Archive for August 2006

I have this Maxtor External Shared Storage External Hard Drive thanks to Nick Finck for telling me about it. I’ve been through hard drive deaths and crashes where it meant rebuilding the computer. I thought I was prepared the last time when I had dual drives, but Murphy’s Law found a loophole. We couldn’t boot from the second drive, but thankfully my data was still on it.

So another lesson learned, so I had to find another way to feel safe about my data. Online storage is too expensive. Some services are free, but don’t have enough space. Then Nick told me about the external drive. I wanted a separate drive for storing data only. No programs. No client. No operating system. Nothing that installs. Just a second home for data.

As soon as I got it, I copied all my data files over. I keep most of my data files in a special folder on my PC’s hard drive as well — so it makes it easier to back up the data. I say “most,” as not all programs allow me to select where I want the data to go. All Microsoft Office templates are stored in their default folders. Haven’t had the time to figure out how to change this.

Search for a Program to Sync Two Drives

Next step is to figure out how to sync up the two drives. Did research on software and some couldn’t do it because it’s an external drive. Then I found Novastor’s NOVABackup. I contact the company to ensure it’d work with my external hard drive and it does. I didn’t get around to buying it and unlucky for Novastor, Microsoft’s free SyncToy came along.

SyncToy is a simple application for copying, moving, renaming and deleting files between folders, storage cards, computers, and drives. You can do the following between two folders:

* Synchronize: New and updated files are copied both ways. Renames and deletes in one folder is repeated on the other.

* Echo: New and updated files are copied left to right. Renames and deletes on the left are repeated on the right.

* Subscribe: Updated files on the right are copied to the left is the file name already exists on the left.

* Contribute: New and updated files are copied left to right. Renames on the left are repeated on the right. Similar to Echo, except there are no deletions.

* Combine: New and updated files are copied both ways. Renamed and deleted files are ignored.

I tested the app by using Echo as I didn’t want to risk the backup driving messing up the main drive. It did the job perfectly. Any new files I created and updated showed up on the backup.

Disaster

Sometimes I work on my laptop, and when I do that I usually use Remote Desktop to get to the main PC and work on that hard drive. Using Remote Desktop is slower than connecting to the backup drive, so I thought I could connect to the backup drive instead. Whenever I work on the backup drive, the two drives could sync up and any work I do on the laptop will transfer to the PC.

The backup had stuff on it that I no longer had on my current drive. Echo only checks for changes since the last backup — so all the changes that occurred prior to using SyncToy wouldn’t be included.

So I deleted all the data files off the backup so I could start fresh. I copied the data files from the PC drive to the back up drive. Unfortunately, the copying was interrupted well into the transfer. I tried to compare the more important folders and find the untransferred data.

SyncToy ran synchronize that night. I checked it out in the morning and was mortified. All the folders on my main drive were empty. Folders were there, but data wasn’t. SyncToy sends deleted files to the Recycle Bin (whew), but the Recycle Bin was full and didn’t have everything (ack!). I opened the Z drive folders and the data was there (whew again). Wasted a lot of time doing CPR on the main drive.

I believe that because I had deleted everything on the backup, SyncToy decided to do the same to the PC drive. But it was strange that the data stayed on the backup. Shouldn’t they mirror each other?

Schedule SyncToy

No more Synchronize. Not going through that again. I returned to Echo and it’s been working great. The best part is that SyncToy runs automatically at a specific time (at night when I’m asleep) every night. Here are the steps for setting up a scheduled task:

* Click Start > All Programs > Accessories > System Tools > Scheduled Tasks.

* Click “Add Scheduled Task” and click “Next.”

* Browse for SyncToy (it should be in the list, if not — click “Browse”), select it, and click “Next.”

* Enter a name for the task (I called mine “SyncToy”), select how often you want to perform the task, click “Next.”

* Select the time and day to start the task and click “Next.”

* Enter your Windows login name and password of a user, so that the application can “get in.” Not a required step.

