Traveling soon? For most people, this also means making sure your tech is packed and ready for the adventure. Smartphones, ebook readers, tablets, laptops and smart watches are now so light and portable that you’d never think of leaving them behind, plus they can add a ton of value your experience. 

Here are a few tips to consider before you hit the road.

1. Backup to the cloud
   

   While you’re jet setting around, relaxing on a beach or hiking your way to freedom, your tech is always going to be exposed to a level of risk. This might range from accidentally leaving your laptop at a cafe to having it stolen from your bag, but either way the problem is the same – your data is now gone. If you’ve backed up your devices to the cloud (eg Evernote, Microsoft OneNote or Google Drive) you’ll be able to access your files easily and securely from anywhere.

   Hot tip: Scan or save important documents like itineraries and passports to the cloud.

2. Pack the right cables

   Begging random strangers for a loan of their cable isn’t much fun, so remember to bring the exact cables and chargers you’ll need. Most smartphones and tablets use universal plugs like Micro USB, USB C or Apple Lightning, so you can get away with only packing one cable. Many locations now offer powered USB ports but be sure to also pack the right charger as well, it’s a convenience you’ll appreciate. If you’re travelling overseas and the socket is different, remember to pack a plug converter, and depending on your destination, you might even find the voltage is different. It’s a good idea to check whether you also need a voltage converter before you try and charge.

3. Download offline data

   It’s no secret that global roaming can give nasty bill shocks. The easy access data you normally use over Wi-Fi or get included in your cell plan has us all accustomed to being connected. While travelling, you might find yourself in a location where data costs a fortune or it’s not available at all. Download any files you might need, including important documents like itineraries and bookings, so that you can access them even without a connection.

4. Update and scan

   Just like you’d make sure you’ve got the right vaccinations and travel gear, make sure your technology devices are ready to travel too. Set aside a few minutes to run updates for your operating systems and apps, as well as your anti-virus. Go one step further and run a manual anti-virus scan too. The last thing you want to deal with one your trip is a cyber attack!  While you’re doing your pro-active thing, turn on password protection for all devices so that only you can unlock them. 

   Hot tip: Use a complex password that is hard for thieves to guess.

5. Mark your territory

   Almost exactly the way it sounds, let everyone know this tech belongs to you. Write your cell number on portable devices in case you get separated so whoever finds it can give you a quick call and save the day.  Don’t want to use permanent marker on your shiny tech devices? Grab some sticky labels you can peel off when you get home.

   You can also get little Bluetooth tracking tags to stick to your gear, so that if you ever lose something you can chase it down. Similarly, you might like to consider enabling the ‘find my feature on Apple devices. Having this feature switched on also means you can disable your device remotely, an excellent security option if it’s been stolen.

   Need help preparing your tech for travel?  Contact us at today!

Contact Us

 

1. Edit PDFs – Your PDF files open by default in Adobe. But, what if you want to edit them? You cannot do that within Adobe Reader, and the Adobe software that does let you make changes to PDFs is not cheap. Microsoft Word to the rescue!Launch Microsoft Word. Attempt to open a document like you normally would by selecting File and then Open. On the bottom right of the window that pops up, click the drop-down menu. Choose PDF, and then browse to the file that you wish to edit. Once you open it, you can make your edits. You may lose some of the formatting in the process, but it’s nothing that you cannot overcome.
2. Collaborate in Real Time – With Microsoft Office, you and a colleague can edit the same document or spreadsheet at the same time. This feature is actually built into Office 2013 and later. No magic needed. It’s a little bit of a process, but will pay off once configured.First, save your document, spreadsheet, or presentation – whatever it may be within the Microsoft Office suite – to OneDrive. Once the document is saved, select File, Share (on the left side of the screen), and then send out your invites.If all goes accordingly, your colleague on the other end will now be able to review and edit your work in real time. You may need to adjust your Microsoft Office settings in order to do this, but you can always request help from your IT department or an IT services company, if you have any trouble.
3. Ignore Reply-All Email Annoyances – Have you ever been included on one of those spam email threads that have absolutely nothing to do with you, but someone (or multiple people) keep on hitting the reply-all button? Ignore these frequent annoyances with Outlook! 
   Select the chain of messages. Then, in the top of the Outlook window, to the left of the Delete button, you will see Ignore. By choosing this command, any future messages will now be sent straight to the Deleted Items folder, helping you cut down on inbox clutter.If you use Microsoft Office at home and at work every day, these time-saver tips may be just what you need to kick productivity into high gear!

