Blog

March 25th, 2015

Productivity_Mar25_CToo many of us associate corporate meetings with long, dull sessions that lack focus, go round and round in circles and end up not reaching the concrete conclusions we need from them. In fact, many of these meetings probably don’t even need to be held in the first place, and certainly plenty of us would rather be at our desks getting on with our jobs than sat in energy-devoid boardrooms. But there’s another way - enter Do.com, a meeting productivity platform that has recently made announcements that show it’s on the up. Here’s why it might be time your organization upped the ante in meetings and jumped on the Do.com bandwagon.

Do.com aims to end what it terms ‘meeting hell’, and the platform is currently used by more than 5,000 organizations from top businesses like Dominos to sectors of the US government. When you add Do.com to your company’s productivity strategy, you benefit from a host of meeting-oriented features including management of agendas, notes and actions. The tool can also be used to share files for the purpose of discussion during meetings, and to display a timer to keep deliberations on track and avoid that ultimate hell of never-ending meetings.

The cloud-focused application has signaled it is on an upward trajectory, recently adding $2 million in funding. The additional capital will be used to further expand Do.com and its features, as well as the team behind it. Consequently, it appears that now is a great time to be getting onboard, with lots more to come from it. The most recent technical development to be announced is its new integration with Office 365. This will give Do.com further relevance and usability value to business owners around the world who are already taking advantage of the numerous benefits of the Microsoft cloud-based suite of productivity applications.

Do.com can already be used in conjunction with Evernote and Google Apps like Drive and Docs, but the move to integrate with Office 365 puts it in reach of an ever larger audience. Those not yet accustomed to high-tech meeting solutions may still be using pen and paper to manage their company get-togethers. But Do.com identifies its technology-based competitors as core cloud applications such as Dropbox, Trello, Evernote, Google Apps - everything from Docs to Calendar to Drive - and even good old email. Yet Do.com does something these individual apps don’t - while they all tackle one particular element of the organization and follow-up to a meeting, Do.com handles the whole lot with a single holistic, meeting-centered approach. With its latest moves, that’s what the platform hopes will be attractive to productivity-deprived business owners.

Want to find out more about Do.com and other productivity and cloud-based technologies? Get in touch today.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
March 24th, 2015

164 BizV_CHave your IT problems become chronic? Is your break/fix contractor hanging around your office so often that he’s on first-name terms with the maid? If you’re starting to think about an alternative IT solution that can clear up your chronic IT issues for good, Managed Services may be just what you’ve been dreaming of. Even better, they could just prevent your ultimate IT nightmare from coming true.

The ultimate break/fix nightmare

Your business is running smoothly. Profits and staff productivity have been up, and you haven’t had a single IT expense in months. Times are good. You kick back in your leather chair and break out that Cuban cigar you’ve been saving for just such an occasion.

But then the BIG ONE hits. Your servers crash. No, not just one - all of them! Your business comes to a grinding halt. None of your staff can work. You call your go-to break/fix IT provider, but he’s overloaded with work and can’t make it out to your offices till next week. Next week?! In a panic, you call the first IT contractor you find on Google. Thankfully he’s available. But since you need this work done immediately, he charges an unbelievable fee for a last minute fix. You have no other choice, you hire the contractor. You’re left hoping he fixes everything properly and none of your crucial data is lost in the process.

This is the precarious nature of break/fix IT services. And while this is a worst case scenario, situations like this can and have happened. So let’s look at the reasons why it pays to to hire a Managed Services Provider (MSP) instead.

MSPs prevent problems. Break/fix profit from them.

Think about the relationship dynamics of Managed Services compared to break/fix. If you’re a business owner who currently use a break/fix contractor, when your IT goes down your contractor gains profit. Your problem equals his reward.

How motivated do you think he is to do an effective job of fixing your issue? If that problem pops up again later, it equals more reward for him. Now that’s not to say all break/fix contractors aren’t fixing your IT to the best of their abilities. But think about the basic mindframe of a break/fix contractor: problem=profit.

