September 2007 Virtual Staffing Newsletter - Issue #15

How to Build a Culture of Accountability!

A recent report released by the Government Accountability Office announced that NASA lost $94 million dollars worth of office equipment due to theft in the workplace, over the past decade. Computers, specifically laptops, were the most common stolen piece of equipment with employees actually filing reports that they had given computers to a spouse or friend, or that the equipment had been lost in space. It is easy to focus on the $94 million dollars lost, but what is even more disturbing is the culture of negligence, with no emphasis on accountability, that would allow for this travesty to occur.

The National Aeronautics and Space Administration actually noted a problem with theft five years ago, but instead of tackling the issue, they ignored it. According to the Bloomberg News, NASA only investigated a quarter of the 1,136 loss reports submitted last year and disciplined only two employees. Most Small to Medium-Sized (SMB) owners do not deal with losses to this extreme, but a culture absent of accountability is not limited to NASA.

Accountability is not a science, but a process. Keep in mind the following as you build a culture of accountability!

Accountability Starts With You
Remember the Golden Rule ‘Do unto others as you would have them do unto you’? Before you can expect honesty and accountability from your team, you must demonstrate that you not only appreciate, but actively practice, accountability yourself. Before you can emanate accountability, you must understand it. Webster’s Dictionary defines accountability as “an obligation or willingness to accept responsibility or to account for one’s action.” As an SMB owner, responsibility falls on your shoulders. You are responsible not only for your own actions, but the actions of those you work with. If your employees witness you passing blame onto others, they will do the same. If employees notice you cutting corners, they will imitate you. Do keep in mind, and maybe this was partially to blame in NASA’s case, that even if you hold yourself accountable, there will be employees from time to time that push the envelope and need to be reprimanded. Failure to have a behavioral modification plan sends the message that though you consider it important for yourself to be accountable, it is OK for your employees to not be.

Hire for Accountability
NASA could have responded to the 1,136 loss reports by thoroughly investigating each. Or, and as a SMB owner you will appreciate, that NASA could have been proactive from the point of hire. It is much easier to build and maintain a culture of accountability if you start with yourself and add each new team member with an eye on accountability. Personality tests are no longer legal as a means of interviewing, but SMB owners can create an interview /on-boarding process that gets to the heart of an applicant’s values. One obvious option is to check with an applicant’s previous employers to learn more about that applicant’s behavior and sense of responsibility. For more information on Hiring Your Next or First Employee, please see our May 2007 newsletter found at http://www.azvsi.com/ by clicking on the ‘News and Information’ link.

Make the Transition to a Culture of Accountability
Accountability can not be created by following a simple ten-step process, but is something that must start from within the organization. You have to decide, and then commit, to building a culture of accountability. Accountability starts with you and must be demanded from everyone.

Referrals
Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason we ask, "How likely are you to refer our company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you will continue to refer new business to us!

Small business tip of the month - An article recently ran in the Wall Street Journal concerning a common trend among business owners. The article discussed the failure of business owners to take a break while on vacation and let their staff handle the office. As an SMB owner, it can be difficult to leave the office, whether physically or mentally, but it is important for the confidence of your staff that when you depart on vacation, you actually leave issues in their hands. If you are not comfortable with the decision makers left at the office while you’re on a short vacation, you may need to reconsider the employees you’ve chosen.

August 2007 Virtual Staffing Newsletter – Issue #14

Tired of fighting traffic, juggling busy schedules and paying travel expenses? Take your meeting online!

Time is money and as a Small to Medium-sized Business (SMB) owner, it is all too easy to spend your time driving from site to site to conduct meetings with Clients. Benefits of face-to-face meetings are nearly impossible to replicate, especially as the initial point of contact with a new Client, but after a relationship is built, SMB owners and their Clients often times consider alternative meeting methods. Obvious downsides to meeting with a client on-site are the need to juggle schedules, fight traffic and charge travel expenses. A great tactic to avoid this madness is to schedule an online meeting. Online meetings are not right for every Client interaction, but can be worth their weight in gold in certain situations.

Online meetings are offered by a variety of companies ranging from GoToMeeting to WebEx to AT&T. The basic goal behind all three is to enable the user to conduct a virtual meeting, harnessing the power of the internet.

What is an Online Meeting?
In short, companies like GoToMeeting and WebEx offer Customers the ability to take teleconferencing to the next level. In addition to communicating with your Clients via voice, the application enables your Client to simultaneously view your computer screen. This role can be reversed to also allow you, the facilitator of the meeting, to view your Client’s screen.

What are the requirements for Online Meetings?
Online meetings are offered by a variety of companies, but startup is relatively similar. Typically, a user begins by registering online allowing him/her to pay a monthly fee to host an unlimited number of online meetings or to pay-per-use. Your Clients are not required to be registered users and it costs them nothing to ‘attend’ the meeting you initiate. From an installation standpoint, GoToMeeting will download to your PC within a matter of minutes and no configuration is necessary. When it comes to scheduling meetings, you have the option of doing so through GoToMeeting’s or WebEx’s website, via Microsoft Outlook or through an instant messenger application like AIM.

What are the security features for Online Meetings?
Hi-tech does not always mean hi-security, but most of the Online Meeting providers offer security features. Basic security features include: the inability for non-meeting attendees to view meetings through End-to-End Encryption Industry-standard SSL and U.S. government- standard 128-bit AES encryption and User Authentication Strong passwords. As the facilitator of the meeting, you have the ability to grant one-time meeting passwords and by using Desktop Sharing Presenter you always have complete control when sharing keyboard and mouse with attendees, creating a secure environment for all users.

What are the advantages of using Online Meetings?
SMBs can use Online Meetings to demonstrate products and services, share presentations in virtually any format, and resolve Client issues in real-time. The teleconferencing aspect of the process facilitates open communication while the ability to share graphs, what-if calculations and/or presentations via the internet makes for easy display and interpretation of ideas. Many large companies also use online meetings as training tools- enabling a facilitator to connect with employees from any office, school or home around the world.

Online meetings are not appropriate in every situation, but can save SMB owners, and their Clients, time and money when used appropriately. Monthly subscriptions vary depending on which service you select, but most hover around $50 per month and include unlimited meetings. Please don’t hesitate to contact VSI for guidance in your effort to explore how Online Meetings could benefit your SMB.

Referrals - Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason we ask, "How likely are you to refer our company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you will continue to refer new business to us!

July 2007 Virtual Staffing Newsletter - Issue #13

Invest in future employees - Hire an intern!

Dear Glenn,

“For every disciplined effort there is a multiple award.”
Jim Rohn – Entrepreneur, Author and Motivational Speaker

Small-to-medium sized business (SMB) owners know first-hand the importance of calculated, disciplined efforts. We exercise this knowledge every time we create a new product, offer a new service, begin a marketing campaign or hire a new employee. Engaging in the above efforts is often common place for SMB owners, but one effort commonly overlooked by SMBs is investing in an intern.

Interns are stereotyped to play the role of copier or personal assistant to the big CEO, but intern programs can also offer multiple rewards if a SMB puts forth a disciplined effort. Consider the following misconceptions, steps, and rewards associated with bringing an intern into your office.

One of the most common misconceptions associated with interns is that an intern is free, or at least cheap, semi-skilled labor. Interns can often be acquired at a lower price than a candidate with years of experience, but if an intern is treated as nothing but discounted labor, both your SMB and the intern will suffer.

Interns offer a great opportunity for an SMB to cultivate a relationship, account for the learning curve associated with so many new hires, and end the effort with a qualified, knowledgeable employee. Before beginning the search for an intern that is right for your SMB, consider the following to ensure that your intern is set-up for success from the very beginning:

Teach an intern to copy papers and fetch coffee, and that’s all he/she will be proficient at - Very few interns sign on with a company in order to gain experience at the copier. Interns look for programs where they will get meaningful, pertinent job experience and acquire skills they can utilize following their stint in school. Your time and effort is valuable, just like those of an intern. If your SMB is looking for an energetic employee with a fresh mind and perspective, hiring an intern could be right for you.

Give a man a fish and feed him for a day. Teach a man to fish and you will feed him for a lifetime - This old Chinese proverb may not seem to coincide with internships, but the principle represented above is crucial for a pleasant, successful internship experience. Giving an intern a mind-numbing task may keep her/him busy for the day, but will have little long term benefit for either of you. Instead, assign your intern a challenging task or project, allowing him/her to take ownership to a degree you are both comfortable with. Teach an intern a skill and he/she will be able to serve both himself/herself and your SMB for the duration of your association. Interns can also be put to use working on those projects you’ve been meaning to get to, but have been too busy to tackle.

Plan the work, work the plan - Interns need a meaningful project and the reins to work with it, but it is important to keep in mind that most interns do require more supervision than a typical, full-time employee. Take the time to mentor your intern and work together to plan the work and work the plan. When dealing with an intern still enrolled in school, you must account for the learning curve and realize that the student may not have the experience of a seasoned employee.

