Blog

May 21st, 2015

164_Office_BWith Google Apps and Office 365 revolutionizing the way people work, you may feel that Microsoft Office is quickly becoming a dated product that will soon be packed away to the back of the closet. But with the 2016 version set to launch in autumn of this year, Microsoft is looking to change your mind. Now they’re adapting their classic Office package for today’s modern workforce. Here are four of the new features that are reinventing the way you look at your Office applications.

Cloud focus for Outlook attachments

Microsoft knows that sharing attachments amongst co-workers and teams can be a hassle. With many collaborators still sharing documents and files the old fashioned way - attaching it to an email and then sending to others - it’s easy for users to get confused and send an incorrect or outdated version.

To solve this problem, Microsoft is gently nudging us to use the cloud. Now when you add an attachment to an email, you’re now asked if you’d also like to share a link to a file on your OneDrive, OneDrive for Business or SharePoint account.

Showcasing easy ways to use Office better

If you’re like most people, you probably aren’t using Office to its full potential. And who can blame you? Between Word, Excel, PowerPoint and more, there are literally hundreds of features and tools you can use - if only you had the time to discover them all.

To help you get the most out of Office, Microsoft has now added a Tell Me box in the top center of your program title bar. This tool gives you an easy way to get questions answered. For example, if you want to project your desktop screen to a second monitor or create a graph in Excel, simply type your question into the Tell Me box and Microsoft will find the answers that most closely fit your search criteria.

Sway

Look out PowerPoint, here comes Sway - the new, hipper Office application that makes creating fluid, stylish presentations easy. With Sway, you can now gather content from various sources across the web, and then easily organize it into a presentation that can be viewed on a smartphone, laptop, iPad or other device.

What makes Sway more exciting than PowerPoint is in the process of gathering content: simply drag files, photos or video from YouTube, OneDrive and various social networks into the app. Once you have your content, you can easily organize it and adjust your design to create a unique look and feel for your presentation.

Better Data Protection

With Office 2016, Microsoft has raised the bar for data security. Now administrators can set and enable Data Loss Protection policies for Word, Excel and PowerPoint.

Unlike in older versions of Office, administrators now have a range of security options at their disposal. For example, they can prevent data from being copied and pasted outside of Office 2016 applications, restrict files from being sent to certain individuals, and implement file-level encryption for Word, Excel and Outlook.

Want to learn more about Microsoft Office 2016? Have questions about other Office products? Give us a call.

Published with permission from TechAdvisory.org. Source.

May 20th, 2015

164_Prod_BAre you struggling to find ways to make your employees more productive? Do they seem distracted by Facebook and not committed to their job or your company? In today’s social media saturated world, it may seem difficult to keep your employees focused. So what can you do? Here are four ideas to get staff on your side and have them producing results.

Set clear goals

In order for your employees to produce results and reach their productivity potential, they need to know what is expected of them. At some organizations, it may be perfectly acceptable to spend one hour surfing the Internet everyday and seven hours working; or it may be considered normal to count a lunch break towards the eight hours worked. The truth is that more and more employees are bouncing between jobs from company to company, and each organization has a different set of standards and expectations. If it’s not communicated to your employees what yours are, you can be certain that they’ll make up their own.

Additionally, your employees need to know what results you expect them to produce. Maybe that means they need to sell a certain volume of products each month, or maybe it means they need to consistently score a four-star customer satisfaction rating. Whatever it is, your employees need to be aware of your expectations and have some sort of goal to shoot for. This gives you a way to see the results each employee is producing. Then you can try to find a solution to increase the productivity of your lower performing staff.

Be personable with your employees

Have you ever had a boss that rarely interacted with employees and that everyone feared? Maybe he stayed locked away in his office most days or ignored staff members as he quickly strode through the office never cracking a smile. Do you think employees want to produce results for a boss like this? They might, but it may be out of fear of losing their job rather than genuinely wanting to help that boss and the company at large.

Interact with your employees. And not only about work. Ask them how their weekend was. Find common interests to talk about. Take the time to get to know them. It’s easy for employees to not produce results or care about their job if the business owner is unapproachable and distant. On the contrary, if the owner is personable and friendly with staff, it is harder for an employee to slack off and not commit to the company’s growth. It’s natural for employees to work harder for a person they know, rather than one who’s “all business” and persistently unavailable.

