TechTidBit - Tips and advice for small business computing - Tech Experts™ - Monroe Michigan - Page 69 of 99

Mobile Devices: BYOD Deserves Special Consideration

July 30, 2012

by Jeremy Miller,Technician
A good majority of people now bring a device of their own to work and many even use their own device at work. There are many reasons that this could be good or bad or down right terrible.

There are always inherent risks when employers allow employees to use a personal device at work especially if the device attaches to the network or has confidential data stored on the device.

Allowing employees to bring their own device can be very beneficial to your organization.

If you choose to allow devices you must understand the risk and create rules that keep the device from being used maliciously.

It is best practice to create an Acceptable Use Policy for Devices. This will cover a variety of things including:
• Proper use during and after-hours.
• What types of apps are allowed to be installed?
• Which type of data will the device be allowed to use.
• How to prevent abuse.

A good AUP will allow a business to allow users to bring in their own devices and use them to increase their productivity without letting the employees abuse the privilege of being allowed to use a personal device at work.

Allowing employees to bring their own device can: increase productivity at a low-cost to the business, make employees happier, and allow users to be reached at any time.

Allowing employees to bring in their own device can be bad as well. The first reason is employees’ abuse devices all the time.

In every workplace there are employees that will use their devices in a matter that is not related to work such as checking Facebook or texting when it is not necessary.

Then there are employees that will want to use their device at work and at home, but will not want to follow the Companies Acceptable Use Policy.

This is not only disobedience but risky, because many of the stipulations in the AUP are to protect the Company’s business flow. Allowing employees to bring in a device that connects to email will sometimes require an IT person to help get the email to sync with the device.

If you do not have onsite IT this can cost you money every time there is an issue with the email not syncing. The ugly part of allowing users to bring their own device is the lack of control and security.

With the lack of standardization each device is at least a little different. On top of that each app installed is a potential risk, especially the free apps that include advertising.

Risks emerge every day, this means that in order to be sure that the device is secure you will have to continuously assess the risk for each device in use.

There is always a risk that your employees could fall victim to social engineering.This is when they either knowingly or unknowingly give away confidential information to a party that is not allowed this information.

This can be mitigated by educating users on a continuous basis, a good way to do this is a lunch and learn style of meeting. All employees with a personal device being used for work should be restricted to which applications they are allowed to download.

This is because each app has its own code and permissions that are required to run it. If the permissions for the application can compromise any data at any point it should be reviewed and then allowed or disallowed.

In conclusion many companies already allow the use of a personal device for work. Trying to implement a plan after allowing the devices is much trickier because you are further limiting a user on their own device.

A plan is absolutely necessary to protect you from legal implications, and to be up front and informative of the consequences for breaking any rules outlined in the Acceptable Use Policy for Devices.

Letting your employees know what is expected will reduce the legal and liability risk that a company may face.

Business To Business Marketing Tips

July 30, 2012

Marketing is the life blood of any business. Staying in touch with customers, prospects, and vendors is critical to the growth of your business. Here are some tips to use the technical resources available to you to promote your business.

Business Blogging
Many B2B businesses, from the manufacturers of GPS devices for vehicle tracking to the providers of credit card processing services, are blogging today for a very good reason: blogging represents real power.

When done properly, it allows B2B businesses to generate leads, brand awareness, brand loyalty and greater interest in general. And B2B blogging is not all that difficult to get right, so long as a few simple tips are followed.

Knowing your audience is a very simple but effective tip. Make sure you have done research on your target audience, either on your own or with the assistance of an Internet marketing company, and then write appropriate content to best reach those individuals.

Another simple tip is just to have a plan. It is always important to actually plan ahead when it comes to being able to offer the best content.

Plan out ideas for blog topics for at least one month in advance, and make sure that you have a backlog of post ideas so you can fill in any gaps.

Creating Compelling Email Copy
Email marketing has evolved in a big way over the last few years, and yet the fact remains that übe-designed emails with lots of “bells and whistles” are meaningless without well-written content. The good news is that in the end, writing a great marketing email all comes down to just a few simple copywriting best practices.

