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Choosing an Online Fax Service: A Buyer's Guide

Posted: 07 Jun 2019 02:22 PM PDT

How to Choose an Online Fax Service

It may not seem like a modern method of communication, but faxing is still a viable technology in 2019. Businesses of all sizes around the world still send and receive faxes, especially those that work with government agencies or are in the healthcare industry.

However, fax machines have largely been replaced by digital solutions, as scores of companies provide online fax services that allow you to send and receive faxes through your email account. Rather than having to print faxes and file them for safekeeping, you can store your fax messages securely in the cloud. Some services allow you to edit and digitally sign documents, further reducing the need to print them, which saves you money on machine maintenance, ink and paper.

If you or your company are looking to incorporate an online fax service into your office's workflow, here are some things you should keep in mind as you select a business faxing service.

If you're ready to choose a faxing solution, check out our online fax service recommendations, best pick reviews and comprehensive list of online fax vendors.

How Online Fax Services Work

For decades, traditional fax machines worked by translating scanned documents into an audio tone that was then transmitted over telephone lines. Businesses needed a separate phone number and a bulky machine to use this technology. Today, faxing can be done online – without a dedicated phone line and extra machinery.

Online fax services take a digital file and send it using a special email address that includes the recipient's fax number (e.g., 18005551234@vendorname.com) or through the vendor's website.

When sending online faxes, your service provider translates the uploaded documents into the proper format so the machine on the other end can read them and then sends them to your recipient's fax machine. Similarly, when receiving faxes, the service provider translates the faxed document into a digital format that you can read online, then delivers the fax to your email inbox.

Benefits of Online Fax Services

An online fax service is a viable option for a small business for several reasons, but the main benefit is keeping costs down.

With an online fax service, there's no need to purchase, operate and maintain a separate machine with its own telephone line. Without you having to print documents before faxing them, the process of uploading files directly to the service saves time and money while reducing paper waste. It's also worth noting that if your company sends faxes infrequently, it may not make much sense to invest in traditional faxing methods.

Convenience is another major selling point; you don't have to be in your office or near a fax machine to send and receive documents. Managing your incoming and outgoing faxes with an online fax service is as simple as having access to a computer or installing an app on your smartphone or other mobile device.

Online Fax Features and Options

Along with the ability to send and receive faxes, online fax services usually offer a number of features to enhance their usability and security, though some features cost extra. Some services offer a mobile app, mobile alerts, integration with existing software like Microsoft Outlook, preset delivery times, electronic signatures, customizable cover sheets, the ability to fax multiple recipients at once, and the ability to forward incoming faxes to multiple email addresses.

Faxes often contain sensitive information, especially if your business works with healthcare providers or government agencies. To safeguard your transmissions, most service providers include some form of data protection, including SSL or PGP encryption as well as password protection. Some also comply with HIPAA. Some vendors charge extra for these features, so it's important to check before making a decision.

Another common option is the use of a toll-free or local fax number. Most services offer long-distance and international faxing as well, though it often comes with an additional fee based on the destination country.

Some fax providers offer either send-only or receive-only plans, but many small businesses need to do both. Some services also limit the number of faxes you can store, while others limit the amount of time a fax can be archived.

Pricing for Online Faxing Services

There are many options to consider when adopting a faxing service for your business. How much you intend to use the service and how much you want to spend sending and receiving faxes are important elements to consider.

In our research, we found that nearly every online fax solution operates on a monthly subscription model. Base fees range from $5 to $50 per month, with varying tiers of service providing different features. This price usually comes with a set amount of incoming and/or outgoing faxes ranging from just a couple of pages a month to thousands of pages. If you send or receive more pages or faxes than your monthly limit, companies charge overage fees ranging of 3 to 12 cents per page to your account. Some services charge one-time setup fees, which range from $10 to $25.

As an alternative to a plan with a monthly fee, some faxing services offer a pay-as-you-go plan. In this model, you don't pay any monthly fees, but instead pay for each fax you send. Naturally, this type of plan makes the most financial sense for entities that don't send many faxes each month.

Since faxing is still widely used to send sensitive documents to customers or vendors in foreign countries – including technologically advanced locales like Japan – some services offer international faxing capabilities at an additional cost. The price varies by location, but be ready to pay anywhere from 2 cents to a couple of dollars or more for each international fax you send, depending on the country you're faxing your documents to.

How to Choose an Online Fax Service

While there are many fax service providers to choose from and the details of each may look similar, there are a few key points to keep in mind when choosing a fax solution for your business. Here are some tips to help you evaluate faxing services and find the best option for your business.

1. Assess your needs.

Knowing the volume of faxes that you need to send and receive each month is key to finding the right service provider. If you don't send a lot of faxes, you can choose an inexpensive plan with a lower monthly fax limit. Conversely, if you have a lot of faxes to send, you'll want to spend a few dollars more for a higher limit so you can avoid overage charges. Some vendors offer "corporate packages" for businesses that send a high volume of faxes each month. Consider what you would feasibly send and receive in a month and choose a plan that fits.

