Maintain Control With Local Data

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survellienceThe introduction of cloud-based computing has made sharing and accessing data easier than ever, particularly for small businesses that may not have the resources to invest in a private network. But this convenience can come at a cost. In many cases, the trade-off for easy access is security. By putting a business’s data in the cloud, a user is implicitly trusting the provider to maintain that data securely.

While many cloud service programs have security that is well designed from a technical standpoint, they may expose the data in ways not possible to data is stored locally. Consider last year’s breaches at Dropbox, caused because of an employee error. As a result of this breach, user logins, passwords, and addresses were exposed.

What’s worse, most cloud service providers explicitly protect themselves in their EULAs.  This means that in the event of a breach the service provider is free from all liability, even when they are at fault. “There have been many recent breaches in security that involve the cloud and some household brands,” said David Kelly of Upside Research comments, “These concerns need to be mitigated quickly before large enterprises lose faith in the cloud.”

Both client information and operations data is crucial to running a successful business. As exciting and flexible as cloud storage is, SMBs must concern themselves with local storage as well. Local storage allows for users to take their own steps to ensure the security of their data and hold themselves accountable rather than having to rely on outside providers.

ClientTickler’s effective task-management software combines the best of both worlds. Users who value the flexibility of cloud technology are able to opt in to the service, allowing them to share calendars and appointments between their desktops and mobile devices, while those who need to ensure the security of sensitive data can continue using desktop storage. ClientTickler is easy to download and install. Ensure the security of valuable businesses data by downloading a free trial of ClientTickler today.

Track Those Billables

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Post-it-NotesHow many times have you jotted the time spent on a project on the nearest Post-it? Or relied on memory to input the hours later? You put great effort into providing excellent services to clients, and that effort should not be forgotten. Clients expect and rely on you to track projects, and accurate reporting builds confidence in your services. Take advantage of one of the favorite features of the project management software ClientTickler – Tracked Billable Time.

ClientTickler’s billable features allows business owners, project supervisors, and individual users to track the time spent for each task and client, making client updates, billing and reporting fast and easy. In industries where project hours are directly billable to client invoices, this feature becomes extremely valuable in efficiently discerning time spent for a client.

Managing projects and tasks is easier when you’re able to view the data in several different ways. The reporting in ClientTickler gives you the ability to build summary reports of incomplete tasks, tasks by team member, tasks by due date, supervisory reports, and more. Use reports to track time spent for invoicing or documentation purposes, or export to Microsoft Excel.

The ability to track hours against tasks also affords business owners the ability to use historical data to provide more accurate estimates and project assessments for future work, providing bottom-line value for the business.

Say good-bye to the accordion of Post-its and hello to accurate billing and reporting. Step up your game with ClientTickler.

3 Tips to Protect Your Data

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If you are a small business owner you are a target for hackers. Hacker

Fortune 500 companies have built up their network security and subsequently hackers are turning to small businesses, according to an article in the Sacramento Business Journal.

If information is important to you and your clients, chances are it is of interest to criminals as well. And the biggest roadblock to preventing these crimes could be psychological.

“The biggest danger is a small business assuming it’s an issue that can’t affect them,” said Dan Tracy, co-owner of Sacramento-based Symmetry Managed Services, a tech support outsourcing company. “But small-business networks are vulnerable to less-sophisticated hackers because many don’t have protocols in place beyond a simple anti-virus program. In a lot of ways they’re more vulnerable than a Fortune 500 company.”

Don’t wait to prevent data or other theft. There are three important actions you can take immediately.

1. Have complex passwords and change them often. Mix up letters, numbers, symbols and capitalization. Use a phonetic password generator to create passwords that are random but easier to remember. Example: Asuminolo83

2. Password Lock devices when not in use. Your desktop and laptop should be set to lock after a period of disuse. This is especially important for your mobile device which can be easily lost or stolen.

3. Update software regularly and have anti-virus software installed on all computers. Ignoring software updates is like being the house on the block with the garage wide open. Install updates as they come to keep your protection current. Make sure all computers used for your business have anti-virus software. It’s worth it.

