Backup and New Computer - Part 2

November is Technology Month at Changing Lanes

Back Up Options

Imagine you just had a wonderful weekend and sneak into the office to finish a project early Monday morning. You open the door and surprise, mayhem has beat you to work:

            a) Your office has burned to the ground; or

            b) Your office has been broken into and your computer work station is missing; or

            c) Your computer is dead, just won't come to life; or

            d) Your hard drive is missing or destroyed.  

While all of these are sound fictional, somewhere these happen to companies every day. Getting back to work will take time; keeping your data safe is one you can manage. 

When I talk about taxing issues, the IRS uses the words "exclusively and regularly" to allow business use of the home. The word regularly refers to more frequently than occasionally and that is what I often see people do - backup occasionally.  

Here are some ideas to keep your data safe and secure regularly:

1. CVD/CD/Blu-ray are a static method of storage and each DVD can hold about 8.5GB. This requires someone to sit and manage this by putting the discs in and out of the machine. Very good option for media (music, audible books) that doesn't change but you want to save. Just make sure you take the time to label the discs as this will save you time in the future.
2. Flash Drives have been available for a long time and both Sandisk and CES have ones that actually have a button and software that will allow you to auto back up. The 32GB is now averaging $50. Easy to configure and slips in your pocket for offsite storage. How to back up to a flash drive
3. Online file storage solutions are becoming more popular. Mozy and Dropbox are two places for individuals and small businesses. Dropbox starts with a 2-GB storage, free. To store up to 50GB, will cost you $9.99/month. Many ways to tweak this will help keep your data safe, offsite and up to date. Some restrictions on files and file size but very useful for most office files and a couple hundred photos. Others include Carbonite, Crashplan and Jungle disk. Online tools
4. External hard drives with backup software. LaCie and Seagate are popular external drives and supporting software like Acronis True Image, Time Machine or the Windows backup tool available on Windows machines are all affordable. On the External Drive, don't skimp on space - think lots of gigabytes (GB).
5. Network Attached Storage (NAS device) is a freestanding device separate from your computer and can be accessed by other computers in your office.  You will most likely want to have a professional set this up for your office.

If you have mission critical data, you would be best to talk to a professional to help you set up the system; monitor the system, and keep your data safe. Having a plan that fits your lifestyle is the key to regularly keeping mayhem out of your office.  

Linda Fayerweather MBA EA

419.897.0528

Linda@ChangingLanes.biz 

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Right Computer for the Right Job - Part 2

Last week I shared a story about a client of mine who's outdated and slow computers for his front office staff were actually costing him over 25 hours a month of lost work time. But would upgrading to new computers actually cut down on lost time?
  

Yes, but only if you buy the right computer for the job. The problem with my client is that he bought very basic business computers. He didn't think about what those computers would be used for and at the time, it was all he could afford. Unfortunately the computers became obsolete faster than his growing business and ever since have been costing him money in the way of lost time.

 So how do you pick out the right computer? Before even looking at computers the first step is to write down exactly what you out of a computer. Let's use my client for example. He needs two types of computers. 1) One type for his data entry employees and 2) One type for his marketing employee.

 For the data entry computers, those are pretty straight forward. 

• Latest Operating System: In this case Windows 7.
• A good CPU and enough Ram to run Windows 7 and the latest data entry/office software for at least the next three years.
• 19" monitor but preferably 21" or 22".
• Enough USB ports for an external hard drive (for backups), mouse, keyboard, and flash drive OR an eSata port.

Now lets look at the wish list for the marketing computer.Latest Operating System: In this case Windows 7.

• Dual Monitors to increase work space and productivity.
• Working with large file graphic design, needs to store and open large files.
• Will do some light video editing.
• A good CPU that can process graphics and video editing efficiently for at least the next three years.
• Enough Ram to run Windows 7 and the latest Graphic and Video Software with the ability to upgrade to more Ram.
• Enough USB ports for an external hard drive (for backups), mouse, keyboard, and flash drive.
• eStata port for external hard drive to store video.

As you can see the marketing computer has a few more requirements than the data entry computers. But how can we translate those requirements to an actual computer? Next week from these wish lists we will design a computer for a the data entry computers and the marketing computers.
 

