9th March 2010
Social media is a fast and potentially dangerous world for businesses. You can say what you want online and it is there forever. So you should always be aware of not only what you say but in whos name you are saying it.

The use of social media sites by employees has become a very hot topic recently in the media so we asked Albert Keeshan from the HR dept to provide us with a sample social media policy. All companies need to be aware of how to use social media in connection with the company they own or work for. 

You can download a sample policy using this link The policy explains the "DONTS" that staff need follow in order to protect the business from the glare of unwanted publicity or worse!

At Positive Computing we recommend that all companies take the following course of action.

1. Work with an HR professional such as the HR Dept to create a social media policy that suits their business
2. Book on a social media course run by experts such as Morgan PR to educate yourselves in how to use social media effectivly in business.

---

Shelley Fishel's Top Ten favourite Microsoft Office 2007 features

This week I have asked Shelley Fishel to write out her top 10 tips on Microsoft Office 2007. Shelley is the Managing Director of The Training Surgery an Accredited Training Provider - accredited by The Institute of IT Training.

Click on this link to get to the tips!

You can find out more about The Training Surgery on thier website www.thetrainingsurgery.co.uk

23rd February 2010

How to add a video to your LinkedIn profile.(Thank you to Frank Booij )

1. Login to LinkedIn

2. Add the Google Presentations application

3. Click the grey "Create Presentation" button. (Note: You must have a google docs account to do this. If you have a gmail address, you're halfway there.)

4. From "Google Presentation" select Insert > Video from the main menu

5. Search for the video you want (Note: Your video needs to be uploaded to YouTube. I'm going to assume you have knowledge of how to do this for the sake of brevity)

6. Click "Save & Close" in the upper right corner

7. Back in your LinkedIn window select the presentation and click "Post to Profile"

Hope this helps point you in the right direction....

Regards
Julian

Tuesday the 16th of February 2010

Small business are a reflection of the people who run them. This is without doubt true. When I started my business in 1998 with my two business partners Phil and Keith, we had a clear vision about the type of company we would create and the levels of expertise and quality that we would provide.

My recent dealings with Albert Keeshan from the HR Department in Reading have made me realise that my company is so much more than the work I do directly. Albert Provides expert HR advice and documentation, when you need it. If you follow his advice you will keep yourself legal and you will keep on top of any potential HR issues meaning your "staff problems" are minimised. In essence he is our HR director and we know that the HR side of our business reflects our desire for expertise and quality. (http://www.hrdept.co.uk/reading.htm)

What this highlights to me is that all the business decisions we make with regard to 3^rd parties provides need to reflect our core company values.  Every time we commission a printer, a PR agent, a solicitor etc.. We need to ensure that they reflect our company.

Essentially a company is not only a reflection of its owners but of every part of the business and all the people they deal with, business owners make these decisions and so the question I am now asking when looking at 3^rd parties for any involvement with Positive Computing is: - Are they as professional as we are or we want to be?

I am going to be at the Henley back-to basics business surgery on the 26^th of Feb and one of my questions to the attendees will be; Is your IT as professional as you are? It's a great question to ask as we know that our business is a reflection of its parts.

 IT and telephony is one area where I am interested in providing expertise and quality to companies, we become part of the team so that the IT is business class. Maybe there are areas where you need to make improvements in your external team; I would urge you as I am doing to review them all.

Friday the 5th of February 2010

I recently used the services of Fire-Compliance & Safety Reading Ltd (http://www.fire-compliance-safety-reading.com) who carried out a fire risk assessment at my office in Reading and they were very efficient on the day. Before I found FCS I would have fully expected a paper report with a list of things I had to do to be compliant. But what these guys deliver is an online system that you can use to manage your compliance. It guides you, it shows you and it prompts you to be compliant and best of all it has a gauge so you can see where you are at all times. Get your gauge in the green and you're compliant. It's great - simple, effective and above all legal. Real peace of mind for a business owner.

OK so that's all well and good for fire compliance but what about everything else. There are so many rules and regulations that all businesses have to comply with, it can be a mine field. So much so that many companies simply ignore their requirements or complete them only in part.

If the UK Government were to provide every company a simple to use compliance dashboard then business owners would know where they stand. All government agencies could put their requirements into such a system. Business owners would ensure that their companies score in the green in all areas. The overall status of a company could be published publically. How many companies would want to be fully compliant if their status was a matter of public record? Smart companies would publish this live on their website.

The system would work with companies by giving them tools and information to get them to compliance and correct tolerances could be set-up so that an overall (public) green status is only jeopardised by companies who totally ignored acceptable timescales.

