Small Business Technology Blog

Monday, November 30, 2009

How to Use LinkedIn to Promote Your Business

Congratulations! You have joined the 21st century of networking by creating your free LinkedIn profile. You were told everyone has a LinkedIn account. You couldn't be left behind. You check your LinkedIn mailbox each day, but nobody has contacted you. What happened to all of that online networking?

Networking, both traditional and online, takes work. LinkedIn has given you a posted profile to talk about yourself and your business. Have you finished your profile? Did you post your picture? Please make sure your have a professional headshot. Seeing you doing gardening or working on your car will not give your potential clients trust in your business abilities- unless of course you are a gardener or mechanic!


Your LinkedIn profile is the first place to begin your LinkedIn experience. You must be informative when writing your business description. Explain why a client would want to chose you over your competition. Show your experience and background clearly. Make certain to add your contact information as well as your website address. This profile is your 30 second elevator speech, however, without your personality. Make sure readers get a sense of who you are through your words.


After your profile is complete, the fun begins. Imagine that you have your business cards in hand and are about to walk into a networking meeting with complete strangers. Are you nervous or excited? LinkedIn takes some of the anxiety away from approaching new prospects, but as described before, takes the "human" touch out of the initial meeting. You can't give a warm smile when approaching a new online contact. Instead, you must use your words to convey your confidence and personality. But where do you find people to "talk" to?


The first and easiest place to begin is your own email accounts. LinkedIn has an application which will search your address books on certain accounts to find current friends or business associated whom are already on LinkedIn. You simply send them an invitation to add you as a connection. Once they are added, you can then examine their connections for possible introductions. Just like you use your current "ins" to get an introduction now, so you will do the same with LinkedIn. You can ask your current connections for an introduction to someone within their connections whom you would like to "meet". It's that simple.


Being on LinkedIn does not mean you will not network traditionally. As you meet your new contacts outside of thecomputer, ask them upfront if they are on LInkedIn. Many of them are, but they too may be confused on how to use their account. You can use this as an opportunity to become an expert to them. When they tell you that they do have an account with LinkedIn, ask if you can add them as a connection. By doing this, your connections will increase dramatically.


Once you have your feet wet with navigating adding connections as well as asking for introductions through your connections, venture now into joining relevant Groups. LinkedIn has a large selection of industry Groups to which you may request to be added. What profession or professionals would be a good referal network for your buisness. Do you want to target a certain industry. Joining LinkedIn Groups allows you to do just that- find a targeted audience. For instance, your target may be women-owned businesses. They are various Groups for women business owners. If marketing companies are a better fit for you, they are many LinkedIn marketing groups to which to join. All you have to do is request to be added to your chosen Groups, then await your approval. However, you must create a "buzz" for yourself within the Groups once approved. You can do this by either starting or responding to various discussion which other members have begun. By doing this, you will become an instant expert. It is another opportunity to show your experience and "personality".


LinkedIn is an excellent avenue to expand your networking reach into geographic areas otherwise unreachable. However, you must dedicate time and effort to your online networking efforts. Once you commit yourself to working your LInkedIn account as described above, you will dramatically broaden you sphere of influence. The ultimate goal of networking is to find either potential clients or referral partners. LinkedIn allows you one more way to accomplish this.


Scott Kendall is the Owner of The Technology Coach (www.thetechnologycoach.ca) and has been providing small businesses in the greater Toronto area with technology support since 1999. He enjoys helping small to mid-sized companies gain success through the implementation of proven technologies. He can be reached at 1-877-71-COACH or scott@thetechnologycoach.ca

Tuesday, November 3, 2009

Facebook wil NOT be implementing a new login system that will affect all facebook users.

Despite the half dozen emails I've received to the contrary, Facebook wil NOT be implementing a new login system that will affect all facebook users.

So don't be fooled by the Phishing (fake email) attempt below, facebook does NOT want you to click on the links below and either do I, it's not a legit email from facebook and will only request that you divulge your private information so it can be shared used 3rd party criminals to run various scams and attacks on you, your facebook friends and anyone else who might be fooled.

Delete immediately!
Facebook

Dear Facebook user,

In an effort to make your online experience safer and more enjoyable, Facebook will be implementing a new login system that will affect all Facebook users. These changes will offer new features and increased account security.
Before you are able to use the new login system, you will be required to update your account.
Click
here to update your account online now.

