Company Training — Is Yours Up-To-Date?

Typically, most small business owners have very little accurate/up-to-date company training documentation. Even more importantly with millennials, the training is typically a list of steps and not screenshots or short video formatted. Unfortunately, this becomes apparent when attempting to onboard a new team member. It is not unusual to see new employees updating training as they are attempting to onboard and function in their new job/role. This sets everyone up for failure.

Even as an employee, if the company doesn’t have up-to-date or complete training documentation on your job/role/responsibilities, do it yourself. This information is invaluable when preparing for your performance review, updating your resume, or requesting help/additional staff.

Historically, training is a list of steps that may or may not include how to information. Today, younger employees find this lacking. They are expecting screenshots or short video detailing/showing the steps outlined in the training. Before using various smart or recording tools, make sure you are not violating any company policies. Quite often 3rd party tools will keep a copy of the data/screenshots involved in any training you create using their services. This could be a violation of your company’s policies and result in company or client data loss.

Some Currently Available Smart Tools:

Obviously good training content can be created using typical resources like Microsoft Office, Apple Office programs, etc… but remember it should be more involved than a list of steps. The content must be up-to-date, accurate, at a minimum include screenshots, probably include short video examples, and include url/program specific information. Don’t make the user have to look up content elsewhere just to complete a step or understand an instruction.

Give me a call if you need some help updating your company training content. Don’t forget to regularly have employees review their current job/roles/duties in relation to training and documentation content to ensure it is current and reflective of their duties. Waiting until someone turns in a notice, retirement, or medical emergency is not a recipe for success.

Why/If You Should Update/Migrate to Windows 11!

So the first question is do you have IT support provided by your company. If so, they should already have a migration plan in place. If not, then the short answer is yes, but you do need to keep some considerations in mind.

  • Is my equipment ready? If you are getting a notice from Microsoft to upgrade, then your equipment should be ready. If not, this would be a good time to consider if you need to replace existing equipment because it will not support the upcoming Windows OS. Here is the Microsoft list of minimum requirements (Link: https://www.microsoft.com/en-us/windows/windows-11-specifications). Obviously, almost any IT person would tell you never run a Windows OS at just the minimum requirements if you want a smooth, stable working environment.
  • Limited timetable for existing Windows users to upgrade to Windows 11 at no charge. Currently, Windows 10 is schedule for “end-of-life” by Microsoft for October 14, 2025. While Microsoft has not given a specific date for the free upgrade ending, they have stated repeatedly that it is a limited time offer. It would not be surprising for the free upgrade to end sometime around or after Windows 10 is sunset.
  • New software written for the latest Operating System (OS). Any new software you are installing/purchasing will be configured for optimal performance in the latest Windows OS. Many times it will work with an old OS but not as fast and stable or specific features may be disabled.
  • Windows 11 includes significant security enhancements. Windows 11 includes many security enhancements, including boot isolation and enhanced application controls. Some of these enhancements require specific hardware components, which maybe why it is not practical to upgrade your existing equipment (Link: https://www.microsoft.com/en-us/windows/learning-center/windows-11-security-features). In my opinion, while these enhancements are great, they do not take the place of a 3rd party firewall and antivirus application….especially if your device has client personally identifiable information (PII).

Both Apple and Windows OS should be updated regularly. If you don’t have a company controlled computer asset, you should have automatic updates turned on. Even with them scheduled, you still should do a manual check because many of the major OS updates or the “optional” 3rd party drivers (i.e., monitor, keyboard, mouse, Bluetooth, etc…) do not automatically install. You should have a monthly reminder to check your updates to see if there is anything you want to install.

Give me a call/text/reach out via my website if you need some support to figure out your equipment and updating situation.

Note-Taking or Meeting Notes — How AI Has Changed The Formula!

One of the first things most of us learn is how to take notes. This is used extensively in your childhood education years but also later in life. Almost any business you are in will involve meetings. How to take notes (either by memory or written) is a must. If you are going to college or trade school, capturing data from a lecture will be a requirement. Almost everyone has experienced that family phone call or friend chat where you wished you has some written notes to reference!

