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By Anna Murray and Christos Moschovitis of
tmg-e*media, inc. 
Do you have a high-tech headache? Feel as if you’re the
only one driven out of your mind by technology problems?
Technology field consultants—with thousands of hours of
experience with small businesses—can attest: You are not
alone. Here are the top five misstepss that small businesses
make when it comes to technology.
1. Installation: The Home Depot
Syndrome These days, more and more people want to
“Do It Yourself.” You can go to the local Home Depot and get a
kit to install anything from sinks to lighting. Technology is
plagued by small businesses convinced you can also “Do I.T.
Yourself.”
This syndrome is often found in people who have a
technology-savvy brother-in-law, niece, or son who claims he
or she can install a network, configure desktop machines, or
build a website. In circumstance after circumstance, these “Do
I.T. Yourself” projects result in calls to consultants who
have to spend more time undoing and redoing a job than if the
expert had been called in the first place.
If you feel compelled to tackle I.T. tasks on your own,
first ask yourself…
* Will I, or my brother-in-law, focus on the
task, or do it in our spare time? * Am I, or
my brother-in-law, trained and up to date in the latest
equipment, security software, releases, and
warnings? * How much of my business am I
willing to put at risk by doing it myself?
2. Maintenance: Energizer Bunny® Dysfunction
These days, you don’t even have to worry about the oil in your car. A light comes on to tell you to change it. Many people have an erroneous belief that their computers and networks, once installed, will take care of themselves, running on and on like the Energizer Bunny.
That assumption is false. Many small businesses don’t do the minimum maintenance required.
* System patches and updates are not performed.
* Machines are never upgraded. New software is purchased and suddenly the old machines can’t run it.
* Backups are never done. Really. This happens ALL the time.
* Software is not documented. There is no inventory. No one knows where to find the system CDs or the CD keys.
How does your organization shape up?
3. Security: Wonder Woman Delusion
Remember how Wonder Woman could walk through a rain of bullets and emerge unscathed, deflecting all harm with her magic bracelets? Well that seems to be the belief of many small businesses when it comes to security.
* Passwords are posted on monitors with sticky notes or are easy to guess. Seriously, people DO know your dog’s and children’s names.
* Anti-virus software has expired definitions for viruses. No regular scans are scheduled.
* No policies exist for installing software. People have everything running from Instant Messenger to I-Tunes. All kinds of weatherbugs and spyware pollute computers. At a minimum, they hurt performance. At worst, they put the entire network at risk.
If you also suffer from a lack of regular backups, acting like Wonder Woman when it comes to security truly puts your business at risk. Your data. Your clients’ data. Everything.
4. Education: I-Wasn’t-In-Class-That-Day Disorder
None of us (above a certain age, that is) actually took classes in the kinds of technology that firms currently use. People know how to run one or two software applications, but know virtually nothing about the computer itself. If you ask such a person which operating system is running, the response is likely to be: “Microsoft Word.” And no one ever defrags a drive or empties temporary internet files.
Training is essential to every small business. Some forward-thinking employers require all employees to read “Windows for Dummies” and similar books. And there are great online services such as BrainBench (http://www.brainbench.com/) where you can test your employees’ knowledge.
5. Email: Inbox STD
Strong language, we know. But through your inbox you come into contact with hundreds, perhaps thousands, of other people’s inboxes. Are you sure they are clean? Are you sure YOU are clean? A few practices borrowed from safe sex would go a long way for most businesses when it comes to email. Here are some things to watch out for:
* Long cc lists: It’s the email equivalent of multiple partners. Copying more than a dozen people when sending email is a bad practice. It can get you blacklisted as a spammer. Then no one will get your email.
* Using DSL or your cable modem ISP to send email rather than your own mail server. ElegantFlowers@comcast.net, for example. This looks amateurish and cheesy—like a bad suit on a first date.
* Forgetting confidentiality and privacy. You thought he/she would never tell anyone? You were wrong. People assume that the contents of their emails are confidential and private. A big mistake. Emails get passed on like, well, STDs. If it’s in an email, it can be passed along!
Christos Moschovitis, CEO
Anna Murray, President
tmg-e*media, inc., a technology-consulting and interactive-media firm.
www.tmg-emedia.com |