Jeff Dettloff, Providence’s President and Chief Problem Solver, also serves as the 2011-2012 President for the Capital Area IT Council (CAITC). Jeff recently moderated a CAITC panel discussion on mobility and the connected workforce at this fall’s Greater Lansing Business Showcase. For the next few weeks we will be sharing the knowledge we gained from attending this panel.

How does the new mobility affect your business? Are you in the fast lane? Please share your insights and experiences.

“No one knows what the future holds.” This pearl of wisdom was one of the opening comments made by Bil Moore, one of our panelists and a technology consultant with Strategic Products and Services.

Bil is dead-on. There is so much happening in the IT market, so quickly, that both consumers and businesses are scrambling to keep on top. New products and services emerge daily, and much like how the emergence of Facebook quickly unseated Myspace, the mobile world is still very much anyone’s game.

Statistics show that there are actually more mobile internet devices – smart phones and tablets – on the internet right now than there are PC’s and laptops. Compare this to ten years ago when relatively few people even used text messaging, and being online while mobile meant lugging along a laptop and seeking out a coffee shop with a WiFi hotspot.

Now anyone can be online right from their phone, and the wireless carriers are becoming increasingly aggressive with smart phone marketing. Studies have suggested that there may be more smartphones in the US than standard phones by the end of 2011!

What does this mean to you? If you think about your customers, the people to whom you want to sell your product or service, chances are they are probably looking at your information on a mobile phone now. Is your website, and overall web presence, prepared for this change?

This is a new challenge for every business, not just those that are involved in the tech world. It’s no longer good enough just to have a website. The more mobile-friendly your website, and the more visible you are in services like Google Places and similar review sites, the more likely you are to have customers showing up at your door.

The only way to stay competitive is to get in the game and see where it leads. If you don’t keep up, if you don’t get in the game, your business is going to be taken by somebody else who does.

As Bil says, “the faster we get there, the more competitive we will be.” It’s time to step on the gas.

Jeff Dettloff is President and Chief Problem Solver at Providence, a Lansing IT Consulting firm.

As we begin the holiday season, we expect an upswing in the number of phishing attacks. Phishing is a way of attempting to acquire information such as usernames, passwords, and credit card details by masquerading as a trustworthy entity in an email message.

We encourage you to be especially aware of email messages from what seem like legitimate companies, even those with whom you may have done business. Many phishing attacks are camouflaged in this way, but are designed to install malware on your PC.

An example of a such a malicious email is shown below. This particular attack is active right now, and we have seen it affect users within the past couple of days. It appears to be from the US Postal Service, but holds a nasty surprise for anyone that opens the attached file.

We encourage you to be cautious about opening any attachment or downloading files from any emails you receive, regardless of who sent them. Phishing attacks can be unknowingly spread by family members and co-workers, if their email account is compromised.

If you would like more information, we highly recommend you read the How to recognize phishing email messages article available on the Microsoft Safety and Security Center website.

We wish you all a happy and safe holiday season!

“This cyber threat represents one of the most serious economic and national security challenges we face as a nation.”

Howard Schmidt made this statement in December of 2009, shortly after he was appointed to the newly created position of White House Cybersecurity Coordinator. He was speaking about the advanced persistent threat against our critical information infrastructure, including cyber threats against our electrical grid, global supply chain, and our military. In the time since Schmidt’s appointment the US Government has taken significant action to analyze our weaknesses on a national level, and has made important steps toward appropriate policies to shore up our homeland security.

Examples of strategic policy initiatives dealing with cybersecurity include:

• Cybersecurity is being incorporated into the Obama Administration’s agenda as a key management priority.
• A national public awareness and education campaign is underway to raise awareness and enhance cybersecurity education in our schools.
• A cybersecurity incident response plan is in final draft and will be exercised in September, 2010.
• A draft cybersecurity-based identity management strategy and vision has been released for public comment.
• A privacy and civil liberties official has been designated to ensure that cybersecurity initiatives are undertaken with greater transparency and with careful attention to privacy and civil liberties.

Some tactical initiatives that are currently in progress:

• Federal civilian networks are being secured.
• The cybersecurity operations centers are being connected.
• A cyber counterintelligence plan is being implemented.
• The classified networks are being secured.
• Efforts are underway to better manage global supply chain risks.