 

If you don’t have Microsoft Office or need assistance with managing Microsoft Office for you and your business, don’t hesitate to contact us today by filling out our contact form on our home page or on our contact page.  We will be happy to assist you and your small business.

Contact Us

 

Your business depends on intelligence. But can you count on your technology?

You may not be in the intelligence technology business, but it’s probably impossible to imagine your business without IT. Today, computing technology plays a vital role in the way you serve, work with, and communicate to your clients. Thanks to advances that have made technology more powerful yet less expensive, even the smallest practice can enjoy capabilities – in everything from marketing and sales to delivery and fulfillment – that were once the sole domain of large enterprises.

But today’s big IT advantages come with major risks. Your networks and systems serve as your silent partner in operations. Should they fail – and when they do, it’s usually without warning – you’re exposed not just to an IT problem, but to a potentially large business problem.

This post exposes 10 silent threats that might be quietly undermining your operations now – and proposes one quick, easy and FREE way to bring these threats under control, fast.

Risk #10: Wrong keys in wrong hands

It’s just common sense: you restrict crucial information, such
as bank accounts and inventory access, to carefully designated employees. Yet many businesses have lost control of their network’s user level access privileges, exposing vital company and client data to people without authorization. One of the first steps toward security is to be sure the right people have the right level of access to appropriate applications and data.

Risk #9: Bring your own headache

On the one hand, new devices such as smartphones and tablets can increase employee productivity – and when employees use their own devices, save the company money. But this new “bring your own device” (BYOD) environment brings new headaches, too. These devices are easily lost and stolen. When they are, any information available to the device – including confidential practice and client data – may be vulnerable to illicit access. Yet fewer than 50% of businesses report the ability to use data encryption and/or remote data wiping to protect their assets. Take stock of your data inventory: you need to share permissions reports that reveal which devices and users have access to which files and applications.

Risk #8: Who’s knocking at your backdoor?

Your business isn’t limited to your own systems. Thanks to access to outside servers and systems, you can leverage potent tools like Gmail and Dropbox to communicate with customers, share files and more. While these cloud services increase your capabilities without busting your IT budget, it’s important to remember that every connection that reaches out from your network may open an opportunity for someone else to reach in. Protect your portals: run an external vulnerability scan that reveals every “backdoor” through which an intruder might break into your network.

Risk #7: Weak Passwords

Your password protections are only as strong as the passwords themselves. Having no passwords – or using obvious passwords such as “12345” – undermines the very protection you seek. Yet employees often fail to establish passwords or, when they do, frequently use ineffective ones. Review your passwords’ strength to identify weak spots any unauthorized user could punch through.

Risk #6: Whoa, back up

If you lost a significant chunk of your data right now, how much business would you lose as well? Too many businesses run without sufficient policies, plans and procedures for backing up critical data essential to their ability to operate. If your business depends on manual procedures that are executed inconsistently, you’re exposed to unnecessary losses; it’s time to look for automated backup solutions that are always at work – even when employees might be forgetful.

Risk #5: Show me the compliance

Sensitive data demands special attention. In many businesses, the law obliges you to preserve client confidentiality – and demonstrate that you have processes in place to ensure compliance. The best way to prepare for a regulatory audit is to run regular compliance audits of your own that allow you to take corrective actions before your operation is called into account.

Risk #4: Print (lost) money

Despite high hopes for the “paperless” office, the reality is that businesses spend lots of money printing, faxing, copying and scanning paper documents. Consider the math: paper plus toner plus maintenance plus employee time, etc. It’s possible to bring these printing costs under control, but the first step is to discover who prints what, how often, and why. By monitoring your multi-function printers, you can limit access to authorized users, discourage unnecessary or wasteful usage, and encourage less-expensive options – such as scan to email or scan to file directories – that save time and money.