Listen to your employees’ feedback

To go along with being personable, take the time to gather and listen to your employees’ feedback. If you show that you value their opinions, they’ll feel part of the team and organization. When this happens, they’ll be more committed to your goals and will want to see the company succeed as much as you do.

Of course that doesn’t mean you need to take every bit of employee feedback and run with it - it simply means keeping an open mind. Your team will respect you more and work harder for you as a result.

Provide reliable equipment

This is a no brainer. But if an employee doesn’t have the reliable equipment and tools to complete their job, their productivity levels will plummet. A broken computer, crashed server or faulty Internet connection will have your staff twiddling their thumbs and playing with their phones in no time. If it’s your technology that’s the culprit in this situation, Managed Services represent an exceptional solution to prevent your IT from ever breaking down in the first place. What does that mean for your staff? Less downtime, more productivity and more results.

Interested in discovering more ways to boost employee productivity? Want to learn how Managed Services can ensure the reliability of your IT and prevent downtime? Contact us.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
May 15th, 2015

MobileGeneral_May15_BEven if you think your company is on top of its social media marketing efforts, chances are there is yet more that you could be doing. In particular, the mobile arena continues to grow and develop seemingly without slowing down - and if you’re not harnessing the potential that this segment represents, it’s about time you started to. New data from Twitter demonstrates just how important it is not only to be harnessing access to mobile social media users, but to be doing so through video. Here’s what you need to know.

The Twitter report shows that globally, 90 percent of videos watched on Twitter are now being seen through a mobile device - whether that’s a smartphone or tablet - rather than on a desktop or laptop. Of all Twitter users, 82 percent use the social network - which until relatively recently has been primarily text-based - to watch video content.

Also evidenced in the report is the different use that is served by video on Twitter as opposed to that on other platforms, like YouTube. The report drives home the fact that Twitter represents a means for users to discover new video content, even if they weren’t necessarily looking for it. 70 percent of those surveyed said they primarily watch videos that they have discovered on the platform, whereas the majority - 63 percent - of those actively looking for particular videos use YouTube, rather than Twitter, to do so. In Twitter’s own words, consumers go to Twitter to discover content they don’t already know about rather than searching for something specific.

This is good news for advertisers - showing the value that can be driven for brands using videos that Twitter users discover while interacting on the platform in other ways. So too is the fact that video content directly embedded into tweets, rather than hosted on third-party players like Youtube, generates higher engagement - 2.5 times as many replies, 2.8 times as many retweets, and 1.9 times as many favorites. This is likely because of the lesser effort required to watch and interact with native video, as opposed to third-party content which typically involves additional clicks before being able to view it.

The report says two main things to advertisers. Firstly, sharing video content needs to be an increasingly essential part of your social media strategy - and will bring particular value in helping you to connect with the growing proportion of users who access sites like Twitter through mobile devices. Additionally, the research highlights the success stories that businesses are seeing using Twitter advertising methods like Promoted Video - so now could be the time to consider whether sponsored tweets are a good fit for your organization.

To learn more about harnessing mobile devices and social media to boost your business, give us a call - or drop us a tweet!

Published with permission from TechAdvisory.org. Source.

May 14th, 2015

WindowsNews&Tips_May14_BMicrosoft is working to overcome the terrible reputation of Windows 8. The operating system was a major disappointment and was criticized badly by many who use it. Now Microsoft intends to stage a comeback by launching the all-new Windows 10. A raft of new innovations and features have been implemented into Windows 10, all of which are aimed at improving user experience. Microsoft has refreshed the overall appearance with a much cleaner, easier-to-understand design. Here are the key features of the new Windows 10.

Microsoft Edge

Windows 10 comes with a new Internet browser called Microsoft Edge. Formerly named Project Spartan until around three months ago, Edge is officially a replacement for the aging Internet Explorer. Edge allows you to add notes, while accessing web pages, for future reference. It also comes with a new reading mode that removes all the other distracting elements of a web page and leaves you with just the text. This allows for a good reading experience, not to mention faster loading time.

