Posts Tagged ‘Information Technology’

Windows 7 is a Perfect Opportunity?

Thursday, November 12th, 2009

Windows 7 is a Perfect Opportunity?

I’m afraid I have to agree with some of my friends. Windows 7 is Microsoft’s revenge on those of us who thumbed our noses at Vista and said we’ll wait. Windows 7 is available and Microsoft went out of their way to make the upgrade difficult for those who did not upgrade to Vista. Oh well, that’s life.

On the other hand, Windows 7 is a perfect opportunity to get your I.T. house in order. If you have never created a hardware and software asset inventory, now is the time. You (or your service provider) already have to visit each computer. You may as well “write” down the information and store it somewhere (your IT manual, hard drive). You will need this information in the future. It isn’t a question of “if” but “when”.

A basic hardware asset inventory is a list of each desktop, laptop, server, network appliance, printer, uninterruptable power supply and any other device connected to a computer or your network. You need to collect the following information about each device:

Vendor (e.g. Dell) Function (desktop, laptop, server, firewall)
Model (e.g. Vostro 430) Date in service
Serial Number Device user
Hard drive size/Free space RAM

While you’re at the computer, make a list of all of the installed software. Now, I’m not talking about .Net or those other programs that come with the computer. You need to look for all the software that was added to the computer.  You need to collect the following information for the software asset inventory:

Vendor Application & Version License Key Computer Installed On User Assigned
Sage Timeslips v10 <locate the original disk or you can find it in “Help About” Serial Number Who uses that computer?

As you look at the list for each computer, notice which software is obsolete. Those applications you won’t need to reinstall. Now, go find the installation discs for the rest of the software. If you find only one copy of WordPerfect X4 and it is installed on 10 computers and you didn’t purchase a multi-user license, your company is guilty of software piracy. This is the perfect time to remedy that situation.

The friend or employee who installed the software may have tried to save you money, but piracy could cost you dearly (http://bit.ly/bhmoC).

So, look on the bright side. The upgrade to Windows 7 won’t be a walk in the park, but it is the perfect opportunity to:

1)      Create a software asset inventory.

2)      Create a hardware asset inventory.

3)      Clean out old software you don’t need.

4)      Discover unauthorized software and get legal.

Wishing you safe passage through the IT Minefield!

___________________________________

These topics are discussed in greater detail in Navigating the I.T. Minefield: Straight Talk for the Small Enterprise. To purchase your copy, please visit http://bit.ly/SNL4W.

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America (saving them millions) to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

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From XP to Windows 7 – Not for the Faint of Heart!

Tuesday, November 10th, 2009

The good news, Windows 7 is available! It is supposed to be less painful than Vista (personally I’m waiting for the first service pack to come out).  The bad news? If you are still running XP, the upgrade isn’t necessarily painless. You must:

1)      Backup your data.

2)      Wipe the hard drive.

3)      Install Windows 7.

4)      Reinstall all of your old programs (hope you have those install disks somewhere).

5)      Restore your data files.

This process is not for the faint of heart! If you have any doubts, contact your favorite local IT service provider.

For those small business owners who don’t have in-house IT support or a regular service provider, here’s a basic plan. A service provider will go through these same steps.

1)      Determine if your computers can support Windows 7. It requires a minimum of 1G (gigabyte) of memory and 16G’s of free hard drive space. If it has been a while since you last upgraded hardware (not unusual for a small business), your desktops and servers might not be able to support Windows 7.

  • Go to each computer and access My Computer.
    • Note the hard drive size and free space. If it is less than 16G you’ll need a new hard drive.
    • Click “View System Information” on the left. Note the amount of RAM.
  • Some older hardware will only support up to 1G of memory. If you expect the hardware to last longer than a couple of years, you will want to invest in more than just 1G.
    • How do you know if you can add more memory? Most of the major computer manufacturers track this information. Go to their web site and look for the memory upgrade section. It will guide you through the process.
  • NOTE: If you find yourself buying more memory and a larger hard drive it will probably be easier and less expensive in the long run to buy a new computer.

