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How Important Is Your Outlook Calendar?

| Blog | October 27, 2012

Your email and calendar probably consume far more than their fair share of your time. After all, you have to sort through unnecessary junk and try to come up with organization systems that work for you. Email clients are trying to take some of the stress off you; Gmail has the Priority Inbox feature, Outlook has color categories and mail rules, and AOL is even launching a more visual organization program called Alto. These can all help you handle your email, but what about organizing your Outlook calendar? Try some of these ways to simplify and organize your calendar.

1. Color Code Your Commitments: You want to be able to see at a glance who you’re meeting with, or at the very least, what type of meeting it is. Perhaps you want to make meetings with your boss or superiors one color, meetings related to a particular project another color, personal appointments a third color, family commitments a fourth color, and classes you’re taking a fifth color. Even better, match these colors to the ones you use in your Outlook email for consistency.

2. Purge Old Meetings: It may sound silly, but a lot of people have recurring meetings on their calendar that don’t actually happen anymore, or that occur more sporadically. Rather than having to mentally filter past them, go ahead and take the time to delete them from your Outlook calendar. You’ll be more likely to use the calendar if you can trust that the information on it is always accurate and up-to-date.

3. Create Clever Titles: When you have the luxury of entering appointments that you’re actually looking forward to, have some fun with the titles. Write clever ones that will catch your attention and ensure you don’t forget to go to the appointment. For example, instead of entering “Son’s football game,” you may want to enter it as “Crush the Crusaders and Celebrate.” You can use the same strategy on appointments you’re not really looking forward to but need to make sure you don’t miss, too. Just make sure the titles aren’t offensive if there’s a chance your boss may see them!

4. Sync With Your Smartphone: Rather than relying on being near your computer to get reminders about your Outlook calendar appointments, install an app on your phone so you can access your calendar from there. You’ll get notifications right in your pocket, wherever you are, so you won’t miss a meeting. Or if you’re at a meeting that’s going to run late, you can just pull out your phone and cancel your next meeting easily.

5. Get an Outlook Repair Program: Once you’ve perfected your system and rely on your Outlook calendar to manage your life, you probably want to have an Outlook repair tool on hand. That way, if you have a computer crash or your Outlook files get corrupted, you have a very good chance of being able to recover the data and keep up with your schedule. It sure beats having to contact everyone you ever meet with and find out what appointments you have scheduled with them.

When you have a tool you rely on as much as your Outlook calendar, it makes sense to take steps to optimize it for your needs. Find systems and tricks that help you use it more efficiently and decrease your likelihood of missing important meetings or double-booking yourself. Then, once you’re confident that you’re organized, it should be much less stressful to manage your calendar on a day-to-day basis.

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How To Do A Basic Salesforce Setup

| Blog | October 15, 2012

Image representing Salesforce as depicted in C...


Before rolling out Salesforce, you will have to take care of a lot of details such as when exactly you are going to deploy the platform, the hierarchy as to who will have the admin privileges, etc. Although these details seem trivial, you will be surprised at the number of people who neglect this. Finally on the launch date, they will be faced with so many complications that things are bound to go wrong.

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Small Business Owner, You Don’t Know Payroll Tax Law

| Blog | October 2, 2012

Small business owners are basically walking encyclopedias. Take the owner of an ice cream parlor, for example. There’s the basic information associated with the product he carries around in his mind: recipes, holding temperatures, sundae fixings and serving sizes. Beyond that, he’s keeping track of employee schedules, supply orders and bill payments. What about something as specific as payroll tax law? With everything else a small business owner has to understand, is there much room for constantly fluctuating tax rates? The truth is, time spent calculating tax liability is probably time better spent making ice cream or developing new marketing strategies. The ice cream shop owner could outsource his payroll to a vendor who can focus on keeping current with payroll tax law. If he doesn’t, here are the many parts of payroll tax liability he will have to master while also operating his business.

Part 1: Federal

The federal government has its own rates for how big a chunk it will take of a worker’s paycheck. These will vary depending on the withholding allowances selected by an employee on his or her W4 and also by the amount of earned payment being taxed. Of course, there are also other external factors to consider, like 2012’s payroll tax vacation announced by the Obama Administration in February. This temporary two-percent break will likely be going away soon, so our ice cream maker will have to keep track of when the break is in effect and when it isn’t to get an accurate federal tax number for each employee.

