Archive for August, 2008

Maximize Your Business with IT: 5 Critical Characteristics

Tuesday, August 26th, 2008

5 Critical Characteristics You Should Demand

From Your Computer Repair Guy or Shop

 

  1. Demand that they have multiple technicians on staff. If you rely on a “one-man-band” operation, you might find yourself without any help when they go on vacation, get sick, or when they are simply too busy servicing other customers. Having multiple technicians on staff is not a guarantee of fast, reliable service, but you are far more likely to have someone to talk to when you have a problem.

    Another reason you want a shop that has multiple technicians is because no one computer guy – no matter how good – has infinite knowledge about every type of software, hardware, and platform. Multiple technicians mean multiple skill sets and a higher likelihood that your computer problem will get resolved faster.

  2. Demand someone who has a long-standing reputation. Let’s face it; there are a lot of other computer repair technicians out there, but most are new or just getting started. You want to make sure you avoid hiring a fly-by-night technician between jobs that sets up shop one day, and is out of business within a month or a year. Only deal with computer technicians and repair shops that have a proven track record in your area.

 

  1. Demand that they have specific knowledge or expertise on solving your particular problem. Do NOT let someone practice on your machine. If they have not worked on your problem before, they should TELL you that in advance. There is too much risk involved financially and in your data and equipment.

  2. Demand that your technician backs up your system BEFORE working on it. This is just common sense. Don’t let them touch your machine before your entire system is securely backed up just in case something goes wrong.

  3. Demand that your machine comes back with the same settings, look, preferences, and applications that you had on it prior to the work. There are a lot of second-rate shops with inexperienced technicians who will end up causing you more problems than you bargained for. Very frequently, these inexperienced technicians will recommend that you wipe out your hard drive and re-install Windows to fix a problem. This means you lose all of your settings and preferences, as well as losing all of the software programs you have installed. This should ONLY be done as a last resort.


WARNING: In addition to wiping out your hard drive, some of these shops will put illegal software on your machine using a stolen license. Not only is this illegal and putting you in a position to get fined, but most illegal software (especially Microsoft’s) is locked, which means you cannot download and update critical security patches. This leaves you unable to update your machine and protect it from deadly viruses, worms, and hackers.

Maximize Your Business with IT: Consumer Awareness Guide 2

Tuesday, August 19th, 2008

Special Report:

Consumer Awareness Guide To Choosing An Honest, Reliable, and Competent Computer Repair Shop

 

Don’t Trust Your Computer or The

Irreplaceable Files On It To Just Anyone!

 

Hiring the wrong computer repair guy can not only be incredibly frustrating and expensive, but you could end up losing ALL of your irreplaceable files, photos, music, e-mails, and other important documents!

 

Read this guide and you’ll discover:

ü  Computer scams and rip-offs that you MUST be aware of.

ü  5 Costly misconceptions about computer maintenance and repair.

ü  Viruses, worms, spyware, and hackers: what you need to know to protect yourself.

ü  7 Questions you need to ask before buying any computer equipment.

ü  5 Critical characteristics you should demand from your computer repair technician.

ü  Why you need to avoid “cheap” or “bargain” computer repair shops.

ü  The one surefire sign that you should run – not walk – out of a computer repair shop.

 

 

 

 


 

Dear Fellow Computer User,

 

There are no shortages of horror stories about fly-by-night computer repair shops causing problems as a result of their unethical or incompetent behavior. I’m sure if you talk to your own friends and family you will get an ear-full of the unfortunate experiences they have encountered in this area.

 

You see, the computer industry, along with a lot of other industries, has its own share of unethical businesses who will always try to take advantage of uneducated buyers in their greed for easy money. Fortunately, businesses like these are the minority, but we know they exist because we have had a number of customers come to us to clean up the disasters they have caused.

 

Another big problem of the computer industry is that it is not regulated like many other industries. Automotive repair shops, electricians, plumbers, lawyers, realtors, dentists, doctors, accountants,  and even restaurants (to name a few) are heavily regulated to protect the consumer from receiving substandard work or getting ripped off. However, the computer industry is still very new and there aren’t any laws in existence to protect the consumer.

