Many people wait to service their computer until that fateful day when it crashes and then they suffer the consequences. However, it is possible to reduce the likelihood of some common problems occurring, or address minor errors before they turn into major outages or data loss. Many great professional options exist for ensuring that your computer is maintained, protected and monitored.  But why would you pay for that? How reliant are you on technology anyway?

An effective way to find the answer would be to remove a computer or unplug your Internet connection for a few hours on a busy day and see the impact that this has.  Most people underestimate the impact of a computer crash that can’t be immediately fixed.  When it happens, they need their computer guy to turn up immediately and fix everything as soon as possible.  Sometimes it happens soon enough.  Other times it doesn’t.

To help you assess your need for pro-active computer support and maintenance, Here are a few questions:

1. A fire consumes your premises and your computer too. How concerned are you about your important files (e.g. customer information, financial records or irreplaceable family digital photos)?

A. Not concerned at all. They are regularly backed up on an offsite server and the restoration process was tested successfully last week. At the most you will have a day or two’s worth of records to re-enter.

B. Slightly concerned. Someone in your business is responsible for changing the tape, CD or USB key for your backups and taking it home, but you’re not sure if it is actually being done or when it was last tested.

C. Completely panicked. You either don’t have a backup process in place, or your tapes, CDs or USB keys were stored next to your computer in a drawer, which was also consumed by the fire.

2. A hardware failure has meant that you may be without one computer for up to 3 days while it is being repaired. This will mean:

A. Some loss of productivity for one staff member.  You have other computers and all of the files are on your main, shared server, so the impact is minimal.

B. Reverting to a paper-based system for invoicing, ordering etc, and relying on faxes. Data entry will be needed when the computer is returned.

C. A complete halt to your business. That computer held your customer ordering system or other critical programs, or it was the only computer that your business has.

3. Your Internet access is down and there is no indication of when it will be restored. The impact is:

A. Minimal. You don’t do a lot on the Internet anyway.

B. Moderate. You will have to find alternatives to the way you normally work (like visiting the bank in person using the phone rather than email). Most tasks that you perform on the Internet can be done another way or can wait for a while (leaving you with a backlog to catch up on).

C. Severe. This means that your website is down and your staff are without email. You face lost orders and grumpy customers, as your business cannot function without the Internet.

Now let’s breakdown the answers:

If you answered mostly A’s: You may be able to cope with some technology problems, but you could still benefit from preventing downtime.

Mostly Bs: There are areas that can be addressed now to lessen the impact of technology problems in the future.

Mostly Cs: Your business is too important to risk the gamble that your computers will work day after day.

Preventing the loss of productivity that occurs when your computer fails is an important way to secure the performance of your business, academic, and home life.  Talk to your local Computer Troubleshooter about the real impact of computer problems < http://technology-solved.com/business-solutions/business-services> , and how we can help you avoid them.

We’ve made it to the final post of our 5-part series on helping small businesses avoid common and costly tech mistakes. Thanks to those who have stuck with it to the end. If you’ve missed any, check out the previous parts:

Part 1: Weak Tech Support and Old, Cheap or Inconsistent Hardware
Part 2: Inadequate Power Protection and Illegal Software
Part 3: Inadequate Training and Weak Security
Part 4: Insufficient Data Backup and Virus Vulnerability

Tying off our list of the Top 10 Small Business Tech Mistakes are #9 and 10, Spyware Threats and Spam.

Mistake #9: Spyware Threats

Spyware programs pose as big a risk to small businesses. Whereas viruses work to replicate themselves, distribute unwanted email, attack other systems or even render PCs inoperable, spyware typically intercepts user information and relays it to third parties, and often redirects user commands. For example, spyware can monitor a user’s personal or confidential information and send it to a hacker, or prompt so many pop-up advertisements that a system essentially becomes unusable.

Making matters worse is that, like viruses, spyware usually installs itself without the user’s knowledge. This covert tactic is a primary factor in why some estimates state that 80% of PCs used in businesses are infected with spyware.

