Tag Archives: WFH

How to keep an old computer running

In the early months of the new millennium, I started my first full-time job after graduating from university. Except for the first three days I didn’t, because the IT department hadn’t set up a computer for me. I had the big desk, the natty silver briefcase, the powder-blue Christian Dior workshirt…and nothing to do. By the end of day one, I’d completed all the induction paperwork and research I could manage offline. By day two, I was listening to Radio One and flicking through old car magazines. By day three, I was wishing I’d taken another job entirely, and I certainly wasn’t being productive in any way.

Keyboard warriors

Being without a computer was the death knell of productivity even in 2000. Today, unless you can manage your business affairs through a smartphone, you’re going to need a computer. But what do you do when a computer starts to run out of hard drive space, slow down, overheat or crash? The obvious answer is to replace it, but transferring the contents of your business from one computer to another is often a fraught process, assuming you can even keep an old computer running long enough to safely access its hard drive. If you only have one monitor, how would you display both machines’ output at the same time? If you don’t use cloud storage, how would you port across hundreds of gigabytes worth of files? And if you’re not tech-savvy, how would you navigate disabling digital keys or transferring IMAP email accounts?

It’s far easier to try and extend the lifespan of your existing device and keep an old computer running for as long as possible through proactive maintenance and clever device management. And this is how to do it…

1. Never let the hard drive fill up. If a computer has more than 90 per cent of its hard drive in use, it’ll struggle to run efficiently. There are various things you can do to manage this:

(a) Delete temporary internet files and other unwanted detritus.

(b) Transfer archive files into the cloud, or onto an external flash drive (USB data keys or a portable HDD).

(c) Compress large media files and judiciously prune any smartphone files which are backed up on your computer.

(d) Ask your computer to tidy its own hard drive – often known as a defrag or system cleanup.

2. Examine installed software and delete any unused apps, obsolete programs or other non-essential programs. If you haven’t used them in the last year, you probably won’t need them this year.

3. Ensure the device’s air vents are clean and unobstructed. Over time, dust builds up and clogs vents, leading to overheating. Position the computer in a cool location, away from radiators or sunlight.

4. Run device support tools (such as SupportAssist on Dell laptops) and accept any recommendations. These utilities may help to keep an old computer running more efficiently, for longer.

5. Power the computer down. Debate rages about whether this is better than leaving a computer running, but on older machines, it helps to cool components down and reduce how hard they work.

6. Get your device professionally inspected. A local IT firm might identify emerging issues such as the degradation of individual components. Each computer component has a different lifespan.

7. Replace ailing components. If you use a desktop PC, those IT experts could replace key parts as they wear out. You could even upgrade components yourself with a YouTube tutorial and a steady hand.

8. Don’t use your works computer for anything else. Stream movies on a smart TV, do internet shopping on a Chromebook, play games on a tablet. Keep your device as a work machine only.

9. Install any patches and updates you’re able to. If your operating system is still supported, keep it as up to date as possible. A robust antivirus package is also crucial on more vulnerable older systems.

Help when you need it most

Although G75 Media has provided a wealth of support to small businesses and charities over the last two decades, we’re not IT experts. However, we are experts in content production, journalism and marketing copy. If you need help with any of these services, drop us an email or call us if your computer’s playing up. We can always post content out if you’re going to be offline for a while…

Common IT issues – and how to fix them yourself

Few things send a chill down the spine of small business owners more than unexpected technical issues. It’s one thing transferring your smartphone profile to a new device, or scheduling software updates for late at night. It’s quite another when your computer suddenly crashes, or fails to boot up properly, or a key software packages declares that your time-honoured password is incorrect. Since most entrepreneurs, sole traders and small business owners rely heavily on digital hardware and technology, even relatively common IT issues can feel like an existential threat to productivity.

Having set up my business in a house with a Midband internet connection (a pitiful 256Kbps), I’ve experienced a fair few technical challenges over the years. I’ve watched a phone engineer burn through three diamond-tipped drill bits trying to fit a phone socket into a home office. I’ve raced to copy key files off a formerly trusty desktop PC before it repeatedly overheated and shut down. I’ve had a laptop die after my dearly beloved poured a glass of Ribena over it, a broadband connection go offline for an entire afternoon, and repeated connection problems with Microsoft Teams before a key client meeting which literally reduced me to tears of frustration. I have hated Teams ever since.

