Of all of the equipment in my home office, my laptop is the one piece that makes it easier for me to run my business.  While the only problems I’ve had with my laptop have been self-imposed, a computer can offer a few challenges that are easy to overcome.

Challenge #1: Storing too much information on your computer

You can store more data on your computer than in your file cabinets…great. But that doesn’t mean that your hard drive won’t fill up as quickly as your cabinets, which makes it difficult to find the files you need.

Solution:

Dump the files on your hard drive the same way you would the papers in your file cabinets. If you know you won’t refer to a file again, delete it. Otherwise, you’ll waste too much time searching through files you don’t need, to find the ones you do need.

Challenge #2: Being vulnerable to losing data

A computer is easy to replace, but data, not so much.

Solution:

Don’t wait until your computer crashes to think about backing up your data.You never know when your computer is going to give out or in my case, crash to the ground. One of the best investments you can make is in a reliable backup system. Whether you use a manual system or a virtual backup system, keep in mind that data can be time-consuming and even impossible to replace.

Challenge #3: Using slow, outdated equipment

If you total the amount of time you waste waiting for your computer to process, you may find minutes quickly turning into hours. Can you afford to waste that much time?

Solution:

After you take the time to figure out how much time you’re wasting while waiting to download files, print documents or process data, you’ll realize it’s time to upgrade your equipment. Computer prices drop daily and good deals are easy to find. Bizrate is one of my favorite sites to compare prices.

What computer challenges have you faced and how have you handled them?

Guest Post By Chelanie Israel (aka Miss Mac)

Clients often come to me after their hard drive or archive drive has died and when I ask them if they have backup, they give me a “No, of course not…why do you think I came to you?” look.

I can’t stress back up enough.

How often do I backup? Every day, every week, and anytime I’m doing something I don’t want to lose. For me, that’s everything.

I keep three copies of everything and sometimes four if it’s something I just can’t live without (i.e. my client database, the things that help me do my job: passwords, settings, Quickbooks, and the projects I’m currently working on).

Keeping Data Safe

Some of the things that I do to keep all of my data safe is:

• Replace my drives every two years. Why? Because a hard drive is just like an engine. When it gets to total time it will crash. The average life span of a drive is 3-5 years if you use it like a normal person. If the drive is being worked 7/24 (most servers, web servers, and backup drives) cut the life span in half. So replace those drives every year-and-a-half to two years to keep your data safe. I get a new drive and copy the data to the new drive. Then I keep the old drive as my second copy. When I get to the third generation…then I consider deleting the data, but usually just stick it in the safe.

• Back up often. TimeMachine will backup once an hour. It keeps 24 hours of hourly backups, and then it keeps one backup a day for 30 days and then a weekly backup until the hard drive is full. When my drive is full, I replace it. Then when I’m ready to replace it again, I take the old drive and erase it for use again. (Be sure to write the original date of service on it so you can replace it appropriately.) This gives me 6 months of backup that I can go back to at any given time.

• Manually backup once a week on another drive. These drives become my archive drives. They don’t get erased until I feel like the data will no longer be needed. In my business, that’s never. But you know how long the information you need should be kept.I also backup to an offsite server once a week, or whenever I feel like I have something I can’t afford to lose. If it will take more than two hours to recreate, I back it up offsite. For the average person, that’s an external drive that you can swap every couple of weeks somewhere offsite. Great offsite storage ideas are relatives, a safety deposit box, friends or a virtual drive.

• About every 3 weeks, check my backups. I check a few documents, my calendars, etc. to make sure that they are working in the old format. That way if something happens, I can go back and rebuild if I have to.

Archiving Information

Archiving information is not the same as backing up information. Remember, you have to backup your archives just like you backup your current data. You just have to decide how long to keep backup of your archives.

If you are going to keep your data for a long time, you might consider investing in a fireproof safe to store your backup drives. Of course it’s a great idea to have a copy of your backup drives locally and a copy somewhere else as well, in case of disaster.

If you are using a Mac and you have 10.5 or 10.6 it’s as easy as getting an external drive and plugging it in. If you are using a windows machine, almost all external drive comes with some type of backup software and if they don’t, hit Google.

