Tag Archive for Business

Master Email for Business Efficiency

Master Email for Business EfficiencyEmail is one of the best things that has happened to business efficiency since telephones landed on the office desk.  For instance, in 2023, global electronic mail (email) traffic reached approximately 347.3 billion messages daily.  To put this into perspective, imagine stacking 4,021,296,296,296 standard 8.5″ x 11″ sheets of paper.  This stack would equal seven trips to the Moon.  Moreover, by 2026, email traffic is expected to surpass 390 billion.

people misuse and misunderstand the technology in many waysDespite its popularity, people misuse and misunderstand the technology in many ways.  Therefore, remember to treat office messages as potentially accessible by authorized parties.  For example, your boss can legally read your communications if you’re an employee.  Similarly, your information technology department can probably read your mail if you’re the boss.

Email is impossible to destroy

Once you hit the “Send” button, your note is gone and impossible to destroy.  Consequently, for several reasons, you will never know who received a forward or what hard drive your note lives on.

Human Error:

  1. Misaddressing: Typing the wrong address can lead to messages being sent to unintended recipients.
  2. Reply All: Accidentally clicking “Reply All” in a group mail can broadcast the message to everyone on the list.
  3. Forwarding: Recipients may forward the message, even if the original sender intended it to be private.

Technological Issues:

  1. Data BreachesEmail Spoofing: Malicious actors create messages that appear legitimate, tricking recipients into opening them.
  2. Data Breaches: Compromised email servers allow hackers to access and distribute emails.
  3. Clients and Servers: Bugs or vulnerabilities can lead to unauthorized access.

Organizational Factors:

  1. Lack of Clear Policies: Organizations without clear communications confidentiality policies may lead to misuse.
  2. Inadequate Training: Employees unaware of email risks may mishandle sensitive information.

Email is more like a virus.

You’re mistaken if you think online correspondence is temporary, like a phone call.  Instead, it’s more like a virus that you can’t cure.

Even with electronic mail’s many benefits and entrenched position in users’ lives, many users post like their mothers never taught them online manners.  To address this, some fundamental mail rules (Netiquette) help create a positive and respectful online environment.

The first rule is to avoid using ALL CAPS, as it conveys shouting.

Another email gaff is a subject line like’ IMPOR—T—PLEASE, READ,’ which often leads to less critical content.  These subject lines are like a bait-and-switch itch for unimportant messages.  In contrast, if it were essential, the subject line would read something like “Evacuate-Kitchen Fire.”

Subject lines

Subject lines should summarize emails, aiding busy readers in prioritizing.  Remember when you were in fifth grade, and you learned how to pull the “main idea” out of a story?  If you wondered why, you learned that now you know: It was because your teacher knew that email would be invented and was teaching you how to complete the subject line.
 
Another no-no is the hanging subject line that continues in the email body.  Clearly, this is someone who struggled with the “main idea” concept in Mrs. Jones’s fifth grade.

Don’t send an email

Don't send an e-mailDo not say negative things in online correspondence.  DON’T!  (Yes, I yelled.) Negative messages are likelier to find their way into a courtroom because people don’t sue each other for happy things.  Remember.  Written words create a record that may need defending later.  The heat of the moment has a funny way of playing out in court years later.
 
Next, let’s look at it from a human perspective.  Negative email words linger, affecting readers each time they revisit the message.  Furthermore, the written word seems much weightier than the spoken word.  Balancing tone in writing is challenging; written words often carry more weight than spoken ones.  Therefore, if it’s negative, get up from your desk and see the person.  Could you not send them an email?
 

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Do yourself a favor and remember one thought: electronic mail is forever.
 

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Ralph Bach has been in IT for a while and has blogged from the Bach Seat about IT, careers, and anything else that has caught my attention since 2005.  You can follow me on Facebook or Mastodon.  Email the Bach Seat here.

Why Soft Skills Matter in Today’s Job Market

Why Soft Skills Matter in Today’s Job MarketSoft skills, often overlooked but crucial, have derailed numerous projects. It’s time to stop calling interpersonal skills soft. They are hard. Business projects frequently demand teamwork, highlighting the equal value of interpersonal skills to technical expertise. Business leaders seek employees with strong teamwork, collaboration, communication, problem-solving, and other emotional and cognitive abilities, especially for today’s diverse and geographically dispersed teams.

What are soft skills?

Soft skills are personal attributesSoft skills are personal attributes that support situational awareness and enhance an individual’s ability to get a job done. They are often synonymous with people skills or emotional intelligence. Unlike hard skills, which describe a person’s technical ability to perform a specific task, soft skills are universally applicable across job titles and industries. As the adage says, hard skills might get someone an interview; soft skills will help them get (and keep) the job.

