Question:
We’re building out new office space and will be moving in three months what considerations should I be aware of with the build out and moving our computer systems?

Answer:
Regarding the build out make sure that your server room has enough room for all your components and has additional space to walk around your rack. The air conditioning should have it’s own control that is not shared with any other room, i.e. has ducts for both in and out venting. The electrical outlets should be “clean power” meaning that no other outlets should be shared on that circuit. The computer room should not have any carpeting and the placement of the telephone system and patch panel should be logically placed so wiring can be organized nealtly.

Give yourself enough lead time to order your telephone circuit. I’ve seen where the leadtime for ordering is sometimes as much as 60 to 90 days in advance.

When working with the construction company see if you can work with their electrician to pull data as well. If they will do this then it would save you a lot of money. If they won’t do this then make sure you work closely with the installer to ensure the voice and data are located in each office/cubicle near where the electrician pulled the outlet and it is coordinated with how each person is organizing their office. It is very expensive to pull wiring a second time.

Coordinate testing the Voice and Data circuits before move day. You never want to be running around assuming that the voice and data will be delivered and working on the Monday after the move.

Most moving companies will move the desktop computers if asked. The IT firm/department should move all the servers, switches and firewalls. When you’re coordinating move day make sure that you work with the moving company to determine the timing of having your IT guys come in. You don’t want the IT team sitting around while the movers are still moving in the furniture and setting up the cubicle walls.

Create a test plan and verify it with everyone prior to the move. On move day make sure the IT team tests all phases of your plan before they certify that everything is working properly.

Sid Kato
President and CEO
Array Systems - San Fernando Valley Network Consulting

I was asked from an owner of a manufacturing company if he should Outsource his IT department which consisted of two full time IT resources. One resource was the IT Manager (salary 75k) and the other was a network technician (salary 35k). I explained this isn’t a question I could answer unless I did some analysis on his company and the tasks his IT staff were currently performing. I spent two days interviewing the owner, CFO, COO, Office Manager and a few other key personnel in the organization. It became clear that there was frustration within the organization regarding the performance and personalities of the two resources within the IT Department.

Next I performed a technology audit of the business reuirements driving the IT Departments activities and matched them with a Skill Inventory I performed on the IT resources. One key factor that helped my eventual decision to recommend outsourcing was the owner sharing with me during his interview that the company was not planning any capital upgrade projects or changes in their current strategy in the near future. His thoughts were that he would be in maintenance mode for at least the next two years and just wanted to keep everything running.

Another key factor was the current maintenance and support strategy was very reactive in that the IT resources were constantly reacting to problems or system interuptions and didn’t have the time or ability to implement a proactive strategy. I explained that this occurs frequently especially if the IT staff has not kept up with the latest technology and has the personality of not asking for help. This creates a downward spiral because the technology landscape is so much more complex today than a few years ago. Whereas a phone and a fax were the key ingredients five years ago, today it is email, website, internet connection, accounting system, manufacturing systems and how all the data flows in and out of the company. Because of these gaps between the business requirements, capabilities and the need to just maintain everything for the next two years I strongly recommended outsourcing.

I estimated that for about 1/3 to 1/2 of the current costs they were spending they could Outsource their IT requirements and eliminate almost all of their interuptions and downtime within six months. My estimate was wrong because they were able to accomplish the outsourcing and a more stable environment within three months and 40% of their previous spend. Awesome!

If you have any questions about outsourcing your computer network:
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Sid Kato
President and CEO
Array Systems - Orange County IT Outsourcing Networks

Beware when using your laptop at airports, coffee shops, and WiFi (wireless internet connection) hotspots. Be especially cautious when you are filling out forms and using your credit card number, phone number, or any other confidential information because expert hackers can see what you’re doing on the web. Our friend Mike Foster at The Foster Institute demonstrates how easy it is to steal your information and find out what your web surfing habits are. Amazing! Click on the link below to watch the video…

*CLICK HERE* Computer Hack Video

Paranoid? You shouldn’t be.
Cautious? Of Course.