There’s always manual backup, which I suggest you do even if you have back up software on the important and mission critical data. Mission critical is something that if you don’t have, it would make staying in business hard or impossible. It’s always good to have a minimum of two copies and three is better. Why, because there is always a chance of corruption in your backup.

Virtual backup is another option. In part 2 of this post, I’ll share tips about virtual drives.

Chelanie Israel, aka Miss Mac, has worked with Apple Computer since 1986. She worked for Apple for 16 years, Adobe for 9 years and has worked with Intel, View Sonic, and Sling Media as well as many other leading technology companies as a vendor representative over the last 20 + years.

The cost of equipment and the size of anything with an on and off switch (to borrow a phrase from flight attendants) drops all of the time. So having access to the equipment you need to help you stay productive is easy. Knowing what to buy can be tougher, but it doesn’t have to be.

The Crucial Computer
Keeping up with the latest computer is as easy as changing the tires on a moving car. You can either wait until you think the time is right to buy — which unfortunately is never — or you can buy what you need. Better yet, buy more than you need.  A rule of thumb is that a computer can’t be too fast or have enough memory.  Make sure that you buy a computer from a reliable source and that support is available if something goes wrong with it.

Picking an All-in-One Machine
Anything that leaves your home office reflects you and your company. Considering how much the price of all-in-ones (printer, scanner, copier and fax) has dropped, there’s no reason to give clients poor quality copies or crappy sales materials. When you’re looking for an all-in-one, find out the paper capacity. The more paper a printer holds, the less time you’ll spend refilling the paper tray.  Find out what the largest size print is that you can make.  At times, 8 1/2″ x 11″ prints may not be large enough.  Also, look at the “footprint” or the amount of desktop space it needs including the paper tray, and make sure you have room for it.

A Reliable Backup System
You can replace hardware, but data, not so much. One of the best investments you can make is in a reliable backup system.  You can choose between a removable media drive (a thumb drive) or an external hard drive.  Remember to test your backup system often to make sure you’ve actually saved your information.  Also, keep three copies of your backed up data in different places (especially somewhere other than in your home office).

Protecting Your Investment
Always use a surge protector for your equipment to protect it from power surges. One step further is to invest in an Uninterruptible Power Source (UPS).  A UPS gives you at least five minutes to backup what you’re doing before the power goes out.

Shredder
A shredder is one of the best ways to protect important information including credit card numbers, your social security number and any other information someone could use to steal your identity.  You can buy a small shredder that rests on top of your trash can or a larger one for bigger jobs.

Voice Mail
You’ll need a separate phone line (your cell phone will work too) that only you answer and a reliable voice mail system (family members aren’t always the best at taking messages). Test your outgoing message to make sure there aren’t any noises in the background that you didn’t notice while you recorded your message.

Keeping up with the latest piece of technology is challenging and at times, frustrating.  By finding the right equipment to meet your needs, you’ll be able to keep up with technology and with all of the other demands on your time, with or without an assistant.

1. Computers. Computers have come a long way from cabinet-sized hard drives to small laptops. From storing information electronically to keeping us on budget and on time, computers are invaluable for running a homebased business.

2. Handhelds. You say Blackberry and I say iPhone. Either way the Internet, contact information, to-do lists and anything else we need to function every day is in the palm of our hands.

3. The Internet. Anything you need to know is only a keystroke away. Encyclopedias, phone books, printed manuals…who needs them?  More updated versions of almost anything in print is available online.

4. E-mail. Communicating with someone halfway around the world is as easy as staying in touch with your favorite local client. No more waiting for snail mail or overnight mail. If you need an answer from someone, you can have it in seconds.

5. Voice mail. Leaving a message with a receptionist is annoying and time consuming.  Being able to leave a voice mail message instead of dictating your name, number and purpose of your call makes communicating easier and is a more efficient use of time.

6. Cell phones. Isn’t it great that anyone can reach you anytime on your cell phone?  Isn’t it awful that anyone can reach you anytime on your cell phone? That’s why there’s Caller ID.

7.  Scanners. The paperless office is no longer a dream, but a reality. File cabinets around the world are breathing a sigh of relief because they’re not as full as before. Instead you can scan papers and store them electronically. Don’t forget to back up anything you scan and save.  3-in-1 machines (printer/scanner/copier) are the ideal space-savers.

