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Design a Virtual Office with Open Source?
apropos asks: "An interesting question came up recently when discussing (yet again) starting an open-source based consulting company: 'How would you design the ultimate virtual office with open source software?' With things like fax, VoIP, web, email, security and office suites all available as open source products, what kind of useful things could be done? One idea that came to mind was emailing answering machine recordings. What would you put into your ultimate virtual office solution?"
Emacs has all those things, right?
You can use Asterisk for your PBX.
What would be useful?
emailing answering machine recordings.. I don't think so. Emailing the entire answering machine recording could backfire. That could easily be used as a DoS against someone's email box ("Let's all leave a message for that ass Professor Doofus tonight!")
Not that I get a lot of faxes these days (read: "the 21st century") but it would be nice to have software that would OCR a fax then email the text to me (this one is simple enough that it probably already exists) == Less paper.
If a company were large enough to have a mail room, then scanning in snail mail and emailing images would be neat. One could always fetch the hard copy if needed. I'm far more efficient with electronic files than I am with paper. (My desk is a pigsty)
Trolling is a art,
That's what I'd put into the picture. People. Remember, technology is nothing but an enabler. From the receptionist who answers your phone (can be in a call center, sure, but they should be breathing) to the monkey on the keyboard getting the job done, people are what will make the difference. Everything else is an end to a means, and besides - there's nothing like dealing with people to cut through some of the crap that we get day in and day out with this stuff.
You're special forces then? That's great! I just love your olympics!
We've been using a voicemail-in-the-inbox solution from Avaya (Unified Messenger) for about 5 years at a 100 user company. It's extremely stable and reliable. Interestingly... it's fully integrated with Exchange. It uses the Information Store as it's voicemail storage. When you dial into the voicemail system from a regular phone, it says "you have x new voicemails, x new emails, and x new faxes". It then gives you options to access all of those (read your email with a text->speech, or forward your emails (with attachements) or faxes to another fax machine.
:)
It's really cool technology and continues to amaze everyone we show it to, so I'm surprised that it's not yet fully commonplace.
For an open source solution? Hmmm... good luck?
I haven't done it yet (largely because of the cost involved and my current lack of funds), but an open source VOIP system could kick ass and save you money. Phone systems are historically very expensive. It should be possible to run VOIP on your NAT router with an asterisk compatable phone card that supports say, 4 extensions (assuming a small office here). Phones are probably your biggest expense, but a complete phone system is often an order of magnitude higher than what can currently be implemented with VOIP in a small office, at least that's my take on it.
Slackware, what else when it must be secure, stable, and easy?
Laptops (computers) are expensive.
Laptops (secretaries) are expensive
Hmm... which one to choose?
My hyperlinks aren't worth the paper they're printed on.
Just create an MS BOB clone! Not only would you have a virtual office, but you'd have a virtual kitchen, living room, filling cabinet, and more great features at your finger tips!
How many slashes would a slashdot dot, if a slashdot could dot slashes?
If your seceratay/personal assistant/receptionist isn't worth $40k a year you've got the wrong person in the job.
This isn't a place for a decorative "dumb blonde." That's Fortune 500 CEO stuff.
In a small, virtual, high tech company doing most of its work/business over internet/phone the assistants should be among the sharpest people you've got working for you, and payed for it.
They'll pay back their high salaries in triplicate. Thus they're cheap. The reduction of the assistant to a "seceratary" is one of the greatest tragedies of the corporate world.
KFG
VOCP does this. Multiple mailboxes, faxes, faxback,
downloads messages via the web so that they can be played anywhere. Uses perl and python.
Works very well, I have used it for over 3 years.
And of course, it's GPL licensed, and downloadable at vocp.sourceforge.net.
PK
. . .but I have to service my customers first and I only have 24 hours in a day.
Bingo! And your hours are more valuable taking care of those things that only you can take care of than they are taking your clothes to the cleaners and picking them up again, and all those thousand and one little tasks that the modern "seceratary" has been taught to refuse to do.
I've known salesman who payed assistants out of their own pocket when the company refused to provide one, because their time selling was worth more than the time doing the things the assistant did for them. And I'm not talking about million dollar a year salesman. I'm talking about people in their first year or two in the trade making $20k themselves if they were lucky.
Yes, startup is tough. You thought you were through living on Ramen noodles and sleeping on a hand-me-down sofa bed when you got out of school, didn't you? Now you've got all that again, plus the fact that you'll spend many a night tossing on that sofa bed wondering how in the hell you're going to make Friday's payroll.
You rich, bloody capitalist pig you.
Even so, you'll find that you're better off in the long run (like, within a year) hiring one technologist and one assistant than hiring two technologists, because that assistant will be leveraged into more, and better, work by both yourself and your technologist. The affect it can have on morale alone is astounding.
Use the software for what software can legitimately do. Like connect you with your technologists, and them with your customers. But use people for what only people can do, like making sure you never run out of toner, and thus lose hours of valuable work time while you chase after more instead of chasing after customers or getting the print job out by deadline.