Once you’ve followed these steps, get confirmation from your tech support company that you are doing everything you can. Your clients trust you with private and financial information. Earn their trust – protect them and protect your business.

The Vacation Rotation: Tips for Temps

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Ahh the beginning days of summer – when you start visualizing that well-deserved week at the beach or camping or fun on the road. desk-telephone As does your staff, which means starting soon there will be temporary employees in the mix. For minimal disruption to the office, set up policies and procedures at each desk explaining the details of the job. It’s often the basic things that can be most daunting without key information. If a temp employee came in and sat down at your assistant’s desk, would she or he be able to figure out your expectations?

Have each employee write a cheat sheet to keep on file for temp employees. This should include:

Specifics on what to say when answering the phone.

How to check voice mail messages.

How to reach you when you are not in the office.

Where to locate client intake sheets.

Guest computer log-in and passwords.

Having this information readily available is a key part of office efficiency. Take the time now to streamline temp procedures and everyone can look forward to a more relaxing summer.

Best Friends Companion Care Exemplifies Small Business Success

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“Building a strong relationship with each client, along with their family members, caregivers and friends is a vital component to success in the elderly care business,” explains Jamie Deonas, owner of Best Friends Companion Care. Best Friends Companion Care is a senior Best Friends Companion Carecare business that provides both medical and non-medical, in-home support to its clients in Northern Florida. “Our company’s mandate is to exceed a client’s expectations by customizing their care to meet their specific needs, while ensuring clear and regular communication is provided to their extended network.”

Deonas credits ClientTickler with increasing his business by more than 10% over the past three years. “ClientTickler assimilates client information and past company experiences in an easy-to-use way, enabling me to successfully build my business. I wouldn’t be where I am today without ClientTickler. For my company, it provides a gateway to more valuable relationships and it’s hard to put a dollar amount on that.”

Deonas uses ClientTickler to manage all of his working relationships, client details and follow-up at Best Friends Companion Care. When I arrive in the morning; I turn on the lights, make coffee and check ClientTickler,” says Deonas. “It gives me my daily work plan in an easy-to-read calendar and a color-coded list of events and to-dos. After checking ClientTickler; I know who I need to call, the tasks that must be accomplished and any other important items for the day.” ClientTickler’s next generation project and task management software enables Deonas to record and track every task, activity, communication, request and any other customized event related to his senior care clients. “Some of my clients have four different family members that must be updated on their care and condition,” says Deonas. “ClientTickler enables me to easily create a task or to-do and attach as many contacts as needed to that item.”

Business people love ClientTicker. Why?  These are just some of the benefits of ClientTickler Basic:

  • Intuitive project and task management software solution
  • Automated follow-up prompt for each task
  • All business contacts, to-dos, activities, events and requests in one place
  • Rise in referrals with comprehensive relationship building
  • Over 10% business in 3 years.

Be a success story like Jamie Deonas. Learn more about ClientTickler – Tickle your To-Do’s!

Raising the Bar for the Next Generation Law Practice: Part 3

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Donna Gary’s Guide to Focused Practice Management

Part 3: Marketing and Social Media social-media-word-cloud

For attorneys who spent years studying, spending time on social media may seem like a distraction from practicing law. But to have a successful practice today you must have an on-line presence. A website and social media can drive business to you and help maintain a relationship with clients.

Get started with these first steps:

1. Build a Website. There are many templates available and services to help get yours up and running. Your website doesn’t have to be complicated, but having one is necessary for new clients to have for reference and basic information. Make sure the service you choose converts your website to be easily navigated on a smartphone.

2. Set up your personal social media accounts. You don’t need to use all of the social media sites out there, but you do need to have a presence. I recommend LinkedIn and Avvo for legal professionals. Update your LinkedIn profile to reflect your current position. Upload your contacts from your email account. Once you’ve connected with colleagues they will see when you post updates or attend events and it will keep you in their mind for business recommendations.

