Kanban: An Idea for Organizing Your Work

Kanban is a methodology that focuses on continuous improvement and task management. It’s often used in technology as part of Agile development and also in manufacturing. It was originally developed as part of Toyota’s TPS (Toyota Production System).

It’s a board and a process of organizing and prioritizing your tasks. To learn more about its history and the methodology, check out this link. The goal is to move your tasks through the process to completion. There are lots of electronic Kanban boards that you can track your work. You can also create one on a whiteboard, in a spreadsheet, or on a poster for your wall. When we started, we used a long piece of craft paper. We added columns and used sticky notes to represent our tasks.

The column titles vary slightly, but the idea is to finish items you start before you start something else. When you add tasks to the “wish list” or backlog, you prioritize them according to importance or deadlines. The graphic above has “Ideas,” “To Do,” Doing,” and “Done” as the headers. I usually use “Backlog” for ideas, “Planning,” “In-Progress,” and “Done.” In my IT world, my team does Quality Assurance Testing, so we often have another column under “In-Progress” for Testing.

Each day or every few days, the teams meet for a short stand-up and update their progress. Writing is often not a team-sport, but you can still use the methodology to track your open and in-progress work. The electronic Kanban boards often provide metrics on how long it takes for you to do tasks. This is good for repeatable tasks. It should give you an idea of how long it will take next time, based on past history.

I like the organization that these boards provide. When you’re working on an IT project or software development, there are thousands of little tasks that are key, and you need to keep them in the right order because many have dependent tasks. (It sounds a lot like resarching, writing, editing, and marketing a book.)

Check it out. You don’t have to go crazy with buying an application. You can create a Kanban board in Excel or a Word table or on a large piece of paper. I like using sticky notes because you can easily move them from column to column. And there’s a great sense of accomplishment with that “Done” column is full.

8 Computer Tips Writers and Everyone Should Know

I’ve got my technology hat on today. Here’s my list of 8 computer tips that every writer should be aware of to stay safe.

1. Always back up your work (to the cloud, an external hard drive, a thumb drive, etc.). There is nothing more heart-breaking than loosing your file (or your work in progress).

2. Do NOT click on links (in emails, on webpages, or in texts) that you don’t know where they came from. This is the easiest way to get your device infected.

3. Always update your computer, tablet, and phone with the latest patches and fixes in a timely manner. Many of these are fixes to security vulnerabilities.

4. Reboot your computer frequently. Many patches, installs, and fixes require a reboot to take effect. Plus, computers and phones (like people) need to be reset periodically.

5. When out, avoid using public computers and device chargers. You don’t know if they are infected or who is monitoring them.

6. Know which of your home devices have blue tooth connections. If there is no reason to have it on, turn it off and don’t accept pairing (requests to join) from unfamiliar devices.

7. Make sure your passwords are saved in a secure place [e.g. a software manager (software used to securely manage your information)]. They shouldn’t be in a Word file on your computer, a piece of paper, or a sticky note. It’s also not a good practice to save your passwords for websites to your internet browser.

8. Keep removable storage devices (e.g. thumb drives, external hard drives, etc.) in a secure place.

Watch out for Mobile Malware

Malicious software that targets devices and accesses your sensitive information is called mobile malware. Applications, email, texts, and webpages are ways that this software can affect and infiltrate your devices.

Here are some tips to help you protect your mobile devices and accounts:

• Stay current with your software updates. These contain patches to fix vulnerabilities. If you skip updates, your device isn’t protected.

• Use secure WiFi. This can limit attackers from introducing malware on your device.

• Don’t click on questionable links in texts and emails. This one should be on the list multiple times. This is the easiest way for you to let a bad guy in.

• Be aware of who you’re responding to in texts. Attackers often impersonate people you know or might respond to. These are called smishing attempts/attacks.

• Only download apps from reliable sources (your trusted app store). You take a chance if you download from a link or an unknown website.

Be careful out there. There are a lot of bad actors. You have to be vigilant all the time.

23 Tech Terms Writers Should Know

Technology has its own vocabulary, and I’m often fascinated with the terms and where they come from. Here’s a list of 23 that could worm their way into your writing.