Most business owners cannot cope with red tape because they have to go to so many places to find out what they need to do. Once they get the information it can be unclear if they have complied or not. The system could also prompt for VAT, PAYE and NI payments etc... It would become a daily resource for a business owner and give them real peace of mind that when they're in the green they are safe from prosecution or other remedial action.

Other features could be included such as approved service providers who would only appear on the lists if they were in the green and as such would have to be fully compliant with not only the government requirements but also any additional industry compliance requirements that applied to them.

Often small business are in full support with government legislation but in order to cut the red tape they need to get on board and give us the tools to stay compliant in a straight forward way.

I wish you a profitable week!

Julian.

Tuesday the 5th of January 2010

If you have ever watched the film Con Air Cameron Poe (Nicolas Cage) says to Vince Larkin (John Cusak) "there's only two men I trust. One of them is me. The other's not you" that is until the characters are involved together in a chase to get the bad guys and they win the day. After this demonstration Cameron Poe says "Just so you know, Marshal Larkin, there's now three people I trust"

This month I am exploring the topic of trust and what it means to you and your business. To me trust is my number one business tool. It's true that people buy from people they trust. This fundamental understanding in business is often the secret to success.

Trust is required by all businesses but some businesses rely on it more than others. When I am selling IT and Telephone system support I must be trusted by those that I am talking to as they will be relying on me and my company for the success of their business. My company's services underpin my clients business and therefore they must gain trust before they buy. Regardless of how important trust is to selling in your business the more your business is trusted the more successful you will be. We offer people a risk free guarantee so that we take the risk, we seek trust our clients first before they trust us, we do this because we are confident in what we offer.

So what is trust and how do you become worthy of trust?

Interestingly the people who are most trusted are those that are most happy for that trust to be questioned. Conversely if your only way of gaining trust is to say "trust me" you are least likely to be trusted. So if you want to be trusted don't ask people to trust you must demonstrate your trust worthiness.

To explain how this works I recall some time ago I was out with a group of friends in London, one of my friend got separated from our group. I received a phone call at about 3am and supposedly my friend was in a police station slightly worse for wear and they wanted me to go and pick him up. Now did I trust the "policeman" and just go quickly to the station? No. I had no trust in somebody who called me in the middle of the night so I challenged him "can you give me the number of the police station and your name and I will ring you back" "certainly" the Policeman replied and he did so. I called back and indeed it was Holborn Police station and PC Proctor was available, it was the same man and indeed he was a Policeman and I trusted him now. He was more than happy to have his trust questions he demonstrated that I could trust who he was and trust was established. You have to be prepared to demonstrate trust.

The Police have a group trust that comes with the organisation, when you are selling trust is personal and in customer service it belongs to the customer service group, but regardless of where trust is established it must be demonstrated for you to be truly trustworthy. So how do I do that, well I have no baddies to chase. The main thing is to do the best thing for the buyer and not for me. That often requires me to recommend another company or recommend that the buyer goes to tender if that is the right thing for them to do. My buyers can trust me to do the right thing for them. Ultimately of course I win business by demonstrating I can be trusted because we know that people buy from people they trust, people also recommend people they trust.

This is not to say that you must turn trust into a tactic and try to be trustworthy. You must be trustworthy in everything you do, it must be part of who you are and it must be the culture of your company. Unless you really are trustworthy then you will get found out! There are plenty of groups of people we don't trust (such as politician who made unreasonable expenses claims) but maybe 2010 is a good time to find new trust in people by challenging them to demonstrate to us just how trustworthy they are.

2010 is my year of growth in all areas and high on that list is to grow the number of people that truly trust me.

I hope 2010 is good in every way for you too.

Best Wishes
Julian.

When Microsoft designed the latest version of Windows, they wanted to make sure it was going to deliver what businesses like yours really wanted. So they asked them - lots of them - and listened to what it was they needed. The result is Windows 7, Microsoft's new operating system specifically developed to ensure that it works just the way you want it, allowing you to be more productive and flexible while still offering advanced security protection.

• 1. Get working quicker. Windows 7 starts up, resumes and shuts down - swiftly and dependably.
  
  
• 2. Keep your current software. Most programs and devices running on Windows Vista will run on Windows 7, and Windows 7 Professional will even run dedicated Windows XP programs.
  
  
• 3. Makes networking easier. Share files and devices like printers easily, with no need to invest in a server.
  
  
• 4. Find what you need fast. Just type a few letters in the search box to find files, applications, even a control panel menu, in seconds.
  
