www.assistu.com

December 2004
The Virtual Advantage, TVA, is a free ezine published bimonthly.

Mission:

The Virtual Advantage is a free bimonthly Newsletter for entrepreneurs, consultants, and small business owners who are dedicated to virtual working partnerships. Virtual means employing technology to collaborate and contribute to another’s business without being present physically. We will explore what it takes to make it work and how it's done in all industries from coast to coast and around the world.

Your Volunteers:

TVA is edited by three volunteers, all AssistU (www.assistu.com) VAs. They are:

Diana Baker Diana Baker, CPVA
Key Triad™
www.keytriad.com
Kristy Schnabel Kristy Schnabel, MBA
It's Virtually Done
www.itsvirtuallydone.com
Kathy Sparks

Kathy Sparks, CPVA
Your Virtual Resource
www.yourvirtualresource.com

Upcoming Issue:

The Real Issue Is Trust
Google Adwords

Article Submissions :

We welcome article submissions if you are an AssistU VA or a client of an AssistU VA. Please contact one of the three editors above with your article idea.

"For every obstacle there is a solution - over, under, around or through."
-- Dan Zadra

"People who never get carried away should be."
-- Malcom Forbes

Easy to follow steps that will allow you to print your Favorites in Internet Explorer:

1. Open IE. Click on File and select Import and Export.
2. A wizard starts; follow it through to the end and remember to export favorites.
3. After wizard completes task, file the bookmark.html file.
4. Open the File in IE.
5. Click on the File menu and select Print.
 

a.

On the general tab, in preferences, select layout landscape.

  b.

On the options tab, check the box for Print table of links if you want to print the URL.

 

 

"E-books can be used as a reward for subscribing to a newsletter, visiting a web site, answering questions, taking a quiz, or as an add-on to another product that you offer."
Kathy Sparks, Do-It-Yourself
E-Books

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

"I have the help of an assistant without the cost of office space and furniture. I do not have to wait for other members of my office to tell me when I can use the services of my staff person."
Attorney Client in VA Spotlight

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

"Hijacker is a type of software (spyware) that takes control of your default browser setting by directing it to a rogue search engine that usually derives commissions for the developer. No matter how many times you change the settings -- they never seem to take effect. Welcome to spyware -- you've just been hijacked."
Diana Baker, Spyware

 

 

In This Issue:

Welcome
Do-It-Yourself E-Books
VA Spotlight: Susan Schmidt and Her Client
Spyware

Welcome

This month we have two great articles and a VA/client spotlight. Learn the ins and outs of creating e-books from Kathy Sparks, an e-book author herself. Get to know a VA who works with an attorney and find out how they work together. Think your computer is free of spyware? Think again and find out what spyware is all about from Diana Baker who thoroughly researched this important topic.

Technical note: Last time we issued TVA as both an HTML document and plain text. Some people received text and HTML code last issue due to their email settings (and perhaps Microsoft's XP Service Pack 2). To avoid that problem, new issues will be released in HTML only. Please let us know if you experience technical problems.

Do-It-Yourself E-Books
by Kathy Sparks, CPVA, Your Virtual Resource

E-Books are a great way to promote yourself and your business. If you have something to share, it can be put into e-book format and sold or given away.

There are many e-book compilers and several ways to distribute. The most popular format for e-books is of course a PDF file. It's easy to email and download and the only required software for the recipient is Adobe Reader, a free download from Adobe (www.adobe.com). Of course, you'll need Adobe Acrobat compiler to create the e-book in the first place--a software package well worth the price.

Another method of distributing an e-book is to create an executable file (.exe). When a PC user clicks on the file, it runs as an application without the need of additional software or "reader" as with Adobe Reader. The downside to this is that SPAM filters look askance at .exe files being emailed thinking they might contain some bad program that is going to land on a user's PC and cause havoc. To get around this problem, you can load the file onto a web site and provide the link for downloading to those who purchase or want to receive your publication. One such software for creating .exe files is ebookcompiler at www.ebookcompiler.com. Keep in mind that Macs cannot read .exe files.

Some other e-book compilers are:

Webcompiler
Ebook Edit Pro
WebCompiler

You will want to have the flexibility to compile e-books from various original document formats such as Word, HTML, plain text, and PowerPoint. Adobe Acrobat has more versatility than the ebookcompiler software mentioned above because you simply "print" to a file and you can print anything. Adobe does take more time to learn to really know the multitude of features available. Creating a simple scroll down the page type of publication versus a "book" looking format is as easy as sending a Word document to the compiler. Creating the "book" look might take additional time spent with the tutorial.

The price for compilers is from $20 to whatever you are willing to pay. The price for the Adobe Acrobat compiler starts at $200. Occasionally, you may find sites offering free PDF creation.

E-books can be used as a reward for subscribing to a newsletter, visiting a web site, answering questions, taking a quiz, or as an add-on to another product that you offer. Have you ever seen an offer like this: "Buy my fantastic new software and get these five items worth $250 for free?" The five items are most likely e-books that are easy and inexpensive to produce and to send over and over and over. A hard copy book can be sold as an e-book for a lower price and quicker delivery. Course material can be distributed as e-books complete with passwords, quizzes, and answer sheets. What a great way to save the trees!