If you have any questions or would like to inquire about the network security of your business please
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Sid Kato
President and CEO
Array Systems - Los Angeles Computer Network Security

A Pediatrician with a growing practice in Pasadena recently asked me how he could use his website to promote his business.  We began our discussion with questions about his Sales and Marketing strategy and how his website fit into his strategy.  I explained that websites several years ago were more informational and were used at best as electronic brochures.  You’ll know if your website falls into this category because your focus is to drive/push traffic to your website by printing your website address on your business cards, advertisements or any marketing materials you have distributed. 

Today, saavy business owners have transformed their websites to take advantage of Search Engine Optimization (SEO) or Paid Advertising where the strategy is to attract potential customers using a pull strategy via a Search result.  An example of this is to use the Search engine Google to look for a Pediatrician in your local area.  An example of the keywords typed into the Google search box is, “pediatrician pasadena”.  The goal for the saavy business owner would be to come up on the first page of the search results in both the free and paid advertising section of the search results page. 

You can make a quick evaluation of your current website to tell you if you have a push or pull strategy incorporated in your website design.  Look at the very top line of your website which is usually in blue.  If you have your website name there then you have a push strategy where you’re driving people to your website.  If you have keywords there like, “pediatrician pasadena” then your website is more likely designed for a pull strategy.  Obviously, I’m over simplifying things here but my point is very important because if you’re only following a push strategy then you may be losing out on many potential customers.

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Sid Kato
President and CEO
Array Systems - Torrance Network Consultants

I had a meeting today with an owner of a CPA firm and was asked the question, how can I buy a computer with XP?  He was frustrated and felt that Microsoft is forcing everyone to adopt Vista by not offering computers to come with the XP operating system.  He mentioned that some of his old systems are not compatible with Vista and would like to stay with XP. 

I told him even though many retail organizations such as Best Buy and Costco no longer offer systems with XP most resellers or partners could still purchase systems with XP.  I told him that we purchase Dell computers for all of our clients and 90% of the units we’re purchasing even today are with XP.  I also mentioned that it’s easy to find a reseller by doing a Google search on the specific hardware brand you want to purchase.  I believe that purchases of systems with XP will still be an option for resellers at the minimum until the end of the year maybe longer.

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Sid Kato
President and CEO
Array Systems - Irvine Network Consultants

By now, most of the general population has heard of Microsoft’s Windows Vista operating system, through advertisement, retail stores, the web or word-of-mouth.

As a business owner, you may be facing the decision of whether to make the move to this latest version of Windows. The computers on the store shelves have it, which makes purchasing new PCs favor Windows Vista. Yet you have some older PCs in the office that seem to be running fine as-is with pre-Vista software. So, how should you proceed? Do I wait? Do I replace every PC? Or, do I operate in a mixed mode of multiple Windows systems?

Aside from the people/politics angle (some users have the new Windows Vista, some don’t) and the obvious capital outlay, there are other factors to note here. Application compatibility is one, especially when you are running multi-user applications (typically server based), or local applications which may require some updates to run under Windows Vista.

Applications might behave differently under pre-Vista and Vista computer systems. Some changes could be minor, some maybe more involved. This has obvious implications if you decide to run both in your company. The support costs may be increased, or more complex, as mixed Windows environments are inherently more challenging than a single Windows version workplace.

Training and orienting users to multiple Windows versions should also be considered. While many of the settings and layouts are similar in function, some Vista menu options and controls appear different than what users had in pre-Vista PCs. There are some capabilities for Vista to mimic the classic Windows XP user interface which can help, but in other cases, new features will have no pre-Vista counterpart. Mimicking Windows XP controls are a reasonable bridging strategy, but understand newer publications and instructions will be Vista native oriented, which suggests adopting the Vista theme sooner than later.

Vista also has choices, in that multiple versions are available, although these are addressed in another article (Which Windows Vista?) in more detail. Regardless of the version however, the strategy of selecting the best path for your business will take some serious thought.