Simple solutions to common IT issues

Perhaps surprisingly, there are often relatively easy ways to resolve common IT issues. These don’t require a computing qualification (which I have) or the ability to write program code (which I also have). Below, I’ve added a few practical suggestions for anyone who can just about work a USB-C cable but doesn’t know their RAM from their ROM or their HTTP from their HTML. And if these tips prove to be of value to you, whoever you are, you’re very welcome. If you ever need an award-winning writer, I hope G75 Media will be your first port of call.

  1. Just because a computer won’t connect to the internet doesn’t mean the broadband is down. Test the connection on a second device in case your laptop or desktop computer has developed a specific issue, such as a software update that’s disabled its wireless connectivity, or a hardware failure.
  2. If two or more devices are offline, find your router and reboot it. Wait a few minutes and try connecting again. If you’re still having problems, use your phone’s 4G or 5G to check what any flashing router lights mean. Also visit your ISP’s website, in case they’re reporting local outages.
  3. If you’ve enabled automatic file saving (such as Microsoft OneDrive’s autosave functionality), a sudden software crash doesn’t necessarily mean you’ve lost any data. Keep calm and carry on while the software or computer reboots; your data should be waiting. And don’t panic even if it isn’t…
  4. Some software packages incorporate version control where you can access recently saved versions of a particular file. This isn’t always obvious – in Word, you typically need to search for it. Restore the last saved version and, while it’s fresh in your memory, add in any obvious lost changes.
  5. Being unable to access a software package can be incredibly frustrating. Try updating the software, rebooting your chosen device or accessing it another way (via an app instead of a website, or vice versa). Resetting your password may enable you to log in, as might logging in as a guest.
  6. If hardware isn’t responsive and there’s valuable data on-screen, take a photograph with your smartphone. This will enable you to replicate whatever is captured – a carefully worded email, for instance. Turn off your camera flash to avoid part of the screen being obscured by reflective light.
  7. Overheating is one of the most common IT issues. Clean dust vents, ensuring a device has a free flow of fresh air. You could even position a fan beside cooling vents to maximise airflow. This might only help temporarily, but in that time, you may be able to rescue files or complete time-critical tasks.
  8. If WiFi is being flaky, there are workarounds. If a machine has an Ethernet port (a squarish socket), use a cable to physically plug it into the router. If that’s not possible, Powerline adaptors carry wired network data through home plug sockets. Turn off wireless alarms, baby monitors, microwaves and kettles to minimise interference.
  9. If a device (like a wireless printer) is suddenly failing to connect, or appears to be offline, it’s probably lost its WiFi connection. Try restarting the device in question, re-entering the WiFi password, and running any in-built troubleshooter utilities to reconnect it to your local network.
  10. If you’re forced to work offline, productivity doesn’t have to cease entirely. Save documents on your device’s hard drive, check emails on your phone, conduct paper research, ring people instead of emailing them, and so forth. Any work you can do is better than doing nothing at all.

Having grown up around computers and been an early adopter of the internet, I am now a highly experienced technology writer. The topics might change (in-demand subjects among my clients currently include quantum computing, generative AI and data centres) but the underlying principles of IT remain the same. Basically, computers are wilfully hostile and will take any opportunity to let you down at the most inopportune moments.

However, when common IT issues are resolved, computers enable us all to run our businesses – and in G75 Media’s case, to provide award-winning copywriting, journalism and business writing. Get in touch with us to discuss bid writing, marketing copy, report production or anything else requiring a keyboard, reliable software and a stable internet connection…

Tips for reducing procrastination at work

Have you ever had one of those days when you just can’t be bothered? You sit down at the computer, coffee in hand, full of good intentions…and somehow the work won’t flow through your fingertips as it normally does. The flashing cursor on a blank word processing document begins to seem taunting, and oh look, the neighbours are getting a parcel delivered. They really need to wash their car. Now where was I?