Cortana

Cortana is Microsoft’s personal assistant and the rival to Apple’s Siri. When Cortana first arrived in preview versions of Windows 10, there were several bugs and compatibility issues. But Microsoft has been working hard to address these. Just like on Windows Phone devices, you can interact with Cortana using either text or natural voice queries. Cortana can perform many basic tricks and tasks, such as taking notes, scheduling meetings, setting alarms, calling people on Skype, and playing music. She can also scour your computer, OneDrive account, and even your business network to find files based on your input.

Continuum

Windows 10’s Continuum feature is designed to make the OS work seamlessly on hybrid desktop and tablet devices. Users are able to switch between touch and desktop modes, depending on the device they’re using. When you unplug your keyboard and mouse, a small popup will appear asking whether Windows should switch to tablet mode. Once tablet mode is enabled, all the windows on the desktop will immediately go to full screen. On the other hand, if you plug in a keyboard and mouse, Windows 10 will launch another pop-up asking whether you wish to return to desktop mode. Another impressive feature of Continuum is the ability to connect your Windows Phone with a PC, essentially turning your smartphone into a pocket-friendly desktop.

Start Menu

The absence of the the Start menu in Windows 8 caused dissatisfaction among most Windows OS fanatics. Microsoft won’t make the same mistake twice. And so the Start menu will be returning to Windows 10 at the front and left of the home screen. When opened, the menu splits into two columns - one the traditional list of programs, the other app-style icons. A universal search function has been added to the Start menu, making for easier file browsing.

Windows 10 is made first and foremost for desktop users, whereas its predecessor Windows 8 was aimed at mobile and touchscreen devices. Microsoft has hinted that Windows 10 will be launching in late July 2015, available in 190 countries and 111 languages.

If you’re looking to incorporate Windows OS into your business, contact us today and see how we can help.

Published with permission from TechAdvisory.org. Source.

May 13th, 2015

164_Security_BIf you’re considering transitioning your business to the cloud, have you considered the security of the platform? While providers would like us to believe that the friendly fluffy cloud image used to market the service means it is automatically secure, the truth is that the reality is far different. Just ask one of the nearly seven million Dropbox users who had their accounts hacked. This is not meant to scare you, but only to make you aware that cloud security needs to be taken seriously - especially if you’re a business owner. To help you take the correct precautionary measures as you transition to the cloud, we’ve put together a list of actions you can take to ensure cloud security.

The cloud is playing more and more of a significant role in business. Yet, as more companies jump on the bandwagon, very few of them seem to be taking cloud security seriously. According to a recent survey, the "Security of Cloud Computing Users Study" , only 50 percent of those surveyed had investigated the security of the cloud services they used.

To ensure you put in place proper security measures when beginning your cloud venture, here are five actions every small business owner should take.

Ask your IT provider what cloud security policies they have in place - this is probably the single most important security measure you can take. Find a trusted IT provider and have a candid conversation with them about their cloud security policies.

Ask where the location of the physical cloud servers are - when you have “the conversation”, don’t forget to ask about this. Believe it or not, some cloud servers may not even be stored in your own country. Wherever they are, it’s wise to make sure they’re located in a safe data center area with proper security afforded to them.

Create unique usernames and passwords - your login credentials represent one of the cloud’s main security vulnerabilities. Take the time to come up with a better password than “12345” or “football.”

Use industry standard encryption and authentication protocols - IPsec (Internet Protocol Security) is a reliable technology choice.

Encrypt data before it’s uploaded to the cloud - whether you do it yourself or your cloud computing provider does it for you, this is a must to ensure security.

When it comes to trusting the security of a cloud service provider, transparency is key. The provider should take security seriously, be able to explain their security policies clearly, and be willing to answer any questions. If they can’t do one of these, it’s a clear sign of a red flag.

Are you ready to talk cloud security and transition your business into the cloud? Call us today. We’re happy to answer all your questions.

Published with permission from TechAdvisory.org. Source.

Topic Security
May 12th, 2015

BusinessIntelligence_May12_BA dashboard is a business intelligence tool used to display metrics and key performance indicators (KPI) for organizations. The tool has grown in popularity over recent years, since implementing business dashboards has become cheaper and easier than ever before. Dashboards gather two or more KPIs and statistics and turn them into a visual interface. By implementing dashboards you will have an overall view of your business, or at the very least some parts of it. Here are some uses of dashboards in real-life business situations.

