Computer Safety & Security Checklist for Innkeepers

Image of Man with logos and icons in front of himAt a recent innkeeping conference I did a session for innkeepers on protecting themselves and their businesses in terms of computer related things, both online and offline.

Several people asked me if I could share the checklist I had made up and I thought it might make a helpful blog post.

Online Security Checklist Immediate Action: (estimated time to review all-under 2 hours)

  • Switch Browser to Google Chrome, Safari or Firefox if using Internet Explorer. (1 minute to find, 10 minutes or less to install).
  • Login to all social media accounts and enable two factor authentications. (10 minutes or less).
  • Review Important Passwords, change if simple or using things commonly known or easily guessed. (10 minutes or less).
  • Who is your domain name through? Do you have access? When does it expire? Is the credit card up to date? (10 minutes or less).
  • Who hosts your website? Is there emergency contact information for it? Is there a website backup, where is it stored and how can it be restored? (10 minutes or less).
  • Do you have an antivirus program? Is it up to date? (10 minutes or less).
  • Do you have a malware program? Is it up to date? (10 minutes or less).
  • Enable program(s) or check to see last time updated, file backups (10 minutes or less).
  • Check router to see if it needs to be updated/patched, call your cable company if in doubt (10 minutes or less).
  • Purchase a safe (ETL Verified fire at least 2 hour rated) and other external digital backups (external hard drive and thumb/zip drives) keep offsite with a copy in the safe.
  • Review and initiate all weekly and monthly To-Dos .

 

Weekly Security To-Dos: (Under 10 minutes)

  • Check to make sure antivirus and malware programs are running and up to date.
  • Make sure computer/tablet/mobile phone operating systems are up to date and patched.
  • Check to make sure files are being backed-up.

 

Monthly Security To-Dos: (Under 20 minutes)

  • Check/Review Installed Browser Plugins (Called Extensions in Safari), disable and delete any you are not 100% sure of. You can always reinstall them later if needed.
  • Make Sure Internet Browser Is Up to Date.
  • Check/Review Social Media Channels to see which applications have access to the accounts, disable and delete any you are not 100% sure of. You can always reenable them later if needed.
  • Review passwords to primary accounts, change and/or rotate.
  • Make sure computer/tablet/mobile phone operating systems are up to date and patched.

 

Knife Knowledge for the Bed and Breakfast Owner and Innkeeper


Knives have come a long way since I graduated from the Culinary Institute of America in 1992, plus there are a lot more brands out there that were not available than. Ask any professional chef or anyone else that loves cooking, whether for pleasure or for a profession, you will get a completely different answer as to the best knives, the best brands and their favorite type of knives. So this article aims to be more informational than opinion, so that the reader can choose their own with more direction.

I personally have always had (and still have) primarily Wüsthof and Henckels (J.A. Henckels) knives, and Dexter (Dexter Russell) for the ones I can badly abuse. My original knives that I used while cooking professionally, I still have almost all of them (several many inches shorter due to years of sharpening-photo above of many of them) with the exception of a boning knife that met a sad end when my husband snapped the tip off (he has since replaced it for me, such a sweet guy).  A good knife lasts for a very very long time with TLC, and it’s something to keep in mind when shopping for knives, because you might go into some sticker shock looking at good quality ones, “Just HOW much is that paring knife????”. A good knife will last you decades, and can be kept in the family for many generations. I still have a Wüsthof utility (paring) knife that my Grandfather bought back in the 1920’s before he immigrated from Norway to America, and it’s still a great knife, and it still holds an edge.

Knives are a matter of preference. A lot like a car, there are certain things you want to look for when knife shopping. I would suggest adding to your knife collection slowly. Sets are great, but either you outlay a huge amount of money for a good set, of which you will realistically only use half of the knives a lot, and the others rarely, if at all, or you buy an inexpensive set and you get what you pay for, OR you can think about what you actually need, and invest in them slowly, which is what I would recommend.