Part 2: State

Once federal liability has been calculated, the business owner can then move onto state liability. Each state calculates its payroll taxes differently, so the business owner will have to locate a reliable guide to his state’s tax requirements. Once he has done this, he can add state liabilities to federal and keep the tally going.

Part 3: Social Security and Medicare

Following state taxes, there are the flat taxes for Social Security and Medicare. Social Security will be 6.2 percent of gross pay and Medicare will be 1.45 percent. That would be all there is to this step, but Social Security does have an annual household limit – any income earned after the annual limit is reached will not be taxed. Instead, employers must match what would have been taxed from the employees.

Part 4: Unemployment

The employer will also have his own liability in the form of federal and state unemployment taxes. Unemployment taxes go toward federal and state programs that offer benefits to terminated employees and can vary depending on the standard turnaround rates of an employer’s industry. Since the ice cream owner works in food service, he can expect to pay a higher rate than a more stable industry. He will be expected to know which rate applies to him and pay accordingly.

Part 5: Paying Up

By now, most small business owners would be going insane from the amount of numbers and taxes they have to get just right. To make matters worse, there’s also the matter of actually remitting payment. Employers must be sure to collect the taxes they’ve calculated and remit payment – quarterly for federal, monthly or quarterly for withholding and in any number of intervals depending on state requirements. Also, depending on exactly how much an employer owes, they may be able to keep their withholding in a bank account of their choosing or they may have to use a bank specifically approved to accept tax deposits. Additionally, the federal government doesn’t accept credit cards. Payroll taxes can only be paid by check, money order or direct withdrawal.

Most business owners would take one good look at this list and decide they don’t have the time or energy to keep tabs on payroll tax law. Simply put, that’s because they don’t. Throw in the legal complications that can arise from paying even one tax incorrectly and it’s clear outsourcing payroll is the right option for any small business owner. The service is available online, offers easy-to-use interfaces and will even make payments on an employer’s behalf. To the owner of the ice cream parlor, that means fewer sleepless nights with a calculator and more time scooping up heaping servings of his famous mint chocolate chip.

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5 Services To Streamline Working at Home

| Blog | October 2, 2012

The fact that growing a remote workforce is now more and more a viable option for many companies makes growing and scaling easier, but its impact on company culture can sometimes be a mixed bag
The fact that growing a remote workforce is now more and more a viable option for many companies makes growing and scaling easier, but its impact on company culture can sometimes be a mixed bag

The fact that growing a remote workforce is now more and more a viable option for many companies makes growing and scaling easier, but its impact on company culture can sometimes be a mixed bag

Working remotely has become more and more common in recent years. In large part, this is due to advances in technology that make it possible for you to telecommute with coworkers. However, this process can still be time-consuming and difficult to adapt to. Luckily, there is a wide array of software and technology at your disposal to help streamline working from home. Here are five ways to keep your time devoted to your work at home.

1. Skype

Video conferencing services have made great gains as working from home has become more popular. Skype offers small business owners and those working from home video and voice chat, as well as a more traditional messaging service. You can use Skype for free conference calls with clients, coworkers and contractors or use their paid service for international calls to clients. Their mobile application also allows team members to take part with their cell phones if they are away from their computers.

2. Google Drive

Need an easy way to work with text files, spreadsheets and other simple documents on the go? Google Drive provides you with web-based file editing as well as desktop organization. The service is cloud-based and allows you to tie your files to your Google account, which bundles many fantastic, free services, so you can access your files from any computer with an Internet connection. Free storage starts at five gigabytes with more space available for very fair rates.

3. Payroll

Small business owners have taken advantage of the great advances in technology. Workers can do their jobs remotely, but what about paychecks? Running payroll can be time consuming and paper checks are sometimes difficult or impossible for long-distance workers to pick up. A payroll service like Paycor can remove the hassle and frustration of running payroll for your workers. The automated service can take one more thing off of your to-do list so you can focus on growing your business.

4. Analytics

Another great service from Google, Analytics provides you with a robust set of tools to track visitors to your company website. Their detailed demographics tools can track location, bounce time and other details to help you track your customer base. Even knowing what Internet browser or operating system your visitors are using can help you provide a better website and programs to your customers. The plug-in is free and simple to install on your website and Analytics is easily customizable to your needs.