If you have any questions, reference our New User Guide.

Thanks,
The Facebook Team

Update your Facebook account

Update

This message was intended for you@youremailadd.com
Facebook's offices are located at 1601 S. California Ave., Palo Alto, CA 94304.

Where is Windows Mail, or Outlook Express, in Windows 7?

Windows Mail has been removed from Windows 7, along with several other applications. We'll look at where to find their replacements.

It's true - Outlook Express was replaced by Windows Mail in Windows Vista, but with the release of Windows 7 even that has disappeared, along with Windows Messenger and a few other items.

To be honest, that's good news for small business owners because neither outlook express or windows mail was a good solution for business email.

The official replacements are all now part of Windows Live. For Windows Mail, you can now download its replacement, the free Windows Live Mail. Miss your Windows Messenger? Grab Windows Live Messenger. These applications unblur the line between personal and professional, they are clearly designed from the ground up with "home based email" in mind.

Microsoft has an page specifically directing you to the replacement applications: Finding your applications in Windows 7 for home use.

So the replacements are there; Microsoft has simply removed the years of duplication by making Windows Live the official, single set of tools for family / home / personal communication you can download and use if you like.

The problem, of course, is migration. The Microsoft page above indicates that you can Import directly from Outlook Express and Windows Mail folders stored on your hard disk. I've also seen advice to actually download and convert to Windows Live Mail before upgrading or installing Windows 7. (There's even one hack out there that supposedly allows you to copy the Windows Mail executable from your Windows Vista system, but I don't recommend it.)

The full list of applications "replaced" by downloads from Windows Live includes:

•Outlook Express -> Windows Live Mail
•Windows Address Book -> Windows Live Mail
•Windows Calendar -> Windows Live Mail
•Windows Contacts -> Windows Live Mail
•Windows Mail -> Windows Live Mail
•Windows Messenger -> Windows Live Messenger
•Windows Movie Maker -> Windows Live Movie Maker
•Windows Photo Gallery -> Windows Live Photo Gallery

And as I alluded to earlier, there's no requirement that you download or use any of these replacements. In fact, it might be a fine opportunity to evaluate alternatives.

If you're using your email for business there are two applications I recommend to most all of my clients for small office email. For single stand alone home offices where not a lot of information (calendar, contacts, email) needs to be share internally with other employees Microsoft Outlook is the ideal solution, it comes standard with Microsoft office (Word, Excel and PowerPoint) and is great for solo-preneurs.

If you're in a shared environment Microsoft recomends you install an Exchange server allowing you to "exchange" information using, you guessed it, outlook. You can share contacts, calendars, to do items and even peek in on (and help deal with) each others emails! Problem is it's VERY expensive to implement for a small business, think $10,000 the first year and $3,000 in maintenance each year after that! Yikes! But there are more cost effective alternatives, namely HOSTED Microsoft exchange, just like we have others "host" our website, we can ask others to "host" our exchange data / email. The advantage here is a low monthly cost (as little as $10) for full Microsoft Exchange implementation, everything you have in outlook can be shared with coworkes easily regardless of their physical location AND it allows for real time blackberry synchronization (no more plugging in the blackberry cable!)

As a 3rd option for an almost NO cost solution, Google... that's right, Gmail, they'll let you, for a small fee, use their gmail service for your @mycompany.com email address, allowing web based anywhere in the world access to your email AND even offer resource (calendar, contacts etc) sharing with others in your @mycompany.com domain.

Looking for the RIGHT email solution instead of the one that "came with the computer"? Give us a call at The Technology Coach, your very own Small Business Technology Department.

Wednesday, October 21, 2009

TOP TIPS FOR SAFE NETWORKING ON FACEBOOK AND TWITTER

Web surfing is no longer a solo affair. Facebook, Twitter, and other social networks have quickly become an integral part of the online culture, and with them comes a whole new array of potential security threats. In this article, I'll identify some of the key dangers of social networking and offer a few easy steps that you can take to stay safe online.

Social networking is built on the idea of sharing information openly and fostering a sense of community. Unfortunately, an online network of individuals actively sharing their experiences and seeking connections with other like-minded people can be easy prey for hackers bent on social-engineering and phishing attacks. It's important to be aware of the threats, and to maintain a healthy skepticism in your online interactions.

