YCSI Blog

The recent Playstation security breach has opened many Internet users’ eyes to the importance of online security. If the wrong person gets their hands on your information, there is a possibility that the effects could be damaging. Luckily, there are a number of simple steps you can take to better protect your online identity.

Use an encrypted connection

Using an encrypted connection is an extremely simple way to achieve greater online security. Many websites, including most social networking sites, have recently adopted more secure connections, although you sometimes need to change the settings to get the extra level of security.

You can figure out whether or not you have an encrypted connection just by checking the URL. If it begins with “https” instead of “http” you have an encrypted connection. If it does not, you can try to change the settings, although it is possible that that particular site does not allow for encrypted connections.

Use strong passwords

Strong passwords can easily be created and often make a substantial difference in the fight for online security. Try using a combination of numbers, spaces, symbols and upper- and lowercase letters in order to instantly create a strong password.

It’s also extremely important to use a unique password for each of your accounts. Using the same password on a variety of accounts makes them all vulnerable if just one of them is hacked.

Look out for phishing

Phishing is simply when a hacker poses as a trustworthy company, like a bank, in order to obtain sensitive information from people. It is fairly common due to its relative ease, since all the hackers need is your name and email address.

The recent data breach suffered by Epsilon is a perfect example of how phishing can occur. The people that hacked Epsilon’s network immediately gained access to thousands of email addresses and therefore had the opportunity to get sensitive, personal information from people.

All of these tips are incredibly easy to follow and can make a huge difference when it comes to online security. If you’d like to learn more about protecting your online identity, take a look at this article.

A lot of us travel regularly for business. Unfortunately, the majority of business travelers don’t know how to be most productive while they’re on the road. We have compiled a list of tools and tricks that can help you to be more productive and keep your work and gadgets secure while you’re on the go.

Tools for easier travel

There are virtually countless options when it comes to tools that make traveling easier. The options range from luggage to apps, and everything in between.

TripIt is an easy-to-use tool that almost instantly reduces some of the stress of traveling. It organizes all of your travel details for you, including flight number, hotel information, and frequent flier numbers. With TripIt, you don’t have to worry about the details because they’re all neatly organized in one place.

Owning an excellent bag for traveling is essential. It’s necessary to have something that makes it easy to access important items and can still fit everything you need. Some features to consider when buying luggage are:

• Laptop compartment – It’s best to have a separate compartment for your laptop so that finding it at security, or even once you get to your destination, is easy. Nobody enjoys being the person who’s holding up the security line.
• A wire pouch – Having a dedicated spot to place all of your chargers and other wires is perfect for anyone with lots of gadgets. You no longer have to wonder where you placed everything, as there is a designated pocket for it.
• Convertibility – A convertible bag is best for someone who goes on a variety of business trips. If you need to carry everything through the airport one day and carry only your laptop the next, finding a bag that can serve both purposes is beneficial.

Security tools

Most people are inclined to bring all of their most valued items with them while they’re traveling. This can result in added stress, because we can’t always keep track of them. In those cases, laptop locks and personal safes are easy, portable solutions that can keep everything safe.

Usually, taking general safety precautions is enough. Either make sure that your valuable items are somewhere secure, or keep them close by whenever you can. If you’re interested in more tools and tricks to keep your things safe, take a look at this article.

Boosting productivity

Frequently, we are less productive when we’re traveling because we are in unfamiliar settings. We often work fastest when we are at our own desks, with our usual mouse, keyboard and other tools. There are certain items, however, that can make on-the-go productivity much easier to achieve.

Internet access is critical, so if it’s not available at the hotel you’re staying at, be sure to bring a wireless card that will make the Internet much more accessible. Also, you’ll want to keep your flash drive on you at all times. You never know when you’ll need to back up or transfer files, and their portability makes them easy to travel with.

One more thing that can affect your productivity is your comfort level. If you are sitting in an uncomfortable desk chair (which, let’s face it, most hotel chairs are) you may not be able to get as much done. You may want to bring a back pillow that can quickly boost comfort and therefore increase productivity.

Being productive while on the road is imperative if you’re traveling frequently for business purposes. Luckily, these tools and many others like them can help make that possible.

Being green is a great way to help the environment as well as save some money. Luckily, turning your office into a green one is not very difficult to do. Here are some simple tips for making your office greener.

1.    Use double-sided printing whenever possible

If you set your printer and/or copier to double-sided printing mode, you will quickly save a great deal of paper. This takes hardly any effort and can quickly be changed if someone needs to print something single-sided.

