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

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.

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

I will give you my thoughts on why this should not be acceptable for you business website then you decide.

They own you content. They own and control the information that you worked hard to create and can shut it down at any time. Case in point is Microsoft Live. Microsoft recently sent out this notice to its users of Office Live Small Business web services.

“On April 30, 2012, we are discontinuing Office Live Small Business. We would like to offer you an opportunity to self-transition to Microsoft® Office 365 for professionals and small businesses.”

“Please note: If you do not transition your subscription, your email account and website will be deactivated and all content will be deleted after April 30, 2012.”

I do not know what the cost is going to be, but if you do not want to transfer your information you will be without a website and more importantly without email.

Your URL is not a straightforward domain name. You can purchase a domain name and have it pointed to the site. There are many quality hosting sites available and the most popular for my clients are Arvixe and Bluehost. When I see a site hosted on a free account my first thought is that you are not investing in your business. Your web presence is a crutial part of your brand so make it important.

Would you rather have your customers and clients find you by typing in myofficeassist.org or myofficeassist.wordpress.com? And wordpress.com is one of the easier URL’s to type.

You have little control of making it your own. Yes you can add copy and images and even have choice of some colors but you are also saddled with their requirements which often include ads and “free by” links. Why should the first thing your prospects see is a banner ad chosen by the free site? Your site should be all about you and what you offer not a springboard for advertisements of others. Think of it this way, what if one of those ads was your competition, you could be sending business to your competition.

Having a self-hosted site is not a difficult process and for a small investment now it will save you in the long run. With the use of WordPress.org and a quality hosting site you could have an awesome, branded website for as little as $100 per year.

Are you using a free hosted site? Are you ready to make the switch?

Signing off,
Lee

Let’s start with the planning and strategy stage. Danielle Leitch explains the importance of organizing your content and how to get started with a content calendar.

How to Develop a Social Media Content Calendar: Social Media Today

This next article is a “do this not that” list of suggestions for actively using your social media account. Check it out for 6 steps to maintaining good relationships with your audience.

Opinion: What can go wrong in social media?: SEJ

How do you get your audience involved? By asking questions. This informative article give you some useful tips on engaging your readers and followers.

Grow Your Community by Asking Questions: Freelance Switch

You may be a Twitter or Google+ user but the majority of consumers can be found on Facebook. With over 845 million users you should have a strong Facebook presence.

10 Effective Ways to Get More Facebook Fans This Year: Social Media Today

We have all has it happen to us, losing a member of your circle. It is important to know why so that you only lose the occasional follower and not a mass exodus.

Dealing with the “Unfriend”, “Unfollow” & “Unlike” Factor: Social Media Today

There you have it, five articles on all things social media.

Do you struggle with social media?What are you biggest challenges when it comes to Twitter, Facebook, LinkedIn and such?

Signing off,
Lee

Flckr img via Meet-up Annieta

I belong to several forums for Virtual Assistants and often times I see inquiries about getting clients.  Several newbies stated that they do not know where to begin, however it is not how to begin but how to continue the relationship.  Finding new prospects is easy, forming relationships with them is where the work needs to be done.  I am not an introvert by any means and it is easy for me to enter a discussion with anyone but that is not enough.  Here are a few steps that I take after meeting new people, prospects or not.

Send a “Great to Meet You” note.  Notice I say note.  We get way too many emails so think outside the box and send them something the good ole fashion way.  I send a card with a note that says glad to meet you at the event and for them to let me know who their ideal client is so I can keep a lookout in my referral network.  If they are true prospects I also add a let’s get together for coffee.

Check their social media accounts.  Join their networks however do not just sent a generic “add me to your network” message.  Personalize it with “Great to meet you at [event name].  I thought it would be nice to add you to my circle.  I am looking to getting to know you and your business better.

Send en email.  After the first two suggestions I send an email with a great business tip or general information I find helpful.  I also ask permission to add to my email list so that I can share useful resources with them.

Greet them at the next event.  When you see them at the next event be sure to greet them and have a brief conversation to see where they are since your last meet.

These are just four steps that you can take to start cultivating your relationship.  Remember not every contact will be a prospect but they can be a referrer so treat everyone equally in your art of follow-up.

What is your art of follow-up?

Signing off,
Lee

1. Inspiration is everywhere.  Since I knew I would have to produce articles daily I began to really pay attention to what was trending, question being asked and what people were saying.  It was not hard to find topics to post about.
2.  I am not wired to write everyday.  Even though the inspiration was there I found it daunting to have to write everyday.  For me, I believe a few times a week will work so that is where I will take my blog.
3. When you want to build a habit, give it 30 days.  During these 30 days I have learned what works and does not for my blogging capabilities.  Without the challenge I would still be floundering about with getting my blog back on the right track.
4.  Support of the community.  I did not take this journey by myself and by having the challenge community I was able to see others struggle, overcome and thrive.  I found that by joining the challenge it was the support of the community that had me staying the course.
5.  My website traffic did increase.  I did not truly target my keywords as I was more worried about blogging than content.  Now that I have that down I can refine my process to include better targeted traffic.

