InfoBusiness 2.0

Email is currently the most efficient way to communicate and collaborate with peers and colleagues.   It’s faster than a letter, requires less effort than a fax, and is less intrusive than a phone call.  It’s everywhere – most people have one, or even multiple email accounts set up.  And best of all, it’s free!

However, your company’s reputation, brand equity, and image will be greatly enhanced if you set up a dedicated email account for your specific domain (www.yourcompany.com).   This will make the emails your employees send instantly recognizable (john_smith@yourcompany.com) to recipients, and allow you to host all of your corporate email addresses on a single email server. 

Your corporate email server can be hosted and maintained by your third-party Internet Service Provider (ISP), or on your own premises.  There are a number of server settings that can be tweaked, to make your solution more robust and productive.  For example, you can automatically delete any executable email attachments such as .exe, .com, .pif, .bat, .MSI, or .cab files, as well as java script or visual basic script.  You can also automatically remove large music and video files, to eliminate email server clogs.  These two modifications alone can save you countless hours of downtime, and free up gigabytes of valuable server space. 

You can also improve the efficiency of your email interactions by implementing an Email Usage Policy.  You can modify any standard policy (check out the ones posted on KnowledgeLeader or Free Management Library), or have your attorney create a custom one from scratch.  This policy should be automatically attached to every single outgoing email sent by your server.  This will help decrease your liability for the content of emails sent by your employees.  You can even further protect yourself by monitoring and checking email usage on a weekly basis, to ensure compliance with your usage policies, and immediate identify any unusual or inappropriate activity. 

With software packages like MailMonitor, you can identify your top 10 email traffic generators, see who is emailing whom, determine if your competitors are getting emails from your employees, and identify the kinds of attachments that are being sent back and forth. 

Spam, or unsolicited email, also poses a major problem.  To prevent an avalanche of spam from clogging up your email server, you’ll need to install anti-spam or spam filtering software.  Spam filters work in three ways.  They can automatically delete any unsolicited emails or move them to a specific folder.  The newest spam filtering technologies can even automatically ask any suspicious sender to manually confirm their identity, to ensure that they are not a “robot” sending bulk emails blindly to millions of addresses.  Because many anti-spam setting are too restrictive, legitimate emails often get blocked.  So, I recommend using a spam filter that moves suspicious emails to a folder, where they can be retrieved if needed. 

If your email server does not contain an anti-spam filter, you can use anti-spam software on your desktop to block unsolicited emails.  And, in order to prevent spammers from using your email server to send out bulk emails to millions of users around the world, you can configure your email server to accept emails only from verified users with passwords. 

Email Response Management

Many companies have a generic mailbox for sales inquiries, support issues, or general information.  The amount of incoming emails to these boxes can be overwhelming, particularly if follow-up, responses, or history log maintenance is handled by more than one person.  Fortunately, there are a number of email response management software solutions that can help simplify this process.  There many different types of packages available, ranging in price from free to quite expensive.  Check out the ones offered by emailtopia, Talisma, and Right Now Technologies.  Or, you can search for other solutions online, and choose the one that’s best for your business. 

Email Auto-Responders

Marketing teams are often challenged to stay in constant contact with potential and existing customers.  I’m not talking about spamming to uninterested parties with useless ads, or sending out blind bulk emails.  This is about keeping the lines of communication open with current clients, or prospects who have given you permission to send them information about your products and services (note: putting an “unsubscribe” link at the bottom of every email, and removing all those who “unsubscribe” from future distribution lists, will help you avoid breaking spam laws).  Studies show that the more you reach out to your audience with news, special offers, discounts, and promotions, the more likely they are to buy from you.  In fact, it takes, on average, at least 21 outreach attempts to convince a prospect to consider purchasing your products or services.  But time and budget constraints can prohibit you from making daily, weekly, or even monthly contact. 

So how can you efficiently and consistently stay in contact with your prospects and customers?  With email auto-responder software.  These solutions are available for desktop installation, or can be rented as a service through many third-party providers.  Email auto-responders work by allowing you to easily set up email lists and distribution schedules.  When new subscribers sign up to receive newsletters or other information, they are automatically added to the mailing list and will begin receiving emails at the pre-determined intervals. 

