Simple Cyber-security Practices

Cyber-security has been a topical issue of late in the wake of headline-grabbing incidents, like the Sony hack, the theft of compromising photos of celebrities from an online cloud (“celebgate”), and the revelation of a security vulnerability dubbed “heartbleed”. Unfortunately, as technology becomes increasingly sophisticated, so do the techniques used by tech-savvy miscreants to infiltrate computer systems. Further, in this era of Big Data, the amount of sensitive information potentially vulnerable to criminal activity is vaster than ever before.

Few (if any) computer systems can claim to be the digital equivalent of Fort Knox. But there are some simple steps you can and should take to help improve the safety of your data.

•  Keep software up to date, including anti-virus applications.

Out-of-date web browsers are susceptible to cyber-infiltration, malware, and viruses, as are machines that don’t have the latest anti-virus software installed. Do a bit of research, and invest in security software from a reputable company with a solid track record.

•  Create backup copies of everything that’s important.

Even ostensibly reliable computers can sometimes crash or malfunction, causing you to lose access to information stored on the hard drive. Pay particular attention to financial and human resources documents (including credit card information and social security numbers), records of transactions and accounts receivable/payable, databases and spreadsheets, and any other files you feel might cause a major headache if it ever went missing. Store these essentials either in a secure cloud, or offsite.

•  Set up an internet firewall.

Many computer operating systems have a firewall pre-installed, and you’ll simply need to enable it; alternatively, free firewall software can be downloaded from the internet. Again, make sure the software you use comes from a reputable source.

•  Control physical access to computers.

 Set up passwords for each machine, and request that each employee create a unique user name and entry code. Aim to change passwords every few months and in the event of employee turnover. Safely stow and lock up laptops that aren’t being used.

•  Secure your wi-fi network.

Your wireless network should have a unique password that’s at least 10 to 15 digits in length, containing upper-case and lower-case letters and numbers. Try to make it not only exceedingly difficult for a person to guess, but inordinately time-consuming for a password-cracking program to break.

•  Use extra caution with payment-processing.

When setting up a payment-processing arrangement with a bank or financial institution, ask about the latest security and anti-fraud measures and best practices. Try to isolate your payment system, and avoid using the same computer to handle financial transactions and browse the internet.

•  Leave software installation to people you trust, or do it yourself.

Many computer operating systems are outfitted to require password authorization  from a system administrator in order to install new software. Make sure this feature is enabled, so that employees (and unauthorized computer users!) cannot install software without your approval.

•  Read up on cyber-security.

With the pace of technological advancement occurring in our world today, experts occasionally stumble upon previously undiscovered vulnerabilities, and new programs that can thwart even the most sophisticated network security systems. Although not everyone can or should aspire to become a cyber-security connoisseur, it is in your interest to keep reasonably abreast of the latest developments in that area.

The U.S. Federal Communications Commission (FCC) has a page dedicated to cyber security for small businesses, including advice and resources. More useful information is available here, via a campaign called Stop.Think.Connect.

Business Essentials: Project Management Software

Business Essentials: Project Management Software

Tech companies have been hard at work over the last decade finding ways to streamline their workflow. As a result, numerous companies have entered into the domain of developing software specifically designed to manage their various projects and they have addressed almost every growing concern under the sun. Project management software in this day and age is powerful, easy to use, ubiquitous, and cheap. Businesses are quite literally spoiled for choice in this area and, if your company is not currently using any project management software to coordinate your projects, it’s time to take a serious look at how one of any of the number of programs that are out there might add value to your company.

What’s out there?

Sometimes choice can be a difficult thing to handle. With so much choice out there, how do we know which program is going to be the right one for our business? How do we know that it will be able to do the things we need it to do? Basecamp, Asana, Microsoft Project, Smartsheet, what’s the difference?

Generally speaking, there is no difference – they are all designed to help you manage your projects in one way or another and all will perform many of the same functions. Where they differ is in how you interface with each program. One could choose blindly and accept that there will be a learning curve to understanding how the program operates. No matter which program you choose, eventually it will become an extension of how your business operates.

However, there are a couple of points worth investigating first:

Web-based or on-prem? – One thing you need to decide is whether or not you want to operate your project management software literally from within the building (or “on premises), or if you want your project management to be handled on the web. On-premises software has the advantage of typically being more robust than web-based software. However, companies more and more are trending toward web-based programs because they have been stripped down in order to be more easy to use and because it does not involve installing the program on every computer in the office. Instead, project members simply visit the relevant website.

Proprietary, GPL, or Open source? – What these three terms refer to is the type of license a program might use and defines what you are allowed to do with the software once you have it. Whether a program is free to use or not, project management software will most commonly use a proprietary license meaning that you agree to use the program the way it is simply to help you with your business. Other licenses may give you the freedom to tamper with the code and tailor the software to your company’s needs, but this does take some savvy and you’ll need a competent computer engineer.

How they work

As mentioned earlier, every project management software is initially designed to do more or less the same thing and most will cover all the essential components of what it takes to coordinate a project.

Communication – If a program does not allow for a team to communicate with each other, then it’s not of much use. Virtually all programs keep each project separate from one another so, when running more than one project at the same time, it’s easy to track what’s been discussed about which projects. It’s even possible to cherry pick who needs to know which pieces of information so that the right people get the necessary information while everybody else doesn’t have to feel bogged down by excessive communication that is not relevant to them.

