Tag Archives: Technology

5 Smart Tips To Know Before Moving Your Data To A Cloud-Based Application

Cloud computing is all the rage these days, and while some companies are moving their whole IT infrastructure to the cloud, many others are choosing to streamline their businesses by moving individual business applications.

If you are considering moving any of your company’s software applications “to the cloud,” make sure to consider these 5 tips BEFORE pulling the trigger:

5 Easy Things You Should Do To Protect Your Business Now

Let’s face it: no one likes to think about bad things happening to them, much less plan for them. But since September is National Disaster Preparedness Month, we want to give you a quick “brush-up” on some simple things you can (and should!) be doing to protect your business.

1. Review Your Business Insurance Carefully. Most businesses carry some type of general liability insurance that would pay them if their building and the things in it were damaged. However, many businesses do not have enough coverage to replace all the computer equipment and devices, desks, art, supplies and other things they’ve accumulated over the years that are housed in their office. Make sure you review your policy every year and keep in mind new additions and assets you’ve accumulated during that year.

Tips For Handling, Storing, and Disposing Of Confidential Documents

In the past 10 years, over 10,000 new regulations have been placed on the books by local, state and federal agencies pertaining to the handling, storage, and disposal of confidential client, patient, and employee documents.
A few examples are:

• SEC Rule 17a-4 Electronic Storage of Broker Dealer Records Graham-Leach-Bliley Act
• Financial Services Modernization Act
• Sarbanes-Oxley Act
• DOD 5015.2 Department of Defense
• Health Insurance Portability and Accountability Act (HIPAA)
• Fair Labor Standards Act
• Occupational Safety and Health Administration (OSHA) Act
• Payment Card Industry Data Security (PCI DSS)

Why Your Laptop Needs An “Instant Kill” Switch

It’s lunch time and you stop by your favorite café to check e-mail and grab a bite to eat. You settle in at a table when your pickup number is called. Returning to your table, you find your laptop and appetite—has disappeared!
Okay, maybe you’re not foolish enough to leave your laptop unattended in a public place, but one of your employees might think it’s okay to leave a laptop or PDA in their car, a hotel room, or in their gym bag and end up exposing your company’s data and network to thieves.
If it hasn’t happened to you or someone you know, according to the FBI, it will. Maybe you have a backup of the data, but now detailed information about you, your family, your business and your clients is in the hands of a criminal intent on stealing your money, identity or worse. There is a lot of software and hardware that protects your data from being stolen by online criminals, but how do you protect your data when someone steals your physical laptop or PDA?
Until now, your only recourse was to change the passwords to your network, financial websites, etc., watch your credit report and cross your fingers hoping for the best. But thanks to new security software, you can instantly erase all of the data on your laptop or PDA preventing thieves from accessing the data.
Here’s how it works: Special security software is installed on your laptop that checks for your “kill” command whenever it connects to the Internet. This happens even before Windows prompts for the user name and password. If it receives the “kill” message, the data on your computer is instantly destroyed. You may not get your laptop back, but you’ll prevent the thief from stealing the information it contains.
If you’re a business, check out Absolute Software’s Computrace and Novell’s ZENworks. Both should be installed and configured by your system administrator or a computer consultant. If you want to protect your home computer or personal laptop, use zTrace’s zControl. Although designed for the general public, it can be confusing to install and configure so seek the help of a professional.
In the PDA world, there’s remoteProtect from sCPsOFT for Windows CE, Windows Mobile and Pocket PC devices or Bluefish’s Central for the Palm Treo. If your PDA is stolen, you simply text a message to it that includes your password and the PDA is reset it to its blank factory default condition. What could be easier?
As with all theft and hacker deterrents, thieves can circumvent this software by downloading your data before connecting the device to the Internet. Surprisingly, the typical thief isn’t smart enough to know this. So, for absolute security, data encryption remains the most reliable form of protection. Encrypted data is unreadable to thieves unless they have your encryption key. There are pros and cons to both approaches, but it’s important for you to have SOME protection. For help in determining the best solution for you, give us a call: 985-871-0333.