  
• 5. Print first time. Windows 7 Professional detects whether you're at home or in the office and automatically chooses the right printer.
  
  
• 6. Work better on the move. Accessing documents and programs remotely is simple. You can even work offline, and then automatically update your network files.
  
  
• 7. Be even more secure with Windows 7 Professional - by encrypting confidential business information or backing up your data to a network drive.

Watch the 7, 7 second demos on the key features and read case studies and white papers showing you just how valuable Windows 7 Professional would be for your business.

 

I do a far bit of networking in Berkshire and as any good networker knows you have to stand out to get noticed. In fact it is best to be outstanding to get noticed. Also like any good networker I try to make sure I network in the right places. People can and do become professional networkers, there are so many events you could spend your time always networking and therefore notworking! My Business is outsourced IT departments to companies (about 5-200 users) so I need to do 5 things.

1. Build Trust
2. Make sure people know what kind of businesses I am looking for
3. Help people
4. Show people why we are different
5. Stand out.

Most of my regular effort is focused in 2 places BNI Reading and The Reading Business Club. At these groups I can get to know people well as we meet regularly and I tell them and demonstrate points 1 to 5 above. I also use these groups to get introductions to other groups. This is a key thing in networking for me.

Who wants to go to a networking group where they know nobody? Well not me and I will tell you why. If you go as the guest of somebody already established in any particular group you are of immediate interest to those that already know and like your contact. Great so you get a leg up. Why is this important, because you only get a short time at these meetings to start the process of 1 to 5. That in essence is the process of networking. Move around your network online, offline and face to face. Make sure you talk to the right people constantly.

After the meetings follow up is vital, you should look at every meeting as having some preperation time and some follow-up time, don't waste what you started at the meeting by not following through.

Today I am the guest of Natwest in Sonning nr Reading and I will follow my own advice and see what happens.

Remember if you met somebody and started the 1 to 5 process then it is never a wasted opportunity. If you give you gain in the long term. If you want to be part of my network and get introduced to some great people then email me This e-mail address is being protected from spambots. You need JavaScript enabled to view it or call me on 0118 907 0520

Check out BNI at http://www.bnihomecountieswest.com/ 

Look at the Reading Business Club http://www.readingbusinessclub.com/ 

Until next time - be profitable!

Working smarter is a goal for lots of us but often we do not know the best ways of doing it.  Business coaches have some great ideas such as default diaries and ways for prioritising work as Urgent, Important, not urgent and not import, they have quadrants and other devices. All good stuff but what about IT. It was designed to allow people to work smarter and faster but often people don't take advantage of some of the way in which IT can help.

Here are 10 top ways IT can help.

1. Use Outlook's Quick Access toolbar
Office 2007 still has the ability for you to create shortcuts for regularly used commands. In the top left of any office application with the ribbon interface you will find the Quick Access Toolbar (which contains the Save, Undo and Redo icons by default). Click on the down arrow to the right of the toolbar and there is an option to customise the buttons that appear here. So for example you can create a shortcut to insert a table, without having first to navigate to the insert tab in word or excel.

2. Pick up the phone
How many times a day do you have an email conversation or Messenger/Skype exchange that goes backward and forward. Not only is a phone call quicker you often get a better understanding and more covered. Unless you are a world champion touch typist think if a phone call is more appropriate next time.

3. Create PDF's in word
You can install any one of many applications to create a PDF from a word document, but you do not need to. If you search for "Microsoft Save as PDF or XPS" and you will be able to download/install a plug-in for Word 2007. Once installed saving as either a PDF or XPS will be an option under the Save As menu.

4. Use the two-minute rule in Outlook
How much of your working day is spent looking at things you have already looked at? Wouldn't your working life be easier if you could only look at things once? That is the principle behind the two minute rule, developed by David Allen's Getting things done book. The idea is simple: if you can respond to an email in two minutes then do so. If you cannot then action it in some other way: move it to a Pending folder for your attention when you have more time.

5. Replace your bog standard keyboard
It is incredible how many people disregard the humble keyboard in their search to work faster. But a simple upgrade is one of the quickest and cheapest ways of improving the speed at which you can work. Touch typists will find upgrading their keyboard to a model featuring proper mechanical switches rather than cheap rubber domes under the keys - such as the excellent Logitech Illuminated Keyboard - a revelation. Other will appreciate the increased accuracy and comfort a proper keyboard can provide. You will find several top models for less that £50 on the PC Pro website.