5. Prezi

Every business owner has to do a presentation on occasion. PowerPoint works, but its transitions and format have become stale and can be difficult to transfer between computers. Prezi is a free, Internet-based presentation application that lets you save and access your presentations from any computer with Internet access. Their rotating transitions and chain-based format of storytelling can create compelling, linear presentations for your company. You can also collaborate with coworkers and team members when developing the presentation. Starting space is free but larger storage is available for a low monthly price.

Working at home has become more common thanks to technological advances. Small business owners have many free applications and services available to make their jobs simpler and more effective. From video conferencing and presentations to file editing and management, developers have provided many effective ways to streamline working at home.

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Saving Time and Money on your Fleet

| Blog | September 27, 2012

Image courtesy of Calebunseth

Fleet management is important to the success of any transportation organization. It can address many functions such as maintenance, financing, tracking, fuel management, driver management and safety. Well-planned and executed fleet management benefits all levels of the company.

The benefit to employees

Fleet management is about reducing risks and costs. Well-maintained vehicles reduce the chance of breakdown, making drivers have to wait or find alternative transportation. If customers or deliveries are involved, everything is late. Drivers are more satisfied and confident when using cars or trucks that run well, which improves morale that will be noticed by customers. Vehicle tracking adds a level of safety to each run and provides the driver with accurate information to use when estimating arrival times. It also helps the driver control fuel costs and navigate through unfamiliar areas.

The benefit to management

A maintained fleet has fewer unexpected repairs to handle. Regular maintenance reduces the chance of major repair bills. As the fleet grows, maintenance is easier to budget and schedule. Vehicle tracking gives better data with which to reconcile timesheets and trip reports, which helps the dispatcher schedule work more efficiently and provide customers with better pick up and drop off times. Tracking and maintenance also help with fuel management. More efficient routes can be mapped and given to the drivers. Well-maintained engines are more fuel efficient. Tracking also tends to reduce long waits or side trips that cut into fuel costs. The extra information available to the managers allows them to better supervise their employees. Timesheet reconciliation and discussions about route planning help management and drivers to provide better customer service.

The benefit to the environment

Good fuel management helps the environment. Vehicle tracking can reduce idling time, saving on gas and diesel and limiting air pollution. When vehicles are better maintained, the need for replacement parts can be reduced, keeping the old parts out of the landfill. With good maintenance schedules, it’s also easier to predict when older vehicles should be disposed of and newer ones brought into the fleet. Good fleet management is also critical when planning to move to more environmentally conscious vehicles.

The benefit to customers

Customers can tell when an operation is run well versus one that isn’t. Drivers show up at the time expected and the trip or package delivery is completed as estimated. Drivers are happy and courteous to the customers. Dispatchers are able to schedule efficiently. Customer service staff are able to resolve issues quickly.

The benefit to the company

All levels in the company benefit from fleet management. The vehicle fleet runs efficiently and the drivers and operators are more productive. Costs are under control. Unexpected problems are minimized. Customers are happier and repeat business is more likely, which is welcome considering the number of companies a customer has to choose from. Consumers will come back to a company that is organized, efficient and offers great customer service. Various fleet management solutions are available to help collect and analyze the information you use to run your fleet. They streamline the effort to have a bigger picture of your fleet business.

The time and money put into fleet management is an investment in the smooth running of the company. It’s not about reacting to problems as they arise. It’s about anticipating the future and acting on it now.

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4 Ways to Get Great Talent for Your Startup

| Blog | August 22, 2012

If you’re part of the management (or investment) team for a startup, nothing is more important than hiring new talent–really really good talent. It’s the same basic concept as concept as finding talent for a sports team. You can’t have a winning team just by having a brilliant coach–you have to have great players as well. The same is true of startups. You don’t need a team full of ultra-geniuses: but you definitely need your talent to be well above average in performance.
In fact, hiring great talent may be even more important when it comes to startups than when it comes to sports teams. Most players on a team have a specific assigned role. Employees of your new business may not have that luxury; employees at startups typically work long hours and may perform a multitude of different functions. This is especially true when you just don’t have the resources to hire a huge team.

