The Importance Of Keeping Current

When it comes to keeping up with the Joneses, some folks will go to great lengths to show off what they've got. But what happens in the world of computers and networking is not the same story.

Help!

In the past few weeks, we have received over a dozen calls from clients and prospects seeking assistance for something that we had advised them about over and over again. You see, we provide our clients with an offering known as HTS Insight Hassle-Free IT. When a client chooses to use our services and opts in to the Hassle-Free IT package, that is exactly what they get...A Hassle-Free IT experience. They do not have to worry about their antivirus or antispam being current, nor do they need to care about Microsoft Updates or optimizing their drives (amongst other things!). They simply use their computers and network, things work, they work better and they get to focus on what they do best, their business.

Why do we mention this now?

Recently, one of our customers contacted us complaining that his computer was very slow. (We differentiate customers from clients the same way some will differentiate between a job done for a customer and an account that employs your services for multiple jobs.) He had a free, home use only, version of antivirus software that had not been maintained on the machine. Unfortunately, he had no one to turn to because it had failed him miserably. His computer had "contracted" the dreaded "Antivirus XP 2010". As it turns out, his system only detected the attack, but could not do anything to resist it.

When we looked at the machine and saw the indications, we told him what would need to be done to address the matter and restore his machine to functionality. He grimaced at the thought of laying out his hard earned dollars to have his business system repaired. I reminded him that the software that he was using had cost him little or nothing to install and protect his system. At the "end of the day," he ended up paying us to repair his system (he was very pleased at how much faster it was), furthermore we had guided him in the purchase of a more robust security application for his computer. He was grateful for what we had done.

The Moral Of The Story...

It's not something that I need to embellish upon, as you have seen, you get what you pay for. By skimping on the wrong items, our customer learned an important and painful lesson about prioritizing where to "vote with his dollars." He has come full circle now. Not only did he purchase a legitimate antivirus package to protect his computer, but he learned that he could improve his computers responsiveness simply by adding memory. Had he not consulted with us, a knowledgeable party, he would never have learned about inexpensive options to enhance his computers performance. His productivity has increased as a result of this. Even better, his ability to make more money has improved. "Gee!" I commented to him after it was all over, was it worth it? Did he save anything by cutting corners? I guess it's not always best to save money or choose the path of lowest price. He still has not engaged us with the Hassle-Free IT offering, but it's only a matter of time before he comes to his senses. I reckon if he doesn't take our advice on implementing a backup, he'll be back eventually, except at that time, he'll really feel the sting. Oh well, penny-wise, pound foolish.

If you would like to learn more about ways to improve upon your computer(s) and network, feel free to contact us. We can be reached at (201) 797-5050 or you may visit our website for more information on ways to get more out of your technology. We look forward to hearing from you. You can call with a question, a need, or even a request to explain a feature in software or hardware in a future blog. Looking forward to your input, we wish you a bright day ahead.

Multitasking And The Impact It Has Upon Your Time Management

I just returned from a wonderful conference that was held out-of-town. During the presentations, I derived one key, critical point that was a common-thread amongst many of the speakers--work on a single task, once completed, then progress onto the next item.

Why Not Multitask?

One of the speakers was a youthful fellow named Dave Crenshaw. He has done extensive work with clients around the States to help them improve their productivity and regain much of their lost time through the discipline and conditioning of not allowing themselves to multitask. I have typically worked on multiple projects in a concurrent manner and have become frustrated with my discovery that tempus fugit (time flees) if you let it. It was not until he had us perform a simple test that the point hit home. Without divulging his copyright material, we did a simple task, then a second simple task and timed them together. He then had us perform the same two tasks in an alternating manner, again with timing. The results were not only revealing, they were almost tangible.

Certain aspects of service are expected

In my company, we have always made the effort to answer the phone before the third ring. We also have made best efforts to open and respond to e-mail when it arrives. Mr. Crenshaw indicated that the average multitask or "switch" results in about a 3-15 minute recovery time. The same applies to people dropping in to ask you a "Quick Question." All-in-all, he stressed that we lose about 28% of our productivity to "switching." The generalization would have you understand that by multitasking, we lose about one week per month.

Simple chores can be assessed

If you (or your children) spend time on the computer working and IM (Instant Messaging) on a regular basis, then you are losing significant time in your day to productivity-loss. The same can be said for those that are constantly monitoring their e-mail or messaging on FaceBook, Twitter, MySpace or LinkedIn. We are not trying to discourage you from using these forms of media (Web 2.0), we are merely trying to raise your awareness.
To clearly demonstrate to you how you are affected by these activities try the following challenge:

1. Maintain a small notebook in which you track your activities in detail.


2. Try to categorize the activities at the end of the day.


3. Assess the time spent on your distinct categories. Note any gaps in time.


4. Total the time that you spent on each activity--observe if you worked through or had interruptions.


5. Consider the time spent. Should the activity take the amount of time you spent on it OR would it take less time if it were done with a singular focus?

