Shortcuts Can Take You the Long Way

Just like there’s no free lunch, there’s no easy solution when you use a shortcut that cuts corners. Whatever time and money you think you are saving can easily be wiped out – at the cost of more time and money – when a failure occurs without warning. You can protect valuable data by taking the time to set up your system properly.

That advice was brought home to a client who received some bad advice from a bargain-basement IT support provider. The provider had moved away but still provided support. When our client – before we took over the account – contacted the provider to help with a database problem, things went from bad to worse very quickly.

In a nutshell, our client’s system had some built-in redundancies, all designed to prevent data-loss problems, but their failure had never been detected. As result, our client was walking a tightrope without a safety net. When called in, the former IT provider instructed our client to reboot the server, but the server never came back online. That was one problem.

Another problem was the failure of the hard drive, and we found a problem there that we consider totally avoidable. It began when the client started running out of space on the server’s hard drive. Instead of taking the time – and money – to back up the data and install a new hard drive, the IT provider repartitioned the drive using a compression program.

That step is something we never even suggest to our clients. In all the literature we’ve come across and in our many years of IT experience, it’s not a stable program. It’s just a bad shortcut to try to pick up extra space.

So, when the hard drive failed, it lost some data that the client had thought was saved. We tried several restore points, but we never could get the data that had been lost. That’s because the database had been corrupted at some point, and the client was backing up corrupted data.

Going forward, the client now understands that imaging a hard drive or partitioning the drive or using any other questionable technique to create more space on a hard drive will only expose them to more risk. It’s a lesson everyone should learn and heed. You can only stuff so much data onto a hard drive before you get distortions (corrupted data) and an outright failure.

If you need more data storage capacity, we can explore a number of options and find the one that best fits your office’s needs and protects the safety of your data. Contact us at 973-433-6676 or email us to set up an appointment.

Finding the e-Fountain of Youth

When I got impatient with my desktop computer’s performance, I was able to install a new SSD hard drive. My old machine is faster than a new one would have been, and it was a lot less expensive. Can changing a few parts help your computer find an electronic fountain of youth?

The short answer is: yes. How much you can do depends on your computer’s age and its internal systems, and it also depends on a cost-benefit analysis to determine if it makes economic sense. And, of course, I did mine on my own time, which was not an out-of-pocket expense. I knew my time would include reloading all of my software, which is the biggest chunk of time, and I also knew that if I didn’t like the way the new hard drive worked, I’d simply swap it out for the old one and buy a new computer.

The project cost me $300 for the new drive, and the process took four hours. Most of the time saving was the result of new hard drive’s speed.

While prices are coming down, SSDs are still several times more expensive than HDDs in terms of cost per unit of storage.

I decided to install the new drive on a desktop computer that went into service in December 2011. I found my computer was running slow by my standards. It was taking two to three minutes to load up all of my key programs at startup; that’s tolerable for some, highly annoying for others and exasperating for some users.

For me, it was a good investment. However, every computer is different, and every user has different needs. Here are some guidelines for deciding whether to upgrade an older computer and what steps to take.

  • You have many, many options for new hard drives. In addition to technology options, there are size options, all of which affect the cost of the drive.
  • You might want to add new RAM (random access memory), which can speed up performance considerably. A Client’s old computer runs Windows 7, and the 2 GB of RAM was dreadfully slow. The amount of RAM you can add varies with the age and quality of your computer.
  • Whether you have a 32-bit computer or 64-bit computer will affect your options. I have a 64-bit computer, and it made sense to add the speedier performance options. If I had a 32-bit computer, I would have replaced the machine.
  • If you have a desktop computer, an upgrade such as mine generally makes more sense because the case has room to hold a faster processor. A later-generation processor also can take better advantage of a bigger, faster hard drive.
  • If you are replacing an old computer, you may also need to replace the software. That’s another expense to factor into your decision.

We can help you make an informed decision by pricing out viable options based on your system and present and future computing needs. Technology always changes, and prices always come down. Call us – 973-433-6676 – or email us to discuss where you and your computer are and where you’d like to be. If you don’t make changes now, you can start to budget your next move.

Updates are Easy…and Necessary

There’s a reason why you should update your software on a regular basis. The updates fix security issues and other bugs. It’s an easy process. Just set up an automated routine and never worry about downloading and installing them. An example from a new client shows the consequences of neglect.

When we took on our new client, we were given a laundry list of issues. There’s nothing unusual about that because nobody changes their IT support provider unless there are a lot of problems. In working through the list, we found that their operating system had not been updated for months – nor had they updated their virus software.

