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SharePointHosting.com’s – SharePoint Demystified

January 24, 2011 By 1 Comment

When I  first started this site I added a number of “How to…” videos  from Robert Crane which now make up the core of our SharePoint section.  It’s has been awhile since I’ve added anything new to this section.  Too often I find that SharePoint sites have more to do with the technical/administration side of managing the software or touting the latest version rather than how to work with SharePoint as a tool.  We believe that browser based applications are the future of productive technology.

With that in mind, I direct you to a site that I just discovered that I think will help you understand how to use SharePoint in your business, SharePointHosing.com’s-SharePoint Demystified.  Whether it’s SharePoint, Dream Weaver, Excel or any new program, to become proficient with software requires training.  What I like most about the site is the included numerous videos for the visual learner, which give a clearer understanding of the user interface and functions of the application.  Interested in SharePoint? Take a look at this site:

http://blog.sharepointhosting.com/Downloads/SharePoint-Tutorials.aspx

Filed Under: Blog, Browser Apps, Business Tools, Sharepoint Tagged With: ,

What is your Pain Quotient?

January 13, 2011 By Leave a Comment

Several months ago I was approached about how to determine when a business owner should outsource their technology needs. Originally I wrote almost 900 words but decided it was pontifical and still hadn’t gotten closer to a true guideline. I’ve tried several other times to write this article but was challenged by my content editor that I sounded too much like a sales person.  During the post-Thanksgiving and pre-Christmas period I re-read Rework by Jason Fried & David Heinemeier Hansson of 37 Signals. I was reminded that businesses should hire to alleviate pain.

When you started your business you knew everything about the business and you wore many hats from product/service development, delivery of service, network administrator, and janitor. This not only saved you money but “it’s your baby”; you want to nourish every aspect of growth because it is YOURS. As a “solopreneur” some of these roles never change but whether you are a one person CEO or master of a 30 person company, as a small business owner there are several aspects of network administration that we think you should know or at least have documented at your site:

  • Know your passwords
  • Know how to properly start and restart your server
  • Know how to add or disable a network user
  • Know how to change a password
  • Know how to check to make sure your backup is running
  • Know how to restore a file from backup
  • Know how to check if your antivirus is up to date
  • Know how to run and schedule a virus scan.
  • Are your system security patches up to date? Are you only relying on MS/Apple updates?
  • Do you have a recovery plan? Could you start over again if you had to?
  • (See more…)

In the beginning, computer/networking was easy and you had time to learn not only about computers but you also learned about printers, routers, firewalls, Office software, QuickBooks, etc. Besides, how much trouble can one computer be? Yet as time marched on and things changed, you probably focused more and more on your marketing and providing good customer service.

You save money by being your own janitor or network administrator and this is a good practice as long as everything is housed in your second bedroom or garage. But when you move to an office suite the trash is sometimes forgotten and the office manager only vacuums the reception area and conference room. In short, it is no longer convenient and control has been relinquished. The same applies to your network; if you or someone isn’t checking on your daily/weekly backups, taking care of the printer that requires constant restarting, applying the security or product updates for your workstations, or monitoring your client/ inventory/business software then it’s time to seek assistance. In short, what is your pain quotient?

Many of us view our pain in a “break fix” fashion or better yet all problems are approached from the “If it ain’t broke don’t fix it” position.  For the occasional break down this is a workable philosophy, i.e., printer, router, or hard drive failure. On the other hand, how much time does a reoccurring problem cost you? How much is your time worth? Did you interrupt your business call to crawl on the floor because you lost your connection to the internet again? How long can you afford to be offline? If you no longer have time to maintain your list of network “should’s” and you’re still crawling around on the floor pulling wires instead of making a sales calls, then you’ve reached your network pain apex. Is it time to outsource your IT network support?

Filed Under: Blog, Business Tools, Maintenance Tagged With: , ,

Is Your Wireless Naked? – Continued

January 5, 2011 By Leave a Comment

Pardon me if I lost momentum during the holiday blitz but I hadn’t forgotten that we are following Brian Posey’s articles on wireless security.

I’ve chosen to follow Brian because he’s a known expert and I want my readers to become familiar with security issues and good technology support sites, but I feel no inclination to repeat Brian’s work and somehow “tweeting” just doesn’t do it. In his December article, Brian focus is on the visibility of your wireless access point, SSID broadcasting and MAC address filtering.