Small businesses should be just as vigilant about protecting their systems from spyware as they are about virus protection. To get started, we recommend the following steps for combating spyware:

• Install a reputable antispyware program and keep it updated.
• Perform regular antispyware scans.
• Do not allow antispyware licenses to expire.
• Avoid forms of free security software.
• Avoid clicking links within pop-up advertisements and unsolicited email messages.

Mistake #10: SPAM

SPAM can mean several things these days, but most often it refers to unsolicited commercial mass emails received from unknown and/or untrusted senders. Email is an indispensable business tool, which makes it even more problematic that SPAM accounts for almost half of all email you and your staff will receive. Radicatti Research Group Inc. estimates that SPAM costs businesses over $20.5 billion annually in technical expense and decreased productivity. Fortunately, despite it’s prevalence, SPAM is one of the easier issues for small businesses to protect against.

Our recommendations for combatting SPAM line up with those of the The United States Federal Trade Commission, and include:

• Do not display your email address in public (such as on a website).
• Avoid responding to or forwarding electronic chain letter email messages.
• Treat the following types of email with care: money-making opportunities, work at-home schemes, weight-loss programs and product ads, credit recovery/counseling, and advance fee loans
• Use a reputable email filter.
• Leverage unique (not easily guessed) email addresses.
• Review a websites’s privacy policy before providing your email address.
• Read and ensure you understand web forms before submitting personal information.

We hope that this series has given you some solid, actionable information on how to avoid typical tech mistakes made by small businesses. The benefits of these protection tactics begin with you taking action, and are deepened with the involvement of a professional Computer Troubleshooter specialist. To find a Computer Troubleshooter in your area, use our Locator; and start the process of transitioning the IT aspects of your business from a potential liability to a professional asset.

We’ve got Insufficient Data Backup and Virus Vulnerability on deck in Part 4 of our series on Small Business Tech Mistakes, and how you can avoid them.  Let’s get to it!

Mistake #7: Insufficient Data Backup

Every small business wrestles with the issue of data backups. Most every organization recognizes the need—sometimes mandated by law—to archive and secure important business data. However, confusion quickly arises in the details. How should organizations back up their data? What data should be backed up? How often should archive sets be created? How should backups be moved off site?

Also, what is the real impact of data loss?  Glad you asked.

• There is a 50% chance an organization will go out of business immediately when critical data is lost.
• Odds of business failure increase to 90% within two years when businesses lose critical data.
• On average, data loss costs 19 days of productivity, according to the ICSA.

Recovering data from damaged disks is exponentially more expensive than ensuring you possess adequate backups, not to mention much more time consuming.

For better backups and data protection, we recommend:

• Reviewing what information (specific files and folders) is critical to your business and developing a plan to ensure that data is regularly backed up and stored or rotated off site.
• Determining how much time can safely pass between backup routines within your organization.
• Testing backup sets regularly to confirm they are working properly.
• Updating backup routines whenever required by software application updates and upgrades.
• Automating off-site storage.
• Confirming a backup solution creates secure backups that protect critical data from falling into the wrong hands.

Mistake #8: Virus Vulnerability

In the most basic sense, computer viruses are malicious programs that infect a system almost always without the user’s permission or knowledge. Once installed, virus programs work to replicate themselves, transfer information from an infected PC to a hacker’s system, distribute very large volumes of unsolicited email, compromise the PC’s performance, delete data and even render a system unusable.

PCs unprotected by firewalls and proper security software can quickly fall prey to infection. Industry statistics demonstrate that PCs connected to the Internet possess a very high likelihood of being affected, and quickly. I recent BBC report demonstrated a Windows XP machine becoming infected within eight seconds (eight seconds!) of being connected to the Internet.

We recommend small businesses install and properly configure antivirus software on every PC and server, especially since the costs of recovering systems and data far exceeds the expense of protecting them. In addition, the following steps for combating viruses are very helpful:

• Install an effective antivirus program and keep it updated.
• Perform regular antivirus scans.
• Do not allow antivirus licenses to expire.
• Avoid free security software.
• Disable preview panes within email applications.
• Prohibit the use of file-sharing programs.
• Avoid Web sites known to encourage virus infections.

