Ten minutes of additional productivity in an average work day does not seem like much in the big scheme of things. But over time, 10 such minutes per day could be worth a lot to you and your business! Over a 20 year period, an employee making $20 an hour, who manages to produce 10 additional minutes of work each day, would create a savings of more than $16K for his employer. Wow! Now that is an attention getter.

Such a scenario is actually possible by simply adopting small improvements in productivity. And believe it or not, the computer keyboard is a great place to start! For example, how often do you or your employees click 3, 4, or more times to access information which could be accessed with a keyboard shortcut? Sounds too simplistic to matter? Not so; in the long-term, the cumulative effect of implementing a number of keyboard shortcuts can yield savings in both time and money.

How can you improve efficiency? Begin by adopting a few small changes like these:

1. Select Everything – Ctrl+A – Highlights everything in a window. Then you can Copy (Ctrl+C) or Cut (Ctrl+X).
2. Print – Do you print multiple items each day to the same printer? Print (Ctrl+P) can make quick work of this without even taking one hand off the keyboard.
3. Switch Between Two Windows – Do you find yourself clicking between two most recently viewed windows? Switch (Alt+Tab) will make quick work of this.
4. Show The Desktop – To Show the desktop press Windows logo key+D. Repeat the action to restore view.

What actions do you perform most frequently? Search for “keyboard shortcuts” for that action. By the way, some of these commands will work on a Mac by using the Command key instead of the Ctrl key.

Many Windows shortcuts can be found here: http://windows.microsoft.com/en-US/windows7/Keyboard-shortcuts

Mac shortcuts can be found here: http://support.apple.com/kb/HT1343

Do you ever wonder “What’s Up” these days concerning computers? In the world of Information Technology, what are the trends, and how are things different this year as compared to a few years ago?

What’s Up?

1. More Computer Power – A computer purchased today is much more powerful, has much greater data storage capacity, and is also significantly more energy efficient than a computer purchased just 3 years ago.
2. New Technology – In recent years, Solid State Drives (SSD’s) have become more widespread in replacing Hard Disk Drives (HDD’s). USB 2.0 now has been joined by USB 3.0 (SuperSpeed), which is 10x faster than its USB 2.0 predecessor. Now, networks often have 1 GB speeds instead of 100 MB—a 10x improvement. Newer operating systems and software offer more productivity, features, and security.
3. Mobile Devices – Remember a few years ago when one would need to go to the office to access one’s computer? Today with remote access and mobile devices, such travel is no longer necessary.
4. Cloud Computing – There are many ways to use the internet to either access and supply data or services which did not exist a few years ago. Some examples include online file sharing and cloud based software.

Reduce expense—in this economy; who can afford to do otherwise?

Yet, I ask you:

Why save When You Can SAVE?

Do you endure rising expenses and reduced reliability in order to forego the expense of new computers?

If so, consider:

What is the value of improving your business productivity by 30%, reliability by 50%, security by 25%, energy consumption by 30%, and employee morale by 20%?

Likely, it would be worth far more to you than the cost of replacing an outdated computer system. Such improvement is indeed plausible; your business is a great place to invest!

Consider refreshing your equipment on a scheduled basis, thereby maximizing your business benefit.

A new system offers:

1. Performance – New computer performance is typically much improved over what generally was available 5 years ago. Also, newer software includes features which further improve efficiency of your workforce and responsiveness to your customers.
2. Reliability – Seldom do new computers fail. Most computer failures occur after 3 or more years of service. The failure rate continues to increase year after year, reducing the cost effectiveness of postponing equipment replacement.
3. Security –Each software release generally improves on the security of the prior version. Realize that Power PC Mac computers likely can’t be upgraded. Windows Server 2000 support has ended and Windows XP SP 3 extended support ends 4/8/14.
4. Acquisition Cost – The cost (per computer) of acquiring a group of computers is much less than the cost of replacing only a few. There are many economies of scale that make mass replacement less expensive.
5. Predictability – Many companies, realizing the true cost of unplanned computer downtime, take action to refresh equipment in a planned and efficient manner. This approach offers many seen and unseen savings benefits—all within the framework of dependability and predictability.

