In a previous post called “Everything Internet,” I asked the question; “How much of my job can I do online… for FREE?”
There’s a problem with that question, and so the answer, as it turns out, is – not much. As the IT Director of a Church, I have to keep 70+ staff members and oodles of volunteers working. A more appropriate question would have been; how much can I help them do online… for FREE? My conclusion, after doing some research, is… not much.
While there are many online apps; more often than not there’s a price to pay. The price will vary from app to app, and is not necessarily monetary in nature. Take email for example - Gmail has become a popular choice for people who want an online email service; they have a good product, and it’s free… or is it?
Currently the free addition of Gmail has spam filtering, 25GB of storage, Google Talk, and search abilities. While this is all good for personal email, it falls short in the enterprise arena. If you want central administration, archiving, and security (and we do want it), you’ve got to pay. Microsoft’s Hotmail is another good choice for personal email. Once again, Hotmail doesn’t stand up to the “corporate” test. If you move up to OfficeLive there’s quite a bit of goodies to choose from - with varying prices of course. Another, more elusive, cost is in the area of privacy. With any system there’s a chance that private data can be, well, not so private. In the case of an internally controlled and secure system; it’s usually human error that causes leaks. With services like Gmail; you don’t really know who’s reading your mail. At one point Google was scanning email for keywords and presenting advertisements to the end user. I’m not sure if they are still doing it; but I don’t like the idea; and I’m sure most people share my perspective, especially concerning business data.
When it comes to free applications – the tools we use on a daily basis, such as word processing, spreadsheets, and presentation software – there’s some real potential. StarOffice, provided by Google, simply can’t cut it for most of us. The real cost you get from switching to these free apps is in usability and simple change. The free apps are just not as powerful. Plus; the years of usage and training people have, goes out the window.
I’ll take a step back here and say that it is possible to benefit from these not-so-free solutions, and many people are doing just that. It all comes down to TCO and practicality – If the solution provides what you need, and you can justify the costs (financial or otherwise), it is likely a smart move. If you can lessen the management of local hardware and software, and still provide an adequate platform for end users, you may just have a winning solution.
When it comes down to it; no one can get by on offering free services alone. They can’t pay for all of the powerful equipment and highly trained staff it takes to make “free” without some kind of income. So; we’ll all continue to do what we’ve been doing – research, evaluate, and use what it takes to get the job done.
Chances are that we will never escape the fact that we have to pay for things… at least for the things that really work.
Friday, October 17, 2008
Sunday, September 28, 2008
Three cheers for the Helpdesk!
I’ll begin by saying that our helpdesk system rocks! At this moment, we have only 16 total requests in queue, and most of those requests are project related. Our system has allowed us to stop being fire fighters all of the time; and become a proactive IT team.
About two years ago we implemented an IT Helpdesk system. The system included helpdesk software (ServiceDesk Plus from adventnet.com), an actual desk (counter area in the hallway with an office and workbench in an attached room), and a helpdesk email address and phone number. We got our pastors and administrative staff on board, and was given the go ahead. We gave our staff three ways to contact the helpdesk – by phone, email, or walk up. Our helpdesk software has the ability to notify one or more IT staff by email or SMS text whenever it receives an email request; and the helpdesk phone can be forwarded to the cell phone of whoever is on helpdesk duty.
As I said above; the helpdesk is actually in the hallway. This hallway is constantly filled with people trafficking back and forth to events, groups, funerals, weddings, and other Church stuff. Because of this, the “IT” helpdesk gets bombarded with non IT questions – “can you tell me where room 200 is?” “Excuse me; where is the restroom?” “Do you know where I can find Pastor Bob?” “Can you tell me when Mom’s study starts?” – You name it, it’s been asked. Not only that; but the helpdesk is often a place for one staff person to ask where to find another staff person. My guess is that only about 10% of the questions asked at the helpdesk actually pertain to IT. Does this sound like a good place for the helpdesk? Well… probably not. We originally adopted this space because it was simply the only space in the building for us. We took what we were given and attempted to turn it into something useful.
Now; I have to stop here and explain something… Not only does someone have to man the desk in the hallway; in our case that spot had to become a permanent space for some brave soul. That someone is Dave, and Dave’s “office” IS the desk in the hallway. So much of the credit for the success of our helpdesk system goes to the one who gets asked all of those non-IT questions; the one who has to try and concentrate through all of the distractions while compiling asset lists, troubleshooting problems, and trying to stay ahead of the learning curve. Much of the helpdesk success goes to Dave, who graciously answers each question, passionately puts out fires, and still finds time to share a prayer (or a Dilbert cartoon) with a staff member.