Risk #3: “Ghosts” in the machines

There may be “ghosts” haunting your networks – inactive users or inactive computers that remain part of your system, even if they are no longer contributing to your productivity. While the threat may not be immediately obvious, defunct computers represent an expense you don’t need to carry. Worse, inactive users may reflect open accounts (perhaps of people who are no longer employed by your business) that could present security holes for unauthorized access. Run audits that show you what’s active or not, then clean house – and close security loopholes – by burying the “dead” devices and accounts.

Risk #2: When IT can’t keep up, your business goes down

Smart businesses and wise managers protect their critical networks with redundancy: backup servers and routers that are designed to kick in should the main system go down. But the contingency plan is only as good as the processes and practices behind them; should these be inoperative, your business will not maintain continuity in an emergency. To safeguard your business, analyze your network before disaster strikes to be sure that your contingency technologies – such as your backup designated router or alternate domain control – are online and ready for action.

Risk #1: Hiding in the dark

You want to run your businesses, not an IT department. While IT may not be top of mind, it should never be out of sight. Lack of vision into the true status of your technology, and the quality of your defenses against attack or failure, may leave your business vulnerable to disruption, legal consequences and loss of revenue. By implementing regular monitoring and review procedures, however, you can anticipate challenges before they become problems, and take adequate measures to ensure the smooth conduct of your firm.

 

Consider the Massachusetts model

Effective March 1, 2010, Massachusetts law M.G.L. c. 93h imposed the most comprehensive confidentiality requirements yet for the safeguarding of “personal information” such as Social Security numbers, driver’s license numbers and other means of individual identification. Among the requirements are these:

Encryption of all transmitted records and files containing personal information that will travel across public networks, and encryption of all data containing personal information to be transmitted wirelessly; and encryption of all personal information stored on laptops or other portable devices.

To ensure compliance, law firms should consider implementing practices that can:

• Enforce strong password policies on all computing devices
• Automate backup and restore functions for all systems
• Restrict data, devices and applications to authorized individuals
• Deploy remote lock and wipe capabilities for all lost and/or stolen devices

 

Are you sure your IT is a sure thing?

We all depend on IT. Given the stakes, it’s important our confidence is well placed. Are you sure the technology you rely upon is adequately protected? In our experience, nine out of ten companies have undetected vulnerabilities that could lead to data disaster.

Take a moment to complete this quick self-analysis. If you
cannot answer yes to every question, request our FREE network assessment to give yourself – and your business – the confidence you deserve.

• Have you assigned appropriate access levels and authority to restrict data and applications to the right people? 
• Can you create and review permission reports that tell you which devices and personnel have access to which data and applications? 
• Are the connections you use to access online services protected against backdoor invasions by unauthorized intruders? 
• Are your data and applications password protected, and are your employees using sufficiently strong passwords to ensure security? 
• Do you use automated backup programs for data protection, rather than random and irregular manual backups? 
• If the regulators arrived at your door, are you confident you comply with legal and regulatory mandates for your data?
• Can you monitor and control printing, faxing, scanning and copying to lower costs?
• Is your system cleared of ghosts users and computers that waste resources and expose your network to unauthorized access?
• Can you verify that your data recovery and network restoration plans are operative and ready to work in an emergency?
• Do you have timely and actionable visibility into your IT status, so that you can intercept problems before they interrupt your business?

Give yourself, and your business, a “yes” vote of confidence by requesting our FREE network assessment! Your network assessment will give you insight into the true status of your IT system, and point the way to appropriate corrective actions you can make to secure your business effectively and efficiently. To get your FREE network assessment, contact us today.

Contact Us

Microsoft Office has been THE office suite for more than a decade, whether it’s for business or students doing their homework. Other applications have come and gone, but it’s expected that most people will be doing their work in Word, Excel or PowerPoint. While you may have an older version of Office that you love, there are three good reasons you should upgrade to Office 365.