Marketing insights

The marketing department in an organization typically analyzes a significant amount of data from various channels. Whether the purpose is to forecast monthly sales, predict trends, or build marketing strategies, marketing officers need to compare, sort, and analyze raw data in order to present it in an understandable format using dashboards. Once raw data has been polished into meaningful information and presented to business executives, key decision makers are able to make choices based on that information.

Tracking sales opportunities

Sales dashboards are perfect for tracking various products and services throughout their lifecycle. With sales dashboards, you can identify sales opportunities by monitoring top-selling products and comparing the growth in revenue on a periodical basis. The implementation of sales dashboards eliminates the need to spend hours manually entering data and preparing sales reports, spreadsheets, charts, and manual data.

Social media management

There’s more to social media management than posting regularly on your business’s social media accounts. And in most cases, the default dashboard offered by your social media platform doesn’t give you a deep insight into your social media campaigns. What’s more, managing multiple social media accounts can quickly become a cumbersome process since you have to use several login credentials. That’s where dashboards come in. You can manage your accounts all at once through a comprehensive social media dashboard, saving you valuable time and effort.

Financial reports

Presenting financial data is so complex that, if not handled by competent employees, will often lead to misinterpretation and misunderstanding of critical data. Dashboards make creating financial reports much easier, and financial analysts can take advantage of dashboards to display sensitive data in a comprehensible graphical format - be it customer invoices, progress toward revenue goals, or business expenses.

Project collaboration

Businesses of all sizes require their employees to collaborate on projects, whether it’s on-site or online. Project supervisors need to get their teams together, in order to give them an insight of the projects’ requirements, deadlines and responsibilities, and to learn about the projects’ progress. With the help of project collaboration dashboards, members will see the complete workflow of the project, allowing for a more efficient and collaborative working environment.

Dashboards can truly take away the complications of presenting complex business data. If you’re looking to implement business intelligence tools to simplify your company’s data analysis process, drop us a line today and we can help.

Published with permission from TechAdvisory.org. Source.

May 11th, 2015

SocialMedia_May11_BSay goodbye to your advertising-free Facebook Messenger conversations - the social networking giant has announced its plans to bring promotional messages into the fold. The private messaging feature of Facebook became one of the site’s newest features when it was recently branched off of the main platform. The move is not likely to win applause from Facebook’s users, but it marks an interesting turn in the platform’s development and also presents marketing opportunities for businesses. Here’s the low-down.

As well as Facebook Messenger, which the company has definitively announced will feature advertisements, it looks likely that WhatsApp will also become ad-supported. Facebook acquired WhatsApp in February 2014 for $22 billion, despite the company only generating 2013 revenues of $10.2 million and overall making a net annual loss of $138.1 million. At the time, Mark Zuckerberg indicated that the company would not seek to monetize either service until they had reached a billion users, while WhatsApp founder and CEO said that the plan remained for the app to focus for several years on growth rather than monetization.

The latest announcements appear to signal a change in those tactics. While there has so far been no concrete decision on the form that advertising in either app would take, the intention appears to be for Facebook Messenger to test the water, with WhatsApp following its lead once a successful formula has been found. Executives have suggested that they wish to explore alternatives to conventional banner ads. They have also reinforced the message that the two apps, which seek to serve different purposes and audiences, will remain independent of one another.

The sheer number of users now communicating on the WhatsApp and Facebook Messenger platforms each month is testament to the value that Facebook could drive from placing advertisements on the services. Unlike its main site, which serves advertisements, the Facebook Messenger app currently makes no profit. Until now, WhatsApp’s only revenue stream has been the nominal $0.99 annual subscription fee it collects from users after a year’s free trial - and the service remains completely free in developing countries outside of Europe and North America. But for businesses, too, the potential of advertising on Facebook Messenger and WhatsApp provides exciting new marketing opportunities and the chance to interact more closely with both potential and existing customers.

Learn more about using Facebook and other networks - both for advertising and wider social media marketing - to grow your business; give us a call today.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
May 6th, 2015

Productivity_May6_BPower outages can be a most unpleasant surprise, especially when you’re in the middle of an important task with your clients via Skype or using the Internet to assist in your daily business activities. With that in mind, what can you do when you’re facing a power outage for hours? You can hardly loiter around waiting for it to come back - the longer your business stays offline, the more trust you lose from your clients. Here are some simple tips worth checking out during a power outage.