How to do that has changed radically because of artificial intelligence (AI)! At very low cost, there are now multiple devices that use new and highly improved sound capturing tools combined with AI analysis to create extremely accurate and effective notes. Some of these devices are even HIPAA-compliant, if your industry has such requirements. Here are a few examples:

  • Jamie (https://www.meetjamie.ai/) — Features: Transcription, speaker recognition/memory, action item detection, AI assistant, multiple languages, summary maker, ability to use offline, works with most Video Conferencing Platforms; I consider this one of the better computer/laptop based type programs with a simple interface, but the major drawback is no video recording available and no mobile app is available yet.
  • Tactiq (https://tactiq.io/ai-tools/ai-note-taker) — Features: Complete integration with Google Meet, Zoom, Microsoft Teams, multiple Languages, real-time transcription, speaker recognition/memory, automatically saves transcripts to Google Drive. I consider this one of the best virtual meeting note-taking tools, but it is limited to only Chrome.
  • Plaud Note (https://www.plaud.ai/products/plaud-note-ai-voice-recorder) — Features: Uses 2 different AI models, 30 hours continuous recording/60 days standby/64GB storage device, multiple languages, Multiple templates for note-taking format/results, Unlimited cloud storage, very small physical device. I consider this one of the best stand-alone devices. The very simple design means it will almost fit in your wallet and differently any purse/bag you may take to a meeting. It will fit into most men’s pants pocket. Create preloaded template tools for AI analysis of meeting including mind maps, action items, and multiple summary formats.
  • HiDock (https://www.hidock.com/) — Features: Desk Docking Station Device, has a WebApp version, transcribes up to 4 continuous hours of audio, speaker recognition/memory, multiple Languages, multiple template formats for summaries, exports into multiple formats, Lifetime free transcription service with device purchase. For the person with a designated office (especially for an office administrator supporting multiple co-workers)

This list is not all-inclusive of features and other options are available, but if you have a kid getting ready for college, a small business owner (i.e., cannot afford support staff), an office worker, etc… something like this is a game changer. When in a meeting or lecture, they can be listening and participating without worrying about capturing content for future review. If you work for a company, obviously you will need to coordinate with them to ensure any industry or company specific security needs are met. Some of these systems/tools have enhanced security features. If you just require some help and don’t have IT support, give me a call and I can help you figure out which solution would be the best for you.

Contacts and Calendar Synchronization

Do you have more than one email, calendar, or contacts provider and/or application you are using? Would it be really helpful if that iPhone calendar or contacts would automatically update with any changes made on your computer? This can be done relatively easily.

The first question you need to ask is do you really need more than one system? For example, if you like or prefer the layout and screens of the Google calendar on your Android cell phone but want to use Outlook on your computer and your email address is from Yahoo, that doesn’t mean you need to use more than one account. The Outlook computer application and Google calendar Android application can both access and use your Yahoo account. This means everything shows the same information and updates almost real time with changes.

If you really require more than one provider and want to synchronize, then you will need to use a 3rd party software to automatically update changes. I personally prefer SyncGene (Link: https://www.syncgene.com/). It is very good at bidirectional (doesn’t matter where you make the changes) updating and can handle more than 2 sources.

If you have a website, and it has a scheduling/appointment feature, you will need to check with your website administrator to see if it can sync with your personal calendar provider. For example, Calendly used to sync with Apple/iPhone calendar, but that feature has been removed. I highly recommend that you make that a requirement even if you don’t need it right now, anytime you have a scheduling feature added to your website. You can always choose not to use it but adding it later may require upgrading your website to a different widget.

Due to the various technical requirements of solving this question, this requires a “geek” to find the optimal solution for you.

Artificial Intelligence — What Is It, and Should I Be Using It?

What is Artificial Intelligence? According to IBM, “Artificial intelligence (AI) is technology that enables computers and machines to simulate human learning, comprehension, problem-solving, decision-making, creativity, and autonomy.”

So, what does that mean, and how can I use it effectively to improve my business operations or personal life?

When we are talking business or personal life, it is all about repeatable successes. This means if you have a task and can break it down to specific steps…in a specific order…and expect the same successful result, that is a winning formula as well as something that is probably scalable for your business! If it is repeatable, then AI can be used to automate many of the steps.

The first issue you need to understand about AI is a problem we call hallucination. No kidding, AIs can and do hallucinate. What does this mean? As an example, recently a law firm was using AI to write briefs. When the AI could not find cases to cite to support their position, it made them up. Obviously, when the judge realized the cases cited did not exist, they lost. If you use AI, you need to validate/check anything provided to make sure it is legit and not from a made-up source or a source that is really sarcasm.

At a minimum and probably your 1st usage of AI will be looking up information. I always recommend you ask for sources when you place the question. Example: “How do you grow orchids and include sources?” Instead of just a list of related sources, the AI will summarize the data from multiple sources into a single, cohesive list of steps or data. Your next usage will probably be productivity. For example, a realtor might ask, “Write a property description that is approximately 250 words long for XYZ address in Tom Perry tone”. Property features include open floor plan, newly remodeled kitchen with stainless steel commercial grade appliances, etc….. This will result within about 15 seconds a completely written property description with all the unique features you stated as well as whatever the AI can find from various public sources (Ex: square feet, year built, etc….) written in a style of the public figure requested. You need to review it for validity and make any changes you think are appropriate. For realtors, this is a major time saver. With the help of various IT specialists, your online responses or even internal business processes could be executed by an AI, resulting in saving lots of money on labor costs.