2)      Determine whether your old applications will run on Windows 7.

  • Go to each computer and access Control Panel (Start -> Settings -> Control Panel) or consult your Software Asset Inventory.
  • Select Add or Remove Programs.
    • This will give you a list of most of the programs installed.
  • Contact the application vendor (website or phone).
    • Most vendors support the current version and the previous version. If your software is older, you are probably on your own.
    • You can try to install these programs on Windows 7, but the results may be unpredictable. The vendor will not feel any obligation to fix the old program to make it work on Windows 7.
  • Be sure you have the old software installation disks. If you don’t have them, you’ll need to buy the new version.
  • NOTE: If you customized the application (forms, queries, screens, etc.) or paid for customization, it will need to be repeated for the new version. Plan accordingly.
  • FYI. If you have an application that allows you to deposit checks from your desktop, be sure to include the bank in your plans. For one of my clients, the bank will have to reinstall their software.

3)      Create your migration plan.

  • Which computers require a hardware upgrade?
  • Which ones must be replaced?
  • Which software must be upgraded or replaced?

Armed with this information, you can determine the costs and a timetable for your company’s migration to Windows 7. The good news: You have until 2014 to convert your computers to Windows 7! Microsoft will continue to support security patches for XP until then. You don’t have to spend several thousand dollars in 2010 to get it done.

Wishing you safe passage through the IT Minefield!

________________________________________

Asset inventories, backup and other topics are discussed in greater detail in Navigating the I.T. Minefield: Straight Talk for the Small Enterprise. To purchase your copy, please visit http://bit.ly/SNL4W.

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America (saving them millions) to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

If you have questions, feel free to ask @ITMinefield on Twitter.

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6 Steps to Prevent Software Piracy in Your Business

Friday, October 30th, 2009

If an auditor were to walk into your business, could you prove that all of the software in your business has been purchased legally? Are you certain all of your software is legal? According to the Business Software Alliance (BSA) software piracy results in $47.8 billion in losses to the software industry each year. The fine for piracy could be as much as $150,000 paid to the vendor. Can your business afford that fine?

Software is protected by U.S. copyright law.  You are allowed to create a copy of software for disaster backup and recovery purposes, but that’s about it. Piracy occurs when more software licenses are in use than were purchased. Sometimes the piracy is innocent; an employee wishing to help you out brings software from home or purchases the software at a great price from someone who appears reputable, but isn’t. It also occurs when an employee takes software you paid for to their home or another company.

As a small business, you don’t need to invest in expensive infrastructure to prevent software piracy.  Here are a few simple things you can do:

1)      Communicate and enforce the company policy concerning software purchasing and installation.

2)      Lock down employee computers to prevent unauthorized software installs.

3)      Store all software installation discs in a secure place to prevent them from walking out the door.

4)      Centralize software purchasing and installation.

5)      Maintain a software asset inventory. It can be a pencil and paper list of who has what software installed, when it was done, etc.

6)      Conduct an annual software audit. In a small environment, this isn’t too arduous. Simply compare the software asset inventory to each computer in the business. If you find discrepancies, resolve them.

Each of these steps could be a complete post.  There are other steps you can take the more sophisticated your IT environment. If you need help, check with your IT service provider or the BSA.

Wishing you safe passage through the IT Minefield!

____________________________

This topic is discussed in greater detail in Navigating the I.T. Minefield: Straight Talk for the Small Enterprise. To purchase your copy, please visit http://bit.ly/SNL4W.

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America saving them millions to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

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The Key to Picking an I.T. Service Provider

Friday, October 23rd, 2009

Last week we talked about the 5 Qualities of a Great I.T. Professional (http://bit.ly/UXpCs). It is easy to allow “techno-speak” to influence your decision about an I.T. service provider. We think, “Wow that person sure knows what they are talking about!” The key to ensuring you have found that Great I.T. Professional is to talk to their references.

