What is a Small Business?

Does 250 to 500 employees sound like a small business to you? Surprisingly enough, most mainstream software companies think it is. Another firmly held belief is that a "small" business needs to pay anywhere from $150,000 to $200,000 for software and network equipment, and thats just for starters. Raise your hand if you can afford to pay that much for your software!

We here at DeskTop Software, Inc. firmly believe that the "big guys" are badly neglecting the TRUE small businesses. By our definition, a small business has less than 50 employees. Some small businesses are run by ONE person. Many small businesses have less than 25 employees. These are the companies for whom we will be creating unique, affordable software. DeskTop Sam is very excited about our "flagship" product, which will be ready for Beta Testing soon.

The first article in our "Productivity" series is written by Joel Suhm, our fearless leader and President of DeskTop Software, Inc. As a computer programmer, he has been creating business software for more than 16 years. Thank goodness he also knows how to write in plain English! :

DeskTop Productivity Series Part 1: Knowledge is Power
by Joel Suhm

Is your computer helping or hindering your productivity? We often hear that computers are supposed to increase our productivity. Its amazing how fast that word disappears from our vocabulary after we get one. In this newsletter well be concentrating on topics to assist you in getting some real production coming off your desk. Since the majority of our readers use Windows products, the examples given are for Windows, but this information will be useful for users of any system.

1. Glossaries and dictionaries - USE THEM. Even though it may seem very elementary, be sure to clear up concepts like computer, save, file, etc. While teaching a computer course once, I found that 7 of the 9 participants (office managers and secretaries) did not have a correct definition for file. Some places to look: the Help system on your computer; the Help menu on the program youre using; the Internet; a GOOD English language dictionary (yes, standard everyday English).

2. I strongly recommend spending some time getting familiar with the Windows Help system (click on the Start menu then Help). Even if youve been using Windows for a while, it is time well spent. The essentials contained in your Help system are universal to ALL Windows programs. There are a LOT of time-saving techniques in "Help" that work with just about every program you use, such as cutting and pasting, navigating around programs, changing settings and appearance, etc. Be sure to use the tutorials too.

3. Read the manuals and help systems that come with your software programs and visit their company websites. Many common (and not so common) questions are answered somewhere in the materials that come with their software programs, or on websites. AND they contain great "tips and tricks" which will save you much time, effort, money, and frustration. You might also be pleasantly surprised to find that most of the programs you already have can be doing more for you right now.

Heres an insider secret - computer professionals spend a LOT of time reading. Its often been said that knowledge is power. This is certainly true with your computers software. That computer in front of you can be a very helpful a tool. Like any tool, if you know how to use it properly youll reap the benefits. :

Avoiding "Manual Overwhelm"
by Nancy West

Have you ever tried to read a computer or software manual from cover to cover in one sitting? I dare you! If you can do it, well gladly create the "Geek Award of the Year" trophy especially for you.

The trick to getting all the helpful information out of your manual is actually quite simple: consume it in small helpings. Look for a "key word" in the index or table of contents which addresses or describes something of interest to you. Read that part and practice applying the information while using your computer. Be sure to have a good dictionary at hand, and use it! Refer to the glossary as well while you are reading.

By focusing on the elements which are most important to you, and getting to know them just a few at a time, youll soon be well on your way to "computer literacy." Just think of how much time youll be able to save by NOT having to wait on hold for a tech support person! Imagine the money youll save by NOT having to call in a computer expert to unscramble the messes you WONT get yourself into any more! Now go open that manual and START! :

DeskTop Productivity Series Part 2: Computer Must-Haves
by Joel Suhm

Keeping your computer productive and trouble-free these days requires a bit of foresight and preparation. In this issue I've included some suggestions for software that will help your computers run consistently in tip-top shape.

Firewalls

If your computer is connected to the Internet I can guarantee there's a hacker (or several) trying to look inside it. Whether it's a sophisticated criminal or a 13-year-old with too much time on his hands, you should take appropriate steps to protect yourself and your property.

My own personal computer has logged dozens of intrusion attempts in a single day. Larger offices will log thousands of attempts in a day. This is NOT a rare problem. I've listened to more than one programmer brag over coffee about how fast they can break into a system.

Though you may have nothing sensitive or confidential lying around your house, you wouldn't allow a stranger to walk around peeking in drawers or looking in closets, would you? You have locks on your doors to keep this from happening. Your computer should have a similar level of protection. Remember that 13-year-old with too much time on his hands? He's likely to just spray-paint the inside of your computer for the fun of it. Files can be deleted, software can be re-formatted, political messages & pornography can be inserted in the most DIS-concerting places. Trust me, THAT can ruin your entire MONTH.