Be Careful What You Share
For starters, even in an open community of sharing, you should observe some boundaries. As President Obama warned students in his address to schools earlier this month, "be careful what you post on Facebook. Whatever you do, it will be pulled up again later somewhere in your life."

The core truth of that statement can be applied to any social networking site, and possibly even to the Internet as a whole. As a general rule, refrain from posting things online that you will regret later. Odds are good that someone, someday, will stumble across it, and it may come back to haunt you -- especially if you are planning to run for public office. Sending a message like this is sure to end up in disaster for someone -- probably you.

Aside from simply abstaining from posting embarrassing or inflammatory comments online, take two fundamentals to heart: Remember who your friends are, and know that a friend of a friend can be an enemy.

Remember Who Your Friends Are
When you write a Twitter tweet or post a Facebook status update, you have to keep your audience in mind. More and more these days, we hear stories of people who have forgotten that their boss is part of their network and have said things online that have gotten them reprimanded, even fired.

The consequences of inappropriate online comments have become so common that they have earned an entry in the Urban Dictionary: Facebook fired. Saying something as obvious and seemingly innocent as "I'm bored" in a status update during work hours can have dire consequences if the wrong people see it.

With services like Twitter, or the recent changes to Facebook that allow anyone to view and search updates, you really have no way to hide.

Friends of Friends May See Your Post
So, you've thought it through. You want to shout to the world what you really think about your boss's forcing you to work overtime and making you come in on the weekend. You've checked and double-checked, and you've determined that your boss is not in your network, so you let loose on the keyboard and speak your mind.

Unfortunately, you're not out of the woods just yet. Being outside of your network, your boss can't see your post directly, but if one of your Facebook friends who are connected with your boss comments on your status update--even just to say "I sympathize"--your boss may be able to click on the link through the common friend and see your post anyway.

Go ahead, be social -- share your trials and tribulations with your growing network of adoring followers. To be safe, however, do so with one rule in mind: Don't ever post anything online that you aren't comfortable with everyone seeing, because eventually they probably will.

Define 'Privacy'
Marrying privacy and social networking may seem unintuitive. How can you be social and open, yet protect your privacy? Well, just because you are choosing to share some information with a select group of people does not necessarily mean that you want to share all of your information, or that you want the information you share to be visible to all.

Facebook in particular has suffered from a number of issues related to privacy concerns. If you have used Facebook for a while, you may have noticed ads with your friends' names or photos associated with them.

Facebook provides separate privacy controls for Facebook ads and third-party applications and ads. Facebook does provide privacy controls for you to customize what types of information should be available to third-party applications. If you look at the Facebook Ads tab of the privacy controls, though, you'll notice that it offers no way for you to opt out of the internal Facebook Ads. It merely states that "Facebook strives to create relevant and interesting advertisements to you and your friends."

What Do Quizzes Reveal About You?
For many users, one of the primary attractions of Facebook is the virtually endless selection of games and quizzes. Part of the lure of the games and quizzes is the social aspect. In the games, friends can compete against one another; through the quizzes, you can learn more about your friends while being briefly entertained.

The ACLU exposed problems with how much information these quizzes and games share, though. When a Facebook user initiates a game or quiz, typically a notice pops up to declare that interacting with the application requires opening access to information; the notice also provides the user the opportunity to opt out and cancel, or to allow the access to continue.

Facebook quizzes warn users that continuing will open access to information from your profile -- as well as to that of your friends. The permission page clearly tells the user up front that allowing "access will let [the application] pull your profile information, photos, your friends' info, and other content that it requires to work." One might wonder, as the ACLU has, why any game or quiz application would "require" access to your friends' information in order to work.

Canada Says 'No Way'
Facebook's privacy, or lack thereof, has also run afoul of the Canadian government. The Privacy Commissioner of Canada has determined that Facebook's privacy policies and practices violate Canadian privacy regulations, and has recommended a variety of changes that Facebook should make to be compliant.

One of the major concerns involves the permanence of accounts and account data. Facebook offers a way to disable or deactivate an account, but it doesn't seem to have a method for completely deleting an account. Photos and status updates might be available long after a user has shut down a Facebook profile. And like the ACLU, the Canadian government is concerned about the amount of information shared with third-party application providers.