1. Account Harvesting - This is the method of collecting a system’s account names.

2. Back Door - This is a tool that’s installed to give the attacker access and bypasses security.

3. Biometrics - These are physical attributes of a user that can be used to provide access to a device or software (e.g. retinal, fingerprint, or facial scans).

4. Brute Force - This is a type of attack that tries all possibilities by bombarding the victim with one option after another in a continuous attack.

5. Cookie - When you access a website with your browser, some information is stored on your computer that can be retrieved later.

6. Data Mining - This is a technique used to analyze information, sometimes from different sources. It’s often used in business and marketing tasks.

7. Denial of Service - This is a type of attack that prevents users from accessing system.

8. Hardening - This is when computer engineers identify and fix vulnerabilities.

9. Honey Pot - These are defense mechanisms that appear to be vulnerabilities in a system. When attacked, they track information on the attacker. (Flies are attracted to a honey pot.)

10. Least Privilege - This is where system administrators assign the least amount of access or permissions necessary for a user.

11. MAC Address - This is the number that uniquely identifies your network device from all the other devices.

12. Masquerade Attack - This is a type of attack where one system falsely poses as another. It pretends or assumes the identity of the victim.

13. Phishing - This is when the bad actor uses emails that look like trusted sources to get the victim to enter his or her credentials. It allows them to steal logins, passwords, and other personal information.

14. Ping (Packet Internet Groper) - The is the time it takes a small data set or communication to go from a server to your device and back again. It allows the sender to see if the destination exists or accepts requests. It takes its name from a submariner’s sonar pulse.

15. Plain Text - This is ordinary (readable) text before it is encrypted or decrypted.

16. Smurf - This is a type of attack on a system that sends a call out (ping) to the site. It usually results in a lot of communication activity.

17. Social Engineering - This is the term that describes the nontechnical ways that bad actors get information to attack a system. It can be by phone calls, lies, tricks, or threats.

18. Spoof - This is when a bad actor tries to gain access by posing as an authorized user.

19. Time to Live - This is a value in the code that tells the network router whether or not the request (network packet) is too old and should be discarded.

20. Trojan Horse - This is a program that appears to be useful, but it has malicious code that allows it entry or access to a system. The user thinks he/she is accessing a program, but it loads dangerous code that allows the bad actor to bypass security protocols.

21. Worm - This is a computer program that infects other hosts on a network. It often uses the victim’s computer resources for malicious purposes.

22. Zero Day - This is the day that a new computer vulnerability is discovered. Often a patch to correct it has not yet been released.

23. Zombie - This is a type of computer that is connected to the internet and is infected by a virus or controlled by a hacker. It is often part of a botnet (network of bots involved in malicious attacks) Most owners of zombie computers are not aware that someone is using their computer this way.

Bluetooth Tips (And Geeky Stuff You Should Know About)

Bluetooth and wireless technology have made our lives so much easier. We’re no longer tethered to a device, and we can be portable. Bluetooth is now an every-day part of our lives in headphones, keyboards, cars, personal digital assistants, TV, and the list goes on and on. Here are some things you need to be aware of to keep your devices safe from bad actors.

Where the Name Came From - The trademark for this technology is named for King Harold “Bluetooth” Gormsson who united Denmark and Norway in 958. He had a bad, discolored tooth that led to his nickname. King Harold was one of the last Viking kings to rule over Denmark, Norway, and parts of Germany and Sweden, and he is buried in Poland.

Bluejacking - This is a term to describe when someone sends unsolicited or unwanted messages through Bluetooth on your wireless devices. It’s a nuisance, and it could be dangerous if the message has viruses or other malware.

Bluesnarfing - This describes when a hacker gets access to one or more of your wireless devices and can steal information.

Bluebugging - This is when a hacker takes control of your devices through your Bluetooth. They have full access to your device and its information. This can include anything from full access to your texts and contacts to listening or watching you through a camera.

Things You Can Do

• If you don’t need wireless access to a device, turn it off.

• Don’t accept pairing requests (the process that allows your wireless device to connect) from sources that you don’t know.

• Know what Bluetooth devices you have and the ones that are paired with your network.

• Know your environment or surroundings when you are using Bluetooth. Are you in a very public place with lots of people nearby? Remember, hackers don’t have to be at the table next to you.

• Review your device’s security settings and security options before you pair your device. Take advantage of options to secure your devices.

