Tech Forward:

That was the subject line of a piece of unwanted e-mail (i.e., spam) that I received recently. Although the subject line was a bit nutty, even I have to admit that it was creative.

And that’s what I’m noticing . . . that spammers and phishers are getting more and more creative in their subject lines and targeting. Thousands of people fall prey to these e-mails every day. They enter their sensitive information on what appears to be a legitimate website–even some confusingly similar to their own banking institutions–and, before you know it, someone either tries to remove money from their bank accounts or, worse yet, assume their identity.

It’s getting bad out there. Really bad.

Here’s how we help stem spam at xynoMedia. I hope it will give you a few ideas:

1. Don’t use filters. Filters give too many false positives. How many times have you sent an e-mail to someone who tells you he or she didn’t receive it, only to have that person find your e-mail crowded among obscene enlargement and international dating offers?

2. Use challenge-response systems instead. You’ve seen this system at work, I’m sure. You send an e-mail to someone and, right away, that person’s system e-mails you back asking you to click a link to confirm that a real person with good intentions sent the e-mail.

The idea is that many of the robots used to send spam out won’t have enough “sense” to open the e-mail and click the link. What’s more, many of the reply e-mail addresses for spam are non-operational anyway, so the challenge e-mail won’t even be received.

Many people think this puts a barrier between you and someone who is trying to communicate with you. Not so. Many people are used to these systems by now, and since you only have to click once, it’s not really a bother. The reality is, people who really want to be in touch with you will take the time to click a link; those who don’t, won’t. Simple.

An example of a good challenge-response e-mail service is Spam Arrest. (BIG Hint: If you’re not a technical person, have someone walk you through the setup. The software is great, but setup is not exactly intuitive and the e-mail support stinks. You can purchase priority support for 10 bucks . . . which puts you at the front of the e-mail queue. Yes, I’m serious.)

3) Use first name-initial, full surname e-mail address conventions. It’s much easier to spot spam that’s addressed to “Dear LWest” than it is to “Dear Lena.” So rather than using lena.west@somecompany.com as your e-mail address convention, use LWest@somecompany.com and whenever you receive e-mail addressed to LWest, you know you can toss it because people who know you–or even people who don’t–would never refer to a real person that way . . . they would use your first name.

4) Never, ever, ever reply to spam. Not even to bail off their list(s). One reason for those seemingly genuine unsubscribe links is to get you to reply or click. The spammers then know that your e-mail address is a “live” e-mail account (meaning actually working, because they really don’t know whether an account is operational when they send the e-mail). They then take your name and e-mail address, move it to a “live” e-mail address list and sell your information to other, more advanced spammers for money. Sick, I know.

And . . .

5) If you’re ever unsure about a link, type it yourself. If you think that your bank has sent you an e-mail, take the time to pick up the phone and call to ask or open a new browser window and type in the website address yourself to log into your account to see if there’s a problem. Never click a link contained in an e-mail you don’t know. Not only can it lead you to a phishing website, but it can also possibly invisibly launch/install viruses and trojans onto your system. Not a good look.

Remember, spam is a business designed to put you out of business. You and your employees are your company’s best defense.

This is a group photo op with the speakers and some of the NEW committee and board members. Shon Gables is the one in the fabulous yellow dress (but you can’t really see it because she’s in the back row).

I was also able to snatch a few quick audio interviews with Gables, host of the Black Enterprise Business Report; Judy Spires of Acme Markets; and a downright shameful interview with Amazon.com’s Tom Furphy — who was absolutely gracious when I made a bit of a complete fool of myself. (I won’t be posting that audio!)

Click here to hear Shon Gables talk about the challenges that leaders have trying to manage people using virtual tools. (4:32)

Click here to learn what leadership in a virtual means to Judy Spires and Acme. (2:24)

Amazon. It doesn’t have a problem with adoption. Part of the reason that people want to work at Amazon.com is technical.

