“Dude, where’s that file?”
At Developware, we often tout CurrentTrack’s universal accessibility through an array of browsers and devices as a significant benefit. Our clients tend to agree! Access to information about your business when you need it most is one of the marquee promises of cloud based software services and we’re proud we chose to develop in this direction a decade ago.
We’re in good company too. Google has experienced tremendous success with their cloud-based office suite and in what is perhaps a more significant move, Microsoft just introduced Office 365, a web-based version of their bread and butter Office package. This is a move in the right direction but there are still applications that haven’t made their way to the web just yet. I’m talking about the myriad creative tools we use to create great work for clients.
While InDesign and Photoshop are terrific tools, it’s still up to us to figure out a way to store and share the files we create. One solution a number of our clients have mentioned is Dropbox. Dropbox, if you’re not already familiar with it, is an app that resides on your computer as a folder. Simply place your project files into the designated ‘Dropbox’ folder and your data is backed up to the cloud while you continue on with your day. You also have the ability to share folders with your teammates so you can easily collaborate internally. It’s also a relative bargain compared to some of the pricey storage hardware solutions in the marketplace. Dropbox doesn’t solve all problems, however. You still need a method to share data with your clients and vendors which is where a solution like CurrentTrack’s Client / Vendor Portal shines.
CurrentTrack allows you to post your creative files, task lists and calendar events for review and comment by your clients. The data resides in the job folder in CurrentTrack, which makes this functionality a seamless part of your workflow. You can also use CurrentTrack to post completed work for vendors to access when ready; it’s an intuitive replacement to maintaining an FTP site.
Cloud services are reducing the headache of data management and with the right approach and solutions your agency can leverage cloud architecture to make information more open and accessible.
For more information about Dropbox visit www.dropbox.com.
“I’m on Cloud 9.”
There’s a lot of talk about the Cloud in the media lately. It’s a term incubated in the network diagram charts of IT departments, used to depict the concept of the Internet visually. Now the Cloud, under an umbrella of definitions, has entered the vernacular of the mainstream consumer. Apple, a company whose brand’s promise is to shield the skeptical customer from the confusion of modern tech recently named a forthcoming service iCloud. If Apple embraces a concept, there’s a good chance it’s important and here to stay (at least for a while). It’s still a murky concept for some so what does the term “the Cloud” truly mean? And how can it save us from rainy days?
In the early days of business computing, terminals were used to access applications and data that were resident in mainframe systems. The mainframe was a large computer capable of serving many users while centralizing the operations in a single box. Users accessed the system through inexpensive, low-powered terminals. This architecture was used mainly to keep costs down and maintenance simple. Then PCs got cheaper and more powerful, capable of running business apps locally. We went from the green screen terms of the past to Windows and to a lesser extent Apple, computers that had the juice to power our computing experience in the towers under our desks. Of course, the client-server architecture still existed in the form of mail and file servers but applications were typically something we installed locally.
The PC model expedited the adoption of computers globally. It meant that we no longer had to rely on a byzantine combination of keystrokes and incomprehensible menu systems to accomplish meaningful work in a computing environment. The machines were powerful enough to deliver a rich and intuitive interface and we simply pointed and clicked our way to productivity. It also brought along with it a new set of problems. Users had to understand a file system, a task manager (Ctrl-Alt-Del and End Task) and how to install and update the Operating System and Applications they used. This model was great for adoption since users were insulated from the technology driving their experience. But they weren’t removed from the equation enough.
Cloud computing helps solve some of the remaining problems. Applications can live in the Cloud so users don’t have to constantly remember to save their files, update their software or maintain applications. Web technology continues to improve so the applications developed for residence in the cloud bear a striking similarity to the experience of desktop apps of the PC era. Trusting that your data is where you need it, safe and sound in an accessible web service across myriad devices (laptops, tablets, smartphones) is the core of the Cloud concept. The more we move the consumer’s focus away from how to make software work, the freer they are to be productive and creative by using it. It’s been said that the best designs aren’t noticed by people at all and the Cloud pushes us all closer to blue skies.
So quiet you can hear a job drop.
Unless you’re using a web-based project management system, that is.
Half of our staff is out today, literally. During the summer months, our managing partner blesses us with “partner days.” We’re each paired with another employee and, on every other Friday, one of us has the day off. What an incredibly productive move on her part. I mean that, sincerely.
When I’m in the office on a partner day, my productivity increases exponentially. I’m focused, able to accomplish the little things that get put aside during the week and, with just a few clicks, in the loop on all of my partner’s projects. I don’t have to rummage through paperwork or bother him on his day off. I have immediate access to his tasks, budgets, change orders, and even creative assets through CurrentTrack®. And, because it’s web-based (and he’s a workaholic), he can log on from his iPad® – poolside – and see what’s happening in his absence.
“Partner days.” Reason number 1,000,000,001 why I couldn’t live without our workflow system!
Going green.
You’ve heard the directive a million times – “Go Green!” Companies are rewarded for swapping out energy-consuming light bulbs and electronics for those less harsh on the environment. We teach our children, from the time they can say, “green,” ways to help the Earth. What does the “Go Green” movement mean for advertising agencies?
Since the time of their inception, the majority of agencies have used a paper job jacket system to keep documents together in a single place. Whether a large manila envelope or custom-printed file folder, the paper jacket has served its purpose well. But, is it quickly becoming a thing of the past?
While web-based project management systems have flooded the market within the past five to ten years, many agencies have held fast to tangible job jackets. It took me years to “go green” in the workplace and stop printing every single thing that came across my desk. Believe me, it wasn’t easy. Now, I only print what’s absolutely necessary.
Although an agency has implemented a web-based system, I don’t think it can completely do away with paper job jackets. They’re still useful for keeping track of things like disks, client sign-offs and printed samples. The size of the envelope used can, however, get smaller. Consider using an eco-friendly envelope.
When moving a project through the agency, ask yourself, “Do I need to print this or is it in the system?” If it’s in the system, step away from the print button… The Earth will thank you!
Job Description 15: Accounting Assistant
Clearly defined roles among team members are imperative for efficient workflow. While employee responsibilities often cross over several areas, there are a few underlying roles that should remain static.
The primary responsibility of the Accounting Assistant (AA), is to ensure accurate processing of financial information. The AA reports directly to the Accounting Manager (AM).
Responsibilities:
• Possesses knowledge of accounting, bookkeeping terminology and practices
• Establishes and maintains productive relationships with senior personnel
• Frequently meets with AM to review his/her activities
• Works with Account Executives, new media team to ensure accurate billing
• Reviews estimates, invoices prior to release and ensures prompt collection of AR
• Prepares and processes Purchase Orders (P.O.s), invoices, check requests, contract payments
• Ensures P.O.s and invoices are accurately matched
• Assists AM with year-end processing of Accounts Payable
• Works closely with AM to resolve day-to-day budget issues
• Provides reports as requested by AM, senior personnel
• Makes bank deposits on behalf of AM (as requested)
• Assists with processing of employee reimbursements
• Verifies items billed vs. items received; reconciles differences with vendors, employees
• Designs, prepares, maintains spreadsheets (as requested)