2. Contact vendors.

Reaching out to vendors is a good way to evaluate not just their product, but their customer service as well. Pay attention to how customer service representatives discuss company offerings. Are they upfront about the costs? Do they succinctly explain the included features? Are they obviously trying to push you into a sale? It's important to know how you'll be treated if things go sideways, and getting some one-on-one time over the phone can help illustrate how that would go down.

3. Understand fee structures.

Hidden fees and unexpected costs are the worst. While most online fax service providers we examined listed their pricing model on their website, it sometimes took extra digging to find out about other charges, such as setup fees, long-distance fees and overage costs. Be sure to learn all about the costs, both advertised and hidden. Even if the company doesn't require you to sign a contract or long-term agreement, it will hold you liable for all fees – including those you unwittingly incur.

4. Request free demos.

Most online fax providers offer a free product demonstration or trial period. Take advantage of this offer to test out the service before you sign up. A demo allows you to find out which service is the most user-friendly, because there can be vast differences between two seemingly similar services. You won't know which is best unless you try it out for yourself.

Additional reporting by Adam C. Uzialko.

Ready to choose an online fax service? Here's a breakdown of our complete coverage:

'Summer Fridays' Gain Traction with Employers

Posted: 07 Jun 2019 10:36 AM PDT

  • Approximately 55% of survey participants said they will let employees leave early or not work at all on Fridays during the summer.
  • This figure marks a 9% increase from last year, when 46% of employers reported offering summer hours.
  • While it's a nice perk, some industries just can't afford to offer it.

Regardless of the industry, employers have been offering non-traditional perks to new and existing workers for years in a bid to attract and retain employees. While offering things like onsite amenities and wellness stipends may be some of the tactics employers use to gain a competitive advantage for talent, a new study by Gartner suggests more than half of North American companies will either let their employees work less or not at all on Fridays this summer.

The practice, known as "Summer Fridays," is a type of flexible scheduling that allows workers to either leave the office early or take the day off at the end of the week. As the name suggests, these reduced hours are only given during the summer months.

Because the current job market favors workers, Brian Kropp, group vice president of the HR practice at Gartner, said companies are looking for ways to set themselves apart from their competition in the eyes of prospective employees.

"Right now, workers look at the surplus of open jobs in the market, and they feel confident that they can easily find a new position whenever they like," said Kropp. "Employers are incentivized to do everything they possibly can to create a place to work that is as attractive as possible, and providing employees a head start on the weekend is one way to do that."

Summer Fridays gain popularity

While it's no surprise that having more time on Friday to do what you enjoy instead of working would be popular among workers, data from Gartner showcases just how popular it's become among employers.

According to the survey of 94 human resources leaders conducted during the second quarter of 2019, 55% said they were planning to offer the perk this year. Despite the somewhat small sample size, officials said this percentage showed a 9% spike from last year's figure for North American organizations. The latest survey results also showed a 43% increase from the number of organizations around the world that offered similar perks in 2012.

"Ultimately, Summer Fridays are about organizations providing the increased flexibility that employees are seeking," said Kropp. "It's a way for employers to show their staff that they are valued by giving them the gift of time."

Pros and cons of offering Summer Fridays

Keeping your employees happy should be a goal as an employer. Bad morale in the workplace leads to serious operational problems down the road, so offering incentives like Summer Fridays can support work-life balance for employees to help them avoid negative things like burnout.

Ultimately, the implementation of a Summer Fridays policy depends on a number of factors, such as what industry your business operates in. For some sectors, like publishing and advertising, Fridays during the summer months are generally less productive than the rest of the week. In such instances, it makes sense to turn a down day into a long weekend perk.

While potentially losing 20% of the workweek should mean a drop in productivity, Kropp said any loss should be weighed against the benefits.

"We find that offering your employees work-life balance can increase productivity, loyalty and employee retention," he said.

Businesses in other industries that don't naturally have any slow days in the summer, like food service, retail, and shipping, may want to consider other perks when trying to retain and attract employees.

Surprising Ways Tariffs Impact Small Business (And What To Do About Them)

Posted: 07 Jun 2019 10:13 AM PDT

Editor's note: The U.S. has announced its intention to raise tariffs on $300 billion worth of Chinese imports, while China has signaled it would retaliate in kind. The U.S. has threatened Mexico with blanket tariffs of 5% on all imports, rising to as much as 25% later this year, unless Mexico takes action to reduce migration through the southern U.S. border. This is an ongoing story and will be updated as new developments occur.

Amid the turmoil caused by a recent spate of tariffs, there has been a great deal of news, analysis and speculation surrounding financial markets and large industries. While international trade wars are necessarily large in scope and have macroeconomic implications, they can also affect small businesses. The lack of coverage might have left small business owners wondering, "What are these tariffs, and what do they mean for my business?"