Most of the time, we don’t ask for references and when we do, we assume that because they gave us the reference that they must be good. Do your due diligence! A bad I.T. professional can hurt your business!

Your interview with a reference should cover 10 topics. We’ll talk briefly about 4 of them.

1)      Experience. Typically we equate years in business to experience. From a reference’s perspective, you want them to talk about the provider’s problem resolution skills. Are problems resolved quickly by the provider or his employees? Or is your business their training ground?

2)      Stability. Do you see the same few employees each visit? Or does it appear the vendor is unable to retain good talent? Some variety is good, it means all of the knowledge of your business does not reside within a single individual…if they leave, their replacement will not experience a steep learning curve.

3)      Relationship. Does the provider spend time with you understanding your business strategy and needs? Do they recommend solutions that are consistent with your business strategy? Do they stay abreast of trends and problems in your industry?

4)      Conflict Management. How does the vendor handle your service complaints? Are those conversations amiable, with the vendor showing respect for you and your business? Or are they punishing, leaving you feeling drained and dreading the next encounter?

References will be brutally honest about the shortcomings of their service providers.  No provider is perfect.  They’ll shine in one area and be a lackluster performer in another. You will have to decide which qualities are most important to your business.

Wishing you safe passage through the I.T. Minefield!

__________________________________

This topic is discussed in greater detail in Navigating the I.T. Minefield: Straight Talk for the Small Enterprise. To purchase your copy, please visit http://bit.ly/SNL4W.

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America saving them millions to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

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Windows 7: Should You Upgrade?

Thursday, October 22nd, 2009

Windows 7 is now generally available to the public. You can buy it at your favorite store or online or purchase a computer with Windows 7 installed. After the Vista debacle, most small business owners skipped Vista and are still running XP. Now they are skittish and asking, “Do I really need to upgrade? And if so, when?”

According to PCWorld (http://bit.ly/4qnWK), XP will still be available for delivery on some computers through June 2010. Support for XP, in the form of security patches, will continue until April 2014. Bug fixes will only be available for businesses that have signed support contracts with Microsoft (most small business owners don’t have this type of contract).

So, do you need to be in a rush to upgrade? No. When should you upgrade? Sometime during the next four years. I’m not trying to be flippant. You can probably wait six months to a year, to allow other bugs to be discovered. Here are four things to consider when deciding when to upgrade to Windows 7:

-          Cost. The cost of an upgrade is $299 per computer for Windows 7 plus the cost of any software that must be upgraded. The hidden cost will be for hardware. Do your computers and servers have sufficient memory and hard drive to support the upgrade? If it has been a while since you purchased hardware, you may need to upgrade.  This is an additional cost for which you will need to plan.

-          Effort. Unfortunately, if you are running XP, you can’t just buy the Windows 7 upgrade and install it. You must backup you data, wipe the hard drive and then install XP. This is not a task you should undertake lightly.

-          XP Bugs. If you run into a bug in XP and you don’t have a support contract with Microsoft, their response will be “You need to upgrade to Windows 7.” If the bug is an annoyance, you can delay the upgrade. However, if it is preventing you from conducting business, you should upgrade soon.

-          Critical applications. When do you plan to upgrade mission critical applications? Do these applications require Windows 7? Or more importantly, do you have a critical application that you can’t upgrade (e.g. software vendor went out of business) and won’t work with Windows 7? Windows 7 has an XP mode that will allow many of these applications to continue to work or you can leave that PC out of the migration.

-          Features. Does Windows 7 possess features that will create a strategic advantage for your business?

If you don’t have a compelling business reason to upgrade, you can wait and plan the upgrades. It is not necessary to upgrade all of your computers at one time. You can upgrade them as finances allow. If you have any questions, contact your I.T. service provider or feel free to ask ITMinefield on Twitter.

Wishing you safe passage through the I.T. Minefield!