Control What You Can
While the concerns of the ACLU and the Canadian government run a little deeper, Facebook does in fact offer privacy controls that restrict or deny access to information. Since Facebook is a social networking site designed for sharing information, many of the settings are open by default. It is up to you to access the Privacy Settings and configure the options as you see fit.

Facebook's Privacy Settings allow you to determine who can access or view your information. For each of the available settings, you can choose to share information with Everyone, My Networks and Friends, Friends of Friends, or Only Friends; if you prefer, you can customize the settings to fine-tune access further.

Hijacking and Phishing
Social networking, by its very nature, is about socializing, which means users are letting their guard down and sharing information. They're expanding their professional networks, connecting with old friends, and communicating in real time with pals and peers. And for bad guys who favor social-engineering and phishing attacks, taking advantage is like shooting fish in a barrel.

Beware Friends Seeking Money
Most people know enough to not respond to e-mail requests from exiled Nigerian royalty promising millions of dollars if only you will help them smuggle the money out of the country. Anybody who doesn't know better probably shouldn't be on the Internet; such people are a danger to themselves and others.

But what if your good friend from high school whom you haven't seen in 18 years sends you a message on Facebook explaining how their wallet was stolen and their car broke down, and asks you to wire money to help them get home? You might not be as apprehensive--but you should be.

Attackers have figured out that family and friends are easy prey for such sob stories. Using other attacks or methods, they gain access to a Facebook account and hijack it. They change the password so that the legitimate owner can't get back in, and then they proceed to reach out to the friends of the hijacked account and attempt to extort money from those friends through social engineering.

How do you resist such techniques? Assume that a relative or friend close enough to ask you for money would probably have your phone number, and that Facebook or e-mail would not be the first choice for contacting you in an emergency. If you get such a Facebook message or e-mail plea, and you aren't sure, pick up the phone and call the person directly to confirm.

What's Behind That Tiny URL?
Another threat that has emerged as a result of social networking is the tiny-URL attack. Some URLs are very long and don't work well in e-mail or in blog posts, which created a need for URL-shortening services. Twitter, with its 140-character limit, has made the use of URL-shortening services like Bit.ly a necessity.

Unfortunately, attackers can easily exploit a shortened URL to lure users into accessing malicious Web sites. Because the shortened URL is a random collection of characters that has nothing to do with the actual URL, users cannot easily determine whether it is legitimate.

Tweetdeck can show a preview with details about the URL behind the shortened URL. Tweetdeck, a popular application for Twitter, provides a 'Show preview information for short URLs' option, which offers some protection. The preview window shows details about the shortened URL, including the actual long URL it leads to.

If you aren't using Tweetdeck for Twitter, or if you need to deal with shortened URLs on other sites and services, maintain a healthy dose of skepticism and remain vigilant about what might lie behind that obfuscated address.

FREE Microsoft Security Essentials: Does it have a Place in the Business World?

Microsoft recently released Security Essentials, a free anti-virus and anti-malware ”pack” for Windows XP, Vista and Windows 7. The software was created with consumers in mind, but, in a tight economy some businesses will undoubtedly be tempted to use it for PCs on their company networks. Is it a good idea? What are the drawbacks? This article takes a look at this replacement for Windows Live OneCare and helps you decide whether deploying it in your business is a great way to save money, an invitation to disaster, or something in between.

For those businesses with an international presence, MSE is available for many different languages and locales. It can be installed on Windows XP (32 bit only), Vista (32 or 64 bit) and Windows 7 (32 or 64 bit). The installer file is 4.28 MB. It runs a validation test to ensure that you are running a properly licensed copy of Windows before proceeding with the installation. If you are, validation is quick and simple.

You should remove other antivirus and antispyware software before installing MSE, and you will be reminded of this at the beginning of the installation. The actual installation took less than a minute on my test machine and after you click Finish, the program will start and check for the latest definitions.

The interface is simple – perhaps a bit too simple for most business users. However, if your business is a small one with no centralized control over the network and users must manage their own AV programs, MSE will be easy enough even for those who are not at all technically savvy. As shown in Figure 2, there are three scan options: quick scan, full scan, and custom scan. You can schedule scans (by default MSE runs a quick scan once a week, on Sunday at 2:00 a.m.) and choose the type. Updates are downloaded automatically, or you can manually update your definitions at any time.

