Blog

August 4th, 2014

web_Aug4_CIn many western countries, the word 'outsourcing' is both feared and loathed. The idea of moving business processes out of a company really does not sit well with many. However, for a great number of business owners it is appealing, especially when they aren't able to successfully manage all processes alone, such as the IT needs of the business. When it comes to information technology, many businesses have come to rely on outsourced solutions, but there are still myths that hold back some companies. Here are six:

1. It is costly

Talk to some people about outsourcing your IT and the first thing they may mention is how expensive it can be. This comes about because you used to have to invest in expensive hardware and infrastructure that allowed an IT partner to access and manage your systems.

This is simply not true these days, especially with modern technology. Many IT partners offer their services on a per-user or monthly basis, delivered over existing network connections. This makes it easier to budget. Many small businesses have come to realize that outsourcing is a cost-effective solution, especially if they rely on a vast amount of technology.

2. People will lose their jobs

Mention outsourcing and many people get their hackles up, thinking they will be losing their job. While it is true that outsourcing some business processes like manufacturing could well result in a loss of jobs, outsourced IT providers often set up their business to work with existing team members.

These providers exist to essentially fill in the gaps of a business's IT, or take the existing load off of an overworked IT team. Because business technology is such a wide concept, most IT experts focus on one or two concepts. This means that they don't have to be involved in every aspect of technology of a business,

Also, as good IT services can help your business run more effectively this can, in turn, lead to a more productive and profitable company. This secures and creates jobs not threatens them. The best way to think of outsourcing your IT is that it won't cause a loss in jobs, but instead will help provide a stable platform that supports business growth.

3. You lose control over your infrastructure

There is a common concern that when you outsource a business process to another company you lose control over it. When it comes to outsourcing IT, many business owners often believe that they will lose control over their infrastructure because the partner usually installs and maintains this.

While it is true that an IT partner will manage infrastructure, almost every provider operates with your business goals and needs in mind. They will often implement solutions that not only support but improve existing processes while also reducing costs. This leaves you with a stronger business set-up.

4. It's all or nothing

The idea here is that when you outsource your IT, you have to outsource all of it. In truth, tech solutions are quite flexible and include individual or bundled services that can cover just one area of several aspects of your IT.

The best solution is to outsource the processes where support is weaker. Maybe your IT team is focused on running your online store, so the last thing they probably want to do is implement collaboration software. If you outsource this, you can increase the chance that implementation will go smoothly and you will get the solution you actually want and need.

5. You won't be compliant with regulatory bodies if you outsource

Many businesses work in industries that have strict compliance regulations about the way data is stored and used. Some business owners think that by remaining in control of this, you will be 100% compliant because you can better control the system.

However;, many IT providers operate in the same industry and face the same regulations time and again. This often means that they can actually provide systems that ensure compliance and are also able to keep abreast of changes; implementing them often quicker than an in-house solution.

6. Service levels will be lower than in-house

There's something to be said about in-house support. If a computer breaks, support can be there in a matter of minutes to help fix it. Your IT providers however, is usually based in the same geographical location. This means a quick response to in-house calls.

Beyond this, many providers proactively manage systems. This means that they can often tell when something could go wrong before it does, and then take the correct steps to either fix or prevent the issue from happening. It is this proactive approach that really pays off in the long run, largely because it saves you from costly and preventable repairs, not to mention expensive downtime.

If you are looking to learn more about how outsourcing your IT can help, contact us today to learn about our services.

Published with permission from TechAdvisory.org. Source.

Topic Web
July 31st, 2014

AndroidPhone_July28_CAndroid phones are currently the most popular devices being sold by many carriers. While these devices are popular, many come preinstalled with apps that have been developed by the carrier. This apps are often referred to as bloatware and are usually ignored by users. However, if you have ever tried to uninstall them, you know this is easier said than done. The good news is that there is a solution.

Bloatware defined

Read Android themed blogs and you will eventually come across this term. When it is used to refer to mobile phones, bloatware is software that has been installed by carriers or device manufacturers. These apps are generally useless, unwanted, or are value-added apps - meaning apps which you need to pay extra for in order to use e.g., a music service run by your carrier.