__________________________________

Upgrading hardware and software are discussed in greater detail in Navigating the I.T. Minefield: Straight Talk for the Small Enterprise. To purchase your copy, please visit http://bit.ly/SNL4W.

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America saving them millions to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

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4 Steps to Secure Your Wireless Network

Saturday, October 17th, 2009

Wireless networks are so simple to install. No holes to drill in the walls. No cables to run through the walls or ceiling.  Just install wireless network adapters in the company computers, pull the wireless access point or router out of the box, follow the directions and poof…you have a wireless network in your office. Then you go to each computer in the office and connect it to the network and voila, you’re wireless.

If you or your I.T. service provider installed your network using default values, you are vulnerable to an attack by a freeloader (someone who just doesn’t want to pay for wireless access) or an eavesdropper (someone who just wants to show they can access your network). These intruders drive around neighborhoods and business areas looking for unprotected wireless networks.   They are generally not malicious, but if enough of them access your network, it will slow down your network.  Many other intruders are malicious and they will take your network and business down.

Why are you vulnerable to attack? The default values are widely known and easily available to anyone with internet access.  Don’t believe me? Do a google search on your favorite hardware provider (e.g. “Linksys default SSID”). To secure your wireless network, change the default settings to a unique value for the following 4 areas:

-          Administrator id and password. Most networks have a web based interface which is easily accessible to a hacker. If a hacker knows your admin id and password they can access your network and lock you out. Save the new id and password in a safe place. Don’t lose them.

-          SSID. The SSID identifies the name of your network.  Choose a unique name.

-          SSID Broadcast should be set to “No” or “Off”. Broadcasting the SSID makes it easy for friendly computers to find your network. However, it also makes it easy for the intruders to find.

-          Encryption Keys.  All access points use some type of encryption to protect your data transmissions. The easiest way to change a key is to come up with a passphrase (similar to a password) and allow the software to generate a new encryption key.  You will share the passphrase with users you wish to allow access to your network. Since all computers have the same encryption methods, a new computer will be able to generate the same new encryption keys.

If you’re uncertain about these settings, contact your I.T. service provider or the person who installed your network for assistance.

Wishing you safe passage through the I.T. Minefield!

__________________________________

This topic is discussed in greater detail in Navigating the I.T. Minefield: Straight Talk for the Small Enterprise. To purchase your copy, please visit http://bit.ly/SNL4W.

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America saving them millions to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

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5 Keys to Control Website Development Costs

Saturday, October 17th, 2009

One of the first things a small business owner does is put up a company website. They engage a designer or a design firm and the next thing they know, they’ve spent more money than planned, the website isn’t complete and the designer isn’t going to release the site until the bill is paid in full! Now the business owner is stuck.  He doesn’t have a functional website and he’s out of funds. What’s worse is that all of this could have been avoided with a little planning.

You can keep money in your pocket and have the website your business needs if you will do the following:

1)      Before talking with a designer or optimization firm, define the role of the website in your business strategy and the results you expect. These impact the cost. What role does your website play in your business:

  1. Glorified yellow pages ad?
  2. Marketing?
  3. Sales?
  4. Creating community?

2)      Establish a budget for the project.  What do you expect to spend? Understand that the more functionality you expect or need, including optimization, the more expensive the site becomes. Most designers will work to deliver maximum functionality while staying within your budget.

3)      Interview several designers and their client references. If their references are not getting the results they expected, walk away from that designer.

4)      Clearly communicate your design requirements and market strategy to the designer. If you leave your site to the designer’s imagination, you will spend a lot of money and not get what you expect.

5)      Establish a process for managing change. Once you and the designer agree to the specifications and cost, the designer expects that you will not alter them very much.  Each change from the initial specs will cost extra to implement. If changes are needed:

  1. Establish a process within your business for submitting and approving changes to the site.
  2. Request a quote for the change from the designer.
  3. Impress upon the designer that changes will not be made without approval from a person you designate. This is important particularly if you have several people involved in the design.
  4. Agree with the designer on the cost of the change.