Some popular AIs that specialize in various areas are:

If this is the start of your usage for AI in your business, I really recommend you talk to someone like me to review your business processes, your current level of AI usage, and let me help you figure out how AI can improve your productivity and cut costs.

Apple and Windows Updates

Should I do it or not? Unless you have really old equipment or running unique software/company applications that may or may not be ready for the latest Windows/Apple OS update the general rule of them is update regularly when the updates are fully released (i.e. not beta status) unless you have been specifically instructed by your IT Support to not update.

Currently, the United States is experiencing cyberattacks at a higher than ever rate, and most of these updates are designed to improve security or remove bugs. The time period you are most likely to be hit with a virus or some other form of malware is the time period from when it was released until when your antivirus software has been updated with the solution. Bugs that most likely will impact the average user are the first to be fixed by Microsoft and Apple because of the number of customers negatively impacted. This means by not doing updates, you are only prolonging your exposure and/or difficulties.

If you have really old hardware (i.e., old IPhone) you may want to hold off on some large “cumulative or OS” updates because it could slow your system down. I would still recommend that any security or bug fix update should be done as soon as possible. Remember, when you purchase hardware, you should always get “more processing” power than you currently need. Reason — because of updates, the tasks performed today will require more resources in the future.

Laptops and desktops have good automatic backup settings but keep in mind this does NOT automatically download driver updates that Apple or Microsoft considers optional. In my opinion monitor, mouse, keyboard, audio are not optional. If any of those features are not working seamlessly, you are down. The likelihood you are not using these accessories is very small, so any security flaw is a major concern. You should have a reminder on your calendar to check for optional updates at least 4 times a year, if not monthly. This is a task that typically can be performed in less than 5 minutes but saves you hours of time if something goes wrong and should be done just after completing a backup.

Gamers and high-end users will need to use their best judgment about updates. Microsoft and Apple perform extensive testing before deploying an update, but they cannot account for every piece of hardware or software potential conflict. The more unique the hardware or applications you are using, the more likely for a problem post update.

Headsets for Phone and/or Computer

You should have one or more headsets to use with your cell phone and/or computer.

Let’s start with your cell phone. By the time you pay all the fees involved, California fines start at $150 and increase with each subsequent ticket. Most of the newer vehicles have Bluetooth technology, but I would suggest you NOT use that. Here are some reasons why:

  • Most of us don’t start and stop a conversation at the same time we start or stop driving. Using a headset allows you to continue the business conversation/meeting seamlessly when moving from behind the wheel, leaving your vehicle, and walking into a building, etc….
  • Vehicle Bluetooth normally does not include good noise cancellation features. This means that radio and road noise can be a significant distraction.
  • Vehicle software security is typically significantly behind because most vehicles do not receive updates unless they are in for service at a dealership. Because of how Bluetooth software works, quite often your vehicle will ask for permission or download a copy of your contacts. Depending on your client/contact information, this could be a significant security risk…especially considering California holds companies liable for any client PII information breaches.
  • Newer Bluetooth technologies can handle MULTIPLE devices simultaneously. This means you can have one headset connected to your computer, your work cell phone, and your personal cell phone all at the same time. Vehicle Bluetooth technology almost never has this option.
  • When you are having a client/business conversation, that information should typically not be “shared” with everyone in the vehicle, and especially not with people around your vehicle. I cannot tell you how many times I have listened to VERY private conversations while walking by a vehicle parked in a parking lot. For example, a lawyer should not be sharing your divorce information with everyone at the grocery store parking lot. In this example, the lawyer was unaware that his car audio was easily heard by everyone in a 10′ radius.

Here are some headsets perfect for usage with your cell phone and/or computer:

Sometimes, especially if you do many longer meetings via, you may want a more substantial headset that has longer talk time and can block some background noises. Here are some options:

Give me a call and I would be happy to help you pick the right device and how to use it to minimize technical conflicts.

UPS — What Is It and Do I Need One?

UPS stands for Uninterrupted Power Supply. This can be VERY useful for most computer/laptop users. Some benefits are:

  • A UPS includes a very large battery, which means it is a far more powerful surge protector than anything you normally would use as a plugin adapter.
  • If your power fluctuates (i.e., the lights flicker or go out), your equipment experiences a surge of power (normally small) before the flicker/outage. This surge places additional wear and tear even if everything remains functional and will cause early death of your electronics equipment.
  • If you are working from a desktop or server, having a UPS will give you time to shut down your equipment in a controlled manner. This prevents data loss or corruption.
  • If you don’t need internet access, a UPS can keep your work environment fully operational for short periods of time.