Another reason for our success is a person that I hired about a year ago. Paula came on board after Jeff Berg left to run his new business, Ministry Centered Technologies. Paula gets to help with helpdesk (as do we all), but mainly gets to work on projects. Now, these are the kind of projects that every IT department has – pie in the sky projects that usually sit in the “someday” task list because of lack of time and resources – important projects that are just plain hard to get done. Paula is tenacious when it comes to projects, and she always finds a way to get it done.
So with Dave being the hub of the Helpdesk and my shield, Paula tackling under-budgeted, under-equipped projects with flair and enthusiasm, and our software keeping us all informed and organized; we’re able to do our part in making ministry happen. So – three cheers to the helpdesk!!!
About two years ago we implemented an IT Helpdesk system. The system included helpdesk software (ServiceDesk Plus from adventnet.com), an actual desk (counter area in the hallway with an office and workbench in an attached room), and a helpdesk email address and phone number. We got our pastors and administrative staff on board, and was given the go ahead. We gave our staff three ways to contact the helpdesk – by phone, email, or walk up. Our helpdesk software has the ability to notify one or more IT staff by email or SMS text whenever it receives an email request; and the helpdesk phone can be forwarded to the cell phone of whoever is on helpdesk duty.
As I said above; the helpdesk is actually in the hallway. This hallway is constantly filled with people trafficking back and forth to events, groups, funerals, weddings, and other Church stuff. Because of this, the “IT” helpdesk gets bombarded with non IT questions – “can you tell me where room 200 is?” “Excuse me; where is the restroom?” “Do you know where I can find Pastor Bob?” “Can you tell me when Mom’s study starts?” – You name it, it’s been asked. Not only that; but the helpdesk is often a place for one staff person to ask where to find another staff person. My guess is that only about 10% of the questions asked at the helpdesk actually pertain to IT. Does this sound like a good place for the helpdesk? Well… probably not. We originally adopted this space because it was simply the only space in the building for us. We took what we were given and attempted to turn it into something useful.
Now; I have to stop here and explain something… Not only does someone have to man the desk in the hallway; in our case that spot had to become a permanent space for some brave soul. That someone is Dave, and Dave’s “office” IS the desk in the hallway. So much of the credit for the success of our helpdesk system goes to the one who gets asked all of those non-IT questions; the one who has to try and concentrate through all of the distractions while compiling asset lists, troubleshooting problems, and trying to stay ahead of the learning curve. Much of the helpdesk success goes to Dave, who graciously answers each question, passionately puts out fires, and still finds time to share a prayer (or a Dilbert cartoon) with a staff member.
Another reason for our success is a person that I hired about a year ago. Paula came on board after Jeff Berg left to run his new business, Ministry Centered Technologies. Paula gets to help with helpdesk (as do we all), but mainly gets to work on projects. Now, these are the kind of projects that every IT department has – pie in the sky projects that usually sit in the “someday” task list because of lack of time and resources – important projects that are just plain hard to get done. Paula is tenacious when it comes to projects, and she always finds a way to get it done.
So with Dave being the hub of the Helpdesk and my shield, Paula tackling under-budgeted, under-equipped projects with flair and enthusiasm, and our software keeping us all informed and organized; we’re able to do our part in making ministry happen. So – three cheers to the helpdesk!!!
Tuesday, August 26, 2008
Blast From the Past
About two years ago; we started using Katharion as a third-party email filter; and up until now there’s been no problems. In fact; things were so great I turned off our local spam filter.
For the past week or so; we’ve been blasted by an influx of malware laden email. I contacted the helpful folks at Katharion and they said that they were working on it.
I re-activated our local filter; and it seems to be capturing quite a bit of infected email. I’m not sure why Katharion is not able to catch these; but I really hope they get their act together. Managing a spam filter is almost a full time job; and one I don’t enjoy… at all.
For the past week or so; we’ve been blasted by an influx of malware laden email. I contacted the helpful folks at Katharion and they said that they were working on it.
I re-activated our local filter; and it seems to be capturing quite a bit of infected email. I’m not sure why Katharion is not able to catch these; but I really hope they get their act together. Managing a spam filter is almost a full time job; and one I don’t enjoy… at all.
Monday, August 25, 2008
Why I don’t Twitter
My typical day is flooded with information from; email, phone calls, voicemail, text messages, RSS feeds, read and write blogs, and have face to face meetings.
Well… I learned a long time ago that I gain energy in silence. I recharge when it’s quiet. I just can’t see introducing more noise into my life.
