Posts Tagged ‘Computer Tips’

We change the oil in our cars, filters in our furnance and batteries in our smoke detectors to maintain peak performance. What are you doing to maintain peak performance of your computer?

Because your computer is the key to running your business you want to make sure it is always operating at maximum speed. This ensures you are being as efficient as possible when performing tasks and translates to being able to over deliver resulting in happy clients. In this edition of Ask the Master we will explore the maintenance schedule required to keep our computers and our business running efficiently.

What things do I need to maintain on my computer?

There are basically two sections to maintaining your computer. There is the cleaning and removing of unnecessary files and data which slow down the speed of your computer and the updated of major software programs to ensure protection against vulnerabilities and improved operation. These include cleaning files, browser cache, cookies and temp files. Updating virus definitions, Windows and Office applications. Defragmenting your computer.

What What do I need to do weekly?

Update virus definitions at least weekly. Find out when and how often your virus software posts and updates their definitions. For instance if they only update them once a week on Wednesdays then you would want to make sure you run your updates every Thursday morning so you have maximum protection. This may be something you need to do daily as well so it’s important to know how your virus software company operates their updates.

Also consider running more than one antivirus software for maximum protection!
What do I need to do monthly?

This is the largest piece of the computer maintenance I do. I clear my browser cache (including history), cookies, temp and prefetch files (these are files Windows XP uses to start the program and applications and should be cleaned out regularly to avoid build-up), and empty my recycle bin using a free tool called Clean Up! (http://cleanup.stevengould.org/). You can do this manually through your browser under Tools then Internet Options and simply emptying your recycle bin.

Check for and update security and critical updates to your Windows program by going to your browser and clicking Tools and Windows Update. XP users can set it to automatically check and update these. Be wary of adding any and all updates to your computer focusing on just the critical and security issues for programs you use.

From the Windows Update page on your browser you can go to the Office Family page and run any required updates to your MS Office program.

Defragging your computer is an important task to your computer’s performance. As files are used, deleted and created, free space on your hard drive become split into smaller non-contiguous blocks or sectors. Eventually new files being created, or old files being extended, cannot be stored in a single contiguous block but become scattered. This degrades your computer’s performance as your computer must perform multiple seek operations to access a single fragmented file.

Defragmenting consolidates existing files and free space into a continuous group of sectors. Access speed is improved due to the reduced number of seek operations. To defragment your computer go to Start, Programs, Accessories, System Tools and Disk Defragmenter.
What do I need to do yearly?

At least once a year clean out your data files and emails. Go in and look at old documents you have stored on your computer. Do you or your client still need or use them? Are they obsolete or outdated? Files I have for client’s I worked with 5 years ago could definitely be deleted to make more room and improve the speed of my computer. Do you have old jokes or pictures you have saved? An old version of a form or marketing item? Get rid of them! Clean your computer the same way you would clean a filing cabinet.

If you do not use or have the Auto Archive feature on your email program go in and clean out your emails as well from folders and sent files.
What else do I need to consider?

If you have ever gotten a virus that has slowed your computer down to a crawl you will recognize the importance of installing a firewall to further protect yourself from these situations. Trying to work on a limping computer is stressful in addition to inefficient.

Schedule regular back ups of your data files. If you encounter computer problems, viruses, system crashes, floods or anything that incapacitates your computer you don’t want to be spending time and energy recreating these files.

About the Author
Mary-Lou Ashon successfully launched her Virtual Assistant company in 1997 and holds expertise in organizing information, creation and implementation of administrative procedures and marketing. She has proven that dedication, communication, loyalty and a flare for marketing are keys to developing successful client relationships. Mary-Lou has a keen desire to promote awareness of VA\’s as a career option both internationally and at home in Canada and has developed a cost effective, convenient and high quality training program which you can locate at http://vatp.ca/.