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October 1st, 2014

BCP_Sep29_AMany business owners and managers readily acknowledge the fact that they need to be prepared for a disaster, and most do have backup-plans in place should something actually go wrong. The thing is, it can be difficult to actually know if your plan will be enough to see your business through a disaster. What can help is knowing the common ways business continuity plans (BCP) fail.

There are many ways a business continuity or backup and recovery plan may fail, but if you know about the most common reasons then you can better plan to overcome these obstacles, which in turn will give you a better chance of surviving a disaster.

1. Not customizing a plan

Some companies take a plan that was developed for another organization and copy it word-for-word. While the general plan will often follow the same structure throughout most organizations, each business is different so what may work for one, won't necessarily work for another. When a disaster happens, you could find that elements of the plan are simply not working, resulting in recovery delays or worse. Therefore, you should take steps to ensure that the plan you adopt works for your organization.

It is also essential to customize a plan to respond to different departments or roles within an organization. While an overarching business continuity plan is great, you are going to need to tailor it for each department. For example, systems recovery order may be different for marketing when compared with finance. If you keep the plan the same for all roles, you could face ineffective recovery or confusion as to what is needed, ultimately leading to a loss of business.

2. Action plans that contain too much information

One common failing of business continuity plans is that they contain too much information in key parts of the plan. This is largely because many companies make the mistake of keeping the whole plan in one long document or binder. While this makes finding the plan easier, it makes actually enacting it far more difficult. During a disaster, you don't want your staff and key members flipping through pages and pages of useless information in order to figure out what they should be doing. This could actually end up exacerbating the problem.

Instead, try keeping action plans - what needs to be done during an emergency - separate from the overall plan. This could mean keeping individual plans in a separate document in the same folder, or a separate binder that is kept beside the total plan. Doing this will speed up action time, making it far easier for people to do their jobs when they need to.

3. Failing to properly define the scope

The scope of the plan, or who it pertains to, is important to define. Does the plan you are developing cover the whole organization, or just specific departments? If you fail to properly define who the plan is for, and what it covers there could be confusion when it comes to actually enacting it.

While you or some managers may have the scope defined in your heads, there is always a chance that you may not be there when disaster strikes, and therefore applying the plan effectively will likely not happen. What you need to do is properly define the scope within the plan, and ensure that all parties are aware of it.

4. Having an unclear or unfinished plan

Continuity plans need to be clear, easy to follow, and most of all cover as much as possible. If your plan is not laid out in a logical and clear manner, or written in simple and easy to understand language, there is an increased chance that it will fail. You should therefore ensure that all those who have access to the plan can follow it after the first read through, and find the information they need quickly and easily.

Beyond this, you should also make sure that all instructions and strategies are complete. For example, if you have an evacuation plan, make sure it states who evacuates to where and what should be done once people reach those points. The goal here is to establish as strong a plan as possible, which will further enhance the chances that your business will recover successfully from a disaster.

5. Failing to test, update, and test again

Even the most comprehensive and articulate plan needs to be tested on a regular basis. Failure to do so could result in once adequate plans not offering the coverage needed today. To avoid this, you should aim to test your plan on a regular basis - at least twice a year.

From these tests you should take note of potential bottlenecks and failures and take steps in order to patch these up. Beyond this, if you implement new systems, or change existing ones, revisit your plan and update it to cover these amendments and retest the plan again.

If you are worried about your continuity planning, or would like help implementing a plan and supporting systems, contact us today.

Published with permission from TechAdvisory.org. Source.

September 24th, 2014

SocialMedia_Sep22_AFor many small to medium businesses, social media has become an integral part of their overall business strategy. Most businesses have a presence on at least one platform, but one issue many business owners and managers struggle with is how they should be using social media effectively. To help, here is an overview of the three most common ways small to medium businesses use social media.

1. To be a resource for existing and potential clients

This approach is by far the most popular used by businesses of all sizes. The main idea here is that social media is used as essentially a two-way street where you can pass information about the company, products, and industry to your followers. In turn, they interact with the content and eventually start to turn to your profile and page when they are looking for information.

One of the best ways to be successful with this approach is to provide your followers with information about the company, facts, tips about your products and industry, and links to other relevant content.

By sharing content, users will generally interact with it more and begin to see your company as a reliable source of information. This often translates into enhanced brand awareness and potentially sales.