Some places to visit with information about e-books are:

http://www.ebookcompiler.com/
http://www.ebooksubmit.com/
http://www.ebookmall.com/

Shareware directories and places to submit your e-book:

http://www.ebookjungle.com/
http://www.ebooksnbytes.com/
http://www.mindlikewater.com/
http://www.wisdomebooks.com/ebook-directories.html

If you are selling your e-book, try advertising it using GoogleAdwords which is a pay-per-click advertising method in which you set your own budget, decide on the keywords you want to attract and create your own ads. Also consider searching out people who would be willing to add your e-book to their site in exchange for you listing theirs on your web site.

See my e-book interview at: http://www.ebookinterviews.com/iv_ksparks.htm
yet another way to promote yourself.

And don't forget to write a Press Release about your e-book and distribute it free at PRWeb (www.prweb.com) announcing your new book. Remember to tell people about your e-book in your newsletter, on your web site and of course in your signature line in your emails. It's all really just a "web" isn't it?

Do It Yourself E-Books © 2004 Kathy Sparks

VA Spotlight: Susan Schmidt and Her Client

Nicole Perefege, Esquire, and Susan Schmidt, virtual assistant, have a relationship that's typical of most clients and virtual assistants (VAs) - they've worked together for months but have never met. Nicole was introduced to her virtual assistant by her coach.

Susan recently interviewed Nicole--virtually--for her input on how a VA has helped her in her business.

Nicole, why did you initially look for a virtual assistant (VA)?

"I needed work done on an as-needed basis. I found temp agencies expensive and the quality unpredictable. Temps are not always available when needed, there is a lag time. You get someone new each time, again lag time. The quality of the people they send is inconsistent and there is a hefty service fee for the agency.

I also have a concern about exposing my client files to a temp. I'm personally responsible for all acts of my agents, so I have to be very careful who they are, what they are doing, and who they are talking to."

What tasks have you asked your VA to do for you?

"Most importantly, the monthly billing. I have also had her do research, both general and legal, making telephone inquiries, communicating with realtors, taxing authorities and other professionals that need to be dealt with on behalf of clients. Susan has also assisted me in my marketing."

What tasks do you foresee delegating to your VA in the future?

"I hope to have her begin drafting basic documents for clients after initial interviews. I may also ask her to draft retainer letters and I'm planning to dictate some of my documents to send to Susan for transcribing."

How has working with a VA improved your business life?

"I have the help of an assistant without the cost of office space and furniture. I do not have to wait for other members of my office to tell me when I can use the services of my staff person. She frees me up to do more legal work and she does tasks that I am not good at. She likes doing tasks that I don't like doing!"

Nicole Perefege, Esquire is a sole practitioner in West Chester, Pennsylvania. Ms. Perefege has a general practice with an emphasis on estate planning and administration, trusts and trust administration, succession planning, taxation, real estate and non-profits and can be reached at 610-719-0737.

Susan Schmidt is an AssistU graduate virtual assistant who has 26+ years of administrative experience. She has been in her practice, Virtual Assistance Online, full-time since February. Susan can be reached at Susan@VirtualAssistanceOnline.com.

Spyware
by Diana Baker, CPVA, Key Triad™

Experiencing computer trouble? Any crashes lately? It could be Gremlins. No seriously, it could! And the one we're talking about today comes with a name and a reputation that makes spam seem nothing more than a minor headache. We're talking… SPYWARE. Sounds a little spooky, doesn't it? Though it can come to us maliciously, it's usually a bit more subtle and hard to detect. Maybe that's why it also uses something a bit more innocuous and pleasant sounding such as the word, cookies. Before you start smelling the lovin' from the oven, let's take a look at what we're talking about. For certain, these are not the cookies you remember from home.

Cookies are small packets of information placed on your computer by web sites you visit. They may contain and provide identifying information about you to the web sites that place them on your computer, along with any other information the site wants to retain about your visit. To an extent, cookies allow us to traverse the internet with greater convenience and speed as it personalizes the visit. Passwords, preferences and personal information are stored and sent from your computer to the web site.

How are cookies used?
Typically, when shopping online, a product is selected and placed in the cart. Before completing the sale, the user may decide to price comparison shop at other sites. The online store can choose to save information about the products in the cart on the user's computer, so when they access the site later, they can finish the sale if they choose.

In the next example of how cookies are used, keep in mind this is where we lose consensus about the innocuous cookie, because the information gained about our preferences can be used for online targeting ads. It's rationalized that web sites must generate revenue to pay for its overhead expenses in order to continue to service users. Additionally, untargeted and obtrusive ad campaigns don't carry the same money making umph as targeted and directed campaigns. Though they may or may not know my name and address, they certainly know from watching where I've been and what I buy that I like Ray Charles--and they profit from this information. Garnering this information without my expressed permission is spyware.