Auto-responder solutions are available through a variety of vendors and service providers, including AtomPark Software, Xtreeme, and AutoResponsePlus. 

Email Marketing

No chapter on email would be complete without mention of email marketing.  Several years ago, email became the preferred method of campaign distribution because it was faster and far cheaper than hard copy direct mail.  But, anti-spam laws, which have been in effect for quite some time, have since made it difficult to market effectively using email by preventing the distribution of unsolicited bulk email.  However, many companies will rent their opt-in lists, and even handle distribution for you.  Email lists can be rented through InfoUSA, EXM Marketing, InfoCore, LIST Incorporated, and other brokers. 

I also highly recommend checking all incoming and outgoing emails by using an anti-virus solution.  You can install it on each individual computer within your company, or centralize it on your email server. 

All businesses must share information, files, and applications among multiple local and remote users.  Many companies use Microsoft Windows and peer-to-peer or client/server networks, where all applications reside on a shared server but are executed at the desktop level, to accomplish this.  However, this approach can result in high operating costs, and can put a tremendous strain on your IT resources. 

Server-based computing provides an efficient and affordable way to share technology components among your employees.  In fact, server-based computing technologies are so effective; they are currently in use at more than 90 percent of Fortune 1000 companies, according to a Forrester Research study.

With server-based computing, you set up a dedicated server to share and run all applications.  All end-user computers are then connected to the server as if they were network terminals.  All of your applications, and their related files and data, will then be fully-centralized.  Additionally, all network terminals will be 100 percent interchangeable.  As a result, you can significantly reduce your set-up and administration expenses, minimize the burden on IT staff, and decrease downtime. 

This dedicated server should be set up on a Windows, Linux, or mainframe platform.  Microsoft has terminal services already built into its Windows Server 2000 and Windows Server 2003.  Additionally, they provide a remote client for any Windows desktop.  Linux, on the other hand, offers free X-Windows server-based software, which allows any terminal to review and run any application that resides on the server.  

This concept is not new.  IBM mainframes have allowed users to leverage this type of shared application configuration from the very beginning.  But, over the last five years, a large number of free remote client software packages have become available through Open Source Community, and many commercial solutions have been developed for cross-platform integration using Windows, Linux, and AS-400. 

Let’s take a look at an example using the average small business.  It may have anywhere from 10 to 50 desktop computers, a handful of servers, and about 10 standard applications such as Microsoft Office, email, Web access and browsing, accounting, and other employee productivity tools.  There may even be a few customized or proprietary software packages designed specifically for your industry or business.  If all of them are running on Microsoft Windows, you can set up a dedicated terminal server, and use your existing PCs as terminals for network-based access. 

This type of installation typically requires a Windows 2000 or Windows 2003 Server with terminal licenses.  You can use the same Windows machines you have right now, and run free Microsoft remote desktop software to connect them to the terminal server. This configuration will be even more cost-effective if you test it on a few computers, then converting any really old computers to “dumb” network terminals using free Linux-based PSEX software.  This will allow you to recycle older computers, and drive the cost of each terminal down a few hundred dollars.  Additionally, since each terminal will only be running Linux PSEX software, they can be easily replaced – without any downtime or tech support expenses – if they break. 

More information on server-based computing and related products is available from Microsoft, Red Hat, and IBM. 

We live in a digital age, and no business can thrive or succeed without the Internet.  But, how you use the Internet is just as important.  Without an effective Internet strategy in place, the Web will be nothing more than a productivity inhibitor, and a drain on your staff and financial resources. 

All businesses need a strict, well-enforced Internet Usage Policy.  This will help you control the way your employees use the Web, and reduce your potential liability for any inappropriate actions they perpetrate using the Internet during company hours.  Make sure your policy covers not only Internet utilization, but use of email and attachments, as well as information distribution.  You can obtain a sample Internet Usage Policy at KnowledgeLeader or Free Management Library, or have your lawyer draft a customized one for you. 

