Tag Archives: Tech Tips


How To Keep Your Email Safe And Secure

Your email is your business’s lifeblood these days. Most clients like the convenience of reading their updates on their home, on their title commitment, and everything else through the convenience of email. And, while they may or may not be following safe procedures, it should be one of your primary concerns.

After all, your clients private information is in those emails. Financial records, account numbers, names, and other forms of sensitive data that shouldn’t be released to the public. What if someone guesses your password or otherwise gets access?

There are some very good tips you can follow to keep your email safe. Most of these solutions are simpler than some recipes you’ve been dying to try or some driving maneuvers you perform daily. If you add these layers of security, you can be confident in your email’s safety.

Password Security

The first line of defense against people who’d like your information is to create strong, unique, and unguessable passwords to your accounts. Many people tend to use passwords like “pa$$word1! “ when that’s one of the most easily guessed passwords. Below is a list pulled from CBS News of the 10 most common passwords last year:

 

  1. 123456
  2. password
  3. 12345678
  4. qwerty
  5. abc123
  6. 123456789
  7. 111111
  8. 1234567
  9. iloveyou
  10. adobe123

 

If you see any of your passwords on here, you should be changing them right now. Those are the most common and they are also the most easily guessed.

Best practice for passwords is to use a random string of letters (upper and lower case), numbers, and symbols of significant length (8 or more characters). It should look more like “1dfGHt#2” than “password.”

If you’re worried about remembering passwords, use a password manager app or sync tool like iCloud Keychain or 1Password. That way, you can generate extremely secure passwords that your phone and/or computer will put in automatically for you while still maintaining the security that you need.

Phishing Attempts

But, a good password isn’t worth anything if you give it away willingly. We’ve all been warned about phishing and spam, and never to click links in emails where you (a) weren’t expecting an email or (b) don’t know the sender. Those maxims are still true but there’s even more to be worried about now.

Phishing is, specifically, the act of imitating a legitimate company’s login screen to get your password. They’re getting good at replicating the official website, too. Here are some common traits of phishing emails, pulled from Microsoft:

  • Threats
    • An email might claim your account will be shut down or important documents will be lost if you don’t take action through their links. This is usually false. If it isn’t, you’ll be notified when you log in to the real service through a link you’re familiar with.
  • Grammar errors
    • Most spam artists are not well known for having good grammar and punctuation. If the email reads choppy or wrong, it’s most likely a fake.
  • Email is “from” a big company
    • Phishers generally don’t want information for smaller, niche websites, so be especially suspicious of emails from the big guys: Google, Facebook, Twitter, and so on.

Follow this rule of thumb if you don’t want to get caught by a phishing scam: if you receive an email from anyone asking you to login, give them your password, or otherwise give up information, do not use their links or give them that information. Instead, if you’re concerned, go to the website they’re claiming to be from yourself by hand-typing the URL into your browser. That way, you can be sure you’re at the right place.

A problem that faces real estate and title professionals in particular are schemes to get you to transfer funds to a dummy account. The emails in question will look almost exactly like real requests for transfers and if you’re not careful, you might end up sending large amounts of money to fake accounts. When in doubt, verify the transaction request with the sender if you know them, or take steps to find out if they’re legit. Use the tips above to recognize and avoid emails intended to steal passwords or cash and delete the offending messages as soon as you can.

Security Questions

Recovery options are also difficult because if you’re vigilant about setting a good password and avoiding/ignoring phishing but make your security questions easy to answer or easily researched, you’ve done a lot of hard work for nothing. When you set up your security questions, make sure they’re:

  • Obscure
  • Not public information
  • Instantly memorable

If you’ve ever revealed your security question’s answer anywhere, ever, don’t use it. Instead, if you’re given the option, make up your own question about something you don’t tell others, or use the question that you’ve never told anyone. Be aware, too, that some image memes that are commonly shared on Facebook are looking for information commonly found in these questions. If you know you use certain details for these questions, don’t publish them on any social media network or tell anyone you don’t trust.