John C. Dvorak, PC Computing, reported in his October 11, 2004 article that the House of Representatives had just passed the Internet Spyware Prevention Act. The proposed federal law will eventually make it illegal for companies to install spyware of any kind - in all its forms. I agree; it's convenient when my password pops up when accessing a site, but as Mr. Dvorak also underscores in his article, "Whose idea was this anyway?" A better solution exists. According to Ari Schwartz, Associate Director of the Center for Democracy and Technology, a privacy-advocacy group, "failure to properly address spyware and users will not want to use the Internet for commerce, for government services, for interaction with other people. We'll lose the great potential of the Internet."

What is Spyware?
Steve Gibson, Gibson Research Company, is to Spyware developers what Ralph Nader is to those that profit from polluting the environment. Steve's definition of spyware is the best I've read by far: "Spyware is any software which employs a user's Internet connection in the background (the so-called "backchannel") without their knowledge or explicit permission. Silent background use of an Internet "backchannel" connection must be preceded by a complete and truthful disclosure of proposed backchannel usage, followed by the receipt of explicit, informed, consent for such use. Any software communicating across the Internet absent these elements is guilty of information theft and is properly and rightfully termed: Spyware." Here's a few more examples of awful Gremlin names: Adware, Spies, Cookies, Key Loggers, Parasites, Trojans, Worms, Dialers, Browser Hi-jacks, etc.

Symptoms of computers infected by Spyware
America Online and the National Cyber Security Alliance conducted a study where spyware was found on 80 percent of participants' computers. According to Tim Lordan, staff director of the Internet Education Foundation, "Often, you don't just have one. You might have a half-dozen or even a dozen that can bring your computer to a screeching halt." Since Earthlink began offering subscribers free spyware scans, they found in the first 3 months of the offer, "scans of more than one million hard drives found an average of 28 spyware installations per PC." The most common type of spyware is known as adware and its main goal is to generate annoying pop-up ads. Another malicious type actually hijacks your browser setting and directs it to dubious search engines from which these developers derive commissions.

Symptoms:
--Endless pop up windows
--Browser is redirected to unwanted web sites
--Unexpected toolbars in your web browser
--New icons in your task tray
--The tab key may fail to work
--Random Windows error messages appear
--Computer crashes frequently
--System seems slow and sluggish to simple tasks

This general list was taken from www.spywareonline.org and provides you an idea of what to look for the next time you feel Gremlins have invaded. Before you take an ax to your CPU consider: spyware programs are often poorly written and contain bugs and are ever hungry for more of your systems' resources. So, what to do?

Protect yourself and be aware of the freebies
It holds true after all, there's no such thing as a free lunch. Spyware programs are creative and often look like our system files. The most common ways to pick up adware/spyware is to download file sharing software, screen savers, games, music and other free programs. Honestly, how many of you out there actually read the End User License Agreement and how many of you just click through it? Now you'll be encouraged to read carefully for certain. Otherwise, you may actually grant permission for the gremlin to enter by accepting the agreement that contains third party software may be installed wording. Be aware and suspicious anytime anything prompts you to download. Be sure to keep your antivirus updates current and ensure the program is running before you traverse through the Internet. And regularly update and run your spyware scans.

Gremlin search and destroy
Steve Gibson highly recommends Lavasoft who developed a freeware spy removal utility as well as offers a fully featured version by the name of Ad-aware. This was personally recommended to me a long time ago by my ISP's expert tech help at bluetie.com. There are tons of free spyware programs out there now--be careful which ones you choose--check them out first. Blue Tie's excellent customer assistance led me to the tucows.com site for the free download. It rates 4 cows! Here's the link to Lavasoft's free Ad-aware removal utility: http://www.tucows.com/preview/236049.html I know I said free and you should be aware, but tucows.com enables you to see who the freeware manufacturer is and provides a link to their site. You are your first line of defense. Check out the company and decide for yourself the level of risk you're willing to accept for the benefit of freeware and who it is you're willing to trust and at what cost. Ethical and business is not necessarily an oxymoron.

The spyware developers sure have created quite a market for clean and sweep programs. They know you're filtering and you can bet they're staying updated on the latest filters and changing their code accordingly. We have no choice but to remain vigilant until the Federal Laws catch up with technology. Even when change finally occurs, we are still our own first line of defense and nothing can take the place of vigilance, staying on top of the issues, good judgment and common sense.

Sources:

Bedell, Doug. Spying software increasingly invades computers. Knight Ridder News Service. The Oregonian 26, May, 2004.

Gibson, Steve. http://grc.com/optout.htm

Jesdanun, Anick. Aggressive spyware turning off some computer users, The Associated Press, The Oregonian, 1, November, 2004.

For more help staying on top of this issue, check out the following:

CNN: A spyware mystery - Who's behind it?
http://www.cnn.com/2004/TECH/internet/11/02/spyware.purveyors.ap/

Dallas Morning News
http://www.dougbedell.com/spyware.html

More on fighting spyware
http://www.pcworld.com/howto/article/0,aid,118058,00.asp

The Sun News: Kazaa contains spyware
http://www.myrtlebeachonline.com/mld/sunnews/business/5623961.htm

Along came a spyware
http://editor.actrix.co.nz/byarticle/0306spyware.htm

Spyware © 2004 Diana Baker

© 2004 Diana Baker, Kristy Schnabel, Kathy Sparks. All rights reserved.