 

Anyone who can turn a computer on can market themselves as a computer repair technician or shop. Even if they are honestly trying to do a good job for you, their inexperience can cost you dearly in your machine’s performance or in lost or corrupt data files. That is why we decided to offer this report.

 

The information in this Guide is provided to help raise standards within the computer repair and support industry, and to give YOU useful information to help you guard against the unethical or incompetence of some companies and technicians.

 

 

 

The Five Most Costly Misconceptions About

Computer Maintenance and Repair

 

 

#1: If your computer is working fine right now, it does not need any maintenance.

 

This is probably one of the biggest and most deadly misconceptions that most computer users fall victim to. Computers are just like cars. If you don’t change the oil, change the filter, rotate the tires, flush the transmission, and perform other regular maintenance on your car, it will eventually break down and cost you FAR MORE to repair than the cost of the basic maintenance.

 

There are certain maintenance checks that need to be done daily (like virus updates and spam filtering), weekly (like system backups), and monthly or quarterly (like checking for and installing security patches and updates, disk defrag, spyware detection and removal, checking the surge suppressor and the integrity of the hard drive, and so on). Your computer repair technician should be adamant that you have regular maintenance done on your machine and should offer to set up automatic virus definition updates, spam filtering (to avoid viruses), and automatic system backups OFF-SITE.

 

If your technician does not press you to let him do this for you, then RUN – don’t walk – out of their office. Lack of system maintenance is the NUMBER ONE reason most people end up losing valuable files and incurring heavy computer repair bills. If your technician isn’t offering you these services, you need to find someone else to support your computer or network for two reasons:

 

1.                          Either they don’t know enough to make this recommendation, which is a sure sign they are horribly inexperienced, OR

2.                          They recognize that they are profiting from your computer problems and don’t want to recommend steps towards preventing you from needing their help on an ongoing basis.

 

Either reason is a good one to get as far away from that person as possible!

 

 

#2: The maintenance tools provided in the Microsoft Operating System and software are all the maintenance you need.

 

Again, this is a terrible misconception. Microsoft does NOT include ALL of the security features to protect your data from viruses, hackers, and data loss or prevent your PC from running slowly.

 

            Additionally, Microsoft (and other software vendors for that matter) are constantly providing critical patches and updates to their software to protect you from viruses and hackers. However, if you don’t know to look for them, or if you don’t know how to install them properly, you could easily end up getting burned.

 

 

#3: My nephew/neighbor’s kid/brother-in-law knows this computer stuff and can help me solve my problems.

 

            If only this were true. Obviously, not all technicians are created equal. Just because a person is good with computer applications (what we call a power user) does NOT mean they know how to install a critical security patch, detect and extract a deadly virus, or upgrade your machine.

 

            Most people look for a part time “guru” to help them save money, but this often comes back to haunt them. Every day we get new customers who walk into our shop needing us to clean up a mess that was caused by an inexperienced neighbor, friend, or relative who was just trying to help. If the person you have working on your machine does not do computer repair and support for a living, there is a good chance they won’t have the knowledge or experience to truly help you. Technology advances at lightening speed and it takes constant learning and practice to master it. If your part-time technician is not working on PCs and networks every day, they probably only know enough to be dangerous.

 

 

#4: You can always get a better deal on computer software, equipment, or services by shopping online.

 

The key word here is “deal”. Sure you can always find a cheaper price if you shop online, but you might actually end up getting the short end of the stick. As with anything in life, you get what you pay for. Companies simply cannot give you dirt cheap prices AND champagne service. 

 

If you are getting a cheap bargain, chances are you will get very little if NO service after the sale. If something goes wrong, or if you just have a question, you might find out that the customer service line only goes to a voice mail box that never gets checked, or that you have to submit questions via e-mail that takes DAYS to return.

 

 

Before you buy ANY computer equipment, make sure you know the answers to these questions:

 

 

1.       How long have they been in business? The last thing you want to do is buy a lemon of a computer from a fly-by-night organization. Thanks to the Internet, ANYONE can set up a website and start selling computer equipment, parts, and software. That is why you want to look for a company that has been in business for 10 years or more.

2.       What is their guarantee or warranty on the equipment or services you are buying?  As a standard rule, they should offer one year replacement warranty on all parts at a minimum.