Install a UPS for each computer

A UPS (uninterrupted power supply), is an alternative, emergency power source. During a power outage, your computer will turn itself off automatically as there's no power. UPS prevents that by running your computer off its own battery. If you’re working on a file when a power blackout occurs, UPS is especially helpful. It can only buy your computer a few minutes of time at most, but that’s enough time to save vital files and power down. If you still need Internet access, try another method we’ve listed below.

Find a Wi-Fi connection

The advancements in technology made it possible for you to take your work outside the office. You can resume your business activities and Internet connectivity by using the mobile data plan from your smartphone or tablets, and then access your files via cloud storage and file sharing applications. If you don’t have a data plan, then head to the nearest Wi-Fi-friendly place to continue your work, such as a coffee shop. VoIP software installed on your portable devices can help you to connect to your clients efficiently.

Make good use of your batteries

Now is not the time to browse social media or play games. When you take your work offline, it’s best to preserve your devices’ batteries by doing only important tasks and turning off power-sucking applications. Buy an extra charging device to extend your battery life, if necessary.

Finish offline tasks

When no Internet connection is available, you can take the time to clear off any neglected offline duties, whether it’s clearing up desks or arranging files and documents. You can even gather a team to brainstorm new ideas for projects, or discuss any ongoing issues within your organization.

Work from home

If a power outage renders your employees helpless in their duties, then sending them home with a business laptop won’t hurt, if they’re able to continue their work from there. There are many ways to keep them accountable without being intrusive and, as long as they are making progress in their jobs and are able maintain their professional integrity, there’s not much to complain about. Make sure telecommuting is only allowed when necessary though - working alongside colleagues and sharing ideas face-to-face is still one of the best ways to induce productivity.

Achieving power-free productivity is possible when you have a plan prepared for the situation. For more productivity tips to boost your business’s bottom line, give us a call today.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
May 4th, 2015

BusinessContinuity_May4_BDisasters can strike and ruin businesses at the most unexpected times, but observant companies will prepare for the worst - they will have a business continuity plan (BCP) at the ready. Not only can they survive a disaster, they also gain an increased competitive advantage over competitors due to quick responsiveness and recovery. But there are good business continuity plans and great ones, and small plan adjustments can make a huge difference. Here are some of the things you should include in your BCP to make it more efficient.

Backup strategies are tested regularly

Most businesses nowadays, if not all, employ technological tools to assist in managing their everyday business operations. As a result, a massive amount of data is stored on their on-site servers. Should a disaster strike, all valuable information would be damaged or lost. Backup plans are advisable, of course, but even these are useless without regular check-ups and testing. You’ll want to verify that your backups include all of your company’s strategic data, and that they are fully functional in the event of a disaster.

All employees are involved

Your employees are the essence of your business. They help drive your business forward, and therefore each and every one of them needs to understand the essentials of your business continuity plan. Schedule a meeting with each department, outlining everyone’s role in the plan, then revise the plan again with the whole company. Make sure everyone has a part to play in order to avoid having some employees feeling left out. Be sure to also let your employees know that they are your most valuable assets, and that you’re willing to help them in any way you can during a disaster, whether it’s encouraging them to prepare an emergency plan for their families or allowing them to work remotely from home if necessary.

Identify and prioritize critical functions

What are your company’s greatest strengths? A good business continuity plan exposes your most important business functions. All inventories and resources related to those functions must be accurate and created in advance. But sometimes, determining truly critical functions can be a real challenge - and incorrect assumptions can cripple the whole BCP, so this needs to be addressed in the early stages of planning. Once you’ve identified your critical business functions, you’ll be able to continue your business operations smoothly, even if not quite normally, during a disaster.

Succession plans exist for key employees

This is one of the most often overlooked aspects in a business continuity plan. Key employees are the life and soul of a BCP, usually having the knowledge and expertise that precede the plans on paper. Are you able to execute the plan if your key employee is missing? Do a simple test without your key members. Put an alternative candidate in charge of the situation and forbid the key employee from participating and giving direct instructions. Assign alternates for each part of a BCP, and ask them to perform disaster recovery functions in place of key employees. Having two people to count on is always better than one!

