Can’t my brains just get along?

Before you write me off as confused, or worse schizophrenic, consider this... I’m a high social functioning PC person, and I use both a BlackBerry and an Apple iPhone.

I like to consider myself a prime candidate to cross compare these leading devices as I can recount both the best, and the worst of both. For instance, surfing the web on a BlackBerry can be painful and slow – somewhat akin to doing email on an iPhone (from the perspective of a BlackBerry user of course).

I love the BlackBerry for its push notifications, making having to play fetch with the iPhone to get my mail seem silly in comparison.


My BlackBerry integrates into my existing business systems, giving me a common view of my inbox, with a complete record of all incoming and outgoing emails from desktop, and the web. On the other hand, email on my iPhone is disconnected from everything else, forcing me to deal with my email all over again, even if I’ve already viewed and responded all but one message.

Happily, if I’m in need of a faxed or signed doc while I’m mobile – and it happens more often than you think – I can rely on the myFax BlackBerry app or the myFax iPhone app to get the job done.

So what’s my bottom line? I think it all comes down to what brain I’m in at any given time. Left brain, BlackBerry; right brain, iPhone.

If I’m feeling particularly angst ridden about a proposal or deal I’ll inherently be looking for speed, so BlackBerry will be my choice. If I’m feeling a bit more amenable and desire a more engaging experience, I’ll lean to the iPhone. Either way, I’m in business no matter what, with a nod to the myFax app for thinking of me, in both my brains.

The Trick of the Fax Machine

One of my favorite quotes comes from the movie "The Usual Suspects" (also one of my favorite movies). In it, while being interrogated by the police, Verbal Kint (Kevin Spacey) tries to explain the man and the legend behind Kayser Soze - the criminal mastermind who makes the Godfather seem like a choir boy. In the face of opposition to the existence of such a criminal mastermind, he utters the phrase, "The greatest trick the devil ever pulled was convincing the world he didn't exist..."

You can draw a lot of parallels between that movie line (it's actually a literary quote) when thinking about fax machines. Most of the time when someone mentions a fax machine or utters the phrase "I have to fax this..." most people respond with, "fax machines still exist?" They do - in abundance.

I haven't seen worldwide stats out there on the number of fax machines still in existence, but it's estimated there are approximately 20 million machines in the US alone with billions of fax pages sent worldwide. These machines do their part to negatively impact the bottom line, productivity, and the environment. All the while, there exists Internet faxing - a cost-effective, productivity-boosting and environmentally-friendly solution. But you already know that - because you are one of the close to half a million customers who send and receive faxes using email, the web, smartphones and popular software applications like Microsoft Office(R).

But as big as the MyFax army is, the fax machine empire seems bigger. What these people don't realize is that fax machines do more harm than good. So when you see someone using a fax machine, set them straight with the following helpful FYIs:

1. Fax Machines and the Environment:

• Fax machines are energy vampires and consume more electricity than any other piece of office equipment, according to the environmental protection agency;
• Fax machines print everything, whether required or not - that's a big reason why in the US, annual office paper consumption is enough to build a 10-foot-high wall that's 6,815 feet long! That's greater than the distance between New York City and Tokyo;
• Most people don't recycle the machines themselves and therefore they end up in landfills. The same goes for the toner cartridges used to print the faxes and the paper and the ink dries on - straight to the landfill.

2. Fax Machines and Costs:

• At the low end, fax machines start at about $100 and at the high end in the thousands, if you're looking at an all-in-one;
• The extra phone line needed for the machine costs anywhere from $20 to $30/month
• Don't forget the cost of toner! Paper and the electricity to run it on average about $9/month (assuming you're running it for the entire year, using it modestly).

The MyFax referral program allows you to gift friends and employees with a free month of Internet fax service so they can see for themselves the advantages and benefits of Internet fax. If your friend decides to stay on, you get a free month too! More information on the MyFax refer-a-friend program can be found here.

Fuggedaboudit! The Dilemma of Online Storage

I read about an interesting study in the early part of the decade on cab drivers in London, UK. As a result of having to mentally map and navigate an entire city, these drivers had, over time, developed an enlarged hippocampus (the area of the brain associated with memory and learning). Essentially, without getting into medical mumbo-jumbo, these men and women, while on the job, had their brains rewired and as such developed a sort of super memory. Lucky them.

For the rest of us ordinary Joes and Janes - we have a hectic life that contributes to what I like to refer to as the scourge of the small business person - absent-mindedness.

As a small business owner you are your business - you are sales & marketing, accounting, administrator, and CEO. Your primary objective is to grow the business, meaning you're on call 24-7. What complicates the matter is the "mobility factor" - your "office" could be at home, in the car, at a client site, or at some other location in your city or state. So now you have to lug around your laptop, business phone and maybe personal phone (if that's the case, you should really check out my1voice) and you have to ensure you have your briefcase, PDA, and the list goes on and on.