Next up, Small Biz Success Summit 2012.  While it is not 30 days it is enough for me to learn some great social media techniques that I can use for my business and share with my clients.

Would you benefit from a 30 day challenge to help your business?

Signing off,
Lee

Flickr image by Goat's Accordion

Let it snow, let it snow, let it snow.  As long as the power stays on I am good to go, but what happens if the snow if too much and I do lose power?

As an entrepreneur working from a home office, I am it.  As they say, stuff happens and having a plan can be the difference between success and epic failure.  Many entrepreneurs and small business owners have no backup plan because they either think nothing will happen or it is too overwhelming to think of.  Here are a few things I have in place that may help you to devise your plan.

1. Backup your computer – DAILY.  I use a cloud program to backup all my files.  I also have an external hard drive that I backup to once a week.  Many of my programs of choice are now on the cloud but that does not stop me from having all files in one central location.
2. Enlist a colleague.  Find someone you trust that can be a fill in if something would happen to you.  You should have someone who you can hand off your most important tasks in the event of an emergency and you are out of pocket. (hint, hint: VA’s can do this and more!)
3. Have a processes manual (creating one will be another post).  All big businesses have one and many small businesses too, so should you.  At the very least it should include how you operate your day and your most important client procedures.  If someone needs to step in they will have a guide to help them with the service quality that you now provide.
4. Office on the go.  I have set up my office so that if I need to operate out of another location I can do so in a few simple steps.  My cell phone provider offers mobile broadband that I can use and activate with a simple phone call.  My office phone is a Google Voice number that I can forward to any phone number I choose.  I also use Google Apps for business so if I have to use a different computer I can get to my email, documents, passwords, critical client information and project management program.

Prepare My Business.org offers a great pdf checklist for creating a disaster plan which you can use as a guide to begin your plan.  Do you have plans in place for your business?

Signing off,
Lee

Flickr image by dieselbug2007

We are in the middle of another remodel and surprisingly this one is going quite well.  Since all tasks at hand are taking not as long and coming in under budget we decided to tackle the windows now instead of later.  Which brings me to my rant.

I called three companies to have them come out, give their pitch and quote me an estimate.  In all fairness to the story, all three did ask if there was a Mr. and I did tell them we where getting quotes and information to make our decision.   Well number one scheduled and came, number two scheduled and came, number three is the subject for this rant.

After asking if there was a Mr. and being told there was I did let them know we would not be making the decision today.  Mainly because I need to process things a little before changing my mind a few times.  He then asked what would be a good time to come and I told him anytime I work from home and am flexible.  He then said okay what about Mr. and I stated he worked and I would be getting to details of the information.  I was then told, “well I can some on a Saturday” which I replied I am not available then.  He said that was okay he could meet with the Mr.  Did he really just say that?  I let him know he would be meeting with me and only me, take it or leave it because now I am offended that he does not think this is worth his time.

Move to the meeting, my husband thought it would be funny to pop in during the meet so he did.  During the whole time he was there he talked to my husband only.  Strike two.  But the hubs being the straight shooter that he is said he like the product but ultimately it was my decision because I will have all the details.  Redemption for me!  The hubs then left.  So now I was important enough to talk to.

Then comes the final straw.  Instead of touting the benefits of his product, which we knew because we used them before, he started bashing the other choices we made.  Especially the fact that they used employees and everyone else used subcontractors.  As he continued on his rant that the other companies probably got their people from the local pub I could not take it anymore.   Hmm, that is my business model.  I am a subcontractor and my team is made up of subcontractors.  No more explanation needed.

Moral of the story, if you have a great product then sell that product.  Don’t insult the intelligence of your potential customer by excluding them or bashing your competition.  We are still in the decision making process however with a great quote and great product I do not even know if they are still in the running because he discounted me as a dumbass.

Have you run into this before?

Signing off,
Lee

We all know by now that social media is a great piece to our marketing puzzle and according to Hubspot ” 41% of B2B companies and 62% of B2C companies that use Facebook have acquired a customer because of it. In addition, companies that use Twitter average 2x more leads than those that don’t”.  But do you really know how to begin to harness the power?  This article walks you through 8 things you can do now.

8 Ways to Leverage Social Media Beyond Social Networks

The next article comes from Small Business Trends and touches on the subject of project bidding.  At one point or another we will all underbid a project and this article walks you through some scenarios and steps to take in the event that it has or before it happens to you.

What to Do When You Underbid on a Project

Yes it is that time of year again, tax time in the U.S. and Allan Branch gives some great nuggets of information in this article including the all important “keep solid books”

6 Tips to Avoid IRS Audits for Freelancers

And finally, I love the library and borrow books quite often. With my Xoom and Kindle app I was left with little options of obtaining borrowed books, until now. Check out MakeUseOf’s article on the eborrowing process.

How To Find A Nearby Library Which Lends Kindle Books & Other eBooks

Well there you have it, five articles that I hope will help you gain some additional knowledge for you and your business.

Signing off short and sweet,

Lee