In spite of the impressive progress by policy makers and US government agencies, cybersecurity in small and medium businesses (SMB) worldwide still poses a significant and ongoing challenge. In June of last year Symantec Corporation, a global leader in information systems security, released the findings of its 2010 Global SMB Information Protection Survey. The results indicated that 73% of the SMB companies polled were victims of a cyber attack in the past twelve months, and that thirty percent of those attacks were deemed somewhat or extremely successful!

That’s scary!

The report also indicated that respondents rank data loss and cyber attacks as their top business risks, ahead of traditional criminal activity, natural disasters and terrorism. Seventy-four percent of SMBs surveyed are somewhat or extremely concerned about losing electronic information. In fact, 42 percent have lost confidential or proprietary information in the past. As a result, all of the companies who have lost data have seen direct losses such as lost revenue, or have suffered other directly related financial costs.

Based on the May 2010 responses from 2,152 SMB executives and IT decision makers in 28 countries, the survey clearly shows that small and mid-sized organizations are facing increased risks to their private information. It also revealed that lost or stolen mobile devices present yet another significant data security issue for SMBs. Almost two-thirds of businesses polled had lost devices such as laptops, Smartphones or iPads in the past 12 months. And all of those polled have at least some devices that have no password protection and cannot be remotely wiped of their data to protect their confidential business information if the device is lost or stolen.

Security professionals unanimously agree that Information Security Awareness Training is a fundamental component of any cybersecurity protection plan. Providence strongly urges that business owners and managers raise the awareness of cybersecurity threats in the workplace through targeted employee education and ongoing reinforcement, with an emphasis on ongoing. Computer operators need to be smart, aware, and must use extreme caution when handling sensitive information or using devices that store that information.

Looking for some quick tips on what you can do to protect yourself and your company? The Symantec Education YouTube channel is a fantastic resource. There you will find a number of short videos that explain much of what you need to know about risks on the Internet and how to stay safe. These fun, non-technical videos discuss the ins and outs of Internet security in a way that is easy to understand and remember. Topics include Pests on your PC, The Underground Economy, Phishing, Botnets, and several others. The videos are also great resources for teens, young adults, and others who may be less Internet-savvy and who need to be educated about what to look out for and how to stay safe online.

Since we live in a world where virtually anyone with a computer is susceptible to modern cyber threats, we need to accept the shared responsibility of ensuring that our PCs and networks are secure, trustworthy and resilient. If we continue to make it easy for cyber criminals to steal bank account, credit card, and email login credentials, they will continue to profit from it, which funds their ability to develop new and innovative ways to attack. Please learn as much as you can about this important topic, and take action as soon as possible to improve your cybersecurity posture.

Jeff Dettloff is the President and Chief Problem Solver for Providence Consulting, Lansing’s leading provider of advanced computer services and innovative technology solutions.

For the last decade or so, tablet computers have been making a lot of buzz in the computer industry, but haven’t really seemed to catch on. Some big players, including the likes of IBM, have made ill-fated attempts at marketing viable tablet machines, but it wasn’t until after the widespread adoption of smart phones that consumers developed a high level of interest in tablets. This is due in no small part to the hugely popular iPad and Kindle devices, along with other similar products.

Smaller and lighter than a laptop, modern tablet computers boast capabilities that place them squarely between a laptop and an iPhone. Tablets can run many of the applications that you would use on a laptop, but can also access the thousands of “apps” that are built for smaller mobile devices. With a larger, more comfortable touchscreen than what is found on smart phones, using apps becomes a joy rather than an exercise in frustration. But the touchscreen also means that typing long or complicated documents isn’t quite as easy as it is with the traditional keyboard found on a laptop.

The iPad and the Kindle were designed with the consumer market in mind, but businesspeople have found ways to bring these devices into their work. Responding to this, Lenovo has recently started releasing a new family of tablets that focus on both consumer and business users.

Lenovo made a smart move in featuring Flash graphics on all these machines. Lack of Flash capability has long been a sore point for users of iPhones and iPads. The inclusion of Netflix streaming certification is likewise a good strategic move, and these machines are the first Android tablets to feature it.

