Microsoft has released its much-anticipated Windows 7, to positive reviews. I’ve been putting off upgrading for some time because I need to test all of the little utilities I use to make sure that they work on the new platform. As a tech professional, I have a machine set aside for those tests.

But if you’re currently using Windows XP and you’re balking at the idea of completely wiping your machine’s hard drive and starting over, I can appreciate your concerns. Nevertheless, you might be interested to know that most technology pros like me do that anyway, regardless of the operating system involved. For us, it’s a no-brainer decision to always “wipe and reload” simply because upgrading an operating system over the previous one has always been problematic. Why? It’s because there are way too many variables to test in a software enviroment as complex as modern operating systems have become. It’s just more pragmatic (and ulitmately faster) to start over from scratch.

I can hear you Mac folks snickering right now. Well don’t. Have you forgotten the transition from OS8 to OS9? Apple simply left the older operating system in the dust. New machines, new software, new operating system, and users of older machines were left behind. It’s easier to pull off something that brash when you control both the hardware and the software. Mac loyalists cried foul, but they followed along.

So back to the Windows 7 upgrade. Assuming that the machine you currently have is capable of running Windows 7 (check the Microsoft website for system requirements), here are some things you need to remember to back up before you reformat your hard drive.

• Items on your Desktop. Because you look at it every day, it’s easy to forget that those items aren’t necessarily sitting in folders with the rest of your documents.
• Your browser favorites. I have a huge collection of favorites I’ve acquired over the years. They’re so valuable to me that I back them up every night.
• Documents that store themselves with the Program Files. Some of the older programs never changed their model from storing their documents in the with the rest of the files that run the program to storing by default in the My Documents or Documents folders. Be sure to check all of the Program Files folder trees to be sure you’ve picked up any miscellaneous documents.
• Profiles for certain programs. I discovered this one the hard way the last time I changed hard drives. My highly secure FTP program saves the usernames and passwords in encrytped files on my hard drive, and I accidentally left some of those files on the old hard drive. I was unable to move or open them, and it took some digging and some phone calls to clients to get some of that information back on my hard drive so that I could continue working on their sites.
• Backup files. Before you wipe your hard drive, back up your files, but remember to move them along with the rest of your files!

This list should get you started. Please let me know how your upgrade goes, and I’ll comment here about mine.

Toolie

As a high-mileage traveler, I have spent many, many nights away from home. When I was working for the big corporation, we were permitted 15 minutes per day to call home using our company phone card. Now, as an entrepreneur, I’m picking up the tab for all my phone calls, so after trying several other services, I’m thrilled to report that Skype is the one to use.

Sign up for Skype

McAlister is a Mac guy, so we searched for cross-platform solutions to stay in touch. Skype made it possible for us to spend more than 15 minutes a day on the phone; when you’re apart for weeks at a time, that’s very important! The best part was the cost; almost nothing! On one 3-week trip, my 24 HOURS of phone calls cost me only $32.

Skype is also good for business! I call into the teleseminars hosted by my mentors using Skype. My SkypeOut account lets me prepay for computer-to-phone calls, and the cost is miniscule. Using Skype makes it possible for me to listen to as much training as I can aborb.

I have recently begun using HiDef Conferencing for my webinars and teleseminars. This plan allows my callers who have Skype accounts to call in using Skype instead of calling on a land line! That saves them time and allows me to offer a service that can open up my webinars to a global audience. Skype is extremely popular everywhere else besides the USA, so I am confident that offering a Skype Conference number will attract new business.

Sign up for Skype!

In Wednesday’s webinar we covered the somewhat boring but incredibly necessary task of documenting your computer hardware and software. These items are business assets just as surely as your desk, chair, and filing cabinets are. There are a number of good reasons for tracking these assets:

• Amortization: the process of taking a tax deduction over time for these purchased items. I’m not a tax preparer — you should consult yours to find out what you can deduct and how much based on the structure of your company.
• Data recovery: when disaster strikes, do you know where your installation disks are? More than that, do you know where your license keys are?

