Basic Branding Information

No matter how small your business, you should have a branding cheat sheet. This sheet should contain at least the following:

  • Fonts
  • Colors (noted in RGB, CMYK, HEX, and PMS formats)
  • Logos (in multiple formats and configurations)
  • Tag Lines
  • Company Values Statements

This cheat sheet should be provided to ANYONE providing social media, printed material, digital material, web content, etc… It should be updated regularly when new content is created. The branding cheat sheet should be used as a guide so that new content looks cohesive and works with the existing material.

I have a template I use to capture this information and can help you get started. Give me a call/text/email or reach me via my website’s contact me link and I will help make this happen.

Email — Best Practices and Etiquette

Have you ever been on an email storm? You know, where you receive 10 or more I agree, Yes, No Problem responses, and one person who writes a dissertation about how this is not something they personally like. Here are a few best practices that prevent this and other email related issues.

  • If the email has 10 or more people OR is likely to receive multiple responses that not everyone should see, do NOT fill in the TO portion. Instead, place all the recipients in the BCC option. Some email systems do not automatically show the BCC or CC options, so you may need to either change your default email settings OR select/expand the sending options on your email. Everyone will receive it with their name/email in the TO field (even though that is not what you used) and if they reply it will ONLY come to you…..even if they use REPLY ALL,
  • Do not send emails with attachments greater than 10 MB and staying below 5 MB is a good idea with non-corporate accounts (i.e., free email accounts used by the average user not from their employer). If you need to “attach” large files, upload them to a cloud storage location and provide only an access URL in the email. Emails that are too large will get “stuck” in cyberspace and never arrive at the recipient.
  • Remember to BCC yourself (i.e., personal account) when dealing with HR or some other work email that you will need if you are no longer employed by that company. An example would be an email stating reporting a conflict to HR about paid time off/vacation approval conflicts, your resignation email, or final listing of equipment distribution/turn-in on your last day.
  • If you work in a regulated industry with information handling requirements, all emails should have a disclaimer about how to handle if the recipient is NOT the intended person.
  • Use the read receipt and send receipt features. Most users never change the default email settings, which is to automatically respond with this information WITHOUT notify/asking permission of the recipient. Especially read receipt is a great way to know if someone has taken the time to not only receive an email but opened it and read it. Since this feature is typically “real time”, this is a great indicator of when you should call someone to follow up.
  • Do NOT use polling or other features that are specific to one type of email software. For example, the polling feature is great in Outlook but if you are sending it to anyone not using Outlook, they will not see the polling content. Typically, this means do not use these features when sending outside your company.
  • Use encrypted systems like DocuSign if you need to send or receive information with Personally Identifiable Information (PII). Standard email does NOT meet this standard. The state of California holds companies responsible for identity related damages, therefore emails with this content are a potential liability risk.
  • Remember that many users have various support staff who can see their email and/or calendar. Make sure you do NOT include information in subject/title lines that might cause conflicts (Ex. Information about termination of XYZ employee, Layoffs for tomorrow, etc….). Most companies have email/calendar privacy feature, but most users forget to use them, so assume their support staff will have access.
  • Do NOT send .zip files via email. There are ways around these limitations, but .zip files/folders cannot be scanned by most email antivirus tools, therefore the email will be blocked and never received by the recipient.

Use my contact me feature if you don’t have my information on speed dial if you have additional questions or situations I have not covered here

Anyone Looking for an Alternative to Microsoft Office?

Microsoft Office and the Apple equivalent software package are robust monster programs that if you do these types of activities regularly or work with files created by these packages frequently — you need to purchase the application suite. If you are a small time user who just needs to be able to view, save, print, or make some modest edits without using complicated programming then there are multiple “free” options.

Probably the most useful and known alternative is Open Office Org. This package uses a very similar interface, and therefore you will not need “training” if you are already familiar with Office or the Apple equivalent. It can even change the default save to format to be compatible with something MS-Office users can open without issues. Just remember that anytime you convert files from one system/type to another, you should expect the more complicated features to need some cleanup. Open Office Org has programs for each of the MS-Office suite applications.

Some other options are: LibreOffice, Free Office, Caligra Suite, WPS Office, Zoho, Only Office, Office Online, and Google Workspace. Most of these are “online” applications only, so no internet means no ability to work. Many users have Google email and therefore already have the Google Suite available. Just go to the Google website, in the top right corner click on the nine dots. Now you will see a list of all the applications available from Google.

If you require something with LOTS of stock images and some basic to moderate photo editing features, take a look at Canva. You have to pay for the more advance features, but the “free” version is pretty extensive.

WARNING: Remember, nothing is REALLY free. Most of the time, if you read the user agreement carefully for the free applications on the cloud, you will find that any content you create they have a right to use. If you are working on sensitive or competitive information, these solutions are probably not a good idea.

