MACPA’s 2009 Small Practitioners Conference Technology tools – How does your firm stack up?

1. MACPA’s 2009 Small Practitioners Conference Technology tools – How does your firm stack up? Presented By: Peggy Feltner ZenaComp Incorporated Executive V.P.

2. Security • How do you keep your clients information • confidential? • Solutions: • Firewall • Every network should have one! • Warning • IP addresses on the internet and what they are • SonicWall, CISCO • Land and Wireless • Encryption • 128 or higher should be used • Uploading and Downloading Files • Establish a FTP or File Transfer Protocol process • Remember “computing” is not easy for everyone, including your customers • Password protection • Mission Critical Files, your’s and your clients should be password protected. • Word, Excel, pdf’s – establish your consistency • EULA – End User License Agreement • The Internet is Public Domain – simply read the “data” agreement you are assuming when you sign up for an online service

3. Communication • Are you on information overload? Frustrated with how to communicate with your prospects, clients and colleagues? • Solutions: • Email efficiencies • Have a Domain Name • There is difference between pop mail and Exchange Mail • Insure you are backing it up • Organizing email into folders • Setting up rules • Stop the SPAM from even getting to you • A Hosted Exchange solution • www.appriver.com – you get • a hosted Exchange Mailbox • Outlook 2007 for your desktop/laptop • Spam filtering • Contacts, Calendar, Public Folders • Remote Mail access from anywhere

4. Communication • Are you on information overload? Frustrated with how to communicate with your prospects, clients and colleagues? • Solutions: • Contact management • Personalized Mail Merge • Send Out Cards? • eNewsletters for your industry that you can subscribe to? • eBlast with www.Swiftpage.com • Send all of your contacts, prospects, colleagues an email • Use distribution lists • Train your Clients? • Schedule your day • If a client sends you an email how do you automatically respond to them? • Do what you say • Out of Office Assistant • Let them know you’re with a client and will get back with them at a specific time • Skype a Voice Over Internet Protocol (VOIP) solution • How much are you spending on telecom • Utilize a headset for “hands free”

5. Working Remotely • How do you support multiple clients • On Multiple versions of accounting software? • Solutions: • GoToAssist • Secure, encrypted end to end remote support • Work on your clients workstation from your office • No need to drive to the client site • Increase your monthly client touch process • About $100 per month • GoToMeeting • Conduct a virtual meeting • Don’t just talk to your customers show them and talk • About $100 per month • PDA devices • iPhone • Blackberry • PDA’s should be implemented in an automated plan a redirector to the desktop is often frustrating creating duplicate records and stress

6. Your Office Tools • How do you access and share • data in your office? • Solutions: • Computing environment – what’s new? • Windows Server 2008 – 64 bit • Watch for compatibility issues • Windows 7 – skipping Windows Vista Ultimate? • Free upgrades already being offered to boost sales now! • Does your firm need a server? • Microsoft Small Business Server offers: • Windows Server 2003 or 2008 with Active Directory permissions • Exchange Server for full eMail utilization • Sharepoint (Web services 3.0) • What is a peer to peer network? • Two or more computers connected via a switch, hub or router to share data and or printers

7. Prevention • How do I prevent virus’ and spyware • From getting into my computer? • Solutions: • Keep your Anti Virus current • New virus’ are written everyday, just because you have Anti Virus that updates regularly doesn’t mean the scan engine within it will catch the virus • Best one? • Depends on your “computing’ environment • Keep all software updates current • Office, Quickbooks, Peachtree, Adobe • Mark your calendars for the 3rd week of the month • Use Multi level defense • Spam blocker – outside your network • Firewall – outside to inside your network • Keep it professional – home office equipment isn’t for kids • Keep it clean – no cutsie google toolbars • Don’t just click • Don’t be tempted

8. Prevention • How do I backup my data? • Solutions: • Imaging • An entire image of your workstation/server is taken and can be applied to a new workstation/server • Symantec Backup Exec System Recovery • Backup to an external device • USB external drives 1TB = $160.00 • Standard backup software vs Online Backup’s • EULA – End User License Agreement • The Internet is Public Domain – simply read the “data” • agreement you are assuming when you sign up for an online • Service • Archive old data • Establish a process when you loose a client • Burn an entire directory to a DVD

9. Presentation • Is your firm represented well • On the Web? • Solutions: • Domain Name – • Register one for your company, $10/yr? • eMail address – • Have a professional one • Website – have it work for you! • Cloud computing • Use your Website to process your business transactions • Customer portal • Common documents (upload and download) • Articles of interest • Testimonials • Social Networking • Last year at this time Social Networking existed for teens and college kids • Facebook has introduced more areas and more data collectors for you to take advantage of • Linked In – exercise - • Establish a professional image on the web • Think before you post – you’re a trusted advisor and the internet is used as a resource for everyone

10. Q & A • Reference sites: • www.appriver.com • www.microsoft.com • www.linkedin.com • www.facebook.com • www.skype.com • www.gotoassist.com • www.gotomeeting.com • www.symantec.com • www.efficiencyconsultants.com • www.bing.com