It’s hard to find someone who isn’t using social media in some way, or at the very least isn’t aware of its existence. Companies are becoming wise to this and are starting to utilize social media tools to build their brand, or bring in new customers. If your company does not use any form of social media, it may be time to look into getting your business out there.

Social media, once called a fad, has become the norm and is going to be with us for some time. A large number of companies already have an online presence, and are taking advantage of the benefits that social media can bring. Here are a number of things you can do to get your social media adventures underway.

Be Clear on Social Media It’s important that before you start looking into the different forms of social media that are out there, you are clear on what social media is, and what it isn’t. Social media is a way to meet people, and share content and ideas with them. For companies it’s a form of non-traditional marketing - think of it as soft marketing - it’s not meant to be the place where you flog your products, rather a place to develop interest in your company, so people will want to do business with you. By using social media you can show people who your company is, and connect with them on a more personal level. If you are clear on what social media is from the beginning, there’s a higher chance that you’ll be successful when you develop your online presence.

Before You Launch Into Social Media There are a number of things that your company needs to have either already done, or considered, before you jump in:

• Have a website: It’s a good idea to have a solid website with information about your company, contact information, products and services. Most potential customers will look at your website after looking searching for you online, and before they choose to do business with you, so your website needs to provide the relevant information they are looking for. If you don’t have a website, or feel yours is lacking, it’s easier than ever to get a professional looking site. With a quick search you will be able to find some competent designers.
• Get educated: It will be beneficial to educate yourself on current trends regarding social media. This can be done by simply going to social media websites, taking the free introduction tours and reading blogs related to the sites. Beyond that you should also research your competitors’ websites and Internet presence. Observe what content they have online, and more importantly: what they don’t have. It will also help to connect with and observe industry experts, see what they post online, and note the style and tone they use. This will help provide you with a sound knowledge base from which you can then create a more effective online presence.
• Set goals: As with any step in business, you should have a plan with realistic goals. Aim for results that are achievable for your company. If you’re a small, local IT company that focuses on providing support for banks, don’t expect to have the same massive hype that Microsoft and Apple do. Clearly set objectives and review periodically.
• Develop a focus: In real life, you can’t be all things to all people. The same goes for social media. You need to develop a focus on what type of online content you would like to share. You should aim to create content that your customers will want to share with people.
• Stake a claim: You should to go to the main social media websites - Google+, Facebook, LinkedIn and YouTube - and reserve your personal and business usernames. This is important because it will make you look more professional by having the same username across all sites, and users will be able to find you easier.
• Ask for help if you need it: While some companies make social media sound easy, it can be deceptively hard to master. If you feel lost, or are having a tough time with it, there are knowledgeable consultants out there who are happy to help.

Time to Get Social When you feel you know what direction you will take, it’s time to start developing your online profiles. It can be tough to decide which social media tools to utilize. Unfortunately there is no right answer. Most small businesses follow the crowd, and this means having pages on Facebook and Linkedin. This does not mean that you should join these networks simply because they have the most users. It is recommended that you follow what similar businesses or direct competitors are doing. If they are on one service but not another, do the same to begin with, but be on the lookout for new social media sites, or features being added to existing sites.

One Thing to Not Forget There is one really important thing we can share with businesses thinking of pursuing social media: it isn’t a turnkey operation. You can’t just, “set it and forget it.” To be successful, you need to be active by posting updates, news, and above all interacting with the people who reach out to you. After all, they are your customers. If you do establish your social presence but forget to keep it up to date, you will be the company that’s forgotten.

If you would like help with your social media strategy, please get in touch with us. We’d love to hear from you.

The computer and all its related gadgets is probably the most important device in business. Many of us spend our whole work day on the computer, we then go home and spend more time on another computer. One of the consequences to this is that there has been an increase in the number of computer related injuries.

The majority of injuries sustained while working with computers are not instantaneous, they happen over time. The most common form of computer related injury is the Repetitive Strain Injury, also known as RSI. Soft tissue, muscles, tendons, nerves and ligaments are all susceptible to RSI. With proper maintenance and knowledge, almost all RSIs can be prevented. If left unchecked, an RSI could lead to lost time and possibly irreparable damage.

Eye Strain Eye strain happens when you have overexerted your eyes. The most common symptoms include:

• pain around the eyes,
• dry eyes,
• fatigue,
• photophobia (sensitivity to light) and
• blurred vision.

Often, severe eye strain will also cause pain or tension in the neck and shoulders. The most common causes of eye strain are poor workspace layout and sub-par lighting conditions.

