Planning & New Computer Part 4

Planning and Procrastination
Let's face it - it is December, we have lots of family stuff to do, lots of end of the year stuff and I'm suggesting you should get your 2012 planning done now.  Yeah, what planet did I just drop off of???

Well, these two, planning and procrastination, go hand-in-hand and part of the reason is that planning usually requires knowing where you have been and if you don't know the answer, sometimes reviewing the past year in your business can lead to disappointment, anger and frustration at a time of the year were are supposed to be jolly, happy and giving.   Take heart, the past is done, so "get over it" and build your plan for 2012 that will make your business thrive.

Now, slow down. . .jumping into planning is not the best - planning to plan is usually better. If you are struggling with moving forward, here are some simple tips:

1.  Do the toss and pitch - get rid of the stuff that is in your way.  Sometimes it is walking into your own office from the eyes of your customers.  Be critical, be honest, and recycle, repurpose and pitch the trash. 

2.  Clean your desk - physically, get it in ship-shape.  Both David Allen of Getting Things Done and Ellen Rohr advocate "cleaning out the office" when you want to be more productive.  Getting everything in its place and put away really will help you get your head around the next year.  

3. Setting the stage for success: 

• Don't worry about imperfection
• Minimize distractions so you can focus
• Think healthy, get some good sleep, eat right and maybe exercise some
• Know the time of day you are best for thinking and working
• Schedule when you will do the planning

Now, while you are doing these tasks above, let your mind wander and think about where your business has been.  When you have completed these projects, often people tell me that they feel a weight has been lifted from their shoulders.  That feeling is where you want to be as you start the planning process, not being dragged down by the past.

Your challenge this week is to get ready for planning your 2012!  Take the time to get ready

Linda Fayerweather MBA EA
Linda@ChangingLanes.biz
419.897.0528
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Changing Lanes LLC  

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The Right Computer for the Job - Part 4

Over the past few weeks I've been sharing a story about a client of mine who's outdated and slow computers for his front office staff were actually costing him over 25 hours a month of lost work time. Last week we spec'd out the computers based on our wish list. For the three data entry computers we need to find an i5 with 4 gigs or ram, Windows 7, 21" monitor (can buy separately). Pretty straight forward. For the marketing computer we need an i7 with 8 gigs of ram, Windows 7 64 bit, 1 gig video card with dual DVI outputs or a single DVI and a DVI splitter, dual 21" monitors (can buy separately)  and a second hard drive or an eSata port for an external hard drive.   These specs give us a pretty wide range to work with. We could have a computer built for us or find a pre-built system from a major computer manufacturer. Let's explore these options.   Custom built computers can offer several advantages, such as, the hardware can be better and you can customize the computer even more. The down side is it can cost more and you can end up creating a computer beyond your needs. For the average person a custom built computer is overkill. But it is an excellent option when you need a solution beyond what a normal work computer would be able to do. Pre-built systems will be a great solution for most computer users. The cost is lower compared to a custom built computer because they are mass produced. In general they will satisfy the needs of a general computer user but yet can still be upgradable. So getting back to my client, since we know what type of computer we want, the first thing we need to do is find out what is out there and to do some research. Check out stores online such as Amazon, Dell, NewEgg, TigerDirect, MWave, Lenovo, HP, GateWay, Asus, etc. If you don't feel comfortable shopping online, check out stores like Best Buy, Walmart, Dell, Fry's, etc but don't be surprised if you end up paying more.   Find the computers that are the type of computer you are looking for. You will notice several things.   There are several different types of CPU versions. An i5 just isn't an i5. There are i5's with 2 or 4 cores. i5's clocked at 2.8ghz, 2.66ghz, 2.4ghz, etc. All with different cache sizes. To know the differences, the higher the number of cores, ghz, and cache, the better. The price median should be in the range of $200-300. You will find computers that cost for example $600 but also a similar computer that will cost $900. The next thing to do, especially if you are shopping online, is to read the reviews. Take in consideration the difference between user ignorance and actual issues. User ignorance issues are problems or issues that could be solved by learning. Other ignorance issues might be the reviewer complaining that the color is black, not slate black or the case doesn't fit in the same spot as their old computer. Actually issues could be, the power button sticks, the case fan is cheap and died in two weeks, the case isn't big enough for a certain brand of video card.   Once you have compiled a list of computers with all the different specs, create a price median, For the best deal you will want to find a computer that has the better specs but is at the lower end of your price median. For example, if you are finding i5 computers for $600-900. You will want to find a computer that has better specs than most, should cost $900, with good reviews, for $750.   But you might not find that deal the first time you search. Don't get discouraged, keep looking you will find it. It might take a few weeks but you will find your perfect computer. To speed up the process of finding a deal check out sites such as DealNews.com, Woot.com, slickdeals.net, etc.   After going through this process with my client we found about 15 computers that would work for the data entry staff and about the same amount for the marketing person. Five of the fifteen computers were better than the rest but non were a deal. After watching the prices for about two weeks we got the deal we were looking for, for the data entry computers. It took another two weeks to find a deal on a computer for the marketing manager.   Once the we got all the computers setup and the office staff properly trained/accustom to their new computers and software, we ran the same time waiting test. The time spent waiting was cut down to about 5 hours a week between all four of them. On top of the gained time, obviously productivity is up, but so is office morale. The owner has also scheduled bi-weekly training sessions to keep up on the new software installed on the computers and has committed to yearly technology reviews.   Think of your computer as a tool (which it is). Like any tool you should have the right one for the job. Even though you can get the job done with another tool, it might not be done properly or as efficiently.   If you are still not sure what kind of computer to buy or where to start, ask a friend who is tech savvy to help (but if you do, don't take their help for grant it, buy them lunch!) or head over to your local computer store.   Copyright 2011 Jeff Mendelsohn Liquid Mechanix Studio, LLC  www.liquidmechanix.com 419.297.3364