2.    Use a water delivery service

Bottled water is incredibly wasteful, and unfortunately is common in most offices. Using a water delivery service gives your employees the opportunity to drink clean water without wasting all that plastic and suffering from the possible health effects of bottled water.

3.    Turn lights and machines off when they’re not being used

While this may seem like an obvious way to be greener, many people overlook its necessity. Some people believe that it’s more efficient to leave computers and other machines on overnight, but it’s far more wasteful than anything else. If you can afford to install motion sensors, they are always a great option as well.

4.    Use recycled and recyclable products when you can

Virtually any paper product can be found in recycled versions at major office supply retailers. While they’re much better for the environment, they are typically comparable in price to non-recycled versions.

Using recyclable and compostable products is also important. These items are generally easy to find and can make a huge impact if they’re actually recycled after use. If you don’t implement an easy-to-follow recycling plan, you may find that employees aren’t in fact recycling anything.

5.    Cut down on commuting

If you have several employees who commute to work, try setting up a carpool matching service that connects people who live near one another. Offering incentives like a better parking spot to people who carpool is a great way to generate interest in the idea.

All of these options are incredibly simple and do not take much to implement. If you’re looking for even more ways to make your business greener, check out this article.

Most of us are familiar with the rumor that our keyboard could be dirtier than a toilet seat. While that statement is startling, many wonder if it’s actually true. While levels of germs vary from keyboard to keyboard, some have shown higher levels than those on a toilet seat, which is a frightening fact.

If that alone doesn’t make you want to clean your keyboard, the fact that you use it on a daily basis should be. The germs that build up due to sickness, food, and just everyday bacteria can quickly add up and spread to other items on your desk. Luckily, we have some tips that can help you clean your keyboard quickly and effectively.

Detach the keyboard

No matter what cleaning method you use, it’s essential that you detach the keyboard first. This can prevent you from accidentally performing certain actions on your computer. It also prevents damage to your computer, which could be expensive.

For a quick fix

Try using a can of compressed air to get out any loose debris that has accumulated inside your keyboard. We’ve all seen how dirty it gets beneath those keys, and this gets rid of the majority of that dirt in just a few seconds.

Simply turn the keyboard upside down and spray the compressed air, then tap the keyboard several times until you see the dirt fall out. You can then clean the sides of the keys with a cotton swab that has been dipped in isopropyl alcohol (no ethyl-based alcohol) – this will get rid of a great deal of the germs that have accumulated.

For a more thorough cleaning

If merely getting rid of loose dirt is not enough for you, try taking off the keys for a deeper clean. They can be detached by gently prying them up with a screwdriver or a similar tool.

Once the keys have been removed, you should utilize the air compressor to get out all of the loose debris. Follow that up by swabbing everything with a moist cloth and cleaning the keys individually with the isopropyl alcohol.

After a spill

If you’re simply doing a little damage control after a spill, the solution is easy. Unplug the keyboard, turn it upside down right away and put a cloth underneath it to soak up all of the excess liquid. You will then want to leave the keyboard upside down for as long as possible to ensure that it is completely dry.

If you’d like more keyboard cleaning tips, take a look at this how-to guide.

Although many prefer face-to-face meetings, virtual meetings are a popular part of today’s business environment. It is important, however, to consider certain things when you’re conducting these meetings.

Etiquette is important during virtual meetings and should be considered, as it would be in any face-to-face meeting. This may seem clear, but many people think of virtual meetings as more informal and laid-back than face-to-face ones, which is not always the case.

Below you will find several additional tips that can help your virtual meetings go more smoothly.

1. Be prepared

Preparedness is critical when it comes to professionalism and helping a meeting run smoothly. When you’re gathering the content and materials for a virtual meeting, you should be sure to remember your audience – something that’s not quite as easy during a virtual meeting.

Make sure that everyone will be able to easily access the meeting by providing them with the correct access codes, URLs and call-in numbers. After all, a meeting with no attendees is really no meeting at all.

2. Engage participants

Although it may seem normal to jump right into the presentation, taking a minute to introduce participants can go a long way. This helps build relationships, and makes the meeting feel less rushed.

While it may seem cliché, having everyone give a little information about themselves, like their favorite food, or the high point of their weekend, could be a great icebreaker. It allows everyone to see the other participants as more than just a face on a computer screen.