* Check the “Open advanced properties for this task when I click Finish” box and click “Finish.”

* In the “Run” box, add ” -R” (sans quotes and with a space before the dash) to the end of the link AFTER the ” and click “OK.”

Whatever set up you have in SyncToy will run based on the time and dates you selected. You should be able to backup data between your PC and the network drive. Do what you can to backup your important data as anything can happen from a crashed computer to a miscommunication with tech support that unexpectedly leads to a hard drive reformatting.

Disclaimer: I did research for Debbie Weil for this book.

Yes, there’s a flood of books on business blogging hitting the market, but each one is different. Debbie Weil’s The Corporate Blogging Book is written for the corporate-minded person who isn’t sure about the blog thing especially in a business setting.

The book tells it like it is and is exactly what its title says. The book opens with 20 comprehensive questions about corporate blogging to answer the busy executive and manager’s immediate questions. Weil spends a full chapter on the fear of blogging, a persistent theme in business blogging.

The questions are the first of many “executive summary” style resources in the book. Weil provides summaries, lists, and narrative style content to help with scanning. Readers can read cover-to-cover, skip around, or skim and gain insight. With the table of contents, scannable content, and index, the reader can easily find the features of interest.

Quick read tips cover fears in blogging, ways to use a corporate blog (not just for external communications), ten tips for writing an effective business blog, blogging readiness assessment, what to cover in making the case for blogging to the boss, and a “Get Smart Glossary” so the reader won’t have a blank look when someone uses a blogging-related term.

Those familiar with Weil’s style through her blog and speeches will encounter the same style in the book: honest, straightforward, conversational, absorbing, and sharp. She answers every possible question that an executive or manager has about blogging including return on investment, making the business case for blogging, and how to overcome the common fears and doubts about blogging.

Even if a business hasn’t decided to blog, understanding blogs from a corporate perspective is a must for organizations of all sizes. Whether or not a company blogs, people will talk about your company. Are you prepared to deal with the blogosphere (the world of blogs)? Weil shares examples of situations where the blogosphere created negative publicity for a company because of a problematic product.

Businesses can’t jump into blogging like a personal blogger can. Weil covers the need for blogging policies, guidelines, and disclaimers while sharing a few samples in the bonus resources (like an appendix). With the book, the reader gets a clear overview of what blogging is and how it affects businesses. Further, it provides tools, ideas, and a plan for understanding and getting involved with blogging — most important, it answers all of your questions about business blogging.

I rarely comment on the size, look, and feel of a book, but this one is worth mentioning. The paper on the cover has a nice feel — not your usual hardcover smooth feel — rather just a touch of coarseness in a good way. It’s lightweight and a little smaller than an average hardcover book in length and width. Occasionally, a book’s “outside” surprises me because it’s easy to hold and read — and I notice. [ More info in a past entry... ]

Title: The Corporate Blogging Book: Absolutely Everything You Need to Know to Get It Right
Author: Debbie Weil
Publisher: Penguin Portfolio
ISBN: 1591841259
Date: August 2006
Format: Hardcover
Pages: 240
Cover Price: USD: $23.95 Amazon: $16.29

Christopher Knight of Ezine Tips looks at email newsletter privacy protection statements and identifies the good ones and the bad ones. I like this quote:

Whatever you are FOR;
Strengthens YOU.
Whatever you are AGAINST;
Weakens YOU.

I think the best suggestion I’ve heard comes from Bryan and Jeffrey Eisenberg when they discussed privacy policies. Simply put, “We value your privacy” next to the email box. That way the user doesn’t hesitate as it’s right there. Not many people click on Privacy Policies and then read the mind-numbing policy.

I have it here as a “just in case” because there are folks who want details — but notice that I use the Eisenberg-recommended short format right by the subscription box up there on the right.

Newsletter publishers should also make newsletter archives available rather than hide them or put up barriers to make them hard to find. I won’t subscribe to most newsletters without seeing a sample. That’s just me. Besides, having the archives near the subscription or current newsletter page gets the reader spending more time with you through your site.

