From CBIA News, March 2002

PC productivity pointers

How to minimize problems that can slow even the fastest PCs

E-mail, the Internet and computer networks may have improved workplace productivity, but they also can bring a host of headaches — for the user and for the “tech” expert who’s called on to fix them.

CBIA’s chief information officer, Tom Day, recently gave the association’s staff advice on avoiding viruses, dealing with “spam” and otherwise improving PC productivity. We’re passing his tips on to you so you can share them with your own employees. 

Security basics

Some of these tips may seem commonsensical, Day says, but it’s surprising how often they’re ignored. The following advice should be practiced routinely:

• Have all users create log-on passwords and keep them confidential. Don’t write the password on a piece of paper or sticky note and leave it where others can see it. Periodically change all passwords.

• Always log off at the end of the day. That way, no one else can access files that are available only to the password-holder. 

• To minimize the possibility of a virus wreaking havoc with a PC, be aware that viruses are almost always sent (usually inadvertently) by someone the user knows (for example, as an attachment to an e-mail message) and that virus subject matter tends to be nonwork-related. A good rule of thumb is to never open an attachment unless you know exactly what it is. 
  

'Spam’ — that mystery mail

Anyone with e-mail has probably received “spam,” the electronic equivalent of junk mail. Reputable, conscientious advertisers give recipients a way to “unsubscribe” to their mailing list and thereby avoid receiving future e-mails, but not all advertisers follow that practice. According to Day, simply opening an e-mail message can let the sender know they have reached an active e-mail address, making you a target for future e-mails from that sender.

And, while anti-spam software is available, the ones that Day has tested deleted some wanted messages and didn’t delete some unwanted ones. You could change your e-mail address to thwart spam senders, but that might also make it hard for you to get messages from people you do want to hear from.

Day recommends simply deleting unwanted messages unopened, and giving out your e-mail address sparingly.

Speed ‘demons’

Users may unwittingly bog down the performance of even the fastest PC and Internet connection. Here are ways to minimize slowdowns:

• Close any software programs you aren’t currently working in. Having many programs open simultaneously can slow a PC’s performance.

• If you intensively use multiple software programs, your PC’s performance may erode as the day wears on, even if you close the programs, because of something called “memory leak.” To refresh its performance, reboot the PC. 

• Only use a screen saver that’s compatible with your operating system. Non-compatible screen savers may work, but will slow the PC.

• Unless it’s necessary for your job, don’t use the Internet for streaming music or video. These “bandwidth hogs” can dramatically slow Internet access for everyone at your company. Even with high-speed access such as a T1 line, the Internet “pipeline” is only so big.

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