The IdeaPad Tablet K1 was designed for home use. Weighing in at a scant 1.5 pounds, the K1 features Bluetooth connectivity, Wifi capability, the Android 3.1 “Honeycomb” operating system, and a 10.1 inch, 1280×800 HD screen. A mini HDMI connector allows you to display full 1080p HD on external television sets, monitors, and projectors. Other neat touches include dual video cameras, one forward facing and one rear-facing, and an aluminum case that is available in a variety of colors.

With features that appeal to both consumer and business buyers, the IdeaPad Tablet P1 is nice step up. While it shares many of its specs with the K1, Lenovo has beefed up this tablet with a 1.5 GHz Intel processor running the full Windows 7 OS. Business users will be impressed with the P1’s ability to edit and create Microsoft Office documents. The touchscreen accepts multi-touch, or you can write on it with an included stylus that tucks away when not in use. The P1 can save files “as-written” by the stylus or will convert your writing to text. All this functionality is packed into a machine that weighs just shy of 2 pounds!

The flagship model is the ThinkPad Tablet, which is billed as the “world’s first business class tablet.” Lenovo talked with over 100 business customers while planning the tablet, with the goal of designing a tool that would help the mobile worker excel and offer engaging consumer-level features for use outside of work, all while keeping the IT support manager smiling.

The use of the ThinkPad name for this model is significant – it is pulled from Lenovo’s popular line of business-class notebooks – and the machine boasts features that live up to that aspiration. Along with the 10.1 inch, 1280×800 HD screen found on the K1, users will love the full size USB port and SD card slot. Standard software includes Citrix Receiver for virtual desktop support, and CompuTrace anti-theft software, secure email tools, and “Zero-touch” deployment (another first for a tablet) will keep your IT guys happy. Other bonuses include 2 GB of cloud storage, the Lenovo App Shop, and an optional digitizer pen.

Have we got your interest yet? The IdeaPad Tablet K1 and ThinkPad Tablet are available right now, and the IdeaPad Tablet P1 is coming this fall. The machines are available in 16 GB and 32 GB models. Get in touch with us today for more information about these useful tools and how they can help make your business more successful.

One more way that we Make Technology Easier for you!

Jeff Dettloff is President and Chief Problem Solver at Providence, a Lansing IT Consulting firm.

When Joe arrived at his office that afternoon things were in chaos! He had noticed during his lunch meeting that he hadn’t received any new E-mail messages on his smart phone in over an hour. He thought this was odd, but the moment he set foot through the door, he knew why. A single emergency light lit his path as he approached the commotion taking place in front of the office supply closet.

Joe realized that he was about to have a bad day. A water leak caused by a plugged condensation drain had found its way into the ceiling above his company’s supply closet, which also served as the file server room. The water must have been pooling on top of the ceiling tiles for days before one tile caved in, causing a gusher of stale water to rain down on fragile technology and communications systems. Circuit breakers had immediately cut power to the lights and some of the office equipment, but it was too late. The damage was done.

As he looked for someplace to sit down and think, the weight of the problem began to sink in. As the senior account manager for a small but prominent financial services firm, Joe NEEDS his E-mail, he NEEDS an Internet connection, and he NEEDS access to customer files and records to do his job! This tiny water leak, having gone unnoticed for days, had instantly crippled his ability to serve his clients.

“Why couldn’t the ceiling have leaked on the shelves storing the pens and highlighters and paper clips?” he thought to himself. “Those items are cheap and easily replaceable. Why did it have to ruin our computer network?” He immediately got a sick feeling in the pit of his stomach as he began to think about how much irreplaceable data might be lost. “This is NOT good!”

His thoughts were suddenly interrupted when the lights in the office came back on. Joe hadn’t noticed that his IT consultants had arrived, unplugged the water-damaged equipment and restored power. Work was underway to clean up the mess. Joe’s thoughts now went to how soon he could get back to business. His boss had worked with this IT consulting firm for years and had confidence in their ability to solve any problem, big or small. This was a BIG one, yet Joe was hopeful.

Fortunately, his firm had invested the time to develop a comprehensive Business Continuity Plan to deal with disasters such as this one. They recognized the potential consequences of a significant data loss. They had read and understood the study which confirmed that out of every 100 companies experiencing a “major loss” of computer records, 43 companies will never reopen, 51 will be closed within two years of the loss, and a mere 6 businesses will survive over the long-term. Joe’s firm had acted upon that knowledge and was now about to benefit from those efforts.