We know that malicious software is software that we don’t want and do not intend to install on our computers. We also know that viruses, worms, and root kits are examples of malicious software. You’re aware that malicious software can come from infected websites, email, data storage devices, networks, etc. We’ve discussed how to avoid malicious software, but we’ve not yet reviewed the reasons why malicious software is produced. If we think a slow-running computer is the primary risk from malicious software, we don’t fully comprehend the risk.

It is estimated that malicious software costs businesses and individuals billions of dollars each year. From identity theft, to false advertising, to espionage, and through many other ways, money is illegally obtained using malicious software. Most malicious software avoids detection and actively defends against removal, making it much harder to eliminate than to avoid. It often injects itself into good files, corrupts them, and frequently reproduces itself to avoid removal.

We often assume that if we don’t presently find evidence of malicious software, we don’t have malicious software .Not necessarily so! It is quite possible for a crooked programmer to create computer code that sits idle on a computer until the software is later activated.

Knowing Why Malicious Software Is Created Helps To Understand The Risks:

1. Data Theft – Examples include key loggers who convey to others our key strokes (including account numbers and passwords) and those who search for our valuable information.
2. Remote Control – Malicious software can be designed to hijack computers in order to extend the computing power and internet bandwidth of the bad guys. Yes, you could unknowingly participate in causing harm to others!
3. Money – You’ve heard the adage: “Follow the money.” From selling useless software to selling stolen information, criminals utilize malicious software to tap into the vast (and often far too trusting) market.
4. Notoriety – Such computer programers are akin to vandals who spray paint bridges and buildings…just because they can.

Most viruses are not simply pranks. In reality, they are often much, much worse.

In most cases, too much of even a good thing can be detrimental (e.g., working is good, while working excessively is bad).

So too with software on your computer. Some folks install all the software they can get their hands on. Ultimately, their computers have problems. Why? On analysis, some of the software may not be well written. Some may not be kept up-to-date. Some may conflict with other installed software. Further, some of the software may be malicious or virus ridden.

Prudent businesses carefully select software applications. They make sure the software choices are compatible, test them to be sure they work properly, keep them updated, and make good use of the applications. The result? Their computers tend to operate faster and with less trouble. In the event a problem, they address the situation quickly and professionally—yielding a well-run system, properly supporting the overall business.

Software–tips for success:

1. Select – Determine your primary needs regarding software, and determine what software will best meet those needs.
2. Verify – Is it from a trustworthy source? Is it compatible with your computer?
3. Update – Keep it updated. As issues are discovered and resolved, updates will likely be needed.
4. Remove – If you decide to replace one type of software with software designed to address the same issue, properly uninstall the unneeded software.

Are you a fan of gadgetry? Ah yes…gadgets… those outstandingly simplistic devices which make life just a wee dab more convenient. (Think pocket knife)

Need a few uncomplicated “gadgets” to aid your productivity? Navigating a sluggish economy and managing a busy schedule make even small time-savers relevant to efficient output.

If the following time-saving “gadgets” aren’t familiar to you, consider utilizing these tools to expedite your computer work;

1. Copy / Cut / Paste – When you want to copy or move text from one location to another, you can often use Copy (CTRL+C) or Cut (CTRL+X) and Paste (CTRL+ V). Copy: places the text in memory but leaves the original intact. Cut: copies the text to memory and will delete it. Paste: places the text in a new location.
2. Find – If you have a word or phrase to find on a document or web page Ctrl+F is a great help.
3. Computer Lock – It is wise to lock the computer when you leave. Anyone who wishes to use the computer will need the password. We notice doctors’ offices and banks doing this most anytime an employee leaves his/her computer. Window+L will do this in an instant.
4. Switch Window – If you would like to switch to another window on your computer but would rather not use the mouse, Alt+Tab is a quick way to get around. By the way, Window+Tab is another more graphical method available on many Windows Vista and Windows 7 computers.
5. Help – F1 on a PC will often bring up context sensitive help.

Note: If you do a web search for “keyboard shortcut” along with your program name you can find many more. Mac users can use some of these commands by substituting Command for Control.

