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4 Benefits of VoIP for Your Small Business

Voice over Internet Protocol (VoIP), technology that lets you make and receive phone calls over the Internet, may have started out as a novelty, but it’s quickly becoming mainstream – and many small businesses are finding that it can save them a lot of cash. Benefits Features. VoIP has the same features as conventional phone service: multiple lines, conference calling, and voice mail, to name just a few. Cost. VoIP costs much less than conventional phone service, and most VoIP services charge a flat monthly fee, so bills are predictable. Simplicity. Calls are routed through the same network you use for e-mail and Internet access, so one system serves all functions. Mobility. You won’t need separate office and cell phone numbers: You can receive calls on your laptop or so-called “IP” phone while traveling, essentially taking your entire business phone system with you wherever you go. Some things to consider Audio quality still isn’t perfect, but you can make VoIP calls with regular phones or IP phones with little difference in quality. Depending on the number of employees you have and how many are on the phone at once, you might need higher bandwidth (such as a T1 line) to handle VoIP. You may want to keep a conventional phone line—primarily as a backup, but also to ensure that you’re listed in the local phone book. More information VoIP is integrated with your existing IT system, so contact us today for details about how you can get started enjoying its benefits.

Why two screens are better than one?

3 Reasons 2 Screens are Better than 1 Increasing your employees’ online workspace by expanding it across two or more monitors can significantly improve productivity with minimal cost investment. In the past, multiple monitors have been the domain of programmers. Visit Google headquarters, for example, and you’ll see awe-inspiring configurations of screens: two, four, even six monitors, stacked side-by-side or one on top of the other. However, multiple monitors can also benefit just about any type of office worker. Increased Multitasking According to a number of studies by specialists in human-computer interaction, the bigger your employees’ screen space, the more work they can see and therefore the more work they can do. For example, employees can keep their email and chat screens open on one monitor while working on a Word or Excel document on the other. They no longer have to spend time switching between one or the other, and can respond to each more quickly. Higher Productivity In a study commissioned by the electronics company NEC and conducted by researchers at the University of Utah, office workers were asked to perform several basic tasks using various monitor configurations. The workers using two 20-inch monitors were 44% more productive than the workers using a single 18-inch monitor. Minimal Cost Multiple monitors may not have been feasible in the past due to cost, but the price of LCD panels fell by almost a third in 2008, and the trend is likely to continue through much of 2009, according to market research firm iSuppli. Ready to enable your employees to get more done in less time? To upgrade to two monitors, in addition to the extra monitor you’ll need two video cards or an upgraded card with two outputs. Read more here, then contact us to help make it happen.

How to Web Sites

It’s All in the ‘How’ Have you ever wondered how to fix a leaking pipe or a broken light? Or how to check your car’s coolant or radiator fluid? How about maintaining a lawn, or tying a Windsor, or cooking a tasty meal for you or your kids in less than 30 minutes? The answers to these questions and more can be found in self-help sites such as eHow and WikiHow. These sites are databases of how-to articles presented in a clear, concise, and simple manner that anyone can easily understand. Unlike other guides that drown you (albeit unintentionally) in so much technical jargon that you end up completely lost, these sites make it a point to keep things uncomplicated – it’s all about helping you get something done right, and done fast. You can always learn the mechanics of why or how it works after you’ve gotten it done. Here, results are the primary consideration. Both websites offer a variety of subjects to browse through. If you’re looking for a specific topic, simply enter the inquiry in the search box. Certain topics even have video tutorials and/or illustrated guides that make the learning process even easier. However, if you don’t have anything particular in mind, then you can browse through topics that are classified by category. Navigation is intuitive and user-friendly. Another good thing about these websites is that the information is absolutely free – you don’t even have to register an account to gain access to them. And with WikiHow, if you feel like sharing a bit of your own knowledge, you can contribute your own how-to articles and become part of the WikiHow community. eHow also accepts entries that, depending on how you play your cards, can even help you earn a bit of extra money (there’s an eHow article to help you get started). So the next time you find yourself in a spot with anything from a stubborn stain to treating a bee sting, try visiting these sites since they just might have the simple and straightforward solution you’re looking for.