Joe couldn’t believe his good fortune! He watched with interest as the plan began to unfold. What he learned is that the firm’s IT support guys had put into operation a specialized data backup and virtual server appliance designed to reduce any server down time. The device had been located in another area of the office, away from the primary file server. The appliance had been backing up changes to data on the file server every 15 minutes since the day it was installed.

As a result, the appliance held an exact image of the file server just prior to the water disaster. It had also been moving that critical business data, in encrypted format, to an offsite file storage location every evening, just in case they needed to get access to the data from another location.

But that’s not all. The appliance was configured with modern virtual server technology which allowed it to be quickly reconfigured as a replacement server. The IT guys began that process immediately, and thirty minutes later this amazing appliance was operating as the company’s primary file server, running all of the applications and containing all of the data from earlier that day.

Joe would not have believed this remarkable story if he had not lived through it. Within an hour after walking into chaos, he was at his desk ready to begin reading E-mail and working with client data. There was still a wet mess in the supply closet, and he was a bit shaken by the drama, but Joe was on the phone, calling his best client. “Hey Kelly, what are you doing for data backup and business continuity? You’re not going to believe what just happened over here…”

Jeff Dettloff is the President and Chief Problem Solver for Providence Consulting, Lansing’s leading provider of advanced computer services and innovative technology solutions.

At Providence, our mission is to Make Technology Easier. We take this mission to heart as a part of our corporate culture, and we strive to ensure that it guides every decision that we make and action that we take.

This starts with the recognition that The Customer is the most important part of our business. As Information Technology (IT) Consultants, it is our job to take an interest in what our customers are doing and what their goals are. We can then find ways to take a burden off their shoulders, help them achieve their goals, and make their job easier.

Now You See It

Ask a Providence customer how we make this happen and you will get a lot of great answers. One is that we make sure that you know the best way to reach us when you need help. Our help desk support staff is available at any time to answer questions and respond to concerns, via phone, email, or our online customer portal.

When something does go wrong, we acknowledge your request for help as soon as possible and provide a realistic timeframe in which you can expect a response. We have found that a little extra effort and friendly communication can go a long way.

This includes follow up, too! Whether your needs are great or small, you can be sure that your Providence representative will keep in touch to make sure that the solution we delivered is performing as promised.

We realize that today’s computer systems are complex and that “geek-speak” isn’t a language that everyone understands. Because of this, we take great care to provide clear recommendations and deliver processes and procedures that are easy to understand and follow.

No IT technician knows how to do everything, and as much as we don’t like to admit it, sometimes we’re not the right person for the job. If one of our team members can’t find the right solution for your needs, we will help you find the person who can.

Now You Don’t

What our customers might not be aware of is the work that we do in the background to keep their business running efficiently. At the center of this is TechCare.

We take great pride in our TechCare system. TechCare is a suite of sophisticated technology and management processes that provides us insight into your computer systems, networks, and data backups so that you don’t have to worry about them. We constantly check that your systems are optimized for their best performance, and proactively take care of little problems before they become big problems. Plus, if there is a problem, we usually know about it before you do, meaning that you don’t even have to take time away from your work to inform us.

Probably the most important thing that happens behind the scenes is software patching and updates. Cyber criminals are constantly attempting to install malicious code into software programs that everyone uses, like Windows, Microsoft Office, Adobe Reader, Java, and Flash players, in order to steal confidential information or take control of their target’s computer systems.

Microsoft, Symantec, Cisco, and all of our business partners release important updates and software changes nearly every day. Due to these constant, ever-evolving, and complex changes, effectively managing your IT resources means a commitment to ongoing training and learning. We work hard to keep on top of these new developments in order to provide the most up-to-date service, and TechCare takes the hassle out of keeping your systems patched and updated by allowing us to remotely manage your software.

All of this adds up to computer systems and networks that are more secure. For you, it means one less thing on your plate, less worry, and ultimately, peace of mind.

And it allows you to say the words that are music to our ears:

“Thank you for Making Technology Easier!”

Jeff Dettloff is the President and Chief Problem Solver for Providence Consulting, Lansing’s leading provider of advanced computer services and innovative technology solutions.

