When we set out to launch Dogwood Communications, being a marketing and communications firm specializing in sustainability (both in message and in practice), we knew that we needed to do things the right way internally first and foremost. We needed to set up our infrastructure in a way that minimized our ecological footprint, but at the same time allowed for sustainable and scalable growth. That goal, combined with the fact that frankly we had no money when we got started, forced us to find some creative solutions–solutions that have proven highly effective thus far.
The first issue we came across was, how do we set up an IT infrastructure so that we could implement a fully functioning and secure email and file-sharing system, but one that was virtual and accessible from any computer in any location with an Internet connection.
The whole mantra I’ve had as we went through the process of setting up our internal systems is to always try and use other people’s servers. Not only did we not have the money to invest in servers (and the requisite IT consultant costs that go with that), but from a sustainability perspective, cloud computing is far and away the most effective solution in terms of energy and environmental efficiency. Why buy a server just for ourselves, if we’re only going to use about 5% of its total capacity, and only for certain hours of each day? All I can say is, thank goodness for Google Apps.
Purchasing the enterprise edition of Google Apps cost a mere $50/user per year, and allowed virtually unlimited email and file-sharing capabilities, as well as a fully built-out intranet site. Having used the system now for awhile, I don’t see why any company would ever invest the tens (if not hundreds) of thousands of dollars it costs to build an in-house email and file-sharing system, which is then subject to the whims of your IT manager. If you trust your bank to provide security and regular back-ups of your personal information, there’s no reason not to trust Google with your email and file-sharing system. With a few minor add-ons, you can quickly increase your level of security and back up functionality over the already robust levels Google offers as a starting point.
Next up was our office. Again, given our financial constraints we couldn’t afford monthly rent anywhere, so we built out a nice home office here in Tiburon. However, we needed a way to meet with our clients, as well as our other partners, in a professional (and more centrally located) setting. This was when we discovered the joys of virtual offices. For a small fraction of the price of a regular office, you can get hourly access to high-end conference rooms, with fully built out A/V capabilities, along with a San Francisco mailing address, giving you the appearance of a much larger company. We went with the new Pacific Business Center’s location (www.pbcoffices.com) on Spear Street, in San Francisco. A top-dollar downtown address for a few hundred dollars a month. One that is easily accessible to all forms of public transit, thereby eliminating your need to use your car to get to the office. Throw in a virtual phone system for $10/month through Virtual PBX (www.virtualpbx.com), and voila, you have an office!
Last but certainly not least, we needed accounting and project-management systems. Again, we needed solutions that were accesible to all of our partners at any time at any location. Quickbooks was not going to do it. It seemed like a situation where there should obviously be multiple companies in our own backyard of Silicon Valley that would have created a solution by now, but alas, we had to find our solutions on the other side of the world, in New Zealand.
First off was the accounting system, Xero (www.xero.com). It bills itself as the world’s easiest accounting system, and having spent the last 15 years of my career working with accounting systems, I can’t really disagree with that. It does have some issues that need to be resolved (such as the inability to print checks out of the system), but the system is still in its infancy and I’d imagine they will continue to develop it over time.
Next up was the project-management system. The issue here was that I wanted to make sure the project-management system would speak with the accounting system, so we weren’t getting stuck making double entries and tying out two different systems. Xero offered up the perfect solution via their affiliation with another New Zealand company called Workflow Max (www.workflowmax.com). An easy-to-use and highly effective project-management system that automatically syncs up with Xero (passing financial information back and forth seamlessly), after just a few minutes of initial backend set up.
I look forward to seeing our solutions outlined above grow with us in the coming years, helping to create a blueprint for sustainable business infrastructures, without sacrificing anything in functionality or security (and in most cases, improving them).