New hotel opens near Bryce Canyon

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Bryce Canyon visitors have a new lodging alternative.

The Best Western Bryce Canyon Grand Hotel, operated by Ruby’s Inn, recently opened one mile from the entrance to the national park. The new smoke-free hotel, part of the sprawling Ruby’s Inn complex, offers 164 guest rooms, including 36 suites.

Amenities include a heated indoor and outdoor swimming pool, hot tub, 24-hour exercise facility and complimentary hot breakfast. Each room is equipped with a refrigerator, microwave, flat screen television and complimentary wireless high-speed Internet access. It also offers a business center that includes print and fax services and a 24-hour airport shuttle. The hotel has 2,000 square feet of meeting space.

Rates start at $159 per night, with a variety of special packages.

7 Essential Steps to Creating an Efficient Mobile Office

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1. Get a Laptop

This is an obvious, but vital step. You certainly can’t be a mobile worker if you’re tethered to your big desktop with your 22-inch widescreen LCD monitor. Ideally, you will have a powerful laptop that can replace your desktop and become your primary computer so you automatically have all of your files and necessary data accessible wherever your laptop is. You can even dock it when home so you can still take advantage of your big screen.

If you plan to keep your desktop and use a second mobile machine, step two is a must for you.

2. Use an Online Data Backup Site

If you are working on multiple computers, you have to have a system for sharing files between the systems. This is extremely easy to do these days with services like SugarSync and Box.net. For a monthly fee, these and other similar services automatically backup and synchronize your data across multiple computers, and even allow Internet access to your files.

Even if you have a laptop as your main computer, this is a great way to ensure consistent backup and accessibility of your data in case of a system crash.

3. Make Sure You Can Get Online

There are a lot of wi-fi access points around that you can probably connect to in order to work from anywhere, but in order to have a more stable and secure connection (which you need for a business), you will need a high-speed mobile access card. You can get one from your cell phone service provider (or get access by tethering your BlackBerry or iPhone), or from a company that offers pre-paid or pay-as-you-go wireless access. Make sure you use a firewall and data encryption however you connect.

4. Trash the Paper

Inevitably, there will come a time when you’re working on the road that you need access to some paper files back in the office. This can be a problem if you don’t have another way to get that information. If you start to make a habit of making all paper files electronic, you can create a secondary digital file cabinet, and eventually replace your hard copy files entirely.

For me, this means taking all of my meeting notes on my computer (or transferring them later on), managing my finances and my bookkeeping without any paper files, using electronic agreements, and scanning in any paper files that come my way. It’s a huge time-saver to have all of the standard paper documents accessible (and searchable) on my computer…and it’s good for the environment, too.

5. Get Mobile Phone/Fax Service

If you’re away from your home base, you won’t be able to run a business without a hitch unless you are able to maintain your phone and fax service. While you can certainly use your cell phone to make and receive calls as necessary, it can be more professional to use a virtual phone line and digital fax service so your clients don’t experience any changes in your accessibility.

I am setup to get e-mail notifications every time I receive a call or fax, and can make outgoing calls and send faxes right from my computer so it stays with me wherever I am.

6. Update Your OS and Software

Before hitting the road, make sure your operating system and software reflect the most recent updates and security patches. Not only is this a major time-killer if you have to do it when you’re mobile, but it will likely take a bit longer and result is some annoying downtime.

7. Setup Your Peripherals

The biggest peripheral for me is my trackball. I hate laptop touch pads and have zero patience with them, so my trackball comes with me wherever I go. Other equipment you may want to consider: a surge protector, an extension cord, a wireless mouse, a portable scanner, extra batteries/chargers, and a portable printer (only if printing is an absolute must).

Do you have a mobile office? What steps would you add to this list?

Paper, Paper, Everywhere, Nor Any Piece to Trash

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Network World – According to Parade magazine, paper consumption in the US peaked in 1999. But although paper use may be trending down, most companies still deal with pounds upon pounds of paper every day. Let’s look at three ways to better create, send, receive and retrieve paper and the information thereon.

Reducing paper use saves money and gives you green credit that’s earned, not faked. Am I the only one who finds the “We’re going green!” brochures contradictory?

The first rule of using less paper (no small business can really go paperless) is to print less paper whenever possible. Now that everyone connects to everyone else inside the company and across the Internet, everyone should use e-mail, shared document workspaces or even fax rather than print and snail mail.

If something comes in an e-mail, don’t print the message and hand it to your coworker, forward that e-mail. Copy and send the Web page, or better yet, send the Web address for the page, rather than print it and hand it. It’s always disappointing to see a worker print a page then feed it to a fax machine to send to a coworker in another area.

If you fax, fax smart. Don’t print your message and walk it over to the fax machine and feed the paper into the machine. Check out any of the e-mail-to-fax services, or just e-mail the information. Outbound e-mail-to-fax and inbound fax-to-e-mail services work great and are inexpensive.

If you haven’t discovered the great values in multi-function printers, check them out. I bought an HP PhotoSmart 2610 several years ago. It prints, faxes, scans and copies pages in full color. It saves space by combining four functions in one housing. This model uses ink jet technology, but I rarely print full color today, so the cost isn’t a problem. For black and white only, monochrome lasers cost a bit more to buy but cost less per page to print compared to ink jets.

Ink jet multi-function printers have come way down in price over the past few years since I bought my unit. Epson just sent me a WorkForce 600 multi-function printer that ups the ante over my old HP in two ways. First, it includes an automatic document feeder, a great improvement. Second, it supports wireless networking. Of the two, I feel the document feeder is much more valuable.

Copying or scanning pages on the HP requires me to put the paper on, hit the button, take the paper off, put the paper on, hit the button… With the Epson, I just feed pages into the top and the copies come out the bottom. Or the scans show up in my EspsonScan application on the computer. We can’t blame my old HP for not doing this, but I won’t ever buy another printer or scanner without an automatic document feeder. And the price of the Epson WorkForce 600 is under $200.

RingCentral Fax over Internet

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One fax over the Internet service provider has been helping customers worldwide improve and manage their daily fax communications. Built for small business, San Mateo, Calif.-basedRingCentral’s fax comes complete with innovative e-mail fax capabilities, from toll free and local numbers to advanced fax software.

RingCentral fax service gives everything that should be expected from a modern, business-ready fax solution, with the flexibility needed to easily send and receive faxes, anywhere.

The company released last week RingCentral Online Fax Service download for $7.99. The software is built for the following platforms, WinXP, Windows2000, Windows2003, Windows Vista Ultimate, Windows Vista Ultimate x64, Win98, WinME, Windows Vista Starter, Windows Vista Home Basic, Windows Vista Home Premium, Windows Vista Business, Windows Vista Enterprise, Windows Vista Home Basic x64, Windows Vista Home Premium x64, Windows Vista Business x64 and Windows Vista Enterprise x64.

Company officials say that its fax over the Internet is “simple, quick and affordable.”

“Your toll-free or local RingCentral Fax number is always available and will never be busy, even if you are in the process of receiving a fax. Because this is a fax via Internet service, you own no hardware and don’t have to install a dedicated fax telephone line in your office. RingCentral Fax takes care of receiving your fax, and then can forward it to you as an email attachment,” officials said.

RingCentral’s online fax service offers a low additional page charge that’s “two to three times lower than the other fax by Internet services.”

Fax over the Internet service offers a fully functioning, virtual office phone PBX system with a toll-free or local phone number allowing customers to contact the business regardless of location.

Those interested can signup for a “RingCentral Online Fax Service” account free for one month in addition to downloading the fax software for free.