A small trend I’ve seen is “Please forward…” in the Subject. That bothers me because I feel like the publisher is telling me just forward this and help us get more subscribers rather than here’s the latest content that we hope you find valuable. I’m all for having a “Forward” link within the newsletter, but not in the Subject. Anyone?

Re: Mispronunciations that make you sound stupid. I have to rely on my knowledge of English words and derivatives when pronouncing a word for the first time or one that rarely comes up that I never remember how it’s pronounced. Some of these words do indeed make a person sound obtuse when they’re mispronounced, but “stupid” is a little much. Then again, “stupid” probably catches people’s eyes so they read the rest of the article.

Check out the comments that follow — fun conversation. One mentions the use of “library” as “liberry.” Anything with an “R” in it is a nightmare for me including my own name. Gee, should I drop the R and change my name to Mel? Not after 30-plus years with this name.

Paul and I discussed the pronunciation of anemone as it came up while reading a children’s book. I don’t recall how I got started in pronouncing it like “anyone” with an “m” in the middle — the correct way sounds like “enemy” (any-monay).

NPR had a style guide that included how to pronounce certain words, but I can’t locate it. Voice of America has a big pronunciation guide.

I avoid correcting people (unless it’s one of my kids) for two reasons: (1) I could be wrong (I was wrong about forte’), and (2) politeness. Want to share a couple of frequent errors:

Irregardless — forget the word. It doesn’t exist.

Most people say, “I could care less” when they don’t give a whit about something. Actually, this leaves room for caring a little less. Therefore, you really “couldn’t care less.”

Ah, English. Love it. Hate it. Did anyone benefit from diagramming sentences in school? I didn’t.

Past entries on pronunciations.

When I find my way to a Web site, I may have gotten there through a search engine or through a link from a colleague or Web site. After I’ve scanned the content and fiddled around in the pages, the site may impress me if the information proves valuable.

What do I do then? The possibilities: Bookmark it, Furl it, subscribe to the feed or subscribe to the email newsletter. The action I take depends on how much I need the information and what options the site offers by way of feeds, newsletters and what-have-you.

Let’s say I found the email newsletter link or subscription box. Would I subscribe? It depends on what’s available on the site surrounding the newsletter. I won’t subscribe if respecting my privacy isn’t mentioned. I also won’t subscribe without finding archives to review. The third reason I won’t subscribe is if the site asks for too much information.

Rather than causing your visitor to leave “empty handed,” you can do more to improve your chances of capturing a new reader. With so many sites competing for new subscribers, it’s amazing the readers found their way to your site, so do what you can to make them happy and stick with you.

Privacy policy: Long or short?

How often do you read privacy policies, if at all? Sure, you care, but you don’t have time or patience to read through the legalese. Why use a lengthy policy on your site then, when you can simply put “We respect your privacy” next to the email address on the form? This applies to all forms requesting information, not just email newsletter subscriptions.

This approach is short and sweet. Yes, you can still have the long, dull policy for those who take policies seriously. This way you have both bases covered.

Forms: We must have your information!

How many fields are required to subscribe to an email newsletter? The only thing that should be required is the email address. Boy, it’d be lovely to get more information — a marketer’s dream — but would you rather have one piece of information than zip? Go ahead and add a couple of more fields — but watch it — too many, and the visitor is lost for good.

Identify which fields are required. Visitors get aggravated when they fill in a couple of fields, hit submit and see they didn’t fill in all the required fields. Weigh your priorities: a new subscriber with limited information versus a lost subscriber with no information.

Some newsletter subscription forms have “subscribe” and “unsubscribe” buttons. When someone becomes interested in your content, it’s about subscribing not unsubscribing. Yet be sure that those who get fed up with the email newsletter can look for unsubscribe information within the newsletter or on its Web pages rather than in the subscription box.

Archives and feeds: Show ‘em what you got

A link to the current newsletter or archives should appear right by the subscription box. I’ve often opted not to subscribe when I don’t see an example. I don’t want to subscribe and wait to see if the newsletter is good or bad, and then go through unsubscribing and sacrificing my email address.