The annual budgeting process can be a time consuming, frustrating, and thankless task that very often gets pushed aside for more urgent responsibilities. Let’s face it – budgeting can be difficult – especially if you want to prepare an itemized budget rather than just pull together numbers based on last-year’s spending patterns. Preparing a realistic Information Technology (IT) budget presents an even greater challenge because of the pace with which technology changes occur. To provide some help, we present a set of practical steps designed to help make the process a little less stressful, and make the final IT budget document a little more meaningful.

First off, IT budgeting is a process, it is not an event. It is an important management function and part of the normal business planning process. It also helps an organization focus on its goals and objectives and how IT plays a role in meeting those objectives.

How you view information technology will determine how much time and effort you should spend on the development of your IT budget, and how often it should be reviewed and updated. For example, if you view IT as an expense item and your goal is to spend as little as possible on it, then you don’t need to expend much brain power to come up with a number. On the other hand, if you view IT as a strategic asset that will help give you a competitive advantage, increase your efficiency, and provide your customers with better service, then you need to put in some quality time developing your plan, and allocate time to review and adjust that plan on a quarterly basis. Let’s get started!

1. Know your current situation. Determine what you spent this year and the year before on IT. Your financial statements should provide details of your spending, provided that it was categorized properly when the data was entered. This information will be used for comparative purposes, not necessarily to set next year’s budget. We also recommend having a detailed, up-to-date worksheet of your current hardware AND software inventory. Having a solid grasp on your inventory will allow you to plan for what may need to be replaced next year, and in the years to come. If you don’t have a list, we recommend the free network management software tool from SPICEWORKS. This tool will investigate your network and provide all the details you need to make wise decisions.
2. Establish easily understood spending categories. A budget plan based on clear classifications will be easier to understand than a long wish list of disjointed items. We recommend classifying your IT investment into the following ten categories:
• Hardware purchases and/or leases
• Hardware repairs and maintenance
• Software licenses and maintenance
• Professional fees and support subscriptions
• Application and Website hosting
• Telecommunication and Internet related service fees
• Supplies
• Ongoing education and training for your staff
• Disaster recovery and business continuity expenses
• Other
3. Decide how money is allocated. At this point you may need to make some basic decisions on how certain expenses get classified. For example, should designing, refreshing, or maintaining your website be considered an IT investment or a marketing expense? If the website’s information was printed, it would clearly be a marketing expense. Since the information is presented in a digital format, does that make it an IT expense? On the other hand, should the copier lease and supplies be classified an IT expense or an “office” expense? There is no right or wrong answer to these types of questions. You will spend money on both the website and the copier. It’s a matter of perspective and preference.
4. Estimate spending for each category. Work through each of the listed categories and carefully plan what you’ll need to spend to achieve your business objectives. If we begin with hardware purchases for example, you would review your detailed hardware list and pick specific systems from the list and estimate the replacement/upgrade cost. We recommend that desktop and laptop systems be budgeted for replacement every three to four years. This doesn’t mean you have to replace them in that time frame, but it’s a good idea to plan for replacement. Be sure to include the network servers and network infrastructure in the mix as well. These components should be upgraded every four to five years. Also consider your telecommunications needs. Phone system hardware typically has a longer life span than desktop PCs, but the desire for new features and functionality may steer you towards an upgrade or replacement.
5. Plan for growth. If growth is in your future, calculate the approximate IT cost for a new employee. Make it a comprehensive number including PC, monitor(s), software licenses, battery backup system, data protection system, remote access system, cell phone, printer, support costs, training, etc. Once you have this number, you can simply multiply it by the expected staff-increase number to determine how much to budget.
6. Create your wish list. This step requires great thought and insight into the future of your business. Ask yourself these questions: Where will your business be next year and beyond? What technologies can help you get there? What investment in technology today will give you a better tomorrow? Perhaps a new or improved document management system, improved e-mail or collaboration tools, or easier access to information for remote workers. Perhaps you could benefit from faster Internet connectivity, or need a better way to track your inventory. If it’s something that technology can improve and you can make a business case for the investment, put it on the list.
7. Put the pieces together. Once you have all of the mandatory items and wish-list items detailed, go back and put an estimated cost/expense next to each item. Use as much supporting detail as necessary to make it meaningful for you and those who will review/approve it. Be realistic with your estimates, but also consider adding a fudge factor (perhaps 5-10%) for unforeseen expenses.