3.       How do they handle returns and exchanges? Do you have to ship the defective item back to them on your dime or do they arrange to have it picked up? Do they send the replacement first? What is the guaranteed turnaround time for an item? This is why many people prefer to buy all equipment from a local vendor. If something goes wrong, you can drive to the store, speak to a real person, and get an instant replacement in most cases.

4.       What type of help desk support do you offer? If you are like me, you want to speak directly to a knowledgeable technician when you need help. However, many companies only offer e-mail and web-based support, and charge a hefty fee for anything outside of that. Which brings me to the next question…

5.       Is your support free or charged by the minute? Make sure you are very clear on what support is free and what is fee-based.

6.       Where is their help desk and customer service office located? Many of the big vendors are shipping their help desk support overseas to save money. While this works out great for them, it can be incredibly frustrating when you are trying to communicate with their customer support representatives.

7.       Do YOU really know how to install, configure and troubleshoot this new device? If not, you may want to consider hiring a qualified technician to install it. Quite often, drivers and software can conflict and cause problems and unless YOU have installed this device before, it might be worth the small fee to get someone else to do it for you.

 

#5: All computer repair shops are created equal. Your best option will be the one who offers the lowest price.

 

As we stated a moment ago, you get what you pay for.  A cheap price usually means a cheap job. Really good technicians do NOT work cheap because they are in high demand. The only technicians that will work cheap are those that are just starting and they are grossly inexperienced.

 

With your valuable data, precious family photos, favorite music files, and other irreplaceable documents at stake, do you REALLY want the cheapest technician working on your machine?

 

We take the view that most people want value for money and simply want the job done right. You will find that we are not the cheapest and we do not apologize for that. You will also find that we are not the most expensive. We simply feel that we should offer a good service at a fair price. That’s why we have been able to stay in business for over 10 solid years.

Maximize Your Business with IT: 5 Things You Should Know

Tuesday, August 12th, 2008

Special Report:

5 Things You Should Know

Before Buying a New Computer

 

   When you are ready to buy a new computer, one of the first questions you may ask yourself is, “Where can I get the best deal?” Obviously you don’t want to pay more than you have to, but there are other considerations besides price that you should consider before making your decision.

 

   If you shop the local electronics superstores for weekly specials, you can easily get a standard machine at a good price. This option would work best for you if you’re not too picky or if you don’t have any special requirements for gaming, graphics, or special software requirements.

 

   If you buy over the Internet from a major manufacturer such as Dell or Gateway, you’ll get more choice and customization on the components, chip speed, RAM, hard drive size, and video components, but you’ll pay a slightly higher price.

   The biggest downside to buying online is that you’ll have a hard time getting technical support if something goes wrong. Not a week goes by where I don’t get a customer who wants to pay me to fix a warranty-covered machine simply because the manufacturer is making it next to impossible to get the problem taken care of. In many cases, these companies have help desk people located in countries outside of the US, which means you might have a hard time communicating with them, or getting to a supervisor.

 

   Sometimes only a component (like the hard drive) will go bad. When this happens, you’ll have to ship the entire machine back to the manufacturer and wait a couple of weeks for them to repair it and ship it back. You also run the risk of losing all your data and configurations unless you have a reliable backup.

 

   If you have special requirements, need help in selecting a machine, or if service before, during, and AFTER the sale is important, then you’ll want to buy from a local shop.

 

   The bottom line is this: if you are shopping solely on price and aren’t too picky, then watch the weekend papers for sales at your local electronic superstore. They can offer a great price on a standard machine. Usually you can save anywhere from $100—$200 buying this way.

 

   For semi-customization at a decent price, check the Internet. There are hundreds of online resellers offering PCs at competitive prices.

 

   For the best customization, service, and support after the sale, buy your computers from a local computer shop. You’ll pay a little bit more but we’ll make sure you get exactly what you need without any hassle or problems.

Maximize Your Business with IT: Bonus Tools

Tuesday, August 5th, 2008

There are plenty of other tools and technologies available to help you run you business more efficiently and effectively.  Let’s take a look at seven of the most popular ones:

 

Free and Open-Source Software

Over the last several years, free and open-source software – which is available for everything from operating systems (Linux) and databases (mySQL) to Web servers, email clients, ERP systems, and CRM software (SugarCRM) – has matured enough to earn a sizeable share of the enterprise market.  Today’s open source software is stable, user-friendly, and most importantly, free.  You can even get free support for most issues via Internet forums and communities, or you can purchase a service/support plan from a software vendor. 