The downside with this approach however, is that it can be time consuming to constantly develop new content. Most companies eventually reach a point where what they produce and share is pretty much the same, and overall payoffs begin to decrease. One way around this is to work with professionals to come up with dynamic and different content.

2. To provide customer service/support

These days, when someone has a problem with a company's services or products, the first port of call for complaints is often social media, largely because it's the most convenient place to vent where you can get instant reactions.

It therefore makes sense to create support or customer service presence on these channels. Some companies have even taken to launching support-centric profiles, where customers can contact them about anything, from complaints to questions, and receive a personal answer. For many companies this is ideal because it eliminates the hassle of customers having to call a support line and dealing with automated machines.

This approach can prove useful for businesses because it often makes it easier to reach out to disgruntled customers and track overall brand satisfaction. The downside is that you will need someone monitoring services 24/7, and to respond in a timely manner which may be tough to do for many smaller businesses.

3. To sell something

There are an increasing number of businesses who have launched social media profiles with the intent of selling a product or service. The actual sales may not take place through social media but the information on these profiles and platforms channels potential customers to an online store or to contact a company directly. Social media's instantaneous nature makes for a tempting platform, especially when you tie in different advertising features and include content like coupons, and discounts.

While this hard sales line can be appealing to businesses, many users are seemingly put off of companies with profiles that only focus on selling via their platforms. The whole idea of social networking is that it is 'social'; this means real interactions with real people. Profiles dedicated only to trying to sell something will, more often than not, simply be ignored.

What's the ideal use?

One of the best approaches for small to medium businesses is to actually use a combined approach. Most people know that ultimately, businesses with a presence on social media are marketing something, but focusing solely on this could turn customers off.

A successful split that many experts have touted is the 70-20-10 rule. This rule states that you should make 70% of your content and profile focused on relevant information to your audience. 20% of content should be content from other people and 10% of content should be related to selling your products or services e.g., promotional.

If you want to use social media for support as well, it is a good idea to create a separate profile dedicated just to this end. If complaints are lodged or noticed using your main account, direct them towards the support account.

As always, if you are looking for help with your social media strategy, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
September 18th, 2014

Productivity_Sep15_AAlmost every employee in every role relies on technology in order to do their job. When technology is working, everything hums along and productivity is solid. The second our technology stops working however, we can find ourselves struggling to even complete the most basic of tasks. The result can be a dramatic drop in overall productivity. The thing is, we know our systems will eventually breakdown. But, do you know what to do when this actually happens?

What to do when your systems stop working

Often, our first reaction when our technology or systems stop working is to either panic, or get angry. Once we are over this, we often feel desperate to get the problem fixed but may be at a loss as to what to do.

When technology does breakdown, here are some recommended steps you should take:

  • In the words of Douglas Adams, "Don't Panic!" - One of the more popular quotes from the immensely successful Hitchhiker's Guide to the Galaxy is "don't panic". This rings true for the vast majority of tech problems. While you may feel like you are facing a big issue at the time, most systems can be fully recovered. This is especially true if you have backup solutions in place.
  • Note what you were doing before the problem occurred - This is an important step, as when something does go wrong, one of the first things tech support will ask you is what you were doing before the problem occurred. The more information that you can give them, the more likely they will be able to solve the problem faster.
  • Ask your colleagues if they are having the same problems - Because so many business systems are networked together, many techs will want to see if problems are localized to your computer or are network wide. Armed with this information, it is far easier to work out the most effective solution.
  • Try turning it off and on again - When faced with many tech problems, you will be asked to turn the system - be it your computer, an app, server, etc. - off and on again. Sometimes the fault lies in the software or short-term memory (RAM) of systems, and turning the system off and on again is enough to fix this.
  • Google it - If an issue persists and it is related to the software on your computer, or a website, try searching the Internet for an answer. If the page doesn't load, you then know the problem is related to the Internet connection. Should the problem be with a cloud service, checking the provider's website or social media feeds is useful to check for post status updates of their systems.
  • Don't rush into a supposed fix - It can be tempting to try out the first supposed fix you come across or someone suggests. The problem is, some 'fixes' can actually end up harming a system even more. For example, you may find suggested fix for a phone that has been dropped into water that says to take the device apart and dry it with a blow dryer. This will damage components, and also void your warranty, which could make the issue even more expensive to deal with. Instead, you should seek the advice of an expert like us.
  • Don't overreact - Have you ever felt so frustrated you have wanted to reach out and smack your computer? While this may make you feel better on one level the reality is that you could make a bad situation worse. When faced with any tech troubles it is best to walk away for a short time so that you can deal with the situation in a calm and collected way.
  • Call your IT partner or IT helpdesk - If the system doesn't work after restarting we strongly recommend stopping there and reaching out to your IT helpdesk or an IT partner like us. We have the experience to investigate the problem, and we can usually come up with an answer and hopefully a fix in a short amount of time.