The MSP system works differently. You pay a set fee every month to your IT provider. So the reward for the MSP comes every month. If something goes wrong during that month, you don’t pay anymore. Yet it costs the MSP more money, and therefore affects their profit margin. Because of this, the MSP is rewarded for taking preventative measures to ensure your IT is working as effectively as possible, always.

That’s not to say problems won’t happen with an MSP. But when they do, they’ll end up costing the MSP provider, and they certainly don’t want that. So for an MSP, the basic mindframe is: healthy IT=profit.

MSPs extinguish budget surprises

Everyone likes surprises, except when it comes to losing money. And when you have a break/fix IT service provider, big surprises can and do happen - and not the good ones, either.

An MSP is working to prevent problems from happening in the first place. You pay a monthly flat fee, so you always know what you’re paying. You can plan and predict your budget accordingly.

With break/fix, it’s true that some months you won’t have any IT expenses from your contractor, which is great. But other months, you could have bills that are astronomical. So you never know just what you’ll be paying for your IT budget in any given month. And if you don’t have that money set aside, then what?

MSPs might just make you happier

Yes, as silly and simple as it sounds, with an MSP you’ll probably be happier. The main reason is you won’t have to deal with the frustration of unexpected IT problems eating away at your budget and the downtime that comes with it. Your IT will run more smoothly (which will create a foundation for your business to do the same) and your budget will be predictable.

Even better, you’re more likely to have a fruitful relationship with your MSP provider since you both have the same goal: effective smooth running IT for your business. What business owner doesn’t like the sound of that?

Want to learn more about Managed Services? Contact us today to learn more about this effective alternative.

Published with permission from TechAdvisory.org. Source.

March 23rd, 2015

BusinessContinuity_Mar23_C_2As a business owner you’ve probably heard of the benefits of a business continuity plan (BCP). It ensures your company’s protection in the event of an unexpected disaster, whether that’s natural or man-made. But you likely don’t have time to sit and learn all about business continuity procedures and terms. Hearing technical terms in meetings, and being expected to follow protocol, may also sound overwhelming. To help clear up the confusion, here are eight common business continuity terms that you should be aware of.

Battle box - a tool box where necessary equipment and vital information are stored. These objects and pieces of information should be useful in a disaster. Typical items include a first aid kit, laptop, protective equipment, and communication devices.

Business impact analysis (BIA) - a process to evaluate the impact that a disaster may have on a business. The BIA shows what a business stands to lose if some parts of its functions are missing. It allows you to see the general picture of your business processes and determine which ones are the most important.

Call tree - a comprehensive list of employee contacts and their telephone numbers. Call trees are used to notify out-of-office employees about a disaster. Companies can use a software program to contact people on the call tree by sending automated emails and text messages. In order for a call tree to work, employees should provide alternative contact options and their information must be up to date.

Data mirroring - a duplication of data from its source to another physical storage solution or the cloud. Data mirroring ensures that crucial information is safe, and companies can use the copied data as backup during a disaster.

Exercise - a series of activities designed to test a company’s business continuity plan. When an exercise is carried out, there will be an evaluation to decide whether a BCP is meeting standards or not. An exercise can identify gaps in, and the drawbacks of, a BCP and is therefore used as a tool to revise and improve a business continuity plan.

Hot site - an alternate location equipped with computers, communication tools and infrastructures to help a business recover information systems affected by the disaster.

Plan maintenance - a process of maintaining a company’s business continuity plan so that it is in working order and up to date. Plan maintenance includes scheduled reviews and updates.

Recovery time objective (RTO) - a period of time in which companies must recover their systems and functions after a disaster. This is the target time for a business to ideally resume its delivery of products and services at an acceptable level. RTO may be specified in business time (e.g. one business day) or elapsed time (e.g. elapsed 24 hours).

Business continuity plans can be a hassle to design and implement without proper understanding of their requirements. If you want to learn how you can protect your business from disasters, give us a call today.

Published with permission from TechAdvisory.org. Source.