Having a BCP is one thing, but having one that actually works well is something you should strive to achieve. If you’re planning to implement a business continuity plan in your company, contact us today and we can help.

Published with permission from TechAdvisory.org. Source.

May 1st, 2015

AppleMacOS_May01_BPhotography has become big - and mainstream. Whether on our smartphones or increasingly affordable cameras capable of professional quality snaps, we are taking more pictures than ever. And they all have to go somewhere. Apple users have long been waiting for an upgrade to the Mac’s dated iPhoto app, and now that day has arrived. With the release of OS X 10.10.3, the latest update to the Yosemite operating system, comes the all-new Photos app. Here’s what you need to know.

Clean design

The new program incorporates design and user experience features that have more in common with the iOS mobile operating system on the iPhone and iPad, as part of apparent wider efforts on Apple’s part to bring the two closer together (Photos for iOS has been available since last September). This means Photos now looks like much like an iOS app - think a single screen with a primary focus on displaying images. Distracting widgets have been left by the wayside, though if you were a fan of iPhoto’s easy-access sidebar, you can quickly re-enable that. Apple is also expected to discontinue Aperture, the editing app used primarily by photography experts, and Photos now acts as a middle ground between that and the more amateur-targeted app iPhoto.

At-a-glance view

The new Photos app allows you to review your photos and videos in seven views - Years, Collections, Moments, Photos, Shared, Albums and Projects. The Years view zooms you right out to see tiny thumbnails of all the photos you took that year; it’s something of a mesmerizing mosaic collage of miniature dots of color. Similar in nature to the Events view you were used to in iPhoto, you can move around and click on individual images to bring up a larger preview. Alternatively, scroll through the images using your keyboard to view previews of every photo. Another tap on the preview brings up the full-size, high-resolution version; instant rendering means this happens in a flash.

The Moments view groups photos taken at one specific event, like your office party. This feature was also available in iPhoto but has been streamlined and smoothed out. Photos uses the time and place the photos were taken to group in the Moments view - a slight difference to the Collections view, which focuses on location, and so can amass shots taken on, say, a vacation, even if they span multiple days.

The Photos view shows you every image in your library, while Shared displays those shared or accessed on iCloud. Albums gives access to those created yourself or configured by the app. Finally, Projects is another enhanced iPhoto feature, enabling you to review photos you’ve used to produce slideshows and physical products. With the exception of wirebound books and small softcover books, which are no longer supported, you can use Photos to edit and reorder products you created in iPhoto.

Enhanced editing

Though Photos is not intended as a fully-fledged replacement for the Aperture app, the nonetheless relatively sophisticated editing capabilities of iPhoto are carried across to the new app. Between the ability to make changes to specific individual elements of a photo’s technical make-up, and smart sliders that intelligently adjust multiple elements, you can execute quality photo touch-ups whether you’re a beginner or a pro. Eight Instagram-style filters give added flexibility, too, including several vintage and black-and-white numbers - we particularly like Instant and Noir.

Pinch and zoom

Carrying on the iOS theme, Photos allows you to navigate and manipulate your photos just as though you were on your iPhone. You can pinch and zoom on your Mac’s touchpad to zoom in and out of different photos, and with a few taps you can easily switch between screens. There is even support for keystroke gestures to allow you to effortlessly browse your entire photo collection. This gives the whole experience much more glide than we had become used to with the increased sluggishness of the past-its-prime iPhoto.

Cloud power

Of course, shifting everything to the cloud is the general direction these days - and it makes particular sense with space-greedy photos and videos. Your entire library of shots is automatically added to iCloud Photo Library and so available across all your Apple devices, which now employ the same familiar and easy-to-use navigation. Edits are instantly synced between devices and, in an effort to save space, full-resolution photos and videos are stored on iCloud rather than locally.

The new Photos app sees Apple keeping pace with our ever increasing demands for speed and flexibility as amateur and professional photographers alike. To find out more about putting Photos and other Mac apps to use in your business, give us a call.

Published with permission from TechAdvisory.org. Source.

Topic Apple Mac OS