Knife Storage:

Storing your knives properly is very important, if you must keep knives in a drawer, I would suggest either getting a custom rack insert for the drawer, or buying plastic knife guards for your knives.

Wood block storage is also very popular for knives; the two things I would caution users about is: don’t, under any circumstances, put your knives away wet, while wood doesn’t hold bacteria as well as plastic, if you do get any type of food contaminant or other particles in the holes you can have problems. When placing knives into the block and removing them, make sure you sheathe and unsheathe the knives with the blunt edge of the top of the knife coming into contact with the knife slot, and not the sharp side. This will help maintain sharpness.

My personal favorite for knife storage is a wall mounted magnetic strip, you can see all your knives at a glance and the risk of them dulling while coming into contact with something else is minimized. The magnets are strong, so be careful when placing your knifes on the rack,  as improper placement can also cause some damage.

Some basic rules for knives:

  • Always dry your knives after use.
  • Never put them in the sink if dirty, or in a sink filled with water. (while this is common sense, I’ve lost count of the number of B&Bs (and sadly restaurant kitchens as well) I’ve visited that have been guilty of doing this.) While it’s not only extremely unsafe, you risk causing damage to your knives.
  • After sharpening a knife, rinse well before use. I prefer washing it and than drying it, but don’t go directly from sharpening to cutting, at least wipe it down if nothing else.
  • Keep your knives sharp! A dull knife will cause more damage and rip the skin if you cut yourself, vs a clean cut from a sharp knife which will heal faster and cleanly.
  • Never put your good knives in the dishwasher! The wash cycle in a dishwasher vibrates silverware against your knives and contributes to dulling. It can cause delamination of some types of handles, and cause rivets to come off or loosen contributing to unsafe knives, plus most dishwashing liquids, detergents or pods contain caustics ingredients which can damage and pit your knives.

Knife variety

(Look at the above stock photo, look at the knife on the far right side, a rivet is missing and the handle is cracked, leading to an unsafe knife, as the partial detachment from the tang could result in the knife coming apart during use. The crack can also harbor food particles and bacteria.) You should never do this to your knives, even good quality ones can break a knife tip doing this.

Things to look for when knife buying: 

The Tang: I really recommend buying full tang knives. Over many years, using other’s knives or “house” knives (what many professional kitchens have for cooks in addition to their own), I’ve found that knives with partial tangs have a short shelf life, they break and they are dangerous when the adhesive that connects the knife tang with the handle comes apart, especially if it’s being used at the time. I’ve seen many stitches as a result of injury’s caused by partial tang knives literally disintegrating while being used. I recommend meandering over to Lansky Sharpeners, who has a very good overview of knife tangs.

The Grip: the grip is a preference, what is it made of? Plastic, rubber, steel, in some cases cork and other materials. Make sure when you buy a knife, especially a Chef’s knife that you will use for chopping, the handle fits well in your hand and is comfortable, I was never a big fan of Victorinox knives (and they are great knives) because I have smaller sized hands, and the handles never felt very comfortable to me, again it’s a personal preference. Wood grips on knives tend to not hold up well under long term use. When knife shopping you may find a better price online for the knife you want and buy it there, but I’d suggest handling them first so you can see what it feels like in your hand and the balance.

Ever sharp knives: to own or not to own. I admit we have several in my house, I rarely use them but my husband does. If you want low maintenance knives, then yes these are the knives for you, but they are not “really” forever sharp. They do dull with repeated use, and you can’t re-sharpen them easily, sometimes not at all.

Riveting and Joins: When buying knives look for the joins and rivets, and see if the handle moves at all when you push the blade sideways. Good quality knives will have zero give, but many generic knives out there, while they look nice, are quite flimsy and not made for heavy duty use.

What are they made of?