The good news is that in most cases, eye strain won’t lead to permanent vision complaints, but if left unchecked it could cause productivity problems. The easiest way to prevent eye strain is to work in a space with lighting that is neither too strong or weak, and have a light source that does not create glare. It is equally important to take short breaks from the monitor. Follow the 20-20-20 rule: every 20 minutes, look at something (not another monitor) 20 feet away for 20 seconds.

Posture Related There are a number of related injuries to your posture, including: back pain, neck pain and headaches. These injuries typically come from bad posture, combined with sitting for an extended amount of time. It may not seem like you can injure yourself by sitting in a chair all day, but your muscles are not designed to stay in the same position for such a long period of time, and doing so can result in muscle pain. Poor posture at work can also lead to an increased chance of a herniated disc, commonly called a “slipped disc”.

There are a number of things you can do to minimize posture related injuries.

• Adopt a proper posture. Have a chair that pushes the small of your back (bottom) out, as this will promote a more natural spinal position. Try not to cross your feet, as comfortable as it is, as doing so puts pressure on your lower back.
• Get up and move around every 20 minutes to half hour.
• Stretch. Move your joints through their normal range of motion.
• If you have kinks or muscle pain, gently massage the area with a kneading motion.
• Get up. There is a rising trend of using a standing workstation - this could be another option.

Arm Related The most common type of injury to the arm is the well-known Carpal tunnel syndrome (CTS). This mainly happens in two places: the wrist and the elbow. CTS occurs when the median nerve (one of the main nerves) is compressed. CTS in the wrist is the most common RSI, and can be a costly injury. The median nerve also passes through the elbow. If compression occurs there, it can result in an injury commonly called “tennis elbow”. Symptoms include: numbness of the hand and arm, pain and weakness in grasping.

There are a number of things you can do to prevent CTS:

• Keep your mouse and keyboard close together.
• Type and hold the mouse gently.
• Remove your hands from the mouse and keyboard when not using them.
• Take frequent breaks to move your wrists and elbows through their natural range of motion. Be careful to not over extend.

With a combination of breaks, ergonomic workplaces, and other preventative measures you and your staff will see fewer injuries and higher productivity. If you would like to learn more ways to prevent injuries, or increase productivity please contact us.

As mobile devices become more multifunctional and versatile, an increasing amount of businesses are seeing the benefits of including smartphones in their day-to-day operations. However, mismanagement of smartphone work usage, and improper handling of these resources, could cause problems if you’re not careful.

Using smartphones for business purposes can indeed lead to increased efficiency and improved productivity, but if left mismanaged and unregulated, smartphone usage can cause more trouble than it’s worth. Here are a few tips to help you get the most out of mobile devices:

1. Formulate a Specific Policy For IT: One common mistake many businesses make is that they lack a policy specifically for the use of mobile devices. This is where you determine whether employees can use their own personal devices for work or not, indicate reimbursable expenses and other costs, and control networks where business-purpose devices can connect to.
2. Have a Security Action Plan: Data security is a major issue for any IT device, especially one that employees can take outside of the office. It is then imperative that any device used for business has the proper security to protect it from online attacks, and remote access features that allow it to be completely wiped, or “bricked” if said device is stolen.
3. Consider Developing Your Own Applications: Customized applications that employees can use for their business needs can prove to be much more secure, and more efficient than other third-party apps. As they’re made specifically for you, you can be sure that tasks done through mobile devices and the corresponding output are better tailored to fit into your organization’s work flow.

If you would like to know more about how to better manage the use of mobile devices for your business, please don’t hesitate to get in touch with us. We’d love to sit down with you and discuss a possible blueprint that addresses your business’s specific needs.

March is almost over, many of the big companies and MNCs have released their bonus figures, tax season is in full swing, the economy is kind of rebounding and people are looking for work. Chances are, your company will be hiring a new staff member or two in the near future. One of the most popular ways is to conduct interviews via VoIP based programs such as Skype and Microsoft Lync. Do you conduct interviews using VoIP?

Let’s face it, there are very few people out there who love conducting interviews. The ones that do, are journalists, the rest of us see it as a means to the end. But that doesn’t mean that you should put interviews on the back burner. Remember, the purpose of the interview is to find an employee that meets your needs and is a good fit for your business. Many of us have watched or conducted interviews over VoIP, and have walked away unimpressed, or unsure of the results. Here are some tips to ensure you get the most out of VoIP while interviewing.