The lock on the doors to your computer is called a Firewall. Get one. There are free ones out there so there's no excuse. There are two types of firewalls: those that come as software for your computer and those that are part of your network hardware. The ones that come as part of the network are a bit more robust and efficient but are more expensive and require a bit more expertise to use. Both will work. Test your firewall by visiting a website like www.grc.com so you know it's in working order.

Anti-Virus Software

Much has been said on the subject of computer viruses but it still requires emphasis. Even though I'm careful on this subject, my own computer has required one heart transplant as a result of a virus. One office I saw had their network infected three times in one month. One of those times they had to shut down their entire email system for two days.

Viruses (programs that make your computer sick) and Trojan horses (they wait until you're not looking) can ruin your computer or its data. They can spread themselves throughout your network, to your friends, and they can be almost incurable (and EXPENSIVE).

Like the viruses that plague humans, it's easier to avoid rather than cure. So, practice safe-computing: avoid contact (email, software, disks, etc.) with anyone you don't know and TRUST. Get some anti-virus software and USE it. Make sure you update your anti-virus software on a regular basis so you won't be caught off-guard as new viruses appear.

Beware of hoaxes as well. If you receive an email warning you about some new virus, CHECK IT OUT FIRST. I have not seen one instance yet where the warning was legitimate. Several I've received recently have either contained viruses themselves, or contained instructions that were actually destructive to your computer system.

Adware/Spyware

There are spies among us. They are interested in monitoring YOUR activities. They track the websites you visit, the links you click on, the software you have on your computer, and who knows what else (like your email).

Who would be interested in your computing activities? Advertisers for one; software companies who want to control the spread of bootleg software; governments; voyeurs; stalkers...... Instead of microphones and cameras they use software called adware or spyware. How does this stuff get on your computer? Remember that 'free' game or utility program you downloaded a while back? Or that time your neighbor had to 'borrow' your computer to check their email just once? Or that website that only ran after you turned OFF the security on your browser? Or that program you bought and paid hundreds for that 'needs' an internet connection, even though it has no logical reason to access the net?

I haven't seen a computer yet (including my own) that didn't have at least a DOZEN of these parasites running when first scanned. I've seen computers with a two hundred of them, all running continuously and slowing things down while they did their dirty work. One machine got to the point of being useless due to performance problems, entirely caused by "spyware." The person had to hire and pay a professional (me) to fix it.

What to do? Get an adware/spyware removal program. Scan your system on a regular basis. Get suspicious when your computer seems to be running slower than it used to or seems to be accessing the Internet without any reason.

Be careful about the software you install on your computer. If it says 'free' - remember they have to pay for it somehow. Even if you've NEVER installed any software on your computer, you still need to check it. Many new computers I've set up in offices over the last several years had spyware/adware pre-installed on them. Beware of websites without any obvious means of support. Be wary of any and all spam emails (delete them and block the sender WITHOUT opening or reading them).

Summary

Many software packages now come with software that handles ALL of the above. Also much of this stuff can be gotten for free. Shop around and find what's best for you.

Sorting out and fixing some of these problems can take DAYS of costly expert work and may still result in loss of important data, not to mention the loss of your productivity. It's cheaper and more productive to follow the suggestions in this article than to call someone like me later on to cure the problem.

I hope I've impressed upon you the importance of taking effective steps to safeguard your computer and its data. Putting reasonable precautions in place will make your computing experience a pleasant and dependable one. As always, if in doubt or if you'd just like some advice, feel free to give us a call. :

DeskTop Productivity Series Part 3: Windows Shortcuts
by Joel Suhm

Did you know that Windows can be used without a mouse? In fact, it can be faster and more productive and even sometimes easier to use your keyboard to navigate through Windows and your programs.

Back in the old days we used to count the number of keystrokes it took to get a certain task done as a measure of a program's worth. Nowadays we've gotten a bit lazy on the subject. Nevertheless, the number of steps it takes to get something done still makes a difference in our daily productivity, even on Windows. Using the mouse often takes several steps that can often be accomplished with one or two keystrokes. On repetitive tasks this can add up to a substantial amount of 'wasted' motion.

If you constantly find yourself switching between the keyboard and mouse while, for example, editing documents, keyboard shortcuts can be real time-savers. Most of these shortcuts work with any Windows programs and they work the same in each program. They don't take long to learn and with a little practice they'll become second nature and save loads of time.

