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Watch Chief Home Officer’s library of videos & sister site Home Office Highway — rich with great tools & tips for working remotely.

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There’s also Home Office Highway, where home-based workers can discover the open road — then workation from it. With News, Reviews & Tips from the Road, Home Office Highway explores how to become a well-balanced home-officing road warrior. Vocation meets Vacation on Home Office Highway.

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Cloud-based storage is taking the tech community by storm, says Brian Chamberlain, VP Marketing and Sales for iTwin. As more business owners consider using Internet-based services to store their files. But what are the dangers, and are there safer alternatives?

Cloud storage providers store your documents on the Internet, rather than on your computer, so that you can access those files from where ever you are, using just a password. Superficially, this seems like a good thing. It makes file access more flexible, and it also allows multiple users to work on the same document collaboratively. But the main feature of cloud-computing may also be its undoing.

Cloud-based services rely purely on passwords for access. Passwords are a notoriously insecure security mechanism. People often use obvious ones so that they are easy to remember. The most popular passwords among thousands found on hacker forums in 2011 was simply the word “password”. Passwords can be discovered using brute-force attacks, or in many cases simply stolen, either by hacking the cloud services provider, or using malware on a user’s computer

In addition, users of cloud-based systems don’t know how their data is stored. Can they be sure that others (perhaps even inside the cloud hosting provider) aren’t accessing their files? Governments and private individuals all have reasons to access certain users’ data. In some cases, files may not be stored in an encrypted format, and even if they are, it is difficult to prove that others don’t have the key. Files may be stored in a country with different legal frameworks that may allow them to treat that information with less care. That can be a legal nightmare for businesses storing sensitive information such as accounting documents or client data.

iTwin is a secure alternative to cloud-based storage and file transfer, in which user files remain on your own computer, but are accessible from anywhere using a hardware-based token. This is likely to benefit small businesses with virtual teams or clients that need to share files. A small accountancy practice might use iTwin ‘Multi’ to securely share large accounting files with multiple clients. Members of a field sales team could remotely access confidential client information located on the sales admin’s computer back at headquarters. In addition, small businesses make a one-time purchase of each device as needed, and don’t have to use cloud services and pay monthly fees. When you start adding salaries, office rent, VoIP phones, mobile phones, internet service, office supplies, postage, all of this overhead combined adversely effects the bottom line of the small business.

When considering the options for storage and file transfer, make sure you understand the various options out there for securing your company and client data… It could mean the difference between an efficient business and one that suddenly comes to a grinding halt due to the loss of the very information that is vital to its success.

Today, technology has made it easier than ever to run a small business and manage employees from afar. Inexpensive Web tools, like Skype, GotoMeeting, and FaceTime have broken down the barriers in face-to-face contact, making even a virtual office seem much more, well, real. Laptops, wireless Internet, and smartphones make work possible pretty much from everywhere and every time zone. Adding to the appeal is the fact that telecommuting is favored as an eco-friendly alternative to millions of cars clogging our nation’s overcrowded highways.

So how can a smallbusiness owner manage to be a good virtual boss no matter where their employees might be?

Read Erin McDermott’s piece on Managing Virtual Employees in Bank of America’s Small Business Online Community.

ZyXEL Communications’ secure broadband networking, Internet connectivity and routing products feature CloudEnabled web cameras. The company calls them “consumer-friendly” for the home and small office.

With these cameras, users get accessibility to video feeds via any PC, iPhone or Android device, anywhere an Internet connection is available – the Fourbucks, the beach, the soccer field, wherever work may take you.

Set up is fast and simple: The set-up wizard on the included CD will walk users through in just a few easy steps. Once done, users can visit www.zyxel.isecurityplus.com and login with the username/password they chose during set-up to access the camera using any web browser with a current Flash plugin. “isecurity+” apps are available free on Apple Marketplace or the Android Market.