Acme Markets. Judy Spires says that if you’re having a problem with adoption, the technology isn’t as great as you think it is. Adoption isn’t really your problem.

Deloitte. Robin Matza helps those who are comfortable with technology to engage those who aren’t.

And we’re at the end of the event. Post-event follow-up later.

1. Typing the wrong response to the wrong person when using instant messaging.

2. Digitally siloing yourself.

3. Not making the most of face time when you have it.

Robin Matza of Deloitte mentions that working virtually allows your schedule to be more organized. She cautions not to lose the “conversation in the hallway” when you are in the office–especially as a leader. She also just noted that Deloitte has launched/is launching “D Street”–basically Deloitte’s internal version of Facebook. She mentioned that she is working with a project manager whom she has never met and was able to develop a deeper level of rapport with the PM once she saw her picture on Facebook.

Sheila Stanziale of PepsiCo agreed that working virtually should not replace appropriate context and engaging with the political structure within companies.

Judy Spires mentioned that her company asked the staff what they wanted more of and what they wanted less of. Invariably everyone said less e-mail and fewer meetings. And the answer to the “more” question? More communication! Say what?! To which Spires suggests that you ask yourself, “How effective am I?”

The biggest benefit for PepsiCo? Speed of communication. Stanziale mentioned that leaders today get disproportionate credit for face time–she thinks this is just the way things are trending with the growing virtual world.

She also thinks that its virtual strategy has not given PepsiCo a competitive edge, but adoption of virtual tools has kept it competitive.

A big pro for Deloitte is that it has increased its talent pool–especially working with teams in India.

Shon lobbed a dunk to Spires when she asked about people who have a tendency to get caught up in their own world. Stanziale mentioned that a person would not be able to survive in Pepsico’s culture if he or she maintained a digital silo.

Tom Furphy just mentioned that he regularly gets 800 e-mails a day. He started the e-mail overload conversation by saying: “E-mail is out of control.”

Thus began the talk about e-mail and digital overload.

Spires mentioned that one thing she’s learned about working virtually is to respect your team’s privacy. She realized that when she replies to e-mail on the weekend, many team members feel the need to respond back when they hear the e-mail “ding.” She encourages members of her team to think about their responses first and reply later. She also mentioned that she is sending less and less e-mail now.

Spires suggests that you learn the communication styles of your team members so you can make sure they receive information in the way they need it. Do your team members need one-on-one communication? Or do they prefer to get cut and dry e-mail so they can get back to work?

Candace Corlett, new co-chair, is at the podium now. She’s asked some good questions, such as:

How do you get face time? How do you make an impression? How do you find a mentor when you’re working in a virtual environment?

They just introduced panelists Tom Furphy, VP of consumables & AmazonFresh, Amazon.com; Robin Matza, director and Northeast Women’s initiative leader, Deloitte & Touche; Judy Spires, president, Acme Market; and Sheila Stanziale, VP, small format, PepsiCo.

It’s a top-notch roundup, and they’re already cracking jokes and giving serious inside scoops on how their companies are using virtual tools to cut costs and compete in an increasingly virtual world.

Judy Spires just shared that Acme Markets is using video conferencing, and its online grocery delivery service is making it easier for moms to get their vittles in a timely manner without having to leave Junior at home. Spires also just revealed that Acme Markets is going to institute a “no e-mail day” at Acme to make sure people continue to pick up the phone and connect with each other.

Sheila Stanziale of PepsiCo offers some cogent advice: Before you get started in your day-to-day job, make sure you meet key people in person. Take the time to do this. Don’t meet the people for whom you work and stakeholders in the “halo conference room.”

Tom Furphy from Amazon.com mentioned that Amazon does not use video conferencing but rather relies on teleconferencing for the bulk of its virtual needs. He says Amazon finds video conferencing technology too clunky and formal.

I just got a photo op of and an interview with Black Enterprise’s Shon Gables. I’ll be posting the photos via Flickr and the audio interview soon.

