We all do repetitive tasks at work, creating documents, spreadsheets, e-mails and recording information about the products and services that are sold.

A Document would be created in Microsoft Word.
A Spreadsheet would be created in Microsoft Excel.
An E-mail would be created in Microsoft Outlook.
Customer Data Might is stored in Microsoft Access.

Now it’s not uncommon for small to medium sized businesses to have their own way of doing things that is typically thrown together with the skills available to them at the time.

Here are your tops tips your small business could be better organised.

You don’t have a database.

You don’t have a server.

Documents are not created in a consistent manner.

E-mails are not created in a consistent manner.

Not everyone uses the same standard forms or documents.

People spend all day going in and out of different applications that don’t talk to each
other.

You copy and paste a lot.

The list could go on…….

In this weeks articles I describe how I solve these Small business problems for clients.

Advice on Automating Work flow through Database Development

I have many jobs, too many to list here but one of them is proudly being a Microsoft Office Developer. I can review your work flow and design automation around existing business tasks.

In simple terms you host your customer data in a Microsoft Access Database and use the automation that Access allows to make creating documents, spreadsheets and e-mails based on the customer data so much quicker and in a consistent way.

Work flow automation is quite a rewarding part of being a Microsoft Office Developer when you know you have created a more streamlined way of working. Over the years I have created many varied database/work flow solutions for clients all of which are still being used today.

I have been a database developer for nearly 15 years. So my developing experience predates even Microsoft Windows back in the old DOS days.

I have a unique way of delivering training for the work flow solutions I create. I issue a full on-screen video tutorial about how to use the database the people will use.

This is a great tool for new people who join later, they can sit and watch the guy who developed it tell them how to use it properly.

If you’re a North West based business looking help and advice about work flow and databases issues then get in touch I can help you. Tel: 01606-841587.

Link: http://www.481.co.uk

Today’s SME topic is about Virus/Spam/Internet Misuse

Viruses

I would imagine it’s statistically impossible if you’re a business who uses the internet that you haven’t had many, many viruses trying to attack you. Not nice is it?

Typically viruses are transported in e-mails, or from malicious web sites who exploit multiple vulnerabilities on your computer system.

Spam

Spam Is just as much of a problem as Viruses. It’s not uncommon for Small businesses to be getting hit with 1 millions+ pieces of spam e-mail a year.

Internet Misuse

This is a very subjective thing and depends on the culture of your company. If the question is does your staff misuse the internet at work? the answer is YES.

Will staff try and obfuscate misuse? YES

The fact is there is a certain percentage of time lost every single day in most typical businesses.

In this weeks columns which are all about the problems faced by small business I outline how I help my clients with these issues.

Advice on dealing with Viruses

You have to have multiple Anti-Virus defences basically in two crucial areas. The first is internet based. Use an external 3rd party specialist company to strip out all the viruses infected e-mails.

Viruses writers are very smart, and from time to time things slip through that net. So you need a 2nd line of defense which is running Anti-Virus software on your Office Computers.

For a Networked Client/Server I would use something like Symantec’s Corporate Anti-Virus. If you don’t have a server then I recommend Esets Nod32 Anti-Virus Application for your Desktop Pc’s/Laptops.

Advice on Dealing with Spam

If you’re lucky the same specialist company who is doing the internet based Anti-Virus also offers a Spam Filtering service. The key with filtering systems is there always needs to be human intervention to get the best of them.

Typically 80% of e-mail inbound is Spam so you need a good filtering service to deal with it. We use http://www.appriver.com

Advice on dealing with Internet Misuse

This is a two pronged problem

1) It costs the business money for people to “play about” on the internet.

2) It increases the risk of malicious web sites attacking business computers.

My advice is to write your own Companies Internet Usage Policy and aim it at a level you are happy with.

On the very odd occasion you have a persistent problem that really needs dealt with we help our clients by offering forensic analysis of how the computer has been used and let them deal with it internally.

Naturally we have access to see who is doing what when in real-time.

If you’re a North West based business looking help and advice with these issues get in touch I can help you. Tel: 01606-841587

Link: http://www.481.co.uk

There are several technological points on failure inside your business that can bring everything to a halt.

The show stoppers are:

Faulty/Broken Internet Router: With no connection to the internet it won’t be long before this starts to affect productivity, no e-mails, no browsing the web and external remote users can’t connect inbound.