The camera features 802.11n wireless technology for uninterrupted surveillance in any condition, clear audio monitoring and 720p video provide enhanced visual clarity over traditional 640×480 network cameras, and h.264 video encoding to save bandwidth without compromising video quality.

The camera also offers an array of infrared LEDs that automatically illuminate dark areas, providing perfect vision up to 15 feet. It also features pan-tilt-zoom to pan up to 340 degrees, and tilt up to 100 degrees.

A few questions, asked and answered:

Can one router serve multiple cameras?  Yes, the ZyXEL cloud IP cameras behave like any other wireless clients that connect to a residential router. In addition, the cameras also have an Ethernet port for wired connection.

Do the cameras need to be connected or plugged into anything other than a power jack? They run exclusively through the router – the PC doesn’t need to be on? Yes, that is correct. ZyXEL cloud IP cameras can be configured to operate wirelessly so they will only connect to the router – no PC required for operation. The user will only need a PC or mobile device to view the footage from the cameras.

Can they operate on dynamic IP while ensuring ongoing access of images and sound? How are / is images and sound seen / heard remotely? Yes, ZyXEL cloud IP cameras are designed to operate using dynamic IP address. The key factor in designing these cameras was to make them extremely easy to install so that users don’t have to worry about technical issues, like “dynamic IP” or “port forwarding.”

Once the set up is complete, users can visit zyxel.isecurityplus.com and login with the username / password they used during set-up to access the camera using any web browser with a modern flash plugin installed.

Also, “isecurity+” apps are available for free on Apple Marketplace or the Android Market. These can be used with smart phone or tablets to view your camera with zero additional configuration.

If “Just In Case” happened tomorrow, are you ready to help them get along?

LifeHacker had a great piece on how to make sure your spouse, significant other, Power of Attorney, adult children, or whomever you’ve deemed appropriate and suitably trustworthy (you have so deemed, yes?) has access to your Gmail creds. They spoke of Gmail, but it’s just as important if you use AOL, Yahoo!, Hotmail or any online service whose Terms of Service actually forbid others from logging into your account.

Having access to an email service is important, and it leads into the next thought. If you use your personal email to correspond with your financial providers, if your log in died with you, how’s your family supposed to access relevant documents or reach out to providers?

But this goes deeper – and flies in the face of conventional wisdom regarding how to ‘protect’ your log-in creds. I read something somewhere a month or so ago about why it’s important (Google’s TOS notwithstanding) to jot all your user IDs, passwords, codes, ticklers, reminders, etc., and the names and contact info of your investment advisers, life insurance brokers, and even your banker, on a piece of paper.

Next, hide it.

Then, tell your spouse, SO, POA, etc., exactly where that place is.

This is vital – especially if you handle all the finances for your family.

Hidden by some cryptic name in some non-descript folder in some out-of-the-way cranny of your C drive might challenge hackers (or so you hope). But trust me, it’ll eternally and unnecessarily baffle those you otherwise hope would have access to said codes and contacts in a nanosecond or less at exactly the moment they DON’T need to be wondering where you put all that info.

We joke about the way the Germans were mocked in WWII movies when they said, “Ah yoh paypahs een ohdah?”

Well, are they? And don’t forget your email password either. An eternity is a long time to be cursed. Make it simple on your kin…

Jason Womack has a secret for you. He says that when we learn to “know when we’re done” with projects, tasks, and everything the work day throws at us, we’ll free up a lot more time to focus on those things that truly matter. This piece, promoting Womack’s latest book, Your Best Just Got Better.

To find the time you can use to focus on those things that truly matter, Womack has these suggestions…

Stop majoring in the minors. Many of us spend a lot of time on those projects and tasks that are easy for us. Then, we convince ourselves that we “just didn’t have enough time” to get to the harder stuff. But when it comes to knowing when you’re done and freeing up time during your day, completing these easy tasks quickly and efficiently is essential.