Preventative steps you should take

While it is inevitable that systems will eventually breakdown, it doesn't mean we are powerless to prevent this from happening, or at least minimizing the potential fallout. One of the easiest preventative measures you can take is to try and take care of your devices and systems. This includes being careful to not physically damage them, while also being sure to watch what you install on your systems, and implementing security standards.

We also strongly recommend working with an IT partner like us. We can help manage your systems and implement measures to keep them working long into the future. Beyond that, we can help monitor systems so that should something start to go wrong, we can begin to implement a fix even before you notice it. And, if something should break down, we can either fix it ourselves or recommend an expert who will be able to help.

Looking for help keeping your systems running and employees productive? Contact us today to learn more about our services and how they are designed to help.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
September 17th, 2014

BusinessValue_Sep15_AOne way to really expand your online presence is through content marketing. Many business owners and managers are aware of this, but may be unsure as to how they can ensure that any content marketing is successful. There are many ways in which you can achieve a good result and here are four tips to help you achieve a great content marketing strategy.

What are the benefits of content marketing?

Before looking into ways you can implement content marketing that works, it is a good idea to look at the benefits of this type of marketing for businesses. One of the biggest pluses is that it boosts online engagement between you and your customers. If a customer sees that you are producing quality content that appeals to them, they will be more likely to interact and consider you when they need your products or services.

The other major advantage of a good content marketing strategy is that it helps show search engines like Google that your website and online presence are active. Because of the way search engines work, more active sites are usually ranked higher in results. If your website and overall Internet presence is seen to be active on a regular basis, you could possibly reach the first page of search results, which can lead to a boost in site visits, inquiries, and even sales.

If you have been considering implementing a content marketing campaign, or are looking to improve your existing efforts, the following four tips could help.

1. Always have a goal

The main thrust of many successful content marketing initiatives is that they tell a story. As with any narrative there needs to be an ending and in the case of content marketing this endpoint is a goal - something you want the reader to do. What do you want to achieve? Do you want customers to call? Do you want them to learn how to use your product?

By working backwards, you can then determine the right voice to use and best way to reach those customers who are most likely to react positively to the content. This also makes it easier for you to separate your campaigns and even launch multiple strategies at the same time.

Beyond this, having a goal can really help you narrow down the type of content you need to create. If for example, you know what customers you want to attract and how you want them to ultimately act, you can create content that is more appealing to them.

2. ABT

One of the most popular sayings amongst content marketers is to, "Always Be Testing (ABT)". When developing content you should be striving to test your content. Consider if certain images work better than others, as well as headlines, layouts, and content types, etc.

This could be as simple as developing three different social media posts and testing them with different market segments, or locations. You can then take what you have learnt from the tests and apply this to future posts.

The same can be said for more advanced content like blog posts or white papers. If you create different versions and layouts, and track the general downloads and interaction with the content, you can usually figure out how various people are reacting in different ways to a variety of content.

It is important to note here that content marketing is not a quick payoff style of marketing. You need to invest time, money, and effort into this and be willing to always be tweaking content. It takes time to pay off, but the time invested in testing what works and what doesn't work will help you develop better, more useful content.

3. Share and share alike

Creating content and just putting it on existing sites or sharing it with existing clients is not the most efficient way of making your content marketing show returns. Combine this with the fact that you will likely be using platforms like social media which are constantly changing and adding new content, and there is a good chance your content won't even be seen.

What you should aim to do is to share the content as much as possible. Share it on all of your social media platforms, link to it on your site, add it to emails, use the various social media content promotion features, and most of all: Share it again.

If you truly believe content is useful to your target market, you should aim to post it at least three to four times on social media. One of the most effective strategies is to share it on different days at different times, usually with a space of at least a week or two between posts. This can help maximize the numbers who see it.

4. Be prepared to fail

Failure is a part of business, and coincidently, it is also a part of content marketing. Face it, you might create content that just simply won't click as you intended. If this happens, your first reaction might be to pull the content and try something different. This may not be a good idea.