These skills complement and enhance hard skills. For instance, a talented engineer who can effectively communicate their ideas will be more successful than one who cannot.

Soft skills that are in demand

Employees with high emotional intelligence, strong communication, and interpersonal skills are likelier to articulate goals clearly and lead teams effectively. These skills are essential for multi-member, multi-disciplinary, geographically and culturally dispersed teams.

What company leaders value

For businesses with a customer service or relations component, solid soft skills ensure positive relationships between customers and the company without extensive training. Here are some of the top soft skills that company leaders value:

  • soft skills that company leaders valueAttention to detail.
  • Big picture thinking.
  • Common sense.
  • Communication.
  • Conflict resolution.
  • Decision making.
  • Manage time effectively.

Other critical soft skills include:

  • Adaptability.
  • Confidence
  • Creativity
  • Enthusiasm
  • Empathy
  • Friendliness
  • Good manners
  • Listening skills
  • Honesty and integrity
  • Negotiation.
  • Positive attitude
  • Self-motivation
  • The appropriate use of humor
  • Perseverance.

Unlock your full potential in the workplace

Start investing in your soft skills today! Developing them is essential whether you’re looking to advance your career, improve your relationships with colleagues, or become a more effective communicator.

advance your careerTake the first steps:

  1. Attend a workshop or training: Many organizations offer communication, teamwork, and leadership classes.
  2. Seek feedback: Ask your colleagues and supervisors for honest feedback on your performance.
  3. Practice self-awareness: Reflect on your strengths and weaknesses, and identify areas where you can improve.

Remember, Soft skills are not just a luxury; they’re necessary for success in today’s competitive job market. By prioritizing their development, you’ll be well on your way to achieving your career goals.

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Ralph Bach has been in IT for a while and has blogged from the Bach Seat about IT, careers, and anything else that has caught my attention since 2005. You can follow me on Facebook or Mastodon. Email the Bach Seat here.

Protect Yourself: Avoiding Election Season Scams

Protect Yourself: Avoiding Election Season ScamsAs we approach election day, we have all received more requests to sign petitions, fill out polls and surveys, and donate to causes and campaigns.  Scammers know that political campaigns often ask for your information and money.  Fraudsters are taking advantage of this avalanche of election messaging to pose as campaign workers.  Be on guard; participating in the democratic process shouldn’t compromise your identity.  Try these tips for performing your civic duty this November without getting duped by a scam.

Do your election research.

Scammers see elections as an opportunity to take advantage of peopleDo your election research to protect yourself from election-related scams.  Scammers target elections as opportunities to take advantage of people.  Additionally, fraudsters may call or email you, pretending to raise funds for a specific group or candidate.  Therefore, before you donate, ensure you’re contributing to a legitimate organization.

Furthermore, Take your time.  Be wary of any caller or message using pressure tactics to raise funds.

Do your research.

After researching and deciding to donate online, ensure the website is legitimate and the URL starts with “HTTPS.” Scammers can create copycat sites that look like the real thing.  Alternatively, the safest way to donate is at a local campaign office.

Be stingy with your personal information.

scams to steal personal details.Security experts say that identity thieves have used election or voter registration scams to steal personal details.  So, you should think twice about signing a petition at the farmer’s market or clicking on that link in the text urging you to register to vote.  Suzanne Sando, Senior Analyst at Javelin Strategy & Research, warns, “Scam election-themed texts sneak in between legitimate communications.  They take advantage of your sense of urgency and passion about the election, especially since the last few elections have been so emotionally charged.”

If you fill out a voter petition or survey, be picky about what you share.

  • Never give out your Social Security or driver’s license number.
  • Don’t be afraid to ask if specific fields are required.
    • Be wary when a campaign worker or pollster offers you a gift card for filling out a political survey.  Political campaigns don’t offer prizes or rewards.
    Never give out your financial information, such as credit card numbers or bank account details, when participating in a poll or survey.  Pollsters may ask for demographic or political affiliation information but should never need more.

AI impact on the election

A robocall is an automated phone call that delivers a pre-recorded messageSince 2022, there has been an explosion in the use of artificial intelligence (AI) to generate robocalls.  Every person in the U.S. is estimated to get 161 robocalls per yearA robocall is an automated phone call that delivers a pre-recorded message.  They typically rely on a computerized autodialer, a system that can place multiple calls delivering the same message simultaneously.  It’s a robot making a phone call, hence the name “robocall.”

AI can be exploited to create sophisticated robocalls that impersonate credible sources, manipulate voter sentiment, or spread misinformation.  In response to the spread of this type of fraud, the Federal Communications Commission (FCC) recently made AI-generated calls illegal.  It’s essential to be skeptical of any unexpected calls you receive from someone claiming to be a particular political candidate or celebrity, such as Tom Hanks, Taylor Swift, President Biden, or Elon Musk.