Carbon Steel: this the traditional material used the most for the past few hundred years. It can hold an extremely sharp edge, but it does discolor easily. It will discolor some foods, like onions and citrus, as well as you can actually smell what seems like a chemical odor coming from it, and may leave a metallic taste. This doesn’t mean you shouldn’t use Carbon Steel with these, but it does mean that the acidity in onions and citrus can cause pitting of the blade, if you do use them, wipe the blade down every few minutes in between uses. I find if you are cutting a lot of meat or filleting fish, a carbon steel knife, I personally find, will do a better job as it’s holds an edge the best. Rubbing the blade down with a paste made from water and baking soda when you first get it (and repeat for the first few weeks) helps protect the knife and build up a good patina. Carbon steel knives will change color with use.

High Carbon Stain Free Steel: This is a relatively new alloy that combines the best features of Carbon Steel and new modern alloy metals (Chromium-Molybdenum Steel). Most modern higher end knives are made of this and it’s suggested for professional use.

Stainless Steel: this will not rust or corrode, but is a very poor choice for knives, it’s brittle and it is difficult to keep a very sharp edge on a stainless steel knife.

Ceramic Cutlery: This is a newer process made with modern age ceramics, often zirconium dioxide. Ceramic knives are substantially harder than steel knives, they will not corrode and work well for slicing vegetables, meat (boneless), fruits and bread. The downsides to ceramic, is it’s just like a plate, if it gets dropped, it can shatter or chip. Ceramic knives are not recommended for use with hard to cut items, like bones or frozen foods. While ceramic holds an edge a lot longer than carbon steel, once the edge degrades it needs a professional to re-sharpen it.

Damascus Steel: This is not “true” Damascus, that art has been lost for a long long time, these knives are basically laminated pieces of steel together, and quality can vary a huge amount depending on the maker. If you have a magnetic knife strip that can display your knives where your guests can see them, you will have the oh and ah factor, as they can be quite beautiful, but most of these knives will not outperform a regular good quality knife.

Some Quality Knife Brands:
Aritsugu http://aframestokyo.com/aritsugu.html (there are other sites out there that carry Aritsugu, the Aritsugu site itself is in Japanese).
Global http://globalknives.uk/
J.A. Henckels  http://www.zwillingonline.com/
Masamoto http://www.masamotochefknives.com
Messermeister https://www.messermeister.com/
Shun  https://shun.kaiusaltd.com/
Victorinox (formerly R.H. Forschner by Victorinox) https://www.victorinox.com/global/en_US/
Wüsthof  http://www.wusthof.com

Honorable Mentions (great for knifes that can take some abuse, inexpensive and good for general purpose knives)
Dexter Russell http://www.dexterrussellcutlery.com/

Additional Knives:
MAC https://www.macknife.com/ (While reputedly a great knife brand, Thomas Keller and Charlie Trotter apparently love the line, the quality does seem to be there and it shows well in use.) I can’t say with certainty that this knife line will hold up well under long term use. I’ve test driven several of these, but unlike any of the above knife brands that I have used over the course of many many years, this one is a newer addition to the traditional brands.  If you do decide to buy one of these, I would suggest the MTH-80 Professional over the TH-80 Chef Knives. The MTH-80 while the more expensive, is the better knife.

If anyone has any interest, I can do a follow up post on this with a suggested list of what to buy (or at least start out with) if you are just buying a bed and breakfast and need to stock the kitchen with equipment.

And an additional article with some useful tips 25 Tips And Tricks About Chef’s Knives- Every Chef Should Know.

Innkeepers, are you backing up your Facebook Business Page?

Did you know you can download a full backup of your Facebook business page, including all the photos, videos and posts you have posted since you started your page?

Why back up? 

  • Ever look for that illusive post, you KNOW you posted awhile back but couldn’t find?
  • Many innkeepers upload great photos of the inn and the surrounded area to their business page, but never back it up to their computer for use in other social media, or to have a copy for their media kit or other advertising?
  • Have you uploaded regular videos to your page, or Facebook live videos and want to re-purpose them? Social Media Examiner (one of my favorite sites) wrote a great post last year: How to Repurpose Your Facebook Live Videos which gives some great ideas about re-purposing and gives instructions for downloading one video at a time, but downloading the archive takes a step out.