The kicker with bloatware is that you don't get a choice as to whether or not it is installed on your phone. The reason for this is because carriers and manufacturers install the apps before you purchase the phone. Many carriers have contracts with manufacturers to actually install the software before the device leaves the factory.

Is bloatware bad?

Mobile bloatware often gets a bad rap, especially because much of it is unwanted by users. That doesn't mean the apps are 'bad', or malicious. In fact, some users do actually use the software that comes installed by mobile carriers. The issue many have is that they have had no say in the matter and as a result feel forced into using certain apps, when they would rather be using something else, or would never have downloaded these apps in the first place.

In short, the vast majority of bloatware is not overly useful but it is by no means malicious. It's really more of an annoyance to many users.

Can I get rid of bloatware?

The short answer to this question is: No, you usually can't get rid of bloatware. Some of it can be uninstalled, but most of the apps installed by the carrier or manufacturer aren't able to be deleted.

That being said, there are two options you can consider:

1. Disable bloatware on your device

While you usually can't uninstall bloatware, phones running Android 4.X and newer do have the option of disabling it.
  1. Open your device's Settings panel. This is usually done by sliding down from the top of the screen and selecting the person icon with five squares followed by Settings.
  2. Tap on Apps and swiping right so All is highlighted at the top.
  3. Scroll to the app you would like to disable and tap on it.
  4. Press Disable.
  5. Tap Ok in the warning that opens.
  6. Once you do this, the app will be removed from the home screen and will no longer run in the background.

2. Purchase devices without bloatware

If you are currently looking for a new device, or are looking to upgrade your current phone, an option would be to purchase a device that doesn't have bloatware. For example, most phones you purchase separately from your carrier won't have carrier specific bloatware. Take for example Nexus devices. These phones, when bought outright, only have stock Google apps like Calendar, Gmail, Chrome, and Google Play store installed. Of course, if you buy the device from your carrier, there is a good chance it will have the apps on them. So it is best to look at the big-box stores or retailers.

If you are unsure as to whether the device you are looking at has bloatware installed, try asking the salesperson or looking at online reviews. As a general rule of thumb: If you buy the device from a carrier, or on a contract, the device will have some bloatware on it - most carriers have a stipulation on the agreement you sign giving them permission to install it, or noting that it is installed. When you sign the contract you thereby agree to have the apps on your device.

The major downside to buying devices like this for some users is that you have to pay full price for the device. For some this is worth it, while others are ok with the odd bit of bloatware if they get to pay less for their device.

Looking to learn more about Android phones? Contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

July 30th, 2014

Windows_July28_CA common problem that develops over time with people who have been using their computers for a number of years is that their desktops often become littered with files, shortcuts, folders, and icons. The result is a cluttered look that not only looks messy but can make it harder to find files and can even cause your computer to run slower.

Want to tidy up your desktop? Here are six tips on how you can get your desktop more organized and even reduce virtual clutter too.

1. Before you begin do a bit of recon

Before you go about simply deleting everything off of your desktop, it is worthwhile thinking about what you really want to keep on your desktop. This will be vary from person to person, of course, but most people treat their desktop as a place where they put files, folders, and app shortcuts that they want to quickly access.

Take the time to think about what you use the most and which files and folders you really need to access instantly or which you use all the time. An easy way to figure this out is to simply auto-arrange your icons by right-clicking on an empty area of your desktop (where there are no icons) and selecting Auto arrange icons. This will arrange your icons into a grid format that makes them easier to see and work with. Then, right-click on empty space and hover your mouse over Sort by and select Date modified to order the icons by the date they were last modified, or opened, with the latest at the top.

2. Create holding and app shortcut folders

People often use their desktop to hold files like downloads, photos, screenshots, and even email attachments. This can lead to an incredibly cluttered desktop in a short amount of time.

In truth, you probably don't need all these shortcuts on your desktop. What you can do is create a folder on your desktop where all non-essential files and folders go. A folder like this is great to hold downloads or files that will only be used for a short amount of time.