Cyber Monday & New Computer 3

Cyber Monday - Pictures say . . .

Today is Cyber Monday which immediately followings Black Friday, the ceremonial kick-off of the holiday online shopping season in the United States between Thanksgiving and Christmas. While visiting a friend recently, in her living room she pointed out a coffee table book of Paris. She said "Here is my trip to Paris". In my naiveté, I just assumed it was the standard Paris-Coffee-Table- Book. It wasn't.   It was one she created with her photos from her own trip that spring and I was reminded how pictures say a thousand words as I harkened back to my own trip.  Two days later, I saw a hardbound book of a young women's wedding that was wonderful and far superior to the wedding books where the pictures are slide in the top (like mine of years gone by). This, too was created by online software but with the full support and assistance of the photographer. These were both hardbound books with full color pages of pictures, text, and comments. The creativity reminded me of some of the scrapbooking projects I've seen, but again, these were books - not scrapbooks or photo albums - library quality books. Now, I'm thinking about all the photos I have on Flickr (500+) and my IPhone (3,000+) and who knows how many are in boxes under the stairs! WOW, I could create my own books to have around without having to leave my desk and have them delivered to me in archival quality books - how things have changed, a technology has made it happen! Next, I envisioned business applications. The obvious are the photographers of the world, but what about this as a unique way to present your designs, or a thank you from a landscaper with before, during and after pictures, restoration of a home or historic vehicle, or maybe a way to document a project at a non-profit.   The affordability is there - all the sites I looked at had hardbound products starting at around $12 USD. This is a thank you that is affordable! Where to start? I started first at Flickr where I've had an account for 5 years. Their system sends you to Snapfish, one of the top 10 producers of photo books. Next, I asked around and several suggested Shutterfly. Janelle Marzullo of Greentree Loan said, "I've used Shutterfly and the books turned out great." Cheryl Hardy of the Hardy Group has made over 30 books from Shutterfly and says the turnaround is very fast. I also found both Shutterfly and Snapfish allow uploads from your computer, Facebook and your own online sources. As I searched, I found more and more including tutorials and videos to help get that photo book complete. I also found Smilebooks, Indubook, Picaboo to name just a few. Then I found Jason Dunn at Digital Home Printing who has done an exceptional job of reviewing the top 12 that were available a year ago! Jason has done a superb job of reviewing these. As you are thinking about Cyber Monday, realize that technology is always changing and what can often set you apart from your competition are the very small differences.  Those pictures not only speak but they also trigger the memories you want to keep vivid in the minds of your prospects and customers. Linda Fayerweather MBA EA 419.897.0528 Linda@ChangingLanes.biz  Like us on Facebook   Tweet us at Twitter      Changing Lanes LLC