Computer Troubleshooters can work with your organization to design and implement a backup and protections systems tailor-made to meet your business requirements. Operating your business without attention to these critical areas can cause disruptions could prove costly.

Continuing our series on how small businesses can avoid common tech mistakes, Part 3 follows up on our discussion of Inadequate Power Protection and Illegal Software
in Part 2 and digs into Mistakes #5 & 6: Inadequate Training and Weak Security.

Mistake #5: Inadequate Training

Training is a significant issue for small businesses. This is particularly true for organizations that don’t possess their own training department and thus struggle to maximize software programs, applications and technology capabilities. It is estimated that most office workers understand less than 20% of the available features in the software packages they use. This causes significant inefficiencies as processes and tasks that could be completed in seconds using the automatic features of software programs are performed manually instead.

Here’s a real world example:

A Computer Troubleshooters office helped maintain high-powered computers for a firm that included 12 highly talented engineers and a single administrative assistant who prepared all of their quotes, proposals and estimates. While the admin was on vacation, a Computer Troubleshooters’ technician was called to assist in locating a critical proposal spreadsheet that the admin had prepared a few weeks earlier. The document was urgently needed, but could not be found on the admin’s PC.

Ultimately, it was discovered the administrative assistant only maintained one proposal spreadsheet. Each time a new proposal was needed, shejust typed over the single file with new information (thereby losing any record of previous proposals). Further, she didn’t know how to perform calculations inside a spreadsheet, and all sums and totals were figured manually using a hand calculator.

Like many small business employees, she was entirely self-taught, so while she knew how to function in her job, her limited skill set meant she was working harder than she should have in order to produce results that were less than they should be.

Mistake #6: Weak Security

Increased threats from malicious software and viruses are a daily reality for all PC users, and security is of paramount concern. New vulnerabilities in the Windows operating system are identified almost weekly, and the same is true of other software products and hardware devices. Without up-to-date security applications, firmware updates and operating system patches, your small business is vulnerable to attack.

Hackers write and distribute malicious programs that regularly attempt to access your computer and:

• Steal and/or delete your business data.
• Steal and/or delete personal, confidential or proprietary information.
• Corrupt your PCs and render them inoperable.
• Compromise your computer’s security and turn it into a zombie system that launches attacks on other computers.
• Turn your PC into a robotic system that sends tens of thousands of unsolicited email messages a day.

Most small businesses are unfamiliar with the steps they need to take to properly protect their systems and data against these attacks. Computer Troubleshooters can assist your organization in locking down its network, securing its systems and hardening every aspect of its technology operations. Typically, we recommend small businesses adopt the following security best practices:

• Use strong passwords < http://technology-solved.com/news/2012/01/18/password-strength-pt-1-picking-an-unbreakable-password> on all systems and software.
• Update Windows systems with the latest security patches and hotfixes after professional testing proves the updates reliable and appropriate.
• Update applications and software programs with the latest patches and hotfixes as they become available.
• Deploy trusted hardware-based firewalls and confirm they are properly configured.
• Secure all wireless networks by leveraging the latest encryption technologies.
• Install and configure reputable antivirus and antispyware applications, and confirm that they regularly update and scan systems for infections.
• Do not permit antivirus and antispyware applications to expire.
• Prohibit the use of peer-to-peer file-sharing programs as Kazaa and LimeWire.
• Discourage employees from clicking or opening any attachments received within email messages from unknown and untrusted senders.

Computer Troubleshooters assists organizations in training staff on the skills they need to make the most of their software investments, and in identifying and resolving weaknesses in computer security protocols. Both of these critical tech mistakes can generate significant costs to recover from, but addressing both preemptively can bring significant benefits to your small business.

In Part 1 <INSERT LINK TO PART 1 POST> of this series, we discussed how small business can avoid the issues and expenses caused by having Weak Tech Support <LINK TO PART 1 POST> and Old, Cheap, or Inconsistent Hardware. <LINK TO PART 1 POST>  This time we’re tackling Mistakes #3 and 4: Inadequate Power Protection and Illegal Software.