The key here, is this folder is used for non-important, or temporary items. If you don't plan on keeping it, put the file, icon, etc. into this folder. Once you are done with the file, simply go into the holding folder and delete it.

It could help to also create a shortcut folder. When you install new programs on Windows, a shortcut icon is often automatically added to your desktop. However, these desktop shortcut should be for frequently used programs only. For programs that aren't really used that often, it is best to create a separate folder the shortcuts. This not only reduces desktop clutter, but puts shortcuts in one central location, making them easier to find.

3. Be ruthless

Once you have your folders set up, it's time to start getting rid of the clutter. As with any clearout you should be ruthless. If you haven't used a file, folder, etc. in the past two months or so, you should seriously question whether you can get rid of it.

To make this easier, open your desktop via the File Explorer. You can do this by opening any folder and clicking Desktop from the left-hand menu bar. This will make all of the icons and files on your desktop easier to see and work with.

Go through these and uninstall programs you no longer use, delete images you no longer need, move unimportant files, and place files in their relevant folders. Once complete, take a look at your browser to see where it downloads files too. If you have your browser set to download files to your desktop by default, try going into the settings and changing the download location to another file like the Downloads folder.

4. Stick with it

Once you have de-cluttered your desktop, try to stick with the rules you have set. With downloads ask yourself whether these need to be on the desktop or whether they can go into a folder somewhere else.

Of course, sticking with it won't always be easy, so maybe take time once every month or two to revisit your desktop and clean it up a bit.

5. Use the taskbar or Start for apps, not the desktop

With Windows 8 and 8.1 you can actually pin apps to the Start menu, so when you click it the apps are available in the window that pops up. This is a great alternative to simply having program shortcuts on your desktop. Pin apps to the Start menu on Windows 8 and 8.1 by opening your apps list (clicking the down arrow from the Windows Start screen) and right-clicking on the program you would like to pin. Select Pin to Start to be able to access it when you hit the Windows key on your keyboard.

If you prefer the traditional desktop view of Windows 7, or are using Windows 7, why not pin your important programs to the taskbar at the bottom of the screen? This can be done by right-clicking on an open app and selecting Pin to Taskbar. The programs will remain at the bottom of the screen, and can be opened by simply clicking on them.

6. Strategically pick your wallpaper

An interesting way to minimize clutter is to pick a wallpaper that you enjoy looking at. Be it a favorite picture, slogan, etc., try to frame the image so the focus is in the center of your desktop. Then, place your icons around the image in a way that they still allow you to see the image. If you can't see the image, then you have too many icons and it may be time to get rid of a few.

Also, having an image you like also serves as a reminder to try to keep icons to a minimum in the first place. This could be a proactive solution to keeping desktop clutter down.

If you are looking to learn more about using Windows in your office, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

July 30th, 2014

SocialMedia_July28_CA common use of LinkedIn is the curation and sharing of content with fellow colleagues and users. The business oriented social platform has a wide variety of features that encourage users to share content, and earlier this year its own content creation platform was implemented for select users. Now, the company has rolled out the new publishing platform for all users to take advantage of.

About LinkedIn's new publishing platform

Like other social networks, LinkedIn allows users to publish posts on their profile which are then visible to other users. In the past, there was a limit as to how long the posts could be, which influenced how users shared the content they generated. Most would simply copy and paste a link to their content into a post on their LinkedIn profile.

In an effort to make sharing thoughts, ideas, expertise, etc. easier, LinkedIn has implemented the long-form post. This feature allows you to create longer content, such as blog articles and opinion pieces, and post this directly on LinkedIn. In other words, you can now use LinkedIn as a blog which is shared with your connections.

If you create long-form content, this could be a useful way to get posts out to an even wider audience than through your blog. This is because when you publish a post on LinkedIn, it becomes part of your overall profile, with the post being visible under the Posts section of your profile. New long-form posts will also be published and shared with all of your contacts automatically.

This means that you could technically increase the overall reach of your content, especially if the content you produce is useful to your LinkedIn connections.

