Business Advice Daily

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by Ron Ameln

Recent legislation that requires some firms to back up email data and the reliance of email in general are forcing some businesses to take a closer look at how they utilize the technology. Entrepreneurs realize that email is no longer just an easy way to communicate or an extension of the phone—it’s the lifeblood of most businesses.

In order to gain increased technology, better spam control and virus protection and a more secure server environment, some small firms are considering outsourcing their email services.

“Because of all the technology that is available, I don’t see how businesses will keep running their own email in the next five years,” said Joel Sommer, broadband sales manager for Access US. Sommer’s firm recently began a second company, Sonic Post, which provides businesses with outsourced email services. “Outsourcing will become more and more important because email is the most efficient means of communication.”

“Outsourcing allows small businesses to have all the features of an in-house email system, including integration with Blackberries and cell phones, without the hardware, software and maintenance costs,” said Chris DeLaquil, president/owner of Metro IT Solutions.

One of the main benefits of outsourcing email is better spam and virus protection, according to Tamara West of Sonic Post. “We are seeing more and more spam, which is taking up bandwidth and decreasing employee productivity,” West said. “When you are dealing with a company without an IT department, that time adds up. And even if you have an IT department, you want them spending time improving business operations, not working on email.”

Utilizing the many new collaborative tools of email, such as scheduling shared contact management, are also benefits of outsourcing email. The cost of maintaining an in-house corporate mail system with these collaborative features is cost prohibitive for most firms. An inordinate amount of time, skill, effort and money must be directed to the task. Outsourcing allows firms to focus on its core competencies, instead of implementing email technology.

“Many businesses want someone who can focus on their email and make sure their server is up and running and maintained,” West said.

“Outsourcing email for a small business is an affordable, reliable and easy way to set up and deploy a full-featured email solution that is tailored to meet the specific needs of the business,” said Steve Szachta, COO of RiverCity Internet Group, LLC. “There is no doubt that outsourcing email will continue to be a very popular way for small businesses to protect this valuable and essential means of communication.”

Prices to outsource email can range from $5 per user per month to more than $15 for customized services. Set up fees and price will vary from one service provider to the next.

According to Gartner Group, 80% of enterprises with fewer than 300 users could save money by outsourcing email.

The main concern businesses have concerning outsourcing involves handing over their vital email information to a third-party vendor. “Businesses must be careful when they choose a provider,” said Ken Homza, of Access US and Sonic Post. “You can find companies out there that have a DSL line going into their basement or garage, and that is where their server is located. That company could be subjected to outages. If you go with any reputable company, the data center will be stored in a building with redundant power and a secure location.”

In choosing a hosting partner, you should look for both network and storage redundancy. The goal in building a redundant email platform is to minimize points of failure and optimize the hosting servers for email. An outsourced email solution should also include an easy to use web-based administration panel, web mail, managed virus protection, firewall security and spam control.

The following are some questions to ask when searching for an email-outsourcing partner:

* Where will the data be physically stored?

* Is there adequate physical security in the building?

* Will client applications have a secure means to log on to the email server?

* Does the hosting service have data centers with redundant network connections, backup power sources, and engineers on site 24/7?

* Are its routers protected by an interruptible power supply?

* Does it have redundant network connections in case one fails?

* Is the financial company financially sound? (If the hosting provider is having financial problems, it could fold and take its customers’ data with it.)

* What precautions has the hosting firm made to ensure all data is constantly backed up?

* How steep is the learning curve?

n Will employees have to learn a new way of doing things, or can current client applications and work processes be used?

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by Steve Turner

Many business owners are expressing growing concern about the performance and integrity of their computer systems. However, downloading the latest firewall or anti-virus program is just a small first step in the overall performance of a computer system. Performing an overall system analysis, scheduling a “tune-up” and developing a program for ongoing maintenance will go even further to help you get peak performance from your system or network.

Technology experts like to think of your computer system much like they would an automobile. Given proper maintenance and periodic check-ups, it can perform at peak efficiency and last a long time. However, ignoring your system can lead to slow-downs in performance, long periods of downtime, and even occasional breakdowns. Too much downtime can of course be hazardous to your health and the health of your business.