Put forth the effort now and reap the reward later - Results vary between firms, but it is not uncommon for a company to report that over 50% of internships end in a job offer extended to the intern. Investing in an intern at your SMB gives you the opportunity to build a relationship with the intern, assess his/her skills and instill in her/him the culture of your business. If the intern is a fit at your SMB, you’re ready to bring them on upon graduation… trained and ready to run.

Find the right intern for your SMB - If you decide an intern could be right for your SMB, the next steps are fairly simple. One of the easiest ways to begin your search is to contact a nearby college or university and work with their Career Services Department. Before taking this step though, it is imperative that you do your homework and know what kind of intern you are looking for. Questions to consider are:

· Do I want to pay an intern or collaborate with a university’s academic department to find a student who will work for credit from the school? Realize, if a student is working for college credit, there are usually more requirements and rules for you, the SMB, to honor.

· Am I looking for an intern to serve during a short college break? An intern to work during the summer? During a semester at school?

· Determining what your expectations for the intern are, and what the intern can expect from you, is another important aspect of this process.

VSI is eager to help your SMB determine if an intern is right for you. We can also be of assistance as you go through the process of creating your internship program.

Referrals - Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason we ask, "How likely are you to refer our company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you will continue to refer new business to us!

Small business tip of the month - Summer time presents a great opportunity to hire an intern. Hiring high school students is another practice often engaged in by SMBs as a great method for augmenting your workforce. The decision to hire a minor (someone under the age of 18) can benefit both your business and the child, but there are restrictions applying to the hiring of a minor that you should be aware of. The federal Department of Labor has set restrictions on the number of hours a minor can work in addition to forbidding minors to engage in certain jobs such as meat packing, manufacturing brick and tile, and performing roof operations, to name a few. For more details concerning wages, hour and job restrictions for minors, refer to the both the federal and state Departments of Labor as state laws do vary.

June 2007 Virtual Staffing Newsletter – Issue # 12

Top 10 Tips for Going Out of Town on Vacation During the Summer!

Dear Glenn,

The sun is shining, the weather is warm and the outdoors are beckoning… it is summer time! For many of us, summer represents an excellent opportunity to travel with family and friends. Before setting out to explore the bountiful gems and attractions within these United States, or countries abroad, most of us set up a plan to ensure that our travels go as smoothly as possible. Just as it is important that we prepare for our vacation by planning a route and determining our destination, it is also essential that we plan for our absence from home. According to AAA, more home burglaries occur during the peak summer months than in all other months of the year combined. For those of us traveling, a vacation isn’t a vacation if we have to worry about our home while we are away. Follow these simple steps to help protect your home so that you travel worry free!

1.Don't broadcast trip plans. Other than family or a neighbor, the fewer people knowing you will be gone means the less likely someone you don’t want to know will find out.

2.Lock-up. Most of us lock our doors by habit, but if you’re planning to be away for an evening or more, it is also smart to close and lock the house and garage windows. Normal entry doors should be locked with single-cycle dead bolts and for those of us with sliding doors, it is important that we install slide locks and holding bars.

3.Don't leave keys outside your home. Spare keys "hidden" under doormats, flowerpots, or anywhere outside the house can open the door to the wrong person. Burglars know where to look. A safe alternative to leaving a spare key outside is to leave a copy with a close friend or neighbor so that if a situation necessitates entry, those you trust will be able to enter.

4.Utilize Electric/Automatic Lights! Companies like SmartHome and TouchnGlow offer external lights that automatically come on at dusk and shut-off at dawn. In addition to lighting up your yard in the evening, both internal lights and TVs can be programmed to turn on and off at random. You can also make your home look ‘lived in’ by leaving blinds and curtains in their normal position so that your house doesn’t appeared closed down.

5.Park cars in the driveway. Not only will a car parked in the driveway give the impression that someone is home; it also makes it more difficult for a burglar to back a truck up to your front door. Do be sure to equip unattended vehicles with an anti-theft device

6.Ask a friend or neighbor to keep an eye on your home. If you will be away for an extended period of time, consider the services of a house sitter. A house sitter can help minimize the affects of you be gone by checking your mail and periodically looking in, or staying, at the house. Be sure to leave your cell phone number with the house sitter or neighbor so that you can be reached in the event of an emergency.

7.Don’t give a thief a place to hide. Before departing on your vacation trim back bushes and hedges, especially around windows and doors. Neighbors will have a hard time keeping an eye on your home for you if they can’t see the windows and entrances. If you will be gone for an extended period of time, hire someone to mow the lawn.

8.Install a Security System. Security systems can be designed to meet virtually every budget and residence depending on the amount of security you desire. Providers such as ADT and Brinks Home Security offer security packages ranging from keypads and in-home motion detectors to external strobe lights and fire/flood sensors.

9.Keep your valuables out of sight. Security systems and watchful neighbors will minimize the likelihood of an unwelcome visitor in your home while you’re away, but there is no reason to tempt a passer bier with expensive equipment sitting by the window. Move equipment like televisions, computers and collectibles away from windows. Engraving valuables also makes items less appealing to robbers while simultaneously making a stolen item easier to recover.

10.Mark bags with your business address only. Believe it or not, burglars will occasionally browse luggage at the airport hoping to catch the address of a traveler. Instead of using your home address, mark your baggage with a phone number or business address instead.

Summer time offers an array of fun-filled opportunities. To make the best of your vacation, follow these simple steps so that when you’re relaxing on the beach or with family, your mind can be as at rest as your body.

Referrals - Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason we ask, "How likely are you to refer our company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you will continue to refer new business to us!

Small business tip of the month - According to Gartner Group, March 2005 SME Continuity Study, 50% of small and midsize businesses that experience major data failure (lasting more than 24 hours) will go out of business. With this much riding on your data, it is imperative that you have a data backup process that is repeatable and dependable. Always ensure important information is backed up and verified, often and regularly, and that you have all installation software catalogued and easily accessible. It is best to store backup media offsite as often as possible. By duplicating your information at a second location, you protect yourself from information loss in case of fire or theft. Keep in mind that your information is valuable to others also, so don't put your company's name and address on backup media and ensure the information is encrypted. If you are interested in having us evaluate your backup needs and help you implement a Disaster Recovery Plan, contact us to make an appointment.

Virtual Staffing Inc. Company Overview

Virtual Staffing, Inc. is a private consulting company providing business partner solutions to small and medium-sized businesses (SMBs):
• Human Resource Management - Human Resource Management, Operations Optimization and Business Mentoring
• Information Technology Support – Project Management, Risk Management, and Business Intelligence

We treat each of our clients as if they are our only client. Since a majority of our clients are SMBs, we recognize the necessity of fully understanding our clients' expectations and consistently meeting or exceeding those expectations.

How we are different!

We pride ourselves on our continued focus on process improvement and relentless pursuit of excellent customer follow-through. Our clients will testify that we work diligently to keep items from falling through the cracks.

Consistent customer follow-through and care - We have a proven process to ensure that customer issues are quickly resolved using a predictable and measurable process. As soon as an issue is reported by a client, a company representative opens a ‘ticket’ in our custom Help Desk application. A client never has to worry about their project falling through the cracks as the ticket ensures that VSI is accountable for continued follow-up and communication with the client until the issue is completely resolved.

Efficient and cost effective services - We are sensitive to the budgets of our clients. Our rates are very competitive and we work hard to avoid unnecessary expenses. Our Help Desk process ensures that we maintain and communicate itemized expense lists so that our clients can see exactly where their money is being spent.

We are human resources and technology experts - As your human resource, technology and information security experts; we will gain and maintain your trust as an advisor. VSI is not the only company to claim trust as a fundamental value to our organization, but we go a step further by integrating trust into our daily operations. For instance, our Help Desk application ensures that all lines of communication are kept fluid with our clients and hence, we minimize misunderstandings.

Solution provider while remaining aware of impact on daily operations - We specialize in guaranteeing compliance with specific industry regulations – like HIPAA, Sarbanes Oxley, and FACTA. We also recognize that not all problems necessitate a technology based solutions. With this in mind, we identify solutions that work with our clients’ internal operations rather than just work using the newest technology.

Human Resource Management

Candidate Screening - gathering job requirements, new employee search, background checks, interviews, feedback to candidates

New employee on-boarding - new hire orientation and paperwork, payroll & accounting, direct deposit, confidentiality & employment agreements, career coaching & development, documenting and communicating employee and employer expectations

Operations Optimization – accounting support & training, information security, disaster recovery planning for business continuity, operations manual, forms & process automation, investor presentations, business planning

Business Mentoring - business planning, accounting and financial systems, CRM setup and utilization, investor relationships, employee management

VSI's Technology Support

On-site and Remote IT Support - network, phone, and premise cabling design, wireless, maintenance, disaster recovery planning, user training, intrusion prevention, database management

Technology Equalizer Plan - This plan is geared towards helping you manage your IT expenses – very similar to how utility companies manage your power utilization

Virtual Help Desk (Remote Assistance) - a service that enables our technicians to remotely access computer systems using a secure broadband Internet connection

Managed services - remote backup and recovery, hosted server, information sharing (portal), email and web hosting, terminal services, document destruction

Project Management and Risk Management - requirements gathering and project design, planning and execution, office relocation, managing vendors, protect against phishing and identity theft, fraud and collections (write-offs) prevention

VSI Employee Performance Metrics

Our success is dependent upon your satisfaction – VSI has differentiated itself by structuring our compensation (including benefits and profit-sharing) to our employees. Our compensation is based on two scores:
1. Overall utilization (productivity)
2. Client satisfaction (quality / customer care)

Our employees are rewarded based on how much of their time is actually spent working on client projects. We strive for maintaining utilization rates of 70% - 80%. After an issue has been resolved, we are responsible for following up with our clients via both phone and email. When we talk about practicing ‘excellent customer follow-up’, we mean it!