“Before you start your work day, think about what your high leverage activities are and what your low leverage activities are,” says Womack. “For the low leverage activities, force yourself to move through them as quickly as possible. With these tasks—for example, writing an email to a colleague—perfection isn’t necessary, and there’s no need to waste time wringing your hands over every word. When you can accomplish these minor tasks more efficiently, you’ll have the time you need to do those major tasks justice.”

Don’t overwrite emails. Much of your time—probably too much—each day gets eaten up by email. Make a conscious effort to keep your emails as short and sweet as possible. “Get to the point quickly and use action verbs in subject lines so that both you and the recipient know what needs to happen before the email is even opened,” advises Womack. “And while long emails waste the time it takes you to write them, keep in mind that the person receiving the email doesn’t want to have to spend so much time reading it either. Chances are your boss doesn’t want or need a three-paragraph rundown of how your client meeting went. He just wants to know if the client is happy and continuing business with you.”

Quit over-staying at meetings and on conference calls. Often meetings and conference calls will take as long as you’ve allotted for them. Set an hour for a meeting and you’re sure to go the full hour. “Pay close attention to how much of your meeting is actually spent focused on the important stuff,” notes Womack. “If you spend 15 to 20 minutes at the beginning or end of the meeting discussing your coworker’s golf game, then next time reduce the amount of time allotted for the meeting. And always know the meeting’s or call’s objectives before you begin. That way you can get to them right away.”

Set your own deadlines and stick to them. It’s very easy to get distracted or sidetracked by things you think you should do or things others think you should do. “Having a self-imposed deadline will help you ignore those distractions,” says Womack. “If a colleague calls you about a non-urgent task, you can let him know you’ve got a 3:00 p.m. deadline that you have to meet. There’s no need for him to know that it’s self-imposed! And then as 3:00 p.m. draws near, start wrapping up that particular task.”

Know when it’s time to ask for help. Have you ever been stumped by a certain project or task? Did you walk away from it for a while and then come back to it hoping you’d suddenly know what to do? Sometimes knowing when you’re done is knowing when you, specifically, can’t take a project any further. “You simply might not have the right expertise to completely finish a certain project,” says Womack. “And that’s okay. Wasting time on something you’re never going to be able to figure out is much worse than asking for help!”

About the Author: Jason W. Womack, MEd, MA, provides practical methods to maximize tools, systems, and processes to achieve quality work/life balance. He has worked with leaders and executives for over 16 years in the business and education sectors. His focus is on creating ideas that matter and implementing solutions that are valuable to organizations and the individuals in those organizations.

This year’s Sunday New York Times Special Tax Section (February 12) had full-size pieces about a new IRS form for capital gains taxes and another on tax-efficient investing. Some of the articles, such as the wrestling match between Congress and a revised tax code, ought to interest all of us, self-employed or not.

However, for the 40 million-plus self-employed people in the USA nothing specific. Oh yes, there are two paragraphs, near the end of a long Tax Tips piece, about the advantages of a home office.

The gazillions of tax articles that appear at this time of year give us a yearly demonstration of how neglected we indies remain despite our ever-growing numbers. And a selling-like-hot-cakes tax prep program reinforces this.

As example: TurboTax this year is featuring the motto, “It’s all about the refund.” Even the tax prep software it’s selling for self-employed people proclaims the importance of the refund. But as you and I, and anyone who has read my stuff, know: A refund is dumb. Means you loaned your money to the government, interest-free, all year. And, omitted from the get-a-refund promo for the self-employed is the fact that indies don’t have tax withheld from their paychecks. Employees do. Indies can decide when and how much to pay as estimated taxes. A tax savvy indie plans on owing taxes come April. In that way the government has loaned you money, interest-free, all year. Here’s some info:
Estimated Tax Payments: Shouldn’t scare the bejesus out of you
Estimated Tax: Your Fair Share: How much should I pay?

