Accounts, Passwords and Ownership - Web Design Services Newmarket Rosewood VA

Accounts, Passwords and Ownership - Web Design Services Newmarket Rosewood VA

Most businesses have a website.  With that website comes a TON of associated accounts, usernames and passwords.  Do you have a process for recording and organizing this information?  If not, you could be lining yourself up for major headaches when you actually need access.  I’m going to share some tips and best practices for recording and organizing passwords, accounts and who should hold ownership of these items.

Website Access

Unless you moonlight as a web designer, chances are you had someone build your website for you. When they finished the project, did they supply you with login access?  What level of access did they give you: administrator or simply user?

What happens if that company goes out of business?  Now you have no way into your website, and no one is answering your phone calls or emails.  This may force you to build a new website. But the next problem presents itself, did that bankrupt company provide you with your domain and hosting credentials?

Domain & Hosting Access

There are two services that websites require to operate: a domain and a hosting plan. The domain is the actual URL or Web Address of your website i.e. www.example.com. The hosting plan is the space on a server that your website needs in order to be on the World Wide Web. In some cases, both services are under the same provider, with one username/password.  However usually they are between two, three, sometimes even four providers depending on how many domains you own.

I have one client who has 5 domains and has been in business for many years. During this time, she has used 3 different web service providers who all preferred to use different domain registrars. This has led to a hunt to track down all the credentials for each domain.

Avoid These Headaches – Ask for Your Passwords Up Front

Be up front in asking for your passwords. If the vendor doesn’t want to provide you with this information, what’s their reason for not sharing this with you? More often than not, it’s because they want to tie you to their services. Trying to take charge of something you’re unfamiliar with is a hassle; they know this and can try to capitalize on it.

Choose to Work with a Transparent Company

Ask questions before you sign a contract. I always prefer to register my clients’ hosting accounts in their own name billed directly to their own credit card. I will fully manage it for them, but this way there is never a struggle for ownership. That way they have full freedom and can never be “held ransom” by an organization.

Keep Your Own Master Credentials List

I always recommend either you keep a copy of your credentials, or your VA does and shares an updated version with you frequently. There are many ways to record your credentials, and the right one for you depends on your level of confidence and security with storing information online.

I personally believe in keeping records in multiple ways. I keep a version on a Secure physical backup drive, then on a secure cloud. And I actually keep some very critical information only written and in a secure location. It’s ultimately up to you, find what works best and stick to it! Out of date passwords are just as bad as no password at all!

If you have questions about your current configurations, access or ownership, please reach out. I love helping my clients find peace of mind.

Don’t forget to join the conversation online on FacebookTwitter, and LinkedIn for even more tips.

Until next time,

Deanna

how to make your small business green

Last week I was invited to join the board of the Green Connections Networking group based in Newmarket, ON.  I was thrilled to accept and am looking forward to connecting with other like-minded entrepreneurs and small business owners. This new role got me seriously thinking about how I can make my small business green, or at least greener.

My business is web designer and online marketing, which is already fairly green.  I work from home, therefore not contributing to travel emissions on a regular basis. I keep my home fairly cool in the winter, and warm in the summer.  And we ALWAYS ensure the lights are turned off in unoccupied rooms.

But what could I do to make my business even greener?

Reduce Paper Waste

I am an avid note-taker, and can go through journals very quickly. I have tried taking notes on my iPad, but it never caught on.  A client of mine, Heather from Walk It Off Spinal Cord Recovery, introduced me to a device called a Boogie Board.  It resembles and iPad, but is used solely as a writable screen. Although I haven’t tried it yet, she showed me hers and I’m very intrigued! You can check it out here at Staples or Costco.

Carpool to Networking Events

Why not extend your networking experience and set up a series of carpools to the event? Not only can you meet new people at the event, but you can spend more time with people who live closer to you.  Saving emissions and building a network; what could be better!

Support a Green Niche

I am a huge advocate for supporting business within a green niche.  I don’t mean that they specifically have to be in a green industry, but I want to support businesses that do no harm to people or the planet. If their organization has a green initiative then even better! We as consumers and small business owners have the power to drive change in our communities.  If we can make our small business go green, we can encourage our community to too!

What steps are you taking to make your small business green? We would love to hear them in the comments below.

Don’t forget to join the conversation online on FacebookTwitter, and LinkedIn. And sign up for our monthly news for even more tips.

Until next time,

Deanna

virtual admin newmarket working remotely

Canadian winters are long, and you can usually find me in my office, wrapped up in a large blanket working away until the early hours of the morning.  The sun doesn’t come out much so who can keep track of time?  But it seems we are (usually) rewarded with incredible summers and falls. Let’s hope this year is just as warm and sunny as last year!

When summer comes around, I am especially thankful that my career allows me to work remotely from almost anywhere. Even from the cottage or on the dock, I can hot-spot my cellphone and work from my laptop.  With modern technology I can manage my business from anywhere.

What Does a Virtual Admin Do?

I’m a Virtual Admin, or Virtual Assistant.  I specialize in helping entrepreneurs and small businesses with some of their day-to-day work that can be done remotely.  This helps reduce their workload so they can concentrate on running their business. I am also a WordPress website developer, building affordable websites for small businesses. And other work that can be done remotely like social media marketing, blogging, newsletters, etc. Read more