What is a tariff, and who pays it?

Tariffs are taxes or duties imposed on a particular class of imports or exports, such as lumber or soybeans. There are a couple types of these taxes.

  • A unit tariff is a fixed dollar amount on a specific item, such as steel. These tariffs are expressed as a dollar amount.
  • An ad valorem tariff is proportional to the value of imported goods. These tariffs are expressed as a percentage and are the most common.

Tariffs are typically paid by the buyer of the imported good, though a private agreement between buyer and seller could exist in which the seller pays the tax. Historically, the purpose of imposing tariffs is twofold: to raise national revenue and to protect a country's companies from being undercut by foreign competition by disincentivizing the purchase of cheaper imports. The effects of tariffs vary, but they tend to raise the cost of an imported good for businesses and consumers, while boosting the affected markets for domestic companies.

What are the Trump tariffs?

The first set of new tariffs was announced by the U.S. on May 31, targeting the steel and aluminum exports of Canada, Mexico and European Union nations. Almost immediately, these nations made clear their intent to issue retaliatory tariffs of their own. In addition to the aluminum and steel tariffs, the U.S. levied lumber tariffs against Canada and is exploring adding automobile tariffs to the list of those levied against the EU.

The U.S. also heavily targeted China for what it has called unfair trade practices, drawing the ire of and retaliatory threats from the People's Republic as well. It began with a U.S.-imposed 25% tariff on $50 billion worth of imported Chinese goods. China struck back with a $34 billion tariff of its own, setting the stage for the ongoing tug-of-war. The two powerhouse economies have dueled throughout the past year in a ceaseless, tit-for-tat trade war characterized by unsuccessful talks and mounting tensions. In May, the U.S. imposed further tariffs on $200 billion of Chinese goods. In turn, China raised tariffs on $60 billion of U.S. imports.

In May, the U.S. agreed to lift tariffs on industrial metals imported from Canada and Mexico, provided the countries adopt new measures to prevent the import of subsidized Chinese steel from being shipped to U.S. markets. The countries also agreed that the U.S. could reimpose the tariffs if there were any signs of a surge of Chinese metals into American markets and that any retaliation by Canada and Mexico would be confined to the aluminum and steel industries.

U.S. threatens new tariffs, while targeted countries promise retaliation

On June 1, the U.S. threatened a blanket tariff of 5% on all Mexican imports, demanding the country do more to reduce migration across the southern border of the U.S. Those tariffs would rise to 25% later this year if U.S. expectations are not met. The U.S. and Mexico remain in talks regarding these tariffs, which could still be avoided.

On June 5, the U.S. threatened to target an additional $300 billion of Chinese imports, which, if approved, would be applied following the G20 Summit in Osaka, Japan, at the end of the month. Public hearings on the newly proposed U.S. tariffs are scheduled for June 17.

"Our talks with China – a lot of interesting things are happening," said U.S. President Donald Trump at a press conference. "We'll see what happens. In the meantime, we're getting 25% on $250 billion, and I can go up another at least $300 billion."

Chinese officials expressed trepidation toward continued escalation of the yearlong trade war, but also a willingness to counter any additional U.S.-imposed tariffs with measures of their own.

"China does not want to fight a trade war, but also is not afraid of one," said Gao Feng, spokesman for the Chinese Ministry of Commerce, in a news briefing. "If the U.S. willfully decides to escalate trade tensions, we'll adopt necessary countermeasures and resolutely safeguard the interests of China and its people."

The last time any face-to-face talks were held between representatives of the world's two leading economies was May 10.

How should small businesses manage the changing market?

Naturally, international tariffs are seismic events that will have massive consequences, but they will also impact small businesses in ways you might not anticipate. In the U.S., small businesses make up 99.7% of employer companies and 48% of the private workforce, so their collective well-being has a huge effect on the economy in terms of employment, wages and growth. In other words, their economic value is highly significant.

Tariffs have indirect and unintended consequences throughout the economies they target and the consumers who live there. Even something as seemingly focused as an import tax on steel and aluminum can have a ripple effect, impacting businesses in other industries. For entrepreneurs, it is important to deftly manage your company as the market adjusts.

"When the elephants dance, everybody gets shaken up," said Lyneir Richardson, executive director of the Center for Urban Entrepreneurship & Economic Development at Rutgers Business School. "In this instance, [small businesses are often] dealing with the supply chain asking for higher costs that cannot be quickly passed on to customers. It means more time thinking about pricing, renegotiating and managing cash flow."

An example of a small business that suffers unexpected consequences could be a small bakery that regularly purchases products like pie tins and whipped cream. While bakeries are far from other businesses in the steel or aluminum industry, products like these are essential to their operations. Odds are that companies that make pie tins or whipped cream (which comes in metal canisters) will adjust their prices to reflect the new costs or lay off their employees. The small bakery that was already operating on razor-thin margins ends up absorbing a good portion of these new costs from its suppliers and will likely have to renegotiate standing arrangements.