It is easy to get caught up in the excitement of launching a website with your business.  A little planning will go a long way to preserving precious capital.

Wishing you safe passage through the I.T. Minefield!

__________________________________

This topic is discussed in greater detail in Navigating the I.T. Minefield: Straight Talk for the Small Enterprise. To purchase your copy, please visit http://bit.ly/SNL4W.

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America saving them millions to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

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Before Disaster Strikes

Saturday, October 17th, 2009

My laptop won’t be stolen. My building won’t burn down. My facility is secure. Our sprinkler system is foolproof.  Tornadoes, floods, hurricanes, earthquakes…not a problem. You might even live in a part of the country that doesn’t experience many natural disasters and crime isn’t high.  But you are vulnerable! We all think “that won’t happen to me”. Then when it does, we sit there, dumbfounded and woefully unprepared.

Most small businesses that suffer a significant disruption never reopen their doors. Of those that do, most close their doors within 2 years of re-opening.  This is one time it is good to be in the minority.  Here are six steps you can take before disaster strikes:

1)      Invest the time to at least think about disaster recovery for your business (http://bit.ly/2vAUyO) and start to formulate a plan. If you need help or have questions, please ask your service provider. Feel free to ask me if you don’t have a provider.

  1. Which processes are critical to your business?
  2. Upon which technologies (computers, network, etc.) do these processes depend?
  3. How quickly do you need to have service restored?

2)      Backup your data. If you’re using a backup appliance which you bought from the office supply store, be sure you send or take the backup offsite. It doesn’t help you if the data is in the office when it is destroyed.

3)      Test your data backup by restoring the data. The time to discover the data won’t restore properly is not in the middle of a real disaster.

4)      Get replacement value insurance to cover your computers and network hardware and software. Remember, the cost to replace the hardware and software will be at current prices. A cash value policy will only cover the original cost less depreciation.  You could end up spending a lot of money out of your own pocket.

5)      Document your hardware and software assets.  It simplifies dealing with the insurance company and gives you a starting point for replacing the assets.

6)      Secure a service provider to support you if you don’t have in-house support. Recovering from a disaster of any size is a complex task.  Most service providers are not able to take on ad-hoc recovery requests. You want someone in your corner before you need them.

These are steps every business can take to reduce the impact of a disaster. You will need to examine your business closely to cover any other gaps.  Preparing for a disaster is a little like buying insurance. You may never need it, but if you do it’s great to know you’re covered. To download the chapter, “When Disaster Strikes” from Navigating the I.T. Minefield: Straight Talk for the Small Enterprise, go to http://bit.ly/1VAZRX.

Wishing you safe passage through the I.T. Minefield!

___________________________________________

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America saving them millions to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

If you’d like to purchase a copy of Navigating the I.T. Minefield: Straight Talk for the Small Enterprise, please visit http://bit.ly/SNL4W.

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5 Qualities of a Great I.T. Professional

Monday, October 5th, 2009

No person on the planet is more of an enigma to the small business person than the I.T. professional (computer geek).  They get excited about “techie” things and what technology can do.  They speak a foreign language (unintentionally)…after all, doesn’t everybody speak geek after 20+ years.  Be honest, most of you would rather have a root canal than deal with the I.T. professional.

Take heart, there are many good I.T. professionals, but how would you recognize one?  Here are 5 qualities you should look for in any I.T. service provider.

1)      Passion. Passion for technology is important, but more important is a passion for the success of your business.  This provider will focus on your business strategy and trends in your industry and stay abreast of ways technology can best support your business. Their mantra: business strategy drives technology usage. If technology is their toy and your business is their testing ground, then run.

2)      Speak English. For some service providers, simple English appears to be a third language. Rather than talking “tech”, this provider has the ability to express complex concepts in terms that are relevant to your business.  Sounds simple, but many professionals have a difficult time bridging the gap between your business and the technology they deal with.