Working Smarter and More Efficiently with Instant Messaging

Are you avoiding instant messaging (IM) for fear that it will distract your employees and cut productivity? In fact, the opposite may be true. What is IM? IM is software that allows you to communicate in real time with other people who have the same software. It’s like email, but instantaneous. IM was originally considered a way to stay in touch with friends and family, but lately it’s taken off in the workplace. That’s because IM offers a fast, convenient way for employees to interact with colleagues or clients in real time. In fact, many cutting-edge employers now encourage their employees to use IM instead of phone calls or e-mails. Benefits include: Increased productivity: Workers can remain at their workstations instead of walking across the office or picking up the phone to obtain information, and the need for time-consuming meetings is reduced. Real-time communication with vendors and customers. Connection of traveling employees through mobile devices. Where can you get it? While there are many free IM services available such as AOL, Yahoo!, Skype, and MSN, many companies now offer solutions specifically designed for business. We can work with you to determine the best solution for your specific needs How to get started: Select a single provider. Expand services as needed. While basic IM may be adequate for some small businesses, others may benefit from expanded offerings, such as text conferencing, pop-up messaging, and email integration. Make sure your information is protected from external threats such as hackers and viruses. Create a usage policy to avoid internal misuse. Ensure that all employees know the rules and have installed the software on their systems. To be effective, your IM application should be carefully integrated with your existing IT system and workflow. Give us a call today and we’ll help you through these steps to implement a secure and productive IM solution.

Go Green!

These days there’s a lot of buzz about “ going green ” – helping preserve the environment, conserving energy, and looking for sustainable ways to grow the economy. The IT industry is doing its part as well, with “ green computing ,” which is basically computing by more efficient and sustainable means. You can get on board with some of the suggestions below: Save on energy, save on costs: A lot of today’s computing devices feature power management features and energy saving modes, thanks largely to US government efforts to develop energy-efficiency standards called Energy Star. This is a voluntary labeling program adopted by many vendors to clearly identify and promote their efforts in bringing down energy costs for customers as well as to showcase their own use of eco-friendly production processes and materials. When you purchase Energy Star products and make full use of their features, you not only help the environment but also save significantly on your energy bills. Reuse and Recycle: Consider retiring old equipment and replacing it with more energy-efficient models. Reuse what you can (such as RAM modules, cables, controller cards, and drives), and find a reputable recycler to help you dispose of remaining parts safely. Consolidate what you have: Be eco-smart about your purchases. Advances in technology such as machine virtualization now allow you to consolidate computing resources on fewer machines, such as all-in-one printers, saving not only upfront capital costs but also recurring operating expenses such as maintenance, space, power, and cooling. Over time this means less equipment goes into landfills, better utilization of resources, and more money freed up to apply where it counts – to growing your business. Do more with less: Instead of travelling, consider teleconferencing. Instead of hiring full time, onsite employees consider telecommuting arrangements. Not only do you reduce your carbon footprint by reducing transportation impact but also save a considerable amount of time and money as well. Outsource IT: For non-core elements of your operations, consider outsourcing , which leverages economies of scale by sharing resources among several customers without losing efficiency or effectiveness. For example, instead of hosting your own website, outsource it to a hosting service provider instead. We have lots of ideas for going green at your office and saving energy costs along the way. Give us a call and we’ll be glad to share them with you.

