Passwords

Creating and managing passwords can be a daunting task, especially with the amount of applications that request a password.  So let’s start with creating.  *Note here: I use LastPass to manage my passwords however I do not use the auto generate feature*

How to create a great passwords:

1. Avoid the obvious:  Birthdays, your name, your children or spouse name, and of course password.  A lot of problems can arise because hacks will go down the list of obvious choices first.  For you WordPress users, please do not use admin for your sign-in.  You can, and should change it upon set-up of your account.
2. Size matters:  Yes it may be easier to remember 5 characters instead of 10, but in the long run size does count.  If you have a password with more than 9 characters it would take a hacking program about 4 months to crack it.  If you can memorize phone numbers and social security numbers you can certainly handle a long password (just do not use those two options either).
3. Mix it up:  Many application now require you to use a combination of letters, both lower and uppercase, numbers and a symbol or special character.  The strongest and best passwords have a combination of all.  By adding each of these to your password it would take a hacker years to break it.  Afraid you wont remember, use symbols to replace characters.  For example: @ instead of A or $ instead of S, even the ! instead of a 1 will work.

Managing passwords is more difficult than creating so here are some tips on keeping your passwords in order.

• Do not be afraid to use a programs.  I recommend and use LastPass for my password storage.  Another popular program is Roboform, however I have not used it since finding LastPass.  The reason I use LastPass is because it requires you to know a master password to access the saved account.

Besides saving your passwords, it allows you at add notes and save licensing information for application that you acquire in the cloud.

• Create multiple passwords.  Do not use the same password for every site or account.  If someone were able to get your password for one account then they would have it for all.  There are two options you have here to solve this dilemma, create category passwords or create a standard naming system.

Categories can fall into levels such as Level 1 for super important such as banking, PayPal, credit cards.  Level 2 may be important and have reputation impacts such as email, Facebook or social networking.  And finally, Level 3 could be for general accounts such as blog comments, etc.

Standard naming would be a set password that add a small variation to the mix.  So say you like to use S@m!@m01 (samIam01) for you variety mix you could use the last 3 characters for the site you are on.  So if I would require a password you would make it S@m!@m01ant.  All I did was take the last 3 letters form the URL and add it to the end of my core password.

• If you account or site has even been compromised then you need to change that password immediately.  Not only should you change that account but any other who use the same password if you are using the level system. This seems like overkill however, better be safe then sorry since they got into one account.  This is also a great reason that you should have multiple passwords.

Do you have a great system for creating passwords?  How to you keep them manageable.

Next up: Spotting the scams and protecting your computer

Why all the buzz?

Dropbox is simple to use and with 2Gb of free storage, pretty affordable too.  If you think 2Gb is awesome, you also  have the chance to get even more free storage by completing the tutorial and also by inviting friends.  Also, adding files is as simple as drag and drop to the folder.

I won’t go into the how it works or the many other benefits, you can find that at the Dropbox site.

My Case Study

I bought a new laptop to use for traveling, as I go often in our RV or back to the “big city”.  That makes two laptops and a tablet that I needed to have access to my client files and business information. I could have migrated all the files from one computer to the next but that did not help if I was using one and then switched to the other.  Enter Dropbox, with its file sync and sharing capabilities.  Now I do not have to worry if I have the correct version of a document or have access to a client file that may have been sitting dormant waiting for an update.

Recently I was called out of town and had to pick up and just go.  In this case picking and up go meant grabbing essential items and (GASP) laptops were not on that short list. When I got to my destination there was a message from a client that they needed to update a report I had been working on. If I only had that report on my hard drive I would be (as my dad often says) SOL.  However, I told them they could find it in the Dropbox folder and to go ahead and make the changes so when I got settled I could do the formatting updates.  Later that evening, I jumped on a family members computer, open my cloud Dropbox account, low and behold the file was sitting there waiting for me to add all my glory.