3. No side conversations

Though you may not be the person on screen at the moment, it’s important to not distract from the goal of the meeting. Side conversations can distract someone on the other end of the meeting, even if they can’t see you. They also may be very distracting to the person who is talking and pull them away from the issue at hand.

There are many things you can do to produce a more effective and productive virtual meeting, and these are just a few of those. For more ideas, check out this Inc. article.

E-readers are a great convenience that plenty of people can’t live without. You can have all of your books in one place and they are extremely portable. Sometimes there’s nothing tougher than being forced to lug around a bunch of large books, however, they’re not ideal for everyone. Read on to learn about some of the pros and cons of e-readers.

What are the options?

The Amazon Kindle, Sony Reader and Barnes & Noble Nook are among the most popular of the e-readers. Although some e-readers have Internet capabilities, their primary purpose is to display e-books.

Some people are also utilizing tablets like the iPad for their e-reader capabilities. However, these tablets typically do much more than just display e-books.

Pros

• E-readers are incredibly portable, which is perfect for any person who likes to read while on vacation or a business trip
• Another travel bonus – if you are in a foreign country, you can still download an e-book in the language you choose, instead of looking for an accommodating bookstore.
• Books are frequently cheaper than you will find in standard bookstores.
• Privacy – you most likely don’t want everybody to know if you’re reading a self-help book. If you’re using an e-reader, they won’t be able to tell.
• All of your books can be found in a single place.

Cons

• Depending on the type of e-reader or tablet, you might not be able to read in direct sunlight because of screen glare.
• Cost – while you might pay less for books than you normally would, e-readers commonly cost upwards of $140.
• If you’re accustomed to shopping in used bookstores, these books will cost far more than you’re accustomed to spending.
• Lending books isn’t always a possibility.
• All of your books are in a single place – if you lose your e-reader, you’re losing all of your books until you buy a replacement.

Overall, when you’re figuring out if an e-reader suits you, it’s all about personal preference. Some prefer the convenience of having all of their books in one handy device. Others like the weight and feel of a book and prefer to show off the books they’ve read on a bookshelf somewhere.

For more insight into the debate between e-readers and traditional books check out this article.

Employee motivation can often be difficult to maintain, especially when you’re running a small business with limited funds. Incentives are really critical when it comes to motivating your employees, however, so finding simple and inexpensive alternatives is necessary.

There are a number of ways to motivate employees that don’t include things like big bonuses or expensive benefits. A hand-written thank you letter can go a long way in terms of showing employee appreciation. Here are a few other ideas:

1. Ask for input

It means a lot to most employees to know that their thoughts and opinions are taken into account. By asking for input and implementing the best suggestions, you are showing them that you cherish their opinions and that they play a significant role in the company.

2. Change it up

Sometimes repetition can lead to a lack of motivation. When this happens, it’s important to remember the cause for the tapering motivation and mix things up a little. If you know an employee is willing to exercise a certain skill, try giving him or her a project that allows for that.

3. Focus on a great company culture

Some of the best companies to work at are those that employees feel are unique. Creating a great company culture can actually be quite simple and may help you to find and keep strong employees. A game room where employees may take a break and decompress when they’re feeling burned out can do wonders.

4. Recognize people for a job well done

One of the biggest possible motivators is acknowledging your employees for doing a good job. When you’re toiling away at something and feel like nobody appreciates it, it can make your effort seem entirely pointless – regardless of its effect on the company.

Although “employee of the month” programs may seem clichéd, they are actually a great motivator. People enjoy being recognized for doing a good job and these programs are an easy, affordable way to do that.

Each of these techniques is a great way to motivate employees without breaking the bank. It is easy to lose motivation when there are no incentives to do well. Implementing one of these options is a straightforward technique for avoiding employee burnout and keeping inspiration high.

Check out this article to see a few more methods for motivating employees.

Smartpens are a cool office trend whose possibilities are constantly evolving.  They’re still quite new to the scene, but so far, they are full of convenient features to make office life a little more efficient.

Most smartpens simply convert your handwritten notes into computer files for easier review. Precisely what each smartpen is capable of, however, varies greatly.

IOGEAR Mobile Digital Scribe

This was the first smartpen in the marketplace and, because of that, it comes without some of the special features that are available on newer pens.

It does, however, do plenty of neat things that make it a great business tool. The Mobile Digital Scribe captures and stores all of your notes for later review. It doesn’t require you to write on a certain surface – a simple piece of paper will do. Also, if you link the smartpen to your computer, it can display your notes on the screen as you write them.