The Greatest Threat to Your Security May Be Your Employees

While everyone is worried about security threats outside the company’s firewall such as hackers, viruses, and worms, research suggests that the greatest risk may come from none other than the company’s very own employees. Not all of these risks are necessarily borne of malicious intent on the part of employees. Some risks may come from unwitting participation, temptation, or simply ignorance. Here are just some examples of security risks you should watch out for: Data theft. With the ease with which employees can connect small devices and transport data outside the company’s four walls, the risk of your sensitive data falling into the wrong hands becomes very real. Set up clear guidelines and policies regarding the use of removable storage media . You can, on your own or with the help of your IT consultant or service provider, lock down your PCs to disallow connection to removable drives or portable media devices if appropriate. Data loss. Accidents happen. Set up backup systems so that you can recover data quickly in case employees accidentally delete a file, are unable to secure a PC from viruses and worms, or are careless with the physical state and functioning of their assigned PCs. Data leaks. With the proliferation of multiple channels of online communication such as e-mail and IM , the threat of employees leaking sensitive company data to outside parties is very real. Provide clear guidelines and policies for the proper use of these communication channels in the workplace, and if needed, set up methods to block access to these services. Ask your IT consultant for help. Intellectual property violations. Illegal downloads or the illicit sharing of copyrighted material can also pose a significant threat to your organization. Legal action or the loss of your company’s hard-earned reputation can be debilitating and difficult to get over. Online Phishing and E-mail Scams. In phishing or e-mail scams, deception is used to gain unauthorized access to confidential data. Make sure you or your IT consultant set up filters to block such e-mails, or use security software to block access to this type of website. Lax/missing access controls. Be prudent and place access control policies on key information resources within your organization, such as e-mail or your accounting system. Provide each employee with access only to relevant information needed to complete his or her particular job. It’s not easy to protect yourself from security breaches, especially when they come from within your organization. Get advice from an expert. Contact your IT Service provider today to find out more. Related articles: Workers ’stealing company data’ (news.bbc.co.uk) Gasp! Fired workers are taking confidential data (news.cnet.com) A multilayered strategy helps neutralize internal security threats (techrepublic.com)

Instant Messaging for Business

Instant Messaging , or IM, can be a boon for any business because it saves time, improves efficiency, and even enables greater employee/customer intimacy. IM allows real-time communication and interaction between two or more people via the Internet , and its use is growing steadily. IM provides users with instant feedback about the presence of online “buddies” or users you know – for instance, whether they are online, busy, or currently offline, what they are currently doing, and whether they are able to successfully receive your communication. Even when one party is not currently connected to the Internet, you can leave offline messages for later viewing. Information sent can be in the form of text, media, and recently even voice and video. While IM has traditionally been used for quick and instant personal interaction such as chatting between friends and family, people are now finding that it can be effective in business as well. But before diving in and using IM in your organization, be aware that there can be significant risks. For instance, it can expose the company to outside threats such as hackers and viruses, or from problems from within such as employees sharing secret or sensitive information to outside or unauthorized parties. Finally, if not monitored properly, it can be a huge timewaster if employees spend their time chatting with colleagues, family, and friends instead of working. Here are some tips to get the most out of IM safely and effectively within your organization: Create guidelines for use . Let employees know of the dangers and risks in using IM. Create policies to allow the use of IM only for certain people within the organization (such as sales) and only during certain times of the day. Ask your IT consultant to configure your network to enact the restrictions you want. Standardize . Choose one piece of IM software (such as Google Talk, AIM or MSN ) and try using it internally first. You won’t be able to prevent some employees from adding buddies outside of work, so make sure to ask them to separate buddies inside the company from those outside. IM software allows you to easily create “buddy lists” to do this. Know when to use it . IM is a tool that can complement e-mail on one end and voice calls on the other. Consider using e-mail for detailed information sharing or communications such as memos, requests, letters, and proposals that readers need to refer to repeatedly. Consider using voice calls for more intimate interaction, clarifying communication, or in cases when you need to build rapport with the recipient. IM can be something in between the two, such as when you need to ask a quick question, send a short update, or get presence information . Keep it short . Keep IMs short and direct. In IM, unlike in voice conversations, you don’t need to do go through pleasantries. Unlike email, because of their real-time nature, IMs can be intrusive so be conscious of what the other party is dong and to make it brief and to the point when necessary. Use your status to your advantage . IM software allow you to set your status (i.e., Busy or Away) to let others know if you are free to take their messages. You can also set your status to Invisible so that you can be aware of others’ presence but be invisible to others. Set your preferences . Most IM software allow you to control certain behaviors, such as window pop-ups, whether to archive messages or not, whether to startup automatically when you log in, and much more. Explore the features of your software and use them to your advantage.