2-Factor Authentication

Some websites (like Google, Facebook, and Twitter) have introduced what’s known as 2-factor authentication. It may sound complex but it’s actually rather simple: they require any password input to have another, smaller password generated by another device. The services I mentioned earlier all use apps on iPhones/Androids to generate the code. If you activate this system, you’ll be asked for a code each time you log in that only you, on your device, can make. That way, even if someone else has your password, the only way anyone’s getting in is if they have your code generator—and they’d need to steal your phone for that.

Stay Safe

The only way that you’re going to lose your data and your email account if you use these tips would be to hand it to them directly. Staying safe has never been easier thanks to the basic tools that we’ve been given from the email providers themselves and the basic tips to maintaining a safe, secure email system earlier in the email: make a good password, give it to no one, don’t log in through links but rather through the sites themselves, and just practice good email management, and you’ll be fine!

 

Actionable Tips

Follow these basic tips to stay safe through your email:

  • Trust no one
    • Any email coming from anyone you don’t know or any company from whom you’re not expecting an email is suspect. Don’t click those links.
    • Any legitimate web service or company can verify those requests. Call them or send an email directly to your contact, not by “reply.”
  • Use good passwords
    • Get rid of simple passwords and those “123456” codes—they will get you into trouble.
    • Passwords should contain:
      • At least 8 characters (the more the better)
      • Symbols, numbers, and both upper and lower case letters
      • A jumble of letters that can’t be found in a dictionary
  • Use additional account protection
    • Services like Google’s Authenticator and other forms of two-factor security make it harder for phishing and brute-force password hacking. Use those services.
    • Don’t make your security answers public information—if it’s used to secure an account, keep it to yourself.
  • Use good judgement
    • If an email feels wrong or is unexpected, confirm and verify it. It’s usually too good to be true.

Monitoring Your Brand Image

As professionals, it can be difficult to keep track of what’s going on in the world we live in. From the vast social networks that we must keep track of to the niche sites where our businesses might be talked about without our knowledge, how can you keep your eyes on what’s being said—and how can you use that information to make your business better? reputation poster

Google Alerts

One popular way of monitoring your image is to use Google Alerts to ensure that you’re always on top of what Google sees—and we all know that Google sees just about everything. Put your name into the box, set your email to receive the alerts, and you’ll be on your way. If there’s something new that Google finds, you’ll hear about it as often as you like. That way, if something happens in one of the remote corners of the web, you’ll know about it.

Social Media

You can track your image on social media channels mostly by making sure you maintain a solid presence online. The internet is not shy about telling you exactly what it thinks, good or bad. If you give people an outlet to pour out their experiences, good or bad, you’ll hear about it. In fact, some companies have taken to proactively diagnosing and fixing the problems while engaging entirely through social media channels. Listening to social media for your name or business name can be as simple as searching through Twitter, Facebook, or your preferred network’s search function, but you might consider using a solution like Hootsuite to set up search terms on each network that it will monitor and create a dashboard for. It might make it simpler for you to be listening for what people are saying about you.

Location Websites

A big one that people don’t generally think of is to be monitoring sites like Yelp, Google+ Local, and other map-based sites where people might be tempted to leave bad reviews or say bad things. Make sure that in your search of the internet that you keep sites like these in mind. It’ll help you in the long run because not only is it good to claim your locations and keep the info up-to-date, you’ll be able to head off customers who didn’t use the proper support channels to let you know about the problem.

Overall, monitoring your online image is easy once you get the hang of it. In fact, most of it is automated thanks to tools like Alerts and Hootsuite. Don’t let it distract you from the goal of providing the best client service that you can.


The Social Media Cheat Sheet

All of the social media outlets are recommended for your business. They’ve become a force that’s not just for sharing your personal life with your friends but for sharing your professional life with your clients.

Facebook on computer screen
This is how our Facebook looks.

Images, too, have become key to interacting on the social web. As our devices have grown more powerful and visually stunning, the use of images has risen too—to the point of being a necessity.

We don’t need to convince you that you need images, we’re sure—the numbers bear that out. Engagement on photo posts is far, far higher than on text posts. The Internet is a visual medium. But how do you use the images in a way that promotes your business and shows that you know your tools?

Part of it is knowing the image size you’ll need. Below we have a list of image sizes (in pixels) that show the optimal size for images to be seen, clicked, and responded to. All dimensions are listed Width X Height. 