Additionally, the level at which the client rates their technical support at the conclusion of that particular engagement is also important. For a VSI technician to receive optimal salary, benefits and profit-sharing opportunities, he/she must have a minimum of 90% client approval rating.

Industry Focus

Virtual Staffing is committed to expanding and growing our expertise to meet the needs of our customers. Prior to opening our offices in Phoenix and Denver, we conducted extensive research into the economies of each. This practice allows us to ensure that we have the right people on our team, to effectively serve the needs of the local communities.

We have proven ourselves successful in providing services to the following industries:
• Financial and Healthcare Services – legal, loan processing, debt management, financial advisors, insurance, cardiology, orthopedic, reconstruction, vascular, billing, nursing, surgery, dental, oral surgery, arthritis
• Construction and Real-Estate - residential and commercial builders, framing, landscaping, pest control, manufacturing, development, appraisals, components, signs, general contractors, tile installers
• Not-for-profit and Charitable Organizations–Church, humanity services, counseling

Why partner with VSI?

VSI can provide you the services you need, without costing you the commitment and expense of a full-time employee.

VSI is your virtual staffing source. The average annual cost of a full time:
• Information Technology Manager: $83,000- $117,000
• Data Base Manager: $84,000 - $116,000
• Business System Analyst: $61,000-$86,000
• Human Resource Manager: Median (2004) $82,000

We collaborate with Power Partners. Working with Power Partners enables VSI and our partners to offer a ‘one stop shop’ for our clients. The advantage of Power Partners to our clients is exemplified through our relationship with DataPreserve. DataPresere offers remote backup services, yet needs assistance from our company for technology support. By working together, we can offer our clients exceptional remote backup services complimented by our technology IT support network.

Providing solutions for HR and IT dilemmas is a worthy project in and of itself, but at VSI we not only provide leadership in solving immediate issues, but we work with clients to facilitate the implementation of strategies based on awareness of the impact to existing and future business operations.

Future VSI Offerings!

We are a company where the only thing that is constant is “change”. We continually monitor our partners’ needs and will be offering the following services in the near future:
• Managed Services - Monitoring Services, Co-location services
• Staff Augmentation Services -- On-Site technical staff, Project Managers, Telemarketing.

Continuing education for our partners!

At VSI we look out for your success even when we’re not working directly with you on a specific project. As a small business, we know how valuable your time is. With this in mind we have created a monthly newsletter containing topics and hints, delivered simply and concisely, pertinent to SMB (small & medium sized businesses). Please visit our webpage to check out past issues and sign up for our mailing list.

Past Newsletters have addressed topics such as:
• Virtual Human Resources – Defines a ‘virtual staffing person’, discusses the advantages to virtual staffing and provides guidance for what to look for if you decide a virtual staffing person is right for your SMB
• Web Design - Encourages our clients to think about whether a website is right for them. Also offers tips for setting up and protecting your website
• Blogging - Answers the question of what a blog is and how to create and use one to benefit your SMB

What our Customers are saying!

We are very proud of our consistent customer follow-through and care and our efforts are validated by our clients and their willingness to continue to partner with us:
• Client Satisfaction - We have NEVER had a client leave for services of another solutions provider
• Word of mouth referrals - 100% of our current clients were driven to VSI by other satisfied clients and partners

Over 95% of clients who filled out our customer care survey rewarded us the highest possible ranking in categories such as:
• Thoroughness and Accuracy - We have done a thorough job of completing all agreed-upon requirements with attention to detail and quality. System seems to be running smoothly and reliably
• Documentation and Communication - Our goal is to follow-up on all issues and provide you with an accurate, concise, and timely follow-up via email. Do you feel the follow-up email(s) were clear and easy for you or your staff to understand? Do you have any suggestions on how we may improve upon our email communications to you?
• Professionalism - We have provided you our services in a polite, friendly, courteous and professional manner, with a business-like appearance, great work-habits and productivity, and with respect to your ongoing business operations
• Timeliness - We have kept our commitments for this project including: arriving at the project workplace at the agreed-upon times and appropriately notifying you if a schedule change was necessary

Virtual Help Desk (VHD) for Remote Assistance!

What is the Virtual Help Desk (VHD) for Remote Assistance?
• VHD is remote assistance over the Internet
• Through VHD, a skilled, easy to understand, and bi-lingual (English and Spanish) technician at VSI can connect with your network over the internet (VHD is secure: Only after you to initiate the process can we connect to your network) within a matter of minutes
• Other than an Internet browser and a small client download there is no need for dedicated software
• The VHD is ideal for SMBs and residences

What Services can be performed through the VHD?
• VoIP, VPN, network security including viruses and spy ware, wireless networking, preventive maintenance, disaster recovery planning (DRP), business continuity, desktop support, and office automation programs can all be performed using an active broadband Internet connection
• In addition to on-demand help, we have programs that provide monthly maintenance plans for your business and home office. You can also continue to utilize your existing IT support provider - this is a great complimentary service

Why is the VHD unique?
• As a SMB, saving time and money is critical and the VHD assists you in doing both. Rather than stopping business while you wait for IT support to arrive, VSI connects to your computer within minutes
• The VHD can be accessed from ANYWHERE provided you have an active, broadband internet connection

How do I access the VHD?
• Call our new toll-free number - 866-211-9756 and press option 1 for small business support or option 2 for home office support
• Visit our website, complete the form on the middle left side and press continue
• Send an email to support@azvsi.com and a representative will get back to you within 1 hour during normal business hours
• Contact your local technician and request the "virtual help desk" rather than onsite support

Advantages of VHD
• Web-Based Screen Sharing through VSI’s Virtual Help Desk, allows the client to never be more than a phone call, or click, away from a technician capable of solving your problem in no time!
• VSI is able to fix your problem, while you sit and watch at your computer
• The Virtual Help Desk is also completely secure! Our technician can NOT access your network unless YOU initiate it
• After you submit your question, you will be asked to download a small, self-installing program, allowing VSI’s technician to chat with you. Often times, our technicians can solve your problem by only chatting with you, transferring files or pushing web pages to your browser
• Your decision to work with a VSI technician via remote control enables us to quickly and efficiently solve your problem. An added security feature allows you to take control of the mouse at anytime and our technician can only see what you see, nothing more. After your screen-sharing session has ended, our technician will no longer have access to your network.

Virtual Staffing, Inc.
P.O. Box 3036 | Evergreen, CO 80437
(303) 459-4899 | http://www.azvsi.com

Press Release – April 2007

Contact: Glenn Vandine
Email: gvandine@azvsi.com
Help Desk: 866.211.9756
Fax: 866.331.7425

FOR IMMEDIATE RELEASE


Small to Medium Sized Businesses (SMBs) in the Mile High City Set to Reach New Heights With Proven HR and IT Solutions Provider

(Evergreen, Colorado)— For years small to medium sized businesses (SMBs) have struggled to walk the line between adequately meeting the needs of their business and customers without accruing unneeded employee expenses. The U.S. Small Business Association reports that 50% of new businesses fail within the first year and 95% fail within the first five. Typically, this is not due to a lack of understanding or passion for the field, but as a result of the difficulties associated with running a small to medium sized business – especially in the areas of human resources and technology support.

After running several small businesses of his own, Glenn Vandine founded Virtual Staffing Inc (VSI). Focusing on Human Resources (HR) and Information Technology (IT) Support, VSI specializes in providing business partner solutions to small and medium-sized businesses and has been spreading its roots in the Denver area for almost two years.

VSI offers human resource consulting services to SMBs including human resource management, candidate screening, new employee on-boarding, operations optimization and business mentoring. VSI also specializes in technology support including on-site (break-fix) and virtual help desk (remote assistance), project management, risk management, and business intelligence. VSI prides themselves on their continued focus on efficient and cost effective process improvement and their relentless pursuit of excellent customer follow-through. At VSI no project or client falls through the cracks.

The Denver metro area has grown nearly 31% since 2000 creating a prime market for SMBs to prosper. Financial and health care services, construction and real estate firms, and not-for-profit companies have a world of opportunity in the Denver Metro area. VSI is growing and proud to announce a new addition to its team. Lee Whitcraft has been hired as the Manager of Business Development for Colorado. Lee joins VSI versed in the subject of small businesses. Lee has eight years past experience in founding and operating a custom electronic integration business as well as extensive knowledge of retail management, sales, and customer service. In addition to being an entrepreneur, Lee held, for seven years, the title of National Sales Manager for Dart International. VSI is well positioned and qualified to handle the internal systems and processes of SMBs so the area’s businesses can spend their time doing what they do best – running their business.


