The Advisor

REMOTE EMAIL & FILE ACCESS
Brought to you by HostPilot™ powered by Intermedia.NET

A Secret Shortcut On Your Road To Increased Profitability

The way IT manager Terry Schafer remembers it, his pursuit of a superior e-mail and file sharing solution started with a simple question from one of his company’s owners. He asked: “Is there a way for me to access my e-mail while I’m on the road—without lugging this laptop with me?”

Chicago-based Oak Agency is an insurance firm, with an office staff of 15, and a growing number of telecommuters and business travelers. These employees have an ever-increasing need to find more direct and timely ways to communicate with each other. This becomes even more critical when they’re working in different parts of the country.

“As a matter of fact,” Schafer recalls answering. “I have been reading a lot about this Microsoft application called Exchange. I think it could really be the ticket.” He then began more extensive research on this option as well as other potential applications. After careful review, Exchange became Oak Agency’s leading contender.

Conquering The Cost Vs. Benefit Equation

Microsoft Exchange is an application that centrally stores e-mails and contact lists and lets users retrieve them from anywhere in the world. It also comes with a useful array of collaboration tools including shared calendars and files. Talk about killing two birds with one stone, not only does this application facilitate the flow of communications, it actually bolsters business productivity. One example resides in its ability to enable de-facto brainstorming sessions. With the immediate and direct access Exchange facilitates, employees also have the capability to share and edit documents in real time as their understanding of issues and situations becomes clearer.

With all this potential, the company was still a bit hesitant to move forward. Of primary concern was the financial commitment involved. Oak Agency couldn’t afford this technology on its own. Indeed, to do it right, the company would have had to duplicate a professional IT team or hire IT consultants. They would have also needed to create an ISP-like environment and acquire new hardware. Even more daunting was the fact that Exchange software licenses would need to be purchased.

The cost of implementing and maintaining this application on a proprietary basis for a company of 20 to 30 people was simply unaffordable. To further complicate matters, now that Oak Agency management was aware of Exchange’s potential they wanted it up and running in under a month. Importantly, Schafer was now faced with yet another challenge, he needed to identify a seamless and expeditious solution to address his company’s requirements.

Finding His Company’s Most Direct Route To Success

Thus Schafer aggressively searched for alternatives. He quickly determined that if he could outsource the Exchange server to a host at a reasonable cost, he might be able to satisfy all the project requirements.

After scanning the Internet for potential candidates he found Intermedia.NET, a Palo Alto, Calif.-based hosting company. Intermedia.NET offered expertise in Microsoft technology and hosted web servers and Exchange servers. He checked the company out because it offered full Exchange capabilities for a very reasonable price. They also offered quick implementation–Oak Agency could have an Exchange server up and running within its one-month timeframe.

The outsourcing solution would eliminate hardware and software purchasing, maintenance costs and the need for additional staffing. Intermedia.NET would also ensure that Exchange’s implementation be completed well within required one month timeframe. After evaluating Oak Agency’s specific needs, Intermedia.NET offered the capability to complete the implementation process in just three days.

So, Schafer confidently went for it. Oak Agency outsourced.

What Your Competitors Don’t Know Won’t Hurt You

Switching to Exchange has not just made the life of its traveling executives and telecommuting sales force easier. By helping employees get more done with efficient business tools like shared calendars, shared file folders and anywhere e-mail access, it has radically changed the working habits of the entire company

Oak Agency’s latest sales push is currently under way in Arizona. With Exchange, sales managers in Chicago can readily access the schedules of sales people in Arizona. They can then input feedback on past client meetings and tips for future pitches. More, they provide helpful statistics during sales meetings by typing them directly into calendars. Since this information is stored in a central server, it can be retrieved from any device – even wireless personal organizers. Thus sales managers often get updated on the go, and even in the middle of the prospective client meeting. Talk about a strategic advantage, the sales force now finds calendar sharing to be an indispensable business tool.

With Exchange the virtual connection got stronger. The sales operatives are now communicating more efficiently and accomplishing more as a team. The numbers don’t lie, and sales are up.

Schafer’s biggest concern now?

“Don’t tell our competition how we do it,” he says.

(For more information on this topic contact Jeff Preece of Intermedia by telephone at 1-800-379-7729 or via e-mail.)