If you offer a feed for your content and newsletter, put the RSS/XML button or link next to the subscription box. Again, you’ll cover your bases, as some people don’t know XML from NFL, and others will scream if another email newsletter comes to their inboxes. If you provide multiple newsletters, put the RSS/XML icon next to each one — better yet, let the readers select the newsletters they want in the feed and get one feed for those selected. Organized folks love this.

Does the newsletter come in HTML (pretty pictures), text (plain Jane) or both? If you offer only one or the other, mention that somewhere. If both, provide the option to subscribe to one or the other. Either that, or get ready for emails asking about the text version. Save yourself trouble. Oh, and, don’t just have an HTML or text checkbox. Not everyone assumes if the text checkbox is left unchecked that the newsletter comes in HTML. Or some people think we’re idiots for offering one choice, since there appears to be no other choices.

Multiple newsletters: Simplify the subscribing

Many Web sites and companies provide multiple newsletters. Having the subscription page in one spot for all of them saves time. My publisher at InternetVIZ asked me to look at his subscription page draft. The thing was long! Every newsletter came with a detailed summary and other information.

Some people want to see everything you have to offer in the simplest format possible. That way during newsletter selection, they can see how many they’ve subscribed to and make sure they picked the right ones. Does that mean no summary? Of course not. Instead, write a one- or two-sentence overview of the newsletter and link to a page with more information. Next to the link, write “Opens in new window, so you won’t lose your data. If you have pop-up windows turned off, turn it on temporarily to see the information.”

How many times have you seen a link for more information, fearing you’ll lose all the data you just entered if you click on it? That’s why the message. Another option is to expand the section when the user clicks on the link. No pop-ups here, and the new information appears with a click and disappears with another click. These are just two ways to ensure the users know they won’t lose the information while providing them with more information.

Be careful when listing many newsletters on a page. My publisher’s draft page confused me. For example, the page had a box with events and tradeshows. My initial thought was this led to more information on events and tradeshows. The box turned out to be a category.

Learn from the good and the bad

Here are examples of newsletter subscription pages for inspiration and what’s good and bad about them:

U.S. News & World Report
http://www.usnews.com/usnews/newslett.htm

I like this one listing frequency, but it’s missing archives.

ClickZ
http://www.clickz.com/subscribe/

This one’s crowded and hard to read. Frequency and HTML/text are shown. But why have a checkbox for HTML if HTML is the only option? The preview helps, but it’s not available for all items. Items in Tracks list a few links, and it’s not readily clear why they’re there.

GIS Development
http://www.gisdevelopment.net/subscribe/index.htm

The subscription checkboxes are at the bottom. Visitors might be better served if the checkboxes were on the left of each subscription’s summary.

iVillage
https://subscriber.ivillage.com/funnels/5

Nice, clean look and even has personalized newsletters.

PC Magazine
http://www.pcmag.com/newsletter_manage/

Well-organized by categories with summaries next to each. But where is the Subscribe or Submit button? Hard to find, but it’s there.

InfoWorld
http://subscribe.infoworld.com/cgi-win/ifwd.cgi?m=newsletter

A better version of PC Magazine‘s subscription page. No links to examples or archives, however.

Build smart — then hold on tight

Once you’ve reeled in visitors, do what you can to hold on and encourage them to take action. The newsletter subscription page sounds like a minor thing, but a lot of factors make the difference between “just visiting” and “subscribed reader.”

Here’s a past post about customer service and loyalty prompted by a loyal T-Mobile customer’s entry.

My daughter dropped her Sidekick II in the sink… full of water. So poor girl was without a phone for months. I asked T-Mobile how we could have it fixed as we couldn’t get a replacement without paying regular price. He referred to some service center and we opted not to do the repair.