Remember the Rules Many of us have another identity or personality when we are online, it’s common to see people who are usually quiet and reserved in real life become very vocal when placed in front of a computer. This also happens when people conduct interviews online, another personality often comes out during the interview. Remember: even though you are conducting an interview over VoIP, it is still an interview, and as such, you need to follow the same rules and guidelines you would when conducting a face-to-face interview. One of the biggest things interviewers forget when they conduct interviews via VoIP is that you are a representative of your company and its brand, the interviewee will form their own opinion based on what you say and how you act. Adopt your face-to-face interview persona, not the online persona.

Lights, Camera, Office? When conducting the interview it is best to pick a well-lit spot, with minimal to no distractions. Your office may be the one with Nirvana posters on the wall - which is cool - but they’re probably not the best thing to have as your background during the interview. The best spot to conduct face-to-face interviews is in a conference room, so why not conduct the online interview there? If you don’t have a conference room, pick a quiet spot in the office. Wherever you settle, be sure you are comfortable there, as chances are you will be conducting more than one interview.

When you have found a good spot, be sure to turn off your cellphone, or at least put it on silent. Also be sure to turn the various sound alerts on your computer off. Nothing is more annoying to interviewees than being interrupted mid-sentence by a telephone call, or the ubiquitous IM alert.

Test the Tech Before you conduct the interview, ensure you are familiar with the program you are using. You don’t want to accidentally mute the interviewee, or even worse, hang up on them. It is a good idea to set up in the place you are going to be conducting the interview, and check that the internet connection is stable, or if you are using WiFi, that the signal is strong. Conduct a test call with a colleague or another person to ensure that your webcam is working correctly, and you can hear the other person. It is best to do this a few days in advance, so you can iron out any glitches or problems with lots of time to spare.

If a technological mishap occurs during the interview, or you lose your connection, don’t give up and walk away, simply call the interviewee back, apologize and carry on. Better still, establish at the outset that if there is a problem, you will definitely call back. This will ensure that the interviewee isn’t calling you when you are calling them.

The Interview Remember that you are using technology for the interview, and this technology has many useful features, the most pertinent being the ability to record. Being able to play the interview back later if you feel you have missed something, or want to know other employees’ opinions, is an excellent perk to using VoIP. Be sure to let the interviewee know that their interview will be recorded, as it could be illegal to record the person without their consent.

One common oversight by both the interviewer and interviewee is time. It may happen that you need to conduct an interview with someone in another timezone. It’s important to be aware of the time difference and ensure that both parties are on the same page. Also, if you’re in an area that has Daylight Savings Time, be aware that some places don’t observe it, and adjust accordingly. If you know the interviewee is in another timezone, clearly state when you are setting up the interview time, if you mean your time or the interviewee’s time.

Finally, when conducting the interview: be aware of where you are looking. Most programs will have the other person in a large image with you in a smaller image. Look at the image of the person when they are speaking, and at the camera when you are speaking. This is the best way to replicate eye-contact in a face-to-face interview.

When you remain professional and can execute a good interview using VoIP software, you can be sure that the interviewee will be impressed and will want to join your company. Good luck! If you would like to know more about using VoIP for interviews, or other business operations give us a call - we are more than happy to hear from you.

The majority of businesses, no matter the size, are networked these days—and are often also connected to the Internet and other networks. Many of these businesses have come to rely on internal/external networks for their day-to-day business. However, when one of the networks goes down this can be a problem since an outage could cause a loss of profits. 24/7 networking can help reduce these losses.

How can 24/7 network monitoring help your business, you ask? Through preventative operations. The main idea of network monitoring is to act as an “Early Warning System” to let managers and owners know of potential problems before they strike.

What Does Network Monitoring Monitor? There are a number of things you can monitor with Network Monitoring. The most popular areas include application and system performance, bandwidth usage, and server status. You can also set up monitoring of additional areas, for instance: server load, ink levels in printers, time left on software license agreements, which devices are connected to the network, their data usage, and more. This is all done 24/7.

The one thing Network Monitoring does not normally monitor is unauthorized access to networks. It can be set up to look for unauthorized access, but this is normally taken care of by another system.  

How Does Network Monitoring Help Me? Network Monitoring is a preventative system, intended to warn you about potential network problems so you can proactively seek solutions before a vital network goes down. This makes it, in a round-about way, a justifiable addition to business value since, when implemented right, there will be less network crashes—which means less or no profit loss.