 

You can find out more about open source software and related technologies at The Open Source Initiative. 

 

Automation

Every business has manual, repetitive tasks that waste resources.  By identifying and automating these activities, which can include order processing, invoicing, email correspondence, collection letters, and other duties, you can save time and money, while freeing up your staff for more mission-critical work.  Enterprise resource planning (ERP) systems from vendors like SAP, Oracle, and Microsoft provide the most comprehensive automation for company-wide processes. 

 

Project Management & Collaboration Tools

Most major, mission-critical projects involve multiple staff members in different departments.  You may even have projects that require resources to be managed across several companies.  There are solutions available to help enhance workflow and coordinate activities and tasks, while giving all stakeholders instantaneous access to critical project-related documents and information.  For small to mid-sized project teams, check out Microsoft SharePoint, a robust software package that combines collaboration capabilities with document and project management functionality.  SharePoint will allow you to share information, project status and history reports, and calendars among team members.  It can be installed on a Windows server, or rented through many third-party hosting companies. 

 

Another solution worth a look is Web Office, which was developed by the creators of WebEx and Groove (Groove is now part of Microsoft). 

 

If you don’t need anything more than the most basic collaboration capabilities, you can use e-mail, Internet messaging tools like MSN and Yahoo, or shared file storage – all of which are free.  Or, try using Microsoft Outlook with Microsoft Exchange Server configured for shared security to link documents and calendars. 

 

New online meeting tools also enable more effective collaboration and increased productivity by allowing companies to host sales meetings, remote support sessions, and Web seminars.  The most popular solutions in this market include Microsoft Live Meeting, WebEx, and Citrix GoToMeeting.  There is even free online meeting software available (check out Vyew).     

 

Remote Access

Telecommuters, remote offices or branch locations, and frequent travelers are quite common in today’s business environment. In fact, 9.3 million people telecommute at least one day a week, and that number is expected to grow at a rate of 15% annually over the next several years.  In order to keep everyone linked together, you’ll need to set up remote computer access for mobile or off-site workers.   Remote access capabilities can be obtained through software like RealVNC or pcAnywhere, or via services such as Logmein, GoToMyPC, or WebEx Now.  Some solutions, like RealVNC or LogMeIn, are free.  Others will charge a few dollars per month, or $100 to $200 per computer. 

 

Network Faxing

If you send and receive a high volume of faxes, you can increase efficiency by setting up a centralized fax server.  This will allow your employees to print to a fax from any Windows application.  A free fax server comes bundled with the Small Business Edition of Microsoft Windows 2003 Server.  Or, you can purchase and download fax software from companies such as Symantec or WinFax.  You can also try eFax, which is an affordable service for Internet-based faxing. 

 

Hooking up your fax line through your VoIP service (fax services are available through any VoIP provider) will eliminate the need for you to pay to send long distance faxes to North American numbers, and can save you a significant amount of money on International faxes.  You can also set up your fax server to email all faxes to a designated person or list of people, or to print them out automatically. 

 

I recommend delivery of faxes via email.  Products on the market include the GFI Fax Server, or you can opt for services from TrustFax, eFax and other providers.  These services provide you with a fax line that is either free, or very inexpensive.  All faxes coming into the line will be automatically forwarded to you as an email attachment.  I also suggest printing and filing hard copies for archiving and record-keeping purposes. 

 

Unified Messaging

A few years ago, someone came up with a brilliant idea.  Link all communication mechanisms into one complete, fully-integrated system.  So, voice mail, email, faxes, pagers, and other communication mediums were all tied seamlessly together to become unified messaging.  Since then, many providers have come and gone.  But, unified messaging still plays a vital role in today’s work environments.   Most modern office systems come with this feature already enabled.  Telephony equipment companies like Cisco, Nortel, or BizPhone, or third-party unified messaging providers like Onebox, GotVMail, or Innoport offer this service to both companies and individuals.  