Give me a call, text, email if you need some help figuring out the “right” alternative for your needs.

Wire Fraud — How to NOT be a Victim!

Unfortunately, as cashless transactions have become more popular, wire fraud has too….as well as much more sophisticated. Now days, especially with large transactions like purchasing a home, bad guys will hack your email in order to change the wiring instructions.

Best Practices

  • Only send funds to parties you know.
  • Turn OFF near field communications (NFC) on your cell phone. Only turn it on when you specifically want to use it for making a transaction or transfer data phone-to-phone. Do NOT leave it on, especially when you cannot see the screen. Not only will this help with battery life, but it can help prevent acts in public locations.
  • If this is a large wire transfer, pick up the phone and call them directly (not using information they provided, but what you looked up on your own). Verify the instructions with a human being.
  • If this is a 1st time transaction, send a test amount (not an even $1.00), and call the person directly to see if they received it. Once you have it confirmed, make sure they are added to your contacts so you can “select” them in the future. Keep in mind that if a bad actor compromised your computer, he may have changed the saved contact information in your computer/phone.
  • Have firewall and antivirus applications installed on ALL devices that perform financial transactions — including your cell phone.
  • Question emergency or rushed needs for funds. Make sure your friend or family members really are in trouble before you send.
  • Verify in triplicate ANY international funds request.

Allstate has an excellent resource that can help you understand the reality of wire fraud today. What is Wire Fraud? Examples & How to Prevent Them | Allstate

If you have experienced identity theft and know your data is on the dark web, you need to think about locking down your credit and using services like “Life Lock”.

Controlling Notifications and Pop-up Ads

Do you ever wonder why the corner of your computer is constantly flashing with “notifications”?

You have control over what will be interrupting your work. Both in Apple and non-Apple world. For purposes of this posting, I will be using non-Apple examples, but their systems work very similarly.

To start, go to the search field on your taskbar and type “Notifications”. You want to select “Notifications and Actions”. On the pop-up menu, review the settings and make sure that only have turned on stuff that you want to know about. As you scroll down you will see a list of applications typically sorted by most recent. Change the order to name and start going through the list. Most likely you will not have enough time to do them all at one time….so pick a specific letter of the alphabet to stop on a do a few every day. Pretty soon you will be through the list. When you are done, I recommend putting it back to recent order.

You have the option of on or off and if you click the right side chevron you can even be more specific. This does NOT disable the application. It only prevents it from popping up in the corner. Typically, I like email and nothing else to pop in the corner.

The 2nd pop-up source is your internet browsers. If you have more than one, start with whichever one you are using the most. You will have to do this task on each one. Each browser is different, but everyone one of them has a setting for notifications and a list of websites that have permission to disturb you. This is a common tool used by various forms of malware. The most common one is a pop-up that says it is from a popular antivirus program, and you need to click on it to respond to a problem. You are actually not opening your antivirus program on your computer but a website that looks like it, and they are getting you to give them permission to install viruses on your computer disguised as help.

If this is happening, I HIGHLY recommend you have a “geek” help walk you through how to remove the permissions, make sure they didn’t install something, and run a stinger to make sure your computer is safe. This is something I can help with and if you want, I will even walk you through the steps so you don’t have to call me each type it happens. Text, email, call or use the “contact me” on the top right of this website to request my assistance.

Copy and Paste Options

In the Windows environment, we have the Paste Options (historically known as Paste Special) feature. Apple has a similar function, but all the examples/how to information in this post will be Windows based.

Paste Special is a really powerful tool that will help keep your sanity. When we select text, a picture, or really anything a chose to copy it…..we are getting whatever the human eye cannot see as well. Typically, this is only formatting, but it could be a virus, for example when you are copying from a public location like a website. Even if it is formatting, most of the time you do NOT want to bring it to your destination file, email, etc….

Ever spent a lot of time changing something you copied into the format of all the other stuff in your document or presentation? If you had chosen Paste Special — text only or no formatting — then you would automatically keep the formatting of your file. This is why some people can put together a presentation that looks really cohesive and others look like someone grabbed every font, color, or formatting option.

Best Practices

  • Use Paste Special — no formatting, text only, image only, etc… most of the time. Yes, this means that you can still use Ctrl + C for copy but when you use Ctrl + V…click on the very little icon that appears at the end of your paste. This will let you decide how you want to paste it. If you use right click copy and then right click paste, that option shows automatically.
  • Only copy exactly what you want — this means no extra spaces before or after. It is very frustrating when someone creates something like a spreadsheet or word processing document with sloppy copy and paste technique. It causes issues when attempting to use any automatic tools like Mail Merge, and users spend a lot of time removing the extra spaces.
  • Paste as an “image” if you want to ensure it looks exactly like it did at the source. This means someone cannot select it as text, even if it looks like text to the human eye but keeps the formatting of your new file from impacting how it appears.