Designed by Krista
Web Design

It surprises me how often companies overlook this basic marketing component: responding quickly to customer inquiries. You will make your company stand out among your competitors if you respond to customer emails the same day or the next business day. In fact, you will stand out if you answer your email at all!

I did a website redesign for a client a while back and I was checking the status of their “information” email box – they had an email from a potential client that was 15 months old that they had never even opened. I had another client who called me for a consultation – he said that he had phoned over 30 web designers and I was one of 3 who returned his call. With a simple phone call, I immediately put myself in the top 10% of web designers! However, keeping on top of your email takes time – here are 6 tips for keeping pace with email and phone messages.

1. Know your limits: Most people have a preference for email or phone – figure out which one you prefer and publicize that method more strongly. For my client with the unread message, I chose to post only phone contact information, because no email is better than ignored email. For myself, I play down my phone contact information because I respond more quickly to email messages.
2. Reduce Spam: It will be easier to respond to valuable email messages if you reduce the number of messages you have to work with. See what your web-hosting provider offers – for my BlueHost clients, I recommend SPAM Assassin (set to a SPAM score of “3″) in combination with Account Level Filtering.
3. Call people at the end of their workday: If you phone people near the end of their workday, you will tend to get their voicemail, in which case you can leave them a quick, informative message. Alternately, if they do answer their phone, they will be motivated to keep the conversation short so they can get home.
4. Keep email replies short: This will take you less time to type, and your customers will appreciate it, because it will take them less time to read. Furthermore, people will tend to reply in kind with a short and sweet message.
5. Use copy and paste: If you have already replied to a similar question before, don’t recreate the wheel. Just copy the text from your previous response and alter the text as needed for this particular situation.
6. Answer frequent queries on your website: Prevent unnecessary calls and emails by posting the answer to questions on your website. This is actually better customer service, because it saves your customer a call or email to you. When they do contact you, the call will be better qualified, because they will have answered their basic questions by reading your website.

Put these tips in use today, and put your business in the top 10% of your field!

Search engine optimization (SEO) is a key part of any successful website because most internet users will find your site via a search engine. It’s a good idea to check your site to see if there are any areas you could easily improve in order to maximize your search engine rankings.

There are two tools I like to use, both free, shown below. It is unlikely that you will get a perfect score, so don’t fret if your score is low the first time. Some factors that impact your score are out of your control, such as inbound links, retweets, etc. The key is to improve as much as you reasonably can.

In each case, the tool will grade your site based on criteria that are important for high search results. From that, you can make a to-do list of improvements. I suggest working on the “low-hanging fruit” first – if there are any easy changes, do those right away. Then, you can consider the more difficult tasks and weigh out their relative importance for your particular site.

I’ve shown some examples below for my own site. In each case, I spent about an hour making small improvements, but there were also several things that I don’t plan to do, or can’t reasonably do. For example, I don’t plan to list myself in Yahoo!Directory because I do not need the additional marketing boost, so my $299 could be better spent elsewhere.

So, take a moment to grade your site and see where you can make easy changes – every little bit helps!

Website Grader

Before: 78
Interim: 81 (domain name renewal not included)

SEO Warnings:

• The domain for this website is set to expire in less than a year [Fixed]
• Permanent Redirect Not Found for designedbykrista.com to www.designedbykrista.com [Fixed]
• designedbykrista is not listed in the Yahoo! Directory. [Um, yeah - like that's gonna' happen at $299 a pop...]
• We could not find a Twitter account associated with your website. [Fixed]
• The web page does not seem to contain any type of signup form where visitors can subscribe to a newsletter or future updates. [Imagine Dana Carvey saying, "Not gonna' do it..."]

SenSEO Firefox Addon

Before: 85
After: 93

SEO Warnings:

• Meta Keywords: use only keywords found in content of page [Fixed]
• Too many meta keywords – keep it to 10 or less [Fixed]
• Use Robots declarations to control Search-Engine access. [Fixed]
• Use H2 and H3 tags. [Fixed]
• Domain should include all keywords. [Don't I wish...]