Procrastination has always been part of the human condition, but over the last five years, it’s been indulged as never before. When South Cambridgeshire District Council decided to introduce a four-day working week for their staff, one of the key benefits the council reported was that their employees spent less time procrastinating and more time actually working. In other words, they could have done their jobs in less time all along, had they applied themselves.

With alarm bells ringing throughout the economy and companies shedding staff or cancelling expansion plans, even the bloated public sector is belatedly having to consider productivity. In the private sector, procrastination often means the self-employed and the owners of limited companies simply don’t get paid. Yet it’s easy to drift off, put things off or clock off early, especially if a particular piece of work seems dull, unpleasant or complicated. We can’t all spend our days being motoring journalists.

Based on personal experience and professional best practice, here are ten tips for reducing procrastination at work – starting with something we could all do with taking on board…

Ten easy steps for reducing procrastination

  1. Do the hardest or worst things first. If an unpleasant job needs doing, get it out of the way as soon as possible. You’ll be grateful later on when it’s been wiped from the to-do list, and it’ll allow you to do easier things later in the day when tiredness is becoming more of an issue. Speaking of which…
  2. Keep your energy levels up. It’s far more tempting to procrastinate if you’re also battling a carb slump after a stodgy meal. Try to eat lighter things during the day (this doesn’t have to mean fewer calories or smaller portions) and space out caffeinated drinks strategically for maximum impact.
  3. Turn off the radio. I spent three years working in an office with Radio 1 on all day, discussing how good Evanescence were, or whether Mark and Lard were better than Chris Moyles. In the meantime, we weren’t working. Background noise acts as a natural impediment to concentration.
  4. Keep the TV off. Even worse than an aural soundtrack is an audiovisual bombardment of programming, adverts and (worst of all) live news. Don’t think muting a TV solves anything – few sights are more compulsive than a picture with no sound. TV is for non-working hours only.
  5. Close email packages. Email is the lifeblood of sole traders and small businesses, but there are occasions when it distracts you and breaks your concentration. Close email software while tackling complex or challenging jobs. No email needs an instant response, so deal with your inbox in batches.
  6. Take regular breaks. Giving yourself five minutes away from the screen will reduce vision-related headaches and allow your mind to wander in a healthy, structured fashion. You’ll return to work more focused and less likely to become distracted. A five-minute break per hour is ideal.
  7. Use workflow boards. A Trello board gives you instant oversight of your workload, enabling you to prioritise and structure your week. Having daily and/or weekly columns relating to deadlines focuses your mind on what needs to be done, reducing any temptation to waste time or dither.
  8. Set yourself rewards. If you can finish work by 4pm and you don’t need to do anything else until five, working hard will result in a bonus hour which can be spent on enjoyable activities. Having a goal like this banishes the temptation to slack off, keeping you focused and more productive.
  9. Create an informal time sheet. If you’ve spent the last ten minutes thinking vaguely about updating your website, what would you put on a timesheet? Some clients expect work on their accounts to be recorded, and it tends to focus your mind if you can only charge for things you’ve done.
  10. Sleep well. My final tip might not seem directly related to productivity, but it’s generally harder to concentrate when you’re tired. Banish phones and tablets from the bedroom, go to bed before 10pm, keep the room cool and dark, and avoid caffeine after teatime to boost efficiency tomorrow.

Sometimes reducing procrastination isn’t easy

One reason why you might be struggling to motivate yourself to do something is because it seems (or actually is) difficult. Many people find writing challenging – coming up with content for a website, drafting up a business plan, preparing a speech or compiling a report. These are services G75 Media undertakes on a daily basis, and we’re always happy to discuss how we can simplify new clients’ lives by tackling the jobs they don’t feel able (or willing) to begin. Get in touch with us for more information on our pricing and turnaround times.

Five things your home office needs (and three it doesn’t)

In February 2010, a decade before many of my contemporaries, I said goodbye to office life and started working from home full-time. It was a decision inspired by ten years of frustrating and time-consuming commutes to unpleasant industrial estates, which in turn followed six years of equally lengthy journeys to and from college/uni. Sixteen years of traffic jams, toilet cubicles and cafeterias came to an end, and fifteen years of WFH began at a time when homeworking was still considered exotic.