-End-

May 2007 Virtual Staffing Newsletter – Issue # 11

Multiply Your Effectiveness: Finding Your Next, or First Employee!

Jim Collins, author of the book Good to Great, challenges CEOs to imagine being a bus driver. Visualize your bus as your company and pretend for a moment that the bus is either at a standstill or slowly chugging along in the right hand lane. Your job, as the owner of your SMB (small or medium sized business), is to get your bus moving!

Average companies jump start their bus by mapping out a new route without giving thought to the individual in the driver’s seat or the passengers on board, but great companies prepare for success not by first planning out a path, but by ensuring the right people are on the bus. As a SMB owner, it is your responsibility to get the right people on your bus, the wrong people off and the right people in the right seats.

Look NOW for Your Next Employee! SMBs must grow to survive. Regardless of your own unique talents and skills, if your SMB is going to reach its full potential, you must have the right people on board. If your SMB is one of the 50% of businesses that hasn’t failed in the first year, or one of the 5% that has made it to five years, you know something about planning out the path your SMB will navigate.

If you are to stay on the cutting edge of your field, you need to be one step ahead of your competition, meaning you need to visualize future obstacles and plan now for how your business will overcome those obstacles. If you are working solo right now and intend to grow, it is vital that you have your next employee BEFORE you need him/her.

Planning ahead will enable you to work with your new employee, preparing him/her for his/her responsibilities so that when the day arrives and you can no longer work alone, you have the staff to ensure that your SMB continues to run smoothly.

Network Now! According to a national survey conducted by The National Association of Colleges and Employers, employers expect to hire 17.4 percent more new college graduates in 2006-07 than they hired in 2005-06. Employers cite growth of their organizations, current employees nearing retirement age, high attrition rates, and business needs requiring increased hiring as the primary reasons for the increase in employment opportunities.

As an SMB owner experiencing, or expecting, issues mentioned in the survey, it is crucial that you look now for your next employee. An SMB interested in keeping their budget low, at the possible cost of sacrificing experience for wages, should focus on recent college graduates. Schools across the nation host Networking and Career Fair events offering prime opportunities for recruiters and SMB owners to meet upcoming graduates. If you’re interested in hiring someone with more experience than the average new college graduate, find events and/or seminars relating to your field, join your local Rotary Club (also a great way to reach prospective clients), Lions Club, or work through your local Chamber of Commerce.

Write a Job Description! When looking for your next, or first, employee consider what that person’s responsibilities will be. Construct a job description for the opening within you SMB. Doing so will allow you to keep in mind what you are looking for throughout the resume review and interview process. A detailed job description will also make your life easier by providing job applicants with a clear picture of the position, equaling more qualified applicants. Once you have created a job description detailing expectations for the position, consider posting it on internet job search engines such as Careerbuilder.com, Monster.com, and Craigslist.org.

Job Specific Skills can be Taught, Personality and Work Ethic Cannot! Dr. Keiser, owner of Heartland Veterinary Hospitals Inc., and Jim Collins stress that while job descriptions are very important, do not overlook a potential ‘winner’ based on a lack of experience. Job specific skills can be taught once an employee is hired, but a winning personality, excellent communications skills and a drive to succeed are much harder to instill. As you fill the seats on your bus, look for individuals with traits that will make them a catch in this fast-changing world. Technology and business tactics will change and if your employee base is built solely upon individuals competent in the tasks required today, but lacking in less tangible skills such as morality, work ethic, and creativity, your SMB will hit a roadblock when you realize the tasks you built your work force on have changed. In the words of Jim Collins

… if people board the bus principally because of all the other great people on the bus, you’ll be much faster and smarter in responding to changing conditions. Second, if you have the right people on your bus, you don’t need to worry about motivating them. The right people are self-motivated: Nothing beats being part of a team that is expected to produce great results. And third, if you have the wrong people on the bus, nothing else matters. You may be headed in the right direction, but you still won’t achieve greatness. Great vision with mediocre people still produces mediocre results.

VSI is Proud to Announce the Newest Driver on our Bus! Lee Whitcraft, well versed in the field of SMBs, joined the VSI team early this spring as the Business Development Manager for Colorado. Lee joins VSI following his eight year stint as founder and owner of a custom electronic integration business. In addition to being an entrepreneur, Lee held, for seven years, the title of National Sales Manager for Dart International developing his knowledge of retail management, sales, and customer service. Lee’s addition and expertise will continue to diversify the ways VSI can serve YOU!

Referrals - Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason we ask, "How likely are you to refer our company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you will continue to refer new business to us!

Small Business Tip of the Month- When recruiting new employees, set high expectations. Don't rely on the “trickle” effect of easing them in slowly. Make sure they hit the ground running and get involved in projects right away. If employees aren't actively working on important issues within a few weeks, they fall into a routine of doing the minimum and you'll never get them motivated to grow you SMB.

March 2007 Virtual Staffing Newsletter - Issue #10 corner

Keep Your Business Up to Date !

This month's newsletter is filled with various tips to help your business run smoothly. Find information on how to handle accounting issues that can bog down your time, what to do to keep up to date with taxes, and how to make a statement with your business logo. Make sure you check out our Small Business Tip of the Month - be aware of the new DST, Daylight Saving Time, schedule and how it can affect your business.

Business Accounting - As a small to medium size business owner, business accounting can be an enigma. Is is better to do it yourself or pay someone else? At what point does it make sense to have someone else take care of payroll?

With the many quality accounting programs available today, you CAN do it yourself ! VSI is happy to help work with you to set up your business with an accounting program such as QuickBooks. We can schedule training sessions to teach you to use your new program and show you how to optimize your accounting to your unique business needs. We can also help you to "catch up" if you are behind on entering data and balancing accounts.

Accounting is not limited to checking and credit card accounts. We can show you how to use reporting to help you get a better view of your business and how to adjust to the changing needs of your customers.

With the addition of payroll features within many accounting programs, you can organize your payroll and withholding taxes. This can save you time by filling in forms required by federal and state agencies. Also, most employees will be happy with the option of direct deposit.

VSI will, of course, be happy to take on any and all of these tasks for you. While you are capable of doing this yourself, consider if you are worth more to your company elsewhere. As the most prominent person in your company, you will find that customers would rather work with you than anyone else, and you can sell your business better than anyone. Fostering those relationships may be a better use of your time than sitting at a desk, and in turn make your company more money.

When thinking of the financial impact of hiring someone to do your accounting, keep in mind that because we are familiar with accounting and the programs to do it, we will work quickly and efficiently. Because we charge on an hourly rate, you may find the cost to be substantially less than you would think. Also, think about additional costs that have been incurred by your company from finance charges and penalties, that would be saved when someone else is making sure accounts are taken care of in a timely manner.

Be Prepared for Tax Time - Many of us are finding ourselves in a rush to get paperwork together and prepare our taxes both for our business and personal finances. With the proper planning, this time of year doesn't have to be scary. While it is best to consult a tax accountant for specifics to your company, as we at VSI are not CPAs, here are some tips to keep you from feeling frazzled this month.

* Talk to your accountant - Being prepared can save you time and money. Make sure you know what paperwork your accountant wants from you. It is better to take the time to organize everything now, than to have to find papers that are missing after your first appointment with your accountant. Also, by presenting your information in an organized manner, you can help your accountant work more efficiently and therefore save yourself money. Even if you are not planning on using an accountant to do your taxes, VSI highly recommends that you have a CPA audit your company finances annually.

Check to make sure you know when taxes are due. Although most of us are familiar with April 15th as tax day, the truth is that there are many factors that dictate your due date, including how you've incorporated your business. Also, there are many other dates throughout the year in regard to taxes, some involving filing forms and others with paying taxes due.

* Make sure your records are up to date - Before you can start your taxes you need to make sure that you have balanced all your financial accounts. If you have a discrepancy with your financial institutions, it is an easier fix now than if you wait and have to make changes to your tax forms later.

Also, have a list of unreimbursed expenses that you have personally paid on behalf of your business. Include items such as phone calls, postage, and business mileage. Talk to your tax advisor to ensure that these items will be deductible for you.

Review your accounts and decide if there are any receivables that you don't think you will be able to collect. It may be a wise decision to write off those accounts and decrease your taxable income.

* Relax - This may not seem possible, but you will work more efficiently if you are not panicking about getting taxes done. If you are behind on getting everything together for tax time, just work steady. Try setting a timer for 15-30 minutes and get as much done as you can in that time. You will be surprised at how much you are able to accomplish. When the timer goes off, take a 10-15 minute break and then start over again. Before long you will have everything done.

Consult your accountant about what to do if you can't be done by the tax due dates. You may be able to file an extension to help give you more time to organize.

* Plan for next year - Now that you have everything done, you can take a deep breath and enjoy a job well done. Then start a plan for next year. By organizing your finances now, you will find next year's taxes so much easier.

This is a good time to review your process for taking care of your business' accounting. Be realistic about your time and skills. Would your time be better spent meeting with clients and leaving your accounting to someone else?