The Big List For Social Media Image Sizes

  • Facebook
    • Cover Photo: 851×315
    • Profile Photo: 180×180
    • Link Image: 1200×627
    • Regular Image: 1200×1200
    • Milestone Image: 1200×717
  • Twitter
    • Header Image (new profile): 1500×1500
    • Profile Photo: 400×400
    • Image for Tweets (recommended size): 880×440
  • Google+
    • Profile Photo: 250×250
    • Cover Photo: 2120×1192
    • Shared Photos: 800×600
  • LinkedIn
    • Profile Photo: 200×200
    • Cover Photo: 646×220
  • Instagram
    • Profile Photo: 161×161
    • Image (Desktop Lightbox): 612×612
    • Feed Photo: 510×510
  • Pinterest
    • Profile Photo: 600×600
    • Pins: 600xinfinite (photos can be as long as you like, but width is fixed at 600px)
    • Pinboard Thumbnail: 220×150
  • YouTube
    • Profile Photo: 800×800
    • Channel Art: 2560×1224
    • Video Thumbnail: 1280×720 (720p resolution if using a screenshot from your video)

Using these guidelines can and will help you to promote your business because you’ll quickly improve your social media prowess and make your business look more beautiful and appealing to the average social user.

Feel free to bookmark this guide to the social media recommended image sizes in case you need the numbers again. Happy marketing!


Communication With Clients: Learn To Speak Digitally

iPicnic | ©JD Hancock via Flickr | CCBY
iPicnic | ©JD Hancock via Flickr | CCBY

These days, cell phones and revolutions in how we all communicate and interact mean that older methods of communication with leads and clients are not as effective as they used to be. This can be dangerous for those of us who don’t have a strong background in using these devices or who are heavily accustomed to the tried and true methods employed by professionals for many years.

text message quick response

This isn’t just a long-distance telecommunications phenomenon, either. The evolution of communication has bled into standard communication and has changed not only how we send messages to each other but how we speak, as well—and not knowing the differences can make all the difference.

Rule 1: Be Concise

We’ve noticed that people don’t pay attention to others if they’re rambling. The internet is an enormous source of knowledge, but the overload of knowledge works against it: people don’t have the time to read everything.

NPR recently took advantage of this principle for an April Fools prank, using the photo and metadata of an article to suggest that people don’t read. Many people protested, commenting about how they do read and how it was offensive for NPR to think that way. However, if you click and read the article, it lets the reader in on the joke. The offended people commenting didn’t read the article. And there were many people offended, too.

The same is true for your clients. They don’t have the time to waste on you if you’re not providing solid information, whether that information is a blog post on your website or a listing. Say what needs said and stop.

The takeaway: speak clearly and quickly; don’t waste time.

Rule 2: Be Prompt

The expectations of communication have changed, as well. Not even 20 years ago, answering machines were common because unless we were very well off, instant replies and instant communication were not expected.

This has changed. The internet and the ubiquitous nature of cell phones mean that your reply is expected extremely promptly—often within minutes. If you’re waiting longer than an hour to reply, even if just to let them know you’re busy, you’re most likely losing business. To the modern professional of any age, time is money and waiting for excessively long periods of time is detrimental to business.

While this might seem like it’s an invasion of your life, consider how many things you get instantly these days and how you expect quick replies from those companies who have your business. You’re no different.

The takeaway: respond quickly with solid information—even if only to say that you’ve received the message.

Rule 3: Be Mindful

The differences that the market faces can seem insurmountable, especially when it deals with changing the way that you do business and how those social expectations have shifted with little warning. But, learning to speak “digitally” in what used to be an analog world isn’t too terribly difficult—just keep your clients in mind, how they operate, and how they define the relationship. If you work to define it your way, you’ll get clients who think like you do—and that number is on the decrease.

Don’t just assume that one way of doing business is best because that’s the way it always worked. Remember, 20 years ago print ads and billboards were more effective than this thing called the internet. Now, computer monitors and phones are the billboards. Things change—and so must we if we want to keep getting business.

The takeaway: pay attention and adapt.