To us, this is unbelievable. It’s also totally avoidable. Too many small offices and consumers think the updates are not important. We consider them absolutely necessary – and for small businesses and individuals, they may be even more vital than for larger systems. The reason is that mid-size and large businesses have dedicated IT staffs to monitor and maintain their systems. Smaller system owners rely on themselves and outside support providers to do that work. When that work is not done, IT systems are exposed to all sorts of vulnerabilities.

We monitor our clients’ systems, especially at update time; to make sure everything is in order and to let them know if there are issues. System security is the big thing. With so many types of hackers looking to either steal personal information or hold your files hostage for ransom, security simply has never been so important.

Along with your operating system and program files, it’s vitally important to update your virus and malware software. It’s easy to do.

Microsoft issues updates on the second Tuesday of the month – Patch Tuesday – generally in the afternoon. If you are set up for automatic updates, your computer will automatically download them within 24 to 48 hours. Your only obligation is to restart your computer for some of the updates to take effect.

Windows 7 and 8 users can refer to this article from Microsoft to set up your automatic updates, including whether you want to install them automatically or be notified so you can install them at the time of your choice. It’s a four-step process.

The only caution we have is to be careful of anyone contacting you out of the blue to fix your computer online. Microsoft and Apple, for example, will NEVER contact you about a problem with your computer. If you get an unsolicited email or call from someone who implies he or she can fix a problem with your computer, delete the email or hang up the phone call. If you are concerned about your computer system, call us.

If you have any questions about setting up automated Microsoft updates or determining which suggested updates to install – as opposed to those you must install – call us at 973-433-6676 or email us with your questions. We can help you set up an update program for all of your software applications.

Low-Cost Upgrades for Your Office Systems

When an office system doesn’t seem to perform at the warp speed it once did, your instinct may be to replace it. We won’t call that “warped” thinking, but you can get more mileage out of your equipment. It’s been a good way to get off to a great start with new clients who come to us with a sense of desperation.

One client came to us after their server crashed. In discussing the problem, we learned that most of the company’s people worked from outside the office. They used GoToMyPC to log in, access their files and do their work. The limited access meant that employees had to schedule their time to access the server and their files, and that was grossly inefficient.

The client wanted to add more applications and files to the system, and they were ready to buy a new server to accommodate all they wanted to do. We showed them that it was unnecessary.

Our solution was to set up a Dropbox system. It eliminated the need to schedule server access, simplified the process for getting files and made life much easier. Dropbox is one of many applications that use off-site storage for files – aka The Cloud – but it’s the one that worked best in this situation.

We also made life easier for Michelle at another new client’s office. Michelle is not a person; Michelle is a desktop PC in a three-person office, and the problem was that the three people in the office couldn’t access files when they needed them.

Our simple solution was to install a network drive in Michelle. Now, everyone can work efficiently.

Of course, there are times when a new server – and little reorganization – can solve the problem. One client had a number of printers with identity crises. Some of the printers had the same names but served different functions, and some that served the same functions had different names.

By installing a new server and standardizing the nomenclature for all the printers, the server can assume administrative responsibilities, allowing all the technology to run as it’s supposed to.

By the way, if your office has Macs and Windows-based software, we can set up a virtual PC that can run the software faster than a regular PC.

Do you want to find less expensive ways to have a more efficient office? Call us – 973-433-6676 – or email us to discuss your current setup and your productivity needs. It might be an easier fix than you think.

 

Eye on 2015

Every year holds promises for new technology. Here’s what we see coming in 2015.

For Apple fans, we expect to see the Apple Watch and the iPad Pro. With the iPad model, we’re likely to go from mini to maxi. Some details are starting to leak out, including a 12” to 13” screen, which would put it into the Microsoft Surface category. Speculation includes a new processor and four speakers in the new model with a release date in early spring.

Early spring is also a rumored release time for the Apple Watch. We’ll be watching.

On the Microsoft front, we just loaded a test version of Windows 10. We’ll see how it flows and what similarities it has to Windows 8 and the things we liked in Windows 7. Rumors abound on this product, too, but we hear rumblings of a Microsoft “event” for late January. The rumor mill also points to the operating system working across all platforms, including smartphones, tablets and Xbox One consoles.

We expect a continuing trend toward more use of Microsoft Office 365. We sell it to a lot of our clients and continue to recommend it. We helped a client with Exchange cut costs from $700 to $96.

We also look for improvements to Office 365 and Outlook for the Mac. It was released on Halloween (how’s that for “trick or treat?”), and we immediately downloaded it while traveling. It has the look and feel of Office and Outlook, and while there are some differences between Windows and Mac in the way I use it, the Mac version is 1000 times better than it was. We still don’t have One-Drive for the Mac, but we’re hopeful that will come out next year.