Business Logos - Logos are a vital part of any business. They set the tone for a business and when designed right will be effective for years to come. I often use the analogy that you would not walk into a business meeting in a t-shirt and cut offs. A clean, professionally-designed logo is an indicator that a business is a well run organization. In today's competitive marketplace we need all the help we can get.

A logo needs to hold up whether it is used large or reduced down to a very small size. You need both a strong full color and black and white version. Be careful of logos where the name of your company is embedded in small type within a busy graphic. Have your designer show you the logo at a small size to make sure your name is still very legible.

Ask the designer for the logo in following formats: tiff, jpeg and if possible Illustrator .eps. If the graphics person doesn't understand this request, find someone who does. A pro will know and understand the request. There will come a time when having these various formats on hand will save you money.

Once the logo is completed, make SURE you have the designer create 2 CDs for your archives. Designers can move, go out of business, lose files or lose hard drives. Have the designer put all the logo files onto a CD and then ask for a duplicate CD. Always keep one of the CDs as a master filed safely away where it won't get lost. Use the other CD to loan to your printing company etc. when needed. Printing companies can lose CDs. If this happens, have the master CD duplicated and return it to your archive.

- Article by Kathy Walker
Counterpoint Design
303.932.2400
http://www.counterpointdesign.com

Help Wanted ! We are looking for experienced technicians in both the Phoenix and Denver markets. If you know of anyone that is experienced and is looking for a great challenge, please ask them to send their resume and cover letter to jobs@azvsi.com Thank you for your help in finding the right people for our company!

Referrals - Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason we ask, "How likely are you to refer our company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you will continue to refer new business to us!

Small business tip of the month - The Energy Policy Act of 2005 has changed the start of Daylight Saving Time this year. Remember to set your clocks forward one hour this Sunday (the second Sunday in March) instead of on the first Sunday in April as in the past.

Even if you are not in a location that adheres to DST, you may find that you need to be more aware of the difference in the schedule this year. While many software programs have made updates to account for the new schedule, you may find problems arise if you have not updated your information systems locally.

Please contact VSI or your local IT Support with any questions or concerns about how DST will impact your internal system.

For more information and interesting facts about Daylight Saving Time visit http://webexhibits.org/daylightsaving/index.html.

February 2007 Virtual Staffing Newsletter - Issue #9

Virtual Human Resources !

With the new year in full swing, we hope you are finding your business booming. You may be feeling the need to hire new employees to help with the extra workload. This can be an overwhelming prospect: how do you find the right person for the job, what paperwork needs to be filled out, and what about payroll and payroll taxes? Partnering with an experienced company that is familiar with these Human Resource questions can be helpful.

What is a virtual staffing person ? As an external HR solution provider, we can provide assistance to you in the following areas:

* Customized candidate screening for searching for the right employees for your organization
* On-boarding process to be used when hiring new employees and bringing them into your organization
* Working with you to write the necessary operations and policy & procedures manuals
* Career development processes to assist you with coaching and managing your employees

Why not do it myself ? Human Resource services should be handled by someone that understands what the requirements are and is focused on doing it correctly. While a large corporation can have dedicated personnel on staff to handle this process, a small or medium sized company just can't be organized the same way. By outsourcing this work to a Trusted Advisor, you keep your attention on the tasks at hand -- your business. Your organization can utilize our existing policy & procedure templates as a starting point rather than creating your own which further saves you time. Our thorough processes are kept up-to-date; meaning they are repeatable, measurable, and predictable. Therefore, allowing the same predictability within your company.

What to look for when selecting an HR partner ? Once you have decided to outsource your HR needs, you should choose a qualified partner. Make sure that the company you use has previous positive experience working with SMBs. Having experience with large corporations is not the best fit as SMBs have unique situations revolving around personnel requirements, budgets, etc.

As your business grows you may find that it is more cost effective to hire a full time HR person. Will the company you are considering be willing to work with you on a plan to transition the HR process back in house if you choose to? You don't want to become stuck in a process that ties you to one company.

Make sure that the company you choose can create a process tailored to your specific organization and industry. Your company is unique, and you don't want to settle for a cookie cutter approach to such important processes as HR.

What are the benefits of VSI's candidate screening process ? We are not just executive recruiting -- instead we have a unique approach for finding and keeping the right people. VSI collaborates with you to develop a job description and staff expectations. This partnership will help develop an understanding of what qualities you need in a prospective employee; we often have suggestions based on past experiences with similar positions in your specific industry that you may not have thought about. We then post the job openings and receive resumes from potential candidates. The candidates will be asked to complete a candidate screening questionnaire that has been customized for this specific role. Based on answers to the questionnaire, we will conduct phone and onsite interviews as necessary. Once a final decision has been made, VSI follows up with ALL candidates -- accept and decline -- everyone will receive a response.

What are the benefits of VSI's employee on-boarding process ? After a qualified candidate has been chosen, VSI will continue to work with your organization to ensure that the hiring transition is effortless. We will formulate a customized offer letter that describes the expectations and benefits that are being offered to your new employee. We provide a personalized application to the new employee and ensure all paperwork is completed fully -- including a background check. VSI then walks through staff expectations, answers candidates questions, and ensures that all necessary paperwork and policy documents are signed. A 30 / 60 / 90 day and 1 year appraisal process is developed based on your expectations for your new employee and specific industry standards. Finally, we setup the new employee into the payroll process; this can be done in-house or out-sourced to VSI (see next month's newsletter for more information on VSI's payroll and accounting services).

How can VSI help develop an Operations / Policy and Procedures Manual ? We conduct several interviews to gather details about your process and organization. Our findings are documented and a draft manual is sent to you for clarification. Based on the additional details supplied, we create another draft manual. Final modifications are made and a final document is put together. Over the years as your company procedures evolve, we will refine the Operations / Policy and Procedures Manual accordingly.

Referrals Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason we ask, "How likely are you to refer our company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you’ll continue to refer new business to us!

Small business tip of the month Software manufactures, like Microsoft, QuickBooks, etc. bombard us with messages to update to the newest version in order to have the best functionality. However, PLEASE consider the ramifications of these updates. Some changes that are made by an update to one program, may cause another program to stop working. Consider making a system backup prior to any software installs or updates. This will allow you to revert to an older version of software if you experience any compatibility problems.

Please call VSI or your current IT support company with any questions you may have.

December 2006 Virtual Staffing Newsletter -Issue #8

Protect Your Customers!

Are you in compliance with FACTA Document Disposal Rules? The Fair and Accurate Credit Transaction Act of 2003 (FACTA) added new settings to the federal Fair Crediting Report (FCRA, 15 USC 1681 et seq.), intended primarily to help consumers fight the growing crime of identity theft. Accuracy, privacy, limits on information sharing, and new customer rights to disclosure are included in the FACTA (Pub. L. 108-159, 111 Stat 1952). What does this mean to you? Essentially, you are required to properly dispose of information in consumer reports and records to protect against "unauthorized access to or use of this informatoin."

You may think you don't need to worry about this. Howerever, among those affected by the rules are:

• Lenders
• Employees
• Landlords
• Mortage Brokers
• Automobile Dealers
• Attorneys or Private Investigators
• Individuals who obtain a credit report on prospective nannies, contractors, or tenants

How can you show compliance with the FACTA rules? According to the FTC, proper disposal of information derived from a consumer report is flexible. This allows your organization or you as an individual to put procedures in place that can take into consideration how sensitive the information is and the costs and benefits of different disposal methods. Still, it is important to take steps to prove that you are working to protect your customer's information.

Here are some suggestions to help you comply with the FACTA rule:

1. Burn or Shred Papers - Make sure that any consumer information is destroyed so that it can not be read or reconstructed. You may consider outsourcing the destruction as sometimes using the office shredder is not enough.
2. Destroy Electronic Files - Any electronic files or media (including backup copies) that are not being used and will not need to be accessed, need to be professionally destroyed or erased so that they can not be read or recreated.
3. Protect Information that Can Not be Destroyed - Obviously, not all consumer information you have can be or should be destroyed. For the data you need to access or keep for an extended period of time due to regulatory and compliance issues, you can take steps to protect your customers and employees. 1. Make sure files are password protected and encrypted, 2. Have a firewall, 3. Run anti-malware programs, 4. Have secure data backup procedures. For more information on protecting your information systems, view our June 2006 and August 2006 Newsletters.
4. Use a Document Destruction Contractor - An easy way to provide proof of proper disposoal of consumer information, is to hire a document destruction contractor. We recommend ShredPro to our customers. ShredPro provides a secure recepticle to place your sensitive material and visits your site on a routine schedule to destroy all materials in that bin. You can feel secure that your costumers' and employeees' information is safe.

Fun Holiday Gift Ideas! Now that we are in the middle of the gift giving frenzy, you may be looking for an extra fun special gift for someone. There are some obvious choices like an ipod, digital camera, or the PS3, but I want to point out some less obvious, but very fun options.