Do you find, as I do, a tax-brainlessness in the TurboTax blogpost, The Advantages of Filing Taxes Early? It assumes that getting a refund is what it’s all about. It tries to convince the prospective customer that following prompts and filling in numbers on a software program add up to fast (ergo smart) deductions. But the exact opposite is the truth. Careful, thoughtful preparation is what is needed to get you the lowest tax liability. And waiting to file until the extension deadline gives you and a savvy tax professional more opportunities to fashion a tax return treatment that will bring you the greatest tax advantage.

It appears, however, that TurboTax disapproves of getting an extension, taking your time, getting your bearings, and filing later. TurboTax Lisa reflects, “During my career as a CPA, I am always amazed by the amount of people who wait to file their taxes . . . when they may have a tax refund waiting.” Read my post, File an extension. It really is the smart thing to do.

A Turbo Tax blogpost offering to help customers avoid mistakes when they e-file says first and most important: “Enter the appropriate amount of exemptions (including yourself, your spouse and your children). This could cost you if entered incorrectly.” Hey, better line up your kids and count them. And don’t forget that guy you’re married to. No mention of deductions unique to the self-employed that might help reduce your taxes. Here’s a list in case you need some help:100+ indie Business Expenses To Help Reduce Your Tax

So, indies, don’t ask a TurboTax Lisa to prepare your tax return. Educate yourself. Ask questions. Then find yourself an indie savvy tax pro.

Fail to protect your space, and your hardware — and any data it holds — could be stolen. I wouldn’t want to be around for that client conversation. Leave your wifi unsecured, and a hacker could find his or her way in. Data stolen so surreptitiously often doesn’t even lead to conversations. After all, you often don’t know what you don’t know, no?

In this blog from FingerPrintDoorLocks, Home Office Safety & Security Week is discussed. Their take revolves adound protecting client information and how it’s a top priority in any office. Read on…

“Preventing theft / break-in’s is the second most important priority. If you are worried about both of these very imperative issues that coincide with one another, you are on the right track.

“Protecting your customers builds trust and can be an easy task if looking at the right materials! It’s important to look at your business as a whole to determine how to protect yourself and customers properly. If you are an internet business using a card processor online then using an SSL Certificate like Comodo is vital to protect customer credit card information. You may also want to offer PayPal options due to the security and trust. If credit card information is ever stored in an office from taking sales over the phone like many offices do, protecting this information is just as important.

“Having all important customer information in one office or file room (you can use a closet in a home) with a fingerprint door lock can provide the security you need if a break in or theft attempt occurs. Using Pin Pads and Biometric (Fingerprint) Security can prevent a person without authentication from getting into the room. When selecting door locks choose locks with “bump resistant” high security dimple keys like the 1TouchIQ2.

Learn more at FingerPrintDoorLocks.com.

But what’s a suburban-dad / small business owner to do when faced with dozens of smartphones – each fully capable of handling my business needs, but generally equal in attributes such as size, processing power, megapixel cameras and the like?

I searched and scoured the landscape — looking for one device that would replace a trusted tool and guide me gently (and belatedly, it seems) into the 21st Century.

I demo’d the Motorola Razr on the Android OS. Nice. Powerful. As a fan of All Things Google, I was drawn by its Android guts. On the Verizon Wireless 4G network, it was wicked fast. With a Kevlar back and Gorilla Glass front, it was a hardy beast. But, alas, it’s form factor was a big too large to nest comfortably in my pants pocket. It wasn’t for me.

I went to my mobile carrier’s store, and touched, fondled, played with and generally demo’d all the devices – from Samsung, Sharp, Sony, Pantech, LG, HTC, and the lot. None had the memory I wanted – at least without a memory card. None was, in the end, as elegant, simple and streamlined as the iPhone 4S. It’s as elegant a device as is out there. It’s powerful, small enough for my pockets, and fit quite nicely indeed in my business / personal lifestyle.

