What motivates you?  Today, I had the most amazing experience; I was able to be with my step-daughter during the birth of her first child.  Having given birth to two children and having four grandchildren, this was my first experience seeing and participating in a baby’s birth.

After the event, when I had time to reflect I realize not only did this day bring our fifth grandchild into the world but gave me renewed hope for the world, my family and myself.  What a tremendous motivator!  As you progress through your life, you have highs and lows and periods of time when you question “What am I doing?”  Today, I know, I am doing what needs to be done, working and providing support to my family.

Having my own business gives me the flexibility I need at this time in my life.  Time to run and pick up our grandsons because Mom needs to work late.  Running to a school event because Mom and Dad have to work.  Taking our grandkids to the movies and sitting through yet another animated movie – watching the awe and laughter as they enjoy the movie.
This is what motivates me.  What motivates you?  What is it you want to do?  Get out there and do it and reflect on what’s important in your life.

I hope you have the enjoyment I do and that everything is as wonderful for you.

Sometimes it is quicker and easier to use shortcut keys instead of adding or using icons on your toolbars.  Below is a short list of some of the more popular shortcuts using the Ctrl key.

Ctrl+A            Selects all
Ctrl+B            Turns bold on and off
Ctrl+C            Copies the selection
Ctrl+D            Fills down
Ctrl+I            Turns italics on and off
Ctrl+N            Creates new workbook
Ctrl+O           Opens workbook
Crtl+P            Print
Crtl+R            Fills right
Ctrl+S            Saves
Ctrl+T           Changes cell reference
Ctrl+U           Turns underline on and off
Ctrl+V           Paste
Crtl+X           Cuts the selection
Ctrl+Z           Undoes last action

Control Key Shortcuts – Most popular shortcuts using the control (Ctrl) key

by Twitter Icon

There are automation tools out there that will enable you to make the review and removal of those Twitter accounts you follow, but is it best for your business?

I don’t think so.  Taking maybe half an hour to review those you are following and determine how to pare/clean your list takes a human eye and thought.  Sure you may include some criteria such as no posts in last 30 days or something similar but a robot can’t determine if there are other circumstances that may make that an unwise move.

For example; I currently have about 10 people I follow that haven’t tweeted during an extended period but I know there are extenuating circumstances such as the eastern and southern flooding which has taken their focus at this time.  I also know that I want to know when they are back into the swing of things so I can resume contact with them.

Also, I am not aware of any of these robotic methods which will put them into one of your Twitter lists.  I use the list feature extensively to categorize my followings and yes I have a list of “not current” also.  So everyone I have unfollowed has been put in my “not current” list so if they resume their tweets I can see that I previously had interest and wanted to connect with them.

As with any sales/prospecting plan you must do the background work and maintaining and monitoring who you follow is part of using Twitter as part of your marketing plan.

How do you maintain your account?  Do you use the list feature to assist, how?  Would love to get your insights and share with our followers.

Yesterday, Facebook announced several changes which have been implemented and will change the way you and your personal information will be used not only on Facebook but through out the internet.  Here are some of those changes in layman’s terms:

• Fan Button changes to Like Button:  The button which said “Become A Fan” on Facebook now says “Like.”  This in itself doesn’t really affect you or your personal profile except when you “Like” a page.

• Like Buttons on the Internet:  Facebook has developed coding which allows any website to place a “Like” button on their website.  These can be just the button or can include the page stream, the Likers streams and avatar pictures.  This one does affect your profile and information. (see ours to the right)

If you have your privacy settings open allowing anyone to see your profile and information when they click on your avatar they will see all that you have permitted in your settings.

You can limit what is shown but clicking Account, Privacy Settings and update your settings to “Friends Only” thus limiting your exposure.

• Several other technical changes which will be used by programmers and can be used to collect your profile data.  You may not be aware but the applications you choose to use on your profile collect your user data and by Facebook restrictions and processes were only allowed to cache (keep) that data for 24 hours.  This restriction has been removed.  To read a good blog post on how this works check out “How To Delete Facebook Applications (And Why You Should)” by Sarah Perez.

Check your applications and delete any you are not currently using.  Also, review the remain applications set-ups to see how and what they are connecting to and determine if you want the application to remain.

• Open Graph Protocol allows partner sites such as Internet Movie Database which has “Like” buttons for their movies to add a favorites movie section to your profile.  For a look at how this works visit the CNN homepage.  On the right you see a box “Friends Activity” where stories are shown and how many have shared the information link.

You can click the “What’s This” link and you will be taken to a profile which you can set-up using your Facebook login information and this box on the home page will be personalized showing what stories your friends have “Liked” and shared.

It was announced Facebook has already partnered with 750 sites to make these types of links.

• Sign In With Facebook – a new option for websites where you have to sign in for access to all or parts of the site.  The sites can choose to add programming which allows you to use your Facebook login information for their site as well.  By doing this it makes it easier for users – on less login to remember and also for the site to pull and use your information and data such as demographics.

Now, all of this is a big deal for businesses.  With Facebook having more than 400 million users who are connected to 130 friends and 60 pages and events on average; sharing more than 25 billion pieces of content per month – this gives businesses a far wider, more personal/social reach.

But to the personal user it presents questions, concerns and the need to be vigilant with your privacy settings and aware of any changes being made to Facebook.

I spend many hours online, reading, researching and connecting with others for both clients an my business.  During these times I find with regularity links that don’t work or take me to a web page that does not contain the promised information.

So this then brings me to the question “Do I hunt for it or do I just forget it?”  Well, being a busy individual as I am sure you are also, more times than not I choose to forget it.