Maybe I’m wrong about Twitter. Maybe somehow Twitter could actually make things less noisy. It would take quite a bit to convince me of that though.
Oh yea – I don’t use a desktop messenger for the same reason.
Well… I learned a long time ago that I gain energy in silence. I recharge when it’s quiet. I just can’t see introducing more noise into my life.
Maybe I’m wrong about Twitter. Maybe somehow Twitter could actually make things less noisy. It would take quite a bit to convince me of that though.
Oh yea – I don’t use a desktop messenger for the same reason.
Friday, August 22, 2008
How would you like that?
I was visiting Saddleback Church a few years back; and Eric Busby said something that stuck with me. I'm sure he didn't come up with it, and I don't know who did, but it's fantastic:
Pick Two
Good + Fast = Expensive
Good + Cheap = Slow
Fast + Cheap = Inferior
I'm sure you've seen this before; but it has saved my skin more than once, so it's worth repeating.
Friday, August 15, 2008
Can you hear me now?
It’s that time again. Another contract is up; and it’s time to start digging for “the best deal.”
I switched from Verizon to TelePacific for phone services a few years back. We got better rates, and just as (or more?) important, much better service. Even the monthly invoicing was better – all in one envelope. Happy days!
Well… the contract is up. I would love to just sign a new contract with TelePacific; and I’m guessing that’s what will happen in the end. I must do my due diligence, however, and see what’s out there that may be better.
Is there something out there that will blow traditional services out of the water? Will the cable company let us convert everything to cable and keep our numbers, like at home, for “one low rate?” Is there a “Skype” type of service that would allow us to make most of our calls for free?
In addition to services; we’re about to grow out of our present system, the Nortel Business Communications Manager. So I’m looking at Switchvox (based on Asterisk) as potential solution. Would switching to one of these systems give us more options? The problem is – I’m not a telephony expert – by any stretch of the imagination – Nor do I want to be.
So the hunt begins.
I switched from Verizon to TelePacific for phone services a few years back. We got better rates, and just as (or more?) important, much better service. Even the monthly invoicing was better – all in one envelope. Happy days!
Well… the contract is up. I would love to just sign a new contract with TelePacific; and I’m guessing that’s what will happen in the end. I must do my due diligence, however, and see what’s out there that may be better.
Is there something out there that will blow traditional services out of the water? Will the cable company let us convert everything to cable and keep our numbers, like at home, for “one low rate?” Is there a “Skype” type of service that would allow us to make most of our calls for free?
In addition to services; we’re about to grow out of our present system, the Nortel Business Communications Manager. So I’m looking at Switchvox (based on Asterisk) as potential solution. Would switching to one of these systems give us more options? The problem is – I’m not a telephony expert – by any stretch of the imagination – Nor do I want to be.
So the hunt begins.
Thursday, June 26, 2008
No More Tape Backups?
Well... I haven't reached no tape nirvana yet; but I'm inching my way there.
There are a few things that I can’t stand about backup systems; and backup tape is on the top of the list, right above the pure complexity of backup software. Backup tapes require too much thought, time, and funds – all of which; are at a limited supply. Tape has its place, but I tend to avoid using it if I can.
Enter Amazon S3 (thanks Jeff, for introducing me to S3!).
Simply put; Amazon S3 is storage for the Internet. It’s also relatively inexpensive storage - it’s secure, and flexible; allowing you to set permissions, and even stream data. However – and a big However; it does have a limit of a 5GB maximum single file size; so you have to get a little creative on the front end. Also; just the fact that it’s on the Internet means that transfers are somewhat slow.
Super Flexible File Synchronizer is a (currently) free program. It is, however, fairly powerful. It allows for secure, scheduled, unattended, transfers of data to S3. It will also send summary notifications via email as scheduled. So; I get notified of successful transfers, or any problems, in Outlook and on my BlackBerry.
S3 Firefox Organizer is a plug-in for Mozilla Firefox. It helps you organize and manage your files on Amazon S3. It’s easy to set up and easy to work with. You can view or set permissions on files, create directory structures, or simply delete unwanted files. I use this plug-in for manual, one time, transfers.
I’ve been using the tools above as an alternative method of backing up our most critical data (which happens to be Finance docs, and Shelby data). Basically; it’s an off-site copy of local backup data. Of course; I am still using tape – awful, dreadful, blasted, tape.
One of these days…
Here's some links for ya:
Amazon S3
Super Flexible File Synchronizer
S3 Firefox Organizer
There are a few things that I can’t stand about backup systems; and backup tape is on the top of the list, right above the pure complexity of backup software. Backup tapes require too much thought, time, and funds – all of which; are at a limited supply. Tape has its place, but I tend to avoid using it if I can.