Sure, if the content is stirring up trouble, or has offended people, then it is likely best to remove it. But even if you aren't seeing the results you had hoped for, stick with the content for a bit. Try reposting it, and promoting more vigorously. It could very well be that users just didn't see the content.

As we stated above, successful content marketing takes time and effort. Once you realize this, and combine it with the fact that not everything will work, you should see a viable strategy surface over time.

If you are looking to learn more about content marketing and how our systems can help support it then get in touch and we can share our thoughts on how to be proactive and get results.

Published with permission from TechAdvisory.org. Source.

September 11th, 2014

MobileGeneral_Sep08_AWhen you go to upgrade your phone you may consider selling your old one. However, one issue you may face is having a number of apps on your device that contain personal information. You need to take care that you deauthenticate apps when you're considering getting rid of, or selling your upgraded devices. The next question is which apps should you be looking out for?

What exactly is deauthentication?

Some apps, although not all, require that you authenticate your device in order for them to work. Many developers who ask users to authenticate their device do so in order to either prevent copies of the software from being created and utilized, or to ensure that the device and app can communicate securely.

Some examples of apps that ask for authentication include those that use multi-factor authentication, password managers, and apps that require a subscription or credit card information, etc. On some devices you even need to enter a code or key, much like installing software on a new computer, in order to activate all the features of the app.

The main reason many developers require authentication is connected to security. As security is becoming an ever more pressing issue, there is a good chance that we will see more apps asking users to authenticate their devices in the future.

The issue with this is that when you go to sell your device you will likely need to purchase the app again or the buyer of the device won't be able to set up their own account.

Common apps you should deauthenticate

Apps with subscription services: This includes apps like Google Play Music, Spotify, Office for iPad, cloud storage apps that you have linked your device to, etc. These apps are usually either linked with your device or your phone number so it is a good idea to deauthenticate them.
  1. Kindle app: The Kindle app is actually linked to your device and users who want to use the app will likely not be able to if the device is linked to your account. You can unlink devices by going to the Amazon site, logging in and selecting Manage your Content and Devices when you hover over your account name.
  2. Password management apps: These apps usually require that you authenticate your device to use a particular service. If you try to log in on a new device, these apps may not work properly.
  3. Chat apps: Some chat apps like WhatsApp or Line require that you register for the service using your phone number. If you are keeping your number, you shouldn't have to deauthenticate, but if you are getting a new number, you should go into the account settings of each app and unlink your number. WhatsApp for example has a feature that allows you to move your number to a new device.
  4. Any app or service that you have linked credit card information to: While you ordinarily don't have to physically deauthenticate these apps, as the information is usually linked to an account and password, it is a good idea to unlink your credit card with any app on your phone before you hand it over. This will help ensure that credit card information is not stored or accessible.
When it comes to the major app stores, e.g., Windows Phone Store, Google Play, and iTunes, you will often see that your device has been linked to your account. If you are going to sell your device, the best course of action is to reset using the factory reset option. This will delete all data and installed apps on the device. This will often be enough to deauthenticate all apps.

If you are looking to learn more about getting rid of your older devices, contact us today.

Published with permission from TechAdvisory.org. Source.

September 10th, 2014

Office_Sep08_AHave you ever been working with a list in Excel and had to combine more than two cells into a new cell? The seemingly easiest way to do this is to copy the contents from both cells and paste them into the new cell, then edit them for spacing. But, did you know that there is actually a formula called concatenate that you can use to combine contents and display this in new cells?

Using the concatenate formula to combine cells

If, for example, you have a spreadsheet with first names in column A, last names in column B, and want to combine them into column C to display the full name you can do so by:
  1. Clicking on cell C2 (or the row where the information you want to combine is)
  2. Typing =concatenate(
  3. Clicking on cell A2 and then adding a comma (,)
  4. Clicking on cell B2 and closing the formula with a closing bracket
  5. Hitting Enter
You should see the two cells are now combined in cell C2, with the formula for cell C2 reading:

=CONCATENATE(A2,B2).

The problem is, there will be no space inbetween the letters or numbers, so you will need to edit the formula to read:

=CONCATENATE(A2," ",B2)

The double quotations with a space in between them tells Excel to add a space to the cell in between the contents of A2 and B2.

If you have more than two columns you would like to combine, then simply add a comma after each cell. If for example you have three columns (A1, B1, and C1) you would enter the formula:

=CONCATENATE(A1 " ",B1 " ",C1) in column D1.