During the hiring process, keep organized. It’s important to know who the person walking in your door to do an interview is. You’ll want to know if they’ve been referred by an employee or if they’re just walking in off the street in hopes of getting some face time. If you’re having problems keeping track of who’s who, consider HR software that will keep track of things for you.
1. Figure Out What You Have to Offer

Don’t get caught in the trap of thinking you don’t have as much to offer as the already-big companies. Startups have their own set of attributes that make them look attractive–especially to hotshot talent.

The most obvious is that every embryonic tech, web, or IT-related business could potentially make the major leagues some day. So there’s always the promise of wealth and status in the fairly near future.

You’ll also have an edge in hiring if larger companies have been considering buying you out, or if you’re preparing for an IPO.

Finally, keep in mind that that the elements of pride and status have their place in the tech world, just like they do everywhere else. Young companies have a reputation for being dashing and bleeding-edge, that rubs off on its young employees. Never underestimate the pull of some healthy pride!

2. Build Some Buzz

Every budding company has at least two stories that can be told about it. The first story is always its “creation myth,” a concept you can find in the book Primal Branding. But what’s your second story?

That all depends on your company. Maybe it’s in your product, or a unique approach to a problem or your market. Maybe it’s your already-exceptional talent, or your unique approach to management or business culture.

3. Campus Recruiting.

Local colleges and universities are always great places to find brilliant up-and-coming talent. As an added bonus, the members of this talent pool are usually running at full-speed to start their careers.

Another reason to look at recent grads is that many of these young guns know other enthusiastic, similarly talented individuals. And that brings us to the ultimate source of talent for your startup: referrals.

4. Employee Referrals.

Most of your best referrals will come from your already-existing base of talented employees. This is partly because your highly-skilled help will know other individuals, and partly because of the synergy that sparks up went people who already know each other work on exciting projects together.

Make sure you let your employees know when you’re hiring for a new position. And don’t forget to offer an incentive. Even a small incentive (a Best Buy gift card, for example) can spark the kind of inter-office rivalry that will bring out the best in your employees–and bring the best people into your startup!

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How to Hire the Best HR Manager

| Blog | July 8, 2012

Image courtesy of s_falkow

If a company can be compared to the proverbial chain, ensuring that the weakest link is still strong falls on the shoulders of the human resources manager. Selecting the right person for this critical position involves identifying the right characteristics of the person who will hold that job. The tendency to limit a search to the usual suspects may seem safe, but who wants usual quality among a firm’s workforce? Consider a shift in paradigm when making this key choice of management personnel.

Looking Between the Lines

Strictly on paper, the HR manager is responsible for enforcing company policies, handling daily business procedures, hiring and firing workers, among other duties. However, the difference between a cookie-cutter brand of this position and that of a dynamic leader is likely to be found between the lines of a resume’s content.

Don’t ignore the obvious. Consider hiring a specially trained college graduate. Business administration graduates often possess the skills needed to oversee a business organization. Their college classes in management, finance, diversity, employment laws and other topics perfectly prepare these candidates for an HR position. While a college degree is a necessity for your company’s HR manager, real world experience can provide the margin of excellence.

While traditional college students possess essential training, non-traditional graduates have an added advantage. They possess self-discipline and project management skills needed by successful HR managers. Their ability to succeed rests solely in their hands, and they often balance school requirements with a full time job and family. They know how to multitask, work hard, coordinate several schedules at once and implement teamwork. These candidates offer a huge bonus to your HR department as they exhibit a balance of hard work, fiscal wisdom and leadership skills. While valuing self-discipline as a trait, some familiar choices may be overlooked in spite of the evidence.

Practical Leadership under High Stress Conditions

Veterans have learned the ability to think on their feet, stay loyal to the boss and direct people efficiently under stressful conditions that far outweigh those likely to be experienced in most companies. While many business owners without military service may not understand what veterans know or how they think, every vet was a civilian before they enlisted and they understand how to adapt to changing circumstance and different culture even if an owner doesn’t know much about soldiers, sailors, airmen or Marines.

Homemakers, business owners or perhaps one of your current employees may have experienced multitasking on their feet, balancing a budget and handling conflict resolution. While college degree holders have advanced professional training in the field, practical experience and core skills learned in the real world can be just as valuable as actual HR experience.

Listen to a Candidate’s Answers

When hiring an HR manager, you’re looking for character traits in addition to educational and real world experience. Be aware of a candidate’s motivation, self-direction, accountability and communication skills. Several questions assist you in finding the most qualified candidate as you choose someone for your team who understands people and possesses the character traits you look for in an HR manager.