Here are some common keyboard shortcuts. Give them a try and see how well they work for you:

• [Ctrl]+[C] - Copy
• [Ctrl]+[X] - Cut
• [Ctrl]+[V] - Paste
• [Ctrl]+[Z] - Undo
• [Shift]+(arrows) - highlights text for cutting and pasting
• [Alt]+[Tab] - switches you between the your active programs.
• [Windows]+[E] - launches Windows Explorer
• [Windows]+[D] - minimize/restore ALL windows on the desktop
• [Alt]+[F4] - closes current window/program

You can find more shortcuts by looking in Start, Help, Contents, Exploring Your Computer, and Keyboard Shortcuts. Find and use the ones that make YOUR life easier and more productive.

Even if you don't want to become expert at all the shortcuts available to you, using just a few that make your work more efficient can save you a substantial amount of time each and every day. Better yet, they cost nothing but a bit of learning to use.:

Stormy Weather: Failsafe Computer Protection
by Nancy West

Summer time is thunderstorm madness for many areas of the United States. These precautions are a MUST if you want to guarantee that your computer won't get zapped.

If a thunderstorm is approaching your area, shut down your computer and all peripherals immediately. This is important as it sometimes takes a few minutes to get all the programs closed so that you can safely shut down without losing any of your data. Once everything is turned off, unplug ALL power sources. This is VITAL! Even surge protectors and fancy power supplies will not protect you if a lightning strike happens to hit close to your house or office. When I was living in north central Idaho, a thunderstorm passed through with some violent lightning. There was a strike near the house, and blue sparks came out of ALL the electrical outlets in the house. In Florida and other areas, power failures are common during thunderstorms. If you are in the middle of something and you aren't connected to an auxiliary power supply, your computer goes dead and you lose ALL your data. Don't think this can't happen to you!

It is equally important to make sure all your modems or phone line connections are unplugged from the phone jacks. If you are on the Internet in any way, shape or form, lightning can still damage your computer through phone lines, DSL lines or cable lines.

Having to do all of the above may seem like a real pain, and a total stoppage of your productivity. This may be true, but consider the consequences of having your computer, your modem, your server, your printer, or your expensive power supply fried. They can die in a puff of smoke, or with a little whimper, but die they will. The cost of replacing equipment and retrieving data will far outweigh the small inconvenience of following the above safety procedures. Protecting your valuable equipment is the SMART thing to do!:

What is a Budget?
by Nancy West

If just looking at the word budget makes you cringe, you've come to the right place. Worse yet, if it makes you nod off into a semi-hypnotic trance, you really need to continue reading! There are several definitions of the word "budget," but they all boil down to basically the same thing. Budget is a noun which means an itemized estimate of expected income and expenses. It is also a verb which means to plan how certain funds are going to be spent. When you "itemize" your "budget" it means that you list out each specific expense. Now that wasn't so hard, was it?

You can have a budget for anything you spend money on. It could be your business, personal spending, household spending, you name it. Now why could something that simple be so difficult to confront? That's an easy question to answer: because it makes you actually look at how you're spending your money, down to the last penny. You may ask yourself why you need to do something so painful. Well, what if it could be relatively painless? What if it could even be easy? What if there was a way that you could easily understand and apply all the information you need to plan and manage your spending? What if it could help you to truly flourish and prosper? Would those be reasons enough?

I had to confront my own budget while I was testing Budget Wizard! I then wrote a 38-page manual which is filled with key word definitions, screen shots, and very easy to understand instructions. I sincerely hope you will take advantage of this wonderful, useful, easy to use software which could help you on your way to being in total control of your money. I strongly urge you to get your copy of Budget Wizard! and use it. :

DeskTop Productivity Series Part 4: Budget Wizard! -- The Missing Tool
by Joel Suhm

Do you spend too much time on the simple yet time-consuming task of paying your bills? What about time spent estimating your budget (or worse, it never gets properly done because it's too time consuming)? Is your current software helping or hindering the process of estimating your budget and paying your bills?

Are you wrestling with software that expects you to not only be an expert in computers but also accounting? What happened to that computer that was going to HELP you organize and plan your life? The computer sitting right in front of you actually can be of great help to you. All that's missing is a simple and easy to use program that helps you organize your budget and bill payments. A program like Budget Wizard!

You don't have to be an accountant OR a programmer to use Budget Wizard! You do have to know what money, bills, and reserves are. BUT there's no reason you should have to swim through a dozen screens and dozens of features to figure out how much you owe and what to pay (or how much you're going to have left afterward). Nor should you have to spend hours or even days setting up a program to simply list out and calculate your budget or add up your bills. These are simple but crucial financial management essentials that should take minutes, not hours or days to complete.

Don't use that computer as an expensive file cabinet! Use it to help plan and manage your life. Don't guess where the money's gone (or find out after it's too late). Plan where it's going with Budget Wizard! Make your computer work for YOU. :