Faulty/Broken Network Hub/Switch: This is a device that joins all the computers/devices on the network. If this breaks nothing works.

Server: Servers are usually robust and typically the only things to fail on servers are the moving parts. So that would be the Hard Disk and the Tape Drive. If your server dies you can’t access your data. If you Tape Drive fails your back up’s are in jeopardy.

Acts of God (or Utility Companies)

Also don’t forget without an electricity supply and no working telecoms you will also be taken offline.

To a lesser extent

Single PC’s/Laptops: If your PC at work is broken then you’re not being productive.

Printers: If you can’t print your in trouble, just think of the important things like invoicing or quotes going out.

External Points of failure

The external points of failure usually end up being the ISP (internet service provider) and/or the company providing your internet e-mail/website hosting. My advice is if you repeatedly have problems with your internet service provider then change them.

In this weeks topics I tell you how I help clients with these issues.

This one is simple, I keep “spare” replacement Routers, Hubs, Servers, Tape Drives, PC’s and Laptops ready to deploy when one of these crucial pieces of the jigsaw fail.

The external points of failure are naturally more difficult, but I maintain a good working relationship with the ISP’s and continually monitor their service. I use it myself so I know when it’s failed.

As I good as I think I am even I can’t conjure electricity or working telecoms and when these fail the best you can do is know how to report the failure to the correct utility supplier.

Tips:

Here is a “Its faulty and I’m in trouble checklist”

My Internet router was faulty?
My Networking Hub/Switch was faulty?
My Server was faulty?
My Server tape drive was faulty?
My Desktop PC or Laptop was faulty?
My Printer was broken or faulty?

What you need to know is how you would be able to rectify this as quickly as possible.

Take this example. If you have 25 desktop bound computer users that relied on the internet to be able to communicate with your customers.

1 hour of downtime is 25 person hours lost.
4 hours of downtime is 100 person hours lost.
8 hours of downtime is 200 person hours lost.

With 25 people down for a day and you will lose several thousand pounds of productivity.

Advice:

Work with a technology support partner that has your back covered for the items above. I am single lone consultant and even I can offer this level of service to my clients. This combined with 10 years IT problem solving means things run pretty smooth.

If you’re a North West based business looking for a good I.T Consultant then get in touch. 01606-841587.

Link: http://www.481.co.uk

Interested in new technology? Then check out these Videos of:
Windows Vista & Internet Explorer 7.0

This week I am going to pick a topic each day that is affecting small to media sized businesses.

Then I am going to tell you how I solve the problem.

Today’s topic is the big one BACK Up’s

My clients all use servers, these all have either DDS tape backup systems or NAS (Network Attached Storage) for backing up their data.

A Backup is only going to be any use to you IF it works.

I have been working in technology management for 13 years. Trust me the back up you think is working from time to time won’t be.

Examples of Failure

DDS tapes are only good for 150 uses, so wear out eventually. If your tapes are 5 years old do they still work?

There are some file names and paths that can cause a back up to fail and stop the back up job for example files or folders with names greater than 256 characters.

People from time to time forget to backup.

People backup a two tape backup on the same single tape (yes you did read that correctly).

Automated backups can and do fail but because they are automated you assume they work everyday, they don’t.

I could go on….

So how do I help my clients with this problem? Easy, I do it for them.

Every evening I remotely access the customer’s site and perform the backup myself. This is a 5 step process

1) Connect to the remote customer’s site.
2) Start the backup.
3) Disconnect.

Wait for the backup to complete

4) Re-Connect to the remote customer’s site.
5) Check the back completed successfully.

This is great for my clients it’s now just something they don’t have to worry about.

There are a few downsides.

I have to work out of office hours and clients are working later and later, realistically it’s about 7pm before they are all out of the system.

So a little inconvenient for me, but Its one of the most important and valuable services I provide to my clients.

If you have questions about this or other technology issues then please leave a comment or e-mail me.

Link: http://www.481.co.uk

I managed to pick up an Orange SPV M3100.

I like smart phones but I want one I can use 24/7 i.e. for both business and pleasure.

I purchased a cheap 2gig micro sd card so I can load it up with audio and video.

I really have a downer on Windows Mobile5.0 due to memory problems and Windows media player not being able to play video content very well.

But this purchasing decision is more about I want a “phone” phone back in my pocket.

Link: n/a