Great by Choice

I would like to recommend “Great by Choice” by Jim Collins. This book and all of the books Jim Collins has written are invaluable to building a Great company. Mr. Collins has many insights and observations that can help take your business from being a “Good” company to a “Great” company. This year we sent all of our clients “Great by Choice” on audio CD as a Christmas gift. Now everyone is talking about 20-Mile Marches, oxygen canisters and triangles and how they will help make their businesses more successful. I hope you decide to take your business and life from Good to Great. Mr. Collins can help you with the first step if you choose to read his book.

How To Avoid The Top 5 Budget Busting, Stress-Inducing Mistakes When Moving Your Office

Moving is always a pain, but it doesn’t have to be a horrific, expensive experience. The number one lament from someone who’s experienced a “bad” move is, “I didn’t know I needed to…” followed closely by “I completely forgot that…” In other words, it’s what you don’t do that makes the move a disaster.

To make your move easy and effortless, here are the 5 most common mistakes you want to avoid:

“3 Lessons From Hurricane Isaac”

As we are just getting over the aftermath of Hurricane Isaac, I wanted to share 3 of the lessons that we confirmed as we helped our clients get back up and running. Hurricane Isaac confirmed 3 of Ener Systems’ best practices.

1. Having a backup internet connection does make a difference. Having both Charter and AT&T internet connections, kept us from being totally out of commission during Isaac’s aftermath. Our clients with redundant internet connections had the same experience.

5 Smart Tips to Know before Moving
Your Data to a Cloud-Based Application

1. Back It Up!
Migrating data to any new location is a mess and anything can (and usually does) go wrong. Therefore, make sure you have good, recent backup copies of everything before you make the move.

2. Maintain an On-site Copy
At first, moving to the cloud can be a bit scary. What can help mitigate the risk (and the fear) is keeping a local, on-site copy of your data and network image on an NAS (network-attached storage) device so that you have a local on-site copy in addition to the working cloud copy.

Learning from your peers is better than learning from your own mistakes.

I am a firm believer in peer groups. I always suggest that business owners look for peer groups in their industries. These groups can be invaluable. They can push you to get the impossible done. Your peers can also help you when you need it, because they have been there too.

Peer groups can allow you and your business to build a nationwide network.

Making Progress, Getting More Done And Staying Consistent

What are your daily habits?

•  Do you start each day knowing exactly what you need to accomplish and do you start working on “A-­‐1” the minute you hit your desk?

•  Do you time block (schedule) your day? How about you’re week?

•  Can you stay focused on a particular project or activity for 90 minutes without interruption and without a break? 60 minutes? 30? 20? 10?

5 Ways To Keep Your Laptop Running – Without Plugging It In

On the road, in the airport, at a client’s site, or simply at home on the couch … these are places you can’t or don’t want to – plug in your laptop. Want to keep your laptop running as long as possible without searching for an outlet? Here are five tips to help:

1) Keep your screen dim. A laptop’s backlight requires a lot of power. Reducing the brightness conserves battery life.
2) Turn off unused hardware. Your Bluetooth and your Wi-Fi receiver can both be turned off if not in use. Unplug your external mouse or other device. Mute the PC’s sound system. Not only will these steps save power, they will avoid annoying everyone else around you.
3) Don’t multitask. Run as few programs as you can get away with. Stick to one application (word processor, browser, or whatever) if possible. (If online keep your antivirus and firewall on in the background.)
4) Avoid multimedia. Save your photo editing and video watching for when you have AC power. These tasks use immense battery life. To listen to music, use your iPod (or similar device).
5) Sleep, standby or hibernate. Sleep mode (a/k/a “standby” in XP) keeps your PC on. It still uses power, just less than normal. Hibernate uses no power initially, but a lot of battery life to start back up.

What is your Centerpoint? Meet Blue Angels Pilot, John Foley

Recently while in Dallas at an industry conference for Tigerpaw Software, I had the great pleasure of hearing John Foley speak in person. He is Amazing and the focus that the Blue Angels have is Amazing. When the Blue Angels fly in formation, they start with the planes at 36 inches apart and get the planes as close as 18 inches apart. It must take incredible focus to achieve such precision. John explains that for every show, the Blue Angels have a centerpoint that everyone remains focused on. This centerpoint allows all of the pilots to focus on one thing and achieve unbelievable accuracy. Just imagine what you could do with that kind of focus. What is your centerpoint? What are you going to focus on that will make you achieve unbelievable goals?