Copyright 2011 Jeff Mendelsohn
Liquid Mechanix Studio, LLC
 www.liquidmechanix.com
419.297.3364 

Evil Printers & New Computers

Printers are Evil

My printer will drive me to drink

I'm always refilling its ink

It empties my purse

To make matters worse

It's usually on the blink!        by Graeme King 

As I was working on a serious article about the economics of small business and technology, I realized that my printer is my ultimate nemesis. I really believe I brought this all on myself when I gave up my HP4 (circa 1993) that was still working in 2007 for a printer whose name shall not be mentioned. It wasn't an HP and that is what started the bad karma. After a year, I left it by the street with a note saying "Free - if you want, it is evil." That was followed by an HP that worked OK until I went to Windows 7. . . not even going there. This time, I went to an HP inkjet that had high recommendations, cost a lot less than a laser and the ink was less expensive. I figure if this one is possessed, I'll just keep buying cheaper ones.

My printer often reminds me of the 1970 movie called the "Colossus: the Forbin Project".   It scared me then and sometimes my printer scares me now. Here are just some of the things it did on Friday as I prepared for a Saturday workshop. 

1. Not print a black ink only document when it was low on yellow;
2. Take a perfectly good piece of paper and turn it into an accordion fan;
3. Tell me I have a spooling issue and to turn off the printer;
4. While trying to turn off the printer, it wouldn't, so I unplugged it;
5. When I plugged it back in, the menu display said "You will damage printer if you unplug. Always turn off with on/off button";
6. My punishment for unplugging it was a "check system" that took 11 minutes - I timed it;
7. Asked the printer to print 12 sets of handouts, it printed 22 sets;
8. Every so often while printing the sets, it would wrinkle a page and chew the corner.
9. After printing 22 sets, I requested it print a single sheet 12 times and it "had no response to that";
10. Rebooted computer and printer did another "check system";
11. Asked again to print 12 copies of one page and it did 11 perfectly, but the last one it grabbed more paper than needed and did parts of the document on three pages;
12. Requested the last page again and it "had no response to that"
13. I gave up, made a copy on a copy machine at the gas station on my way to the workshop.

I am feeling like it is trying to take over my office. I've actually caught it trying to talk to my computer and monitor that are mostly very well behaved. It will just come to life, make noises, spin its mechanical things and then go back to sleep. I know, like Colossus, it is just waiting to join the other computers of the world that are trying to rule humans.

So, while this venting has been fun, I did a quick Internet search and found two interesting sites. Hope you enjoy them, too.

Printers were sent from Hell - poster available, too!

Your Printer is a Brat

And just do a YouTube.com search on the key words "evil printer" and you will find I'm not alone.

Thanks for listening.

Linda Fayerweather MBA EA
419.897.0528
Linda@ChangingLanes.biz 
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The Right Computer for the Right Job - Part 1

Often, when visiting clients I come across archaic technology and ways of doing processes. When I ask them about it the usual responses are "Its just how we have always done it.", "We don't have the money to upgrade to the latest technology.", Or "If it ain't broke, don't fix it." The issue is usually dropped due to stonewalling but for the few that realize there is always room for improvement, my heart jumps for joy. I can't help it I love helping people do what they do better. Think about this situation my one client was in. His company had a small staff for the front office. They all used computers from the early 2000's with a mix of old and newer software. All the computers worked and did the job. One day, while I was waiting to meet with said client. I was in the front office chatting with a few of the employees. I watched as the one employee opened up some software on her computer. She then sat back and waited. It took over 20 seconds for it to load up. After chatting with her and the rest of the front office staff, they let me know that it is a regular thing. They said that they can only run one, maybe two programs at a time before the computer becomes really slow. If they are working with a spread sheet they can only have 2 sometimes 3 open at a time. They have to reboot at least once a day, too. It was obviously frustrating to them. I asked them to write down every time they have to wait for their computers to load some thing, whether it is software or something within the program, and roughly the time they had to wait. After a few weeks I was back for another visit. The office staff presented me with several sheets of paper containing their tabulations. As I waited I looked over the information. Over the course of a day, for the four staff members, on average each waited for the computer to do its thing for over 20 minutes. That included rebooting, loading software, and waiting for the programs to process info or load files, etc. So on average between the four of them they lost a minimum of 1 hour and 20 minutes a day of work. Over 6 hours of work time a week. Over 25 hours a month. My head started to spin. When I presented my finding to the owner, he couldn't believe it. He hadn't realized how much time was wasted due to his staff's old computers. But would buying a new computer really cut down on lost time and if so, how much? Part 2 will continue next week. In the mean time, do the test yourself for the next 7 days. Write down how long it takes for your computer to boot/reboot? How long does it takes for you to load a program or file? Write it down for each and every time. Send use your results and some of your computer specs next Tuesday! Jeff Mendelsohn Liquid Mechanix Studio, LLC www.liquidmechanix.com 419.297.3364

Technology You Can Use

Kindle [kin-dl] verb
Here at Monday Morning Motivators, we have declared November as Technology month. We will be exploring with you some new technologies that are available and how they can help your business use current opportunities to save time and money.  We are thankful for new ideas to get work done!