The first thing I did once I got home – after snatching it out of my kids’ hands – was change the signature. That’s the little message that’s embedded at the end of every email sent from a computer or wireless phone. The iPhone’s default sig says, “Sent from my iPhone.” Frankly, Apple gets enough free publicity from the millions of phones in consumer and small business owners’ hands.

I went to Settings > Mail, Contacts, Calendars > Signatures, and wrote a new sig. It included my name, home office phone number, and my two primary URLs (ChiefHomeOfficer.com and GotWords.com). Simple as pie. Certainly more effective as a marketing gesture than that silly default message. I reckon Mr. Jobs is looking down and nodding in agreement.

Then I installed a passcode (Settings > General > Passcode Lock). The world is too full of malcontents and ne’er-do-wells to trust something as powerful as a smartphone when mistakenly out of my grasp.

I then signed into GMail (Settings > Mail, Contacts, Calendars > Exchange…). If the iPhone is an elegant piece of hardware, GMail is as powerful and elegant a mail, contacts and calendaring platform as is available on the market – especially when running on the iPhone. Installing GMail also was pretty simple on the Razr we demo’d. But after a quick search for “How to install GMail on an iPhone” on YouTube, I was on my way. (It took some getting used to. GMail on the iPhone operates like an exchange server. When I open, file or delete an email here [on whichever device ‘here’ may be], the same happens on the other. Much different from my Pearl).

Then I got to installing apps. No Angry Birds here. All free and productivity focused. Among the apps I installed…

- No games (see previous paragraph). Except chess. I dig chess. I stink at it, but I’m always hopeful that I’ll beat the computer at a level higher than three (of 10).

- A host of news apps – NYTimes, Wall Street Journal, national magazines, my local papers, and several political pubs. I’m no news junkie or political wonk, but I want my media close when I’m so inspired.

- A QR Code reader. QR Codes are becoming an important marketing / messaging tool. They’re easy to use and with the right reader, simple to read.

- A few favs: IMDb (International Movie Database), Pandora (the ‘music genome project’), Rhapsody, Google Earth, Skyview (a great app – just launch and hold it toward the sky to discover what celestial bodies are looking back), ESPN, my bank, Mint.com (a great financial management tool).

The iPhone fits neatly into my life, as well as my pants. When I awaken in the morning, I spend 10 minutes clearing the cobwebs from my brain with a quick email check and surfing session. Then I go about my business.

Contrary to the warnings of my kids and some adults I know who have an iPhone, I’m not addicted to the device. It’s a stinkin’ phone, for Pete’s sake – an elegant, small, powerful phone. But a phone nonetheless.

Without Angry Birds.

As June writes, “The following excerpt from my publication, Five Easy Steps, may help you with some last minute tax deductions….

For Credit Cards: Every item charged to your bank credit card on or before December 31 is an expense for that year, even if the credit card bill isn’t paid until the following year. The exception to that rule – yes, here’s another exception — is for store credit cards. An item purchased using a store credit card cannot be deducted as a business expense if it has not been paid for by year-end.

Here’s why:

If you purchase a computer from OfficeArsenal on December 31, 2011 and charge it to your BigBank VISA, BigBank pays OfficeArsenal. You do not owe OfficeArsenal for the computer, you owe BigBank. You’ve paid for your computer with the bank’s money; it’s the bank you haven’t paid. Same as if you’d borrowed the money from Momma and plan to pay her back as soon as your client pays you.

However, if you charged that computer to your OfficeArsenal credit card you could deduct only the amount of money that you had actually paid OfficeArsenal. You did not yet pay for your computer because OfficeArsenal had not yet received its money. If you failed to pay the balance owed then OfficeArsenal could repossess your computer.

For Checks: An invoice or bill that you paid by check dated December 31,2011 or earlier, regardless of when it clears your account, is considered paid in 2011. If it’s a business expense it should be deducted on your 2011 tax return and put away with your 2011 records.