How do you remember everything or ensure you have everything nearby when there's just so much to remember all the time? You can create a checklist for every time you go out the door, but that would be cumbersome and time consuming, and I've said it before and I'll say it again, money is not the most precious of resources, time is (I just saw the most recent trailer for Wall Street 2: Money Never Sleeps, where the great character, Gordon Gekko, reiterates my point).

Physical paperwork adds to this dilemma, so much so that it has spawned an entire industry for online storage targeted at small business. Other companies wrap these services in fancy names like Content Management System and sell them to big business for a lot of money.

Faxing is no different because whether you look at it from a mobility perspective (the machine doesn't go anywhere) or from a physical documents perspective (a fax machine prints everything), you quickly realize, "Houston, we have a problem."

There are many free value-added features that are part and parcel of the MyFax service. Two that might help alleviate some of the pressures of remembering to bring everything, everywhere are the ability to store commonly faxed documents inside MyFaxCentral as well as one year of unlimited inbound and outbound fax storage. Available in the Send and Receive preferences section of MyFaxCentral, each permits you to leave all the fax paperwork behind like contracts, schematic designs and other important fax documents that are an essential part of the supplier-customer dynamic. Each gives you access to your important faxes from anywhere in the world you have access to an Internet connection and a web browser.

Feel free to check them out! We know that removing fax documents from your list of things to remember will definitely alleviate the pressure of doing business on the road.

Goodbye Rolodex, Hello Fax...Wait, What?

Those of a certain age will remember the golden era of American business when being a salesman meant the obligatory Rolodex, luxury air travel, dedicated secretary, and the three-hour lunch. The facsimile machine was a marvel to behold - simplifying document sharing, accelerating signatures close and far, and freeing up time for a round of golf. Today, the Rolodex is gone, air travel is, well, less than civilized, you're your own administrative assistant, and lunch is ten minutes at your desk.

But whatever happened to the fax machine? Well, in the words of the inimitable Mark Twain, "the reports of my demise have been greatly exaggerated." With an estimated 20 million fax machines still operational across the US, faxing remains vital to the operation of many businesses - used to order inventory, invoice customers, and comply with legal and regulatory documentation requirements. Anyone who works in (or who has customers in) healthcare, real estate, or the financial industry still see faxing as a core element in their day-to-day business. Go figure!

For the folks selling to these businesses today, it's all about the pipeline or funnel - filling it, managing it, reporting on it...from anywhere at any time! To do this efficiently and effectively, most businesses have gone electronic with their prospecting and sales forecasting activities, somewhere between spreadsheet management and fully deployed Customer Relationship Management (CRM). So where does faxing fit in this new, searchable, mobile, online age of sales?

The trick is in integrating the best of the old with the best of the new, as opposed to forcing new or different workflows on your prospects and clients, or trying to keep track of two parallel communications channels. Let's look at Salesforce CRM and the integrated MyFax app as an example.

MyFax for Salesforce CRM (available via AppExchange) enables users to securely send, receive, and manage their faxes from within Salesforce CRM. This integrated solution:

• Provides an integrated record of all client/contact communications across the organization - sales, marketing, finance, audit, support, etc.;
• Enables the receipt and sending of communications requiring a signature (i.e. PO, LOI, contract) from anywhere with Web access;
• Delivers immediate organizational cost savings and related efficiencies;
• Integrates faxing into the marketing mix with email to fax and fax to email options;
• Improves the fax user experience - internally and externally.

If you haven't tried MyFax for AppExchange, click here to get started. And as always, share comments below on how YOU integrate fax into your sales workflow.

Efficiency is All About Workflow Part II: Get Your ACT! Together

One of the greatest things that has happened in software over the last decade - and which isn't trumpeted enough - is the ability of software programs to interface with one another. This ability to integrate one program with another truly paved the way for the current app craze. The advantages are blatantly obvious - there are just certain software applications used by everyone in business, and the more integrated they are, the more efficient the user can be. Why is this important? As I've noted in previous posts - for a small business owner, time is a precious resource. Rather than cut corners on things like running their business, these enterpreneurial folks multi-task to get things done.

Customer relationship management (CRM) is a staple for organizations big and small, whether they're for-profit or not-for-profit. There are, of course, many CRM solutions out there, and depending on organization size or function, there is usually a common preference. For instance, ACT!, SalesForce CRM and Microsoft Dynamics have historically been tailored to SMB, mid-sized and corporate customers respectively. Increasingly, most vendors now segment the CRM market by releasing various versions of their software and/or service with limited or increased functionality (depending on their target).