Election call spoofing

Another way scammers try to get your information is through spoofed calls.  The caller ID on your mobile may say the call is from a campaign or organization’s office, but this can be faked.  Spoofing occurs when a person hides behind a phone number that’s not assigned to the phone they’re calling from.

Social Media

Social mediaAlways perform these steps when interacting with a candidate or cause on social media.  First, before clicking a link in an election-themed social post, give it a once-over for phishing hallmarks.  Phishing hallmarks include blurry images and typos.  Hover your mouse over any links before clicking on them.  Next, be wary before sharing or re-posting election-related content you find online.  AI is increasingly being used to spread election disinformation and trick voters.  Do your research before sharing anything you find online.  Finally, trust your gut.  If they seem to be asking for too much information, do not share your information.

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If you practice good cyber hygiene, the issues surrounding election-time scams are manageable.  It is important to remember several facts about voting.  It matters; this is your chance to support and voice your opinion.

You must be registered to vote.  If you register to vote publicly, opt to hand-deliver or mail in the required form rather than leave it behind.  Better yet, visit Vote.gov or your local election office to register.

  • You can only submit your vote in the ballot box or via an absentee ballot.
  • Ignore claims that you can register to vote or cast your ballot by phone, text, or email in exchange for sharing your personal information.

 

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Ralph Bach has been in IT for a while and has blogged from the Bach Seat about IT, careers, and anything else that has caught my attention since 2005.  You can follow me on Facebook or Mastodon.  Email the Bach Seat here.

Securing Your Data from LinkedIn AI Models

Securing Your Data from LinkedIn AI ModelsIn September 2024, LinkedIn started using your data to train its artificial intelligence (AI).  LinkedIn’s AI is a large language model (LLM) designed to recognize patterns and connections within data. LinkedIn’s generative AI is trained on huge sets of data. The data is often scraped from publicly available Internet resources. Think news articles, academic research, government reports and public information, for example.  It need the data to learn how to improve grammar, vocabulary, and context.  The more diverse and higher-quality data it collects, the better its predictions and accuracy.

LinkedIn's generative AITo improve its bot, LinkedIn collects data when you interact with its generative AI, whether composing a post, changing your preferences, or providing feedback.  LinkedIn also gathers data when you engage with other people’s posts on LinkedIn.  The artificial intelligence training option is turned ‘on’ by default.

Fortunately, LinkedIn added an opt-out option for the LLM training.  Otherwise, beginning November 20, it would start using your data for AI training.  According to LinkedIn’s FAQ page,

“opting out means that LinkedIn and its affiliates will not use your personal data or content on LinkedIn to train models going forward, but it does not affect training that has already taken place.”

affiliatesMicrosoft owns LinkedIn, which means that LinkedIn “affiliates” refer to companies owned by Microsoft.  Microsoft has a stake in 289 companies, including five artificial intelligence firms.  Therefore, based on LinkedIn’s FAQ statement, LinkedIn’s LLM and its 289 affiliates use your data.

One of the primary concerns about LinkedIn using your data for AI training is the potential invasion of your privacy.  These models often produce outputs based on the data provided during training.  A generative artificial intelligence model will show you rehashed or repurposed versions of its training data as output.  Rachel Tobac, CEO of SocialProof Security, told Technopedia,

“It’s likely that elements of your writing, photos, or videos will be merged with other people’s content to build AI outputs.”

Stop LinkedIn from using your data to train its AI

Stop LinkedIn From Using Your DataTo stop LinkedIn from using your data to train its AI models, follow these steps:

  1. Log in to your LinkedIn account.
  2. Click on your profile picture in the header menu.
  3. Click the “Me” option in the top bar
  4. Choose “Settings & Privacy.”

Choose "Settings & Privacy."

5.  Next, select “Data Privacy” from the left sidebar and click on “Data for Generative AI Improvement” on the right.

Choose "Data Privacy"

6.  Under the “How LinkedIn uses your data” section, look for the “Data for Generative AI Improvement” option.

Toggle the setting to "Off".

7.  Toggle the setting to “Off.”

These steps prevent LinkedIn from using your data for future artificial intelligence training.

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Congrats to LinkedIn.  Despite sneaking the change in without telling us, they did the right thing and made it easy to opt out.  Google requires you to download a special tool to edit your robots.text file.

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Ralph Bach has been in IT for a while and has blogged from the Bach Seat about IT, careers, and anything else that has caught my attention since 2005.  You can follow me on Facebook or Mastodon.  Email the Bach Seat here.