ReclaimPrivacy.org will automatically review all of your Facebook settings and tell you if you have any areas of concern. I am pretty fanatical about locking down my account, but I still had two things to change. If you have any issues, the page has a link to the appropriate Facebook pages so you can change it easily and quickly. Well worth a visit!

Web usability expert Jared Spool recommends that you make your hyperlinks 7 – 12 words long for optimum usability. Now, I would have thought links that long would be too hard for users to scan easily, but his research has shown that users are more likely to find what they want on your site if you have just a few more words within your links. Why?

Success Rates are best if Hyperlinks are between 7 - 12 words, Source: User Interface Engineering

Users will come to your site looking for something – let’s say it’s a woman looking for a shirt to wear on a beach vacation. She will have some term in mind for this item – maybe “beach wear” – and she’ll be looking for that word on your webpage. We refer to this as her “trigger” word.

What are the chances that you will happen to name your women’s shirt section “beachwear”? Well, if you are only using 1 – 6 words in your link, such as “Ladies Shirts” the chances are low! However, if you are naming things a little more specifically, such as “Women’s Wear for Beach, Lounging, and Casual Day at the Office” – there is a much bigger chance that any given user will spot their trigger word in that link.

However, my initial reaction (short links are more scannable) was not completely off-base – it turns out that links which contain 13 or more words tend to be overlooked, because they are now too long to be scanned quickly.

What the heck is a long tail keyword … and why should you care, right? Internet users, like you and me, type a word or phrase into a search engine, like Google or Yahoo!, and these are generally referred to as keywords. A “long tail” keyword indicates that the searcher typed in a phrase – not just one word, but maybe half a dozen words to search for.

In order for you, the website owner, to have your page show up first in the search results, you need to have those words strategically place on your web site. However, there is a lot of competition for the most common keywords on any given topic – the most common keywords are on so many sites that it’s hard for any one site to pop up first on search engine results.

The good news is that if you begin to focus on the longer, more descriptive terms – a.k.a. long tail keywords – you can achieve some great results because these longer phrases account for 94.3% of website traffic! For example, if you focus on the keyword “books,” you’ll have a very difficult time competing with Amazon.com. If you change the focus of your pages to “books for preschoolers” or “books about curing depression,” you have a far better chance to placing highly on search results.

Chance are that your site is already set up to optimize pages by the title of the page. So, consider your titles carefully – can you add more description to your blog post title? Subject of your forum post? Name of products in your store? Category or tag names in your store or blog? If you get stuck, you can start typing your keyword in Google, and then choose a name from the list of search suggestions that Google gives you.

Why Long Tail Keyword are so valuable. Source: www.wordtracker.com

The article 13 small things to simplify your workday came through my email box last week and I finally read it today. Like most working mothers, I sometimes feel like I’m drowning in task lists and demands on my time: I crave simplicity! There are 13 tips on this list, and you can find a couple that you can apply to see progress right away. Here are three that I am planning to use:

Batch distractions. Set a time to do all the things that distract me: typically email, phone calls, twitter, facebook, and blog. He recommends 3 – 4 pm, because that is usually a less productive time of day. I often get my best work done at that hour, so I may try this other approach: do them for 10 minutes at the end of each hour — but stick to that 10-minute limit!

Write shorter emails. Wow – what a concept! Limit myself to 3 – 4 sentences per email, which takes less time to write. Then, you tend to get shorter replies, which take less time to read and reply to. This may be a tough one for me, but so much better than taking 2 hours to answer one email, right? (Yes, true story)

Take breathing breaks. Every 15-20 minutes, get up from your desk, and take a breathing break. I’ll be honest: I hate this one. Once I’m in “the zone,” I don’t want to get out of it for something so trivial as breathing. And yet… taking a short stretch break helps reduce eye strain, cope with stress, prevent repetitive stress injuries (e.g. carpal tunnel), and may fix my lower back pain. I really must do this.

The following quote is often attributed to John Ruskin, but that is currently in dispute. However, it’s tough to dispute the meaning of these words – a more elegant way of saying that you get what you pay for. What does this mean for web design? It means that saving money is about trade-offs, and I’ve compiled a list below to help you weigh these out for your web project. In some cases, the trade-offs are worth the risk, perhaps because you are a non-profit or just starting out your small business. There is nothing wrong with this, because you can always upgrade as funds become available, but knowing what you’re getting can help you make the best choice at your budget level.

