Blog posts tagged software

The best free software that everyone should know about

(Image: Flickr user frankh.)

There are some pieces of free software that are too good not to share. In many cases, they're heaps better than paid-for alternatives that have crammed in useless feature after useless feature in an attempt to justify their cost.

Everyone should know about these great free tools, so to get your week off to a good start here's our guide to some of the best free Windows software out there. Please add your own suggestions in the comments too.

Audio and video

• For playing video, get VLC. It's a small video player that's fast, reliable and can handle virtually any type of file.
• If you need to record and edit audio, Audacity is probably all you'll need. It makes it easy to record, edit, chop and change audio.

Documents

• Sumatra is a super-fast PDF reader. It's a decent alternative to Adobe Acrobat Reader (which everyone uses), because it's very fast and small.
• A good free alternative to Microsoft Office is LibreOffice. It can even open Microsoft Office files, although you may run into the occasional layout glitch.

Security

• Microsoft Security Essentials is lightweight, free security software that works on Windows 7, Vista and XP. It'll guard you from viruses, spyware and other nasty threats.
• We've explained before how encryption can protect sensitive data safe. Free encryption software, TrueCrypt, helps you scramble your precious files.
• Always forgetting your passwords? LastPass keeps track of them for you.
• If you need to dispose of an old computer, use Darik's Boot and Nuke to scrub your hard drive clean of sensitive data.

Photos and images

• Paint.NET is superb free software for editing images and photos. It's not as good as Photoshop, but it's much, much cheaper and easier to use.
• You can also try the unusually-named GIMP. It's a little more powerful than Paint.NET, but also a little harder to get to grips with.

DVDs and CDs

• To burn CDs, DVDs and Blu-rays, just grab ImgBurn. It's free, lightweight software to burn discs flawlessly.

IT management

• Zip over to PortableApps.com to get portable versions of key software that you can run from a memory stick. (I used to use the portable version of Firefox on an employer-provided computer than only had Internet Explorer on it.)
• Every now and then we rave about CCleaner, simply because it's the best tool there is to speed up your computer by removing junk software, settings and files.
• Ninite lets you install all your standard software in one go. It's great for setting up new computers and we've even explained exactly how to use it.

What are your favourite freebies? Leave a comment to share your recommendations.

• Five free conferencing tools
• The best freemium business services
• Ten ways to get free online training

Five Windows 8 features that could benefit your business

Windows 8 is here. Well, just about. The launch event takes place this afternoon, and the good folk over at PC Pro are covering the whole thing via their live blog.

Although the launch is today, it's a fair bet that many companies will put off upgrading their computers to Windows 8. Historically, it's been a good idea to let Microsoft iron out any teething problems first. (If they're happy with Windows 7, plenty of companies will probably hold off for Windows 9.)

Key Windows 8 features

As with any new software, there are lots of new features. Most obvious - and controversial - is the new interface.

It's bye-bye to the Start menu, and a distinct relegation for the desktop, which is to be replaced by a touch screen-inspired interface. We wrote about this a week or so back.

But there are lots of other changes too. Here are five of the most important:

1. Live tiles

What is it?
This is part of that famous new interface, once dubbed Metro, now being referred to simply as the Windows 8 user interface (snappy, eh?).

The key change is that your desktop is replaced by a screen of tiles. You can click them to launch apps, but they can also show information in real-time.

Emails, diary appointments, tweets, Facebook updates, web analytics - live tiles could be like a dashboard for your business.

Is it any use?
Yes, abosolutely. It can be an at-a-glance guide to all the things that matter to you. That's assuming you decide to opt for the new interface and don't just switch it off in favour of the old-fashioned desktop, of course.

2. Windows To Go

What is it?
Effectively, Windows To Go lets you carry your computer on a USB memory stick. Just pop it into another PC and your desktop will open, complete with all your programs, files and everything.

You'll need to be signed up for a Microsoft Account for it to work propery, because Windows To Go will need to transfer files and settings to the PC you're using over the internet. But the idea is you can pop your USB drive into a PC - almost any PC - fire it up and start working with your usual desktop.

Is it any use?
If could be good for a business that wants to let employees use their home PCs for work. It should be an effective way to keep personal and business data separated in that scenario.

But I think take-up will be limited outside the IT professional market. Many firms will just prefer to issue laptops to staff.

3. Secure boot and built in anti-virus

What is it?
Microsoft is ramping up security, adding a new start-up procedure which blocks viruses from running the moment a PC starts up. Windows 8 will also come with integrated security software, so many companies will feel they can do without third-party security software.

It should all add up to an operating system that's safer from viruses and other threats.

Is it any use?
At face value, yes. The only slight worry is that if everyone ditches third-party security software, life might become easier for the creators of computer viruses, because they'll only have to worry about getting round a single security package.

4. Restore PC

What is it?
If your computer's suffering problems or running slowly, this feature makes it much easier to revert to a clean copy of Windows without deleting your data and files in the process.

Is it any use?
If you've ever wasted the best part of a day wiping your computer, reinstalling Windows and then restoring all your software, you'll appreciate this. Of course, if you take good care of your computer and don't install stuff willy-nilly then you shouldn't have to use it.