Some Guidelines to help with a Vista decision:
• Jot down a basic plan. Set rough budgets to determine how much you’d like to spend, and how quickly you’d move your business to Vista. You might find there’s some benefit to moving everyone sooner, or delaying until you can to minimize mixed environments.
• Speaking of costs, consider that software updates (Windows Vista) often align with up-sized hardware (the PC). You might find that “Vista upgrading” your existing office computers makes no practical sense, especially if the PCs are older.
• Take a look at your application software. If they are tied to periodic updates, or periodic upgrades, factor-in the impact of Windows Vista compliance. Ask questions when you can. This alone may have the greatest weight in your business decision. As part of an existing maintenance update process, you might find your applications are already Vista-ready.
• Driver support has always been a consideration of Windows Vista. Older specialized devices and software for networking, scanners, printers, appliances, etc. may not have Vista compliant software drivers. This could mean considerable replacement costs, as drivers for Windows 2000 and XP rarely function as well with Vista.
• Consider the Microsoft factor. Windows 2000 is no longer supported, sales of Windows XP will end mid-2008, and the pro-Vista marketing emphasis is solid. Microsoft also provides a “Vista Upgrade Advisor” application to analyze your Windows XP PCs for suitability with Vista.
• Ask a professional. Seek help from those who have walked-the-path of migrations, upgrades, and support. In these cases, the expertise afforded by adopting such organizations may be your best investment toward assessing the Vista decision.

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Steve Goto
Project Manager and Systems Engineer
Array Systems - Irvine Computer Network Consultants

QUESTION:
Why do you only defrag once a quater and not lets say once every few days ?

ANSWER:
Thanks for the good question JayCee. The short answer is, quarterly is a reasonable schedule to adopt for most cases.

While technically it is possible to defrag a computer EVERY day, the practical benefit of doing so is small for most users if this is done manually. (By manually, I refer to using some software tool, such as the built-in defrag utility within Windows which you run directly.)

The major parameters which determine an ideal defrag schedule are a function of:

1) The amount of hours per day a PC gets used;
2) How much disk writing activity; and
3) The amount of disk re-writing and deletion of files activity.
4) The amount of free disk space and size of swap file, and temp files.

For large hours (8+ a day), and high disk activity as above, Microsoft suggests you might consider a defrag perhaps monthly. Given most users will likely have lesser load on their PCs, the quarterly cycle may make the most sense.

If you prefer to defrag more often, consider the time it takes and the level of effort you must invest. It can take minutes to hours, and should not be running with any other applications active. (On older PCs, the time can be excessive with slower processors.)

Alternately, there are third-party software utilities which can be purchased and installed, and provide automation. These can be set to dynamically defrag your PC all the time as needed. If your PC’s disk activity is very high, this can be an attractive alternative to consider if the very best disk performance is required.

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Steve Goto
Project Manager and Systems Engineer
Array Systems - LA’s Go To Computer Experts

A client asked me this question recently which made me laugh. The following was how I tried to respond to her observation.

Sid: I can’t disagree with your observation but what do you mean by weird?

Client: Well most techs talk a different language that I don’t understand. When I try to ask a simple question it seems as though I can’t get a straight answer. Most of the time I don’t know what they’re doing and when I ask I often get a defensive answer or an answer that is over my head.

Sid: Yes, I agree. Many times technology people get used to talking in acronyms and buzz words to the point where it sounds like we’re speaking in another language. This is a downfall for many techs because they feel more comfortable speaking in technospeak and don’t pay attention that everyone else especially a client isn’t following along in the same conversation. The reason why techs don’t give a straight answer is because many times there isn’t one. A simple question like how long will it take to fix my computer cannot be answered most of the time. The blank look you see on the techs face is should I tell her a few minutes and miss the estimate or tell her worse case scenario a day or two. The typical answer to seemingly simple questions is a slow response which is usually …..um …..I don’t…..um…..really know…until…I…um….take a look at your.computer. This is usually delivered with a quisical look on their face or a look of contempt. I….um….guess……um……this…could be…interpreted as a personality flaw or…..ummm….WEIRD!