The other tech darling of the consumer world is 4K ultra high-def TV. Flat screen TVs with 720 and 1080 resolution have gotten dirt cheap to the point that you can save a lot of space and electricity costs by junking your “tube” TV.

But if 4K TV catches on in 2015 as we expect, it’s just a matter of time until you’ll want to have it. Priming that pump will be the growth of non-cable, non-satellite content delivery technology from Amazon, Apple TV, Roku and others.

New content delivery systems are just another reminder that technology can change on a dime. So if you’re contemplating a new purchase, be sure to talk to us – especially if you’re buying technology for your office and are looking for tax-saving opportunities. If you don’t need next year’s soon-to-be latest and greatest, you can find some good pricing on this year’s technology and be eligible for applicable tax write-offs for office systems. Call – 973-433-6676 – or email to set up an appointment.

It’s a Matter of Trust – and Reassurance

Choosing the right technology is a balance between investing your money wisely and getting enough system capability and capacity to do a little more than you might envision at the time of purchase. The planning stage is the time to ask questions and get advice from your IT provider and trusted friends.

Most people are not that tech savvy, but they buy what they’re told because they trust an advisor or more knowledgeable friend. To paraphrase a PSA (public service announcement) from a few years ago, friends don’t let friends buy the wrong technology. Our friendly and professional advice is: Don’t skimp on technology today because it will cost you more money in less time than you think.

The story of a client with a two-year-old computer illustrates the point. He’s rapidly running out of space on his hard drive – which has only 80 GB of storage. Not only is the storage space too small, the rest of the computer’s tech specs are just not up to date for today’s world. A computer should last three to five years. So, spending $100 or $200 more would have avoided spending $500 to $600 or so now.

In 25 years in the IT business, one of the things we’ve learned is that we always ask our technology systems to do more than we planned. Today, a hard drive with 250 GB of space is relatively small, 500 GB can be acceptable, and 1 TB (terabyte) or more is ideal. Besides needing more storage space for bigger files – at work or at home – we need more RAM (random access memory) and faster processors to work with larger more complex files or handle streaming video over the Internet. Disk speeds are faster, too, also improving performance.

As for cost, we haven’t raised our prices on computers for the past two years, but you still get more. That’s because technology continues to improve and prices actually come down. In a sense, you get more power for the same money every time you make a purchase.

In addition to giving you more power, we don’t partition hard drives. This gives you the flexibility to add more programs and the space to store files and access them. When you change computers or hard drives, it’s easier to transfer your data and programs.

Rapidly changing technology makes it imperative to have a professional assessment for your business and a consultation for home computers. Good planning will help you get the best value for your money and give you better performance with fewer worries about your system’s ability to handle more tasks. Call us – 973-433-6676 – or email us to start your assessment or just to ask our opinion. And check with your knowledgeable friends, too. As we see it, the only way you can go wrong is by not going far enough.

‘Clean Your Room’ and Improve Performance

Every computer user is like the kid who doesn’t clean his or her room. Stuff just piles up, and at some point, you can’t get to things easily. Your hard drive is like that room. When you have too many files, your computer can’t store and then find bits of data easily. As a result, performance gets excruciatingly slow.

Here’s a spring cleaning tip: Get rid of as many temporary directories and files as you can.

Whenever you install or download a program, the process creates temporary directories and files. In very simple terms, the programs need to be able to write and transfer files from the source to your computer. When you install an upgrade, those temporary directories and files are used to hold the new program while the process removes the old one.

Most programs are pretty good about removing the temporary directories and files, but some are not. In those cases, the temporary directories and files become the operative files, and every time you need to retrieve a file or save a new or existing one, your computer starts looking for the applicable directory and needs to find its way to the temporary one.

In many ways, it’s like you looking for something where you think it should be. When it’s not there, you stumble around and eventually find it.

How do you get rid of all those temporary directories and files? It’s actually a simple process:

  • Click Start.
  • Type %temp% in the Search Box. A lot of directories and files will appear.
  • Type Ctrl+A (the universal Select All command)
  • Click on Delete
  • Click on Yes

This will get rid of most – if not all – of your temporary directories and files and give your computer a more room to put things and fewer places to look for them. You can enhance performance even more by running a defrag and optimization program. Think of those processes as reorganizing your closets and shelves.

If you still believe your computer is running more slowly than it should or need some assistance with deleting temps and getting your hard drive organized, contact us (973-433-6676 [email protected]). We’re happy to answer your questions or walk you through the process.

