engineer Nick Simone.

Congrats to Ted, Mark and the rest of the World Record crew!

For more information on Ted’s stunts, visit tedbatchelor.com.  Also, the Cleveland Plain Dealer published a great article about the latest record.