It’s more accessible: Office 365 operates in the cloud, which means you can use your Word, Excel, Outlook and other office products from anywhere.  This means no more forgotten homework, files you can’t access until you get to work or lost documents. The cloud has them all ready and waiting for you, wherever you are. Save important files to a USB drive or your computer and use the cloud versions as your mobile copy, there really are no restrictions on how flexible Office 365 can be. 

Another benefit is that since it’s in the cloud, the barriers between Mac and PC versions have been erased. It runs on both platforms and on any device – iPhones, iPads, Android, tablets and many other smart devices. A hefty allocation of cloud storage comes with it too, in the form of OneDrive, so you can access your documents from any device. Many people have started using their OneDrive to store all of their important data, including photos, media and recipes. You can even share your files with a simple link, and you always have complete control over who sees what.

It’s more affordable:  Previously, there was a large upfront cost per computer and you were stuck with that version until you dug deep and upgraded. For people with more than one computer in their home, for example 2 laptops and a desktop, this was a very expensive way to obtain software. Office 365 has no large upfront costs, no matter how many computers or devices you need to install it on. It’s actually a monthly or annual subscription for a small amount, with no contracts. Depending on your location (pricing differs across countries), you can have five Office 365 licenses for a whole year, for less than the cost of your previous version.

It’s always updated: You are always rocking the latest version of Office. You aren’t stuck with the one you paid for years ago, like Office 2007, 2013 or 2016. Office 365 is always the very latest. If you’re still using an older version, you’ll be surprised by how much Office has evolved. Gone are the annoying paperclip helpers, tacky looking clipart and templates and confusing buttons. Everything is intuitive and easy to use, so you no longer need to take classes or tutorials on how to work it. Even the jargon has been stripped out in favor of human-speak so you can get your tasks done faster and finally break up with the undo button. With the latest features, your files also take on a whole new level of professionalism. Plus, any updates, upgrades or patches happen automatically, so whatever Microsoft cooks up to impress you is added to your Office immediately. In the past, when you upgraded your Office version it was quite the drama and often left your files in a mess. Switching to Office 365 is like a breath of fresh air in this regard, as it’s essentially a sign up and go situation. Older files remain intact, your hard drive doesn’t get cluttered, and you’re up and running in minutes. 

With Office 365, you’re essentially getting more while spending less. It’s a popular option for good reason. The fact that it’s always available, always the latest version and works anywhere is reason enough to make the switch, particularly if you have students or work-at-home users. The baked-in security features also mean you’re less at risk of cyber-attack, so you can get on with your tasks and let Microsoft deal with the dirty work. It really is a stress-free solution, saving you time and money.

Switch to Office 365 today – contact us today and we will be happy to get you set up.

 

Contact Us

Why Digital Transformation is a Top Priority for Small Businesses

 

 

New technologies are opening up new opportunities for business. They’re driving a revolution known as
DIGITAL TRANSFORMATION, where processes are simplified, ideas are implemented, and businesses are benefiting like never before.

Discover what digital transformation is, and the possibilities that even small changes can provide to your business growth.

 

Digital Transformation is more than a buzzword

Digital transformation may be a buzzword thrown around by large corporations, but small businesses are quickly embracing the core ideas behind it – using technology to improve processes, innovate and expand.

It’s an umbrella term that encompasses multiple areas of business transformation, each driven by new technologies, customer behavior, market demand and external factors. Many businesses have already begun their digital transformation with cloud applications, remote working and using email for communication. When you consider you may already be halfway down the path, it’s much easier to look around and wonder what else could be improved with technology!

The Joy of Disruption

Right now, small to medium businesses across the globe are in prime position to disrupt their industries. That is, to use their inherent flexibility to do things in a new way, introduce new products and services, and generally show the old guard how things should be done. 

When computers reached the point where they were widely affordable and understood, it caused a massive shift in how business was done. Ledgers became spreadsheets, letters were replaced with emails and a new normal was quickly established. It’s been this way for many years, but now companies are changing again. This isn’t for the sake of being cutting edge and looking cool, but to claim their share of real, tangible benefits.

Which opportunity will you embrace?