If you are in that bakery's position, you can't afford to eat those new expenses. So, what can you do?

According to Richardson, small businesses should keep a few things in mind as the supply chain adjusts to these new tariffs:

  • Stay attuned to profit margin. What costs can you absorb, and which must be covered? Are you able to reduce any expenses to offset the increase in goods subject to tariff-related hikes? Can you renegotiate a favorable deal despite those price increases? Where can you offset costs before raising your prices?  

  • Understand your own pricing. Raising prices is a dangerous game for small businesses. Sometimes a price hike might be necessary to stay profitable when suppliers increase the cost of doing business, but it could keep customers away, damaging revenue. Understanding how you're priced in terms of the market average, as well as how highly your customers value your product and what kind of price increases they would tolerate, is key to making smart pricing decisions.  

  • Manage inventory levels. It is always important to manage inventory efficiently, but especially when costs are rising and uncertainty is high. If your warehouse is full to bursting with goods that simply aren't moving, you have money tied up that could keep your business afloat during stormy weather without passing costs on to customers (or at least minimizing how much of those costs you pass on to your customers). Cash is your business's lifeblood; make sure you only buy and replenish the inventory that moves.  

  • Import/export businesses need to communicate. If you're an import/export business, obviously tariffs represent a more immediate concern. Richardson suggests staying in regular contact and building relationships with government foreign exchange officers who can inform and guide you regarding new or changing policy.

"The biggest issue for small businesses is managing cash flow; it's the oxygen to the business," Richardson said. "When something threatens cash flow, [entrepreneurs] stop spending. Any sort of regulation or tax or tariff that looks like it's going to add a cost, no matter what business you run, slows you. You spend less, you conserve, you watch and wait, you hold on to your cash."

Due to the nature of the specific tariffs, small businesses looking to expand or build new locations should consider doing so now, before lumber and steel tariffs impact prices significantly. Rather than build, you could also consider looking for existing real estate. Need new office furniture, like desks? It might be the time to buy them now, before lumber prices drive up costs.

If the proposed tariffs on Chinese goods go through, tech prices for smartphones, laptops, TVs and other electronics could increase, so you should purchase any new electronic equipment you need soon, or consider purchasing refurbished or used devices.

If you're in the market for these goods, consider financing their purchase to avoid the impact of future tariffs. Not only will tariffs increase the prices of affected goods in the long run, but the Federal Reserve is likely to continue raising interest rates, meaning it is cheaper to borrow money now than it likely will be down the line. [Looking for financing but not sure where to start? Here's a look at some of the best business financing options out there.]

Of course, some small businesses might benefit from the tariffs if they sell goods that previously competed with imported goods from the targeted countries. For example, the price of American steel has already gone up yet remains the more competitive option, considering the tariffs placed on foreign steel.

What's the current landscape, expected impact and future outlook?

The Trump administration is concerned with the U.S.'s current trade deficit with the world. It has been increasingly aggressive in its posture with trade partners in the hopes of closing trade deficits.

Besides steel and aluminum tariffs, lumber tariffs, and possible automobile tariffs, the U.S. has threatened to impose tariffs on billions of various types of Chinese goods. China and other targeted nations have responded with tariffs of their own on a diverse array of products, including American pork, whiskey, machinery, tobacco and coal.

Joseph Foudy, a professor of economics at New York University's Leonard N. Stern School of Business, said the main characteristic of the global trade environment now is uncertainty. That makes it difficult to determine the long-term costs of the escalating, multilateral trade conflict.

"The toughest thing to price in is just the market uncertainty and those effects," Foudy said. "The stock market is jittery, but there's so much uncertainty about what [the] U.S. and others will impose. We see them move nervously but toward no particular outcome. It is slowing down business investment; uncertainty does that ... businesses need to know what's happening or they just put things on hold."

According to Foudy, the future is unclear. The back-and-forth between the U.S. and other nations could continue to grow, or the tariffs could simply be leveraged to extract concessions elsewhere, and the turmoil will wane. It's hard to say, he said, especially in the age of "Trumpian uncertainty."

"I could easily foresee this turning into a series of tit-for-tats where each country is harmed, there is some negative effect on market confidence, and it brings down GDP growth by a quarter or half percent," Foudy said. "But there is so much uncertainty as to whether U.S. will carry through on these threats and how many threats on tariffs are really just to get concessions on other issues."

Like Richardson, Foudy suggested small businesses try to negotiate favorable deals with their suppliers now and, if possible, lock them into that deal for a long term. This, he said, could help businesses avoid cost increases a year or two down the line if tariffs stick.

On the other hand, Foudy said, avoiding long-term commitments with customers could give you more flexibility to raise prices down the line if you must pass on costs to them. However, communicate to them now the potential risks tariffs pose so they aren't blindsided if the day comes you must adjust your prices.