Still feeling a little unsure of where to start? It never hurts to seek advice from a professional. Remember, IT budgeting is a process; it is not an event. It takes time, effort and a little expertise to do it right. If the whole process sounds like a daunting task that you would rather delegate, or if you need help with step 6, then seek out a qualified IT consultant who can assist you in developing a meaningful technology plan. A great place to start is by contacting Providence today!

Jeff Dettloff is the President and Chief Problem Solver for Providence Consulting, Lansing’s leading provider of advanced computer services and innovative technology solutions.

If you are searching for simpler, less expensive ways to operate a small business, you are not alone. New, high tech tools and gadgets promise greater productivity, but many small business owners become disillusioned when that promise is never quite fulfilled. I think most of us have figured out that all the advancements made in Information Technology (IT) haven’t necessarily been steps in the right direction.

The key to getting the most out of your IT investment begins with making wise decisions and then understanding how to invest in planning, training, upgrades, and new technology. The principles outlined here can help you avoid the most commonly made technology mistakes, realize a greater return on your IT investment, and gain the loyalty and respect of your customers and staff.

1. Begin with planning

Building computer networks and business processes in an ad hoc fashion is very inefficient. Every organization that desires future prosperity should develop a one, two, or three-year technology plan, and a great place to start is to plan your IT spending. I’m not suggesting a single IT line item on your financial budget, but a detailed spending plan which includes the specific equipment, software and services that are expected to be needed in the foreseeable future. Refer to and revise it often.

2. Don’t put the cart before the horse

Evaluating, selecting, and purchasing software to accomplish a specific task should occur after you’ve fully defined the task or process to be performed. For example, if your goal is to keep better track of your customer relationships and sales prospecting activities, don’t jump right in and start evaluating customer relationship management software to see who has the best product at the best price. Instead, use a “Business Focus First” approach. Develop a process first, and then look for a technical solution that will make the process efficient. Think about the data or activities you want to track, which clients or prospects will be involved, how much time it will take to track, how the data be used or analyzed, who will input the data, and so on. Develop a complete understanding of your goal, and THEN figure out which technology is the best fit.

3. Get buy-in first

Making a purchase decision prior to getting valuable input and buy-in from those who will be using a new software application could result in a failed implementation. Resistance to change is part of our human nature. If not properly managed, this forced change could lead to workers developing their own processes to work around your new system, or worse yet, a mini-mutiny where they force you to walk the plank.

4. Train your workers

Lack of training is the number one reason that software is under-utilized. Many of today’s modern applications are full of complex and hidden features that are rarely used by the average office worker, but could help them become more productive. Training helps workers better utilize the tools they have been given, boosts their self confidence, and empowers them to excel.

5. Understand the limitations of your “office IT expert”

Most small organizations can’t afford a full-time IT person. Instead, they rely on their resident computer expert to keep their technology running smoothly. But implementing and maintaining today’s advanced technology solutions is often a complex task. There are so many details to keep track of, so many users to please, and everything seems to take longer than it should. Even though your expert may be brilliant, they likely will need help with the heavy lifting. It’s a smart decision to seek out a trustworthy IT consultant who can help with the complex issues, and help you make strategic decisions regarding technology use.

6. Keep your data secure

Because today’s Internet is such a dangerous place, prudent users should take every precaution to defend themselves from risk. It’s much cheaper to keep a virus, worm, or other malware off your computer network than to deal with the repercussions once you’ve been attacked. Invest in antivirus, anti-spam, and anti-spyware software, and keep your systems patched with the latest operating system security updates.

7. Think long term

Avoid reactive, short-term fixes. Trying to squeeze the last ounce of production out of that old, Windows 98 PC by getting it “tuned up,” is probably not the best move. A new PC with the latest software, protected by a three-year warranty, will be far less expensive to support and far less frustrating to the person sitting at the keyboard.

7 ½. Don’t ignore problems

Computer problems generally don’t go away on their own. If you see an error on your screen and don’t understand it, it’s wise to contact someone who may. For example, if the error indicates a hard drive problem, waiting until the hard disk grinds to a halt could cost you the loss of every scrap of your data. Acting quickly could save your data, hours of lost productivity, and most importantly, your reputation.

Jeff Dettloff is President and Chief Problem Solver at Providence, a Lansing IT Consulting firm.