Many virtual business owners operate on the go and many entrepreneurs no longer have one source of technology.  Think about how many devices you have and how helpful it would be to have access to the files on all of them.

Case Study 2.0

I traveled to Las Vegas for my daughters wedding a few weeks ago.  From Pittsburgh, it is a four hour flight and anyone who knows me intimately knew for me to sit there for that long would be a killer.  Having no Internet and lots of time, I decided to work on some of my materials.  I opened up my “to review” folder of documents to apply my do it, delete it or delegate it rule.  Made all the necessary changes or deletions and they went safely back into my folder.  Once I had Wifi, all the files updated and synced and my devices were in perfect harmony again.

Even without Internet access you can still work on the file and not have to remember to “send the update” later.

And for those who have teams of 5 or more you can check out Dropbox for Teams

Still not convinced…tell us why.

So if you are not sure why social media should be important to your business, give yourself 24 hours to see what you are missing.

Wouldn’t you like to be part of the over 1 billion pieces of information that is shared daily?

Flickr image by PixelPlacebo

Many small business owners start their business employing the bootstrapping technique, or starting using limited resources. This technique means you use little to no money and spend on only what you absolutely need while not looking for external sources to fund your venture.  Here are some suggestions for whichever phase of business you may be in.

Start
For those just starting out you know that you need a plan and some basic office items for your office.  Now is the time to take advantage of the programs that are available though non-profits such as the SBA or SCORE or check out your local colleges for business programs they may have.  In these organization you will find forms, templates and even qualified mentors to help you start your business and the plan that goes with it.

For you office, find a little used space in your home and turn that into your office or workspace and look at equipment you already have.  If you are in need of other equipment look around for sales and discounted models that have been discontinued.  With changing technology you can always find a good deal on laptops, desktops and even printers.

Grow
You are up and running however settling for mediocre will not do.  Finding like minded business owners will allow you to create an advisory board and accountability partners to which you can share ideas and strategic alliances.  Also use friends or connections for your beta groups as you develop and hone your products/services.

Act big even though you are small.  Create the illusion that you are more than a one person office.  Use voicemail or an answering service or better yet a virtual assistant can fill in the gaps of time that you are away prospecting for new clients.  Create quality marketing materials in both print and online versions for your potential clients.  Invest in live help programs, Skype and instant messaging so that you can provide personalized customer service.

Manage
Having processes in place is key to effectively managing your business.  Many programs reside now in the cloud and there are many more options for each business style.  Finding what works for you used to be a costly process as you experiment with different resources.

Try software before you buy.  I am all for free but there are times when you do have to pay for premium programs that have the functions that you need.  When it is time to go beyond free or open source software, take advantage of the trials that many offer. Make a list of your top choices and stagger the trial periods so that you have time to give each one a full test drive.  Often times when your trial ends you will be given access to discount codes or special offers so it also pays to wait until the end of a trial on those must have programs.

Promote
Marketing is another area where you can maximize your bootstrap budget while getting the word out about your business and brand.  Here are a few techniques you can use today.

Use social media.  If you are not already using social media you are missing out on an easy and cost-effective way to reach your ideal client and target audience.  Social media has become a common form of marketing and many customers have come to expect use of it.  Most entreprenuers turn to Twitter and Facebook but here are a few other avenues for you to explore:

•  Blogging: start a blog or subscribe to other blogs and comment consistently to build your network.
• Videos: record a video and upload them to channels such as YouTube and Vimeo.
• Use location based programs: Google Places is a great place to start and Foursquare is another interactive media.
• Visual sharing: Pinterest is hot right now and allows you to highlight products, services and resources reaching a large audience of sharing.

Whatever phase of business you are in there is a place for bootstrapping.  What are your favorite cost conscious tips that you use in your business?