Writing long-form content on LinkedIn

If you would like to start publishing long-form content using your LinkedIn profile, you should be able to do so by:
  1. Logging into your LinkedIn profile.
  2. Pressing the pencil in the box that says Share an update…
Note: This update is still rolling out to users, so you may not be able to produce long-form content just yet. If you don't see the pencil in the Share an update… box, you will need to wait for a few weeks, or until you get an email from LinkedIn saying the feature is ready for you to use.

If you do see the pencil icon, click on it to open the long-form post screen. It looks like most other Web-based publishing and writing platforms with the usual formatting buttons and text field where you input the content.

You can write your article directly on this page, but many choose to write using a program they are comfortable with and then copy and paste into the text field. If you want to add images to your post, you can simply click where you would like the image to slot into the content and select the camera icon from the menu bar above the text field. Select the image and hit Submit. You can then resize the image by clicking and dragging on it.

Saving and editing your content

Once you have finished writing we strongly recommend you hit the Save button at the bottom of the text field. This will save the content to your profile, but will not post it. This means you can edit the content before publishing. To do this, click on Preview which will open your post in another window, allowing you to see what the post will look like on your profile.

While in Preview mode, be sure to check the spelling and grammar, along with the overall formatting. If you spot anything that needs to be changed simply switch back to the editing tab on your browser and make any amendments.

When you have finished writing, formatting, and editing you can then hit the Publish button. This will then publish the content on your profile and share it with your connections.

If you have content that you think your connections and colleagues would benefit from reading, then this new LinkedIn feature could prove to be useful and should be considered as a larger part of your overall content strategy.

Looking to learn more about LinkedIn and how you can leverage it in your business? Contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
July 25th, 2014

VoIP_July21_CModern business communication platforms are more often than not migrating to digital solutions that are supported by an Internet connection. When looking at different solutions, many businesses come across two major solutions: VoIP and Unified Communications. The problem is, both of these can cause some confusion, especially because the idea behind both sounds so similar.

What is VoIP?

VoIP, or Voice over Internet Protocol, is a modern communication method that enables voice communication over a business's network connection. With many VoIP solutions you are able to use the same phones you do on traditional networks. You just need a small adapter that turns your voice into a digital signature that travels on top of data on your network.

VoIP is common these days because many businesses have high bandwidth Internet connections that can support it, and many solutions offer considerable cost savings compared to traditional phone lines.

What is Unified Communications?

The other main modern communication solution many business owners come across is Unified Communications (UC). This is a group of modern real-time and non-real-time communication services that provide businesses with a consistent user-interface and experience across multiple devices and platforms.

Many UC solutions include:

  • Internet telephony (VoIP)
  • Instant messaging
  • Video conferencing
  • Screen sharing
  • Call control
  • Speech recognition
  • Email
  • Voicemail
  • SMS
These solutions are often delivered via a number of programs that can be combined to look the same and interact with other systems.

One of the best examples of UC in use is the idea of a customer calling to ask a question about one of your products. They unfortunately call after business hours and decide to leave a voicemail message. After they hang up, software that powers the phone system translates the message into digital form and emails it to your marketing team. Your marketing manager receives the message, in email form, on their mobile device and is then able to call the client back.

This scenario likely happens using three different systems - voicemail, email, and VoIP - and three different programs. The thing is, these programs are all 'unified', so they work as one unit.

What's the difference between the two?

The biggest difference between the two communication concepts is the scope. Many VoIP solutions focus just on Internet-based calling, while UC focuses on company-wide communication. More times than not, the voice part of UC is powered by a VoIP platform.

That being said, many VoIP solutions offer some form of UC features like voicemail, instant messaging, and video calls.

Which option is best for my business?

This is a question businesses often ask us, and the answer is that it really depends on your company and your current situation. If you already have a traditional phone system in place in your office, and are looking just to cut your phone bills then a VoIP solution may be the best solution.

One of the biggest downsides of a UC solution is that it can require a fairly large investment; certainly larger than VoIP. If your business is operating on narrow margins you probably won't be able to implement a full UC solution all at once, instead having to implement it in steps.

Our best recommendation is that before you consider either, give us a call to learn more our solutions and how we can help your business get the right type of communication that will work for your business and budget.

Published with permission from TechAdvisory.org. Source.