5. Faster boot times

What is it?
Microsoft has changed the way Windows starts, claiming that Windows 8 takes up to 70% less time to start up than Windows 7.

Is it any use?
It's not going to have you lining up to upgrade, but if it stops those 'I'll just go and have a cup of coffee' moments as you wait for your computer to start up in the morning then it'll certainly have benefits.

There are, inevitably, lots of other improvements and changes to Windows 8. More information is available over on the Microsoft website (along with an intriguing picture of a bearded man next to a giant floating tablet computer).

We'll have another blog post looking at some of the benefits of Windows 8 tomorrow.

• Windows 8 to spark tablet war?
• Microsoft wants every computer to have a touch screen
• What Windows 8 means for your business

Six questions to ask about your new CRM system

Introducing a new CRM system to your business is a significant project. To make sure you spend your time and money wisely, there are some key questions to ask right at the start.

Big names in CRM include Salesforce, Sage, Microsoft and Maximizer. But the best way to pick the right system for your business is to ask these six questions:

1. Are your staff on board? It is vital that your staff and any other stakeholders are on board with your decision to implement a new CRM system. You're going to need the support of everyone to make changes to your processes and procedures.

You’ll also need everyone’s expertise to find an application with the right features. For instance, it will be difficult for one person to decide what automation is needed within the sales department if he or she is doesn’t work in that department.

2. What automation do you desire? You'll need to decide what sort of jobs your company wants to automate, and which you want the CRM system to do. Even with the best CRM software, it's still up to your business to use it effectively. However, it’s easier to evaluate different options if you know what tasks you need it to do for you.
3. What input can your staff provide? Within your company there’s a vast network of professionals and experts. Every member of staff - not just those in customer service - needs to be focused on what type of CRM technology you want to implement as well as what the CRM strategy is. CRM is a company-wide tool that leads customers through your product funnel. It requires input from everyone.
4. What type of training will you offer? Everyone involved with any aspect of your sales cycle should be trained in your CRM strategy as well as the CRM system. Although you’ll probably find that some training is available from your CRM supplier, you'll also need to make sure your other business training fits the CRM strategy.
5. Where are users located? If your company consists of employees, contractors, and staff who aren't all in the same building it is important to consider how they will access the software. Cloud-based CRM applications can be a good option. They allow users to sign on from anywhere with an internet connection, often using mobile devices like smart phones.
6. What is your budget? You need to know what your IT budget is before you even start looking at CRM technology. It comes in all price ranges, so if you go in with a good idea of what you can spend, you'll be able to throw out options that you cannot afford.

As with any significant IT investment, do as much background research as you can into CRM as a process and CRM as a software application.

GetApp – the company I work for – has worked with industry professionals to create a free, informative eBook: Powerful Customer Relationship Management For Small Business.

• How a back office system helped my business
• OMG! Are you AOK for CRM?
• Six cloud services we use to run our business

Image of bad customer service from Flickr user antwerpenR under Creative Commons.

Will you have to upgrade to Windows 8?

If you decide to use it, this is what Windows 8 will look like.

Windows 8. It’s the forthcoming new version of Microsoft’s overwhelmingly dominant operating system. Due for release in the autumn, it looks designed to bridge the differences between tablet and desktop computers. So, will it retain the features you’re used to, and what will it do for businesses?

If your business still uses Windows XP, Microsoft’s decade-old operating system (and still one of the best it’s ever created), you’ll need to pay special attention to Windows 8. That’s because Microsoft will stop offering security updates for Windows XP in April 2014, pretty much forcing you to upgrade to either Windows 7 or 8.

On the one hand, Windows 7 (the current version) is tried and tested. But Windows 8 is likely to last longer overall – and will offer new features that could benefit your business.

For starters, Windows 8 is aiming to be all things to all users. It aims to bridge the current gap between tablet and desktop computers. As an operating system, you’ll be able to run Windows 8 on a desktop computer, a laptop, a netbook, or a tablet.

Since it combines both a desktop and tablet functions, the question is whether they will all integrate and work together seamlessly. I’ve taken a look at a preview version of Windows 8, and these are the biggest changes I’ve seen so far:

• No more ‘Start’ button. Instead, you’ll be relying on the Windows Metro screen (pictured) which contains ‘tiles’ you can swipe and tap to launch applications.
• Your desktop isn’t so central. Instead of being at the heart of Windows, the desktop will be just another app that you can run from the Windows Metro screen.
• It’ll start faster. Finally, Windows 8 should put an end to those long, frustrating waits to get up and running at the start of the day.
• You’ll have some learning to do. The interface of Windows 8 is going to be substantially different to what’s gone before. Expect a steep learning curve.
• It’ll be good for touchscreens. The new interface is designed for touchscreens, so it should be easy to use by swiping, tapping, pinching and zooming the screen.
• It could be distracting. The home screen can contain newsfeeds, tweets, Facebook updates … all the things that you want to close down when you’re trying to focus.

However, one thing you can rely on is that you’ll still be able to use your favourite productivity tools like in-house software, spreadsheets, accounting software, word processors and graphics software. They should all run faster in Windows 8, too.