Quite often, decision makers hold off from worrying about how their employees will feel about the new technology. There’s concern it will make them redundant, they won’t know how to use it, or it will make their job harder. It’s worth noting that digital transformation is not only about getting clever with tech possibilities, it’s about providing a business culture where it’s clear you want to make success as easy as possible – both for your business AND your employees.

Go completely paperless

Efficiency is always the order of the day, and going paperless is one of the easiest ways to achieve this. You’ll avoid lost paperwork and illegible handwriting, and filing becomes a chore your employees will happily skip. New technology allows information to be entered directly into the system, even from remote locations and on-the-go. 

You’ll save money and stakeholders throughout your business process will appreciate the speed with which things now happen. With the right applications, you’ll also have analytical data at your fingertips, automatically generated and ready for you to act on.

There’s no limit to the innovation a paperless office provides, and the technology is there to support even the wildest ideas. According to Forbes, nearly 20% of companies have implemented chatbots across roles such as diary management, customer support, and even confirming sick notes.

Say Goodbye to Old Hardware and Software

A large part of your IT budget is no doubt consumed by maintaining software you’ve been using for years. Legacy software like this, applications you’ve had for so long that it feels too costly or difficult to switch, are a common problem for small businesses. It might have been state-of-the-art 20-30 years ago, but after all those years of patching to force it to play nice with your modern business, they can actually become a productivity black hole. The same goes for older hardware, systems you’ve kept running despite the rest of your business surging ahead around it. 

You might be pleasantly surprised to discover a replacement for that software or hardware has been developed in recent years, or that new advances mean you don’t even need it anymore.

Clocking into the Virtual Office

Cloud productivity solutions are becoming more common, such as Microsoft Office 365 and Slack. Applications like these allow employees to collaborate with maximum efficiency and ease of use. There’s never any lost work, ‘locked’ files and employees are able to extend themselves to showcase their skills like never before.

Cloud solutions are changing the way people work, and even how they expect to work. Confining their workday to the traditional 9-5 plus 2 hours in an exhausting commute is no longer accepted as necessary; many employees are embracing the flexibility that comes with cloud applications and choosing to work from home (or elsewhere). Around 30% of employees now work from home at least one day per week, a statistic expected to rise to 50% by 2020.

Create Room to Grow

Digital transformation isn’t just about getting rid of the old, but having room to grow into the new. You’ll be able to take on new opportunities, do more, and operate in ways you couldn’t before.

It not only benefits you as a business but your customers too. They want faster responses, faster turnarounds, and digital interactions. Whether it’s fair or not, whatever they see a competitor do, they expect you to follow suit. This might mean always available services, ever more rapid deliveries, and one-touch bookings. While your business might not be able to (or want to!) morph into a new Amazon with drone deliveries overnight, all these new technologies open a world of possibilities for your future. It’s now easier than ever to find out what your customers want, so you can leverage the right digital platforms to evolve alongside them.

Something else?

These are just some options and we know every business is different. For each business, we determine what they want to achieve and work out a plan to get them there. We can analyze businesses and see exactly where improvements can be made.

 

If you need help with digital transformation with your business, contact us today and we will be glad to help you and your business.

Contact Us

 

More IT, More Problems

Technology itself is advancing at rapid speeds, but the way people conduct business is moving even faster. Processes that would have felt ‘space-age’ just 5 years ago are now the norm, and businesses are under increasing pressure to keep up.

With that progress comes increased complexity – ongoing headaches really – as cyber-attacks rise, data continues to burst out of your storage drives, and technology requires constant maintenance to avoid downtime.

While large corporations are able to hire entire teams to manage their IT, small to medium businesses find their IT budget is running dry, but the problems still remain.

Switching to Managed Services brings instant relief to both budget and problems, beginning with putting cash flow back in your control.

Cash Flow out of Control

Computer problems can happen at any time, and the fix can sometimes be costly. Replacing systems, servers, components, laptops, peripherals…the problems tend to quickly spiral out of control, as each failure triggers the next.