With a “proxy server”, aka Internet sharing server, as the only means of Internet access for your employees, you can further avoid risk and minimize the amount of time and money wasted on non-work activities.  These servers have configurable filters that allow you to block staff members from accessing the Web for personal use.  For example, you can prevent users from viewing adult Web sites, downloading movie and music files, using instant messaging applications, playing poker and other online games, visiting chat rooms, checking stocks, and more.  You can also closely monitor Internet activity, to instantly identify any employee who may be using the Web for improper behavior.  Have your IT department provide detailed weekly reports on Internet usage, and immediately penalize anyone who is caught breaking your Internet Usage Policy.   

Proxy servers are available from many vendors, including Microsoft, Wavecrest, and Qbik.  Some of the Internet usage monitoring tools on the market today include Track4Win, Echo, Activity Monitor, and Websense. 

Because staff members will still need to download files as part of their day-to-day work, you should install an antivirus solution on these servers.  This will enable you to automatically detect and delete any infected files before they come through and wreak havoc on your systems. 

As networks become increasingly complex, securing them at every entry point has become an overwhelming challenging.  All applications, databases, software, and hardware include default settings that can be easily circumvented.  And, cyber-criminals are more sophisticated than ever before, possessing the skill and knowledge needed to hack their way into even the most intricate technology environments. 

It is up to you to take the necessary measures to protect your most critical business systems.  An ironclad security infrastructure, combined with stringent internal security policies that include rigid enforcement and regularly-scheduled checks, is the key to keeping your network safe from hackers, intruders, and other unauthorized users. 

The first step in ensuring tight network security is use of testing tools, which can be easily obtained via download directly from the developer’s Web site.  This will help you to determine how vulnerable your environment really is.  These tools test the integrity of each server’s internet access protocols and firewalls, and identify any potential “open doors” (you’d be surprised how many there are on the average system).  A list of the Top 100 Network Security Testing Tools, as determined by a 2006 Insecure.org survey, includes software solutions by vendors such as Nessus, WireShark, Snort, NetCat, and more.

If you’re really concerned about network vulnerability, you can hire a third-party security firm to perform ethical hacking.  During an ethical hacking test, consultants will attempt to breach your network security – with your permission, of course – and document any problems found.  Some of the firms that provide this kind of testing include Paladion Networks, Mitnick Security Consulting, Sky Box Security, and Remington Associates.

Although external security breaches are a major issue for corporations today, studies show that the real threat comes from inside company walls.  A recent FBI survey demonstrated that 70% of all computer intrusions are perpetrated by someone associated with the business.  To preserve the integrity of confidential customer data or proprietary product information, you need to tighten up network security.  Just a few simple security steps can save you quite a bit of grief later on. 

I recommend:

• Using strong alphanumeric passwords that are longer than eight characters.  Change them at least every one to six months. 
• Implementing biometric fingerprint technologies for login and authentication. 
• Monitoring and logging all network activity at your company.  Review the log files each week, and look for any suspicious events or behavior. 
• Encrypting more sensitive data with industry-strength algorithms like Blowfish. 

You can further enhance network security by using password-protected screen savers with automatic logoff.  Keep your server room, or any other area where computer terminals are located, locked at all times.  You can also use electronic locks with badges or swipe cards, or highly-secure biometric locks, to identify and keep record of all visitors. 

The use of video cameras in public access areas can dramatically reduce your risk as well.  Studies show that employees who know they are being watched are less likely to break company rules.  While you don’t need to record all activity around-the-clock, I strongly recommend that you do.  If a security breach occurs, you can immediately identify the person responsible. 

Finally, deploy all security patches for all of your desktops, servers, and network devices, and ensure that they are updated automatically.  Many businesses already have massive security gaps in their systems, and don’t even know it.

For more information on protecting your systems from hackers, cyber-criminals, and security breaches, visit The Computer Institute of the Rockies, Enterprise IT Planet, and The InfoPackets Windows Newsletter.