I’ve always thought that MAC address filtering was cool but as Brian points out it isn’t always practical. To the point, many SOHO wireless devices will automatically populate attached network adapter device addresses (MAC address) and give you, the user, the opportunity to “lock in” only those addresses. This is a simple process until Cousin Max or your attorney visits and wants to connect his laptop to your network. My suggestion for businesses concerned about security is: set up a second wireless device which distributes a different range of addresses for non-office computers. If this sounds complicated, call me.

Filed Under: Blog, Business Tools, Network Security Tagged With: ,

Office 365, Re-branding or BPOS Upgrade?

November 15, 2010 By Leave a Comment

Last month Microsoft announced a new web based product called Office 365, a re-branding and upgrade of their Business Productivity Online Suite (BPOS). I’ve just begun my training on this product and will offer a demo service to all  when I’ve completed this process. In the meantime, our BPOS demo and product are still available. Contact us at phill@briscoenetworksolutions or see the BPOS section on this site. Most important with this announcement is what it really means; my judgment is still out but I thought I’d share several blog posts which express a variety of views:

A word to the wise:  Businesses are in the business of selling the sizzle, and we may have to wait to taste the steak.

Filed Under: Blog, BPOS, Business Tools

Is your wireless still naked? #2

October 29, 2010 By Leave a Comment

In my last wireless post I mentioned that Brian Posey was writing a series on wireless security and rather than duplicate effort I direct you to his latest blog postings on wireless security. Brian reiterates what we discussed in our article about simple security, i.e., most wireless appliances are configured through your web browser and the default user name and passwords are well known and used by everyone. Changing the default password is a simple security step which many techs either don’t configure or forget to configure. The excuses that access to the access point is infrequent and over time passwords may be forgotten only means that the network hasn’t been documented. As to default passwords, as Brian covers in his article,  the following chart is a case in point.

Common Wireless Device Browser Access Defaults
Device

Access Address

User-name

Password
Linksys

http://192.168.1.1/

“blank” or admin

admin
Netgear

http://192.168.0.1 or http://192.168.1

admin

password or 1234
Trendnet

http://192.168.1.1

admin

admin
DLink

http://192.168.0.1

admin

“blank” or admin

Now before you get upset that I’ve given up the farm, just think are you using the default passwords with your wireless access points; are you using the default IP address; did you know that this information is readily available from the manufacturers support site? Take a little time, read Brian’s article, and think about it. Are you going to make any changes?

Filed Under: Backup and Security, Blog, Business Tools, Maintenance, Network Maintenance, Network Security Tagged With: , , , , ,

Is your wireless naked?

October 14, 2010 By Leave a Comment

Over the years I have always been reluctant to endorse or install wireless networks for clients, but who am I fooling as I set in my neighborhood coffee shop and begin this post? Wireless networking is fact of life for all of us, so let’s be clear that the primary issue with wireless networks is always security. Wireless network security has two major points of vulnerability: 1. Laptop vulnerability in open networks and 2. Securing wireless access points (wireless routers).

Whether your workstation is wired or wireless it can always be a target for hackers or malicious malware (viruses, Trojans, worms, etc.). All networks should have a physical/hardware firewall separating the network computers from the Internet. Depending on the level of sophistication, the firewall can not only provide separate private addresses for the local network, thus separating the local network from internet, but more sophisticated firewalls can also control or limit the type of inbound and outbound traffic. In many coffee shops and open networks there is no access control except network address translation (NAT) to provide private addresses for multiple machines which allows them to access the internet using one internet connection. This is done to accommodate all wireless users that may come in wanting to use the wireless internet.  Some “hot spots” require a web interface logon which may require an additional paid access or some kind of acknowledgment (room number or agreement) which may mean that remote access is better controlled with increased security. In addition, some of these locations may limit remote access Virtual Private Networking (VPN) or remote desktop access (RDP) allowing only web based email or Remote Web Workplace connections. In that case, however, the security is increased.

On the other hand, you are at the local neighborhood coffee shop and what do you do?