1. Procedures manual:  I have an outline of all my processes from prospecting to client project spaces.  I originally created it so that I was sure I had well rounded procedures for each step of my business, however I have found that this would allow me to easily hand over tasks or bring in help should need be.  One thing I clearly remember being told when I first started was to have an exit plan and while I thought this was odd at the time I understand it now.  My procedures manual is part of my exit plan because it allows anyone to step in and give the same service and attention to my business that I do.  This is your business blueprint.
2. Bookkeeping system:  You need to know where you money is coming in and how it is going out.  Personally I use QuickBooks for my record keeping and accounting however there are several good programs out there to keep you organized.  What you need to look for first and foremost is an invoicing system because we all need to get paid.  Having an invoicing system will not only allow you to bill your clients for the work you perform or the product you sell but will also allow you to keep on top of who has paid and who has not.
3. Website and company email address:  In today’s marketplace you need to have a web presence, even if it is a one or two page site.  Gone are the days of the yellow pages to find service providers and here to stay is “just Google it“.  More importantly is the email address you use for corresponding.  I still see business owners who have free email accounts as their company email reference.  First of all free email address can make you look like a spammer and clients (or potential clients) may never get your emails.  Second, by having your email address attached to your domain your brand shows with each email you send.  It gives an easy reference to your website, for example isn’t it easier to find me on the web from lee@myofficeassist.org or myofficeassist@freemail.com.

There are many tools you should have to keep your business running smoothly.  Do you have one I missed in your top three?  Better yet, do you have these top three?

If not feel free to contact us whether it is for a procedures manual, bookkeeping game plan or setting up your company email address. We will be happy to help.

Image via Flickr Archives

I know it is not quite spring yet but with the summer weather we are having on the East Coast I cannot help but think Spring. It started by me going through some closets and clothing as I do at the beginning of every season. One of those closets is in my office and after I am done going through my “work” clothes I usually move on to the desk, file cabinets and shelves.

This is not the only “cleaning” that you should do. Below are some other parts of our business which need a regular look at and touch up if necessary.

Go through your social media profiles and accounts. If you have added a skill, education or certification be sure to add it. Look at your bio, both short and long and make sure that it is accurately portraying your brand.  Edit your picture to reflect how you look today.

Review your website. Check to be sure the links are still working and that your targeted keywords are incorporated. Also be sure to add new products or services that you may have added. This can even be your chance to revive an ailing website because it is outdated.

Go through your computer files. Archive those that are older and that you no longer access. If you know that you will not be using them again, delete them. Usually when I do this I move the files to the cloud, put a tickler on my calender, notify past clients that they have 30 days to retrieve this information before it is permanently removed.

Update your email accounts. If you are like me, you have email accounts for business, personal and even signing up for freebies. If you have accounts that you never access, close them or safeguard them from hijacking. On the flip side, set up accounts needed for your business (i.e. billing@, custservice@, administration@) and if you have not set up account in conjunction with your domain, no time like the present.

And finally, update business safeguard processes. Check to be sure you have the latest version of hard-drive backup, process manuals and security programs. If you do not have these items now is a great time to get them together so in the event of an emergency you will be more than prepared.

What other things do you do to keep yourself and your business organized and ready to go? Not sure what you need to do, contact us for a needs analysis to get your business thinking spring.

Oh yeah…don’t forget to review your credit reports.  itis important to protect your identity but to be also that your scores accurately reflect your accounts and activity.

As a small business owner it is imperative that I continue to build on the skills that I have and learn about what is new and upcoming.  I figure the more I know the more valuable an asset I am to others.  Because of my zest for learning, often times I will get a call from a client or acquaintance about “the best this”.  It could be an application to complete a task, the use of software or social media or even something as simple as the best thank you gift to give someone.  They know that if I cannot name something off the top of my head I will go and find the answer.

Are you the go to person in your industry?  If you said no, why not.  You should be investing in yourself daily and here is a simple tip to get you started (besides reading the above mentioned article).  Take 5 minutes to list your weaknesses or a strength that needs updating.  Pick one of the items on your list and research how to improve it.  Become a master of that skill, take it off your list and move on to the next.  Before you know it you will be working on a better business you daily.