6. Buy a business card reader
If you are the type of person whose idea of filing business cards involves piling them up in box in your drawer, consider buying a business card scanner. Most modern models are bundled with software that reads the cards for you and will then input the details into the correct areas in outlook, saving you typing the details in. Take a look at Cardscan from Dymo

7. Run Multiple monitors
If you constantly have several programs running at once it pays to take full advantage of multiple displays, especially if you compare figures or articles etc. If you have an application running that you want to monitor such as Tweetdeck or a financial stock program. You can have up to 4 monitors as standard.

8. Uninstall unwated programs
We all have a habit of installing software on a whim and toying with it once or twice and then leaving it to gobble up resources on our system. Get rid of it! Uninstall it from add remove programs, or for the more techie of you use MSconfig to control what is run at start up.

9. Make use of Macros
Many popular programs let you set-up macros - sets of actions that can be repeated at the touch of a button. For example, in Word, Excel and PowerPoint 2007, you will find a macro button in the view tab. Click on it and select record and the application will record your steps until you select stop. You can replay these steps by pressing a shortcut key, or create a button for your macro on the quick access toolbar. Similar features can be found in Photoshop and other applications.

10. Install Xobni
Xobni will allow you to search and find email, attachments, contact details much quicker than features built into Outlook. It is a great addition to help you fight email overload. Find it at www.xobni.com

Below are the top 10 benefits of Windows 7 according to Microsoft. We find that our clients often need help interpreting lists like these and how they relate to their business.

Also list are never exhaustive and sometime that killer reason to upgrade is hidden. If you need help deciding on which strategy you need for Windows 7 then please call us on 0118 907 0520 for a no obligation chat!

Have a profitable week! - Best regards, Julian.

 

01. It's fast and reliable
Responsive and ready - you can start using your PC quickly with fast startup, shutdown, sleep and resume from Standby. Further performance improvements lead to fewer interruptions and prompts, as well as faster recovery from problems if they happen.

02. It works with what you have today
Specifically designed with compatibility in mind, Windows 7 Professional works with a broad set of devices and applications. In addition, Windows XP Mode can provide the flexibility to run many older Windows XP productivity applications right from the Windows 7 desktop.

03. Helps you find what you need quickly
Find what you need fast with instant search, Jump Lists and a larger, customisable taskbar with pop-up previews. Type a few letters in the search box and files, applications or even menus appear in seconds. Similar types of documents (such as financial records or customer lists) can be grouped into Libraries - making it easy to find them even if they are stored in different folders or on different PCs.

04. Makes the things you do every day easier
Everyday tasks are streamlined and simplified - with commonly used resources put within easy access and clutter minimised on the desktop. Enhancements to the Windows Aero® desktop experience (such as Aero Snap, Aero Peek and Aero Shake) help you intuitively navigate, arrange and work with multiple open windows on the desktop.

05. Helps you easily share your files and printers
If you're a small business without a server, you can easily share documents, printers and devices across multiple PCs running Windows 7. For businesses with a server, Windows 7 Professional lets you connect PCs quickly and more securely to both your wired and wireless domain networks. This can better help you manage security and the costs of multiple PCs. In addition, with Location-Aware Printing, your documents automatically get sent to the right printer - whether you're at work or at home. The top ten benefits of Windows 7 Professional

06. Allows mobile workers to stay productive anywhere
Windows 7 Professional makes mobile computing on the go easier with access to all your mobile settings in one place and greater connection and networking options. Now you can access and share all your work computer programs, files and network resources - whether you're at home, at work or on the road. You can even disconnect from the network, work offl ine and then have your network files automatically and seamlessly updated with any new changes.

07. Helps you easily restore deleted files or folders
Windows 7 Professional enables the scheduling of automatic periodic backups to save data or an entire system image to a network location or a local drive. This helps quickly restore individual files or folders that get accidentally deleted or even an entire PC in the event of a hard drive failure or the presence of malicious software.

08. Helps you better protect and secure confidential information
Protect your business's confi dential information, such as credit card numbers or employee information, with the Encrypting File System. This provides user-level file and folder encryption, enabling strong data protection and control.

09. Offers greater online protection
Help keep your business up and running with Windows Defender offering enhanced protection from Internet threats, spyware and other forms of malicious software. At the same time, the Internet Explorer 8 browser helps protect your data and business information by delivering improved protection against security and privacy threats.

10. Helps you solve PC problems quickly
Windows 7 Professional Action Centre gives you one place to view, diagnose and solve common PC problems. Now it is easy to access the built-in troubleshooter for a range of different types of problems, such as printing, Internet connections, performance or power issues.