Logitech IO2 Digital Pen

The Logitech IO2 Digital Pen performs most of the basic functions that you can find on IOGEAR’s pen. Once you transcribe your notes, you are able to save them in a number of different formats and file types.

You can then search for words and phrases by date, file type, or file name. You can add items to your calendar simply by writing them down. The Logitech IO2 Digital Pen doesn’t work on any surface like the IOGEAR pen, but it works with Post-It notes and Franklin Covey’s iScribe software and digital planning pages.

Livescribe Echo

The Livescribe Echo smartpen is by far the most technologically advanced of all the smartpens on the market. It not only transcribes everything you write down, it also records audio and converts the recording into a number of different audio file types.

The Livescribe Echo now has a feature called Pencast, which plays back your audio and synchronizes it with the notes you took. You can play these Pencasts with your iPad, iPhone or iPod making the files super easy to share. This is great for anyone who wants to share the contents of a meeting with their coworkers but doesn’t have the time to tell them about it or transcribe the entire thing.

These pens are pretty interesting tools that can be helpful for just about anybody. They take a great deal of time out of transcription and make remembering particulars of a meeting or conversation much easier.

If you’d like to take a look at a review of the Livescribe Echo, check out this Inc. article.

The Internet has been abuzz today about the latest feature release from Google. It is called Gmail Motion and it’s Google’s latest attempt to keep up with the ever-evolving technology of the Internet and email. With Gmail Motion, you can now complete selected actions in your Gmail account with a number of gestures.

It performs actions in Gmail such as search, reply all and mark as unread based on your movements, rather than the click of a mouse. The advancement will allow users to feel more at one with their computers and have a more personal email experience.

How does it work?

Gmail Motion works by integrating your computer’s built-in webcam with Google’s new, patented spatial tracking technology. The camera registers your body’s movements and translates them into commands in your Gmail account.

How to use Gmail Motion safely

Of course, as with any physical activity, there are a number of precautions that ought to be taken in order to avoid injury. You should make sure that there are no fragile objects around you that can be broken. It is easy to get excited about the new technology and make fast movements, which can end in serious injury if you end up hitting something.

It is also advised that you take frequent breaks, just as you would if you were doing any other sort of work on the computer. Intermittent stretching is best as well. It will prevent your muscles from cramping and feeling overworked.

If this technology intrigues you, try taking a look at the Gmail Motion website, which profiles how-to videos and a printable Motion Guide that contains all of the possible gestures. If you are a business user who is wondering when you will be able to take advantage of this technology, have no fear – you will soon be seeing Google Docs Motion.

This technology is sure to excite people because it transforms the way we interact with our computers. If you are a little cautious about the new technology, you’re not alone. Many people think that this is a ridiculous move on Google’s part – and they’re right. This is just another one of Google’s yearly April Fools’ Day gags.

Happy April Fools’ Day!

Ensuring that all of your belongings are secure at all times is a tall order. Thankfully, there are some tools that make it much easier. Portable security devices can be hard to find, but we have found several that work quite well.

Laptop privacy screens

Privacy can be a serious concern if you do a lot of work in public. Often, if your typeface is big enough for you to see it, it’s probably big enough for someone else to see it too. That’s what these privacy screens are for.

People who are looking at your screen from an angle will have an obstructed view. The privacy screen darkens your laptop screen, which is especially helpful for when you are taking a look at sensitive data that you don’t want anyone else to see – no more crouching over your laptop to cover everything.

Handheld paper shredder

Shredding documents is one of the oldest tricks in the book when it comes to data security. Unfortunately, traditional paper shredders aren’t very portable, so it’s not so easy to do when you’re on the go. Handheld shredders make it easy to keep up with this simple security measure even when you’re not at home or in the office.

Mandylion Password Manager

Strong passwords are vital to our security. They are one of the most effective ways to protect your sensitive data from hackers and evildoers. Strong passwords aren’t always so easy to create and keep track of, however, which is why we often need a little help.

Fortunately, the Mandylion Password Manager quickly and easily comes up with unique and incredibly strong passwords. It touts “military-grade password protection” and can help you manage up to 50 logins. With this, the only password you need to recall is the one for the Password Manager.

For those of us who travel or even do business at the coffee shop occasionally, security is essential. These tools are easy to transport and make constant security much more feasible.

If you’d like to check out even more gadgets that can help you stay secure, check out this Mashable article.