The Conficker Threat – Be Prepared

The past couple of weeks, a new malicious and particularly virulent worm known as Downadup, also more popularly known as Conficker has started to infect millions of PCs. In fact by some estimates, it has infected over 10 million PCs worldwide. As with many threats proper prevention can greatly reduce or eliminate your problem. This worm is particularly dangerous as it can infect your PC in many ways. You can be infected by simply visiting your favorite Web site, downloading a file or email from the Internet, loading a USB drive, or just by leaving your networked computer on, overnight while you’re asleep. The worm takes advantage of known vulnerabilities in Windows to spread. Its removal can be difficult, as it blocks many known antivirus software and associated websites. In some cases it even disables antivirus software already installed or the Windows Update service. After infection, it may choose to run rogue software on the machine, or use it as a host to infect other machines. Particularly troubling, security experts believe, is that on April 1st, a new variant of the worm will begin to randomly check various websites on the Internet to download new instructions. What those instructions are unknown at this point and could be anything as harmless as telling a joke, displaying an ad or as harmful as destroying files or even stealing usernames and passwords. The worm itself is not new, it made its first appearance late November 2008, known under the names Conficker or Kido. It shouldn’t have spread if people had made sure to the latest Windows and other updates were applied to their PCs and have kept up to date with their security vendors’ latest antivirus releases. Also since it spreads via network shares, making sure to use strong passwords on shared network drives would have helped to contain it early as well. If you aren’t sure if your PC and network are protected, make sure to contact your IT service provider for advice. Here are some other articles you might want to check out for more information: Related articles: The Conficker worm’s evil genius. (slate.com) Conficker Worm Draws a Counter-Attack – PC World (domainmacher.com) FAQ: Conficker worm (cbc.ca) Your Quick Guide to the Conficker Worm (shankrila.com) Windows PC Worm Set to Activate on April 1st (littlegreenfootballs.com)

The ROI Series – Calculating the ROI of a Technology Investment – Part 3

When an economic downturn starts to hurt, small businesses often hunker down and cut costs. But new technology solutions may be necessary for survival and growth—and they may not be as expensive as you think when you consider their return on investment (ROI). In this three-part series, we’ll review what ROI is, explain how an ROI analysis can help you save or make money, and provide guidelines for analyzing the ROI of a technology investment. Part 3: Analyzing ROI As we explained in Part 1 and Part 2 of this series, today, more than ever, small businesses considering a technology investment should analyze not only the costs of that investment, but the expected ROI as well. Unfortunately, few models exist to guide you through that analysis, and with good reason: Determining ROI involves looking at many components, then applying those components to your particular situation. Doing this requires making many choices, so first, let’s look at the things one must consider—from both a cost and benefit perspective—when considering the ROI of a technology investment. Your existing technology infrastructure. There are few companies without existing technologies in place—and any new solution will need to work with these systems to be effective. There will likely be costs associated with the new technology’s impact on existing systems—but there will also be benefits. For example, a new technology might offer more efficient automation of workflow or improved information collection, storage, and access. Your b usiness processes. A new technology can clearly improve your businesses processes as described in Part 2 of this series—by reducing downtime, improving productivity, and lowering costs. But implementing the new technology will likely involve training staff in using the technology—and that can have associated costs. Your external relationships. Finally, no business is an island: Your systems may link to customer and vendor systems. As a result, any new technology may impose constraints or require changes of external organizations or individuals—in the way information is delivered or received, for example. To solve this puzzle, it can be helpful to ask three different but related questions about the technology solution’s cost , effectiveness, and efficiency . Cost: Can you afford the technology—and will it pay for itself? To answer these questions, you’ll need to know the cost of the solution itself and the monetary value of the resources used to implement it, measured in standard financial terms. You’ll then compare the dollar cost of all expenditures to the expected return (in terms of the projected savings and revenue increases). You may need to project the cost and return over a multi-month or multi-year time span in order to show a payback period. Effectiveness: How much bang for your buck will you realize? Now the analysis becomes more complex. Analyzing the effectiveness of a technology solution requires you to look at its costs in relation to how effective it is at producing the desired results—in essence, to expand your measurement of ROI beyond cost savings and revenue increases to include performance relative to your company’s goals. To do this, you’ll probably want to look at unit cost or activity cost. Efficiency: Is this the most you can get for this much investment? Finally, you’ll want to ask whether the technology will produce the greatest possible value relative to its costs. That can present difficulties, as it will require you to conduct a similar analysis on many alternatives, perhaps simulating the performance of the alternatives in some way. These three types of measurements differ in several ways. While the first is based simply on Financial metrics—i.e., cost in pure dollar terms—the other two include production output metrics, including the quality of goods or services and customer satisfaction. These production output metrics may even extend to employee morale, or in the case of some companies (such as manufacturers of “green” products or non-profits), social or political benefits. All of these measurements, however, help you answer the same basic question: whether an economic downturn is a time to reduce technology spending, or a time to examine priorities and decide which technology investments will pay off in the long-term.