 

Unified messaging works via a single dedicated phone number or extension. All voice mail messages and faxes that come in to this number are automatically forwarded to an email address as an attachment.  Users then open and listen to their messages or view their faxes through their email client.  Unified messaging makes busy professionals more accessible and easier to reach, while helping the companies they work for to better organize their communications. 

 

Video Security

If your company employs more than five people, or if valuable items are stored in your offices, then it’s wise to install a computer video security system.  Video security systems can boost staff productivity, minimize wasted time, and reduce internal theft by at least 50 percent.  They will also reduce your insurance fees (contact your insurance company for more specific information about rate reductions). 

 

Most video security systems provide secure Internet access to cameras.  Users who want to see what’s happening at any point in time simply log in to the monitoring software through any Web browser.  Captured images are usually stored for a period of six weeks to six months, so video footage be viewed at a later date, if needed. 

 

You can “build-it-yourself” by purchasing all cameras, DVRs (digital video recorder servers), and software separately.  But, I recommend bringing in a specialist, who has experience installing similar systems, and can ensure that your solution is deployed in the best and most cost-effective manner. 

 

Biometrics in Time & Attendance

Many companies retain a large number of employees who work on an hourly basis.  For those businesses, installing a biometric-based time and attendance system can dramatically increase efficiency and accuracy, while cutting payroll expenses by up to eight percent. 

 

Biometrics are designed to replace manual time cards.  Instead of punching a paper card, employees insert their hand or finger into a reader and enter their employee ID number.  The system then verifies their access level (and authorizes or denies access as appropriate), tracks all punch-ins and punch-outs, and automatically calculates hours worked and overtime (using rounding rules).  With biometrics, companies have a complete record of who logged in, where they logged in, and at what time.  This can help accelerate payroll processing and eliminate data errors and re-work, while putting a stop to the unwanted “buddy punching” (where co-workers fraudulently clock each other in) that can cost companies up to 5 percent of their annual payroll. 

 

Over the past few years, the cost of biometric-based solutions has come down significantly.  Small companies with 50 people or less can now purchase a fully-functional fingerprint system, complete with all hardware and software, for less than $1000.  More information about biometrics can be found through PayPunch.com.

Maximize Your Business with IT: The 7 Most Costly Mistakes

Tuesday, August 5th, 2008

Special Report:

Small Business Advisory Guide:

The 7 Most Costly Mistakes Companies Make When Choosing A New Phone System…

And How To Avoid Them

 

 

This exclusive insider’s report will reveal:

 

§  Eight critical questions you should ask any phone vendor before signing a contract.

§  How to avoid getting talked into unnecessary bells and whistles and expensive maintenance contracts.

§  How to avoid getting locked into a complicated system that you can’t support in-house, or expand without significant upgrade costs.

§  What features and support to demand in the basic package.

§  Why it’s so important to purchase an “open system”.

§  The single most important feature in a voice mail system; overlook this feature and you’ll regret it forever.

 


The 7 Most Expensive Mistakes Companies Make When Choosing A New Phone System… And How To Avoid Them

 

No matter which way you look at it, buying a new phone system can be a significant investment for any business.

 

      It can be an even more expensive and frustrating process if you end up making many of the costly mistakes that trap buyers into:

 

  • Paying too much for unnecessary bells and whistles and ongoing maintenance.

  • Getting locked into a complicated system that you can’t support in-house or expand without significant upgrade costs.

  • Not getting the features you need in the base package.

 

Worse yet, once you’ve spent the time and money to install a new system, you’re pretty much stuck with it and the last thing you want is an overpriced, complicated system that requires a lot of outside maintenance.

 

Who I Am And How I Can Help You Avoid Making A

Bad Decision On Your Next Phone System

 

My name is Andrei Parabellum. Over the last 10 years we’ve installed and maintained tens of different phone systems for a variety of different companies.

 

I am also intimately familiar with most types of corporate phone systems, including everyone from the big vendors to the smaller, lesser known systems. I specialize in helping companies with 25 to 100 users make smart, cost-saving decisions when buying a new phone system.

 

Unfortunately, a lot of companies get suckered into buying an overpriced, complicated phone system simply because they didn’t know all of the options available to them, or simply because they didn’t know how to ask the right questions when interviewing phone vendors.