• Useful Windows keyboard shortcuts
• Mac or PC for business?
• Are tablet computers right for business?

Kelly Smith has worked in the IT support industry in Kent for several years and has seen the constantly changing face of technology first hand and its effects on business. She currently works for Barton Technology.

Friday Donut tip: four easy ways to stay focused while you work

Do you use your time wisely? (Image: comedy_nose on Flickr)

This Friday's IT tip isn't a great shortcut or an essential way to stay secure. It consists of four simple ways to deal with all those distracting time-sinks that your computer makes so readily available. 

With new emails arriving frequently, tweets piling up, Facebook updates, instant messages and more, it can be hard to stay focused on the task at hand. You might kid yourself that by constantly jumping between different windows you're multitasking, but actually you're probably just being inefficient. Here are four strategies to help you cope:

• Go full-screen. Many bits of software - including Microsoft Word and most web browsers - have a full-screen mode, which hides everything else on your computer. If you find yourself constantly refreshing your Twitter feed, going full-screen helps you to stay with the job at hand.
• Record how your spend your time. The excellent RescueTime is a service that monitors exactly how you spend time on your computer. It'll show you how much time you waste on Twitter, or spend looking at distracting websites. And how much you spend on real work. Its results can really shame you into action!
• Keep a clean desktop. As I type this, my computer's desktop is a mess of windows. I have ten web browser tabs open in two windows, several documents in the background and some other bits and pieces. Each is a potential distraction. So don't do what I do: get into the habit of closing everything you don't need.
• Turn off new email notifications. If you're using Microsoft Outlook, its default setting is to pop up a little message every single time you get a new email. It's easy enough to switch these off, or you can just close Outlook altogether when you need to concentrate on something.

Does your productivity fall as you open more windows on your computer? How do you avoid distractions and stay focused on what's really important? Leave a comment and let us know.

Previous Friday Donut tips:

• Securing LinkedIn passwords
• Selectively delete cookies
• Three initialisms in a nutshell

Why your software doesn't do what you wanted

Don’t end up with software that’s like a square peg in a round hole

When you buy software you assume it will do everything you need it to do for your business.  After all, the marketing literature said so! But after they have committed to purchase and installed the software, many businesses discover that:

• There are limits to the expected functionality
• They need to buy new equipment to get any benefit
• Some functions are not part of the basic package so they need to purchase add-ons
• Their PCs and network need to be upgraded
• They need to bring in technical support to set up or make changes

If this happens to you, you’ll find you have not bought what you thought. Worse, you’ll have incurred unplanned and unbudgeted additional costs.

Why your software requirements matter

The most important thing to do before buying software is to clearly define, communicate and agree your requirements up front.  Then agree objective acceptance criteria so both you and your supplier know exactly what is expected: you won’t sign off the software until it meets these criteria.

Often, achieving this seems as likely as me winning the pole vault in the 2012 Olympics (I’m not keen on heights!).

Indeed, the analysis and thought process involved in establishing your acceptance criteria can, in itself, ensure you are objectively considering what your business needs. Establishing success criteria forces you to ask the right questions when considering an investment in software.

How to define your requirements

These are the kind of questions you should ask when it comes to defining requirements:

• What are my business objectives? For instance: quality, automation, clear business processes, return on investment, reduced timeframes.
• What features and capabilities need to be delivered?  Be explicit.
• What constraints must be applied? For instance: cost, timescales, business process change, risk, infrastructure, maintainability, upgrade.
• What are the longer term requirements and does the software need to support a longer term strategy? Essentially, does the software need to grow with your company?
• What are my acceptance criteria?

The last one is key, because acceptance criteria enable you to establish clear, objective measures that will ensure both parties (you and the software supplier) know what is expected, what is being delivered and can be happy when requirements are met. They will cover areas such as:

• Specific capabilities and functionality - what do you need the software to do?
• Technical requirements - what kind of computers or network will the software need to run on?
• Performance requirements - how fast should the software run, how many users should it be able to handle, how much data should it be capable of processing?
• Training needs - how much training will be required and how will it be delivered?
• Business process changes - what changes will your business have to make to accommodate the software?
• Maintainance and support - how and when will these be provided and carried out?

The criteria have to be objective and defined to the right level of detail. Why objective? Tell two people you are thinking of buying a great new car and one will tell you to buy a Porsche and the other a Nissan. Perhaps that’s a bad example … I would go for the Porsche every time, but that just goes to show that we do not intuitively consider other people’s perspectives!

Avoid ‘satisfactory’ performance

Specifically, I have seen many companies make the mistake of defining criteria to say ‘performance must be satisfactory’.  This is a totally subjective statement and could mean anything. It often results in endless unsatisfactory debates - once it is too late - about everyone’s interpretation of the word ‘satisfactory’.

The right business critical software can transform your business, but you need to know exactly what sort of transformation you are looking for – and you must be clear on why and how you will assure success.

Read more about buying software for your business:

• How to avoid problems with software developers
• Creating your IT requirements
• Choose and use IT suppliers

Susan Chadwick is co-founder of Edge Testing Solutions.