In the webinar I enumerated the items you should track for both hardware and software, and those who attended received a copy of my sample asset tracking sheets.

We also talked about “box” software and downloadable software. Downloaded software should be stored in a central “Downloads” directory somewhere on your hard drive so that you can return to it easily. You should also back up these program downloads to a CD for safekeeping. I also like to store in a Notepad file a copy of the license key so that if I have to quickly reinstall, I have everything at my fingertips.

When it comes to storing your “box” software, I suggested that you throw away the outer box (except the flap with the version number and barcode), and store the documentation with the discs in some kind of container. I have tried 4 or 5 different containers for my box software, but have settled on storing the software in a file cabinet. I use a plastic envelope with a “landscape” orientation, and a top flap with a Velcro closure.

I also use my Dymo labelmaker to print a nice label that I affix along the top edge of the envelope. That lets me find the folder and open it without removing it from the file cabinet.

I found these plastic envelopes at Jam Paper (http://www.jampaper.com). They’re not cheap, but they wear well, and they are by far the best solution I’ve found. I also use multimedia storage drawers for CDs that don’t have any other paperwork with them. These drawers I found at OfficeDepot.com, also not inexpensive, but very durable.

P.S: There will be no webinars on February 6th or the 13th due to prior commitments. I’ll see you again on Feb. 20th.

Webinar Date: January 30, 2008

Today we talked about archiving our data and some strategies for doing it successfully. The key to a sensible archive strategy is to realize that you must organize and name your files so that they’re recognizable, even memorable, long past the time you used them. The same principles apply to archiving that you used when you organized your data (see the January 9th webinar posting). Look at the way your business operates and organize your files accordingly.
 
Here are some examples:

• If you’re a consultant, file first by client then by project. Create a Client code or short name (8-12 characters) and use in the folder names. Create Project folders by completion date or date range (YYYY-MM[-DD]) OR by using a project name (8-12 characters).  Each Project File should include the project name then a good, descriptive filename
• If you create products, file by product name. Create folders by version or release date. Keep source files and a copy of the final output file (Word documents, page layout files). Put supporting graphics files into their own (\images) folder. If you quote other sources, include a list and confirmation of permission records. Keep the Final PDF/Audio/Video output (actual file distributed). Bonus: create a Text file listing the filenames required to reproduce the distribution file again (especially software or multi-source files like screen-capture video)

You probably also need to keep folders with corporate records, state & federal tax records, bookkeeping, etc. Name the folders with obvious names so you can find them again.

We also talked about the kinds of media you can use: CDs, DVDs, hard drives, and even magnetic tape. CDs and DVDs are commonly used, but their shelf life isn’t as long as hard drives or magnetic tape storage. External hard drives that are plugged in for the purpose of locating archived files will last you several years, provided they’re protected from dust and heat exposure. Hard drives that run continuously last only about 3 years, so if you’re going to archive to hard drive, disconnect the drives when you’re not using them.

Finally, I encourage you to purchase an external hard drive. Start the archive process by moving the files from your primary machine to your external drive (copy over then delete originals on the primary drive). It’s important that you commit to actually archiving the files rather than creating more duplicates. Use that external hard drive to organize and name everything, then unplug and store the drive carefully. It doesn’t have to be sophisticated: I use gallon-size Ziploc freezer bags because they’re a little studier and because they keep everything dust-free. I also invested in fireproof storage so that the really important data could survive even that challenge.

Webinar Date: January 23, 2008

Networking with colleagues and clients is a tricky process! I have stacks of business cards from people I have met through the National Speakers Association, from current and potential future clients, and colleagues. I bet you do too! All too often those business cards end up in a drawer, and we never follow up. Here is where our print and electronic worlds clash: if only we could get those printed cards into some kind of electronic format!

Well, if there’s a “portal” between printed information and electronic communication, it’s Cardscan. I have a Cardscan scanner and the accompanying software, and it’s terrific. It’s not just that you can get the card into an electronic format, it’s that the scanner also captures and populates the information in the card into a database that you can synchronize with Outlook. In fact the scanner is jaw-droppingly accurate at getting the Name in to the Name field, the Zip code into the Zip code field, and so on. It doesn’t seem to matter where the information has been positioned on the card itself; Cardscan finds it, snatches it, and puts it where it belongs.