Click here for additional information.

Seen any old spy movies lately? You know the kind– where slight-of-hand and double-cross are the name of the game and the catalyst for the plot. A spy swipes confidential data, while a supposedly trustworthy informant passes along bogus information in lieu of the truth. Keeps you on the edge of your seat, doesn’t it? The victims don’t suspect a thing…yet.

Remember the old adage, “Art imitates life”?

Visualize technology-based methods of maliciously intercepting sensitive information belonging to others, and you will have a good idea of the risks faced today. Technological advancements have digitized age-old crime.

Much of your information is in an electronic format, so how can you protect yourself? Encryption is an effective technique. For example, which would be more secure?  Unencrypted: “2^nd Quarter Revenue $14.8 Million” OR Encrypted: “2:$V>7w&4|3+w=R0,xC5[}o-3c_d1”? You get the idea.

Unencrypted data is subject to:

• Prying eyes and theft
• Data modification by unwelcomed sources
• Inability to confirm the source of received information

A few protective moves:

1. Plan – Determine necessary level of data protection; research available options, and/or acquire knowledgeable assistance.
2. Encrypt – Various encryption tools and techniques are available.
3. Retain Password – Don’t get locked out of your own data. Keep track of the “key”.

Recently, I spoke with a person who received a computer message from xxx anti-virus software. The message indicated that the computer was infected. Out of concern, this person signed up to receive anti-virus protection and paid a fee via credit card.

This person now realizes the question that should have been asked, “Is this a scam?”

And sadly it was. The software downloaded was probably “virus software” (malware) instead of “anti-virus” software. A previously clean system now has malware.

Beware: you may be subject to a similar ploy!

By the way, we’ve had our first call from a Mac user whose system was infected by malicious software. Any system can be infected.

Be suspicious. Don’t follow bogus advice.

A few things you can do:

1. Internet security software – Use trusted internet security software and become familiar with how it works.
2. Use multiple levels of protection – These include updating software, use a firewall, use caution with links and attachments, etc.
3. Backup – Regularly backup your computer, keep one copy off-site.
4. When in doubt – Turn off the computer, and contact ForeSight.

Click here for additional information from the Microsoft website.

Click here for additional information from the Apple website.

What do you store on your computer: business documents, presentations, accounting data, pictures, music, videos, email, contact list, website favorites, calendar information, etc.?

Most folks don’t appreciate the importance or magnitude of material stored on their computer(s) until it’s in jeopardy.

ForeSight is often called upon to help rectify: hard drive failures, virus attacks, theft, corrupted systems, etc. Sadly, as of yet, we’ve not received a call from a computer disaster victim who had a recent back-up of their important files.

Don’t risk your valuable information!

You have two choices:

1.    Take precaution to avoid failure and minimize threat.

Or

2.    Accept the loss which will occur following an inevitable misfortune.

Some Key Precautions:

1. Back-up – In many ways a current back-up allows failures to be “un-done.”
2. Verifiy Back-up – Assure that the entire backup process is working to protect all critical data.
3. Store Off-Site – Reduce the risk of losing both computer and backup data.

Click here for more suggestions.

Remember back in the day when CB radios were in? Fun, huh? Enthusiasts loved talking to truckers and other road warriors, though most people did more listening-in than talking—it was the nature of the fad, right? 10-4…good buddy…

Yet, while eavesdropping was an acceptable necessity in the case of CB-ing, you likely don’t find it acceptable for others to read your e-mail messages, see your website communication, or spy on your company or personal documents.

Because wireless signals travel through the air, they can be picked up by intruders. Good news: there are a number of ways to reduce the risk of your data being viewed by others.

Some Key Wireless Protection Suggestions:

1. Encryption – This makes the receipt of your data typically useless. WPA2 is generally regarded as the most secure encryption technology widely available today. Encryption using WEP is not considered as secure.

2. Wireless Key – The wireless key (equivalent to a password) allows you to decrypt the encrypted communication. We recommend a long, strong, unique key.

3. Guest Account – These accounts typically allow the user to access the internet but not the local network.

Click here for more wireless protection suggestions.