With the release of the Sidekick III and school starting this Wednesday (yes, really), Paul decided it was time to upgrade his phone and give my daughter his Sidekick II. Both got their emails, programmed addresses and everything back except games. Games we paid for. How is it T-Mobile won’t let Paul have his games back? It’s not like he went from a Sidekick to a Treo or MDA. He wrote and contacted T-Mobile, but the company refuses to let him have his games even though it’s recorded in a past bill.

Well, guess what? My T-Mobile contract ends in December. With customer service like this and the lack of a Treo with the PalmOS — the company isn’t likely to regain my business.

Here are three more stories about T-Mobile customer service challenges.

C|Net reported that T-Mobile was awarded number one customer service ranking for wireless providers. Sounds like the wireless industry needs to overhaul its customer service system if T-Mobile sets the standard. Wireless providers think their locking us into one or two year contracts means they can abuse our loyalty. Well, contracts end and we have no problem switching. We can also influence family members and friends.

T-Mobile provides a data only plan for the lowest rate — USD$10 cheaper than its competitors. But I’m willing to pay a little more if it means using ONE device as opposed to two.

P.S. I am aware that Palm will stop paying royalties to PalmSource come December. I hope PalmOS will continue because I prefer it over Windows Mobile. Palm never tried to be like a computer — when it created the PalmOS, it created an application specifically for handheld devices.

I couldn’t resist the headline as my son just returned from a mini-vacation in San Antonio with Grandma and Grandpa (You know, “Remember the Alamo!”?). Back on topic. Nick of Blue Flavor and Digital Web Magazine wrote about content, which seems to have gone from King to court jester. I was supposed to be working longer hours than usual in July to do the content part for a client undergoing a web site makeover.

The whole project moved forward… except the content. The project manager and I did our jobs by staying in touch with the client and communicating the need for the content so we could get going with it. The project is almost done, but the content remains a blip on the radar with a big RED dot indicating “Jeopardy!”

My site ain’t fancy, but it’s been lucky to receive strong search engine ratings because of its 6+ years of of fresh content. As I tweaked the content, I’ve noticed jumps in emails for quotes. It wasn’t because people suddenly heard about my business, but rather because I tweaked a sentence that had a better call to action.

Freelance writers are worth their words in gold. Just see the comments and links from Freelance Writer Rates. We CAN make a difference to a business’ bottom line.

Anne of The Golden Pencil provides 31 Days of Freelance Writing Tips. Many writers wrote to her and shared their tips and she compiled them at the end of the 31 days. So if you missed them, you don’t have to wait a whole month to get them all. Or check out this index once a day to learn one new tip a day for the next month and then take Labor Day off.

Hearty congrats to Debbie Weil on today’s official release of her book, The Corporate Blogging Book: Absolutely Everything You Need to Know to Get It Right (You can check out a free chapter here). I’m honored to have played a small part of her special project as I helped her with research.

Debbie provides her 5 key corporate blogging tips:

Tip #5: How to uncover your story for a corporate blog

Tip #4: Who should write your corporate blog?

Tip #3: How to address *time* – the top fear factor for corporate bloggers

Tip #2: ROI of blogging is measurable but not (usually) in dollars

Tip #1: Just do it

I owe y’all a review of the book. Though I helped with the book, I always provide an honest review. After all, anyone who reads the book can easily slam me if I’m not honest. But I can honestly say it’s a valuable resource: easy to understand, no dumbed down-speak, quick and fun read, and the perfect size.

Perfect size? What’s up with that? Some books just feel good when you hold them, and this one does. The paper, the feel of the cover, the size of the pages and cover, the binding… all of these features impact how a book feels — how easy do the pages stay open, how light it feels to hold it with one hand, and how legible the text appears to the eyes.

Thanks, Debbie, for trusting me with something so valuable.

With a site redesign comes a lot of URL changes. I do what I can to avoid link rot, but it couldn’t be helped with this redesign. The feed URL also got changed and the redirect had a typo. Mucho thanks to Eric for bringing this serious oversight to my attention. So those of you on readers should have a sudden surge of entries from here.

Credit: Icon from bakkeldotcom