The document outlines essential technology and data management practices for businesses, emphasizing the importance of data protection and backup solutions. It offers practical advice on best practices for email usage, computer security, and website management, suggesting tools like Dropbox and password managers. Additionally, it encourages businesses to maintain professional email addresses and to avoid risky online behaviors to protect their operations.

1. Systems and Technology30,000ft overviewMetro Merge – 10/28/2010

2. Andrej Ciho – Experience5+ years of Technology Support/Helpdesk6+ years of Website Development4+ years of Project Management in software development3+ years of running a website development business

3. Andrej Ciho - Education/CertificationsDegree in Business ManagementMicrosoft Certified ProfessionalA+ certified technician (software & hardware)Certified ScrumMaster

4. SystemsTo answer some important business questions you need systems and technologyHow much does it cost me to produce product A?What kind if impact would changing my approach would have on profitability?

5. DataEvery business, no matter how small uses and produces data during its operation.Every business needs practices and habits in place to protect this data. For two reasons:You need it for operation (contacts, email history…)You don’t want others to have it (identity theft, business secrets, customers’ information…)

6. Data Backup – ComputerWhat would happen if your computer disappeared? What would happen to your business, your income?Customer contact informationEmail historyDocuments (Contracts, Agreements, Sales Materials…)Photos (Event…)What if someone else had all of that?Data Backupwww.dropbox.com - automatic backup free up to 2GBPassword-protect your computer

7. Data Backup - Cell phoneWhat would happen if you lost your cell phone today?Would you lose your contacts?SolutionIf you have a smart phone sync it with your computer or an online service (such as Gmail)Most phones can lock with a security code after 10 minutes. This will prevent an unauthorized person from accessing your address book, text messages, etc.Some carriers offer automatic syncing of contacts

8. PasswordsYour passwords should be…Hard to guessNot the same for all systemsNot written on pieces of paper around your deskPassword managementIf you store your passwords on your computer for example in a MS Word document, PLEASE password protect it with a master password.Try keepass.info password manager

9. Your Business Email AddressDon’t use what your Internet Service Provider (ISP) gives you – e.g. metromerge@mindspring.com – what would happen if you change ISP’s?Don’t use Hotmail because it adds advertisements to the bottom of your emails, often causing your emails to be blocked by spam filters = bad for your businessIf you use a free email service – gmail, yahoo, etc. use a professional name, NOT cuteshortie02@yahoo.comBest: register a domain name $10/year and use e.g. andrej@metromerge.org

10. Social MediaIf you are going to set up a Facebook Fan Page or Twitter account for your business, don't use it to push personal, political, or religious opinions.Be consistent. Use the main business email address to set up these online accounts. Don't let relatives or employees use their email address otherwise they have control over your brand.

11. Computer Best PracticesVirus Protection – keep it current. Yearly cost about $35-$50 per computer.You don’t want a virus taking hold of your computers and sending Viagra advertisements to all people in your email address bookOn a computer you use for businessDon’t let your kids play/download games/musicDon’t install games/file sharing programsYou wouldn’t take your only business truck off-roading on the weekend just for fun.Don’t eat over keyboard.

12. Computer Best Practices (cont’d.)LaptopsGet a caseDon’t lift up by the lidWhen turning it off, wait for it to completely shut down before putting it in your bag

13. Defensive Email HabitsBefore clicking on a link in an email ask yourself:Is the offer too good to be true? (free iPad, iPhone, millions of $ from Ethiopia)Would this person really send me this email? (your mom sending you a link to cheap viagra, walmart discount etc.)A bank will never ask you to “update your settings” by sending you an emailA website will never ask you to change your password by sending you an emailStill tempted? Don’t click the link. Instead, go to the institution’s legitimate home page and try to find the offer/request that way. Can’t find it? Call them. Don’t click the link!

14. Email TipsWhen sending documents that are to be viewed or just signed, save them to a PDF to prevent modificationsUse descriptive subject linesWhen you want to start a new topic, don’t hit “Reply” or “Reply to All” on an existing account. Start a new email instead – it will keep your (and others’) Inbox organized.In business, don’t send one liners

15. Calendars and SchedulesGoogle CalendarFreeSyncable to smart phonesSharingMultiple calendars (for a room/car/projector…)You can show an event calendar on your website

16. PrintingCost-per page on black and white documents is lowest when using a laser printer - e.g. BrotherQuality is best when using a color laser printer but those are expensive - use a brandWireless printing sounds cool and convenient but is often a pain to set up and doesn’t always work. Just plug the cable in.

17. PhoneUsing Skype or Google Voice for your business phone might save some time but you’re at the mercy of your Internet Service Provider. Having a conference call dropped or hard to understand can hurt your business.

18. Internet ConnectionCommon OptionsDial-up - don’t do itDSL – sufficient for most businessCable – Comcast Business, Charter, etc.Mobile provider – 3G/4GWireless InternetIf you have it at your business (or your house). Make sure it uses encryption = that means that no unauthorized person can use it

19. Websites Rule of Thumb: do-it-yourself tools stink. Even when made by AppleYour website should be an asset, not a liability. It should enhance your business, not hurt it.You are better off using a free Wordpress.com blog, one of their free designs, pay $10/year for a domain, and another $10/year for using that domain on that blog than paying a stranger to develop a $500 website.

20. Installing Updates and Latest VersionsMicrosoft discontinued supporting older versions of Windows – this poses a security riskWhen asked to upgrade to a newer version, ask yourselfDo I need that for security?Are the new features worth it?Will the new version run on my computer?