I recommend that all laptops, desktops, servers, etc… should be on a UPS. Expensive equipment that are sensitive to power fluctuations (Example: TVs) should be on a very robust power surge or a UPS device. If you live in an area with significant storms and/or unstable power, whole house surge protectors and lighting rods will save you significant many in repairs. In California, rolling brownouts all have a small power surge, even if they are done on purpose. The power surge can damage sensitive equipment like electronics.

How large a UPS should I buy? This depends mostly on 3 considerations:

  • How much money you want to spend?
  • How much power/electricity the equipment you will plug into it will draw/need?
  • How long do you want it to run when power is out?

Here are some currently on the market UPS devices of various strengths:

Give me a call if you require some help figuring out the “right” solution for your situation.

Paste Special—What is It and Why to Use It!

Everybody knows how to copy and paste (or cut and paste, as some of us prefer) — right? Actually, I would say wrong.

When you copy (Ctrl + C or right click, copy) or cut (Ctrl + X or right click, cut) something, it is placed in a virtual clipboard. Keep in mind that this action copies EVERYTHING about what you have selected. Some copy extras that come along…..

  • That extra space before or after the text you really wanted to select.
  • Any formatting involved including font, color, line spacing, etc….
  • Any tone-on-tone programming code that you cannot see but “selected” as part of the text.
  • Any embedded hyperlinks.
  • If copying from a website, various HTML coding.

The extras will cause SIGNIFICANT issues when you paste. If you are pasting into a presentation, word processing document, or spreadsheet; these extras cause major issues that have to be fixed manually most of the time, which can be very time-consuming.

All of these issues are avoided using paste special. When you paste (Ctrl + V, or right click, paste) a little typing clipboard typically shows just after you paste and disappears as soon as you click or select something else. If you instead click on that clipboard icon, you will see your paste special options.

The most useful one is — text only. Using this commend will bring the text you were interested, without the extras, so the formatting of your pasting location will apply. You can also see these options when you right-click and instead of selecting paste, choose one of the specific pasting options.

The 2nd most useful is paste as image. Even if you are bringing “text” sometime, you want it to appear EXACTLY as it does in the source copy location. Pasting as an image will bypass any formatting commands and give you basically a screenshot of the material.

If you are copying from a spreadsheet, various additional options exist because of the calculating features. Sometimes you just want the equation not the result and other times the opposite. Both are options using various paste special features. When inputting equations in a spreadsheet, the “$” means to lock the row or column information of the equation when copying. This prevents spreadsheets from automatically adjusting the equation based on where you are copying it to.

Using these features can save you considerable frustration and time when using the copy/cut/paste features of various applications.

What Type of Computer is Right for You?

Trying to figure out if you need a tablet, desktop — tower, desktop — mini, laptop, etc…?

First is to ask yourself how you are going to use it?

  • Does it need to be mobile?
  • How much processing power does it require?
  • How much graphic processing power does it require?
  • How long do I plan on using it?
  • Do I want Apple or non-Apple environment?

Some of these are very black and white questions. Some of these will depend on the price you pay for the feature, OR what features are mutually exclusive. This is where someone like me (or a geeky friend) is really helpful.

Mobility normally equals less ability to update and more cost? Normally, a big old desktop tower design will be the least expensive for the most performance.

If you are looking at a tablet, the most significant feature to consider is the operating system. Something that uses Android or iPhone OS will draw significantly less power and therefore can be mobile without hookup for some time. The trade-off is processing power. A Nook or Kindle for example is great at reading books and can do some limited internet surfing BUT the brain power is just not enough to edit pictures, handle most word processing programs, or even some websites. Tablets running a full computing operating system (i.e., Apple or Microsoft) typically can handle most computing tasks that are not for high-end users, but instead of power usage measured in a day or more….they typically are out of juice within a few hours or less.

Laptops normally cannot be updated inexpensively with more RAM memory as they age. I recommend clients always max out the RAM a particular laptop motherboard can handle at the time of purchase. Desktops are much more upgradable for both RAM memory, hard drive, or graphic processing. The one exception to this is mini-PCs. These are great options for the average low-end user (i.e., retiree that just wants to stay in touch with family and friends).

At this point, the real question is how do you use it? If you like to have 10 or more things open at the same time, you need to be very careful about getting a machine that will be too slow as it ages. With how software is updated, you will need more processing power to perform the same tasks as the device ages. If the device has an “integrated” graphics card, this means it “robs” processing power from the main computer processor in order to handle/work with graphics. A dedicated graphics card will keep the laptop or desktop from slowing down when working with pictures or gaming BUT increases the power demand greatly.

Computer specs and pricing will change constantly, so if you get a quote, and it is more than 2 weeks old, you will need to have it updated.

Don’t try to do this one on your own. This is where talking to a geek and making sure he/she understands how you are going to use the device can really help you pick the “right” computer/laptop/tablet for you!