Topic VoIP General
July 24th, 2014

Productivity_July21_CEnterprise Resource Planning (ERP) is software that allows businesses to manage business processes and information. Long thought to be a tool exclusively for large businesses, there are an increasing number of solutions being made available to small and medium businesses. Despite this, many business owners are unsure as to whether ERP should be integrated into their business or not.

There are several common business situations that indicate your business may be ready to implement an ERP solution. Here are 5:

1. Your business is entering the growth stage

If your business is experiencing a period of growth of profits, sales, and employees, chances are high that the number of systems and processes you use and require are also growing. If not managed properly, you could see a significant slowdown in growth due to inefficient processes.

By integrating an ERP solution, you can avoid this largely because these systems allow you to manage processes from a central location and provide you with the right resources when you need them. Essentially, they provide the platform that can support the systems and processes that enable healthy growth.

2. You have a tough time accessing business information

Companies without ERP often see employees wasting time tracking down important information. Think about the time you need to spend looking for accounting data. Is it available at the click of a button, or do you need to search for it across different locations?

If you are spending more time tracking important information than actually using it, you would do well to look into an ERP solution. It can centralize information and make it much easier to access when you need it, thereby increasing your overall productivity.

3. Finance and HR processes are becoming harder to manage

Companies with a small number of employees or customers can likely get by without specific software to help track relevant information and can use spreadsheets instead. But as soon as you see growth, you will quickly find out that spreadsheets simply won't cut it and managing Finance and HR related activities and information will become an uphill struggle.

If your teams rely on paper or other base information to develop reports and fill orders, you could see labor costs shoot up, possibly becoming your biggest expense. By integrating an automated solution like an ERP, you can cut back on these costs and make your employees' jobs more manageable.

4. Databases contain double entries and errors

When each department uses their own software to keep information, it can become impossible to manage it all and ensure that all systems contain not only the same information but are up-to-date. When different departments have different information for the same client, person or function you are going to see inefficiencies and errors made.

These mistakes and the time spent correcting them can result in increased wages, decreased productivity, and even potential loss of sales. By implementing an ERP, you can ensure that everyone is accessing the same information which is not only correct but also up-to-date.

5. There are numerous processes carried out on different software and systems

It is common to see many businesses invest in different software and systems for different functions and departments. In many cases, this can lead to high overhead and management costs which in turn can eat away at profits.

Many ERP solutions are developed to support a variety of business processes and departments. What this equates to is one solution that covers all aspects of your business. This is almost always more affordable than multiple systems. The same can be said if you need to add new employees. With traditional systems this means investing in new software licenses. However, with ERP you can usually add a user for a low monthly cost, or even no cost at all - depending on the solution you integrate.

If you are looking to learn more about ERP and how it can be implemented in your organization, contact us today and discover what might turn out to be a successful solution for increased profits and productivity.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
July 24th, 2014

BusinessValue_July21_CWhile technology is without a doubt the backbone of almost every business, it can be difficult for business owners to manage or implement it. To many, technology has become so complex that a dedicated IT team is necessary. One solution that may prove more favorable however is to outsource your IT to a Managed Service Provider (MSP).

What is an MSP?

When small to medium businesses look to outsource the management of their technology, many turn to a Managed Services Provider. These service providers function as partners in the management of a business's technology and often assume responsibility for managing, installing, and monitoring all, or at least a large part, of your tech on your behalf.

Because many of these IT partners are focused on technology services, they can often provide technology services equal to, or better than, hiring an in-house IT team. Beyond that, most IT partners offer services at a fixed monthly rate, thus allowing your business to effectively budget for IT expenditures.

5 Ways an IT partner can help

Aside from stabilizing costs and offering powerful IT solutions, there are many ways an IT partner can help your business. Here are 5:

1. Provide stability and direction

Technology is always changing, and the number of services and solutions available is simply staggering. Do you go with Windows, OS X, or Linux for your operating system? What about servers? Do you want cloud services? If so, which? Simply picking the right solution for your business requires an IT expert.

IT partners know technology and take the time to get to know your business needs and goals. From there, they can help pick and implement the best solutions that will support your current demands and provide the necessary IT platform on which you can stably expand your business.