A great deal has changed since then, not least in terms of technology. Countless articles, reports and studies have been published about the benefits and drawbacks of working from home. We all have a vague idea about concepts like zoning and the delineation of work life from home life, yet millions of people are still working in home offices which are unsuitable in any number of ways.

If you’re reading this perched at a dining table, or about to start a conference call from the edge of your bed, there are some things your home office needs to function effectively – and a few things it doesn’t. Let’s take a look at the essentials first.

Five things your home office needs…

  • 1. A large desk.

This might seem like an odd place to start a list of things your home office needs, but the chunky oak desk you can see in the photograph above has been my workstation since 2012. It’s still going strong today. In fact, it’ll outlast me. Not only has it swallowed everything from tower PCs and stacks of paperwork to DVDs (remember them?), but it remains an attractive and tactile piece of multifunctional furniture. Without it, there’d be papers everywhere – and I’d be a less efficient freelancer.

  • 2. A laptop docking station.

In 2019, I stopped using desktop computers and switched to laptops. I can now attend meetings with my entire work history on one device, rather than porting things onto a tablet or printing out papers. I can work from Costa, the beach or a jury service waiting room with equal efficiency. Yet when I come home, plugging in one USB-C lead connects my laptop to a full-size keyboard, two 27-inch monitors, Bose speakers, a printer and hardwired broadband. Laptops are a WFH game-changer.

  • 3. An ergonomic chair.

As a middle-aged man, it’s perhaps inevitable that I have a bad back. The chair I’m sitting in while writing this blog has adjustable lumbar controls, neck support and armrests. It’s also heated and massaging, which help to reduce the aches and pains often stemming from long periods being seated. Standing desks aren’t always practical long-term solutions, stools and benches don’t support your back, and cheap or poorly padded chairs quickly become uncomfortable.

  • 4. Shelving.

To match my desk, I purchased an oak bookshelf with drawers underneath. Then I bought another one. Both are now groaning with proof that the paperless office was never going to become a reality. From lever arch box files filled with old invoices and bank paperwork to client brochures, booklets and manuals, shelves are a vital resource. You’ll need lots of it, too – paperwork is unavoidable, and some careers require extensive ancillary storage.

  • 5. Effective lighting.

Since adolescence, I’ve suffered from Seasonal Affective Disorder – a common condition brought about by the lack of sunlight in winter. A crucial element of my annual battle with SAD is full spectrum lighting, which stimulates serotonin production in the body as well as casting a clean white light ideal for working or reading in. Eye strain, headaches, low mood and an increased risk of accidents can all result from inadequate office lighting. All are best avoided.

…And three things it doesn’t

  • 1. Gadgets.

Look closely at the photo above, and you might spot a label writer. In theory, this was a great addition to my canon of home tech. In reality, it was a pain. It jammed, smudged, failed to launch when I opened the software app and cost a fortune in labels. In general, gadgets are distracting and cluttering, causing compatibility issues with other hardware or software. They’re rarely things your home office needs, but they’re often an unnecessary cost – and hard to justify on the balance sheet.   

  • 2. A landline.

Go back to the photo, and what do you see nestled up against the label writer? Yes, a house phone. This business expense added bloat to my telecommunications bill, yet the only time it really came into its own was when conducting phone interviews, so my mobile could run a voice-to-text transcription app. The absence of a landline doesn’t seem unprofessional any more, and it’s increasingly superfluous in terms of broadband. Plus, you’ll get fewer spam calls without one.

  • 3. Clutter.

This is something I’ve never been guilty of, but clutter is the enemy of productivity. I once visited a solicitor’s office, where his desk groaned under three teetering piles of paperwork marked Urgent, Very Urgent and NOW. How he slept at night was a mystery, let alone how he worked during the day. The desk and shelving mentioned above should provide sufficient storage for anything from keys and lanyards to printers and peripherals. When everything’s neatly filed, it’s easy to find.

Much of my expertise in this area has evolved out of personal experience and trial and error, although 22 years spent working as a property writer has also offered up many valuable insights. If you’re looking for property journalism, G75 Media should be your first port of call.