Without a doubt, one persistent question on the minds of countless business managers this year has been: How can we do more with less? Many of us are experiencing less money in our budgets as a result of fewer customers, which has resulted in less workers on our payroll, and for many, less hope that tomorrow will be brighter than today.

This is especially true in Michigan. Unemployment in our state has rocketed from 8.3 percent in July of 2008 to a devastating peak of over 14 percent in July of 2009. As of summer 2011, we’re still one of the worst-off states in the Union, at 10.2 percent.

But perhaps there is a silver lining to be found in this gloomy cloud of bad economic news. Faced with troubling circumstances, business leaders are driven to innovate and are forced to develop new ways of doing business, or at least to streamline some significant process. Throughout recent history, we have seen technology play a key role in the innovation that takes place as a result of this shift in thinking, and I expect this trend to continue.

During the past 30 years, the auto industry embraced technology in its design labs and employed sophisticated robots in its factories. The result is that automakers now build much more reliable cars, faster and more cheaply. (Hence, more with less.) We have also witnessed the tremendous increase in the ability of the United States Armed Forces to deliver persuasive military force with far fewer soldiers on the ground, which is a direct result of the deployment of technologically advanced weapon systems. Over the past three decades, we have seen computers, software, e-mail and the Internet dramatically change the way modern business is conducted.

I recently spoke with a friend who mentioned that since we have witnessed so many advancements in technology during the past ten years, there is no way the next ten years can keep the same pace. I argued the opposite conclusion. Because of the strong foundation that has been laid, I believe we will likely see a radical quickening in the pace of innovation, with an emphasis on the development of new technologies.

We will see both evolutionary and revolutionary changes in the way we manage our health, receive our news and entertainment, shop, communicate with each other and perform our work. It is at times like these, where our economy is in distress, that we see business innovation at its best. I look for tremendously positive progress in coming years and am very excited about the opportunities that will be created as a consequence.

My hope is that others share my enthusiasm and are inspired to participate in this movement towards leaner and more efficient organizations. The easiest way to identify any aspect of a business that may be inefficient is to simply ask your staff what is causing them frustration. Is it recurring communication breakdowns? Not enough time to complete a task? Information overload? Not enough information? Complicated procedures that never seem to work properly? Old, slow equipment that they would love to toss out the window?

Getting this information will likely be easy. Finding a better way and then changing from “the way things have always been done,” will require considerable effort. Even so, it’s important to embed this way of thinking deep within your organization’s culture so that everyone will be on the lookout every day for a better way to do the things they do.

The outcomes that the proper deployment of technology can provide are improved communication, streamlined processes, reduced paper flow, and a reduction of clearly quantifiable direct or indirect costs. Here are a few ways that many Providence clients are wisely using information technology today to do more with less.

1. Reduce printing, paper and mailing costs by connecting with prospects and customers using professional-looking e-mail newsletters, high-impact e-mail promotions, e-mail event invitations and online surveys.
2. Eliminate duplicated efforts and keep mobile workers productive by providing them with secure access to information and a way to process it while away from their primary workspace.
3. Reduce information worker frustration and ensure productivity by implementing a proactive IT service and maintenance plan. A well-structured plan will help you find potential problems before they surface and correct them before they lead to worker downtime.
4. Reduce travel expenses by providing your mobile workforce with video conferencing equipment and software so that they can participate in group meetings and discussions from their home offices.
5. Increase the efficiency in connecting with staff members, customers, or prospects with web-based training, seminars, and sales meetings.
6. Reduce support, electricity, cooling and maintenance costs by consolidating server hardware with the help of advanced new virtualization technologies.
7. Eliminate up-front costs and reduce ongoing maintenance expenses by using Cloud-based or hosted services for specific software applications, such as customer relationship management or e-mail software.

Many business owners have already adopted these or other changes in your business and I applaud you. If you have a great idea or would like to share how you are doing more with less, we would love to hear from you. Please comment on this blog post on our Facebook page and share your ideas with our community!

Jeff Dettloff is President and Chief Problem Solver at Providence, a Lansing IT Consulting firm.

Cyber-security analysts predict that 2011 will mark a shift in online crime away from malware and stolen credit card information into a new stage of cyber-espionage and cyber-sabotage. Identity theft has already become one of the most prevalent crimes of the 21st century. While low-tech methods for obtaining private information, such as stealing wallets or personal documents, are still the most common, online information theft is growing rapidly, especially within cyber-criminal syndicates.