Mistake #3: Inadequate Power Protection

Power protection is an issue that receives little attention but can make a very big difference.  Small but consistent power surges (spikes) and drops (brownouts) dramatically reduce any technology device’s lifespan and affect most businesses at some point in time.  Surges and brownouts are is especially troublesome for computers, printers and other peripherals, all of which are essential basic business functions.

Making matters worse, common power strips provide no electronic surge or lightning strike protection, and surge suppressors vary widely in quality and wear out over time (often without indication).

Small businesses can avoid the damage caused by inadequate power protection with the help of a professional computer technician.  A Computer Troubleshooter will work with you to determine how best to protect your equipment and network.  Typical solutions include:

1. Deploying high-quality surge suppressors for all computer equipment, printers, fax machines and other peripherals.
2. Replacing surge suppressors every two to three years.
3. Identifying locations where uninterruptible power supplies (UPS) with line conditioning are a better match for protecting critical network equipment and computers.

Mistake #4: Illegal Software

Software licensing issues can prove perplexing for several reasons, and can also land small businesses in legal and financial distress.  It’s estimated that software piracy costs the industry more than $11 billion annually. As a result, software vendors are very aggressive in pursuing small businesses that deploy and use improperly and illegally licensed software.

What many businesses don’t realize is there’s a good chance that they do not “own” the software they use. Businesses typically buy software licenses that are limited to one computer and cannot legally be moved to another PC.  Also common is the use of “borrowed” software obtained from an employee’s home computer or a friend.

This includes countless copies of Microsoft Office and Microsoft Windows, the staple programs of any business, and Microsoft Office Student & Teacher Edition, which cannot be legally installed in any business.

Many software programs report their usage back to the manufacturer via the Internet, Microsoft and Intuit (Quicken, QuickBooks) programs are well known for this.  The receipt of audit notifications or breach-of-license letters is becoming an increasingly common occurrence as a result.

To protect your business from loss of time and money caused by the use of illegal software, Computer Troubleshooters recommends taking these steps:

1. Purchase software only from reputable technology partners.
2. Read license agreements carefully when installing software and ensure your organization’s intended use meets the publisher’s requirements.
3. Store product keys, certificates of authenticity, licenses and original installation media in a single, easily accessible location.

With a professional technology consultant’s assistance, small businesses can receive expert help ensuring they properly license software for each and every PC, and have adequate power protection in their workspaces.

For more expert advice on avoiding small business tech mistakes, keep your eyes open for Part 3 of this series.

Small businesses typically focus on researching, understanding and managing elements related to their businesses. That’s good business sense, after all.  But too few have time to monitor the constant changes in the information technology industry that impact their business.

These changes can include updates to Microsoft Windows, Microsoft Office, proprietary business software, critical business applications, printing technologies, web-based tools, email services and a myriad of other technology concerns.

Computer support companies like Computer Troubleshooters can help you through the big issues with our professional services, and can also give you a basic awareness of how to avoid small business tech mistakes here in our blog posts.  This post is the first of a 5-part series covering the Top 10 Tech Mistakes Made by Small Businesses.  Over the next few weeks we’ll publish the entire series, and look forward to how it will make a difference in your business!

Let’s dive in with…

Mistake #1: Weak Tech Support

Typical small business technology support comes from one of the following sources:

1)      An existing staff member – IT duties are added to this person’s tasks, and most often take a backseat to his/her primary duties.  When tech issues demand attention, other tasks fall behind.

2)      Telephone support from software/hardware manufacturers – all major computer companies offer phone support, but using it requires time on the phone and is restricted to the terms of their limited warranties.

3)      Casual computer technicians who provide service “on-the-side” – if IT is their hobby, their skills and professionalism are likely to be hobby-level.  Their pricing may be off-market, and they may be “stumped” by more difficult computer problems, network issues or proprietary application troubles.

4)      Big-box electronic stores –can be good for consumers that can take their laptop into the store for a one-visit fix and aren’t impacted by the frequent turnover of these stores’ IT talent.  Businesses that need on-site support on whole networks, however, are better served by professionals who come to them with the advantage of an existing relationship and knowledge of previous IT issues you’ve experienced.