1. Virtual Laser Keyboard - This cell phone size device connects to your PDA, phone, tablet pc, ect via a BlueTooth or serial connection and projects a full size keyboard image onto your worksplace. You type just as you would with a regular keyboard and based on your finger placement your keystrokes are recognized.
2. Home Theater and Lighting Controller 300 featuring OminiLink TM - This is THE universal remote to have. It may not be the prettiest remote you have every seen, but in can do everything except wash the dishes. Monster Cable has put together a controller that can control all of your electronic devices including your ipod and lighting system in your home. It works at up to 130 foot distance even through walls. The joke at my home is that you need to leave your driver's license with me to use my current remote; with this new one, I may ask for a security deposit.
3. WinePod - Although not for your casual wine drinker, The WinePod gives the enthusiast the great opportunity of making really good wine at home. The unit combines fermenting, pressing, and ageing. The companion software guides and manages your winemaking process, as well as allowing you to upload your information to other WinePod users and view their notes. The manufacturer even works with vineyards to allow you to purchase high quality produce directly from them.
4. Sonic Impact VIDEO-55 - If you use your ipod for more than music, you will love the Sonice Impact VIDEO-55. It acts as speakers and carrying case for you ipod, but the real reason for it is the 7 in. video screen. The larger screen allows for easy viewing of your pictures and the 4 hour battery playing time lets you watch full length movies. With the included AC adapter and remote, it makes an excellent addition to your desk or kitchen.
5. HP Pavillion Slimline s7600e Series - This award winning machine, combines functionality with small footprint size. Although it is only one third of the size of the traditional HP tower, it has all the abilities of a full size machine. When properly configured, it can run the new Windows Vista, as well as Home, Media, or Pro. The 9 in 1 memory card reader makes transferring music, video, and pictures easy; and with the optional HP DVD writer with HP's innovative LightScribe technology, you can burn professional-looking labels directly onto LightScribe-enabled media. The real fun comes with the ability to personalize your new computer. HP Skins lets you show your personality and brighten up the traditional look of your pc.
   
   Referrals - Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason ask, "How likely are you to refer out company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you will continue to refer new business to us!
   
   Small business tip of the month - You know not to download files emailed to you from people you are not familiar with, but remember that even people you know and want to help you can inadvertently pass on bad information. Whenever you receive an email and want to know, "Is that true?" visit Truth or Fiction. Most of the e-rumors that are forwarded on are harmless, but some ask you to delete files as a means to protect your computer system. Oftentimes the instructions included in these emails will cause damages ranging from minor inconveniences to major information loss.
   
   
   
   
   
   

November 10, 2006 VSI - Tips and Training - Issue #1

The Tips and Training Newsletter is being provided to you as a courtesy of VSI. We feel one of the best ways to help you protect your personal and company information as well as help you better utilize your technology tools is to provide you with regular information about current events and tips. Although we try to anticipate your questions when writing these tips, don't hesitate to contact our office or send us an email if you have any questions about any of our topics.

Newest hacker scam -- Codec software We would like to make you aware of a new exploit that is being used by hackers and cyber criminals. This technique presents an increased risk to the security of your computer systems and the information stored within these systems.

This new exploit is in relation to software referred to as "Codec software". Codec is software used to encode and decode audio and video files. Some downloadable audio and video clips require the installation of Codec software in order to play them. Users attempting to view these files may be prompted to download and install a particular version of Codec software. A recent increase in fake Codec software has provided hackers with a new way to deliver Malicious Software (also known as Malware) to your computer.

Once downloaded and installed, the fake Codec software will also install Malware which may include advertising pop up windows, keystroke loggers or backdoors which may be used to steal information or gain access to your systems.

In order to minimize the risk posed by fake Codec software, you and your employees should continue to follow strict security best practices by not opening suspicious emails or attachments, clicking on links (URLs) from unknown senders, or installing software or applications which could pose a threat to your company information.

New version of QuickBooks - Intuit has recently shipped their newest version of QuickBooks -- version 2007. Although this product is very easy to install, please take caution when installing the newest version of software.

We recommend the following suggestions:

1. Prior to installing the newest version of the software, make a manual copy of all your QuickBooks company files and store the manual copy on a drive other than your local hard drive, if possible. Once the manual backup file has been created, open the file with the old version of software to check the integrity of the backup. Note, there is a big difference between making a manual copy of the company file versus allowing QuickBooks to make a backup copy of the file for you.

2. Once you upgrade your version of QuickBooks and open the company file, you will be asked to backup your company file and upgrade the company file to be compatible with the newest version of software. When you backup your QuickBooks company file during this process, be sure to name the backup copy something different than the above-mentioned manual copy.

3. Prior to upgrading the company file, be sure that no users are accessing the company file and do no users need to access the company file for the next 1 - 2 hours (depending on the size of your company file). Once you convert the company file to using the new version of QuickBooks, any other users in your company should not open the company file using an older version of software.

4. In some instances, it's a lot faster to move the company file from a network location (server) to a local drive prior to upgrading the company file. Once the company file has been successfully upgraded, you can then move the upgraded company file back to the network location.

5. If you have multiple computers using the older version of QuickBooks, allow yourself enough time to upgrade the QuickBooks software on all computers on your network prior to upgrading the company file. The upgrade process will also include downloading and installing all the updates for the newest version of the software. It is not safe to have some computers using the newest version of QuickBooks software while others are using the older version.

6. Prior to upgrading the company file, print a number of your critical summary reports using the older version of QuickBooks. Once the company file has been upgraded, allocate sufficient time to test the conversion process and compare the results of the newly generated reports with those reports that you printed prior to the conversion.

7. As a rollback option, prior to upgrading any of the computers to the newest version of the software, it is extremely important to have the older version of QuickBooks software available as well as the necessary license information. In the event the software conversion process fails or does not provide you the expected results, you can uninstall the newest version of software, reinstall the older version of software, and use the manual backup copy of the company file. Although, in this situation, you have not successfully upgraded your software, you can safely rollback to your starting point.

New version of Internet Explorer - Microsoft has been providing their newest version of Internet Explorer (also known as IE) -- version 7. This new version of software has a number of great functions that make it appealing to most users.

However, prior to downloading and installing this new version of Internet Explorer, it is highly recommended that you keep in mind that a lot of office software (applications) that are used today are considered "web based". This means that the software application could be using aspects of your browser (Internet Explorer) to access the Internet to perform some of the critical tasks.

In many cases, you are not aware that the software is performing these tasks behind the scenes. When you download and install the newest version of Internet Explorer, it is very possible that the software application may not be compatible with the newest version of Internet Explorer and could cause unpredictable results with the application being used in your office.

Furthermore, once Internet Explorer is upgraded, it can be very difficult (if not impossible) to uninstall the upgrade and return to the previous, stable version of Internet Explorer. Prior to downloading and installing the newest version of Internet Explorer, we strongly recommend that you check the compatibility of all your software applications (even those that are Microsoft based) with the newest version of Internet Explorer. This will significantly decrease the probability of having problems with the newest version of Internet Explorer and potentially reduce the risk of unnecessary and unproductive downtime.

November 2006 Virtual Staffing Newsletter - Issue #7

Web Design!
by Darenna Rainsdon

Everyone says you need a website; but do you really ? If you’re asking me, a professional web designer, then the answer is a resounding (and somewhat self-serving) yes, of course, absolutely! The serious answer to this question is still yes, in most cases every business will benefit from having a web site.

Think about this for a moment - the Internet is the fastest growing communication medium in the world. It’s impossible to know for sure how many people use the Internet but current guestimates put the number in the hundreds of millions range. In absence of hard numbers, I can say it’s been a long time since I met anyone without an email address. Whatever the true number, the Internet is an effective medium where a lot of people can be reached without having to break the company piggy bank. Web sites can be very inexpensive to implement.

Once the decision is made to get a web site, the question then becomes, how does one go about getting online? Many mistakes are made when a professional is not consulted. Sure, there are plenty of do-it-yourself solutions and templates out there. But often times, this is when rookie mistakes are made and amateur web sites are implemented. Do-it-yourselfer’s tend to focus too much time on what a site will look like and not nearly enough time on what it says.
So make sure to give some thought to clearly identify your site goals, audience and messaging. You don’t have to spend weeks thinking about this, but do spend quality time thinking and planning each page on your web site so you can really set your site apart when it’s completed.

Creating Your Website - So you’ve thought it through and you now know why you need a site. Now what?

Here is a detailed list of the basic steps to creating a site:

1. Register Your Domain These days it seems all the good .com names are taken. So you may consider a different extension such as .net, .tv, .biz, for example. When you come up with a good one and it is available, register it as soon as possible.

2. Pick Your Website Hosting Company Web hosting is separate from registering a domain although most hosting companies will also register your domain. Typically they offer various packages at a variety of prices. Some things to consider in your choice are cost, storage space, number of allowed email address and technologies used. Customer service help is another good amenity to look for, especially if you’re just starting out. Check out the customer service sections of the site and see if they offer a real telephone number and/or live chat services.

3. Create Your Site Building a web site needn’t be a traumatic experience. If you’ve got the time you can certainly do it yourself. There are many good tools out there to help. However, a lot goes into creating, promoting and maintaining a website. It’s easy to get overwhelmed. With that is mind, it may be time to bring in a professional. To find the right person, the best source is word-of-mouth. Ask around and you’ll be able to get at least one recommendation in your price range. Another good way is to spend some time online looking at different sites. Most design firms put a “this site designed by” link in the footer of sites they’ve worked on. Click those links and look at the portfolio links.