Enter Amazon S3 (thanks Jeff, for introducing me to S3!).
Simply put; Amazon S3 is storage for the Internet. It’s also relatively inexpensive storage - it’s secure, and flexible; allowing you to set permissions, and even stream data. However – and a big However; it does have a limit of a 5GB maximum single file size; so you have to get a little creative on the front end. Also; just the fact that it’s on the Internet means that transfers are somewhat slow.
Super Flexible File Synchronizer is a (currently) free program. It is, however, fairly powerful. It allows for secure, scheduled, unattended, transfers of data to S3. It will also send summary notifications via email as scheduled. So; I get notified of successful transfers, or any problems, in Outlook and on my BlackBerry.
S3 Firefox Organizer is a plug-in for Mozilla Firefox. It helps you organize and manage your files on Amazon S3. It’s easy to set up and easy to work with. You can view or set permissions on files, create directory structures, or simply delete unwanted files. I use this plug-in for manual, one time, transfers.
I’ve been using the tools above as an alternative method of backing up our most critical data (which happens to be Finance docs, and Shelby data). Basically; it’s an off-site copy of local backup data. Of course; I am still using tape – awful, dreadful, blasted, tape.
One of these days…
Here's some links for ya:
Amazon S3
Super Flexible File Synchronizer
S3 Firefox Organizer
Thursday, June 19, 2008
Everything Internet
I've got a new computer sitting on my desk. So far; there's minimal software installed on it. My old computer had roughly 60 or so apps installed!
I found myself needing to make a flowchart, but hadn't re-installed Visio. I did a search and found an online flowchart program (free beta from flowchart.com). It's working for my needs.
Then a thought occurred to me. How much of my job can I do by using apps on the Internet?
Better yet - How much can I do online... for FREE?
I'll be laid up from knee surgery in a couple of weeks. I should have plenty time for research :-)
I found myself needing to make a flowchart, but hadn't re-installed Visio. I did a search and found an online flowchart program (free beta from flowchart.com). It's working for my needs.
Then a thought occurred to me. How much of my job can I do by using apps on the Internet?
Better yet - How much can I do online... for FREE?
I'll be laid up from knee surgery in a couple of weeks. I should have plenty time for research :-)
Tuesday, June 3, 2008
Duplicate File Management
I'm looking for something (that may not exist yet) wich will:
1. Search NTFS drives
2. Find duplicate files
3. Delete all but one
4. Leave shortcut markers in place of the files, pointing to the single file
5. If someone were to click the shortcut, they get a copy of the file. Once the copy is changed, the user gets to keep the changed file.
I know of something similar that works with Exchange... but haven't seen anything for other file types.
1. Search NTFS drives
2. Find duplicate files
3. Delete all but one
4. Leave shortcut markers in place of the files, pointing to the single file
5. If someone were to click the shortcut, they get a copy of the file. Once the copy is changed, the user gets to keep the changed file.
I know of something similar that works with Exchange... but haven't seen anything for other file types.
Mad Skillz
A report from Tech Republic (2008 IT Skills and Salary Report) lists the skills that us IT folks should be "on top of," confirming what most of us already knew.
Top 10 Tech Skills You Should Develop
If you like to be constantly developing new
skills, IT is the right field for you. In the late
80s, NetWare and IPX/SPX administration
were the skills to have. Today, it’s all about
TCP/IP and the Internet. Here are 10 skills
you should develop to keep on top of things
in the tech world in the next five years.
1. Voice over IP
2. Unified communications
3. Hybrid networks
4. Wireless technology
5. Remote user support
6. Mobile user support
7. Software as a service
8. Virtualization
9. IPv6
10. Security
Read more here.
Top 10 Tech Skills You Should Develop
If you like to be constantly developing new
skills, IT is the right field for you. In the late
80s, NetWare and IPX/SPX administration
were the skills to have. Today, it’s all about
TCP/IP and the Internet. Here are 10 skills
you should develop to keep on top of things
in the tech world in the next five years.
1. Voice over IP
2. Unified communications
3. Hybrid networks
4. Wireless technology
5. Remote user support
6. Mobile user support
7. Software as a service
8. Virtualization
9. IPv6
10. Security
Read more here.
Will it blend?
We are, once again, reviewing and testing various copy machines. Of course these are also printer/fax/scanner machines too; and will be connecting to our network. Along with this comes the need for software to manage everything. I remember when a copy machine simply made copies. Don’t get me wrong; I embrace the blending of technologies. It just means that us in IT get to add more to our “list.”