Combining two cells without concatenate

While concatenate works well, there is actually a shortcut that you can use which involves the ampersand '&':
  1. Click on cell C2 (or the row where the information you want to combine is)
  2. Type =
  3. Click on cell A2 and then type & in the formula.
  4. Click on B2 and hit Enter
You should see the contents of A2 and B2 combined together in C2. If you click on cell C2 and look at the formula, it should read: =A2&B2.

The only problem is, there won't be a space between the content. To add a space, you can edit the formula so that it reads:

=A2&" "&B2

Note the space between the two quotation marks. This tells Excel to add a space between the contents of A2 and B2.

Once you have the base formula on one cell, you can press the small box at the bottom of the cell and drag it down the row so that the other information can be quickly compiled. This makes it much easier than having to copy and paste the content individually. And, If you would like to learn more Excel tips, contact us today. We can save you valuable time and resources.

Published with permission from TechAdvisory.org. Source.

September 3rd, 2014

BCP_Sep02_AMany people wonder why it’s necessary to perform business impact analysis (BIA) when they’ve already invested a large amount of time on a risk assessment. The answer is simple: because the purpose of a BIA is different, and wrong results could incur unnecessary expenses or create inadequate business continuity strategies. To that end, let’s take a look at five tips for successful business impact analysis.

Five tips for successful business impact analysis:

  1. Treat it as a (mini) project: Define the person responsible for BIA implementation and their authority. You should also define the scope, objective, and time frame in which it should be implemented.
  2. Prepare a good questionnaire: A well structured questionnaire will save you a lot of time and will lead to more accurate results. For example: BS (British standard) 25999-1 and BS 2599902 standards will provide you with a fairly good idea about what your questionnaire should contain. Identifying impacts resulting from disruptions, determining how these vary over time, and identifying resources needed for recovery are often covered in this. It’s also good practice to use both qualitative and quantitative questions to identify impacts.
  3. Define clear criteria: If you’re planning for interviewees to answer questions by assigning values, for instance from one to five, be sure to explain exactly what each of the five marks mean. It’s not uncommon that the same event is evaluated as catastrophic by lower-level employees while top management personnel assess the same event as having a more moderate impact.
  4. Collect data through human interaction: The best way to collect data is when someone skilled in business continuity performs an interview with those responsible for critical activity. This way lots of unresolved questions are cleared up and well-balanced answers are achieved. If interviews are not feasible, do at least one workshop where all participants can ask everything that is concerning them. Avoid the shortcut of simply sending out questionnaires.
  5. Determine the recovery time objectives only after you have identified all the interdependencies: For example, through the questionnaire you might conclude that for critical activity A the maximum tolerable period of disruption is two days; however, the maximum tolerable period of disruption for critical activity B is one day and it cannot recover without the help of critical activity A. This means that the recovery time objective for A will be one day instead of two days.
More often than not, the results of BIA are unexpected and the recovery time objective is longer than it was initially thought. Still, it’s the most effective way to get you thinking and preparing for the issues that could strike your business. When you are carrying out BIA make sure you put in the effort and hours to do it right. Looking to learn more about business continuity? Contact us today.
Published with permission from TechAdvisory.org. Source.

August 27th, 2014

socialmedia_Aug26_AHave you ever looked at images and visuals posted by businesses and users on Instagram? While many users take photos using their mobile devices, there are many images that simply look way too good to be taken with a phone camera, especially the ones without filters. Many business owners want to know how they too can take quality images like these too.

The truth behind some of Instagram's best images

Those awesome Instagram photos we see aren't always taken using mobile phones. Instead, many users use digital cameras which offer much better image quality. You can capture some amazing shots with a higher end DSLR cameras with multiple lenses.

If you have one of these cameras and are looking to create high-quality images for Instagram, or any other social media site, you may be slightly confused as to how to get the images onto the platform - especially since many of us use this via the mobile app. To make uploading a little easier, here is a brief guide detailing how to get images from your digital camera onto Instagram.

1. Transfer and process images

Once you have taken photos with your camera, you will need to get them off of your camera's memory and onto your computer's hard drive. Most camera's have apps that allow you to do this, so be sure to follow the instructions in the app that came with it.

When your images have been transferred to your computer, you are likely going to want to process them a little bit. This is especially true if you have a DSLR or other high-end point-and-shoot which takes RAW images. These can be quite large and are not compatible with Instagram.