        1. to start (a fire); cause (a flame, blaze, etc.) to begin burning.

2. to set fire to or ignite (fuel or any combustible matter).

3. to excite; stir up or set going; animate; rouse; inflame: He kindled their hopes of victory.

4. to light up, illuminate, or make bright: Happiness kindled her eyes.

Yes, I'm a Kindle fan.  I've had a kindle since 2009.  Mine is the "old fashioned kind" - E-ink (that mean no colors and not back-lit) with very few bells and whistle like the new Kindle Fire.  It makes travel a snap, as I don't have worry what book to take, I take the whole library! 

If you are still a skeptic, as of April 1st of 2011, for every 100 printed books that Amazon sold, it sold 105 Kindle books and that doesn't include free titles of which I have many.

Still not ready to pluck down money to purchase a kindle? Take heart.  You can read and purchase Kindle books if you have a:

• Computer
• Smart Phone/Mobile device
• Tablet (IPad, Xoom, Playbook, Galaxy, etc)

Amazon, the maker of the Kindle has created an "app" or application that you can download to any of your devices and read books, magazine, newspapers and a more!

I've found this is invaluable when traveling as I can download the Wall Street Journal and read it anywhere I am, not just on my Kindle.  The whisper sync technology makes this possible.  Well, yes, you will need to have an Amazon account or share one with a family member.  That is simple and secure.

Also, there are a multiple of websites that offer and track Kindle books.  Pixel of Ink, Kindle Nation and Frugal E Reader are just a few and liking them on Facebook will keep you informed on weekly specials - that means best sellers for educed prices.  Several times, I've purchased a best seller before the it was released in a physical book as publishers and authors are striving to create buzz about their works. 

Going forward, you should expect to see more and more books available on Kindle as the publishing process is easy and available to the general public.  Check out Kindle Direct Publishing  for the ease of doing this.

Disclaimer:  I'm an old librarian, so I know that books are important and anyone who has visited my office can attest to the fact "I like books".  But being able to read a book anywhere, anytime, is wonderful.  I'm reminded of Star Trek and how you would see the Captain read from his "Kindle" like device but occasionally have a prized old fashioned book and "Turning pages is especially enjoyable with a young grandchild by your side."  said the old librarian.  

Check out the bounty of knowledge available to you on a digital reader.

Linda Fayeweather
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Finding the Right Software to Increasre Prodfuctivity - AIM Pro

The right software, like any tool can increase productivity and reduce time spent on any task. I recently found a new piece of software that does just that. Its called AIM Pro (powered by WebEx). You might recognize part of the name. AIM, also know as AOL Instant Messenger, has been around every since AOL sent out those floppy disks with free hours of Internet. AIM is a program to send messages in real time from one person to another. AIM also has a host of other features too.

AIM Pro is AIM for business professionals. It has similar features as AIM but the feature that really caught my attention was the "Share Your Desktop" feature. This feature allows another AIM Pro user to view your desktop. They can see exactly what you are doing in real time.

For me, AIM Pro has changed the way I troubleshoot with my clients and co-workers and how I work with my apprentice. I've only been using this software for over a month now and couldn't imagine life without it now.

For trouble shooting I can see exactly what my clients and co-workers are doing and what errors they are receiving. My clients no longer have to struggle with explaining what the issue is.

 --No more back and forth email or calls.

 --No more screen shots.

 --No more hours of piecing together what they did to cause the issue. They can now show me.

 When working with my apprentice, I can show him code that I'm working on in real time, examples, changes and updates to sites/projects. He can show me what he is working on and if he is having issues, I can help him in real time. No more emailing, sending URLs, downloading code from the server, etc.

This is just the start. You could use AIM Pro "Share Your Desktop" feature to do one-to-one training and walk-through's. It also seamless integrates with Microsoft Outlook® and has voice and video conferencing to name a few of its features.

The best part is AIM Pro is free. You can download it here: http://aimpro.premiumservices.aol.com/learn_more.html

Jeff Mendelsohn

liquid@liquidmechanix.com  

Employees and Small Business

Five little Gremlins sitting on your desk!