If you track your progress using this method, you might notice that you are losing valuable time in frivolous ways. Now, consider breaking out the activities on the next day into time pockets. Rather than have your assistant "pop-in" frequently to get simple answers...what would happen if you gave that person your undivided attention two to three times a day for ten minutes at a time? Would that person recognize that it is not necessary to interrupt your thought process on a regular basis and begin to retain questions for a "session"?

Envision the time that you will save...

Tasks as mundane as labelling folders and throwing out trash can transform your day. All you need to do is focus on your task at hand and finish it. Don't multitask, it will only eat away at your productivity. Do you ever speak with clients, make suggestions or commitments and forget about them? That is a major killer of relationships. What would happen if you simply jotted down the task in either a small notebook or Outlook? Could you effectively recall the details if they are written down or even dictated into your phone?

Everyday, people succeed and fail. You must determine which one you want to become. By following such "rules," you may begin to condition yourself to act in a certain manner. Eventually, these conditionings will become habits and your benefits will grow at an incredible rate. It's only as simple as envisioning the result and determining what must be done for it to occur.

If you have found this helpful, feel free to let us know at support@tech4now.com. We'd love to hear your feedback. If you wish to improve your business' productivity levels, kindly contact us at (201) 797-5050 or visit our website at http://www.tech4now.com/. We can provide you with the tools you need to offload your technology worries and give you the opportunity to focus on what you do best to make more money. As the expression goes, "You can't manage time, you can only manage yourself."

Moving Your Office Doesn't Have To Be Painful

As the economy plays out, some businesses have come to the determination that they need to relocate offices--some to expand, some to downsize. Either way, when that time may arrive, you do not need to have a painful experience.

Our company recently conducted a move for a small business that, rather than consult with us before moving, effected the change on their own. Mind you, I'm not saying that you cannot perform your own moves; I am simply suggesting that you should get input from your accountant, attorney, IT Support and other important advisors prior to effecting such a business-altering commitment.

Inasmuch as we are from the IT Support-side, we will refrain from offering financial or legal advice (Our accountant and lawyer told us to say this!). However, we still encourage you to approach them well in advance to glean any benefits--sometimes, if you do take certain steps, they may qualify your organization for certain tax benefits or government "subsidies"/breaks.

Now, to our focus: The Technology aspect of your change.

The impact that computers and telephony have on a small business are, often, more far-reaching than the business owner tends to recognize. In the move in reference, the move's arrangements were made in a short period of time. During the "transition," we were not approached to help the client address the potential downsides of technology shortcomings, so when the move was completed and we were contacted to help "restore the office," phones were not available and Internet was not available. Furthermore, the capacity of the office was significantly affected by the limited number of computers that could be put into production prior to the "return to the first work week."

Let's consider the aspects that were involved in this move:
[not necessarily listed in order of importance]

• Phones - The company is heavily interactive with their clientele. Multiple appointments occur on a daily basis. Bidirectional communication is critical to the success of their daily operations. If the phone company/provider is not contacted in a timely manner ahead of time, delivery of service may be delayed. The inclusion of phones in your plans is critical to business continuity in almost every instance. Don't overlook this detail.


• Computers - Appointments and Contacts are maintained electronically as are client records. Due to certain mandated privacy concerns in this industry, anything that is printed out must be accounted for. The submission of work performed MUST be delivered electronically, so the absence of computers represents the potential absence of income.


• Internet - ISPs (Internet Service Providers) come in different flavors - Cable, Phone, and Private companies deliver Internet Access to their clients over varied media. If you move to a new location, your service may/may not qualify for transfer under the auspices of the same ISP. Often, the phones and Internet access are related; by tracking the service of one, you will usually be able to maintain the other.


• Movers - Dependent upon the size of your office, will you or a private mover be relocating your "jostle-sensitive" equipment? Will it be safe and dry before, during, and after the move? Will your equipment be stowed for any length of time, if so, will it be in a secure facility? Last, but not least, make sure that the delivery of the equipment is timed to allow you the ability to set it up promptly, yet won't be likely to delay the process of the move. It might be useful to label the equipment boxes with brightly colored labels or have the equipment stored in an alternate location for faster access.


• Facility - Your new location may require modification to enable the use of phones and computers in your preferred layout. Coordination of work by electricians, architects, building contractors, movers, and other service providers is critical to avoiding the classic result of "Our power, phone and network connections are located behind the large filing cabinet." Some moves may provide pre-set facilities. If that is the situation, try to make a floor plan to maintain access to those jacks and plugs. If you have the ability to layout your floorplan for a build-out, then you will have greater flexibility and will be able to use your resources more effectively.


• Timing - Not all moves can be setup and coordinated when the "Season" is slow or the staff is low. Whenever possible, you should time the move at the moment of least impact.