March 20th, 2015

iPad_Mar20_CIf you’re on-trend and at the forefront of developments in the Apple range, you’ve long since switched your allegiance from what suddenly seems like a clunky, oversized iPad, and are using the sized-down iPad Mini. The changes almost echo the trend in pre-smartphone times, when smaller, smaller, smaller was all we were hungry for. But, however you dress it up, size reduction almost always comes at the expense of functionality. Here’s why you might want to dust down your full-sized iPad and let it enjoy a new lease of life. Better still, grab a brand new iPad Air 2.

It’s big enough to share

Whether in meetings or on the go, the full sized iPad screen is better suited to showing documents, images and web sites to others. The iPad Mini may be more easily portable, but its screen size is comparable to that of the iPhone 6, and a phone just isn’t the best platform for displaying information to a group. The screen size on models like the iPad Air makes this much easier and more effective.

It takes great photos

For some time, the iPad camera seemed inferior to that of the iPhone. But the iPad Air 2 changes all that - the 9 Megapixel camera makes it perfect for photo needs in the office. We’re thinking instant capturing of whiteboard scribbles at the end of a brainstorming session, quickly and efficiently scanning documents, and maybe just the odd workplace selfie. It’s suddenly comparable to the camera power of the iPhone and superior to that of the iPad Mini. Combine that with the bigger screen, and the business productivity advantages of the full-sized iPad Air 2 are plain to see.

It’s a productivity machine

Again it comes partly down to the full-sized screen, but a more generously proportioned iPad - whether that’s the new iPad Air 2 or an older model - is simply better for getting the job done. While the iPad Mini boasts the same resolution as the iPad Air 2, the latter’s extra screen area gives you more space to work with. The Mini offers the same amount of limited room for maneuver as the latest iPhone model, which is fine when you’re on the move and want to complete a quick task on the fly, but less so when you need to get serious work done. The larger screen allows you to drag and drop information, move things around and switch between multiple applications at ease.

Getting the highest levels of productivity out of your technology is all about selecting the gear that works best for you. Want to learn how to best deploy iPads and other Apple devices in your business? Give us a call.

Published with permission from TechAdvisory.org. Source.

Topic iPad
March 19th, 2015

Virt 164_CYou’ve heard about Cloud Computing and Virtualization. You’ve followed the news about them, and even know a few fellow business owners who’ve successfully implemented the technologies. You’re excited and ready to take the plunge. But wait, which technology should you use? If you’re unsure, read on. Here are the differences between the two and the things you need to know to help you determine which one will benefit your business more.

The difference between Cloud Computing and Virtualization

To understand which technology you need, you first need to understand the role of that technology in your business.

Virtualization is basically using virtual hardware or software stored off-site, instead of the actual physical asset being in your office. A common asset many organizations choose to virtualize is a server. So if you’re thinking about buying a new server, you may want to consider investing in a virtual one instead. The advantage of this is that you’ll free up office space and save money on the upfront expense of an in-house server as well as its maintenance costs.

Cloud Computing, on the other hand, is not about individual assets, but instead is an operational model. Your business will run through the Cloud, where employees can create documents, interact with each other and customers, and even store files and data. The main advantage of the Cloud is that it increases operational efficiency and boosts organizational productivity.

Arguments for virtualizing

If you’re considering either the Cloud or Virtualization and have done neither, it makes sense to think about Virtualization first. With both Virtualization and the Cloud, you’re essentially changing the architecture of your business - from physical to virtual. Virtualization, however, is a small change, while Cloud Computing is a more dramatic one. If you opt for going all in with the Cloud right away, it may be a bit mind jarring for some of your staff as they get used to the new technology. And this could slow down their productivity. Virtualizing a few technology assets, instead of your entire workflow system, is an easier way to get a grasp of working with virtual technology for the first time.

A more fundamental reason to choose Virtualization is that you’re just looking to create more office space. In this case Virtualization is a no-brainer.

Arguments for the Cloud

If your organization gets to the point of needing to add virtualized machines or servers quickly, the Cloud can automate this process. However, your IT department must be ready and willing to hand this process over to your end users.

Also, if your organization has been using virtualized machines for some time or is simply ready to overhaul its workflow and operational process altogether, then the Cloud is likely a better fit for your business.

Which is the best choice for your business?