A simple way to increase productivity

According to a University of Utah study, you can increase your efficiency (or your employees’ efficiency) by 25% just by adding a second monitor. With multiple monitors, you can get more done since you aren’t minimizing and maximizing all day long. Therefore, adding monitors can be a money maker for your company.

The study documentation states that 108 university and non-university personnel participated in a comparison of single monitor, multi-monitor and multi-monitor with Hydravision display configurations. Respondents edited slide shows, spreadsheets and text documents in a simulation of office work using each of the display arrays. Performance measures—including task time, editing time, number of edits completed and number of errors made, as well as usability measures evaluating effectiveness, comfort, learning ease, time to productivity, quickness of recovery from mistakes, ease of task tracking, ability to maintain task focus and ease of movement among sources—were combined into an overall evaluation of productivity. Multi-screens scored significantly higher on every measure. Respondents got on task quicker, did the work faster and got more of the work done with fewer errors in multi-screen configurations than with a single screen.

10 Easy Ways To Eliminate E-mail Overload

E-mail driving you crazy? Every time you delete one, do five more show up? Are you finding it impossible to answer every e-mail you receive? If this is you, then here are 10 tips to reduce e-mail overload.

1- Get a good spam filter. Even if it saves you just 10 minutes a day, that adds up to over 59 hours a year.
2- Cancel subscriptions to unwanted mailing lists. Also, make sure you are careful to check the “unsubscribe” or “opt-out” box when purchasing items online.
3- Ask your friends to remove you from joke groups or chain messages.
4- Don’t post or publish your e-mail on websites.
5- Don’t respond to every e-mail you receive. Yes, it’s okay NOT to respond to some e-mails.
6- Be succinct. Restrict your messages to a few sentences. If you can’t, pick up the phone or talk in person.
7- Take advantage of subject lines. If possible, put your question in the subject line of your message. Here’s another tip: create a set of codes with your co-workers and place them in the subject line to help them process and prioritize messages. For example, use “FYI” for informational messages. Use “AR” for action required and “URG” for urgent messages.
8- Block time to answer your e-mail and fight the temptation to check your e-mail every few minutes.
9- Respond to messages when you open them so you only read them once.
10- Set time aside in the morning and the evening to process your inbox. Shoot for a completely empty inbox. File messages you need to keep and set reminders for messages that require you to follow up.

What every business owner needs to know about tying shoes

I thought I would try something a little different for this post. Please watch the video to get the most out of your day. Steve Miller from The Adventure introduced me to TED a couple of weeks ago. Steve is a great guy with a huge sense of humor. I thought I would share some of the humor with you.

4 Questions About Backups That You Should Know The Answers To

The old saying, “Pack your own parachute,” comes to mind when I think of data backups or, more specifically, data RECOVERY. However, how many people actually know how to pack their data backup “parachute.

Since the absolute WORST time to check your backups is AFTER a data disaster, all business owners ought to know the answers to the following questions NOW so they aren’t unpleasantly surprised later when data gets erased and they’re scrambling to get back up and running:

Should You Leave Your Computer On At Night Or Turn It Off?

I’ve been asked by clients whether or not they should leave their computer on all the time or turn it off when they are not using it.

Several years ago I would have told my clients to turn their machines off to save power. But with the proliferation of viruses and threats over the last few years, I have changed my mind.

How to Pick a Good Password!

What’s the most common password? You guessed it…”password.” Obviously this is not the best way to protect yourself against hackers and online thieves. But even if you don’t use the word “password,” you might be using an equally easy password to decipher.

We suggest you DON’T use the following passwords for really important web sites, such as your online banking web site or other financially related sites.

Security Alert!

Ads for fake antivirus and antispyware programs are multiplying!

How to avoid getting tricked?

Many “reputable” sites are compromised and the owners don’t know it. So it’s not always where you surf. Here are four tips that may help you avoid getting infected.