The Right Computer for the Job - Part 3

Over the past few weeks I've been sharing 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. Last week we created a wish list for the two types of computers my client will need. This week we will do a little research and design a computer for the office staff.  Now before we proceed, I want to say a little disclaimer about the computer industry and this article. Technology is forever changing. What you buy today, there will be something better tomorrow. There are a ton of different options and specs for each and every piece of hardware inside a computer, it is beyond the scope of this article. If you want to know the finer details, do your research or ask a professional.  In my opinion, you never want to buy the best of the current technology. You will be paying a premium for little return over the long run. On the flip side you don't want to buy on the low end either because it will become obsolete faster. With that in mind, its time to do some research and break down our wish lists.  Lets break down the three data entry computers. We don't need power house computers but we want something that will last for a few years. Something that will be able to handle the latest software for a few years to come. In this case, something mid grade. Latest Operating System: In this case Windows 7: Easy, any new computer will have this. A good CPU: Right now there are several processor types available, starting from best to worst. i7, i5, i3. There are also two generations of these processors available. Taking my advice from above, we don't want any i3's or a second generation i7. We want a mid grade, so an i5 (first or second generation). If the i5 is a 64 bit Windows 7 will have to be the 64 bit version. Enough Ram to run Windows 7 and the latest data entry/office software for at least the next three years. From our research Windows 7 needs minimum 1 gig or ram. Heed advice, at least 2 gigs for Windows 7 and another two for software for a total of 4gigs minimum, preferably upgradable to 8gigs, just in case. 19" monitor but preferably 21" or 22". From our research we have found that the difference between a 19" and a 21" or 22" monitor is $30-40. Since we won't be doing anything but data entry we don't need a fancy video card. In fact an on-board video card will work just fine. Enough USB ports for an external hard drive (for backups), mouse, keyboard, and flash drive OR an eSata port. This shouldn't be a problem, most new computers come with 2 USB ports on the front and 4 to 6 on the back but still something we should be aware of.  Now let's look at the wish list for the marketing computer. Latest Operating System: In this case Windows 7. Easy, any new computer will have this. Dual Monitors to increase work space and productivity: To have dual monitors we will need a graphics card with dual DVI outputs or get a DVI splitter. We don't need a gaming graphics card but we need something that can handle dual monitors and give us a good picture for video and graphic design. The standard today is PCI Express 2.0 x16, preferably 2.1 x16. A good middle of the road card would have 1gig or memory. Working with large file graphic design, needs to store and open large files: We could get away with a terabyte hard drive or better but if possible a second hard drive or at least enough space in the computer case for a second hard drive. A good CPU that can process graphics and video editing efficiently for at least the next three years: From above we know there are i7's, i5's, and i3's. Since we do need a computer that can handle video and graphic work, we will want a better processor. The better the processor and more ram, the faster the computer can process the data. An i5 will be able to handle the video work but not as efficiently as an i7. We don't want to spend all day waiting for video to encode. So a decent mid level i7 (first or second generation) would work. Going with an i7 will also require Windows 7 to be 64 bit. Enough Ram to run Windows 7 and the latest Graphic and Video Software with the ability to upgrade to more Ram. From above we know that we need a minimum of 4 gigs. Since video and graphic work will be more intense on the computer, the more ram the better. A good start would be 8 gigs. The difference between 4 gigs and 8 gigs of ram is a minimal cost to boost productivity. Enough USB ports for an external hard drive (for backups), mouse, keyboard, and flash drive. This shouldn't be a problem, most new computers come with 2 USB ports on the front and 4 to 6 on the back but still something we should be aware of. eStata port for external hard drive to store video: this is a must especially if we don't go with a second internal hard drive. Wow, what a list. So for the three data entry computers we need to find an i5 with 4 gigs or ram, Windows 7, 21" monitor (can buy separately). Pretty straight forward. For the marketing computer we need an i7 with 8 gigs of ram, Windows 7 64 bit, 1 gig video card with dual DVI outputs or a single DVI and a DVI splitter, dual 21" monitors (can buy separately)  and a second hard drive or an eSata port for an external hard drive.  These specs give us a pretty wide range to work with. We could have a computer built for us or find a pre-built system from a major computer manufacturer. Next week lets explore our options.  Copyright 2011 Jeff Mendelsohn Liquid Mechanix Studio, LLC  www.liquidmechanix.com 419.297.3364

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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Changing Lanes LLC 

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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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Changing Lanes LLC 

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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