“It’s unwise to pay too much, but worse to pay too little. When you pay too much, you lose a little money; that is all. When you pay too little you sometimes lose everything, because the thing you bought was incapable of doing the thing it was bought to do. The common law of business balances prohibits paying little and getting a lot. It can’t be done. If you deal with the lowest bidder, it is well to add something for the risk you run. And if you do that, you will have enough to pay for something better.”

Risks of Paying Too Little for Your Website

Do-it-Yourself: You may have to do all or much of the work yourself. This can work if you are technically savvy and you have reasonable writing skills.

Templates: Most websites in the $200 – $500 price range are built using pre-made templates. This means that your site will not be perfectly unique, but it can still be very serviceable. Watch out for search engine ranking problems, though. (see below)

Inexperienced Designers: If the hourly rate of your web designer is very low, he or she may possibly be just out of college and can’t demand any more. Everyone has to start somewhere, though, so just do your best to make sure the person sounds like they know what they’re doing and that they have a good work ethic. It may not be worth the risk if you have complex programming needs on your site.

Language Barriers: Off-shore web developers are becoming more common, and usually offer attractive pricing. If you are satisfied that they are experienced enough for your project, you must decide if a non-native speaker can write effectively in your language and if you will be able to understand them even when discussing technical issues.

No Search Engine Optimization (SEO): Many low-end websites are not constructed with search engine rankings in mind, and this is detrimental to your site, especially if you are running a for-profit business. Does the template or developer use a lot of tables? Is key text, such as your company name, shown only as an image? Is the browser’s title bar show just your company name, or worse, just a generic term like “Home” or “Welcome”? If so, you are likely to get low search engine rankings.

Websites that don’t work: Broken links, misspelled words, missing images, and random error messages all detract from your professional image, and usually make your users go to another site. If you choose to work with a low-end provider, make sure to do a lot of testing yourself to try to prevent these things from the outset.

I get pretty excited about saving money, and thanks to the recent economic downturn, everyone else seems to be in the same boat. These tips will help your printer supplies last longer, which saves money and it’s good for the environment besides.

1. Print in Black and White. Just because you have a color printer doesn’t mean you have to use color every time. In fact, I find that most of what I print looks just fine in black only, which saves on color print cartridges. This is especially important if you have a combined color cartridge, in which you have to replace the whole thing as soon as one of the three colors runs out.
2. Switch to Fast Draft mode. I lower my printer quality to fast draft as a default, which uses less ink. The prints are noticeably lower quality, but still completely legible – I just have to remember to switch to a higher quality for print-outs for clients or Christmas letters, etc. As a bonus, the printing is a lot faster.
3. Narrow your margins. Sounds a little nit-picky, but if you regularly print long documents, this can save paper.
4. Don’t print it. How many times have you printed something when it really wasn’t necessary? You can proofread on your screen, save files in on-line archives instead of file drawers, print just the first page if you don’t need the rest, and use print preview to prevent avoidable re-printing.
5. Print selection. In most software, including web browsers, you can just print the portion of the page that you need, without having to print a bunch of extra pages. In Internet Explorer, select the text or images you want to print and type CTRL + P or choose File: Print. When the print dialog box appears, make sure to choose Selection in the Page Range section before you click Print.
6. Use both sides of the paper. Once you’ve used one side of the paper, you can just flip it over and print on the other side: Voila! Green printing… I usually keep this type of paper in a stack next to the printer. If you’re really committed, you can save junk mail from companies and print on the other side. Warning: This could drive your spouse nuts. My husband hates this because invariably he ends up with something private or confidential on the back of something he printed at home and then took to work. Whoops.
7. Use recycled, refilled, or remanufactured ink cartridges. Any of these will save money, but printer manufacturers say that this can cause problems with your printer. Whether true or not, in my experience, if you call tech support and you are using a recycled ink cartridge, they are likely to blame that without delving further into the issue. I also noted that about 1 out of every 5 recycled cartridges I tried wouldn’t work at all. So, I do not use either of these methods – I’m just listing it here so that you know the consequences.
8. Do cost comparisons Good, old-fashioned smart shopping works well – on the internet, just type the part number of your ink cartridge into Google, e.g. hp c8721w. Watch for sales and use coupons, buy in bulk if it’s a good price, look at Costco, etc. I typically find that Costco is the best, so you’re pretty safe choosing that if you don’t have the time to make detailed comparisons. Warning: don’t stock up too far in advance, because many ink cartridges stop working when they are past the expiration date. If this happens, you can try rolling back the date on your computer, but that’s obviously quite a hassle.