So what are the advantages of using a CRM solution? I could go through an entire list, which would change depending on what your industry was or what your job function is. Better yet, I'll describe a situation that many of us have probably experienced - being called by a company, of which you are currently a customer, and being sold a product that you already own/subscribe to. Nothing makes you feel like a valued customer like that conversation (and afterwards), and this really stresses the need and importance of using a CRM.

For small business, ACT! by Sage has been one of the more popular CRM applications, with an active user base of 2.8 million users. As noted above, different ACT! versions now exist, tailored for bigger companies, different industries (real estate, financial) and those geared toward software-as-a-service. ACT! includes contact management, prospect tracking, a calendar and communication tools, along with reporting and dashboards. It easily integrates with office software like word processing and email programs. Sound familiar? MyFax does the same - we're fully integrated into Microsoft Office and other word processing software, as well as popular email programs like Microsoft Outlook and Gmail.

ACT! and MyFax can easily integrate with one another via the MyFax for ACT! plug-in, a free tool that's available as part of your MyFax service. Using this plug-in, you can easily track your history of faxes sent to ACT! Contacts; easily send faxes to an unlimited number of ACT! contacts; use Mail Merge ACT! templates to personalize your faxes; and view received faxes directly within ACT! for up to 365 days.

ACT! isn't the only popular CRM solution that MyFax is directly integreated with. In an upcoming blog post, we'll review MyFax integration with SalesForce CRM.

Either way, with MyFax for ACT! integration, we hope our small business customers enjoy the few extra minutes in the day.

Batter Up - Are You Ready?

Like successful small business owners, Major League Baseball's best managers know when to tinker and when to leave well enough alone. That makes complacency your biggest enemy. For example, as a small business owner, look at your IT infrastructure - it may not be broken, but is it taking too much time, energy, and resources for the results it derives? Like the good baseball manager who tinkers with his batting lineup to get his players in the right slots, your IT support system is something you need to constantly review, looking for what works best now.

Perhaps the toughest part of any baseball manager's job is letting a player know that he no longer benefits the team as he once did. Fortunately for small business owners, the decision to replace an IT component isn't nearly as heart wrenching. After all, a piece of peripheral hardware like a fax machine is an inanimate object that won't break down in tears if you decide the time has come to eliminate it due to cost, ongoing maintenance, or the simple annoyance factor.

While small businesses have proven to be resilient in this era of economic recovery, they're facing the most critical time of the year - the fourth quarter. The fourth quarter of any year is like the ninth inning of a tie game. You don't have time for pop flies or strikeouts; you need to get a run on the board and earn that win! And to do that, you have to be aware of the resources you have. It simply won't do to go overboard spending time and money that will mean a poor return on investment (ROI).

Small businesses can make the most of their fourth quarter by looking to the cloud. Using cloud applications like MyFax, you can minimize margins and stay focused. These affordable, pay-as-you-go applications are operational in minutes and can be accessed from anywhere you can access the Internet.

On September 16, we'll host a webinar on the Intuit Community called "Home Run Stretch - Make the Fourth Quarter Count!" This is a must-attend event for small businesses, as we'll discuss:

- Leveraging cloud applications to streamline time, lessening time spent on administrative tasks;
- How your business can go paperless for efficiency and effectiveness;
- Why you need to integrate workflows to avoid duplicated efforts;
- The advantages of going mobile with your iPhone, Blackberry or Android to make the most of your day

Click here to register for this webinar and hit the comments with YOUR suggestions as to how to make the most out of the fourth quarter "home run stretch."

Efficiency is All About Workflow

Over the last year and a half I've had a pretty hectic life - working and studying full time. It was a unique experience, which tested the limits of sleep deprivation, productivity, and work/life balance. It was also unique because it allowed me to experience what small business owners go through in terms of starting and growing their businesses. What I came to realize in the context of the day-to-day life of a small business owner is that time is the most precious of resources.

Saving time requires you to identify the many little things that can deviate your attention from far more important things - like growing your business! It's called being efficient, and as many small business owners will tell you, it's easier said than done.

The MyFax service has, over the years, gone far beyond just offering you the ability to send and receive faxes with your email, the web, or your smart phone. We continuously listen to our customers, and we've gladly delivered with innovative integrations with some of the most popular software applications and mobile phones in the market, including: Microsoft Office and Outlook, Salesforce CRM, Act!, Lotus Notes and, just last week, the iPhone.

In addition, we also created the MyFax Print-to-Fax Assistant. The Print-to-Fax Assistant is a print-driver that lets you send faxes directly from within any Windows-based application by simply selecting File>Print>MyFax.