Unexpected expenses like this are terrible for businesses, especially those who have to carefully manage cash flow every single month. Our Managed Services will help remove this financial stress with a fixed monthly cost you can budget for, and preemptive maintenance protocols to avoid disaster of your storage drives, and technology requires constant maintenance to avoid downtime.

Reduce Break/Fix Emergencies

Without our Managed Services there to make sure problems are minimal, reactive solutions are always going to be costly. There’s always a mad rush to get systems back online, limited availability of technicians with expertise, and hustling around to locate suitable parts on short notice.

Your business ends up with a suitable solution, but it may not last as long and it sure cost more than it should have. Engaging with our Managed Services means your IT problems are proactively corrected, without the cost shock, and before everything goes wrong.

Business Growth Gone AWOL

It’s hard to grow a business without the right technology in place. In fact, it can severely throttle your growth. It’s like mowing the lawn with nail clippers – success never seems to arrive, no matter how hard you work! Not having the right technology will directly affect your ability to compete, streamline and innovate. Getting the technology to support your business growth doesn’t need to be expensive, but it does require expert strategy.

Take Advantage of Technology Consulting & Strategy

With Managed Services, we can work with your business to plan the IT strategy that will support (and drive) growth. Rather than dive on the latest technology for the sake of it, we’ll make recommendations based on the way you work, your goals, plus help you plug any productivity, efficiency or budget leaks. As your business grows, the technology we recommend can be scaled to keep you ahead and competitive.

Cybersecurity Concerns

It seems every month we’re hearing about a new virus or hack, usually with a regretful business taking the brunt of everybody’s frustration. All those patches and protections are a lot to stay on top of, which is why 43% of cyber-attacks are aimed at small businesses. Far too many are successful. During 2016, an average of 4000 ransomware attacks happened every day in the US, a statistic that continues to climb.

Remote Monitoring = Protected

Unfortunately, 60% of businesses fail to recover from successful cyber attacks. Considering the sensitive nature of data held by business and the fact that IT is essential to continued operation, daily defense is required. Our remote monitoring can help cut off cyber-attacks as they occur, maintain your antivirus protection and software patches, plus assist with creating a secure culture. Businesses with our Managed Services enjoy highly effective security against threat.

Tech Wars

Businesses spend too much time battling with their technology, time that could be directed towards their core profit-making activities. Every day, employees struggle with compatibility issues, repeated errors and systems that simply don’t work the way they should. Even if you’re able to patch together a series of workarounds to keep things moving, the outcome is rarely ideal and usually has a negative flow-on effect for the customer.

Claw Back Your Resources

While our Managed Services takes care of your technology, your employees are free to focus on internal initiatives, innovation and collaboration. When things go wrong, support is a call or click away, and situations that would previously have been a productivity black hole are simply solved.

Downtime Revenue Loss

A single server going down can cripple a business, and the longer it’s down, the more it costs. Combine lost income with employee hourly wages and downtime becomes a hefty write-off. Once you start adding in overtime to catch up and missed deadline penalties, that small inconvenience becomes an extensive issue. It’s estimated that just one hour of downtime costs around $10,000 – an unwelcome price tag that increases with business size.

Prevent Problems from Happening

We are able to remotely see when hardware is about to fail and take steps to prevent catastrophe. Downtime is limited or avoided completely, and your business is able to continue surging ahead. We’ll let you know in advance what’s about to go wrong, and suggest proactive measures to ensure the crash is avoided.

Data Management

Data is the backbone of any business, whether it’s customer databases or proprietary files, and a catastrophic loss can see the doors close for good. Our Managed Services can make sure your data is backed up, moving fast through the network and you have enough storage. As your data needs grow, we’ll make sure it’s safe and if regulatory compliance is a concern for your business, we can help make sure you’re getting the tick.

Safe Data at your Fingertips

Backups rarely make for fascinating dinner conversation, but they will save your business in the event of corruption or breach. It’s one of the first things we’ll set up and manage for you, so you never have to worry. Our Managed Services can go one step further and help you go paperless where possible, improving response speeds within and without your business, while at the same time increasing your communication security.

 

Peace of mind is priceless – Get Proactive Computer Management Services today!  Contact us and we will get you started today!

Contact Us