Most images taken with a camera are quite large in size, so you are going to need to use an image editing program like Adobe Photoshop, or free tools like Pixlr to process them. What you are looking to do is to crop your images so that they are square.

If you are used to the advanced photo editing features, then do your edits before cropping. When you crop your images you should crop or resize them so that they are 640X640 pixels. This is the size of all images taken using Instagram's camera app.

Also, be sure to save the images as JPEGs, as this is the image format used by most smartphone cameras.

2. Save processed images in their own folder

It helps to create a folder somewhere on your hard drive (we recommend in the same folder where you save all of your other folders) that is specifically for images you want to post on Instagram.

When you have processed and edited the images to your liking, save the images here. Try using an easy to use file name like the date and a letter or note so you can easily tell which images are which, so you know which to use.

3. Move the images to your device

You can move images using the cloud or by manually transferring the images to your phone. If you decide to manually transfer your files, you will need to plug your device into your computer.

For users with iPhones, you can open iTunes and click on your device followed by Photos. Then select the box beside Sync photos from. Select the file you created in the step above and then Sync to transfer the images over.

For users with Android devices, plug your phone into the computer and drag the folder you created in the step above into the Photos folder of your Android device.

For Windows Phone users, plug your device into your computer and open My Computer on your desktop. You should see your device listed in the window that opens. Open the file system for your device and drag the image files you created above into the Photos folder of your phone.

If you choose to use the cloud to transfer your files, use the operating system's cloud (e.g., iCloud, Google Drive, or OneDrive) to upload the files. Just be sure to use the same account as the one on your phone.

4. Add images to Instagram

Once the photos are either on your device, or in the cloud, you can now upload them to Instagram. This can be done by:
  1. Opening the app and tapping on the camera icon.
  2. Tapping on the button in the bottom left of the screen.
  3. Selecting where the image is located on your device. E.g., the Gallery app if you placed the photos in your phone's hard drive, or the cloud service you used.
  4. Editing them as you see fit.
Once this is complete, you should be able to post your images as you usually do with any other Instagram image on your phone. Take the time to add filters, and hashtags as well as a good description before you post.

If you would like to learn more about using Instagram to share your images then get in touch and we will show you the advantages of the bigger picture.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
August 26th, 2014

VoIP_Aug18_AVoIP, or Voice over Internet Protocol, has become one of the main forms of voice communication used in businesses of all sizes. Because the system uses an Internet connection, many companies often experience decreased costs while being able to do more with than they could with their traditional phone line. While almost every business can benefit from VoIP, there are a few important issues businesses who are considering switching over should be aware of.

1. Faxing can be tough with VoIP

Fax machines were designed on an analog system and therefore may have trouble working with a digital system like VoIP. This is especially true for businesses who are using older fax machines. We aren't saying faxing is impossible, but you likely will not be able to simply plug your fax machine into a VoIP line and start sending/receiving faxes.

What you will most likely need is to install a few extra components such as an adapter that supports T38 protocols. The T38 protocol was developed specifically to change analog fax signals into a digital that can then be sent via VoIP.

Therefore, if you use fax machines in your office, you should be sure to ask potential providers if their systems support faxing, and if your machines will be supported, or if there are any extra components needed.

2. Credit and debit terminals may not be compatible

Many business owners who look to move to VoIP systems often forget to also look at how their payment systems work. If you are using older credit or debit terminals on a landline they may actually be dial-up based, which means they will not work with VoIP. While most businesses already use newer models that support ethernet connections, and therefore VoIP, some are still using older systems. If this is the case, then you will need to contact your terminal provider for an upgrade, or new IP-terminals.

3. Older alarm systems may not work

Businesses with physical storefronts likely have alarm systems in place. The problem with this is that many older systems rely on traditional phone lines in order to signal emergency services should the alarm go off. If you are planning to upgrade to VoIP, you should make sure that the alarm system you have is compatible, or can be connected to VoIP.

If this is not the case, you may need to upgrade to a more modern alarm system. We strongly recommend checking with both the alarm provider and your VoIP provider if your alarm systems will still work.

4. VoIP requires broadband connections

We have seen cases before where businesses have invested in a VoIP system only to find out they don't have a broadband connection that is strong enough to support VoIP effectively. In order for VoIP systems to function, you need to have a broadband connection with a fairly strong amount of bandwidth. This is especially important for businesses in rural areas where broadband speeds can be limited based on distance.