Ed Strode, director of AMD Technology Solutions, a computer network planning and troubleshooting firm, says, “It is imperative for a business to keep its server up-to-date and in good working order. There are several utilities that you should run periodically that coincide with regular server monitoring.”

Strode adds: “It’s a good idea to periodically conduct a restore of data from the tape backup. The purpose is to make sure that you can complete a file recovery, especially in case of emergency. Server backup tapes also need to be turned over periodically. Most tapes have a lifespan specified by the manufacturer. The lifespan is usually measured by hours of usage, and manufacturers recommendations should be followed. Tape drives should also be cleaned regularly. The frequency of cleaning will vary from drive-to-drive and vary greatly on conditions of use. Your technology solution provider should be able to provide you with some guidelines for your specific system.”

A business should also check its server to make sure it is not running out of disk space. “It is a good idea to delete unnecessary documents and remove outdated drawings, e-mails, etc. Drive space can easily get away from you with the amount of electronic communication increasing and a general nature to save everything.” Data can be archived to tape or other media so that it is still accessible, but not taking up space on the server every day.

Proper performance and maintenance also extends to the workstation. Temporary files are constantly being created by the operating system. These files grow and grow, and ultimately can have an adverse effect on the efficiency of the workstation. With users regularly downloading files, articles, pictures, brochures and music from the Internet or other users, workstation file space should be checked on a regular basis with unnecessary programs and files being deleted. The hard drive’s data should also be checked periodically. A utility, such as Scandisk, can identify and remedy problems with data integrity on the workstation. A defragmentation utility will have the same positive effects on the workstation that you see in the server.

Viruses have gotten a lot of press lately, and many people have had direct experience with how damaging they can be. More important than just having the virus protection software, automatic updates to the software is important. Without updated files, a virus can pass through unnoticed and provide many headaches. “Even the updates won’t guarantee 100% protection, but your vulnerability is greatly diminished,” says Strode. Protecting your company from viruses also depends on setting user-standards for downloads, e-mails, file transfers, etc. Controlling files coming into your network is some of the best virus protection.

Protecting your computers from power problems is also critical. A UPS (Universal Power Supply) should be used on the server. A UPS can automatically and properly shut down your server to avoid data corruption. A workstation should have a surge protector to protect from power fluctuations. Both provide low cost “insurance” on your investment.

Keeping the area around the computer clean can pay dividends in the long run. Computers constantly draw in needed air to keep the components cool, but it can also draw in unwanted particles. Dust, cobwebs and even pests can accumulate inside the computer, especially in manufacturing facilities. Periodically opening and cleaning the box can help extend the useful life of your equipment. “Excessive dust and debris can cause permanent damage to internal components that would render your system useless. Timely cleaning can help keep it humming along.”

Strode encourages business owners to plan ahead with their computer needs. “Are you expanding? Adding a new location? Moving your facility? You may need more desktops, licensing, hardware and software. Some people don’t consider the impact that these business decisions have on their computer needs, but not planning appropriately for these changes can cause unnecessary problems.”

He urges business owners to take a proactive approach with technology. “You don’t want to wait until the system breaks down to get it fixed. Unplanned downtime is always inefficient and more expensive. Just like scheduled maintenance on a car, preventive computer and network maintenance can extend the life and maximize the efficiency of your investment in technology. You do it with your car, why not your computers?”

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by Mark Forst

In January 2006, Americans undertook 5.48 billion searches using search engines, such as Google and Yahoo, according to industry research. As the U.S. search market continues to increase at a double-digit rate, many businesses are utilizing search engine marketing (SEM) to increase their website traffic and boost their sales. SEM refers to the act of marketing a website via search engines, which can include improving its rank in organic listings, buying paid listings or using a combination of these and other search engine-related activities, according to the Search Engine Marketing Professional Organization (SEMPO). Several St. Louis companies are taking advantage of SEM to grow their businesses, and the following points can help you determine if SEM can benefit your business.