Writing a genuinely compelling email subject line is one such practice. The message itself might be a work of literary genius, but no one will ever read it if the subject line does not inspire the receiver to open the message and read it in the first place. Use actionable language that makes it very clear what the reader can do with the information contained in the email message and why he or she should read it.

Wherever possible, personalized emails also work well. That means more than just including the recipient’s name; it means also knowing personal information about the person to whom you are sending your messages, including what he or she is likely to be interested in.

Social Media Strategies Are Different For Every Business

June 22, 2012

tlfheadshot_web — Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

“One size fits all” doesn’t work as a strategy for managing your company’s social media presence.

Social media – the big three, Facebook, Twitter and LinkedIn – has become an increasingly more complex space the last few years.

Constant change
There’s a lot of activity and change across all three sites. Keeping up with the changes in policies and process, while at the same time updating your site and status, can be overwhelming.

The right way to use social media for your business depends on a number of variables, including the size of your company, the type of business you’re in, your target audience, and whether you’re a B2B (business to business) or B2C (business to consumer) company.

Many business owners don’t understand this. They think that you need to use every possible social media tactic and tool that’s available, but usually that leads to confusion and distraction with little measureable result.

Choose carefully
Not every social media promotion method works for every company.

Some businesses are successful using social media to hold contests and encourage check-ins by fans and followers.

It’s a great way to raise awareness and engage prospects and clients for a local B2C business, but probably doesn’t make sense for a B2B professional services firm.

Just because other businesses are doing it and finding success, it doesn’t mean that the tactic will work for your company.

Have a plan
Many business owners make the mistake of jumping into social media without a solid strategy, figuring it out as they go.

Just as you need a business plan, you also need a social media plan. Failure to strategize leads to poor decisions, wasted time, and confused clients and prospects.

The plan doesn’t need to be complex – one page that outlines your goals and the steps you need to take to get there will work. Once your plan is outlined, it’s time to execute!

Who’s responsible
The most important decision you’ll make when it comes to your company’s social media strategy is who will be responsible for managing it.

For smaller companies, this usually will be the owner. But for even the smallest business, a well thought out plan can be delegated to a staff member. Make sure you hold them accountable, and that you measure your results.

Not just for sales
Strategic posts on your company’s social media sites can help with customer service and public relations, too. Don’t narrow your social media focus just to sales and marketing.

Your end goal with social media should be to get clients and prospects to take an action: Visit your website or blog, ask for more information, or promote your company and brand to their friends and followers. Tracking the results of your social media strategy is the only way you’ll know what’s working, and what needs changed.

Diagnosing And Resolving Strange Network Issues

June 22, 2012

By Tech Experts Staff
Everyone’s had them, you know those weird issues where one of your computers can get online or to your server but your workstation can’t. Or, when one building can get to the Internet or other network resources and your other building can’t.

Networking issues can be a real headache as they can be very difficult to track down. Without the proper equipment and knowledge, they can plague you forever. Fortunately we have solutions to those network gremlins that we see all too often.

This month we are going to touch on the common network issues we see and how we go about getting them corrected for you so that your network runs as it should.

Starting from your workstation and heading out to your Internet Service Providers (ISP) modem, we’ll work our way through some of the commonly seen issues.

Can’t reach the Internet.
This one we see frequently. When your workstation can’t get to the Internet (and other workstations on your network can), there are actually numerous issues that can cause this problem.

Some of the items your tech would (or should) be checking are:

Does the computer have a virus?
Viruses can cause all kinds of havoc when it comes to how your computer functions. Viruses can change the way that Windows networking acts and what it does.

If some of the aspects of your computer’s operating system (OS) are changed by a virus, it’s possible you may not be able to get online.

Is the connection from the computer to the router in good working order?
Sometimes people think that the answer to this question is as simple as “is the Ethernet cable plugged in tight,” and in most cases it is.