You can also download individual albums, which I would also recommend doing frequently if you don’t want to download a full archive.

Downloading the full archive though is a piece of cake, once you select “download the archive” it will walk you through some additional steps and it will also send you an email letting you know the download is ready.

Don’t forget you can also back up your personal Facebook account photo albums, which is also worth doing occasionally, especially mobile uploads.

Facebook may also be rolling out a new feature for Facebook admins, I have only seen this option from new pages that have been created, but I hope it’s not just a test, but something they will add to all pages for the admins, it would be great to be able to invite connections and give them a more personalized invite than just “like this page”. When you receive an invite to like a page, a small text editable invite looks like it can be attached to it.

There are some new options for Facebook group admins if you want to check out the changes, click here for a brief overview.

 

Image Editors and Form Builders for B&Bs

Photoshop Express Editor ScreenshotImage Editors: A good image editor is hard to come by, and rather than spending money on a desktop or cloud version of image editing software, many of which can have a high and time consuming learning curve, take advantage of some of the free online editors out there. All are easy to use and have different effects and options. There are many other free editors out there as well, but be aware some may try to install add-ons or malware on your computer, or simply have an excess of pop-ups or ads, if a site asks you to download or install something, STOP right away. When you go to the editors, before you click on a link or button, look carefully at the page to make sure you are clicking on the correct thing. The snapshot above is a good example, many people will log onto the Adobe site and think the “try it free” is the editor.

My personal favorite for doing social media headers and other social media images that need specific image dimensions is https://www.canva.com/.

And size matters! If you are using these tools to edit photos and other images make sure you size them for the web! It speeds up loading time of images on your website. A great online photo size minimizer is http://www.jpegmini.com/. They do have a paid downloadable version as well, but for the price you can buy Adobe Photoshop Elements, which gives you quite a bit more options.

Web/Submission Forms: Are you looking for some decent submission forms for your website or website in progress? While there are a variety of plugins for WordPress, as well as some templates have submission or other types of forms already integrated into them, they may not have all the options you may be looking for, or your website may be based on another type of website platform like a basic HTML site, Drupal or Joomla.  Some WYSIWYG (What You See Is What You Get) website builders like Wix or Weebly may have forms in them as well, but again they may not suit all your needs.

There are several caveats to using forms on your website, many people, ie. guests and potential guests don’t like them, they prefer email, phone or a text, and second, but also very important, is all of them have glitched (and some permanently) at one time or another. If you have a form, whether you are integrating a new one into your site or you already have one, make sure you test it frequently! I know quite a few B&Bs out there with submission forms that dont’ work. Why check? Lost reservations perhaps??? While I do understand that some innkeepers prefer not to put their email on their websites because they think spammers scurry around the web looking for email addresses, this is not the case.

Forms do have their places though, if you offer catering services, host weddings or events and engage in any type of activity at your inn which requires getting an extensive amount of information from a guest, than forms are terrific for that use. Or a form (like a Google form) with a link can be sent by email to someone when more information is needed for an event. Google forms are on of my favorites because they are easy to set up and all of the information migrates into a spreadsheet, so information can be viewed individually in the forms itself or aggregated. This can also be useful if you are sending an survey or a request for additional information and feedback to a guest after they have stayed. The results also turn into graph formats, so if you send out 200 requests and 190 said yes to something and 10 said no, you would have a chart that gives you the results in easy to use format.

Graph from Google Forms

I would suggest one of my favorite alternatives to a website submission form and that is a fillable PDF. While most small businesses don’t have, and have very little use for, the full program to create fillable PDFs (Adobe Acrobat Pro $199+), there is a terrific free online alternative at http://www.pdfescape.com, you don’t need to download anything or even sign in, just use the online version.