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Sid Kato
President and CEO
Array Systems - LA’s Go To Computer Experts

Before you jump into SEO you need to take some time to research and analyze how you want to build the foundation of your website. You need to come up with, at the very least, a primary keyword phrase and a secondary keyword phrase which are actual phrases that you think people are going to type into search engines to find your business.

Let’s say that you’re a small flower company that is just starting. You think that “flower shop” and “buy flowers” are good possible keyword phrase candidates for your website. But wait, how do you know these keyword phrases are good ones for your site and how do you know which keyword phrases are more popular?

Well, lucky for you there is a great free keyword research tool that lists all of the queries that are done on Yahoo’s web search in any given month. The results are given as a list of keywords along with how many times people searched for that particular keyword or keyword phrase. The tool can be found at:

Inventory.Overture Keyword Research Tool

The website gets a lot of traffic so if it doesn’t work just keep retrying until you get in. Once you get in you will see a text box. Simply enter a keyword or a keyword phrase into the text box and wait for the results. Note: you may type in one keyword (flowers) or a keyword phrase (buy flowers online).

A simple search of the word “flower” produced these results:

2566148 flower
147781 flower delivery
144253 sympathy flower
128857 flower in san francisco
114556 flower shop
76885 wedding flower
55989 deliver flower
35284 wholesale flower
33610 floral arrangement
32764 flower picture
30762 flower gift
28440 buy flower online
23132 flower online
22953 funeral flower
20760 flower meaning
19788 flower girl
18245 flower garden
17400 lotus flower
13557 hawaii flower
13107 spring flower
11113 type of flower
10136 flower girl basket
9387 flower field
9382 cheap flower
9335 fresh flower
9107 flower name
8440 pink flower
8408 exotic flower
7834 flower vase
7815 buy flower

Now that you have done some research you are now ready to pick some keyword phrases. It seems as if the keyword “flower” is the best choice because it had over 2 ½ million searches in the month of January in Yahoo’s search engine alone, right? Wrong! I guarantee you that if you are a small company and try to get listed for a highly competitive keyword such as “flower” you will be found on the millionth page of a search query. The reason for this is because you would be competing with all of the big flower corporations that have huge websites and have been around for years. You need to find your niche and try to convert leads from a more realistic market.

Notice that at the end of the table is the keyword phrase “buy flower” which seems much more realistic for a small flower company that is just starting. If you wanted to make it even easier for searchers to find your website you could try the keyword phrase “Los Angeles Buy Flowers.” Where do you put your primary keyword phrase? Well that will be covered in the next article in more detail but generally your keywords should be found in your title tag, image tags, and main content areas.

There are books written about keyword research and companies that specialize in their keyword research products. Please, if you have any comments or questions feel free to post a comment to this post or email me.

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Jason Kato
Search Engine Optimization and Marketing
Array Systems - Web Design and SEO

QUESTION:
My IT guy is always busy and sometimes the computers go down. It seems like we have at least one emergency each week where someone can’t do something on the network. We’re now at the point where we’re reacting to problems and I don’t feel comfortable that our systems are stable or dependable.

ANSWER:
Moving to a proactive model rather than a reactive one requires a change in mindset. This change should be initiated from outside the IT organization. The reason why it must be initiated from outside the IT department is because of ownership.

Many CEO’s think that if it’s an IT issue then it’s those guys issue to solve and the problem is thrown over the wall and ownership of the issue is transferred. Most CEO’s don’t want ownership of IT issues because they’re intimidated by the issue because of a lack of understanding of technology. This creates a reactive mode because when a new issue arises, the IT guys are not in a position to adequately assess the appropriate priority.

Once the incoming flow of work is managed then the IT guys can concentrate on the highest priorities first and allows for a more efficient flow. With the extra time savings, the planning of issues and projects can be implemented which is all part of the proactive model.

Need additional business computer help?
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Sid Kato
President and CEO
Array Systems - The Best Los Angeles Computer Network Maintenance Firm