Install a personal firewall! The following links provide a list of current personal firewalls including several that are free: http://www.firewallguide.com/software.htm#Top_Picks and http://personal-firewall-software-review.toptenreviews.com/. I don’t make any recommendations because other than intrusion defense the various models work differently. Some are configured automatically (my favorite) while others are more technical; if you don’t know what SMB or ICMP means, work with the more easily managed applications.

As stated earlier, I believe all sites whether office or home should always have a physical firewall in place and wireless routers can also serve that purpose. Note that the range can be varied both in function and cost; recently one of the professional magazines to which I subscribe gave a list of 5 quality WLAN (Wireless Local Access Network) adapters: http://www.channelpro-digital.com/channelpro/201009?folio=20#pg22. Take time to do a little research about the appliance you want to buy; besides being rated for bandwidth speed, I recommend that the appliance have a web interface that you can understand and if you are using virtual private networking to access a site make sure that its firewall can be configurable and that it allows VPN pass through. When I encounter a router that I’m not familiar with, I go to the manufacturer site and look at the user manual and view not only technical specs but also how to configure the router for my clients.

Finding the right wireless adapter/access point is only part of the issue when setting up a wireless network. Almost all of the consumer grade products come ready to go, just plug it in and you can reach the internet. Although this can make life simple, an open network is an invitation to trouble; therefore the next step, configure encrypted wireless access. Did you look at how to configure wireless security when you reviewed the user manual? Use WPA (Wi-Fi Protected Access) encrypted security. We aren’t a how to site but take a look at Brian Posey’s evolving discussion regarding Wi-Fi vulnerabilities and how to secure your home or office network: http://www.windowsnetworking.com/articles_tutorials/Securing-Wireless-Network-Traffic-Part1.html. Wireless networks are a fact of all of our lives but there are risks; please play heads up ball.

Filed Under: Backup and Security, Blog, BNS Services, Maintenance, Network Maintenance, Network Security Tagged With: , , , , ,

Are you really ready for the cloud? (Part 1)

October 11, 2010 By Leave a Comment

With all of the hype about new tech devices, iPhone, iPad, Android, Kindle, etc; cloud computing hype; social media sites; and the liberal sprinkling of new tech sounding terms, i.e., bandwidth, html, “Are you Tweeting?”-we all wonder where we really fit into the grand scheme of things. As a business person we know that technology is our future and if you don’t have a website you’re not even in the game. On the most simple level, with a computer and high speed internet, and as long as we have email, word processing software (no, they don’t make word processors any more), and maybe a spread sheet, we can compete.

Too often, businesses will make the change to browser-based applications to save money and as an infrastructure focused business we will always support saving our clients’ money. Low costs should not be the guiding principle for making the change to cloud-based solutions if the result is an increased staff learning curve or loss of functionality.

Recently I had a conversation with a colleague about our respective client making decisions about moving to the cloud. Although my colleague views the movement to online services as “faddish”, we agreed that before making the move to any level of cloud services businesses should review why they are making the move and make their expectations clear. The assumption that all problems will be solved with movement to the cloud is absurd but often when displeased with spam, changing backup tapes, or server replacement many business owners make snap decisions.

From my point of view there are two approaches for businesses reviewing whether you are ready for assessing cloud readiness:

  1. Are you an early adopter?
  2. What questions should you ask before you consider a cloud solution?

When we talk to companies about online solutions for collaboration, quite often we meet with resistance because of the unknown.

  1. Fear money and time will be lost trying new solutions that may not work.
  2. Fear of time lost trying to learn new software.
  3. Fear of trying something different.

The resistance to change is natural; and besides “if it ain’t broke don’t fix it”. I understand this attitude but it is also important to realize that technology is not stagnant, nor is your business. When I first start talking to clients about their computer networks, my initial focus is fixing problems, stabilizing and securing the network, and documenting the network physical infrastructure. My next question is “do you need a server?” or “do you need to upgrade your server?” The question is not about technology but about how to solve network, collaboration, or communication problems; how to become more efficient; and how to accommodate business growth. With the current glitter/glimmer about cloud/browser based computing this issue becomes opaque and the choice is not just whether it’s Google or Microsoft Business Productivity Suite (BPOS).