Small businesses can avoid and overcome these issues by developing a service relationship with a qualified information technology partner. Professional, dedicated technology consultants:

• Resolve problems faster
• Possess significant computer and network knowledge
• Get to know your people and your system, increasing the value of gathered knowledge on every visit
• Help minimize disruptions
• Fulfill specific technology needs
• Complement existing IT staff
• Deliver cost-effective, proven solutions

This is exactly what Computer Troubleshooters does for numerous small businesses.

Mistake #2: Old, Cheap or Inconsistent Hardware

Old and cheap hardware is much more likely to experience frequent problems, failures and downtime and that prove more difficult for technicians to properly service.  Also, inconsistent hardware (such as when each staff member is using a different model PC with different hardware components and software applications) slows technicians down when diagnosing problems.   Over time, these issues add up to a support and repair cost that exceeds the price of replacing your old hardware with new units.

Developing a solid hardware replacement plan can help ensure your organization maximizes its IT investment. Darin Stahl, a lead analyst with Info-Tech Research Group, writes, “When you look at costs—particularly around a four- to six-year lifecycle—it may seem like you are saving money, but really it’s costing you, because you are going to increase your support costs.”

Working regularly with a reputable technology partner to replace computers helps ensure your organization deploys consistent, high-quality hardware, standardizes software applications and maximizes technology investments.

Our Comptroub.com server was hacked this week, with malicious files planted to send out spam.  Our server gurus along with our hosts at Rackspace found and fixed the problem, but not before we were listed as a spammer by the Spamhaus SBL/CSS blacklist.  We’ve applied to be removed from the blacklist, but it can take 3 days.

In the interim email to or from comptroub.com email addresses may be returned or just not delivered.  We apologize for the inconvenience, please contact chip@ctusa.comptroub.com with any questions.

Chip Reaves, CEO, Computer Troubleshooters USA

Creating strong passwords is a hot topic of discussion these days, and is essential to any business that uses computers and networks for data storage.  Password strength is only half the battle, however.  Keeping your passwords secret and safe is vital to your data security, and becomes more difficult as your staff and reliance on computers grows.  Below are some tips on how you can be smart and vigilant in this crucial area.

Password Safety Tips

Keep your passwords secret – treat your passwords with as much care as the information that they protect. Keep your passwords entirely to yourself, and require the same of your staff and coworkers.

Change your passwords regularly – this is the most important passwords security measure, besides keeping them secret.  A monthly password change is acceptable for most systems, and weekly is recommended for passwords that protect highly sensitive data.

Don’t share passwords among coworkers – this is an easy pitfall, especially when deadlines are tight and coworkers say “I’ll only be logged in to your account for a second.”   You are accountable for activity on your accounts, and giving others access creates opportunity for trouble that you can easily avoid by not sharing passwords.

Be careful on shared computers - computers in cafes, airports, libraries and other public areas may contain malicious software that can capture your passwords, so keep this in mind when using them.  This is especially important for those whose personal passwords (Facebook, Gmail, Twitter, etc) are the same as their business passwords.

Have a password plan when working with contractors and clients – contractors, clients, and third parties comprise a large segment of business for most companies today, and access to your company’s systems may be a regular part of your interactions.  Be sure that the password(s) you assign to them are not the same as passwords for other accounts.

Monitor all password-protected information – know your data, and keep an eye on it.  If you notice any suspicious activity, change all of your passwords immediately and notify the appropriate members of your staff.

The strongest password in the world is useless if it’s not kept secret, and people are the key to password safety.  Computers store the data, but we humans keep the secrets.

To develop a deeper level of Data Security with a professional technician, click here to contact your local Computer Troubleshooter.

Computer Troubleshooters Chief Executive Officer Chip Reaves announced his resignation earlier this month. After 13 years at CT, the top tech support franchise worldwide, Reaves will turn his focus to a new project, Bigger Brains.