The ROI Series – Calculating the ROI of a Technology Investment – Part 1

When an economic downturn starts to hurt, small businesses often hunker down and cut costs. But new technology solutions may be necessary for survival and growth—and they may not be as expensive as you think when you consider their return on investment (ROI). In this three-part series, we’ll review what ROI is, explain how an ROI analysis can help you save or make money, and provide guidelines for analyzing the ROI of a technology investment. Part 1: Understanding ROI There are two ways to look at the value of technology: total cost of ownership (TCO), which quantifies only the cost of a project, and ROI, which quantifies both the cost and expected benefit of the project over a specific timeframe. Traditionally, businesses have used TCO when analyzing the cost of internal infrastructure projects such as upgrading an e-mail system. But even with internal systems, ROI can be a better method: If your old e-mail system goes down, for example, your sales team can’t contact customers electronically and must spend more time making phone calls. If your employees spend two more hours on calls than they would on e-mails, you’ve actually lost money by not upgrading your e-mail system. When it comes to any non-internal technology, however, ROI has long been the gold standard. That’s because technology can drive profit growth by increasing revenue. Looking at ROI is particularly important when an economic downturn limits your budget. Indeed, an economic downturn may be the best time to assess your technology spending—because by investing wisely during a downturn, you can strengthen your future. As an example of how ROI works, consider the case of a small, high-end electronics boutique. The current point-of-sale (POS) software program is beginning to show strains from the company’s expansion and increasing inventory, and customer service issues are arising—a problem since the company’s mission is to provide exceptional customer service. The company’s owner believes implementing a new POS software program will help address these issues, but deploying it will be costly. The key question is which will cost more in the long-term: spending the money to provide a solution—or the losses the boutique will incur by not doing so? That question may be easier to ask than to answer. As important as determining ROI is, there is still little consensus about how to measure it accurately. ROI, it seems, is in the eye of the beholder. That’s because ROI has many intangibles—things that don’t show up in traditional cost-accounting methods but still maximize the economic potential of the organization, such as brand value, customer satisfaction, and patents. For example, a knowledge management system may not reduce your costs in obvious ways, so how can you justify it in a tight economy? You probably can’t if you measure ROI by asking what a project will do for your bottom line in a year. But if the new system leads different parts of your company to collaborate, which in turn produces better goods and services that lead to top-line growth, then your ROI is strong. In Part 2 of this three-part series, we’ll go into more detail about how a technology investment can provide a high ROI.Later, in Part 3, we’ll offer some guidance for conducting your own ROI analysis.

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