“Do you need a server”? Over the last five years, I’ve provided periodic support to a small consulting company which has grown from the two principles to a staff of 4 with periodic additional consultancy and clerical support. Last November, they called thinking that it was time that they added a server to centralize document sharing, backup, calendar sharing, and increase security. During my network analysis I discovered that they were running several different versions of Microsoft workstation operating systems which would have to be replaced to facilitate a server/client network. The Dell server they were contemplating, when optimized to meet their needs, would cost closer to $2500 rather than the $400 base price advertised on the website plus the cost of my services to set up and configure the new network. After some discussion, they began to explore Microsoft Business Productivity Suite (BPOS) which included hosted Exchange for email and calendar sharing, hosted SharePoint for document storage and versioning, and Office Live Meeting, a bonus for a consulting company, to produce online seminars (Webinars) without staff leaving their office.

“Do you need to upgrade your server? A non-profit client which has numerous sites with 5-10 staff persons at each site was set up with an ill-conceived centralized server to manage their network, antivirus, time keeping software, organizational documents, and three databases. The centralized server was never an adequate solution because of the need for all network traffic to access the centralized server (latency/network traffic slowness). After exploring numerous options and an aborted technology plan, today they are testing Google apps as a solution for email and shared documents. In addition, we began talking about online time keeping; hosted SharePoint or Google for document management, and a hosted SQL (Structured Query Language) database. Although, this process isn’t complete, my client realized that they are in an untenable situation, made more difficult as the warranty is running out for their server and they also have to contemplating replacing 30 workstations. To date their solution has been to move all clients to Google Apps for email which solved their email inconsistency problem. They’ve switched to QuickBooks online to solve the latency (slow) response time for the accounting staff. They are still using the time keeping system on the server although the option to move to an online version is still an option. They still need to resolve the client database issue, but reducing most of the staff issues to web based applications not only allows staff to access email from any computer but reduces the need to currently consider replacing 30 workstations. My suggestion will be to extend the warranty until they resolve the database issue.

“I don’t have time to test new stuff” or “I’ll wait until ‘so and so’ tries it then I’ll see if it will work for me”. Time is an issue for all of us but the question is not if you are going to learn to use new tools but when. If you are moving from Office 2000/2003 to 2007/2010 you will have to consider whether your current computers are compatible as well as needing to learn new ways of working with the software. Business productivity software quite often has the same functions but new ways of implementing or presenting such a function. Learning new tools could be driven by your desire to be “up to date” but better yet consider staff training before any new software is implemented.

These examples were not designed to assuage your fears about change but to suggest that you begin reviewing your business needs and identify pain points which you know you will need to change in the future to be more efficient and reduce costs. It is imperative that you define your specific business needs in terms of your business process, not in the terms of technology. So far we have been talking about online services as an infrastructure solution. There are other considerations, such as, operating expenses must be compared to capital expenses, i.e., customization of specific off the self-applications or databases to meet your specific needs. Online computing may not be for everyone but the changes are coming; where you are in the process?

Filed Under: Blog, BPOS, Business Tools, Google, Network Maintenance

Simple Security

September 8, 2010 By 1 Comment

Last month, shortly after finishing a telephone call with my friend “Lucy” I got an email from her saying that she was stranded in London, her suit cases and passport had been stolen and although she had found refuge at the US consulate she needed some money to tide her over until problems could be resolved there. I know spam when I see it so I deleted the message.

Later that day I got a panicked call from Lucy relating how her Hotmail account had been hacked, her account password had been changed, and the problems she encountered with Hotmail trying to regain control of her account to change her password and eventually delete the account. Lucy uses this account as one of her business email accounts and she was much chagrined when a spam/solicitation email was sent to all of the addresses in her email address book. Besides of the embarrassment, Lucy had to contact all of the people on her list to explain and apologize for some criminal’s actions.

I tell this story not to point a finger at Lucy but to illustrate that crooks and thieves use any method possible to gain control of your personal information though hacking, viruses, spam, and other malware. My message is to be careful. I’m often angered when I talk with clients who don’t get that point. Although nothing is fool proof, may I make the following suggestions?