Sometimes the cables you may have been using for years might begin to cause connectivity problems. Cables that are constantly moved can have the wires within the cable ends worked loose. Ethernet cables used with notebooks and laptops are especially prone to this.

Once the right cables work themselves loose you are likely to either see sporadic connection problems or you may not have any connection at all.

These types of issues while not as common as virus or operating system issues tend to be more difficult to track down.

While a tech could go through all of the cables on your network when you have a connection problem, doing so can take a lot of time.

This isn’t normally the first course of action unless they specifically see symptoms that indicate this type of issue.

Some of the other issues that can cause a workstation to lose connectivity are faulty routers, switches or modems.

In the case of any of these pieces of network equipment, if the ports on them begin to fail users may have a lot of issues, from dropped packets resulting in slow Internet performance, to no Internet connection at all and everywhere in between.

The last possible place for connection issues is your ISP’s modem. Generally a tech can roughly troubleshoot this piece of equipment, but because your ISP manages it, there is only so much a tech can do to correct problems on this type of equipment. We can usually isolate the trouble to the modem, but after that, the ISP takes over.

If a tech finds an issue with your modem you would need to have your ISP’s techs come out and look into the issues with their modem.

No matter what issues your workstation is having we can trace them back to the root of their cause.

Give us a call and we’ll get you back up and running ASAP.

Taking Your Business Online Can Increase Profits

June 22, 2012

by Jeremy Miller, Technician
Most if not all businesses can benefit from having an online-presence. Going on-line for a business can be a low-cost marketing solution.

Your online presence can help give customer’s quick access to information about you and your business, all the way to having automated inventory alerts that let clients know about new products and stock levels.

When getting started online, you’ll want to get a domain that represents your business. You’ll want to pick something that’s easy to remember, and easy to spell and type.

You don’t want a domain name that you have to spell out for clients – that makes it very hard to use in advertising.

There are many domain registrars to choose from, including Tech Experts.

After you have your domain name, you’ll need website hosting services. Most web hosts, including Tech Experts, include company email with the service.

Most hosting plans are very affordable. Our basic hosting plan starts at $9.99 per month.

If you want to take it a step further, you can set up an online store. There are a lot of options, depending on how involved you want the store to be.

Accepting credit cards online can be a hassle, especially with the new security and compliance regulations. If you expect to do a large volume of business in your store, it makes sense to set up a secure site and contract for the credit card processing services.

For smaller web stores, PayPal offers a checkout service that is fully PCI DSS compliant. Their basic service is free (less the processing costs).

Setting up a website is not enough to make your business drastically improve. You have to find a way to get customers to your website.

There are many ways to do this. An inexpensive and effective way to get your website noticed is to start a blog.

Blogs will show a human side to the business and search engines crawl blogs easily. Easy places to do this are popular websites such as Facebook, Twitter, LinkedIn and Google Plus.

This helps improve your ranking in a search on search engines. There are other ways to improve your ranking as well. In fact there is a periodic table guide to Search Engine Optimization (SEO).

By looking at the periodic table, you can see exactly on a point scale what increases and decreases your SEO ranking.

There are companies that specialize in SEO Optimization. The fees range from very reasonable to exorbitant. SEO is as much black art as science, and it pays to have professional help.

There are tools that track how users are using your website. Google Analytics tracks how much time is spent on your website, and where visitors are going.

This can be useful for you to optimize your site for ease-of-use. You want to make it easy for your users to find what they are looking for and browse easily as well.

Another tool that can be useful is Google AdSense, which places targeted ads on your site – and everytime someone clicks on ad, Google will pay you a small amount.

The last thing to think about is the mobile version of your site. More users browse the Internet than ever before with their smart phones and tablets, so you’ll want to have a mobile site for these visitors.

This can be a little more tedious due to the fact that this technology is still emerging.

A lot of web sites require a mouse for them to function; an example of this would be a site with a menu bar at the top with a “mouse over” function to see the drop-down menu.

So having a site that detects the type of device and browser that the user is using and directs them to the correct site is important.