By the way, the most current scanner is a COLOR scanner, so what you see on the original card comes through online. I don’t know about you, but there’s something about being able to see that card again to help jog my memory. In the speaking profession, many people have their photos on their cards, so it’s even more important to keep an image of the card even if I don’t retain the card itself. That’s where Cardscan excels.

I’ve been using Cardscan for several years. I’m now on my second card scanner from CardScan and the 3rd version of the software. This lastest release of the software is truly impressive in its ability to capture the information accurately. The scanner itself is very light and small enough to toss in your laptop bag or suitcase, so there’s no excuse not to scan those cards as soon as you get them, even if you’re traveling. I think that’s the key to really getting value from business cards: scan them, make notes, add your Outlook categories, and network with your new contact right away.

Cardscan also comes with an online contact management system called AtYourService. You can synchronize your Cardscan contacts with AtYourService so that your information is always available online, even if you leave your laptop at the hotel or in your office. You can look up the information on any computer or PDA with an Internet connection, and you’ll appreciate the encryted, secure access to your valuable contacts.

So open the drawer, pull out those business cards and start scanning! Turn those brief conversations with others into truly valuable networking colleagues by getting organized and getting connected.

Having gotten our files organized last week, we are ready to start regular backups this week. We covered the overall strategy and philosophy of backups: what to back up, where to send the files, and which methods to choose.

• Windows Backup works just fine and it’s simple to use and set up. I recommend not using the Wizard approach; using the “classic” view presents you with a Windows Explorer-like folder hierarchy. You simply click the checkbox next the files and folders you want to back up, then save your selections. After identifying the destination for your backup file, you set a schedule and let the backup run (preferably nightly).
• We talked about types of backups, including normal, differential, and incremental. Most people will use normal backups every night, but I pointed out the need to keep 2 or 3 backups in reserve, in case any one of them didn’t back up correctly.
• We also talked about equipment for backing up your files, including external hard drives and online backup services. If you decide to keep a backup drive on-site, you need to be sure that it is at least twice the size of the total number of files to be backed up. That way you have room for growth AND you can keep more than one copy of the backup.
• Online backup services use a slightly different method for backing up your files, and each service is different so be sure to read the description of the service.

Having a good backup strategy may mean combining methods so that your precious work is protected. Don’t wait to get started on your backups; the files you save WILL be your own!

Webinar Date: January 16, 2008

January is “Organize Your Technology” Month during my free webinars. In our January 9th webinar we talked about the 4 steps we need to take to start this process

1. Getting output files stored in a central location (My Documents)
   • By default most Windows programs store your output files (.DOC, .XLS, .PPT, etc) in the My Documents folder. Not all programs do, however, so you need to check the Options or Preferences section of your programs to ensure that the documents you create get stored somewhere in the My Documents hierarchy.
2. Removing Duplicates
   • When we’e in a rush it’s easy to temporarily save documents in random locations, but we end up with duplicates as a result. You can do a manual search for duplicate files, but there’s an easier way. I found a wonderful program called Beyond Compare that lets you compare files not just by filename, but “bit-by-bit”, at the most technical level. This program lets you set up files or folders side by side, and color-codes the differences so you can easily delete the duplicates. Visit http://www.scootersoftware.com/ for more information, and to download the software. It costs a mere $30 for personal license, but the software far more valuable in terms of your time saved!
3. Organizing the Remaining Files By Business, by Client, by Project, by Internal Function, etc.
   • Once you’ve removed the duplicate files, it’s time to organize what you have left into a consistent filing scheme. If you have more than one business or business emphasis, you can use that as a top-level folder idea. Perhaps you have multiple clients or multiple projects. If you store all the documents related to that project in one hierarchy, then it’s easy to archive documents later on. I also use a folder hierarchy for my internal documents: items related to my corporation, state and federal requirements, operations, marketing, etc. Your overall filing scheme will probably be a combination of all of the above.
4. Maintaining files using antivirus, Windows update, disk defragmenter, error check, and other maintenance tools
   • You may not think of antivirus software as a file maintenance tool, but it really is! You’re using antivirus software to protect the integrity of your documents; the same is true of disk defragmentation software. Keeping the operating system good condition by using Windows update means your OS is better equipped to store and protect your files properly. You get the idea.
   • 
   • UPDATE: I have been using the Diskeeper software that I demonstrated in the January 9th webinar for a week now, and I’m glad to report that I am very pleased with the results. My hard drive is persistently full, which makes defragmenting it using the built-in Windows disk defragmenter impossible because the Windows version requires 15% free space. Diskeeper can defragment with as little as 5% free. I can say that my hard drive is running faster, so I’m very pleased with the software.