Go to your local college and find a CE sophmore who'll take a part time internship for $7.50/hr, 10 hrs/wk.
Don't lie to them. Tell them they're going to be the office schlub for a startup with dubious finances and future. If they take the job they'll bust their ass for you with a smile on their face.
Just be sure to reward them when you've reached the point where you can. They'll be yours for life if you do that.
They'll piss all over you if you don't, and you'll deserve it.
And yes, I'll have a look at your software.
KFG
This topic has been on my mind for the past year whilst I've been setting up a small (3 location, 5 person) management consulting practice. I'm going to dump as much as I can here.
;)
1a. File-sharing across multiple locations. Haven't done this because bandwidth isn't quite cheap enough yet, but perhaps in the near future, I'll be setting up rsync'd shares between the 3 locations so we can work from the same file base. Hasn't been a problem when working on separate projects but with more joint projects, it is starting to get messy with people keeping their own project directories.
1b. Search interface to files. Heirarchical file structures suck for trying to find things. Good for filing once, but I reckon I could retreive files quicker with a google-like interface. So, I want a prebuilt web front end that can automatically provide a search interface to samba shares. I should be able to treat each share as a collection, so I can chose to search just one collection or many. This would be very useful.
Personally, I want to work towards the following solution.
* samba shares of heirarchical folders that can be mapped and synced to laptops
* a web search interface to the samba shares that understands doc/xls/pdf etc a la htdig
* rsync to maintain similar shares across multiple sites
Alternatively, it would be interesting to investigate peer-to-peer as an alternative - as long as files could still be synced to go on the road. Cool P2P features would be to define how many copies should be stored of each file on the network (to force backup) and to have the primary files migrate to where they are used the most to cut down bandwidth transfers.
2. Groupware - I've been meaning to look at the OSS groupware packages available, because with more shared projects, we need a centralised way of managing projects, tasks, calendars and contacts. These should be able to be accessed from Outlook ideally (Outlook 2003 is pretty good I have to admit). It would be nice to have faxes received via a modem in a linux box arrive in the groupware where appropriate staff can access them from wherever they are at the time. The groupware would naturally be a good home for the web interface to the samba file shares.
3. Office software - OpenOffice.org appears to lack the ability to track changes - essential for multiple people working on a project. Compare document is not enough. You need to be able to identify changes, and add comment bubbles for the development and review process. Additionally OOo needs to have a basic project management tool, drawing tool, and even a note taking tool a la MS Project, Visio and OneNote. That would cover most business needs.
4. Security phpki looks interesting and useful for managing email certs. Naturally most network communication should be encrypted between locations with SSH tunnels or similar.
5. Intelligence. Haven't seen anything like this but it would be very very useful for any business. There needs to be a web interface to an intelligence gathering and searching tool. So I hear that "so-and-so is planning to do this" I can record it in a database. Later, someone could search for so-and-so and be provided with the gossip from the different sources within the organisation. Could be a very useful tool. Perhaps something like an OSS version of the NSA's Intelink software - a means of providing, sharing and searching business intelligence.
6. Timesheet. A good OSS web based timesheeting system would be very useful.
7. NNTP. Thats right, I want to use good ole newsgroups. I tried web forums, but they didn't go down well because you had to be online. With NNTP you can use an offline reader, and reply offline. I reckon I can get my technophobe partners to use that because its so similar to email. Email is a bane for internal communication because of the cc's and everyone archiving mail. It would be easier to move as much as possible to a newsserver and use email only for direct communication between two people. Then a web interface from the intranet would be nice as well!
I'm not asking for too much am I?
I think the most important thing is not usability as an earlier poster claimed though that is important but maintainability. Owners of small businesses with a dozen employees can't afford to have a full time network or systems administrator. So the responsibility usually falls on someone who is an engineer or administrative assistant but who is more interested in computer stuff than their average co-worker. If you put together a package that requires them to call you back in at $120 an hour everytime something strange happens, it will put the brakes on adoption. Make your money and your reputation on doing installs and never needing to come back. Make your product and service the AK-47 of the SOHO world. BTW, if any readers don't know, the M-16 has better range and accuracy but jams when not cleaned regularly whereas the AK rifle can be dragged through swamps and get sand and mud in the chamber yet keep on firing happily, at least that is the reputation. (If any godless communists with personal experience with it want to correct me, feel free.)
As for specific cool ideas... Take the voicemail to email one step further: maybe you could get voice recognition software to translate the message to words (or just phonemes when it is unsure of a word), send that to email, and act as a proxy allowing a reply email from, for example a two way pager, to be translated back into speech by voice synthesis software, then redial the original number found by callerID, read off the reply and ask for a certain touchtone or the word 'confirmed' to be said if the correct recipient got the reply. Like this:
Liberals call everyone Nazis yet they are the closest thing to it.