  • What personal, academic and professional experiences do they have?
  • What projects or activities have they managed in the past?
  • What makes them more qualified than other candidates?
  • What would they do with a belligerent, recently terminated employee or an unqualified potential employee?
  • How has real life prepared them for the position in your company?
  • What suggestions do they have for building rapport with current and new employees?
  • How do they define company theft?
  • What motivates them to wake up every day?

These and other questions provide you with invaluable guidance as you choose an HR manager.

HR managers play a major role in your company, and you can’t afford to lightly regard the hiring process. During the hiring process, look for professional training coupled with practical, real world experience. You will be surprised at the caliber of applicants you receive when you cast a wider net beyond the usual waters.

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Creating a Recognized Brand through Social Media

| Blog | July 5, 2012

Image courtesy of buzz.bishop

Savvy businesses know that social media can be an effective marketing tool. Allied Van Lines, a moving company that has been in operation for 75 years, has seen exceptional success through the proper use of social media as a marketing outlet. Throughout its 75 years, Allied has worked hard to build a brand that people recognize. Since the company is equipped to help people and businesses move down the street, to another city, to another state or across the world, Allied has become a trusted name in the moving industry. Even with this wide recognition, the company realized that marketing is still a vital part of any business. As such, it created a marketing strategy that has not only reinforced its brand, but made Allied an industry leader.

Social Media is King

One of the most important aspects of Allied’s marketing strategy is the focus on social media as the primary method for reaching more people. Social media is useful in that current or past customers can keep up with any additions, changes or updates Allied makes – at the same time, the company can attract new customers through discounts, coupons and more. People can follow Allied on Twitter, “like” the Facebook page, follow its blog, and even check out videos posted on YouTube. What they have done is spread their brand through to several social media outlets rather than focus on one or the other. Of course, this requires more attention and possibly staff, but the results speak for themselves.

Freshness Makes Marketing Work

It is not only enough to simply get a Facebook page account or post a video or two. Instead, a company must continuously add fresh content in order to stay relevant and for current and potential customers to stay relevant. This is exactly what Allied has done through its proven, successful marketing tactics.

Allied posts something on Facebook almost every day and whether it’s a notice about a coupon or discount, or information related to the moving industry, it doesn’t matter. The fact is that Allied’s page is kept fresh with fun, informational and unique content. Some posts are links to news articles while others are links to a video recently posted on YouTube. Allied has utilized all platforms to help customers answer questions about moving, thus ensuring it’s the authority within the moving industry.

Interaction is Key

The newest trend in marketing is virtual interaction. To round out the successful marketing campaign, Allied has been able to stay connected with customers through social media. Customers leave questions or comments on Facebook or Twitter and an Allied representative is able to respond to them. In this way Allied can interact directly with customers even if it isn’t face-to-face. This is a key aspect in marketing today. While some people stating that customer service is dead, Allied is able to keep ahead of the industry by making customer service a primary focus.


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Start-Ups: Leaner Than Ever

| Blog | May 8, 2012

lean start up

lean start up

Perhaps the economy is partially to blame, perhaps its people becoming more conservative in their business policies or maybe it’s just that business owners want to start small and expand accordingly so they don’t go out of business as soon as they’ve started; for whatever the reason, there’s a growing trend among today’s start-up companies to start small and expand slowly. According to the U.S. Bureau of Labor Statistics, the average size of start-up companies was about 7.6 employees in the 1990s, which decreased slightly to 6.8 employees at the turn of the century. As of 2011, the bureau estimates that the average start-up only employs about 4.7 people. Start-up companies are much leaner, due to several factors.

Perhaps the most important factor behind start-ups starting small is the significant changes in technology that have occurred over the past 20 years. The Internet has made acquiring information fast, easy and convenient, while reducing the need for employees that were specific to certain roles before. For example, many companies have turned to cloud computing, which is the pooling of physical resources offered as a utility or service rather than a specific good. Cloud computing is fast, easy and low-maintenance, reducing the need for IT professionals to continually install software and updates on computers, as well as troubleshooting computer hardware.