• Notification - Although related to Timing, this should be considered like a project and planning should be carefully reviewed. Amongst the peripheral items affected are mail, e-mail, and change of location incorporated into meetings with your clientele, deliveries from your suppliers, as well as changes to your collateral material including stationery, business cards and website. If you wish to retain your phone number, check with your carrier to determine whether "portability" applies. You may need to make arrangements for a new number depending upon where you are relocated.


• Regulations - Eventhough it would be fundamental to your location's selection prior to any first step, certain municipalities impose zoning laws upon parts of the community to maintain a pleasant and cleaner environment for its residents. If your business is not allowed to operate in a particular location, that location then becomes unacceptable. If it is a highly prized location, you may need to go the extra mile and apply for a variance.


• Budget - If you cannot allocate funds for this move, you will find yourself at a clear disadvantage--your costs may overrun what you can afford OR you may skimp on certain phases of the move where you should have spent more. Knowing how much you can spend on this move from the onset can significantly affect the end result of your transition--both in terms of your business' and your own physical impact (e.g., muscle aches, bruises or falls).

Preparedness Is Key - Is It S.M.A.R.T.?

Setting up a project schedule will add to the bottom line. It will provide you with important contact numbers printed out for all to access, lines of command and points of responsibility, as well as a timeline to show you WHAT must be done WHEN. Remember, sequence plays an important part in the success of your move. You can make the outline in Word, Excel, or Project, if you want to have flexibility (and have some computer savvy), you may have someone in your organization perform this function or you may hire someone, but the most critical aspect of this phase is that you have it WRITTEN OUT so you may have the hard copy to review either on your own or with others.

S.M.A.R.T. is a popular mnemonic used by anyone that needs to achieve goal-oriented results.

S - Specific. Have you clearly identified each component that you wish to work with?

M - Measurable. Is there a way that you may "count" what needs to be done or has been accomplished?

A - Attainable. Can your objective be achieved given present constraints?

R - Realistic. Is your timeline too optimistic or should it be adjusted?

T - Trackable. Will you be able to determine what is pending and was completed?

Please realize this is not a complete list of items that you need to consider when preparing a move, but it should give you a framework by which you will be able to formulate your own plan. One procedure should ALWAYS be performed PRIOR to any move: BACKUP and VERIFY, then STORE the datastore separately from the equipment. Planning will directly contribute to your success with the move. For more details on the items you need to focus on, feel free to contact us at support@tech4now.com or call us at (201) 797-5050. As always, if you have a question regarding technology or how to enable a feature with your software or hardware, we are there for you. To access our growing library of free information, please visit our homepage at http://www.tech4now.com/.

The Sun Is Shining, It's Springtime!!

Now that the good weather has returned (and BOY, is it welcome!), we turn our attention to the outdoors. The sun is shining, the birds are singing, and the spring green foliage and flowers are in bloom. Cutting the grass is now your weekend activity until you have to rake the leaves. What do you mean?! You're too busy and don't have time to do yard work?

Enter the Landscapers and Lawn Care People

For a small fee, every week, you can have the people with the right equipment come to your home, ride the mower, edge your sidewalk, and shape your shrubbery (or topiary, perhaps?). Ok, maybe you're paying a little more than a small fee, but it's worth it, isn't it?! Just think, you can focus on enjoying your home without the hassle of laboring in the hot sun. You can relish in the beauty of your garden (that others have toiled over), and you can smell the sweet smell of the flowers blooming in your weed-free garden. Ahhhhhhhhhhhh, now, that's the life.

So, how uncommon is it for someone to pay $150 for a spring cleanup? $50 for Weekly Maintenance Job: Cut Lawn, Edge Walks & Beds, Blow Clean; Perhaps, $150 for Core Aeration and Seeding. If you live in the New York metropolitan area, these may be the prices that you are paying. The big question is do you see the value? Do you even know what some of these items truly represent in terms of enhancing your property value or your home's curb appeal?

How About Lawn Maintenance for Your Computer Network?

Imagine describing the act of defragmenting a computer, running a series of daily performance checks, regularly checking the nightly backup, clearing caches to free up diskspace, and reviewing the event logs of each system for unusual activity. Now, try to assess the value. Does it mean your company's network will function flawlessly with little or no downtime? Does it mean your staff's productivity will remain at its highest inasmuch as all computers are optimized? Does it mean that none of your data is lost due to drive failure or lack of contingency planning? Well, do you see the value now?!

With the extended capabilities of the Internet, Computer Technicians are now able to maintain and monitor your computers for issues before you may even be aware that they exist. New software programs install monitoring agents that "keep an eye" on the systems for you. If something happens that is out of the ordinary, the system will note it and either address it by automatically remediating it or escalating the issue for human intervention.

Like I said, Lawn Care for your computers. If you would like to focus on your business and leave the worrying to someone else for a fixed monthly fee that you can budget for, feel free to contact us at (201) 797-5050 or e-mail us at support@tech4now.com. We'll get back to you and get you on the road to a Worry-Free, Hassle-Free business model that you can really work with--We're Holzsager Technology Services and We Guarantee It!