When you sign up for an Intrante, or online office space, you get several features that are common to most all of them:

• Sharing of tasks
• Share calendars, appointments, meetings
• Document sharing for reading or for editing and updating
• Announcements section, like an online bulletin board
• Depending on Intranet vendor, other sharable features

Keep in mind, this is all online, so there is no software to install on your computer, and no network software to keep updated so all can have access.  You can set up varying levels of permission to users, letting them see or edit only what you want them to.  This gives you the ability to actually maintain files online that are specifically designated only for management, employee groups, or individuals.

In the next post about Intranets, I’ll introduce you to the one I highly recommend, as it also gives you the ability to create custom databases that can accomplish great things for your business.

What do you do if you want to know BEFORE it’s up on the web?  Actually, I’m not sure why you would want to publish a page to the Internet not knowing the keyword density before you send it up.  There is one tool that makes this very easy; Live Keyword Analysis.

You are likely to be writing your draft web text in a word processor or text editor.  All you have to do is copy the text and paste it into the keyword analysis box.  Then you enter up to three words or phrases, and you get your keyword density percentage right away.

Even better, you can edit it right in the box on the site, checking how text modifications can increase keyword densities.  When you’re finished, just copy it back out into your editor or web page design software.

I can write all about it here, but the easiest way to show you the utility of this site is in a short video below.

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We all have competitors, and we definitely differentiate our services by offering more expertise or experience.  However, in today’s hurried world, response is also important, sometimes critical.  How are you handling your cell phone voicemail?  Sometimes, just the nature or tone of your message can cause a hangup with no message, or they will call a competitor as well to see who will respond first.

Or, there is the current customer or client who you definitely want to keep, so you want them to feel special when they call and are possibly mildly frustrated that they got your voicemail.  What that message says, and how it says it, can make the difference.

Well, there’s a FREE (at least currently) solution out there that allows you to do some amazing customization of your cell voicemail greetings.  It’s YouMail.com, and I love it.  For those very special clients, you can create custom messages that play based on caller ID and their phone number.  So, when your big client calls, you can call her by name, with a special message like “Mary, you know how important your business is to me, so my not answering is obviously because I’m stuck in a stalled elevator with no cell signal.  Please leave me a message, and when I get out of this thing, you’ll be the first call I make.” Amusing yes, but also very personal, indicating Mary’s value as a person and a client.

I know, now you’re wondering how you’ll get the time to create special messages for hundreds of contacts.  You don’t need to.   If their name shows in their caller ID, the YouMail system sees it, and an option allows it to say something like this for a call from Jonathan Smith:  “Jonathan, Jim can’t take your call right now, but please leave a message, and he’ll call you back shortly.”  This is automatic if you elect the option globally, so you don’t have to set it up for each contact.
[important]You probably already want to check YouMail out, but I can give you some insight into how I use it in the Premium Content below the Related Articles…[/important]

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There are several ways in which YouMail can help you in dealing with clients or customers during real estate or other important time-sensitive transactions:

• It only takes a few moments to call in to create a special and different message for one particular person.  You can even do it from the menu items available when you receive a message from them.  Example:  Mary Martin calls to leave you a message that she’s concerned that she hasn’t heard anything about her transaction in a few days.  You tell YouMail that you want to change her greeting, as you won’t be able to talk to her the rest of the day.  If she calls back, she can hear a special greeting that you record telling her the current situation and her transaction status, and asking her to bear with you until you can call her in the morning.
• You’re about to go into an important meeting, and normally wouldn’t want to be disturbed and turning off your cell phone.  However, you have one special situation, and if you get a call from a certain person, you’ll want to break out of the meeting to handle it.  Just leave a special greeting for that person keyed to their caller ID.  Tell them that you’re in a meeting with cell phone off, but their call is important, so call xxx-xxxx and tell the receptionist to interrupt the meeting.  Talk about impressing a client!

Here’s a video.

Just set yourself up an account at Xpenser.com, and you’re in business.  Then you set up what are called “Reports.”  They are like expense categories, and allow you to group your expenses by type for the IRS.  It isn’t that typing in the entries is any easier than placing them into any other bookkeeping system.  It’s all the other ways in which you can get the expense entries in:

• Use your Twitter account, sending expenses in that will post for you with the proper amount and category.
• Text in expenses from your cell phone.
• Email in your entries from any computer or your Blackberry.
• Call them in using a Jott.com account, and they’ll convert to text and post.
• It will also track vehicle mileage, converting it to the amount for deduction.
• You can do the positive side of income as well.

Think about how great this is.  You stop by the office supply on your way to an appointment.  You pick up some computer paper and other items.  As you walk to the car, you call into your Jott account and tell it to Jott to Xpenser.  Give the details and the amount.  When you get home, just throw the receipt into a box, because your accounting is done!

**Check out the video below for an overview of how Xpenser works.  You can enlarge it to full screen with the small screen icon at the lower right.

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