I would suggest before integrating a form into your website to make sure it is secure (the site has an SSL certificate), even if you are not asking for confidential information. While SSL compliance is something Google is pushing for on all websites, an exterior form still needs to have SSL compliance, so if you have WordPress and are exploring additional plugins, check the plugins security, reviews and reliability ratings before installing.

Web Site Designers and DIY Website Builders for Bed and Breakfasts

Web Designer

Many of the reservations systems offer their reservations systems tied in with website development as well as companies that specialize in webdesign only. There are also hotel specific website designers, and many hundreds of smaller independents out there. Below is a list of “some” of the better known Bed and Breakfast specific web design companies out there.

Website Designers Specializing in the Hospitality Industry/Bed and Breakfast Industry:

Acorn Internet has put together a very good RFP (Request For Proposal) sheet that innkeepers can use if they are considering having a website built or redone. That can be found at http://acorn-is.com/pdf/questions-to-ask-a-web-company.pdf,  and they have some additional pointers with videos at https://acorn-is.com/how-to-choose-a-web-company.htm that are very helpful.

Pricing for a good B&B website can range dramatically, anywhere from $2,500 up to $15,000, if bundled with additional options like photography, social media management and reservations systems.

Some key points to consider when choosing a website designer, many of them touched upon in Acorn’s sheet.

Web Design

Make sure you own your website and it can be transferred. Some of the web developers out there own the content, and make it almost impossible to transfer to someone else to maintain. Some website options like YP (Yellow Page) websites, you don’t own the content, and you don’t own your domain name, and you can’t transfer content to someone else.

Many inns go with smaller local companies to save money, or because they prefer to work with someone locally. This unfortunately can have some downsides, the web developer may not have experience in the innkeeping industry and know what sells and what doesn’t. Many of the web design companies specializing in the B&B industry have hospitality backgrounds, including some who are former innkeepers. If you are using a unknown web developer, and there are some excellent ones out there, make sure they understand and get to know the industry first.

Don’t just ask for references and examples (make sure they are current live websites) from the web developer. Do a search on Google for the developer as well. Check out review sites, as well their social media accounts, like Facebook and Google+ where there may be reviews. You will get the best search returns if you Google their business name in quotes, so “Jane Doe Webdesign” and “janedoewebdesign.com”. Googling the phone number in quotes as well can also bring up additional results, “800-555-1212” and checking out the Better Business Bureau’s website doesn’t hurt.

http://openlinkprofiler.org and https://moz.com/researchtools/ose/ are two free sites you can use to check who links back to the web designers. Find out who else they did website designs for prior, and make some phone calls. The references they give are going to be the happy customers who will give them sterling reviews. Make sure you do your homework first, it’s a huge outlay of money to spend, plus you need to know whether a promise to finish a website in 3 months, when you officially open your doors to the public for the first time, is really going to be ready and online by then.

Look at the sites they have done, the ones in the online portfolios and the ones you have found in search. Do you like any of them? Bookmark ones you like for reference, even if you don’t use the designer, it can help whoever you do end up with get an idea of your preferences.

If a web developer offers to set up, as well as maintain your social media channels, check out their own social media channels first, before handing over the reins to them. Do they have quality followers? Are their own accounts optimized? And even being used?

Fans and followers on Facebook, Twitter and Instagram can be bought, but it’s fairly easy to see whether the account has invested in “junk” followers, a Facebook page with posts, won’t have any likes or comments on posts. With Instagram and Twitter, you can look at the followers themselves, and its easily apparent they are fake/spam accounts.

If they do offer to manage your social media, a couple of things to be cognizant of; have they managed other B&B Accounts before, and ask them for references for them. What kinds of things are they going to post, and what is the plan for what they will do if your business accounts get trolled, or you have a problem customer to deal with? Unless you completely trust their judgement, you should see all posts before they are made public.