I have answered this question for myself and potentially you – but what about customers and clients?  I would venture to guess and assume that they will choose to forget it also!

Make sure your connections, clients and customers will see what you are trying to give or show them.

• Create your status updates with shortened urls – check them before sending/submitting.

• Check all links on your website(s) and in your blog posts.

• Check any links you include in email marketing campaigns and direct email messages.

Ah, Spring and Summer!

Living in the Midwest we wait all winter long for the warmer summer months to enjoy the outdoors and those awesome warm weather activities.  As your associates and you begin your vacation plans don’t over look your need for assistance in your business.  We were cleaning files and found our blog post from September outlining creating plans for short staffed situations resulting from the flu and found most are applicable for vacations as well.  Here is our updated checkoff list.

Preparation Plan

Preparing for times of short staffing and your out of office activities in advance will help to provide your customers with top-notch service, continue your sales efforts and keep your business thriving.

• Determine who and when you or your staff will be out of the office.

• Identify the business critical functions.

• Make a list of all associates trained on those functions and determine how recently they have performed them or been trained.

• Initiate training where necessary, and provide time for back-up staff can perform the functions.

• Identify what tasks are not covered and how you will staff to cover them.

Temporary Agencies:

• Make contact now, provide list of positions and skills required to establish your account and needs.

Virtual/Remote Staffing:

• If you have a Virtual Assistant confirm additional hours required.

• If not, search out a Virtual Assistant or virtual company who is experienced in the tasks required and establish your account and needs.

Recovery Plan

This is the most over-looked part of staff planning – businesses generally assume when all things return to “normal” everyone will resume their previous day-to-day job functions upon returning to work or their regular processes.  With pace that business moves today, any extended absence from the “norm” requires adjustment and often training to addresses those changes that took place which is why this section is critical to your plan.

• Debriefing: Include a meeting of those who have been out and those who have not.

• The associates who have picked up the functions must provide a list of all communications, process updates, customer statuses, and any other information necessary to pass on.

• Returning Training: Training for returning associates on all updated processes, new customers, customer changes.

• Customer Communications: Prepare a communication plan to update your customers, are their delays in orders, services and what date will operations be back to normal.

How can we help you prepare?  Essential Office Solutions is available to work with you to make your flu season plans – we can assist by providing temporary staffing options, preparing customer communications, creating training documents and communicating  with your customers.  Contact us at info@eoseasy.com for details.

What spring cleaning do you do for your business? Does it include document management, equipment cleaning and tune-ups, processes and procedures, along with the dusting, painting and other eye candy?

• Document management; fancy words for getting your files in order both paper and electronic
  • Paper Files:
    • Schedule time to review all your files and purge them of items no longer needed. If you have large stores of files complete this in small daily increments.
    • Review training materials and schedule to update outdated materials.
    • After completing your taxes is a perfect time to batch up and store those items from last year.
  • Electronic Files:
    • Review and purge your files, folders and bookmarks
    • Check document templates for required updates
    • Clean out your email – save those important messages and delete the rest
    • Update your WordPress versions and plugins
    • Run back ups of the remaining electronic files
  • Processes & Procedures:
    • Review training materials and schedule to update anything which is outdated
    • Social Media review – ensure all accounts have correct profile and link information
    • Test drive your website for links, info updates, note changes to make
    • Handbooks, presentations, charts, graphs include in to-do lists to gather new data and update for future use
    • Plans; business, marketing – review for changes and updates
• Equipment Cleaning:
  • Physically clean your equipment including your monitors and keyboards. A great post of keyboard tips are listed by Emily Hsieh, of Shine staff; “How to Clean Your Keyboard”
  • Run your utilities and tune-up programs – set your schedule to run regularly while you are there

Well, with all this cleaning to do I better get at it! Are there any other Spring Cleaning chores you perform for your business?

Those that know me well can tell you that I am a warm weather person so you can imagine what spring is like here in my house.

The first signs of the season change is an explosion of activity – cleaning, checking and preparing the garden, planning the new flower and vegetable beds, scheduling the spring and summer get-togethers.

Having a home office makes this time even harder to focus.  When I worked in the corporate world there was the requirement to be there, work and produce to ensure I received the money to do all the seasonal activities I was planning.  But from my home office, I am able to stare out the window (didn’t have one in my cubicle), daydream and lose focus.

So I now have added a new task to my daily planner – 15 minutes of daydream time (similar to a break from my cubicle) during my day!  During this time I look out that window, walk around my garden taking notes on placement of plants and tasks, walk with my dogs and just recharge.  If you happen to call, email, tweet, update your status or otherwise try to reach me – I will get back to you in 15 minutes!

Spring the season of new beginnings and emergence of life – my favorite time of the year, what do you do to recharge?

I have been asked this question several times by clients so here we will give a brief explanation of the difference between friends and fans on Facebook.

On Facebook Personal Profiles those you connect with are friends.  In the profile options you can either accept or decline a friend request received.  This gives you the ability to control who are your friends thus controlling who can see your information and and updates depending on your privacy settings.

On the other hand Facebook Business Pages and Fan Pages (which are not the same and will be covered in another post) connect with fans.  These are individuals who have visited your business Facebook presence and have elected to become a fan of your page.  The Business Page or Fan Page administrator cannot decline a fan nor can they see information or status which the individual has elected to be seen only by friends in their privacy settings.

For your business have more fans is a good thing.  You want to have your brand message spread across as large a network as possible with a larger number of fans this is possible.

Hope that helps, I will be making a series of posts regarding Facebook questions we have received to help you with your Social Media marketing efforts.