1. Keep your computer updated with the latest antivirus and antispyware software, and be sure to use a good firewall.
2. Never open an email attachment unless you are POSITIVE about the source.
3. Do NOT click on any pop-up that advertises antivirus or antispyware software. If a virus alert appears on your screen. DON’T click on it, even to “close” it. Instead click the browser “X” button in the far upper right corner of the browser screen. Then call your computer guy.
4. Do not download freeware or shareware unless you know it’s from a reputable source. Many freeware and shareware programs come bundled with spyware, adware, or fake antivirus programs.

The best prevention is your own skepticism. The rule is: IF IN DOUBT, DON’T!

“What do Cars and Computers Have in Common?”

Both cars and computers are indispensible, complex and will eventually break.

Do you change the oil in your car? You probably do. But WHY? You do this to prevent problems that you MIGHT have in the future.

When was the last time you changed the oil in your computer? I know computers don’t have oil. But they do have parts and software that break … usually at the worst possible time.

“How to Safely Dispose of Old Computers”

With the new year upon us, many of you may have upgraded your old PCs for shiny new ones. So what should you do about that old PC left over?

Whatever you do, don’t just throw it into a dumpster! Not only is it an environmental hazard you could be fined for, but you also don’t want complete strangers getting access to your old files, passwords, financial information, and e-mails.

“Backup Alert To All iPod Users”

If you’ve been an iTunes and iPod customer for any length of time, you’ll quickly rack up the number of songs, videos, and audio books in your library. And, in no time flat, you can end up spending a small fortune.

But be warned! Most iTunes customers don’t realize that Apple will NOT allow you to re-download the music you’ve paid for, even if you lose every file because your computer dies, gets fried, infected, or destroyed.

“Is Your Computer Keyboard Making You Sick?”

Now that we’re at the height of cold and flu season, you might want to take a closer look at what’s living on your keyboard. A series of studies called “Germs in the Workplace,” found that the following four office surfaces had the most bacteria (in this order):

1. Your Phone
2. Your Desk
3. Your Computer Keyboard
4. Your Computer Mouse

Obviously these are items you touch all day, every day. Germs and dirt from your hands and mouth get transferred easily on to these items, and vice-versa, making them breeding grounds for harmful bacteria.

“The 19 Most Important Rules of E-mail Etiquette”

E-mail is quickly becoming the #1 way we communicate with friends, family, co-workers, employees, and clients. But be careful! E-mail messages cannot accurately deliver the tone of your message and what you thought was funny sarcasm may be interpreted as an insult to your reader.

More than 80 years have passed since Emily Post wrote her first book on etiquette. Back then, the rules had more to do with how to properly introduce someone and which fork to use at a dinner party. But with the introduction of new communication tools comes new rules. Below are 19 quick tips and rules for what is—and isn’t—acceptable behavior when using e-mail.

“5 Easy Ways to Avoid Getting an Avalanche of Spam”

Spam e-mails are not only annoying and time consuming, but they’re also becoming more dangerous to your personal privacy and the security of your computer. Millions of computers users are getting infected, spoofed, and tricked by spam e-mails every year, forcing the user to pay hefty fees to clean and restore their PCs back to working order.

So what can we do about this?

“The UPS Your Business Can’t Be Without (And, No, I’m Not Talking About The Post Office)”

A UPS, or uninterruptible power supply, is a battery backup power source for computers, servers and network equipment. When the power goes out, a UPS will keep your equipment going long enough to save any documents and shut down the machine properly. Why should you care?

Because, if you are actively working on a document when the power goes out, 1 of 3 things could happen.

“What Every Business Owner MUST Know To Protect Against Online Identity Theft”

All it takes is one innocent security slip by you or one of your employees to instantly give online criminals the information they need to access your network and steal your identity. In no time at all, they can gain enough information to max out your credit cards, wipe out your bank accounts, and completely obliterate your business and personal credit. They can even use your identity to commit further crimes such as forgery, stealing from other businesses, or online scams. This nightmare can take months – sometimes years – to clean up and can destroy your credit and good name.