One of those days...
Today is one of those days…
I’ve got my calendar. I’ve got my BlackBerry – synchronized with my calendar. I know what I’m supposed to be doing. I just need to get everyone else on board with the fact that I plan out my time, and set priorities.
I’ve got my calendar. I’ve got my BlackBerry – synchronized with my calendar. I know what I’m supposed to be doing. I just need to get everyone else on board with the fact that I plan out my time, and set priorities.
Tuesday, May 27, 2008
Cool Tool! Evernote
I signed up for the Beta of a program/system called Evernote (www.evernote .com).
Evernote is basically a virtual clipboard. Here’s how their site explains it:
“Evernote allows you to easily capture information in any environment using whatever device or platform you find most convenient, and makes this information accessible and searchable at anytime, from anywhere.”
As the information junky I am; this tool is a quick and easy way for me to grab and store info that I can get back to and use later.
I’m loving it so far.
Evernote is basically a virtual clipboard. Here’s how their site explains it:
“Evernote allows you to easily capture information in any environment using whatever device or platform you find most convenient, and makes this information accessible and searchable at anytime, from anywhere.”
As the information junky I am; this tool is a quick and easy way for me to grab and store info that I can get back to and use later.
I’m loving it so far.
Spam Again
I’m currently working on Spam filtering… again.
We’ve been using Katharion for filtering. It has worked well enough that I was able to turn off filtering locally. For the past few weeks however; we’ve had an influx of spam getting trough. The body contains information as if from Microsoft. In reality; it’s pharmaceutical adds of drugs of which, according to my wife, I don’t need.
I enabled the IMF filter on Exchange last week, in hopes of capturing these items. Well… it didn’t help. I’m glad in a way. I didn’t really want to have to manage IMF again – too many false positives; and too much time sorting through to find them. I’ll contact Katharion and see what they say.
We have also been getting returned mail from mail that we never sent. There’s nothing I can do about outside address books getting compromised. Us IT folks understand that. But I find myself re-explaining it to staff on almost a daily basis.
Spam… I hate it.
______________________
Well... It turns out to have been a simple fix. I had whitelisted our domains; which ensured mail coming from our people from made it through. It was a good idea at the time, but it kept mail falsely appearing to be from one of our domains from being filtered. Which, in turn, let in spam.
I still hate spam.
We’ve been using Katharion for filtering. It has worked well enough that I was able to turn off filtering locally. For the past few weeks however; we’ve had an influx of spam getting trough. The body contains information as if from Microsoft. In reality; it’s pharmaceutical adds of drugs of which, according to my wife, I don’t need.
I enabled the IMF filter on Exchange last week, in hopes of capturing these items. Well… it didn’t help. I’m glad in a way. I didn’t really want to have to manage IMF again – too many false positives; and too much time sorting through to find them. I’ll contact Katharion and see what they say.
We have also been getting returned mail from mail that we never sent. There’s nothing I can do about outside address books getting compromised. Us IT folks understand that. But I find myself re-explaining it to staff on almost a daily basis.
Spam… I hate it.
______________________
Well... It turns out to have been a simple fix. I had whitelisted our domains; which ensured mail coming from our people from made it through. It was a good idea at the time, but it kept mail falsely appearing to be from one of our domains from being filtered. Which, in turn, let in spam.
I still hate spam.
Church IT Blogging
Well... I'm excited to see all of the Church IT folks coming together. It's about time!
It’s amazing how many geeks for God are blogging now. It’s also amazing how much I’ve been able to glean from the blogs and from listening to the Church IT Discussions via Talkshoe. I’ve never blogged before, since I never really felt the need. I’ve decided to jump in with both feet and run with it now. I’ve seen how the sharing of information and stories has impacted the Church IT world, and I want to be a part of it. I’ll do my best to post a couple of times a week. I have plenty to blog about - but, as all IT folks know - time burns faster than gunpowder, and I’ve got a zillion things to get done.
It’s amazing how many geeks for God are blogging now. It’s also amazing how much I’ve been able to glean from the blogs and from listening to the Church IT Discussions via Talkshoe. I’ve never blogged before, since I never really felt the need. I’ve decided to jump in with both feet and run with it now. I’ve seen how the sharing of information and stories has impacted the Church IT world, and I want to be a part of it. I’ll do my best to post a couple of times a week. I have plenty to blog about - but, as all IT folks know - time burns faster than gunpowder, and I’ve got a zillion things to get done.
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