That’s not to say that start-ups still won’t need IT services at some point in their tenure. In some cases, they might hire an IT professional part time. In other cases, they might outsource a professional, which leads us to our second aspect of why many start-ups are starting smaller than they ever have before. Outsourcing is where you hire a professional or a company to do a specific service for your company. It’s a much more frugal option than hiring a full-time professional, because you don’t have to pay for that employee’s health care, retirement savings or any other benefits, and you only have to use that professional, and pay them, when you need them. Chances are, you won’t need them very much, so it makes sense to outsource as opposed to hiring full-time employees and essentially paying someone to do nothing much of the time. Companies can outsource other business aspects too, such as payroll, to specialized companies.


Another reason for smaller start-ups is freelance and contract workers. Freelance workers are those who only complete work on an as-needed basis, while contract workers are typically hired to work for a company for a specified period of time, usually when a big project needs to be completed. For example, a start-up magazine might hire freelance writers to produce its content, rather than hire a professional staff. That same magazine might also contract with a design firm for a three-month or a six-month period as it determines its layout and weighs its design options.


Regardless of the reasons as to why businesses are starting small, being lean is a good thing. The fewer employees you have working for you, the more you save on taxes, medical and retirement benefits, disability benefits, not to mention the payroll itself. All of this comes out of your bottom line, which affects profit margins. Starting small speaks to the responsibility of a business. And a responsible start-up is one that takes everything into consideration to ensure that it won’t fail out of the gate.


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Mobile Gaming: Smartphone Apps Overtaking the Current Market

| Blog | April 19, 2012

Mobile Gaming is raison d'etre of many new start-ups

Mobile Gaming is the raison d'etre of many new startups

It’s no secret that the world of technology is an increasingly mobile one. In fact, the world of tech is so mobile that the web can hardly keep up. Facebook’s recent acquisition of Instagram for over $1 billion proves just that. The truth is new mobile startups can exist completely separately from the web. Some of the most widely used apps, including FourSquare, Instagram and Paper, exist in their own mobile eco-system. This is a major shift in focus when it comes to tech startups. Long gone are the days when startups relied on the Web to gain momentum. Theoretically, a mobile startup can gain popularity entirely without the Web. The reality is the future of tech startups is dramatically shifting from traditional computing devices to smartphones.

Why Instagram is Worth a Billion Dollars

When it comes to any type of new and high-valued tech, the question of “why?” is significant. That question especially applies to Instagram, as they have commanded a billion-dollar purchase price from Facebook. The short answer is that the current state of the Web is viewed through the lens of mobile development.

The other piece of this puzzle is that a large chunk of venture capital funds have been funneled through smartphone apps focused on mobile game development. According to the research firm CB Insights, about 12 percent of all VC deals were related to mobile development. In other words, Instagram is worth a billion dollars because mobile apps are the driving force behind the current wave of tech innovation.

Mobile Apps & the Web

It’s true that apps like Instagram do have websites, but these sites perform a utilitarian function. They simply serve as a means to funnel traffic back into the mobile app to increase downloads. Other apps like Angry Birds and OMGpop both started in the mobile app market, which prompted their Web presence. This reality has prompted many startups to question the need for the Web in the beginning stages of mobile app deployment.

The Rise of the Mobile OS

Now it’s simply an arms race of operating systems. Smartphone operating systems have become so influential in the general computing world that major OS developers are patterning innovation after the mobile OS. Apple has integrated iOS features into the OS X platform, and Windows 8 is steeped in touchscreen interface technology.

The bottom line is mobile apps do not necessarily rely on the web for platform success anymore, but they are heavily reliant on the popularity of a specific operating system. This is why Instagram recently branched out and released an Android version of its photo-sharing app. Multi-platform application releases are crucial to the widespread success of app deployment.

The Big Problem with the Old Model

The old model of mobile app development involved creating a Web service and subsequently developing an app to match that service within the smartphone environment. The problem with this is that developing a mobile version of a web service usually involves shrinking or paring down features to fit the mobile environment. Companies that start from a mobile perspective completely evade the hassles involved with re-branding a Web service for smartphones.

Mobile is Better

The explosion of smartphone popularity is based on one undeniable fact: users want a healthy balance of customization and access. It’s becoming increasingly crucial in today’s technologically advanced world to be able to utilize all forms of technology while on the go. Future mobile gaming success will depend on mobile app developers’ ability to consistently deliver that balance that users demand.

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