8. Videoconferencing. Face to face meetings don’t have to include an expensive flight, hotel and travel expenses.  Instead you can meet with clients virtually and best of all, you can sleep in your own bed at night.
Is there any piece of technology that’s making working from home work better for you?

I especially liked the tip about creating Tweetbacks for WordPress. It combines the comments people make about you on twitter, with the people commenting about you on your blog. It’s a match made in heaven…or at least on the Internet.

• Often times when laptops are dropped the hard drives are jarred destroying the ability to access the information on it. It’s very important to 1) have a good backup 2) have a good tech and 3) encrypt your data – especially those of us who have portable devices such as laptops and thumb/USB drives.

• Almost all laptops have an additional plug in the back for an external monitor. If you don’t have a monitor, most new TV’s will work (which BTW is a great way of showing family pictures from your computer).

• Most laptops have a “Function key” usually marked “Fn” which is usually located near the left of the space bar. Notice the color, now look on your keyboard for a key with the same color and a picture of 2 boxes or a “crt/lcd” (usually it’s located on one of the number keys). Hold the function key down and tap that key. Although not portable, it will give you access to your system until you can get it repaired.

John brought up one final point that put everything in perspective: “In the big picture, be glad it’s only the computer that got hurt and you’re okay.” And that ended my pity party.

You never know when you'll need to fix your computer.

It turns out I’d cracked my LCD screen and a guy at the Apple Store told me Apple could fix it for $750. Really? I could buy a new Mac for a few hundred dollars more.

As I left the Apple store I remembered I’d met a Mac consultant, Chelanie Israel (aka Miss Mac), a few years ago. I went home, called Miss Mac and told her about my cracked screen. She said that she could replace the screen but it would be cheaper to send my laptop to Powerbook Medic. Someone who gives up business to help a client save money is at the top of my list. After I thanked her one too many times—I was going to save $500—she said that if I needed help again, she knew I’d call. She’s right.

Whether you use a small computer support service, a national chain like Geek Squad, or even a local high school kid to fix your computer, keep your computer guru’s phone number nearby. You never know when you’re going to need help with your computer, especially if your klutz ratio is as high as mine!

When I told a client that my twitter following was growing, she admitted that she had no idea what I was talking about. I explained that Twitter is a microblog that allows you to update friends and clients in 140 characters or less. That made it clear, right? Not so much. When I saw the confused look on her face, I realized I needed to find a better explanation.

If you don’t have a clear understanding of twitter or just want to watch another YouTube video, gather around, grab some popcorn and check out “Twitter in Plain English.”

When you’ve learned how to tweet and why, you may be inspired to sign up (it’s free). Then after you’ve joined the Twitter community, you’ll discover ways to spread your business message, be able to keep your clients and friends in the loop and maybe even improve your status with your kids (although mine still think I’m too uncool to tweet). I’ll take two out of three anytime.

Shredders are invaluable for protecting information.

The other morning while I was working in my home office, I heard a strange grinding noise. (Sounds like the opening line of a gory, horror movie!) I knew it wasn’t a lawn mower or a leaf blower or the neighbor’s go cart so finally I went outside to check it out.

Parked in front of my neighbor’s house was a huge truck with a shredder inside. My neighbor had trashcan loads of paper to shred and instead of wasting time shredding each piece, he had hired an on-site shredding company to do it for him. He could have just loaded up his car with boxes of paper and recycled them, right? Not so fast. There was the security issue—he had old tax information to shred—and then there was the possibility of identity theft.

I hadn’t heard of anyone working naked hiring someone else to shred their papers (my corporate clients have done that for years), but it made perfect sense. I’ve been through three shredders in two years because of my impatience at shredding. If a shredder can shred 8 sheets at a time, I shove in 12.

If I ever need to shred a massive amount of files, I’ll call in for shredding reinforcements or see if I can test my luck and avoid burning through a few more shredders.

According to a recent issue of Southwest Airlines’ Spirit magazine, a study by British tech recycler Regenersis reports that cell phones headed for recycling aren’t always cleared of their information. They found that 65% of old cell phones had saved text messages, 50% contained personal contacts, and 31% had pictures. And they recommend that you use a recycler that guarantees to clear all of your data.

I guess that solves the mystery of how embarrassing photos make it to the Internet.