Finally, Foudy said, small businesses expecting impacts on some essential goods should stockpile them now, before prices increase. This could save them a lot of money later, even though the upfront expense could hurt in the short term.

Even if tariffs are here to stay, Foudy said, the real impacts of these economic shifts are never felt until years after implementation. For small businesses worried about cost increases caused by tariffs, now is the time to act.

Some source interviews were conducted for a previous version of this article.

10 Ways to Secure Your Smartphone Against Hackers

Posted: 07 Jun 2019 09:12 AM PDT

Small business owners are keenly aware that protecting their assets is a top priority. Unfortunately, many entrepreneurs have a blind spot when it comes to cybersecurity. Some SMB owners believe they are unlikely to be the target of hackers specifically because of their size; they assume hackers are more likely to target bigger enterprises with more information available to steal. Research does not support this idea, however. In fact, according to Verizon's 2019 Data Breach Investigations Report, "43% of breaches involved small business owners."

In addition to storing sensitive information on laptops and desktops, today's small businesses rely heavily on mobile devices, like smartphones, to get work done. Business smartphones, either provided by the business or the employee, are used for a range of commercial operations: inventory control, customer relations, advertising and marketing, banking and more. As such, they become repositories for valuable data that can be targeted by hackers and malware. Taking the appropriate precautions to protect data is much like investing in an insurance policy, and most of it comes down to instilling best practices across your business, not investing in expensive products.  

Here are 10 simple ways to keep your small business' smartphone data secure.

1. Update your OS and apps promptly.

Most people are guilty of postponing or ignoring operating system updates and app updates, but doing so on a regular basis can open you up to a data breach. Hackers know how to identify and exploit vulnerabilities in systems; as those vulnerabilities are made known to the company, improvements are made to increase security and eliminate weaknesses. The longer you wait to update your phone or laptop, the more out of date your systems are, making you an easier target for hackers.

If your small business utilizes a BYOD (bring your own device) policy, establish a training and awareness program for your employees. Make sure your staff understands that they are expected to take reasonable security precautions when using their smartphones and tablets, including running regular updates and being discerning about app downloads.

2. Lock your devices.

Sure, it's a lot easier to keep your phone unlocked all the time because you can get to your email, camera, texts, and other features more quickly, but just think how you would feel if a stranger found your phone on a bus seat or in a coffee shop and could just tap on your business apps, contacts, and even banking information. If your phone contains client information, you could even end up in the embarrassing position of informing your clients that their data has been compromised, essentially due to negligence.  

To prevent that from happening, always engage the four- or six-digit passcode – or set up a longer alphanumeric code – so that if you ever lose track of your phone, it won't open your entire business to a stranger. Utilizing fingerprint scanning and facial identification is also an excellent option, as it's faster and easier than memorizing an unlock code. Also, be sure to password-protect all mobile apps that contain personal data, such as banking, email and your Amazon account. Don't use the same password for all your accounts, and change your passwords occasionally for good measure.

3. Utilize mobile device management, small business style.

If a work phone gets lost or stolen, you can contain the damage using basic smartphone features. Both Apple and Google offer find device services, such as Find My iPhone and Android's Find My Device, that can locate your phone on a map and automatically disable it. These services can also make your phone ring, either alarming the thief or just locating a phone you have temporarily lost track of. You can even arrange for the phone to delete all information after five to 10 false passcode tries.

For small business owners who want more control, affordable mobile device management software is a good option. If your business currently uses Microsoft Office 365, you should already have access to MDM features through Mobile Device Management for Office 365. There are also stand-alone MDM products like AirWatch's Workspace ONE (a VMware product) and Hexnode, but despite offering SMB solutions, Office 365's MDM is far more suitable for most small business owners.

4. Use Wi-Fi and Bluetooth wisely.

Most people don't think twice about jumping on a free public Wi-Fi connection, but people operating devices with sensitive business information on them should exercise caution. Business travelers often use hotel or conference center Wi-Fi. In general, this is an OK practice as businesses like reputable hotels and event venues have a vested interest in maintaining the security of their Wi-Fi users. However, free public Wi-Fi in areas like shopping centers, cafes, airports, parks or gyms, is often far less secure.

Try to use only your private cell connection whenever possible and switch off Wi-Fi on your mobile phone whenever you are in a public place. And, of course, do not sign on to unencrypted open networks. If that is not possible, consider using a VPN, but choose carefully, as all are not created equal. A VPN tunnels your network traffic through an encrypted connection to a server based in another location. Unless you are wearing a smartwatch that requires a Bluetooth connection for functionality, it's also a good idea to disable Bluetooth when you're out and about.

5. Use two-factor authentication wherever possible.

Two-factor authentication (2FA) is one of the least-favorite security options around because, as the name implies, it requires an extra step. However, it offers another solid barrier to accessing your private information, and two-factor authentication is much easier to use now (thanks to biometric scanners and save-password features) than it used to be.