In the late 1900’s, the Internet Mail Consortium came out with an electronic business card format called “vCard.” Because this format is widely supported by email software, such as Microsoft Outlook, you can use the vCard file (ending in “.vcf”) to save all of your contact information and pass it along to your customers and clients. Once you create your vCard (instructions below), you can either attach it to an email message to your client or post it on your website (or both). When your client opens the file, it will automatically be added to their contact folder or address book.

How Do I Make a vCard for a Website?

1. In a Contact folder, create and save a contact with your name, title, company name, etc. You may also want to add further information about your business in the “Notes” field, such as the services you offer and benefits of doing business with you.
2. Click to select the contact you just saved.
3. On the File menu, click Save As.
4. Optional: In the File name box, remove all the spaces in the file name: this will make it easier to link to this file later on.
5. In the Save file as type box, click to select VCARD Files (*.vcf).
6. In the Save In box, select the folder where you want to save the vCard file, and then click Save.

You can send the vCard file as a file attachment in any email message – just insert it like a regular attachment, and when your client opens it, your contact information will be added to their address book or contact folder.

How to Present a vCard in a Website

If you have a web server, or web-hosting, you can also upload that file to your website. You can use any FTP client to do this, or (if you use BlueHost) you can do this via your cPanel File Manager – just use the Upload button on the File Manager toolbar. You would put it somewhere within the public_html folder. Then, you can add a link to the file to your email signature block and even to your Contact Us web page.

Example: <a href=”http://yourdomain.com/vCards/YourName.vcf”>Add my contact information to your address book</a>.
Looks Like: Add my contact information to your address book

If your file just opens up in plain text, you may need to do a few extra steps.

1. Create a folder for your vCard file on your webserver
2. Move the vCard file to that folder
3. Create a blank, text-only file called .htaccess and add the line  AddType text/x-vcard .vcf
4. Save the .htaccess file to the vCard folder you created

NOTE: This file is not secure, therefore anyone who discovers it on your website will be able to have your contact information. Thus, I would not put anything in your vCard contact unless you are also willing to put that information on your public webpage.

If you haven’t heard of pet insurance and/or you don’t have a pet, you may think it sounds crazy. I know I did! However, our veterinarian’s office had a brochure for VPI Pet Insurance, and after looking at the costs, we signed up for this when we first got our labradoodle, Abby. I am about to renew for the third time, as we have really found their services beneficial. They do not pay as high a percentage of overall costs as “people insurance,” but we have appreciated that we get some reimbursement for minor or routine things (shots, exams, etc.). Plus, we don’t have to worry so much when the unexpected injury comes up – for example, when our toddler threw a fast ball at Abby’s eye from about three feet away. VPI allows us to use any vet, so there was no problem when we had to take Abby to the emergency vet after that little fiasco.

When we first got the policy, some fellow pet owners were asking me if the reimbursements kept up with the policy costs, and I was wondering that myself, so I did a little comparison, and I thought I’d share it with you.

As you can see, we have never made our money back, but I also didn’t realize until 2008 that they covered flea medication and some other handy things (included with the preventative care rider). Costs vary by breed and age of the animal, but I have so far found the extra money (i.e. premium costs that we didn’t make back in reimbursement) to be well worth the peace of mind in the event that Abby has major medical issues at any point. If you should decide to get their insurance, make sure to tell them Krista Ehlers sent you… and I’ll try not to spend my $5 all in one place.