Here are some QT (Quick Tips) for productivity improvement for your gremlins on Halloween: 
Lost Items - we spend 2 weeks a year looking for things. QT - Learn 5S .
Interruptions - make us "lose our place".  QT - Keep a log based on Urgency and Importance for a week and study the what, when, where and why of your gremlins. 
Meetings - unclear purpose, too long, no follow-up. QT - Have an agenda.
Email - this gremlin is a huge time waster.  QT - Sort, prioritize, then read on your own schedule.
Social Media - a great time sucker.  QT - have a plan and schedule your time.

Happy Halloween and may all your gremlins behave.

PROS and CONS of Employee VS. Independent VS Contractor

Recently, I talked with a business owner that ended up having a worker be reclassified as an employee from an independent contractor. He had to retain a lawyer and in the end, paid no penalties but did have to pay back taxes and payments to federal and state agencies.

 

How did this come about?

The worker got injured on the job, had no health insurance and at the urgent care facility said "Yes, this was work related" and the process started with Workers Compensation against the company because the worker never got his own policy. If you use independent contractors, having a contract with them clearly stating they are responsible for their own benefits and taxes is key.

Previously, we discussed how the Internal Revenue Service views if your workers are employees or contractors. This week, we explore the PROS and CONS of each.

Employees:

PRO

• Potential loyalty which may yield greater productivity
• Multiple roles or cross training of skills
• Improved work flow as the staff is "shovel ready" every day
• Employee is covered by workers comp and state and federal unemployment

CONS

• Added responsibility of employees is almost like adding to your family AND payroll is not for the inexperienced.
• Extra overhead and need for employee tools, desks and other stuff. Don't forget benefits and taxes for the privilege of having employees.
• Being a manager/boss and dealing with the reality of all that human resources stuff.
• Rules are everywhere and vary depending on the number of employees, the employer is expected to know these.

Contractors:

PROS

• Overhead costs may be less as a contractor will usually have their own tools and equipment
• No benefits to be paid. A company has no requirement to pay any benefits to an independent contractor, in fact, if paid, that action in itself will cause the worker to be viewed as employee.
• Contractors work when you need them. This is a better match to the cash flow of the some company's job or project flow.
• Contractor has own profit motive - your success and theirs are intertwined.

CONS

• Lack of control over time. The fact the worker is called an independent contractor means that the contractor will work for others, too. Your job's priority may not match the contractor's work schedule.
• Lack of control over pay. The contractor will set the rate and they can vary from project to project. Also, since the contractor is paying their own employment taxes, benefits and for tools, you should expect to pay more than employee.
• Misclassification of worker. If your company is found to have classified an employee as a contractor, there will be back taxes, penalties and interest.  

The choice is yours and different jobs will require different workers.  Making sure you are following the law and building your business for sustainability will be key.

Useful books: Remember a book is not a replacement for a good attorney and you would be wise to connect with one before you need one. These books can give you a start and ideas of what is involved with business law.

Nolo's Legal Business Contracts and Forms

Encyclopedia of Small Business Forms and Agreements 

Business Contracts Kit for Dummies 

Linda Fayeweather

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Changing Lanes LLC

I Quit. The Have To VS the Want To -- Employer's Point of View

Are you prepared?  When an employee announces they are leaving, the employer should be prepared. As we talked last week, leaving employees fall into two categories. The ones that Have To Leave and the ones that Want To Leave. The majority are the ones that Want To Leave and just become dead weight for their current employer very quickly. So what can be done from a company stand point?

First and foremost, make sure the employee no longer has access to sensitive data and information. Next, review the job description and job processes already written down for this particular position. A meeting could be held to go over the current job description, job processes and status of work in process with the soon to be ex-employee making sure nothing is missed.

For the companies who aren't prepared, take the next few days to learn everything you can about that person's position. Don't waste time. Meet with the person who is leaving, meet with other managers, and anyone who deals with the exiting employee. Gather information and build a job description and the job processes. Don't rely on the exiting employee to create a job description or write out all their job processes on his own as his attention is elsewhere.

A second meeting will be held with owners, managers and HR (in house or outsourced human resource assistance) to make sure nothing was missed and the position, job description, and job processes are in line with what the company wants and needs for the future.

Then it is time for the company to move on by starting the hiring process, promoting someone, dividing the current job processes up along other employees, etc. The soon to be ex-employee can be held on to finish up critical tasks if necessary, if not, he may be let go even if the two weeks aren't complete.

The exiting employee is often dead weight and will do little to benefit the company, especially the Want to Leave employee. A harsh reality, but a reality none the less. Just remember to do this tactfully, the exiting employee isn't being fired and shouldn't be treated as if he is. He is leaving and the sooner the company moves on and fills the void, the better.

Jeff Mendelsohn

liquid@liquidmechanix.com