1. Your company sells specialized products that aren’t easily found at local retailers.

The Internet has opened up a worldwide marketplace for very specialized e-commerce sites to thrive. Think about it: if there’s a hard-to-find product, you can almost certainly buy it online, and the Internet is often the first place that people look for these products. Many people actually prefer buying specialty products online because it is more convenient than searching for them at local stores. If your company retails hard-to-find goods, it is important for potential consumers to find your website online.

Mike Minor, president of Vivian International, a distributor and retailer of ice-making supplies and equipment, realized that something needed to be done when he searched the web for ice-making supplies and couldn’t easily find his website. Minor knew that in order to drive traffic and increase sales of his specialty products among a very targeted online audience, his site needed to be visible and appealing. By modifying the company’s website for SEM optimization, Vivian International now garners more than 500 top rankings on the major search engines and has successfully expanded into the national market.

2. The market for your products is not limited geographically.

Can your products be sold to people all over the United States or the world? A national or worldwide market can positively transform your business—but only if your website has good visibility on the web. SEM exposes thousands or even millions of potential customers to your products in a cost-effective way that can never be matched by brick-and-mortar stores.

Carrie Kouri, the founder of Bright Start Therapeutics, which is a Creve Coeur-based retailer of therapeutic products for special needs children, knew that the web could effectively bring her products to thousands of people, but she didn’t know where to start. Based on her desire to operate an e-commerce site rather than brick-and-mortar stores, Kouri began researching how to effectively launch a web-based company. She learned about SEM and decided that it could boost her website’s search engine rankings and attract visitors from all over the globe. After utilizing SEM, Bright Start Therapeutics has dramatically increased its national and international sales, and Kouri successfully manages her thriving business from her own home.

3. There is significant search volume for your products.

Significant search volume is the most crucial factor to your SEM success. It refers to the number of times per month that people search for products using search engines. If enough people look for your products, you can have success with SEM—even if your business sells commodity products to a local market. However, if no one is looking for your products, it’s very difficult to benefit from SEM.

In order to discover the search volume of keyword phrases related to your business, use the free keyword suggestion tool provided by Yahoo Search Marketing at www.inventory.overture.com, or visit www.wordtracker.com. At these sites, type in several terms that you think people would use to search for your business. For example, if you’re a personal injury lawyer in St. Louis, research the search volumes of “St. Louis lawyer,” “St. Louis personal injury lawyer” or “St. Louis injury lawyer.” When you type in these words, you’ll see their search volumes: in February 2006, “St. Louis lawyer” garnered 579 searches, “St. Louis personal injury lawyer” had 465 searches and “St. Louis injury lawyer” received 68 searches. If the most searched terms can be used to effectively describe your business—and if you think that they can increase your website’s visibility and generate increased sales or leads—you might want to rewrite the content on your site to include these terms.

Antennas Direct, a Eureka-based retailer of digital and HDTV antenna systems, decided to use SEM based on the significant search volume of antennas online. Richard Schneider, president of Antennas Direct, reviewed his goals for the company and discovered that more visibility on the web could help him realize his biggest goal: selling his antennas nationwide. Schneider researched the search volume of keywords related to his business, and began implementing SEM in his website. One year later, Antennas Direct’s increased web visibility has helped the company reach a national audience and achieve more than $1 million in HDTV antenna sales.

If you are interested in learning how SEM can benefit your small business, check out online resources to help you implement SEM on your own. An SEM consultant can also assist you through the process. SEM is transforming the online marketplace, and increasing your website’s visibility can dramatically impact your bottom line.

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Reprint and Repost Policy

With reports about new computer viruses every week, it’s easy to see why companies focus on tuning up their information technology departments. But there’s a “soft” side of security that’s quicker, easier and far less expensive.

The key is to make your employees more aware of the basics of information protection. The payoff? Studies show companies can reduce their exposure to data leaks by as much as 35%—and do it without going anywhere near their computer systems.

That doesn’t mean companies should ignore IT protection, of course. Any company needs good IT defenses to help shield sensitive information from malicious outsiders. But research by Ernst & Young and others shows that 65% to 70% of all company security incidents occur from inside, not outside, the company.

Yes, some of these incidents involve disgruntled employees who erase