  1. Change your user passwords several times a year (ideally change passwords every 90 days). More often than I’d like I’m confronted by a client who finds that passwords are too much of an inconvenience. Even if you only have one computer at least put a password on it to keep the kids out.
  2. Not using your computer? Log out or shut it down. Before we became so environmentally conscious it was customary to always leave business computers on to allow for operating system updates and remote access but in today’s world if your aren’t going to remote into your workstation over the weekend shut it down. If you are going to use the machine at least log out to break the direct link to the server and your user profile.
  3. When was the last time you updated and ran your antivirus or antimalware software? Yes I know that these applications are automated but other than just a maintenance check are they running properly?
  4. Do you have a personal software firewall installed on your computer? Many of us laptop users are at home sitting at the neighborhood coffee shop. Although the major coffee vendors include some sort of authentication and have monitored systems most local coffee houses do not; which gives rise to a concern for added hacking security. Most major personal antivirus and personal firewall vendors now offer Internet security products which include anti-virus, anti-spam, and firewall protection. I like the additional firewall protection but it requires that you learn how to use it as to not block you favorite programs. I’ll discuss this more next month.

With the convenience of the Internet comes added responsibility; quite often the most secure thing you can do is turn off your computer or change your passwords every several months.

Filed Under: Blog, CyberCrime, Maintenance, Network Security Tagged With: , , , , ,

Now is the time for Windows 7

September 1, 2010 By Leave a Comment

I’ve been using Windows 7 for over a year at this point and after Vista have been quite pleased. Standard practice for many independent IT pros has been to recommend delaying installing new operating systems until many of the kinks had been worked out. In addition, Windows XP does not have a natural migration path to Windows 7, i.e. clean install. My recommendation was for businesses to wait and replace existing Windows XP computers with new Windows 7 machines; but that was last year. What are we doing now?

Recently, I received several requests inquiring about the cost associated with “upgrading” Windows XP workstations to Windows 7. Well, my hourly rates stay fairly standard depending on the tasks but more importantly: Who am I talking to, what kind of business are we talking about, and what is the condition of the workstations and network? I understand the reluctance to exchange information with a stranger but I don’t proceed unless we can meet and those questions are answered. Given my position I thought I’d take the time to outline several issues about installing Windows 7 Business edition.

First off, if you are a business please purchase Windows 7 Professional or Ultimate for your network. These versions allow for more network flexibility and improved network functionality, printing, and security. Yes, I know Costco, Best Buy, and Fry’s have good deals on various home versions on new computers but purchasing the appropriate version saves us all potential problems down the road when you decide to grow your network or install a server to your network. More specifically, let me highlight a few issues that need to be considered before you consider moving to Windows 7 (32 or 64 bit):

  1. There is no Windows 7 upgrade path for the following operating systems:
    1. Windows 95, Windows 98, Windows Millennium Edition, Windows XP, Windows Vista® RTM, Windows Vista Starter, Windows 7 M3, Windows 7 Beta, Windows 7 RC, or Windows 7 IDS.
    2. Windows NT® Server 4.0, Windows 2000 Server, Windows Server® 2003, Windows Server 2008, or Windows Server 2008 R2.
  2. Supported upgrade paths:
From Windows Vista (SP1, SP2) Upgrade to Windows 7
Business Professional, Enterprise, Ultimate
Enterprise Enterprise
Home Basic Home Basic, Home Premium, Ultimate
Home Premium Home Premium, Ultimate
Ultimate Ultimate

  1. Is your current computer hardware adequate to run Windows 7? I know that your computer is labeled Vista compatible but will all Windows 7 features work? Take time to explore the Windows 7 system requirements. Better yet Microsoft has supplied a tool, Windows 7 Upgrade Advisory tool, this can save you research time and point out hardware limitations and possible hardware upgrades if necessary.
  2. Included in the hardware requirements is driver support for network adapters and video cards. The advisory tool should inform you of this factor but if there is any doubt, check with the hardware vendor and download the appropriate driver before you begin you upgrade or installation. Believe me this will save you quite a lot of time and hassle.
  3. Whether you upgrade or perform a clean install, check to make sure that your favorite line of business software and other applications will work with Windows 7. This is particularly important if you move from 32 to 64 bit hardware. In addition to going to the vendor support website, use your favorite search engine, explore the experiences of other users, and call the vendor if there is any doubt. There is nothing more sad than listening to a client who has their major database in dos, Excel 2000, or FoxPro but doesn’t realize this until they upgraded their entire network and all of their business is dependent on this software. Do you buy the upgrade version of your software; migrate the database to new software; have new software built or start from scratch and manually re-input a lifetime of customer and inventory information?
  4. Whether you are doing a clean install or an upgrade it is essential that you backup your data before you begin. Note: backup will include all of your documents and data but not applications (programs). Also note, that Windows XP backup is not compatible with Windows 7. If you use third party backup tools make sure they are compatible with Windows 7. To facilitate the backup of data prior to moving to Windows 7, Microsoft provides the “Easy Transfer Tool”.
  5. For more complete information about “Upgrading from Windows XP to Windows 7“, see http://windows.microsoft.com/en-US/windows7/help/upgrading-from-windows-xp-to-windows-7.