The Ghosts of Mackinaw Island

Mackinac Island, set in the Straits of Mackinac, separates Michigan’s Upper and Lower Peninsulas. It has a timeless atmosphere and outstanding natural beauty. With attractions like Arch Rock, Mackinac Island is one of the Great Lakes region’s most scenic and charming attractions. The island has received many awards. In 2024, it was voted the “No. 1 Best Summer Travel Destination” in USA Today’s “10Best” Readers’ Choice awards. The island was ranked the fifth-best place in America to see Fall Foliage. Mackinaw Island also has a darker side. It is the home of many ghosts. In 2021, The Shadowlands Haunted Places Index named Mackinac Island the most haunted place in America.

Mackinac Island is a top-rated destination for tourists and ghosts. More than 100 individual ghosts have been reported on the island, making it one of the most haunted places in Michigan! The island’s original inhabitants were the Anishinaabek people (Odawa, Ojibway, and Potawatomi). The island was a sacred burial ground for the Native Americans. However, in the late 1600s, European expansion drove the native people out. Beginning in the 1790s, the British established a base on the island during the American Revolutionary War. Later, it was the site of two significant battles in the War of 1812. There was even a witch hunt on the island in the 1700s. All that history has made for some pretty diverse ghost reports. Here are a few of the most well-known Mackinaw Island ghosts.

Grand Hotel Ghosts

Haunted Grand HotelThe stately Grand Hotel, with its record-breaking porch, is a serene place to sit and chill. However, the hotel is also well known for its paranormal activity. In 1887, the Grand was built over an old cemetery with so many dug-up skeletons that the excavators lost count. Legend says that the construction crew gave up on removing the bodies and instead built the Grand over the whole thing, causing the unsettled spirits to walk the grounds—and inside—the Grand Hotel.

One of the more well-known spirits is the “woman in black,” who walks her big white dog up and down the hotel’s massive front porch after dark. Another ghost is Little Rebecca.” The little girl passed away on the grounds and haunts the fourth floor. She is often spotted floating or walking through the halls and disappearing to nowhere.

 "evil entity" that appears as a black mass with glowing red eyes.The local favorite is a story about an “evil entity” that appears as a black mass with glowing red eyes. A maintenance man working on the hotel’s theater stage reported that the black mass rushed after him and knocked him off his feet. He awoke two days later and never returned.

Mission Point Ghosts

What is now known as Mission Point Resort began in 1825 when Amanda and William Ferry built a home to “educate” native children. The home evolved into the Moral Re-armament Building, another haunted island building.

In 1942, wealthy people on Mackinac Island led the MRA in Michigan. The MRA rented the Island Hotel on Mackinac Island. In 1946, supporters bought the Mission Hotel, making Mackinac Island the MRA’s world headquarters. The MRA then established the short-lived (1966-1970) Mackinac College.

One of the island’s most famous ghosts is Harvey. Harvey was a student at Mackinaw College. Tradition says he was so in love with his girlfriend that he wanted to marry her, but she turned his proposal down.

According to legends, he went into the woods and committed suicide. He went missing in February. It took until July to find his body. Although suicide was the official cause of death, many believe that there was another person who was involved in his death.

Harvey, the ghost, is said to flirt with women and be a practical joker with men. Others have reported hearing disembodied voices whispering in their ears and feeling watched or observed.

Lucy

The MRA buildings eventually became Mission Point Resort, a destination-style vacation complex. “Lucy” haunts Mission Point Resort. Tradition says that Lucy was suddenly taken ill on the island, but her parents had to leave to take care of business in Detroit. She died before her parents got back. Locals and tourists report seeing the apparition of a little girl on the balcony of Mission Point and hearing a young girl. The SyFy Channel’s TV show Ghost Hunters featured Mission Point Resort.

Drowning Pool Ghosts

Drowning Pool: In the early 1700s, when Fort Mackinac was at its heyday, many brothels popped up. The good people of Mackinaw accused seven women of being witches and enticing unsuspecting soldiers, fur traders, and husbands to their houses. They were subjected to a trial by water, also known as the “dunking” method. The women were tied to rocks and thrown into a lagoon between Mission Point and downtown Mackinac. If they sank, they were deemed innocent; if the accused floated, they were considered guilty. All seven women were innocent because they sank and drowned. Thus resulting in the drowning of seven women in the Drowning Pool.

The fear of witchcraft in colonial America was deeply rooted in the belief that women who did not conform to the expected roles of purity and chastity were more susceptible to the devil’s influence.

Visitors and residents report splashing, shadows, and dark figures floating above the surface of the Drowning Pool. Many believe the figures are the ghosts of seven drowned women.

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Ralph Bach has been in IT for a while and has blogged from the Bach Seat about IT, careers, and anything else that has caught my attention since 2005. You can follow me on Facebook or Mastodon. Email the Bach Seat here.