The best part of this process is as you improve yourself you may get another product or service to add to your repertoire.  This could be a whitepaper, an eBook or even a series of blog articles.

Do you have the time and are you investing in yourself?  If not, outsourcing some tasks could help you open up your schedule for your own block of improvement time.

 HubSpot is on my list because of the diversity of their information.  Although they are Internet marketing Hubspot provides insight into everything from branding to social media good practices.  The best part of Hubspot is the eBooks that they offer along with the video tutorials that they sometimes provide to walk you step by step through a process.  Hubspot states they are an all-in-one marketing source and that they are.

I discovered makeuseof.com several years ago as a recommendation form a colleague and find it one of my great reference sources.  Besides the daily Cool Website and Tools where they review 5 application or programs there are information articles on techy issues.  So if you are looking for reviews, tech help, guides or geek fun you should check out makeuseof.

  Small Business Trends is my first go to blog on all things small business.  First thing I do on my Monday morning blog reading is check out their posts on events and contests.  Best yet, if you are having an event or contest you can add it to there list to be blasted to their legion of readers.  They have a huge experts panel of contributors do you get diverse and interesting information on a wide range of business topics.  Did I mention my favorite the events area,  it allows me to find resources for my professional development.

Freelance Switch  is a community of expert freelancers from around the world.  Their blog covers an array of topic for the freelancer (and small business owner) including tax tips, where to find work, determining rates and much more.  Freelance Switch also has a wonderful resource area where they share tools, books and blogs that they find helpful int he freelance community.

So there we go, my top four resource spots for the week.  There are more which I will gladly continue to share with you but these are the ones that I go to consistently and often.  Do you have a resource is a must have information source?  Share it with us.

Signing off,
Lee

First up, is from Small Business Trends discussing event promotion.  What I found interesting was what they defined as an event and how to use this to your advantage.  “Let’s redefine what an event is and then we’ll see if this tool can help you grow your small business and marketing presence. ”

Online Event Registration with Eventbrite

Next up, is another article about promoting your business from Copyblogger, more specifically Pinterest.  I discovered this neat media a little while ago and just recently started actively using it. There are many great tips and much information to get you started.

56 Ways to Market Your Business on Pinterest

From marketing and promotion we move on to time management.  Just recently I read a quote from John L. Spalding, “What we love to do we find time to do”, which often times is not the case for us.  Learning how to say “no” is the topic of this next article from Freelance Folder.

21 Times for a Freelancer to Say “No”

Saying no is only half the battle to balance between work and life.  Finding time to do it all is next.  DumbLittleMan gives some quick tips on making time for your real priorities.

How to Find Time for What Really Matters

And finally, putting everything out there on the web could be what brings it all together. WPMU gives a a quick overview of the difference between a page and a post for my WordPress friends.  This short article will define the difference but the comments are well worth the read too.

Beginner’s Tip: What Is The Difference Between Posts & Pages?

There you have it, social media to marketing to time management and beyond.  What are you doing in your business today to help it grow and thrive?

Signing off,
Lee

Rest your eyes.  There are times that we will get into a project and be looking at the screen for hours on end.  It is not drastic, just one simple step and it is called the 20/20/20 rule. It goes a little something like this.

• 20 minutes of using the computer- in which you focus intently upon the screen.
• 20 second break – take a 20 second break after you have focused on the screen for 20 minutes
• 20 feet away – focus your eyes upon something roughly 20 feet away for this 20 second break.

This should help with blurry vision, eye strain, burning and itchy eyes.  You may also want to check to see if “computer” glasses can work for you.  These are special glasses that are designed for those who do heavy and extensive computer use.

Keeping ourselves healthy is key to operating your business without disruption however some times it is the little things that we tend to overlook.

What other tips do you practice to keep yourself healthy during the business day?

Signing off,
Lee