6. Manage app permissions.

Check the apps on your phone to determine whether they have more privileges than they need to get the job done. You can grant apps permissions like access to the camera, the microphone, your contacts and your location. Keep track of which permissions you've given to which apps, and revoke permissions that are not needed.

For iPhones, go to Settings and tap on Privacy, where you'll see a list of all permissions and the apps you've granted them to. Android users can find app permissions in the Application Manager under Device > Application in some Android versions.

7. Ignore spam and phishing emails.

One of the easiest ways for hackers to access your company's information is through your employee's email inboxes. Even major corporations have suffered breaches due to phishing scams. Incorporate email security training as part of your basic onboarding procedure, and make sure employees are aware that they shouldn't click on links in promotional emails, open suspicious attachments or run updates that are prompted through email (including those that say they come directly from a company, like Microsoft).

Make sure employees understand company policy. For example, let them know that your business will never ask them for personal information or send them links regarding their 401(k) accounts and that if they see such emails, they should assume they are fraudulent. If they want to cross-check their accounts, to make sure their 401(k) or other sensitive information is OK, tell them to go directly to the financial institution's website and log into their accounts directly, rather than clicking on a link in an email.

8. Back up your data.

Bad stuff happens, but don't compound the problem by not being prepared. Always back up your data. This is a general good practice, and it protects your important documents and images in case of any loss.

For an Android phone, make sure "Back up my data" and "Automatic restore" are enabled in the settings and then sync your data with Google. For an iPhone, choose your device in the settings and then back up to iCloud.

9. Use an antivirus app.

Hackers typically use malware to steal passwords and account information. There are plenty of smartphone antivirus apps — some of which are linked to companion desktop apps. These provide enhanced security by ensuring apps, PDFs, images and other files you download aren't infected with malware before you open them. Antivirus apps like Avast, McAfee and Panda can halt such threats.

10. Know where your apps come from.

Don't just download any app to your phone. While iPhones only run apps from Apple's App Store, which vets all apps sold from the platform, standards are not quite as high on Android. The Google Play Store has made progress in ensuring its apps aren't running malware, but the Android platform allows installation from various, less-regulated environments. The best way to avoid malware on Android is to stick with the Google Play Store, unless you are sure you can trust an independent app from somewhere else.

Bottom line

Your smartphone is now a critical extension of your business, not just a novelty or convenience. Its tiny footprint often makes it easy to lose or misplace, or a target of theft. Should disaster strike, your preparation in protecting your privacy and assets will spell the difference between a relatively minor financial loss and a complete disaster.

Built-in mobile device management features, like those in Office 365, give small business owners unprecedented control over the devices their employees use. Take advantage of the security features you already have at your fingertips, instill good security habits in your staff, and, if necessary, purchase additional security software. There is no single solution to secure your smartphone from hackers; the key is to practice as many best practices as you can, as often as you can, to keep your bases covered.

Additional reporting by Jackie Dove.

Emotional Intelligence is the Key to a Successful Company Culture

Posted: 07 Jun 2019 07:00 AM PDT

Research shows that 95 percent of human resources managers believe that that EQ is critically important because it enables people to regulate their own emotions. Workers who are adept at coping with their feelings are more inclined to show empathy and understanding to their colleagues, and better at conflict resolution. Instead of needing constant oversight and mediation, they know how to tactfully address problems and how to encourage their coworkers' best attributes.

Why emotional intelligence matters to culture 

The definition of emotional intelligence is "the ability to recognize, understand and manage our own emotions" and those of others. Emotionally intelligent people are essential to a great corporate culture. You cannot build a dynamic, forward-thinking company if your entire team is constantly anxious, in conflict, or subtly (and not-so-subtly) sabotaging one another. 

When you hire people based not only on skill and job experience but EQ as well, you nurture a self-sustaining culture of greatness. These people want to excel, and they're self-aware enough to know where they need to improve. They're confident in their abilities and committed to the company's collective success, not just their own.

Therefore, they're keen to connect with their peers and their clients, recognizing that they are more effective when they build real relationships. Then, when problems arise, they approach them rationally and compassionately, instead of pointing fingers and wasting the company's time and resources. 

How EQ manifests in the workplace

Here are the ways EQ shows up in strong teams:

Recognition of strengths and weaknesses: Great soccer coaches don't just say, "This guy is a midfielder and this one is a goalie." They understand why each person is in that position and can articulate exactly what skills they bring to it. They have a holistic view of how each individual works as part of the broader team.

Similarly, a good manager knows their departments inside and out. They know who works well together and why, who excels under pressure, and who needs a little extra lead time but will always knock it out of the park. 