What it comes down to is operational efficiency (Cloud Computing) or saving money and space on individual assets (Virtualization). What’s more important to you?

And do you have a progressive organization and staff that are ready to adapt to using virtual technologies? If not, then Virtualization may be the initial step you need to start changing your organization’s infrastructure to compete in the modern business world.

Want to learn more about Virtualization and Cloud Computing? Contact us today.

Published with permission from TechAdvisory.org. Source.

March 18th, 2015

Security_Mar18_CIt’s easy to get complacent about internet security, but the reality is that none of us can afford to let our guard down. Precautions to protect yourself, your identity and your finances online can be simple, but they are only effective when practiced rigorously and consistently. And while the most obvious things like making passwords hard to guess and locking your workstation are as effective as they ever were, nowhere are conscientious security efforts more crucial than when using online banking systems and mobile payment portals. Users of peer-to-peer payment provider Venmo can breathe a sigh of relief, then, because the service just added extra security controls for its customers.

The Venmo platform is known for its convenience and ease of use, and is commonly used to split the cost of drinks, dinner, taxis and the like. The app is now adding a raft of new security-focused features, in response to criticism of its record for ensuring the security of its customers and their financial transactions.

Back in February, a Venmo user discovered his account had been hacked and used to withdraw almost $3,000 from his credit card. The intruder had also thought to change the email address associated with the Venmo account and to disable notifications of payments, but Venmo did not tell the genuine user about the changes that had been made. Venmo was decried for letting basic lapses in security exist in its trendsetting platform.

Now the service is doing what it can to pick up the pieces and up the ante on the security front. The most obvious change is to incorporate automatic email notifications when changes are made to the basic personal details associated with a Venmo account - a feature which many believe should have been built in from the word go. But the app will also add multi-factor authentication, another name for the two-step verification that can be enabled within Google Apps and other services. This feature makes it more difficult for would-be intruders to gain access to your account, even if they manage to get hold of your password.

Multi-factor authentication works by requiring not only your password for login, but also a second piece of information such as a one-time code - often generated on-the-spot and sent by SMS to the user’s cell phone - or the answer to a pre-set security question. Insisting on two phases to the sign-in process allows another opportunity to stop potential fraudsters in their tracks. The changes being implemented by Venmo also reflect the growing awareness on the part of technology companies for the need to get serious about security and protect the integrity of their systems and their users’ data.

You can put multi-factor authentication to use in your IT systems to keep your business protected. Get in touch with us and we’ll show you how.

Published with permission from TechAdvisory.org. Source.

Topic Security
March 17th, 2015

BusinessIntelligence_Mar17_CAre you thinking of making the move from simple Excel data extraction to more sophisticated business intelligence tools? It’s an essential step for any company looking to up the ante and gain real insights into business performance as of today, and to compare that to your company’s direction in order to understand what’s needed to get there. That said, business intelligence can be a minefield of concepts and terminology, that can seem complex to the first-timer. Here are three jargon-busters to get you on your way.

Reporting

Whether simple or more sophisticated, reporting forms the foundation of business intelligence and is key to knowing how your company is doing - and how to make it do better still. No matter the size of your company, financial reporting helps you to understand your position in terms of revenue and expenditure. Typical reports you might produce on a regular basis include balance sheets, cash flow statements and profit and loss accounts. Business intelligence tools like Enterprise Resource Planning applications can help you get a hold of these reports and customize them to suit your needs, to a level of detail and usability that most of us just aren’t going to manage with a spreadsheet alone.

Data Visualization

Having access to reams of business data is all very well, but in reality it’s not of much use if it doesn’t mean anything to everyday humans. You and your colleagues are business focused and, while you might know your way around a bit of data analysis and your IT systems, you don’t want to spend your lives with your head buried in sheet after sheet of formulae. Frankly, you’ve got better things to be doing than that - like getting on with the day-to-day management of your business.

That’s where visualization comes in. Just what it sounds like, visualization is about taking your raw data and presenting it in a way that’s instantly understandable and meaningful to its audience - whether that’s you as business owner, your boss or your company’s investors. Visualization can help you to convey a high-level overview of business performance, before you drill down to consider more specific areas of your products and services. Some business intelligence tools also offer interactivity to allow you to get exactly what you need from complex data.