She shared some information about what Black Enterprise is up to in terms of leading the pack in an increasingly virtual world. I didn’t realize how diversified it is as an organization–it’s grown since I was on the cover in January 2001.

And, yes, Shon is just as smart in person as she appears on TV. Someone might be writing her content for the show (although she might write it herself, I don’t know) . . . even still, she’s the real deal, folks.

I’m going to be introduced in a minute, so I have to dash. I’ll be back . . .

Well, I arrived safely here in Los Angeles to speak at the Executing Social Media conference tomorrow. I could have done without the toddler who screamed all the way from Kansas to Los Angeles, though. Someone should have told her that’s not the kind of social media we mean.

I read on Peter Shankman’s Twitter feed that he’s arrived here, as well. If you don’t know who Peter Shankman is, find out by subscribing to his Help A Reporter Out (HARO) service. It’s real, legitimate, free leads for media coverage. My company has received some great coverage by responding to some of the queries that come through his mailing list–and no, it’s not just tech stuff.

I took a nice walk around Old Town Pasadena today and I really like it. I can live here, but lately I’ve been saying that a lot about everyplace but New York. Hmmm . . . maybe there’s a small change brewing?

Pasadena is great, relaxed and the peeps are really friendly. You can wear flip-flops in just about every fancy restaurant. I collect art and I try to pick up pieces from my travels, so I asked a few local Pasadenans what Pasadena is famous for and they all said the Rose Parade. Soooooo . . . since I missed that, I’ll take a few pictures of the gorgeous architecture and leave it at that. Maybe I’ll have a fewshots framed.

Anyway . . . the conference starts tomorrow. I’ll try to do some live blogging, but I have a session to lead and a roundtable to orchestrate, so I’ll do what I can to keep you informed of what’s going on here.

Stay tuned…

Business travelers (and I’m one of them) have to worry about a plethora of things when flying to a meeting or to make a presentation… Did I remember hard copies of the presentation? Did I bring the projector? Are our ideas strong enough? Do we have time to rehearse? Am I going to make my flight?

The folks at Projector123.com make our lives, travels and presentations easier.

They rent LCD projectors online and will send the projector via next-business-day delivery by FedEx to any location in the United States. Whoo hoo!

All the projectors they stock are simple to use, capable of HD quality, and they’re sent with a little step-by-step guide to the set-up process. And just in case you get caught in a bind, a 24-hour support line provides immediate technical assistance.

Finally, a service that makes sense and, if they can deliver on their promises,that’s  even better!

I’ll get back to the answers to the question from Part 2 in a moment.

Right now, Greg Spragg, executive vice president of merchandise for Sam’s Club is addressing the women. I kinda’ like his style . . . right away he poked fun at the fact that he’s one of the only men in the room.

He just shared a story about Martha’s Place, a restaurant in Montgomery, Alabama. Turns out some of the people who started Sam’s Club gave Martha a two-story building to use–for free as long as she needed it–as the location for her restaurant. Today, Martha’s Place is nationally known and is a “must-do” for anyone who visits the Mongomery area. Hey, if it’s good enough for Angela Bassett, Whoopie Goldberg and Walter Matthau . . . I might want to check that out.

I never thought I’d say it, but “Good on ya, Sam’s Club!”

Leaders of small businesses are more hands-on and more involved in the daily operations of their businesses; many take on IT in addition to their other responsibilities, according to CDW’s Small Business Driver’s Seat Report released today. The study also identified some significant differences in technology strategy, experience and plans among women-owned small businesses.

The study found that 69 percent of executives of women-owned companies with five to 18 employees are “totally involved” in IT decisions, and 50 percent of executives of women-owned companies with 50 to 99 employees are “totally involved” in IT decisions.

Additional findings indicate that women-owned companies adopt core technologies in line with other businesses, but lag slightly in hiring dedicated IT professionals and adopting data warehouse/business intelligence tools.

For a complete copy of the CDW Small Business Driver’s Seat Report, please visit www.cdw.com/driversseat