3. Set up your business social media accounts. You don’t have to have a company Facebook page, but if you do then use it to your advantage. This is a great way to personalize your business and show that you are active in your community.  Post links when you attend educational seminars or luncheons. If you work in Family law, recommend books that people can read when going through a divorce or child custody battle. Re-post colleagues’ charity events, awards or congratulations on education achievements. People who are active in social media actually have more support in “real life”. The same can be true for your business. Build your business network and create a pool of future clients.

4. Key word optimization. Now that your website is up and running, you need to take advantage of SEO (Search Engine Optimization). This means have key words embedded in your website that help lead clients to you.  As your business grows you (or any employee) can track your traffic. Using Google Analytics can help you figure out where you are getting referrals from, which advertising is most effective, and how to increase website traffic.

Just as it is easy to become distracted by email, it is also easy to get stuck in the “time-sucker” of social media. Remember, take control of your calendar by managing your daily activities in such a way that you schedule a time slot to work on client files, a time to review emails and phone messages, and time slots for consulting with new clients. Social media and marketing should be part of your business. Set up policies and procedures that work for you and enjoy the benefits of efficiency and increased revenues.

 

For more strategies on focused practice management, starting with effective guidelines to building client relationships, see Donna Gary’s series Raising the Bar for the Next Generation Law Practice. Subscribe to the ClientTickler blog today!

Raising the Bar for the Next Generation Law Practice: Part 2

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Donna Gary’s Guide to Focused Practice Management calendar and glasses

Part 2: Efficiency and Time Management

Does your calendar manage you?  Do you structure your day around the next deadline? Take control of your calendar by managing your daily activities in such a way that you schedule a time slot to work on client files, a time to review emails and phone messages, and time slots for consulting with new clients.

Don’t let email control your day. I recommend reviewing email and phone messages in the morning then shutting off email while you work on client files. Review email again just before and after lunch, then shut it off again until a half hour before you leave for the day.  Also, don’t forget about the simple telephone. If you can call someone back, just do it. So much time is wasted sending emails back and forth when a quick phone call would suffice.

Each day review what you must do and dedicate time to each item. Sometimes, in order to stay focused, what you shouldn’t do is just as important as what you should do. When I’m working on a project, I close all email tabs. If I keep email open, I get distracted by pops-up on the bottom of the screen. An hour later, I still haven’t finished the project. Not only is that inefficient, it is stress inducing. Multitasking and the stress that comes with it changes where and how your brain stores new information. Trying to do too many things at once can negatively affect your short-term memory. Research has shown that trying to focus on more than one thing causes a 40% drop in productivity, and lowers your IQ by 10 points.

A number of studies have been done recently on the effects and startling inefficiency of multitasking. I have highlighted some of them here, and I encourage you to continue researching this subject. It seems like you need to multitask in order to get everything done, but multitasking is an illusion. As legendary basketball coach John Wooden said, “If you don’t have time to do it right, when will you have time to do it over?”

Lastly, I encourage all business people to adopt the standard law office practice of the tickler system. I have been teaching this system for 20 years and it works. A tickler system keeps you organized and pro-active. Don’t wait until the opposing party calls or you notice the next client meeting on the calendar – tickle your clients to keep your business foremost in their minds and anticipate their needs. Find the task management software that works best for your business, or download a free trial of ClientTickler.  Clients will appreciate your proactive approach.  Don’t underestimate the power of client satisfaction and word of mouth. Your clients are your walking billboard.

To summarize…

1. Each day review what you must do and dedicate time to each item.

2. Manage your calendar to give yourself dedicated time slots for daily activities.

3. Don’t let emails control your day.

4. Develop an effective task management approach to anticipate clients’ needs.

We all feel overwhelmed at times. Follow these four guidelines and your work day will become efficient and effective.

For more strategies on focused practice management, starting with effective guidelines to building client relationships, see Donna Gary’s series Raising the Bar for the Next Generation Law Practice. And, coming soon, Part 3: Marketing and Social Media. Subscribe to the ClientTickler blog today!