I’ll talk about early adoption later but from here on out as businesses purchase new computers or look to upgrade their networks, Windows 7 is going to be the operating system of choice. Fear of change should not be a guideline as you move forward but advance planning should be your mantra.

Filed Under: Blog, Business Tools, Microsoft, Network Assessment, Operating Systems, Windows 7 Tagged With: , , , , , ,

Corey’s Corner | Finding the Web Designer for You

July 7, 2010 By Leave a Comment



In my last post for Corey’s Corner, I covered some easy to make mistakes when dealing with building a cohesive and easy to use site to promote your business. This month, I’d like to cover the process on finding the right web designer for you, and how to utilize their talents to the fullest.

It’s easy to be intimidated by technology you imperfectly understand. We all have had a moment when facing someone from a younger generation, full of internet slang and enthusiasm, babbling in a language that is near incomprehensible. In fact, to some, I have been that person. In the end, it’s easy for both parties to feel frustrated by the lack of effective communication, and both walk away unsatisfied by the interaction. Sound like something you want to encounter every time you need to update, upgrade or change your website? Heaven forbid that you ever have anything actually break. This is why choosing a web designer that you are comfortable with is such an important task. It literally can make or break your foray into starting or even expanding your online presence.

Some key things you should look for in a web designer are their organizational, professional and communication skills. Do they respond to your emails promptly? (We’re talking within 48 hours, not 30 minutes people.) When you have questions, are they able to answer in a way that you can understand? If their initial answer is vague or incomprehensible, are they able to take the time to explain what they mean? While inability to accomplish these things doesn’t make the individual a bad web designer, it does make them a bad fit for you and your needs.

Another important thing to take note of is skill. While that may seem obvious, it can be easy to fall prey to fancy promises and guarantees of success. If the designer in question isn’t able to produce a portfolio of work, makes promises that sound too good to be true, or doesn’t seem to be listening to your concerns, they may not be the designer for you. Better to spend time talking to prospective designers than find out they’re scam artists after you’ve invested thousands of dollars for a site you and more importantly, your customers, hate.

A little time spent looking at ideas and talking about goals not only helps the designer understand what you want, but it can open a dialogue in which clear deadlines and goals are set for both sides of the designer client relationship. Don’t be afraid to be clear and up front with what you want! A competent designer should be able to tell you if what you want is possible within a given time frame. An ethical one will tell you if the goals you’ve set are reachable. Remember, however, that some of the onus is on you as the client too. Are you being unrealistic? Are you listening to what the designer is trying to tell you? As long as you keep your mind and ears open and use discretion, your employment of a web designer can be rewarding and worth the sometimes steep prices.

One last thing to consider when looking at developing a new or improved website is choosing between a company or freelance designer. While a company does offer the kind of personnel flexibility that can make finding the right designer for you easier, they also can tend towards template website designs as well as more rigid website packages. With a freelance designer, you can pick and choose what you do and don’t want, and can come out with a more unique look. On the other hand, you’re dealing with an individual that could get sick, have a family emergency, or even simply leave the industry. There’s no replacement for your needs in that situation, save hiring a new designer that may or may not know how to work with the previous designer’s website. This loses you money and time, not to mention the frustration of starting the search again.

In the end, how you conduct your search for a web designer is your decision. It’s your website, your money and your business. You are ultimately responsible for how well your website performs when all is said and done. With that in mind, take a moment to see this comic by my current favorite, The Oatmeal. Are you acting like this customer when dealing with web professionals?

How a Web Design Can Go Straight To Hell

Filed Under: Blog, Business Tools, Corey's Corner Tagged With: , , ,
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