Getting your files organized is the first step in preparing for backups. By removing duplicates and corrupted files, and defragmenting the remaining files regularly, backups will be smaller and take less time.

Webinar Date: January 9, 2008

Today we covered Google Docs, the free service that provides word processing, spreadsheet and presentation software that lives online. You can upload existing documents and continue editing them online, or create them online and export them later. 

The word processing feature of Google Docs is based on HTML; in fact, you could use it as a simple HTML editor if you need one. If the controls in the word processing interface aren’t detailed enough to suit you, you can switch to HTML and edit there.

The spreadsheet function lets you create charts and graphs as well as simple columns of numbers. The keystroke behaviors and shortcuts are similar to those of Microsoft Excel, so I found it easy to use and adapt to the Google version.

The presentation function lets you import existing PowerPoint slides and continue editing them there. You can even store a PPT presentation there and display it from Google docs to people in the room, or to a set of invited guests online.

You must have a Google account to use Google docs, but accounts are free and you can set one up in minutes. On our noon webinar, one of the attendees set up an account on the spot and collaborated with me in realtime on a document I shared with him during the webinar. This stuff really works!

Visit http://docs.google.com to get started.

Webinar Date: December 12, 2007

This week we covered Online Voicemail and Fax Services.

There are many reasons to use online voicemail services, including the opportunity to sound like more than a 1-person operation. You can also route calls to a virtual assistant, to your office, home, and cell numbers as needed. The service I use, AccessLine.com, I found through Costco’s Business Phone Services. I also set up our NSA Northwest chapter to use AccessLine. Using AccessLine for our chapter slashed their phone bill by 60% (instead of using a voicemail line from Qwest).

• Costco Business Phone Services   <– Use this link if you have a Costco card
• AccessLine.com <– Use this link if you don’t
• eVoiceReceptionist — from the same company that gives you eFax. We reviewed it as a point of comparison with AccessLine’s services and pricing.
  
  

We also discussed Online Fax services. There are a number of issues to consider as you look for the appropriate service.

• Can you receive AND send faxes?
• Can you receive faxes via email?
• Can you send faxes via email?
• Can you take your (land line) current fax number with you?

We looked at two services:

• eFax.com
• CallWave.com

I have used eFax for over 3 years. I don’t get many faxes these days, but for a while I was getting quite a few from international locations, especially for reservations from hotels that hadn’t gone online. eFax has some great features, such as being able to send a fax merely by creating an email and attaching a document.

Enjoy!

Webinar Date: December 5, 2007

On today’s webinars, I covered Online File Sharing and Remote Backups. Here are the links to the resources we covered:

• MediaFire
• Flickr
• My Docs Online 
• FolderShare

These 4 resources are for file sharing over the Internet, but each has a slightly different approach. The most important thing to know is that you can store files on the Internet securely, but they may not be encrypted. The third service in the list, My Docs Online, encrypts the files you share.

We also talked about backing up files over the Internet. We only had time to cover one of 2 services I’m trying, but it’s also the highest-rated service.

• Mozy

Online backup service is most effective when you have a sufficiently fast Internet connection. You also have to understand and be comfortable with incremental backups, that is, not backing up everything every night, only the changed files. For most small business owners, this will work just fine.

Webinar Date: 11/28/20007