Scheduling – Project management software also allows your company to set milestones and completion dates for aspects of a project. Anyone involved can then go to the calendar and see what tasks need to be completed, allowing them to better manage their own work.

File Sharing – Any project management software acts as the central hub where all the information regarding a specific project is located. It is open for all the people involved in the project to get their hands on. Relevant documents can easily be uploaded and shared for all to give their insight or make changes.

Although these represent the core of what most project management software will address, each program provides its own nuance, bells and whistles, and special features. How you decide to use these features is anybody’s guess but you’ll eventually find that there 101 ways to solve any number of problems right at your finger tips. 

The Most Underrated Marketing Tool in Your Arsenal

If the barometer of success for any marketing strategy boils down to ROI, it’s time to consider the PDF file as one of the most overlooked ways to get the word out about your product or your service. If you consider the myriad of ways to draw potential clients to your business, few are as easy to put together, as cheap, or as effective.

Simple Tools That Are All in the Box

Imagine you’re unveiling a new product line at your store. One of the most conventional ways to draw attention, and promote your new product, has been the leaflet. In the digital age the leaflet has to now be regarded as one of the more ineffective ways of driving business. Consider all the steps involved and who needs to be employed:

• A graphic designer needs to be employed to handle the layout.
• A completely separate company needs to be hired just to handle the printing.
• Finished leaflets then need to be distributed.

Now consider how those steps can be refined and made more cost effective with a PDF file.

• Virtually any word processor or design tool can be converted into a PDF file.
• No printing necessary.
• A final PDF can be distributed with a single click of a button in an email blast, or via per click advertising on almost any social networking site.

With a PDF no materials are wasted and no leaflets get unceremoniously tossed in the garbage. Save a tree.

So Many Options

PDFs can assume a variety of forms that may be useful in driving people to your business. Here are a few ideas:

Catalogues – PDFs are specifically designed to integrate images with text. They are quite literally the digital gold standard for delivering professional looking, unalterable, designs modeled after traditional print publications for the digital age.

Informational Material – For service companies, educating your client base on what you provide can help establish trust and offer them a reminder that they may be in need of your service. A well-targeted PDF tutorial, offering something as simple as a quick tip, can often spark in the minds of your clients a number of ways that they can use your service.

Promotional Video – With easy-to-use screencasting software such as Camtasia and Screenflow, it’s simple to turn a PDF file into a promotional video that can be quickly embedded onto your website or on various social networking sites.

The total cost for all of these methods are a fraction of the costs associated with conventional print materials, billboards, radio, and television advertising, and by using social media, the reach is even greater.

Other Benefits of PDFs

By now it should be clear that the PDF is able to profit from the fact that it can travel digitally and has a demonstrable versatility. But there are still a few more points that make PDFs so handy.

They’re Unalterable – No matter what design tool you’re using whether it’s Microsoft Word, Adobe InDesign, Photoshop, it doesn’t matter, converting to PDF places the final stamp on a design and makes it final. When it goes to the world it can not be imported and have it’s design components altered, leaving copyright and design control in the hands of you and your company.

They’re Universal – Unless you’re dusting off your old Amiga, chances are your PDF will be read by any device from a PC to an iPad. It will always look just the way it was intended and never suffer from corruption by crossing platforms.

They’re Light Weight and Cheap – No heavy boxes to move around and, in fact, PDFs require minimal amounts of space on your hard drive. Just about every software tool under the sun has a “save as PDF” option. Total cost: $0.

Should Your Accounting Go Into the Cloud?

Are you up in the cloud yet? We're not talking about daydreaming your afternoon away, but instead about cloud data storage. The simple way of thinking about cloud data storage would be like having an extra attic added onto your home that you can go up to from time to time to add and takeaway stuff. Best of all this "attic" doesn't clutter up the rest of your home.

Cloud storage allows you to park huge amounts of data and software programs, which can free up valuable storage space on your computer. This is vital for a company that is dealing with massive amounts of accounting data. There is still a kind of hesitancy with some companies who feel like they are "letting go" of their data. Should your accounting go into the cloud? Consider these potential benefits of having your accounting software delivered by way of the cloud:

Real Time Updates

If you have an accounting program on your computer, you'll be notified when an update is available and then you'll have to allow your computer to install that update. Often this requires you to reboot your computer. Do you have time for all of that? Up in the cloud, any programming updates are installed automatically. You'll only notice when you see the new features added to your software.

Ability to Expand

Cloud storage is 100% scalable. This means you can add large amounts of extra data at very little extra cost. The alternative would be expanding your memory in your computer. You can also take away data with the same ease and pay for just what you use.

Instant Access

A cloud-based accounting program grants you instant access from applicable devices anywhere there is an internet connection. This means you can work on a plane, at the beach or your favorite java joint.

Ease of Use

Stepping into the cloud is easy to use. You'll also be getting the added bonus of your software provider managing storage space, security and all your backups without you having to stress out over that. In other words, peace of mind knowing that your accounting needs are being met.

Affordable Options

The cloud accounting software you'll be utilizing will be running as a service. Translation: you'll pay a small subscription fee as opposed to a huge purchase price. You also won't have to worry about paying for upgrades when they are available. All for one low price. 

It's The Wave of The Future 

Cloud technology is improving by leaps and bounds every day. As a user you'll be benefiting from all of those upgrades as they happen. It would be like having the latest iPhone delivered to you every time there is a change as opposed to standing in line for hours at the Apple Store.