Can Employers Ask For Your Facebook Login Info?

June 22, 2012

A current case that is attempting to define privacy in the era of social media deals with the question of whether your social media account should be visible to current and prospective employers.

The next time you’re asked the typical “name your greatest weakness” interview question, remember it could be much worse: Job seekers applying to Maryland’s Department of Corrections were asked for their Facebook logins and passwords.

Savvy employers already check an applicant’s “digital footprint.” Some companies, like the Maryland Department of Corrections, have gone even further, requesting or even demanding individuals’ social media passwords to look at data not open to the public. Whether this practice is legal remains unclear.

The ACLU filed a written protest in the Maryland case, and the corrections department stopped asking for the information. They then had job candidates log into their Facebook accounts while the hiring manager looked over their shoulder at the Facebook content hidden behind privacy filters.

The officials at the Maryland Department of Corrections said that they did this to make sure job candidates didn’t have any gang affiliations.

The agency told the ACLU it had reviewed the social media accounts of 2,689 applicants and denied employment to seven because of items found on their pages.

One state is banning the practice, and at least 10 other states have bills that have been introduced. A few courts have ruled that such requests violate the federal Stored Communications Act, but the US Supreme Court has not addressed this issue. This legal uncertainty leaves many workers on shaky legal ground.

It’s always good advice to carefully manage the public information posted to your social media sites. For anyone looking to change careers, a review of your privacy settings and friends list is also good advice.

Ensure any sensitive things are limited to your friends (or even a group of just very close friends). It might make sense to have only your basic contact information available to non-friends.

Employers will undoubtedly rely more and more on Internet searches and social networking sites to screen job seekers.

Senators Charles Schumer (New York) and Richard Blumenthal (Connecticut), are planning to ask the Department of Justice to investigate whether employers demanding access to Facebook accounts are violating the law.

In the meantime, review your privacy settings, update so that only the things you want to be available can be seen by the general public.

PC Too Noisy?

June 22, 2012

No one enjoys having a loud computer, but cooling fans to keep components operating at safe temperatures can make the whole system as loud as a blow-dryer. In the workplace, noise from computers may not be an issue, but in the home a quiet computer can be essential in order to avoid interfering with the enjoyment of movies or music.

The good news is that there are ways to make the computer be a little less noisy. One method is to use noise/vibration isolators, which can be applied to a computer system to reduce the overall noise quite dramatically. For example, rubber feet for the bottom of the computer are available to replace the usual
hard plastic versions.

Another good example is silicon gaskets, which can be installed between a fan or power supply and the computer case to lower vibration as well as cut down on noise.

Will Your Internet Stop Working In July?

May 16, 2012

You’ve probably read in the paper or saw on the news that hundreds of thousands of computers might lose Internet access after July 9. I’ve had several clients ask, “Is this true? How serious is it?”

The short answer is, you’re probably fine. If you use Tech Experts for your anti-spyware, anti-virus, and anti-malware services, we have you covered.

Don’t get me wrong, this is a serious threat. If you happen to be one of the people with an infected computer, then yes – there’s a good chance you could wake up on July 9 to no Internet.

What’s This All About?
In a word, malware.

Last year, malware infected over half a million computers worldwide. This nasty virus modified the process your computer uses to translate domain names – like “MyTechExperts.com” – into IP addresses – like 209.151.164.50. It’s the IP address that locates the actual physical server that houses the website.

To perform that translation, computers are programmed with translators – DNS servers – that answer questions like, “What’s the IP address for www.google.com?” DNS servers are automatically provided by your Internet provider when you connect to the Internet.

When this “DNS Changer” malware infected a computer, it altered the translation server that the computer would use. Rather than a legitimate DNS server, PCs were silently reconfigured to use a bogus one.

The problem is, this new bogus server sometimes lies.

False DNS Responses
Rather than answering the question, “What’s the IP address for google.com?” with the correct answer, the fake DNS server would return a different IP address: the address of a malicious server that was configured to look like Google, but that is really a server run by identity theives.