The History tab allows for some limited filtering. You can select to display all detected items, quarantined items that were disabled and prevented from running (but not removed) or allowed items.

On the settings tab, you can configure the following:

Scheduled scan
Default actions
Real-time protection
Excluded files and locations
Excluded file types
Excluded processes
Advanced settings
Microsoft SpyNet

Your scheduling options are limited. You can choose the type of scan to run (Quick or Full) and set it to run any one day of the week or daily at a specified time. You cannot, however, schedule a scan on Mondays, Wednesdays and Fridays only. Nor can you schedule a quick scan daily and a full scan on the weekend (for example). You can, however, have the scheduled scan start only when the computer is not in use and force a check for the latest definitions before each scan.

Default actions are based on the alert level. MSE recognizes four alert levels: low, medium, high and severe. For each level, you can specify whether to allow, quarantine, remove, or accept MSE’s recommended action.

Real-time protection, which alerts you when a program identified as malware attempts to install or run, can be turned on or off. If it’s turned on, you can further specify whether to monitor file and program activity and/or scan all downloaded files and attachments.

You can specify files and locations to be excluded when you run a scan, thus speeding up the scan but potentially leaving the computer less protected. You can also exclude specified file types from the scan, if you are sure that a particular file type is safe. For example, you might want to excluded graphics such as .jpg or .tif files. You can further exclude specified processes (executables). It is easy to add these exclusions and just as easy to remove them.

In the Advanced Settings, you have several options that can be enabled or disabled by checking a box.

You can specify whether to scan for malware in archived files such as .zip and .cab files
You can specify whether to scan removable drives, such as USB flash drives
You can specify to create a system restore point before doing any cleanup, so that if something is inadvertently removed that should not have been, you can easily roll back to the previous state
You can select whether all users are allowed to view the full History results (including users who are not administrators)
Finally, you can select your membership level in Microsoft SpyNet. You can choose basic membership, whereby Microsoft will receive basic information about malware that is detected and what actions are applied, or you can choose advanced membership, whereby more information is sent, including the location of the malware on your disk, files names and how the malware affects your computer. The default is basic membership. Note that unlike with some anti-malware programs, you cannot opt out of SpyNet completely. Also note the warning that “in some instances, personal information might unintentionally be sent to Microsoft. However, Microsoft will not use this information to identify you or contact you.”

What are the advantages for business?

For small businesses, MSE provides basic anti-virus and anti-spyware protection all in one package at no cost. It is easy to install and set up and easy to run. In my experience and according to testing reported by various web sources, it does a decent job of catching malware. PC Advisor’s tests showed that it came in with a 97.8 detection rate and did particularly well with proactive tests that measure detection of new, unknown malware.

Another advantage is that it runs very transparently. Unlike some anti-malware solutions, it is not constantly popping up messages. It is easy for individual users to manage on their own computers.

What are the disadvantages for business?

MSE is designed for home users and consequently does not have many of the features that all but the smallest businesses want and need. Its lack of flexibility in setting scanning schedules can be a real drawback, particularly the inability to set separate schedules for daily and full scans. It is often desirable to run a quick scan on a daily basis and a full scan less often. Of course, you can always set it up to run a daily scan and then manually run full scans, but requires a bit more interaction on the part of the user.

The biggest drawback for businesses is that MSE cannot be centrally managed. That means each user will have to set it up or IT personnel will have to set it up on each computer individually, creating a great deal of administrative overhead.

Most anti-malware programs allow you to enable or disable email protection. MSE does not have such an option, and it is unclear whether email files are scanned as part of real-time protection, or only attachments are scanned.

There have been some reports of MSE failing to detect malware in .zip files, even though the option to scan archived files is enabled.

Some companies may also be uncomfortable with the inability to turn off SpyNet, forcing you to allow information to be sent to Microsoft.

Conclusion

Microsoft Security Essentials was designed as a consumer anti-malware solution and is a viable alternative to other freeware AV products like AVG Free. Some small businesses may find that it provides adequate protection for their computers. However, for mid-size and large companies, the lack of centralized management and inflexibility of some of the features make it a less than ideal choice. Microsoft clearly intends Forefront Client Security to be its AV presence in the business world. If your business can’t afford or doesn’t want to use Forefront, a mid-priced third party commercial AV solution aimed at business may be your best bet.