2. Allow you to focus on your core business function

Anyone who is not an IT expert but has been thrust into the role of managing technology quickly comes to realize that technology management and implementation is a full time job. What this means in many small businesses is that someone has to give up time focusing on their main role to focus on technology. This inevitably results in a loss of overall productivity.

By outsourcing your IT, you and your employees can focus on core business functions, without having to worry about pressing technology issues and staying up-to-date with tech developments. This results in an overall increase in productivity.

3. Help you learn how to leverage technology to meet your business goals

To many, new technology like the cloud, advanced databases, and web languages like HTML and CSS are simply too confusing. They may even be downright scary! When people feel overwhelmed by technology, they will often not be able to use it in the best possible way or they will shy away from it. This can lead to decreased productivity, unused technology, and a wasted investment.

Many IT partners don't just install and manage systems, they also take the time to ensure that employees are comfortable with them and understand how to use them. This increases overall tech buy-in and can in turn reduce wasted investments, saving you money in the long run.

4. Enable you to use the latest technology

A common complaint of many who work in small to medium businesses is that the technology systems in the company are old or slow. This is largely due to the fact that many businesses operate on thin margins and simply cannot afford to update systems or integrate new ones.

IT partners offer their services to many different companies and therefore need to ensure that they are using the latest technology. Because most of these services are offered over the Web, they can pass along the features and updates to your business without you having to invest in new technology.

Beyond this, many MSPs offer full-service solutions that include picking the best technology for your business. They can install systems based on your budget and also manage them, ensuring that systems remain up-to-date and fully support your business needs.

5. Ensure compliance

Many industries like healthcare, education, finance, and real estate, require that businesses comply with strict regulations regarding technology and its use. Some governments even require that all businesses meet privacy regulations, making it difficult for businesses to know what the requirements are and if they are actually compliant.

IT partners also operate in these industries and are compliant. This means that they can often ensure that your business and systems are also meeting regulations.

If you are looking for an IT partner who can help your business get the most out of your technology, contact us today to learn more about our managed services.

Published with permission from TechAdvisory.org. Source.

July 23rd, 2014

BCP_July21_CBacking up your data is an essential business task that should not be ignored. Believe it or not, it's not a matter of if your systems will crash putting your data at risk, but when. There's a good chance that you could face data loss if systems crash, and backing up your data will reduce this loss. In case you are struggling with backing up your data, we have come up with eight tips that can help.

1. Pick the backup solution that works best for your business

When it comes to backing up the data on your company's computers and systems, most companies consider five main options:
  • Internal hard drives - You can either use another hard drive installed in your computer or partition an existing hard drive so that it functions as a separate drive on which you back your data up. This is a quick option, however should your computer or the hard drive fail - two of the most common computer failures - then you will lose this data.
  • External hard drives - These drives are essentially separate hard drives that you connect to your computer via a USB or other connection. Many of these drives allow for one touch backup and can be configured to back up data at certain times. While these can be useful, especially if you want to keep data backups easily accessible, they are prone to the same potential failure as internal drives.
  • Removable drives or media - For example, USB flash drives, DVDs, etc. These are great for backing up work you are doing at the moment or for transferring small files from one machine to another. These options are limited by smaller storage sizes however, so backing up even one computer will likely require multiple disks or drives.
  • Cloud-based backup - This is the act of backing up your files to a backup provider over the Internet. Your files are stored off-site and can be restored as long as you have an Internet connection. For many businesses, this has become the main form of backup employed, largely due to cost and convenience - files can be backed up in the background. The biggest downside of this backup option however is that you do need an Internet connection for it to work and you will see more bandwidth being used, which could result in slower overall Internet speeds when files are being backed up.
  • NAS - Network Attached Storage, is a physical device that has slots for multiple hard drives. You connect this to your network and the storage space on the hard drives is pooled together and delivered to users. This solution is like a mix of cloud-based and external backup, only the device is usually in your office. While it is a good backup solution, it can get expensive, especially if you have a large number of systems to back up.
There are a wide variety of backup solutions available, so it is a good idea to sit down and figure out which are best for your business. The vast majority of companies integrate multiple solutions in order to maximize the effectiveness of their backups and spread the risk of losing data around a bit.