The MyFax Print-to-Fax Assistant further integrates MyFax directly into your current workflow by allowing you to manage fax communications and document management workflow even more efficiently. Here are some examples:

Two of the most popular office document applications outside of Microsoft Office are Google Docs and OpenOffice. Each offers a suite of free products similar to Word, Excel, PowerPoint, Access, and Visio. The fact they are free and offer similar functionality has made them popular among small business owners.

Once you have installed the MyFax Print-to-Fax Assistant and you are working within any of the aforementioned programs, rather than saving the file and closing the program, you simply select Print and Choose MyFax. The Print-to-Fax Assistant will then open, and from there you can send your document to multiple recipients by either manually entering contacts or uploading contacts from Outlook. You can even include cover pages and billing codes.

The MyFax Print-to-Fax Assistant is free to all MyFax customers and can be downloaded from MyFax Central. You can see it in action yourself by viewing our video tutorial. Either way, we hope you enjoy the extra few minutes in the day you'll save because of it!

Need to Run Your Small Business? There's An App For That!

I love my iPhone. There's no two ways about it. The marketing professional in me loves how it totally changed the mobile phone game, and the branding and marketing behind it - right from its amazing and flawless design down to the packaging. The early adopter in me loves having the best piece of technology out there (I already have the iPhone 4 while many of my friends are still waiting for theirs), and the ability to stream things like World Cup matches directly on my phone, while at the beach. The business person in me loves what the iPhone and its apps marketplace represent - a remarkably simple but powerful piece of technology that can help you run your business from the palm of your hands, from any corner of the world. But why is that important?

Well, one common thread across our many customers, who are spread across many industries including real estate, construction, and health care, is the "mobility factor." Whether a small start-up or a large enterprise, mobility can now make or break your business. It's no wonder then, why close to three quarters of US workers can now be classified as mobile.

Developments that have certainly aided and abetted this trend include not only the iPhone, but other smart phones and the availability of Software-as-a-Service (i.e. software applications you can access over the web). Starting with the BlackBerry and the idea of "email everywhere" and evolving to the everything-under-one-roof iPhone and Android smart phones (with their respective marketplaces), and continuing with the availability of 3G/4G Internet and cheap data plans, small business owners using SaaS in conjunction with their iPhone can now run an entire office out of their car, at a client meeting, or at half-time during their son or daughter's sports game. This means they are connected to their customers , employees, suppliers and partners 24/7 - anytime, anywhere.

Where Does Fax Fit In?

So where does fax fit in? Well, fax is still an important business communications tool and a staple for many industries in the context of the prospect-customer-supplier dynamic. So it's no surprise that our very large and mobile customer base requested and now has available to them the MyFax app for the iPhone. Available in the Apple App Store - for FREE - this app means MyFax customers can now add even more convenience to their iPhone business experience.

So bear with me for a moment, as I've been waiting a long time to say this: Need an important fax but you're 1,000 miles from your office? ...There's an App for that!!

Read more about the MyFax App for the iPhone here.

So what role does your smart phone play in your business strategy? Have your say in the comments...

Best Buy Adds MyFax to its Software Installer

As you may have seen, we had some exciting news to share with you this morning, as MyFax has been added to the list of productivity tools available through the Best Buy(R) Software Installer on selected PCs and netbooks sold at Best Buy stores in the US. This is very exciting news for us!

For any of you who run your own business, your computer often becomes your ultimate communications hub - it's one of the most important items you own. As you know, merely selecting what PC you use is only the first (and arguably the easiest) step you'll take to set up this hub. Getting it fully operational is a whole other issue.

What's made this process so difficult is the dramatic rise of bloatware. You've likely run into bloatware before - all those extra programs and free trial offers littering your desktop because the PC manufacturer was paid to place them there. Even if you navigate the endless slew of registrations associated with these programs, in 30 days you find yourself in a panic because your free trials have "timed out" and you have no way to access the information you need.

As if that wasn't difficult enough, trying to configure one of those combo printer/fax/copier/scanner devices to your new PC is a nightmare, to put it mildly. Your reward for successfully doing this? An endless stream of faxed advertisements that eat up your not-so-endless toner cartridge!

This is why our news today is exciting - Best Buy and MyFax are letting you regain control of your office environment. Using the Best Buy Software Installer, you're able to tackle the issue of bloatware head-on, as you pick only the software you need. That's right - no more free trials for confusing software you've never heard of. Couple this with MyFax, which provides an integrated fax solution that doesn't require any installation, configuration, special hardware or mystifying software. As our customers will tell you, MyFax also lets you choose how you want to manage your faxes, including which faxes you print. No expensive cartridge replacements.

No one wants to spend scads of time just to set up their PC or netbook - we've got too much to do! We feel today's news is one way you can get rid of a common technology headache.

If you want to learn more about today's news, be sure to visit our newsroom.