4. Maintain Your Website People can and do check your website. They don’t expect you to change everything all the time. But they do expect basic information such as contact information to be current. Your site might be updated yearly or hourly; just keep in mind a realistic maintenance schedule when you plan your site and you’ll be fine.

Darenna Rainsdon is the Digital Technology Manager for Business Polish. Business Polish, established in 2001, provides marketing consulting, graphic and web design services to small, minority and women owned businesses. Their corporate office is located at 7619 N. 67th Ave., STE 409 Glendale, AZ 85301-1150. They also have a Phoenix location at 668 N. 44th St., STE 300 at the Chinese Cultural Center. Both locations are open Monday through Friday 8 a.m. to 5 p.m. For more information please call 623-776-8987 or 602-685-1087 or visit http://www.businesspolish.com/.

New Help Desk - To better serve our customers and provide for a centralized help desk, we have fully implemented our Virtual Help Desk. Although you’ve probably already established a method to reach us by calling one of our Engineers directly, moving forward, please report all issues and requests for service to our help desk at 866.211.9756 or send an email to support@azvsi.com.

Referrals - Thank you for letting us serve your business. Our success has been based on your satisfaction with our company and your willingness to continue to provide referrals. For this reason we ask, "How likely are you to refer our company to a friend or colleague?" If you don't feel you could recommend us, please let us know how we could better meet your needs. We greatly appreciate you and are hopeful that you’ll continue to refer new business to us!

Small business tip of the month - Although natural disasters are rare in our part of the country, other serious threats exist - like employee theft, fires, viruses, hackers, and spyware - that are harmful to your company information and business continuity. Be prepared for these types of disasters with a well thought-out and rehearsed Disaster Recovery Plan (DRP).

October 2006 Virtual Staffing Newsletter - Issue #6

Blogging!

Consumers are increasingly turning to the Internet for information. In order to be successful, it is important that you ensure that information regarding your company can easily be accessed by your clients and business partners. One growing aspect of this information sharing is a blog.

What is a BLOG ? - Blog is an abbreviation for weblog. A web log is a journal or diary of thoughts. This is often personal in nature, but can be used in business to provide information from companies to customers or provide information to others demonstrating your expertise. As a business owner, you can wisely use this as a venue to invite customer feedback.

What are the benefits to BLOGGING ? The Internet has provided easy access to quick information. People use it to search for products or services, research solutions to problems they are having, and voice their concerns. By establishing a blog you can provide input into the information people are gathering. Through your company blog you can educate the public on your product or service. It allows you a way to introduce your business to your potential customers and explain how your company can be the solution to their problems.

A website is an important step in maintaining an Internet presence, but it is not enough. Through blogs you can dramatically improve your search engine rankings. This is a great way to compete against larger companies. It also positions your company as an expert in your industry. People will turn to you, the expert, for additional resources, thus creating a new contact for your business and possibly a new client.

How can I get started ? There are a variety of websites available to help you start and maintain your blog. A few to try are: http://www.blogger.com/, http://www.blogstream.com/, or http://www.blogeasy.com/. You can also utilize software that allows you to add a blog onto your current website.

Once you have a venue on which to blog, you can start posting. Here are some tips to think about.

It may sound simple, but think about your ideal customer, and what they want to learn about. Determine what makes your company unique and highlight that information.

Start writing. This is really just a matter of recording your thoughts. However, don't just write about the virtues of your company. Explain issues you see in the industry and how you can solve them. One trick is to read other blogs, see what topics are arising and comment on those.

In order to increase search engine hits, use specific keywords. You can generate more traffic to your blog by using your topic words repeatedly.

Make sure that you update your blog often. It can be discouraging to readers to return to your blog and not have fresh content. The best blogs are updated at least daily. This keeps interest strong and encourages return visits.

The most important thing to remember in your blog is that it is not just about your opinions. A blog will raise differing opinions and you can use those to educate your customers. However, if you are not tactful, and alienate your audience, you will find you have harmed your business. Find out why people feel the way they do, it may be an outdated belief you can correct or it may be new information you can use to improve your business.


Referrals - We have grown our business over the past six years exclusively through customer referrals and are hopeful that we will continue to earn your business. Additionally, please let us know of anyone you think can benefit from our services.

Small business tip of the month - Many gadgets, including MP3 players and cell phones, can be used by employees to download large amounts of company data, referred to as PodSlurping. Take steps to stop this practice by: 1. Establishing a written policy against PodSlurping, 2. Disabling USB ports as well as other equipment used to steal company information, and 3. Encrypting data and storing it on a protected network instead of on individual desktops.

September 2006 Virtual Staffing Newsletter - Issue #5

Virtual Help Desk!

Dear Valued Business Partner:

It's 8 AM on Monday morning and you just got into the office. You power on your computer to check your email only to find that all your company information is lost!!!. What do you do? You know your local technician will say, "I can be there in an hour or so, but you don't have an hour, you need your information NOW!!"

Using VSI's Virtual Help Desk (VHD), you can have your information back in minutes not hours.

What is the Virtual Help Desk (VHD) ? - VHD is remote assistance over the Internet. This means that wherever and whenever you need technology support (provided you have an active, broadband internet connection), we can be there for you. It takes only minutes for our technician to connect to you and other than an Internet browser and a small client download there is no need for dedicated software. VHD is secure. We cannot connect to your computer without you initiating the process and once completed, we cannot access your computer again without you re-connecting to our help desk -- no exceptions! We offer this service to both residential and small business customers. Your friends, family, and business partners can all use this service regardless of where they are located around the world.

What are the benefits to this service ? Once you try VHD, you will see how beneficial it can be to your business and home office, saving you both time and money. Rather than stopping business while you wait for IT support to arrive, VSI can connect to your computer within minutes. To ensure your problems are resolved quickly, we provide to you a skilled, easy to understand, and bi-lingual (English and Spanish) technician with a breadth of knowledge in the areas of desktop support, office automation programs, network and computer security - including viruses, spyware, etc. as well as a number of proprietary systems. VHD is a cost effective solution at just $55 for the first full hour, billed in 30 minute increments with no trip charge. Compare this to $75 - $125 per hour for onsite support and you will see that time will not be your only saving with using the VHD. In addition to on-demand help, we have programs that provide monthly maintenance plans for your business and home office. You can also continue to utilize your existing IT support provider - this is a great complimentary service.

How can I get help ? For your convenience we offer several ways to request support:
-Call our new toll-free number - 866-211-9756 and press option 1 for small business support or option 2 for home office support.
-Visit our website, complete the form on the middle left side, and press continue.
-Send an email to support@azvsi.com and a representative will get back to you within 1 hour during normal business hours.
-Contact your local technician and request the "virtual help desk" rather than onsite support.

Small business tip of the month - You can save a lot on buying software and computer equipment by buying used items. Of course, be careful about what you buy and if you need assistance selecting any of these items, please contact us.

August 2006 Virtual Staffing Newsletter - Issue #4


Benefits of Remote Backup!

Dear Valued Business Partner,

Data loss is a major threat to small and midsize businesses (SMBs). According to Gartner Group, March 2005 SME Continuity Study, 50% of small and midsize businesses that experience major data failure (lasting more than 24 hours) will go out of business. This leads to the question every business owner must pose, “How long can my company lose access to business information before going out of business?”

Your data is valuable! While thinking through the electronic information your company uses on an ongoing basis it becomes apparent how extremely valuable your information is to your company’s success. Consider how devastating it would be and time consuming to recreate if you lost your financial files such as QuickBooks and Microsoft Money; email records; contacts and associates; personal effects like photos, music, videos, etc. Imagine a medical office that looses the next 3 months of patient appointments. How much time would it take to recreate all the intellectual property that your company has? This is not just time spent, but income lost!

Data loss! Threats to your data come in many forms. Technology-driven threats like viruses, hackers, and security breaches are the biggest threats to your business continuity. More often than not, in these situations, a hard drive fails. Unfortunately, these aren’t the only threats to your system. 15% of all laptops fail each year; if your laptop was one of them, how would you restore your valuable information? Are you protected from disasters such as fires, explosions, or floods that can destroy everything in your office? If a natural disaster (earthquake, surges from an electrical storm, or water damage from a flood) occurred in the area of your business, would you be able to quickly recover? What steps would you take to bring your business back to 100% if a terminated employee attacked your computer system or stole critical company information?

Protect your business! Here are several tips for protecting your company information.

1. Don’t talk to strangers. It was good advice from your mother and it is good advice now for your use of email and instant messaging.