2. Split your backup locations

Despite all of the backup options available, you can narrow these down to two categories, the fact that the backups are kept in two locations:
  • On-site - Data backup solutions that are kept in your office. This could include internal hard drives, or NAS, and more. The idea here is that the data backup is kept in your office. Some like USB drives may leave the office, but the main idea is that they are used primarily in the office.
  • Off-site - Data backup solutions are stored off-site, or out of the office. The best example of this is cloud-based backup where your data is stored in a data center, most likely in another city. Another example is backing up to hard drives and storing them in a secure location outside of the office.
In order to ensure that your data backups are available should you need them you could split up the locations where they are kept. Should you keep all of your backups on hard drives in the office and there is damage to the premises, you could see your data disappear. One of the most effective strategies is to have one set of backups on-site, and another off-site which will ensure that should there be a disaster in one location, the other will likely be safe and you will still be able to access your data.

3. Establish a standard naming and filing system

Have you ever seen how people organize their hard drives? Some like to use folders and subfolders that are organized neatly, while others tend to throw files into one general folder. The same can be said for they way files are named - there's just so many differences.

Because of these differences, it can be difficult to back up and recover files properly. We recommend that you pick a naming and file system that every file and folder will follow across all systems. This means backups will be quicker, you will be able to see what is new, and you will spend less time organizing files.

Beyond this, an efficient naming and organization structure goes a long way toward making it easier to find files and recover them should your systems go down.

4. Determine which files need to be preserved

While it may be tempting to back every file and folder up, in an effort to maximize efficiency of your solution, it is better to not back everything up. We aren't saying don't back anything up, but you should take time to identify what files and folders are to be backed up. For example, screenshots that have been uploaded to the Web may not need to be kept.

The same can be said for non-work related files. While these may be important to your personal life, they likely aren't to the business so should not be backed up onto your business backups.

Look at each file and folder and see if it has something to do with business decisions, or is in anyway tied to your business. If it is then it is probably a good idea to keep it.

Stay tuned for the next four tips coming soon. If you would like to learn more about data backups in the mean time however, please contact us today.

Published with permission from TechAdvisory.org. Source.

July 23rd, 2014

iPhone_July21_CMessaging apps have become an increasingly popular application that most business operators rely on. Not only do they help with getting information and visuals across, but messaging apps these days allow for voice recording and video integration too. Paired with the number of iPhone users, it’s safe to say that many people are dependent on the iPhone’s messaging capabilities. With that in mind, isn’t it time you had a comprehensive view of some iPhone messaging tips to help ease your communication process?

1. Create Shortcuts

Have you ever typed phrases that you often use on the iPhone messaging app only to correct the typos that often come from typing on the touchscreen? To do away with this annoyance, you can create shortcuts for phrases by going to Settings>General>Keyboard>Shortcut and clicking on Add new shortcut. Now, whenever you type in a particular word that matches the shortcut you’ve entered, you won’t have to type out that entire phrase again.

2. Voice Messages

While voice messages have been ignored by many people, they’re actually a fast and effective way to communicate in the iOS messaging app. Simply record any message through the Voice Memo that is available in the Utility folder and tap on the arrow symbol in your recording page to share them on your messaging app. Now you won’t have to worry about typing your message or there being any sort of miscommunication again.

3. Share Contacts

Sharing contacts is handy for business operators. And while you’d usually go into your contact page and type in a contact’s phone number, there is a quicker way to get the job done. Simply tap into contact information and then scroll down and hit the Share Contact option. Not only will you eliminate having to type that contact’s phone number, but other information from that contact such as their email or work address will also be shared without you having to copy and paste it.

4. Share Messages

Sharing of information is a basic task in any business, and if you want to share a message but don’t want to type it out or even copy and paste it, the iPhone messaging app features another alternative. All you have to do is tap and hold down the message, tap on More and then on the blue arrow on the bottom right corner of the prompt command. By doing this, your message will be placed in a new message screen and you can simply choose your recipient.