Secure Your Mobile Devices - Tips for Writers

Mobile devices do get infected with malware and can be hacked. Applications, texts, websites, and email are ways that malware can infect your equipment.

Here are some ways to protect yourself.

1. Always keep your software current. Patches and fixes correct the latest vulnerabilities that can damage your device.

2. When you are away from home, use secure WiFi. Unsecure WiFi (ones that don’t require a password) make it easier for bad actors to infect your device.

3. DON’T CLICK ON QUESTIONABLE OR UNFAMILIAR LINKS. If it looks suspicious, don’t click.

4. Only download apps from reputable services (e.g. your device’s app store).

5. Turn your device off periodically. This clears the temporary memory and forces automatic updates.

6. Avoid accessing your sensitive or private data on public WiFi.

7. Avoid using public phone charging stations. Many of these have malicious malware that can infect your phone.

It's Time for Some Email Spring Cleaning

Email has been around since 1965, and the clutter and buildup seem to get worse every day. The volume seems to have snowballed. Here are some tips that help me contain the chaos.

• I’ve linked my email account to my phone. If I delete it on my mobile device, it deletes it, and I don’t have to look at it again on my PC. Just be careful not to delete something important.

• I leave anything that I need to remember or address in my inbox until I take care of it.

• Add new contacts to your list when you read the email. This helps from losing them when you delete the corresponding email.

• I create a series of folders in Outlook. Make sure not create them as subfolders under the Inbox file. I move anything that I want to keep here. This gets emails out of my Inbox. File sizes build up quickly with attachments, and this keeps my inbox size from maxing out.

• Remember to empty your “junk,” sent, and trash email folders regularly.

• Delete spam or scam emails that happen to slip by your filters. Don’t unsubscribe, reply, or click on any links. A click can often trigger the download of viruses or worms to infect your system.

• I have multiple email accounts. Some I use to subscribe to things I might be interested in. This reduces the number of ads, newsletters, and alerts in my primary email box.

Don't Click on That Link - Ways Authors Can Protect Themselves

October is Cybersecurity Awareness Month. The threats out there are constant and dangerous. We have to be vigilant all the time. It only takes one slip to cause big problems. Make sure that you’re protecting yourself. Here are a few suggestions:

• Don’t click on any links or attachments that you can’t verify.

• These attacks can come via email, text, phone call, or social media friend/connection requests.

• Legitimate contacts don’t ask for your login or password.

• Never use the link or the phone number in a suspicious email or text or one that a unsolicited caller gives you. Call/email using a verified contact that you already have or use a search engine to locate the company’s official page and contact information.

• Hackers use social engineering to find ways in. You don’t have to accept every friend request. If it looks suspicious, delete or block it. When you accept them, you give them access to your information. This allows them to harvest information about you and others. Also, it provides them legitimacy when they send a request to your friends. It may look benign to you, but gathering information about causes, vacations, travel, and interests gives them additional ways to appear to connect with you and to lull you into a false sense of security.

• Many of the scams are lonely hearts, causes asking for money or support, or fake friend accounts. If you’re already linked to someone, and you get a second request, be cautious.

• Many of these scams create a sense of urgency or emergency. You need to provide what they’re asking right now or your service will be cut off, you’ll be arrested, you’re in violation, etc. That’s a red flag. When people are rushed or frustrated, they don’t think things through, and they often click or provide information that they shouldn’t. Stop and think before you respond.

• Clicking on a link or an attachment is just as bad as providing your personal information. Many of these install malware or viruses on your computer. They can track your keystrokes, collect personal information, and even turn on your camera and microphone to see/hear what you’re doing.

• Take a minute to look at your security settings on your social media sites. Is all of your information open to the world?

• Make sure that you download your security patches regularly. Security threats change constantly, and you need to make sure you plug any holes in your operating system or applications. Updates take time, but unpatched systems are easy targets.

• Computers running extremely slowly, frequent/unplanned shut downs, pop-ups appearing on your screen when you’re not on the internet, and your friends receiving social media requests or strange emails from you that you didn’t send are signs that you’ve been infiltrated. Change your passwords and get your system scanned and cleaned.

As authors, we want to build our platforms and increase our following. Just be careful. Bots and hackers aren’t the followers you want. Don’t put yourself or your personal information at risk.