Keep in mind giving them access to your accounts also means they can delete your social media accounts, and those are not recoverable. It has happened where management and marketing companies have deleted social media accounts they have access to, if a rift happens between themselves and the business. If you do want to allow them access to your Facebook account to post, make sure they have “Editor” access only. Just because a Facebook Business account can now be recovered within 14 days of being deleted, if someone has admin access to the page, they can easily kick you off as “owner” of the page, and then you don’t have the access to “undelete” it.

One other key point to note when using a web designer for a new site or redesign. Make sure you own and have access to your domain name. The domain renewal should go directly to you. Web designers may need access to the domain name in order to repoint DNS settings, or add email or other settings depending on hosting services, but if you give them access, make sure you check after the changes have been made that all of the information in there is exactly as you left it, and change your password.  They do not need ongoing access to your domain, and there have been many cases of a domain name being held hostage, or a company going out of business, and domain name access becomes inaccessible.

If you do have a friend, relative or other person you trust to do the domain name registration and renewals, make sure you have emergency access to the domain registrar, just in case, and find out what their plan is if anything should happen to them.

A few additional questions to ask references (supplied by the designer or by references found on the web)

  • Do they only talk in “Geek Speak” and will they explain things in laymen’s terms?
  • Do they quickly respond to emails and phone calls?
  • If they offer bundling of services, what are their strengths and weaknesses?
  • Are they amicable to suggestions from the B&B? While most professional web designers know what works, and what is possible and impossible, having some input in the finished product is extremely important.

DIY (Do It Yourself) Website Builders

DIY (Do It Yourself) Website Builders

While we recommend going with a web developer who knows the B&B industry to develop or redo your website, we do know that in many cases, B&Bs may not have the budget to do, or redo a site for several years unless they can specifically save up for it, or have the funds in hand. With the growing importance of travelers needing to be able to view a B&B’s website on their mobile devices, as well as a site’s mobile presence impacting Search Engine Optimization, sometimes a DIY site may be the only option in the interim of getting it professionally done.

Stay away from sites where you don’t own your own site or domain name. Be aware of addons. A free site may give you free hosting, but cost you extra to point a domain name (that you have already paid for) to it, or there may be additional fees for addon options.

Here are some of the mobile friendly, free (but some with paid options) and affordable options for DIY websites out there.

If you decide to go the WordPress.org website route, make sure you buy a template from a legitimate company, https://www.elegantthemes.com, https://themeforest.net, https://themify.me and https://mojomarketplace.com are some of the best places to find themes. While there are thousands of themes out there, many of them free, they may not be safe to use, and have backdoors in the themes that can let your site get hacked. Be very wary of installing plugins as well, unsafe plugins as well as ones incompatible with the most current WordPress updates can cause huge issues with your website.

Make sure if you are maintaining your own WordPress site you also investigate how to back it up, if your hosting backs it up and make sure you back up any time you have made changes to it, or before installing any major updates. WordPress and plugin upgrades have been well known to crash a website.

In looking at WordPress themes look at the ratings and any complaints people have, its also wise to demo a theme as well in advance of purchasing it if possible. While most themes are under $100, many of the theme designers have “samples” up that are done by professionals. Someone with just enough knowledge to navigate and edit a basic WordPress site may know just enough to customize the theme but not to get to the point of the “sample” done up by a designer and may be rather disappointed that the template they buy doesn’t end up looking like they thought it would.

Change, Change, Changes

One of my favorite David Bowie songs is Changes, and yes change is good!

We FINALLY have moved our website to WordPress (What do they say? the Cobbler’s Children……) so I know, (finally right?) have my blog attached to my website! Which is also now “finally” on WordPress as well. Plain ol’ HTML how I do miss thee though!

We do have over 400 posts on our old blog, ranging from hospitality management, to recipes, to social media for innkeepers and more. Don’t forget to check it out in our archives at https://chefforfeng.wordpress.com.