5. Hide Message

We all need some privacy, especially where work is concerned, and the messaging app on the iPhone allows you to keep your messages to yourself by stopping the message preview from showing in the Notification Center. Go to Settings>Notification Center >Messages, then tap Show Preview to turn the message preview off. Now, when you receive a message, your iPhone will only display who sent that message without compromising its content.

Familiarizing yourself with iPhone’s messaging capabilities will save you time and frustration - and in chaotic business environments that can be a huge advantage. Looking to learn more about iPhone and its capabilities? Contact us today and see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic iPhone
July 18th, 2014

Virtualization_July14_CVirtualization, often defined as the act of moving physical systems to a digital environment, has become one of the most sought after tech improvements, especially for small to medium businesses. While virtualization is popular, it is still complex and has many potentially confusing terms associated with it. To help, we have created a short glossary of 10 popular virtualization terms.

1. Virtual Machine (VM)

You will often hear virtualization experts bandy about the term VM. What they are talking about when they say this is the Virtual Machine. The VM is essentially a virtual representation of the computer on your desk. It can do everything a physical machine does, only everything is virtual and usually delivered over a network connection.

Because VMs are software based, you can often run more than one VM on the same physical machine. This could equate to having say two separate versions of Windows running at the same time, or even running a different operating system, say Windows on your MacBook.

2. Virtual server

A specific type of VM, in this case a server, that is running in a virtual environment. A common setup many offices employ is to have one physical server on premise. This server then hosts separate virtual servers that in turn host different services like email, networking, storage, etc.

Other businesses choose to rely completely on virtual servers. This is where another company hosts the servers which are delivered to you over the Internet. To the computers and users it appears the servers are there on your network, and can be interacted with normally when in truth, the servers are actually virtual.

3. Virtual desktop

Much like the virtual server, the virtual desktop is a specific type of VM. In this case, it is a virtually delivered version of an operating system like Windows, Linux or even OS X.

Since the advent of virtual desktops, the idea that companies have to stick with one type of operating system has started to become irrelevant. For example, if you own a Mac and need to access a Windows only program, one solution is to use a virtual version of Windows. If you have access to one, you will be able to run Windows from your Mac without having to physically install it on your computer.

4. Hypervisor

The hypervisor is essentially a small operating system that enables virtualization. Its job is to take physical hardware resources and combine them into a platform that is then delivered virtually to one, or many different users.

5. Host system

The host system, also referred to as the parent, is where the physical hardware and software is installed. These physical components are then copied by the hypervisor and delivered in a virtual state to the user. If you are creating a virtual desktop environment, then the host system will have the desktop's OS installed on it, along with the necessary software.

6. Guest system

The guest system, also referred to as the child, is where the VM is accessed. To carry the example on from above, the OS that is installed on the host machine is replicated by the hypervisor and the copy is then delivered to the user.

The user can interact with the OS just as they would with the physical host machine, because the guest system is an exact copy of the host. The only difference is, the guest machine is virtual instead of physical.

7. Virtual Infrastructure

When you combine a bunch of different types of VMs together into one solution, including hardware, storage, desktops, and servers you create a virtual infrastructure.

This can then be deployed to businesses who are looking for a completely virtualized solution. The easiest way to think of this is that your whole IT infrastructure is combined into one solution and virtualized. Many companies look for a solution like this because it reduces the need for on-premise hardware, while making it easier for an IT partner to manage.

8. P2V

P2V, or Physical to Virtual, is a term used by IT experts to refer to the act of migrating a physical system to a virtual one. The most common example of P2V is the merging of physical servers into a virtual environment that is hosted on one server.

9. Snapshot

A snapshot is an image of the state of the virtual machine at a specific point of time. This includes all of the data, configurations, and even windows or programs open at that time. Snapshots are used kind of like the Save button on video games - it saves your progress. When you next load up the VM, you will get all of your data, programs, and configurations back.

Snapshots are also kept in case something goes wrong with the VM. You can easily revert back to an older snapshot, one that was taken before the problem.

10. Clone

The action of taking one VM and creating an exact copy that can then be used by another computer or user.

If you are looking to learn more about virtualization, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.