 

           With so many choices, it can be very difficult to make an educated decision without spending days or weeks researching all of the vendors and options you have. That’s why I created this report; I wanted to arm buyers with a quick reference to help them make the absolute best decision when buying a new phone system.

 


 

Buyer Mistake #1:

Not planning for future needs

 

Before you buy a system, make sure you have answers to the following questions to plan ahead for future needs:

  • How many new employees do you think you will hire over the next 5 years?
  • Will you have remote offices or employees working from home?
  • Do you think you will open other branches in the future?
  • Do you need the ability to do call reporting / call accounting?

 

Look for a system that will allow you to add new features and expand your system later on at virtually no additional cost.  A good question to ask your vendor is, “If we decide to add these features later on, what will it cost us in total hardware, software, and services?”

 

 

Buyer Mistake #2:

Not buying an open system

 

A truly open system is one that will work with the equipment you already own or plan to purchase later on including phone headsets, toll fraud equipment, or tabletop conferencing equipment. How do you know if the system you are buying is truly an open system? Make sure it:

 

  • Works with off-the-shelf, standard telephones

 

  • Runs on an industry standard operating system (such as Microsoft Windows or Linux) if it’s computer based

  • Can easily be maintained in-house (change extensions, add or delete users, change features) by end-users with a graphical user interface software.

  • Can interface seamlessly with off-the-shelf software applications such as customer management and sales force automation without the need for complex programming.

  • Will work with any other phone equipment you purchase.

 


Buyer Mistake #3:

Not getting enough voice mail

 

Don’t underestimate the value of voice mail.  The last thing you want a customer to hear is, “Sorry, you cannot leave a voice mail message because this user’s box is full.” To avoid this all together, make sure your system has unlimited ports of voice mail.  Also, your system should have the ability to set up an unlimited number of voice mailboxes.

 

 

Buyer Mistake #4:

Not buying a system that can be easily maintained in-house

 

Anyone who has ever owned a traditional PBX or legacy telephone system knows the incredible costs for maintenance, support, and upgrades. In fact, because all maintenance activities on these types of phone systems requires vendor involvement at $150 or more per visit, lifetime maintenance costs on a legacy PBX typically run as high as 40% of the system cost.

 

In other words, that $50,000 phone system will really cost you $70,000 before you’re done. If you want to add, delete, or change a user’s extension, can you do it in house or do you need to call the vendor, wait 2 days for the guy to come out, and pay $150? This is a no-brainer; make sure your system can easily be supported in-house by end-users and you’ll save a lot of time and money.

 

 

Buyer Mistake #5:

Paying for technical support

 

With any new system, you are bound to run into a few snags and have questions. Make sure the vendor provides free, unlimited phone and e-mail support at a minimum.

 

 

Buyer Mistake #6:

Not buying next generation features

 

While you might not think you want or need next generation features such as Voice Over IP (the ability to run voice calls over your computer network to save on phone bills), web interactions, and e-mail integration, the system you buy should allow you to implement these features very inexpensively some time in the future.

 

Look for a system that imbeds:

 

  • Voicemail
  • Messaging
  • Automatic call distribution
  • Operator console
  • Call forwarding
  • Call detail reporting
  • Follow-me dialing
  • Web based click-to-talk

 

These embedded features will eliminate the need to purchase these applications separately down the road. If the system you are considering requires complex infrastructures, implementations, or pricing schemes to add these features on, look for another system.

 

 

Buyer Mistake #7:

Not choosing the right vendor

 

A telephone system is the lifeblood of most businesses.  A system failure that lasts only minutes can cost thousands of dollars in lost business.  You must be sure that your vendor is capable of properly supporting your business.  Ask potential vendors:

           

  • Do you offer a money back guarantee?
  • How long have you been selling this system?
  • What is your relationship with the manufacturer?
  • Do you have references?
  • Can I visit the site of an installation you’ve done?
  • Do you have support available 24×7x365?
  • Can I have access to cell phone numbers for your technicians?
  • What do you charge for support?

 

 

A good vendor will guarantee your satisfaction and have a long, close history with the manufacturer they represent.  They won’t be afraid to allow you to talk to their existing clients, or take you on a site visit. If the vendor doesn’t have good answers to these questions, chances are they could leave you high and dry.