As long as the malicious server looked enough like Google, the computer user wouldn’t know until it was too late that something was wrong. They’d be tricked into thinking it was Google.

The bogus site (which could be any site the hackers chose, not just Google) could itself install more malware, display additional advertising, or do just about anything that a malicious website could do. All without warning.

What Happens In July
In November, the hackers were caught. But hundreds of thousands of infected machines were left with their DNS settings pointing to the fake DNS servers.

So, rather than removing the fake DNS servers from the Internet, the agencies that caught the hackers changed them to be legitimate ones. The government is spending about $10,000 per month to maintain these servers.

While this meant that people with infected PCs would be able to surf the net more safely, it didn’t change the fact that their computers were, fundamentally, still infected.

On July 9th, the government is shutting down the temporary DNS servers. Anyone whose computer is still infected, and is using those servers to get DNS answers, won’t get an answer at all.

Without a working translator – DNS server – your computer can’t answer the “What’s the IP address of xyz.com” for any site on the Internet. For those people with infected computers, the Internet will simply stop working.

Let me be clear: the Internet will stop working only if your machine is infected. It’s easy to find out if you’re infected. Visit the DNS Changer Working Group at http://www.dcwg.org/ and click the green button labeled “Detect.”

This will examine whether or not your computer is affected by the DNS Changer malware. If you’re not, you’re done. July 9 will be a non-event for you.

What To Do If You’re Infected
If DCWG indicates that you’re affected, the page should also include information on what to do to clean the infection from your system.

The good news is that there are many free tools that are listed as resolving the issue – free tools from most of the major anti-malware utility vendors.

Specifically, Windows Defender Offline (formerly Microsoft Standalone System Sweeper) is listed, and it would probably be the tool I’d reach for first.

After cleaning DNS Changer off of your machine, I would also seriously review the anti-malware tools that you’re currently using. Put simply, it should have been caught by now.

Will Multiple Monitors Increase Your Performance?

May 16, 2012

by Jeremy Miller, Technician
When debating whether adding another monitor will increase productivity enough to justify the cost, consider this.

• What positions would need additional monitors?
• What sizes would be necessary?
• The product you have on hand?
• Are there any other solutions?

Different jobs and job types might require additional monitors. For example, any position that needs to be viewing more than one full-screen window at a time.

People who receive information electronically, such as an email, and then have to input information into some form or database would benefit from an additional monitor.

Also any one working with large or wide documents such as an Excel document with a lot of columns. Researchers can easily read from one screen and take notes on another.

If deciding to go with an additional monitor or multiple monitors you must decide on the size to be cost efficient as well. If you just need two screens to display information then you could use screens in the range of 16 inches and 22 inches.

Going above 26 inches can sometimes decrease productivity. In some cases having very large screens or even a single very large screen can leave you searching longer for information.

Exceptions to this could be a graphic designer or a video surveillance personal. It has been found that having more smaller-sized screens than one larger screen increases productivity in low-cost monitors.

Next, consider your product on hand. By this I mean: Do you have laptops, computers, monitors, desk space, or additional ports available?

If you already have a tower and a monitor, check to see if you can support additional monitors by checking if you have an open video port. If not, then you have to add a video card or use a USB monitor, and this can add to the cost.

Most laptops and notebooks come with an external video port. Also consider the type of available video port. There are many types of video ports including VGA, DVI, HDMI and less commonly, S-Video.

If your desk area is not large enough to support more than one monitor then you would have to either add desk space or mount the monitors in a manner that meets your space needs.

If for some reason you cannot support multiple monitors but wish to increase productivity from your monitors you can always purchase a higher pixel resolution one.

A good resolution is 2560×1440; this will add desktop space with minimal monitor size increase. The higher resolution the more that fits on to one monitor.

Consider the cost of the separate options. The cost of adding a monitor to an existing computer can be costly if you also have to purchase another video card.

If you are planning on purchasing new computers it might be more cost effective to be sure that they are capable of supporting multiple monitors from the start.

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