It can be tough to figure out if your broadband connection will support VoIP, but you can test the connection before you agree to purchase it. Asking a potential provider for help testing your line would be a good idea. Should your connection prove to be too slow, then you will need to contact your Internet Service Provider in order to upgrade your speed.

5. VoIP needs to be managed

Like every other tech system, you will need to manage your VoIP solution. This includes adding new lines, upgrading equipment, ensuring systems are compatible, etc. For many business owners this will require extra time they don't necessarily have. One of the best solutions we can recommend is a managed VoIP solution.

We offer VoIP solutions, so if you are looking to learn more about VoIP in your business, and would like to avoid the common mistakes made by others, contact us today to learn more about how our expertise can help.

Published with permission from TechAdvisory.org. Source.

Topic VoIP General
August 22nd, 2014

Productivity_Aug18_AThese days many of us have integrated various apps and programs on our computers and mobile devices into our daily lives. The problem many of us face, however, is that apps and programs are all different and many don't work all that well together, so we need to take time to transfer information or even share the same content. To make things easier, there is a great app called If This Then That (IFTTT), that could help make your devices just that much smarter.

What is If This Then That?

IFTTT is a Web and mobile app that was developed to connect different Web apps like Google Apps, DropBox, Facebook, Instagram, etc, together into one general system. In general, the service runs on conditional statements - or recipes - that fit the IFTTT statement.

The service is set up on a number of different conditional statements that make up what the developers of the app call a recipe. Each recipe is broken down into two different sections:

  • This - Also referred to as a trigger. Each trigger in a recipe is kind of like a requirement in that the set trigger has to happen for the recipe to start working.
  • That - That refers to an action that happens when a 'this' condition is triggered.
Once you have set up a number of recipes, the app runs in the background to check for triggers and then will automatically execute the action when it notices a trigger.

Examples of IFTTT recipes

There are a wide variety of recipes out there that you can create. For example, some of the more useful IFTTT recipes for businesses include:
  • If a photo is posted on the business Instagram account, then it is shared with Twitter and Facebook.
  • If a Square payment is processed, then this creates a line in a specific spreadsheet.
  • If a contact is added to a phone's address book, then this information is placed on Evernote.
  • If an article is posted on a specific blog, then the post is shared on Twitter, Facebook, and Google+.
  • If an email is starred on Gmail, then a reminder is set on my phone to review starred emails.
  • If I enter the office, then my phone is muted.
  • If a client emails an attachment, then a copy is saved to DropBox.
  • If my device is in the office, then my office lights are turned on (if you have Phillips Hue bulbs).
There are a wide variety of supported apps that allow you to create recipes for nearly anything you can think of. The developers are constantly adding support for new channels (apps), including many from the Internet of Things.

How to sign up for this

Because you can access IFTTT from the Web and via an app on your mobile device, we recommend first thinking about how you are going to use it. If you are going to be using recipes for your mobile device, then we recommend downloading the app onto your device. Regardless of how you are going to use it, you can create an account by:
  1. Going to the IFTTT website (https://ifttt.com/)
  2. Clicking Join IFTTT.
  3. Setting a username and password and clicking Create account.
From there, you will be able to log in and start creating rules. If you do want to use your mobile device, you should then download the free app for your device - Windows Phone, Android, iPhone - and then log in using the account information you just created. When you first log in you should see a number of channels (apps) related to your system have been activated. This means you can now start creating recipes.

Creating recipes from your browser

  1. Go to the IFTTT website (https://ifttt.com/) and press Sign in.
  2. Press Create.
  3. Press This and select your trigger - try picking your app first, then click on it to get a list of actions.
  4. Press Create Trigger.
  5. Click That and select an action channel.
  6. Select Create Recipe.
You can also click Browse from the menu bar at the top to find and activate already created recipes.

Creating recipes from your mobile device

  1. Open the app.
  2. Press the mortar and pestle icon at the top-right.
  3. Press the + followed by the + besides If on the next screen.
  4. Select the app from the icons at the top of the screen, and select the related trigger.
  5. Tap the + beside Then and select an action or app.
  6. Press Finish to activate the new recipe.
If you are looking for a cool way to connect different apps, and even save yourself time, then this could be something worth looking into. And, if you are looking to learn more about how you can increase your productivity, contact us today to see how our systems can help.
Published with permission from TechAdvisory.org. Source.

Topic Productivity