3)      Attentive Listening. The Great I.T. person will do more than just hear you, they will listen to you. You may not be able to express your business needs in terms of the technology. They will be able to translate your business needs into technical solutions or guide you toward appropriate solutions for the growing needs of your business.

4)      Responsive. Does the service provider have the capability to respond to your needs? If your business can’t afford to be down for an extended period of time due to computer, server or network failures, you will need to shop around to find the professional that can meet your needs.

5)      Results. It is very easy for an I.T. person to dazzle someone with “techno-speak”.  You, however, are concerned with their results.  Ask for 3 references and take the time to interview them. How do their clients feel about their performance?

You probably have other thoughts on the qualities that make a Great I.T. Professional.  These are simply my top 5 based on input from clients.  Feel free to include your own thoughts in the comments and I’ll update the list as it grows.

Wishing you safe passage through the I.T. Minefield!

Leslie Knight is a small business advisor with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America saving them millions to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

For more information on Picking an I.T. Service Provider, purchase your copy of Navigating the I.T. Minefield @ http://bit.ly/SNL4W.

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5 Essential Practices of the Best Data Backup Services

Wednesday, September 23rd, 2009

You’ve probably seen or heard ads for data backup solutions. Someone in your area offers the service. Some of the major computer manufacturers provide a solution. Who do you choose? Data backup is important!  After all, the loss of critical information could close your business for a few days…or permanently.

In order to play in the industry, all services must:

-          Provide a physically secure facility.

-          Encrypt data prior to transfer.

-          Provide notification of backup failures.

-          Provide an easy to use and understand interface.

Those are the “must haves”.  What sets the best apart and how do you know which provider to choose?  Select a vendor:

1)      With at least two facilities separated by 50 miles or more.  Why? First, these vendors use their facilities as backup sites for each other.  If one burns down, the other has a copy of the data and can continue to function. Second, the distance between them reduces the chance that both are overtaken by the same disaster (think Hurricane Katrina).

2)      That regularly tests their disaster recovery process. It is one thing to show the process works on paper (SAS-70 Type 1 audit). It is another to show you can successfully recover from a failure (SAS-70 Type 2 audit).

3)      That offers a variety of storage options to manage your costs.  Online storage is for crucial files only. Near-online storage is for less critical files.  Offline storage is for files you rarely access but need to keep for archive or regulatory purposes.

4)      That understands and accounts for your industry’s legal requirements (e.g.  SOX and HIPAA). You can be fined for a data loss or failing to protect the data. Choose someone who understands how best to protect you.

5)      That willingly discusses their process for transferring your data to another provider. We don’t like to think about changing service providers…but it happens.

Many services are do-it-yourself, the best usually aren’t.  They will provide guidance on which files to backup. I don’t object to you installing a vendor’s application, setting the parameters and then monitoring your data backup.  Most solutions automatically backup MyDocuments.  You must specify the other files and directories to backup. If you’re a solo-preneur this might be sufficient.  However, if you have not told your employees where to save files, then you (or your IT service provider) need to take the time to look at each hard drive and discover the directories where users are storing their work files.  If you are not aware of these files, they will not be backed up.

Once you have chosen your provider and are up and running with your new backup.  Test them. Rename a critical file so you don’t lose it.  Then try to restore the file using the backup from the service provider. Did it work? How long did it take? Better to discover the problems before you have a real problem.

Wishing you a safe passage through the I.T. Minefield!

Leslie Knight is a small business consultant with over 20 years of experience in Information Technology management in Fortune 500 companies.  She applies her experience in Corporate America saving them millions to smaller entrepreneurial enterprises. She is also the author of Navigating the I.T. Minefield.

To download the sample chapter “When Disaster Strikes” from Navigating the I.T. Minefield: Straight Talk for the Small Enterprise, go to http://bit.ly/zAcdl.  To purchase your copy, please visit http://bit.ly/SNL4W.

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