Corporate Performance Management

The performance of your business depends on a huge number of factors, and if you are properly preparing for the future then you are considering a multitude of scenarios depending on how those factors play out. That can leave you with multiple versions of your budgets and cash flow statements but, without effective business intelligence software, you’re likely to have that information stored in a messy tangle of spreadsheets.

A better solution is a business intelligence application that allows you to import data from various locations, and adjust your reporting output according to variables in the numerous factors you are forecasting. With speed that those clumsy spreadsheets just couldn’t replicate if they tried, you’ll have at your fingertips a set of responsive, adaptable reports that enable you and your team to spend more time on analysis and making plans for the future.

Want to learn more about using business intelligence to propel your company to greater heights? Get in touch with us today.

Published with permission from TechAdvisory.org. Source.

March 16th, 2015

SocialMedia_Mar16_CThere was a time when social media platforms were hashtag-free. But the reality in today’s online world is that hashtags are one of the most prominent tools used in social media. And with more businesses than ever engaging in social media to stay competitive, let’s take a look at how different social media sites make use of hashtags, and how you can use them to the advantage of your business.

Twitter

Twitter hashtags don’t support special characters like +, !, $, %, -, ^, &, * but do support letters, numbers and underscores. There are no hashtag limits as long as you keep your message within the usual 140 characters.

The best way to use hashtags in Twitter is through hosting and participating in Twitter chats. You don’t need to be in an event to network with people through the official hashtag; event organizers usually market the official hashtag very well. In other words, you’ll get additional exposure if you use it.

Useful Twitter hashtag tools include:

Hashtagify which tracks trending hashtags and shows related hashtags for any base terms you provide. TwChat lets you discover, participate in and host Twitter chats. This is best used for monitoring and archiving any hashtag streams.

Instagram

Just like Twitter, Instagram hashtags don’t support special characters like +, !, $, %, -, ^, &, *, but do support letters, numbers and underscores. You can add up to 30 hashtags to a single photo or tag your photo after publishing it by listing the hashtags in the comments.

After you tag your post with a hashtag, you’ll be able to tap on the hashtag to see a page that shows all photos and videos people have uploaded with the same hashtag. Instagram hashtags can dramatically increase your following, especially if you use hot and trending hashtags which are easily found here.

The best use of hashtags on Instagram is to participate in hashtag games like #tbt (Throwback Thursday) and #MondayBlues. Both can increase your following and interactions since people click on these specific hashtags to see photos of other participants. Additionally, location-based hashtags also work very well on Instagram, whether abbreviated or in full, for example #LA and #LosAngeles.

Facebook

Facebook hashtags are similar to other social platforms; they support the standard set of characters including numbers, letters and underscore but don’t support special characters.

However, searching by hashtag on Facebook is a little unlike the rest, in that when you search for a hashtag you often end up on a Facebook page instead of a hashtag search result page. But there’s an easier way to generate hashtag search results - simply add the hashtag text after facebook.com/hashtag/, for example facebook.com/hashtag/cats.

You can also bring up hashtag search results by clicking on any hashtag in your Facebook stream. Do keep in mind that Facebook’s ranking algorithm is complex and seems to classify hashtags according to how closely you are related to the person posting the update, as well as how often the two of you interact.

The growing use of hashtags has changed how we use different social media platforms for the better. Still, it’s important to understand how these different platforms make use of hashtags in order to optimize them to your business’s advantage. Looking to learn more about how social media can help your business? Contact us today!

Published with permission from TechAdvisory.org. Source.

Topic Social Media
March 13th, 2015

Facebook_Mar13_CFor businesses who have a Facebook page, figuring out what to post can be tough. Your fans have ‘liked’ your page hoping to find out more about your business and products. After a while when all post ideas are exhausted, however, your page will most likely be outdated. And when you post again, there’s a very slim chance of attracting fans’ attentions again because you’ve been out of the game for too long. But you can turn things around by posting interesting and engaging content to give your business page a new lease of life.