Reaves’ official last day with Computer Troubleshooters will be March 2; however, he’ll continue to serve as a consultant for several months. He’ll also stay involved with the local franchise, Computer Troubleshooters of Anderson (South Carolina), which he runs with his wife and several partners.

“It’s definitely an interesting time, with mixed emotions all around, but I’m convinced that now is the right time for me to do something new,” Reaves said.

John Davies, Chief Executive Officer of Merrymeeting, Inc, the company that took a majority interest in Computer Troubleshooters in 2008, will lead Computer Troubleshooters this year. Also, Kelci Cotter and Kim Weinberger will be joining the CT corporate management team. Kim is a highly experienced CT franchise owner and Assistant National Director. Kelci has seven years of experience in Merrymeeting’s corporate office as the brand manager for the Sunbelt Business Brokers franchise system.

In 1999, Reaves became the first Computer Troubleshooters franchisee in the United States. He subsequently became the National Director for CT’s operations in the U.S. and ultimately the CEO of CT Global.

During his tenure, Computer Troubleshooters’ network blossomed to 450 franchises in 28 countries, including Saudi Arabia, Colombia, Nigeria, Ethiopia, and the Philippines.

“I’m proudest of what we’ve accomplished in terms of recurring revenue though: being the first franchise to embrace managed services with BEST and HOST, and our partnerships with Dell, Fonality, and Autotask,” he said. “When I first joined CT, I probably could not have picked out Australia on a map, but CT has enabled me to visit and learn about 14 countries and gain friends in countless more.”

Computer Troubleshooters is the Number 1 Tech Support Franchise Worldwide (as ranked by Franchise Business Review) and helps clients with offices across the United States and worldwide. Its network has the capabilities to handle the total technology needs of home users, home office users, and small businesses.

About Computer Troubleshooters provides a full range of computer and technology solutions to small-business owners and private home users. Services range from onsite and remote support services on demand to monthly monitoring and service plans, virus and spyware remediation and protection, VoIP Telephony, Cloud Computing, Web development and many more technology services. Computer Troubleshooters also offers the world’s only “No-Downtime-Guarantee” for customers on their BEST service plan. Launched in 1997, Computer Troubleshooters now has more than 450 franchises worldwide in more than 28 countries. Ranked by Entrepreneur Magazine, Franchise Business Review, and AllBusiness.com as a top technology franchise.

Passwords are a big part of keeping your work safe online.  Nearly every vital system and tool that businesses use today are password-protected, so it is critical to create strong passwords that are easy for you to remember and difficult for hackers to figure out.  In general, a strong password is one that appears complex and would be difficult to guess.  Below are some specific ways you can achieve this.

Creating Strong Passwords

Make it lengthy – Longer is better here, provided you can remember it.  Each character you add increases the amount of tries a hacker needs to correctly guess it. Your passwords should be 8 characters or longer.

Add letters, numbers, and symbols - A greater variety of characters make your password harder to guess. Punctuation symbols are very valuable for password strength, including those not found on the upper row of the keyboard (such as ? { { ] ).  Numbers are great too, and combinations of numbers, letters, and punctuation are ideal.

Include words that are easy for you to remember, but difficult for others to guess - The name of your first pet or your mother’s maiden name are common ones.  In the age of Facebook, though, pick personal words that are not included in your social media profiles and activity.

Avoid your name/ID info - if it is displayed on common identification cards that can be lost or stolen (your driver’s license), don’t put it in your passwords.  This includes birthday, address, height/weight, and Driver’s License Number.

Avoid sequences or repeated characters -“12345678,” “222222,” “abcdefg,” or adjacent letters on your keyboard are common combinations that hackers will try.  Assuming that hackers will not try obvious combinations like those above is a mistake.  The more obvious it is, the more certainly they will try it.

Use more than one password – use a different password for every system you login to, rather than the same password for several systems.  This can make the difference between a hacker getting access to one of your systems and getting access to all of your systems.

Password-protected data is at the core of almost all business operations and success these days, so this is definitely something to focus on.  To develop a deeper level of Data Security with a professional technician, click here to contact your local Computer  Troubleshooter.