One method that modern cyber criminals employ to accomplish their objectives is the stealthy use of computer “botnets.” A botnet is created when a number of Internet-connected computers become infected with malicious software that is designed to listen for instructions from a cyber-criminal’s command-and-control center and then act on those orders. The infected computers become “zombies” and are used to steal information, send spam, or disrupt legitimate web services without the knowledge of the computer user.

Information Security experts agree that botnets pose the largest threat to the Internet today. In June of 2006, security software maker Symantec estimated that there were roughly 4.5 million computers worldwide under the control of a botnet. Today, experts peg that number in the hundreds of millions! Botnet presence is growing exponentially because they are money-making machines for their creators, commonly known as “botnet masters”. Most seem to utilize the zombie computers under their control to spew spam and propagate malware to other susceptible computers. But that will not always be the case, as evidenced by some recent examples.

In February 2010, the security firm Netwitness discovered that the Kneber botnet had compromised nearly 75,000 computers worldwide. Among them were many U.S. based systems belonging to Fortune 500 companies, government agencies, and others. The Kneber malware was specifically designed to steal sensitive information, and the attack has resulted in the theft of tens of thousands of login credentials for e-mail systems, social networks, and banking sites. It is still very much active in cyberspace, and in October the FBI arrested more than 100 suspected cyber crime ring members that had stolen around $70 million.

The Kneber botnet exploits a security flaw in several software applications that are found on a vast majority of Windows based computers, specifically Adobe Reader and Flash Player. Adobe has released a patch that fixes the flaw, but IT professionals or end users need to take action to apply the security patch. Should they fail to install these updates, their computers will remain susceptible to infection and likely exploitation.

In mid-December of 2009, sophisticated attackers targeted Google and at least 30 other high profile U.S. companies and exploited a previously unknown flaw in Microsoft’s Internet Explorer browser to compromise computers and steal information. Evidence indicates that the attack was conducted by a botnet controlled from China, and some even claim that the Chinese government was involved. Microsoft quickly released a patch to fix the flaw, but again, IT professionals and users need take action if they wish to prevent computers under their control from becoming infected and compromised.

For IT consultants, these types of attacks are very difficult to defend against because of the human variable in the equation. Cyber criminals have obtained an impressive success rate of attacks against corporate networks by enticing employees to click on infected Web sites, email attachments or advertisements purporting to clean up viruses. In some cases, cyber criminals will hijack legitimate website ads or purchase their own ads on popular websites in a practice known as “malvertising.” When an unsuspecting user clicks on a malvertising ad to get more information or a chance to win a free prize, they unwittingly download the malware. Another method of infection is through drive-by downloads where a user simply visits an infected site or reads an infected email, and then the attacker exploits a security flaw to download and run their malicious code.

The important lesson to be learned here is this: The Internet is a very dangerous place! This is especially true for computer systems that are out of date or running applications that are not fully patched, or for users who are unaware of the dangers and behave carelessly. We all need to understand that the threat landscape is constantly changing, and malicious attackers are operating with increasing boldness and impunity. In order to defend against these attacks, it is necessary to implement a comprehensive defense strategy for both computers and their human operators.

On the computer side, we need to put up multiple layers of defense:

• A properly configured and up-to-date network firewall.
• A properly configured Windows firewall or non-Microsoft software firewall on each computer.
• A process to ensure that all Microsoft and third party software patches are deployed with limited or no user intervention.
• Current antivirus software with virus definitions that are automatically updated daily, and full system scans that are run weekly.
• A secure web browser that has the latest updates and security patches installed.
• A policy that requires users to operate with reduced system privileges in order to mitigate the damage should an infection occur.

On the human operator side of the equation, we need to raise awareness of potential security threats in the workplace through targeted employee education and ongoing reinforcement, with an emphasis on ongoing. Ultimately, we need operators to be smart, aware, and to use extreme caution!

Please distribute this article within your organization to help achieve that goal. For further information on this subject, Bing or Google “cyber security,” or contact Providence for assistance analyzing and securing your company’s computers and networks.

Jeff Dettloff is President and Chief Problem Solver at Providence, a Lansing IT Consulting firm.