In recent months, Facebook has again changed its news feed and pages algorithm, which has resulted in decreased visibility for many companies’ posts. The good news is that you can re-engage with your fans by applying these simple tips to your Facebook posts.

Plan your calendar

You’ll want to devise a weekly or monthly post schedule containing ideas of things to write about. A content calendar is an easy way to make sure you post regularly, and will ensure that your posts are well-planned and interesting. Without a calendar, you’ll find it hard to write when you need to - and no content means no visitors!

Offer value

Facebook is a great way to advertise updates about your company, but don’t get carried away. People don’t want to read long and boring reports about your business’s performance. You need to create value by posting content that revolves around your business, such as product tips, sales events, demonstration videos and photos, while still being relevant and interesting to Facebook users. Be as creative as you wish, but the key is to write posts that give real value to your readers. This builds your credibility and reputation, and there’s a good chance you’ll get repeat visitors to your business page, as well as have readers share your posts to their own profiles.

Keep it short

Nowadays, businesses strive to get their content visible on Facebook’s news feed - and it can get very crowded. Most people tend to scan their news feed quickly and skip the lengthy posts. Facebook itself says that posts of between 100 and 250 characters get more engagement, and shorter and succinct posts are better received. So it’s important to keep your posts short and to the point.

Schedule posts

Facebook has a ‘schedule post’ function, which you can use to your advantage. If you’re feeling extra productive, and have created posts for an entire week, you can schedule them to post automatically at specified times. Scheduling posts help you maintain a consistent presence for your readers.

Want to learn how your business can benefit from a Facebook business page? Get in touch with us today and see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Facebook
March 13th, 2015

InternetSocialNetworkingandReputationManagement_Mar13_CDoes figuring out how to grow a social media audience for your business leave you scratching your head? Do you wonder if it even matters if you have a social media presence in the first place? If you’re asking yourself these questions, then look no further. Here’s why social media is important, along with some key tips that will grow your audience and get your business the attention it deserves.

Why social media is a must for marketing your small and medium business Social media is at the forefront of the “soft sell” revolution. In fact, social media advertising can sometimes be such a soft sell that, when you’re on the receiving end, you may not even know you’re being sold anything in the first place. For example, you may have a friend who posts fun articles from their blog or pictures of their artwork (that they actually make a profit from) on Facebook. You may enjoy their content so much that you decide to share it and pass it along to friends and family. Know what you just did? You just became a marketer for their business. That simple share may just have garnered them a new customer and more profits.

This is why it’s an absolute must to carve out your piece of the pie in social media. You’ll grow your fanbase, and potentially create a following of loyal supporters who are happy to market your business - some of whom won’t even be aware they’re doing it. Here are a couple of tips on how to grow your social media audience.

Publish content

Every piece of content you publish is an advertisement for your business, regardless of whether you’re directly selling a product or sharing fun information. Not only that, but if you publish valuable content often, your readers will know you’re a reliable go-to source for information on your topic. That leads to a good reputation, people spreading the word about you and, consequently, referrals. You’ll grow your fanbase and online presence simultaneously.

Be human, be genuine

Trust is key. To become a player in social media, your audience needs to trust you. And if you want long term success in social media, that trust needs to be genuine. People can smell a faker, even over the Internet.

So be human and genuine with your customer interaction and published content on social media. If you do, you’ll develop a fan base that truly loves you and will be spread the word about your business without being prompted.

Think about it, how many times have you recommended a business that you love to one of your friends or family? When you did this, you didn’t believe you were marketing someone’s brand, but helping your friend or family member out. You wouldn’t have done this if you didn’t trust this business or believe their product or solution to be genuine.

Give back

To take the point above a step further, why not do a community service project in your local city or town? This gives you an opportunity to document the experience on social media. As mentioned above, this content is free advertising. And if you do something that is unique and genuinely helps your community, people are likely going to share it - growing your fan base in the process. In the end not only do you win, but also your fans and community.

Want more social media tips to help you garner an outstanding online reputation? Get in touch and see how we can assist.

Published with permission from TechAdvisory.org. Source.