This article was published in Technology Update, the monthly newsletter from Sterling Rose LLC.

Update for Security, Performance and ROI

Simply having the latest operating system or software for your apps and browsers doesn’t guarantee top performance and tight security. You have to keep all of your programs updated from the day you install them.

Everything starts with the Internet. Whether you’re setting up a new computer or installing a new application, you’re almost always prompted to connect and download all the updates required to bring your programs up to date. Begin your installation by calling up your browser of choice and updating it. (Firefox usually sends out updates automatically as its default configuration.) As we discuss in the article When They Pull the Plug on XP, your browser is the first door hackers try to get into your computer, so make sure you have all the security updates and bug fixes.

When you begin to install the program or application from a website or a disk, you likely will be prompted to check for software updates. If the installation process doesn’t take you there automatically, answer “yes” when prompted. It’s especially true when installing from a disk. Even a disk that comes with a new computer is likely to be several months old.

In general, your rule of thumb should be to check for updates as second nature – and it doesn’t take much effort. You can set Windows Update to check for and install updates on a regular basis, even specifying days and times. For example, you can designate every Monday at 3 a.m. as your update time. Just go to your Control Panel, click on Windows Update and select Change Settings from the menu on the left. Just remember to have all of your files saved and backed up because updates can require you to restart your computer.

Here are some things to keep in mind when putting programs on a computer.

Many businesses have a mix of old and new technologies; it’s an economic reality. That means they’ll be installing some older (but still mostly serviceable) applications on new machines, recognizing that they won’t get full performance out of the new technology.

Therefore, it’s important to note that installing an old program, such as Office 2007, on a new computer will require you to get a series of updates in a specific order. That’s because each update, such as Service Pack 2 or Service Pack 3, builds on previous updates.  So, make sure you give yourself enough time to download and install them. The time will vary, depending on your Internet connection and network speed and capacity.

If you’re migrating from an XP machine to a new Windows 7 machine (which we implore you to do if you still have XP), you’ll need to go back to Service Pack 1 and download all the critical updates that Office will require. You should also note that you may have been using a 32-bit computer and now have a 64-bit computer. In that case, make sure you install all the updates for your new technology.

It’s the same with your Internet browser – whichever one you use. With the Internet such a presence for handling commercial transactions as well as for conducting business operations, programming becomes like its own ecosystem. It constantly responds to new hardware, new software and the ideas that lead to new applications. The continuing growth of cloud-based applications and the integration of mobile device into business demands more adaptability.

Because of that, we highly recommend that you and your employees and family members update browsers on a regular basis. You’ll get more efficiency, which can translate into better business profitability at the office and more learning opportunities for students at home.

Updated browsers also will be more secure, preventing more hackers from getting into your systems and stealing information they can use to take business and personal assets.

Keep in mind, too, that at some point, hanging on to old software or an old computer will put you past the point of diminishing economic returns. The investment in new technology – and new infrastructure for your networks, too – can pay for itself faster when you take advantage of all that technology can offer.

Contact us – 973-433-6676 or [email protected] – to set up an appointment to evaluate your current technology, your needs and available options to make your systems more cost-effective. The solutions may be less expensive than you think.

This article was published in Technology Update, the monthly newsletter from Sterling Rose LLC.

Doing the Right Thing

Taking a few extra minutes early in the process of preparing a quote for new and existing clients saves hours of time and lots of money down the road. We believe it’s the right thing to do to serve you better. You depend on us to make sure your IT system delivers the performance and reliability you need to run your business.

For new clients, we always like to visit the site whenever possible to see what physical factors we need to account for in our proposals. We recently won a project to install a firewall for a VPN that was used for remote access by employees. We were the only IT company that went out to the facility to get the full picture and better understand how the company works.

Whether it’s for a new or existing client, more detailed information helps us all agree on the best solution. In this case, we were able to provide tighter security and easier access by creating environments for specific people in the organization.

When employees log in, the system puts them into the programs they need to do their work. When they log off or close the program they’re using, they go off the company’s system. And with limits to where each user can go, it prevents anyone from just browsing information they have no business seeing.

Just to add a quick note about security and system performance, one of the things we can determine during our fact-finding sessions is the best level of security for your business. Setting security too high, for example, might slow your sales force’s access to critical information, and that could slow your cash flow or cost a sale.

So, make time to talk to us and share the information that helps us serve you better. In the long run, you should be more efficient and more profitable. Email or call (973-433-6676) us for an assessment of your IT system and its capability to meet your business needs.

This article was published in Technology Update, the monthly newsletter from Sterling Rose LLC.