2. Use strong passwords and adopt a policy for changing your passwords on a regular basis.

3. Run operating system, program, browser, antivirus, and anti-spyware updates weekly.

4. Use a firewall or router to protect from many of the Internet intrusions.

5. Invest in spyware and virus removal and prevention programs.

6. Use a professional IT company to insure your preventive maintenance is done correctly and regularly.

7. Backup your data off-site and far from your computer.

8. Implement a home, mobile or office technology use and backup policy.

9. Review our past newsletters for other ideas on protecting yourself and your computer system.

Remote Backup! Backing up your company information to a secure (encrypted) off-site location is the easiest way to offer the greatest protection to your company information. In every instance of data corruption previously mentioned, a company could restore their data easily 24 hours a day if they used the appropriate backup solution. While deciding where to keep your off-site data, consider not just distance from your office, but security as well. One NW hospital thought they had solved their backup needs by implementing a policy to have their technology personnel bring home disks/tapes each night for off-site storage. Then one day, someone broke into one of the worker's cars and stole the un-encrypted medical records of 350,000 people. This has turned into a major lawsuit.

Virtual Staffing feels that secure (encrypted) remote backup is so important that we have partnered with DataPreserve to offer affordable solutions and dependable products and services to collect, preserve and restore valuable business data for small businesses and home offices. With DataPreserve’s system, once installed and configured to your company’s unique requirements, your information is encrypted and stored remotely without any further action from your company. Pricing for this protection is as low as $0.50/day. If you are interested in signing up for the security of a remote backup process, click here or call VSI to come on-site and perform an audit of your data storage policies.

July 2006 Virtual Staffing Newsletter - Issue #3

Protect Yourself !

Dear Valued Business Partner,

Forward to a Friend! If you find the information in our newsletter to be helpful and would like to forward the information to a friend or colleague, please use the "Forward Email" link at the bottom of this newsletter. Additionally, your friend or colleague can sign up for receiving the newsletters directly by visiting our website and entering their email address in the "Join Our Mailing List" section.

Ideas! As a valued partner, we welcome your ideas for topics, feedback, or questions you have that we can include in our monthly newsletters. Please email questions or topic ideas to info@azvsi.com.

Radio Show! If you are in the Phoenix metro area, we invite you to listen to Glenn Vandine, the owner of Virtual Staffing, Inc., the third Saturday of the month at 12:45 PM on KFHX 1620AM. Glenn uses this time to share his expertise on business technology and offer explanations and tips on today's technology issues - especially how these issues relate to small businesses. Outside of Arizona, you can listen online.

Phishing! Although you may have heard the term "phishing" In the past, you may not know how it relates to you personally. Phishing refers to unsolicited emails that look like they're from a trusted company or institution. The danger is that these are actually tactics to gain your personal information which could later be used to commit fraud or identity theft. Be especially aware of emails: 1) threatening to close your account unless you provide personal information immediately, 2) claiming to need updated personal information on your account, or 3) offering a service that can only be provided with your personal information. Also, be suspicious of grammatical or spelling errors as these are usually indications of a fraudulent message.

How can you protect yourself? Don't respond to emails asking you to verify information and don't click on the links provided in the email. If you are concerned about your account that is referenced in the email, close the email and go directly to the website of that institution, or even better, call them directly. When you find an email that seems questionable, forward it to a legitimate support email address of the company it appears to be from. You can also help the government investigate the illegal activities of criminals by forwarding the actual phishing e-mails to the FTC at spam@uce.gov.

Visit the FTC Web site to learn more about phishing.

Identity Theft! The crime of identity theft is on the rise. Recent surveys show there are currently about 9 million victims each year. Once identity theft has occurred, it is a long and difficult process to regain your good credit. There are actually two types of identity theft: account takeover and application fraud.

Account takeover occurs when a thief acquires your existing credit account information and purchases products and services using either the actual credit card or simply the account number and expiration date. Application fraud is when the thief uses your Social Security Number and other identifying information to open new accounts in your name. Unfortunately, you can't prevent identity theft. It has become relatively easy for criminals to gain your information because of lax credit industry practices, careless information handling practices in the workplace, and the ease of obtaining SSNs. You can, however, reduce your risk.

1. Never give out your SSN, credit or debit card number or other personal information over the phone, by mail, or on the Internet unless you have a trusted business relationship with the company and you have initiated the call.

2. Always take credit card receipts with you. Never toss them in a public trash container. When shopping, put receipts in your wallet rather than in the shopping bag.

3. Keep a list or photocopy of all your credit cards, debit cards, bank accounts, and investments -- the account numbers, expiration dates and telephone numbers of the customer service and fraud departments -- in a secure place (not your wallet or purse) so you can quickly contact these companies in case your credit cards have been stolen or accounts are being used fraudulently.

4. Never enter sensitive information via an instant messenger, email or popup window - including credit card numbers, bank account information, personal information, social security number, login ID, or password.

Additionally, at least once a year, it is a good idea to check your credit report for inaccuracies. If you find inaccuracies, contact the appropriate bureau in writing within 30 days. You can order your report from any of the three national credit reporting bureaus listed below. Fees for individual credit reports can range from free to approximately $8

Equifax

Experian

Trans Union

For more information on how to protect your identity and prevent fraud visit Privacy Rights Clearinghouse.

June 2006 Virtual Staffing Newsletter - Issue #2

Back to Basics!

Dear Valued Business Partner,

With ever increasing threats to your computer system, both in information loss and identity theft, we want to take time to remind you of the importance of ongoing diligence to protect your business and personal information. This applies to home based businesses, small to medium sized businesses, and large businesses alike. The major difference between these segments is the expense and scalability of the solution. However, all of these solutions can be done on a cost effective budget.

Also, please let us know if you are interested in having us speak about this or any related topic to any groups that you're a part of (networking, church groups, neighborhood associations, etc.).

Backup and Recovery! With a minimal amount of time spent, you can save your company hours or even days of effort in the future. Always ensure important information is backed up and verified and that you have all installation software catalogued and easily accessible. Remember to test restoring a file and folder often. Think about developing and testing a Disaster Recovery Plan and consider the question, "In case of a disaster, how far back can my company re-create our information ?" You will find that the more often you use your computers, the more frequently you need to backup your system.

It is best to store backup media offsite as often as possible. By duplicating your information at a second location, you protect yourself from information loss in case of fire or theft. If you must use an onsite location, use a fire resistant safe. Recognize that your information is valuable to others also, so don't put your company's name and address on backup media and ensure the information is encrypted. Backing up your information once in awhile is not enough. Your backup process should be scheduled regularly (daily, if possible) and verified every time.

Don't allow your budget to keep you from protecting your information. There are many options for backup solutions ranging from $40 for a simple CD based solution to a few thousand dollars for larger tape backup solutions. There are even options to have you backup your information to an offsite location without leaving your office. If you are interested in having us evaluate your backup needs and help you implement a Disaster Recovery Plan, contact us to make an appointment.

Anti-virus and Anti-spyware! As with so many things in life, the best protection for your computer system is prevention. Running anti-virus and anti-spyware software on a continuous basis will help keep your system safe from most malicious programs. Even with anti-virus and anti-spyware software running, it is still important to scan your entire system on a regular basis. Remember to update your anti-virus and anti-spyware software often to keep your system as safe as possible. Grisoft offers an inexpensive anti-virus option, starting at $38.95 for a two year license. Customers running genuine Microsoft Windows can download a FREE anti-spyware software from Microsoft. Run frequently and use the toolbar based solution for real time protection.

Be cautious of email that you are not expecting - if in doubt call the recipient or just delete the email. Don't download or open any attachments in your email without knowing what they are and who they are from. Be sensitive of non-business use of your computer - like teenagers using it for email, chatting, and casual surfing. They can easily expose your system to threats without realizing it. Download software and operating system updates frequently. This helps prevent exposing the known vulnerabilities in your system.

Firewall and Wireless Access! Ensure your Internet connection is protected by a router or firewall. Routers can be either a software program (ZoneAlarm, firewall on network card) or a hardware device (LinkSys, Netgear, Dlink). Either of these options will keep your computer safe from perpetrators trying to gain access to your system through the Internet. Remember to check the logs often and report perpetrators to your Internet service provider (ISP).

If you're using wireless access through the use of a wireless router or wireless access point, there are additional precautions you must take.

If you use your wireless equipment directly out of the box, it will not only give you access to the Internet, but could allow your neighbors to have access to your computer system as well. By completing the following steps, you will keep others from having access to your computer through your wireless equipment: 1. always use encryption, 2. change default password, 3. ensure SSID is not broadcast, and 4. change the default SSID.If you have questions on how to protect your system or need help setting up wireless access in your home or office, please contact us to have one of our qualified technicians schedule a visit with you.

Strong Passwords! Your passwords are an important step in keeping your company information safe. A good password should contain a combination of upper and lower case letters (a-z), numbers (0-9), special characters (#,@,$,!), and be at least eight characters (preferably 14 characters) long. For instance, if you like outdoor activities in Colorado, then a strong password would be IL1ke2sk1@ndH1ke1nC0 (I like to ski and hike in CO). Make sure that you can easily remember your password so you do not need to write it down, but it should not be easily guessed by others. Change passwords often at least every couple of months.

Some passwords have been set up by your system administrator. Make sure you get a list of all these passwords in person (don't email or share passwords via mobile phone). Remember to verify that the passwords work before you need them.

Repeat this process often. Either do this yourself or have someone you trust visit your home or office and do it for you. A little prevention will help save hours if not days of trouble.