Any manager's job is made easier by having employees that are emotionally intelligent. When the team leader provides feedback, they don't take it as personal affronts. They know their strengths and weaknesses and are eager to improve. This dynamic makes for really growth-oriented, high-performing companies because everyone speaks the same language and focuses on the same goals. 

Self-selecting A players: When you curate a team of A players — highly motivated individuals who have a high IQ — you build a culture that tolerates nothing less than everyone giving their best. If someone lands a new position and quickly starts slacking off, their peers will let them know. They ask if there's anything they can do to help and try to bring them up to speed. If that person continues to slack, the culture will force them out.

A team of high-functioning professionals won't allow anyone to ride their coattails or slow their company's progress. You see this at big companies, like Netflix and Google, that have cross-functioning teams. Whether in marketing, operations, or design, you need to work with people across departments who keep up with a high-level work pace. There's no room for people who are unwilling to work as hard as everyone else. 

Self-awareness: Emotionally intelligent people ask, "What do I need to do to be the best me that I can be today? And who can help me do that?" Then they look for opportunities to collaborate with colleagues and leaders who will help them get better. When that is part of the culture, progress happens very rapidly. Everyone witnesses their peers leveling up day after day, which motivates them to improve, too. 

People-centered service: My company emphasizes emotional intelligence among all of our people, and it shows in our services. Our financial advisors don't just work with clients based on their numbers. They get to know their goals, ambitions, and insecurities.

In other words, they see the world through the client's eyes and empathize with their positions. Then they recommend investments and tax strategies based on what's right for that client. Never once have we prioritized products or numbers over client profiles. Every member of our team knows that they must understand the client before they can advise them. 

Emotional intelligence reverberates throughout an organization. By prioritizing EQ in your hires, you build a motivated, dynamic team that supports one another and ultimately drives the company's success.

 

How to Use Twitter Video to Boost Brand Awareness

Posted: 07 Jun 2019 06:00 AM PDT

Tweets with video attract 10 times as many engagements compared to tweets without video. The key to using video in your tweets is making sure the content is being seen by the right audience. You want to make sure your audience will appreciate the video, because if they do you have a greater chance of turning them into loyal, paying customers.

Here are a few ways you can use video content on Twitter to attract your target audience:

Go live

Like most social platforms, Twitter gives users the option to go live so their audience can view them in real-time. This is one of the best ways to increase user engagement. When posting live video, people can leave comments and interact with the host of the live stream. A Livestream survey found that 82 percent of users prefer live video to regular social media posts. 

With live streaming, the possibilities for your business are endless. People like to view content as it's happening because it creates a personalized experience and makes the interaction feel less like it's between a business and customers, and more like a friendly chat. It's easier for users to gauge if your brand is for them through a live stream because it's raw, unedited footage.

Use this opportunity to explain your products, live stream an event, or host a Q&A. The more your audience is familiarized with your brand, the likelier they are to move further down the conversion funnel and become paying customers.

Showcase new products

Sometimes it simply isn't satisfying enough for consumers to look at photos of products online. You can't properly gauge every angle, nor discuss in-depth how it benefits your target market and brings solutions to their problems. Providing video gives your audience a clearer view of the product and how it works so they can see if it fits into their lifestyle and caters to their needs.

When you create a Twitter post trying to sell your content, adding video will take you a long way. According to Twitter, 82 percent of users watch video content. This is a clear sign that using multimedia will go a long way toward helping you reach your audience.

The goal with showcasing products both old and new is to get users to take some sort of action, whether that's following your Twitter account, heading back to your website to check out more content, or signing up for your email list. It's always wise to demonstrate your products to users so they feel they can trust you as a brand and rely on your credibility.

Keep it mobile friendly

Twitter data found that 93 percent of video views happen on a mobile device. If you aren't optimizing for non-desktop users, you aren't catering to nearly an entire audience that consumes video. And if you aren't catering to 93 percent of users, there's no way you'll be able to attract the right followers.

Always optimize your video content for mobile. Add subtitles to your videos so everyone has the ability to watch and understand what they're seeing. Videos including text are 11 times more likely to be viewed and generate 28 percent higher completion rates. If your videos include text, it'll increase your engagement rates leading to new followers you know actually enjoy your content.

Additionally, be sure your videos look good on mobile devices and have the right sizing and proportions that aren't distorted.

It can be tricky trying to figure out how to use video on Twitter to attract the right followers if you've never had a strategy to do so. However, it's not impossible. By keeping your audience at the forefront of your mission and making it about catering to their needs, you're already one step ahead of your competitors.

Make sure to optimize your video content for mobile so all users can enjoy what you put out. Use video to tease upcoming products or show off ones already on sale and be sure to take advantage of Twitter live video to connect with your audience on a personal level and show them what your brand is really about.

What's the Difference Between a Tax ID Number and a Corporate Number?

Posted: 07 Jun 2019 05:00 AM PDT

  • Tax ID numbers refer to five different types of numbers, including Social Security numbers and Employee Identification Numbers.
  • Corporate number is a term used to describe Employee Identification Numbers.
  • Social Security numbers are individual tax ID numbers.
  • Corporate numbers, or Employee Identification Numbers, are tax ID numbers for businesses.
  • Sole proprietorships and single-member LLCs may use Social Security numbers as their tax ID number rather than corporate numbers.

As an individual or a business owner, managing taxes can be a struggle. There are hundreds of forms, rules and exceptions out there that the average person probably hasn't even heard of. Filing your taxes can be tricky, especially if you don't understand the terminology.

We'll take you through the difference between a taxpayer identification number and a corporate number to improve your knowledge of these two similar, yet different terms. For those wondering what the difference is between a tax ID number and a corporate number, it's important to define both terms and dig deeper into the complexities.

What is a tax ID number?

A tax identification number, or TIN, is defined by the Internal Revenue Service as an ID number used by the IRS to administer tax laws. This definition is a bit vague and requires further digging. Let's start by explaining the five types of TINs.

  • Social Security number (SSN) – To receive a Social Security number, you either need to be a U.S. citizen or a legal alien. SSNs are nine-digit identification numbers that are formatted like "NNN-NN-NNN." These numbers are needed to work, collect Social Security benefits and other government benefits. The Social Security Administration stresses the importance of keeping this document safe, as it is an important identification number.
  • Employee Identification Number (EIN) – This is also referred to as a federal tax identification number or an Employer Identification Number. EINs identify business entities and can be looked at like Social Security numbers for businesses. EINs for publicly traded companies and nonprofits are available to the public. Nonprofit EINs are made available so people and businesses donating to the nonprofit can confirm that the organization holds tax-exempt status from the IRS. This is a good way to confirm a nonprofit is registered correctly with the IRS before donating to the organization.
  • Individual taxpayer identification number (ITIN) – Formatted just like a Social Security number, ITINs are defined by the IRS as, "a tax processing number only available for certain nonresident and resident aliens, their spouses, and dependents who cannot get a Social Security number."
  • Taxpayer identification number for pending U.S. adoptions (ATIN) – An ATIN is a temporary nine-digit code for those adopting a U.S. citizen or resident child where the adopting taxpayers are not able to get a Social Security number before filing taxes. This is a very specific use case, and this form of TID is personal in nature.
  • Preparer taxpayer identification number (PTIN) – Paid tax preparers are required to use PTINs on any tax returns they prepare. You can apply for this online or by using paper forms.

An EIN is commonly the form of taxpayer identification number a business will use. Businesses can apply for an EIN online, through the IRS' website. An EIN, along with the other four numbers mentioned, are all forms of taxpayer identification numbers. [Interested in finding the right online tax software to help your small business? Check out our reviews and best picks.]

Some businesses, like sole proprietorships, use their own personal Social Security numbers on tax forms related to their business.

"Business that are registered with the IRS typically use an employer ID number for the business identity," said Selva Ozelli, international tax attorney and CPA. "An EIN is used by all other types of businesses, even if the business has no employees … The single-member LLC business type is an exception. If you are the sole owner of an LLC, you should use your Social Security number, not the EIN of the business."

The purpose of tax ID numbers is to assign a number to each taxpayer, whether that's an individual or a business. These numbers are unique to each person or business, which makes it easy for the government to track. There are several different types of tax ID numbers that are used to differentiate the wide range of taxpayers.

Additionally, there are state tax ID numbers that are only used to report state taxes. The IRS requires a state payroll tax return for each of a business's employees.

What is a corporate number?

A corporate number is a number given to corporation or LLCs when the organization's articles of incorporation are approved. This number is the equivalent of the federal tax identification number, or EIN.

"Corporate tax ID is interchangeably used with EIN, which applies to entities other than corporations as well," said Ozelli.

California corporations, however, receive seven-digit corporation numbers that are assigned to them by the Secretary of State or the Franchise Tax Board. LLCs receive a corporate number composed of 12 digits. These can then be used to apply for EINs. For most states, though, a corporate number is the equivalent of an EIN.

The difference between a tax ID number and a corporate number

A taxpayer identification number refers to five different types of numbers used to identify taxpayers. Those five types are Social Security numbers, Employee Identification Numbers, individual taxpayer identification numbers, taxpayer identification numbers for pending U.S. adoptions and preparer taxpayer identification numbers. For businesses, EINs are the most relevant tax ID numbers. These help the government track business taxation on the federal level. Sole proprietorships and single-member LLCs may use Social Security numbers as their business's tax ID number.

Corporate numbers are a term used interchangeably with Employee Identification Numbers. The official term used by the IRS and other government entities is Employee Identification Number or federal tax identification number.

Tax ID numbers are used for federal taxation and apply to both individuals and businesses, whereas corporate numbers and EINs apply solely to businesses. In short, corporate number is a synonym for Employee Identification Number, which is a form of tax ID number.  
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