What Should I Monitor? In an ideal world, you would monitor each and every network. Over time, you can get there, but if you’re like most Small Business owners or managers, you have neither the time nor the budget to implement a full system. As with most projects, it’s suggested that you implement a system like this in stages. The most common areas to start with are:

• Local Area Network (LAN) Data
• Internet data usage
• server status
• alerts to existing networks

If you’re unsure of where to start, try contacting a local Network Monitoring service, or hire a consultant to establish a system. If you would like to know more about 24/7 Network Monitoring, or other ways to improve business value, please contact us.

Many companies realize the benefits of virtualizing their systems, and some have even started the process. In the current economies around the world, businesses are looking at ways to save money and streamline processes. A recent report on virtualization found that some organizations achieved investment returns of up to 269%. Read on to learn more.

What is Virtualization? Virtualization is the creation of a virtual computing environment, where one hardware system can run multiple virtual environments. Common types of virtualization include servers, storage devices, or networks. The benefits of virtualization include lower costs, improved IT management, and reduced energy consumption.

The Survey A report published by CDW-G focuses on government organizations in the United Sates. Many SME owners and managers like yourselves are probably asking, “How do study results involving the government help my business?” Well, if you look closer you can see that what the government organizations did can easily be replicated by SMEs, just on a smaller scale.

Results In recent years, many companies have had to tighten their belts due to economic difficulties. Government agencies are no exception. The results of the survey found that agencies and organizations realized investment returns as high as 134 to 269%. The survey found that if IT managers invest in Server Virtualization, Document Management, Storage Virtualization, and Cloud Computing in that order, the returns on Server Virtualization alone can help pay for, if not totally cover the cost of, the other three processes. CDW-G found that on average, the total cost of implementing all four separately is over USD 1.1million, but when implemented in order, the average cost was around USD 400,000.

While it is unlikely that SMEs will see a return on investments of this magnitude, it is highly likely that they will see increased returns if they follow this method of re-investing returns from Server Virtualization into the other three steps. In times of economic stress, this could be a huge boost to your bottom line.

Helpful Recommendations From the results, CDW-G offered some useful recommendations that all businesses can use:

• When budget cuts are needed, first look for ways to increase efficiency without service cuts.
• Review technologies and processes to identify inefficiencies.
• Consider savings and efficiency opportunities in all new solutions.
• Leverage available savings into new projects.

As with any new process, it’s equally important to ensure that you educate the users of the processes and stay on your toes to keep updated.

Many business owners and managers use Microsoft’s spreadsheet program, Excel, on a daily basis. It has become the go-to program for basic book keeping, forecasting, scheduling, chart making, and much more. It’s safe to say we are comfortable with it, and some may even call themselves experts. For those who are less comfortable, there are a number of errors that can cause confusion. Read on to learn about the most common ones.

While most of us are comfortable with Excel, there are many times when we have had an error pop up that is more or less confusing. Let’s face it, when we see “!#%&” characters many of us are at a loss. Here are some of the most common errors you come across in Excel, what they mean, and how to fix them.

####### This is one of the most common errors, with the # sign filling the cell. This error means that you have entered data in the cell that is longer than the cell’s size. For example, 1234567890 will show up as ##### if that column is not wide enough to fit all those numbers. This error will also show up when you have formatted a negative number as a date.

To fix this error, simply re-size the column (A, B, C, etc.) by clicking the edge of the column and dragging to the right to make larger. Or check to see if you have a negative number that is formatted as a date, and if so format the cell as a negative number instead..

?Name# This error means you have have an error in the formula or range. For example, =counif(!6:B99, “Y”) In this case, “counif” should be “countif”. Also, the “!6” should be a column letter and 6 (i.e., B6).

To fix this error, click on the cell with the error, and look at the formula in the formula bar, usually located above the spreadsheet, and correct the formula like this: =COUNTIF(A6:B99, “Y”)

#REF! If you have a formula that refers to other cells in the spreadsheet, and then you change one of those cells to data that does not compute in your formula, you will get the #REF! error. For example, if your formula for C6 is: =SUM(A1:A5, B1:B5, C1:C5) and you delete B1, you will get #REF! in C6.

The easiest fix to this is to hit: CTRL+Z, or Undo under Edit. If you made the error a long time ago and Undo does not work, then make sure all cells referenced in the formal contain valid information.

Circular Reference You get this error when you have entered a formula that includes the cell where you have entered the formula. For example, the formula =SUM(A2:A5) is entered into A5. Excel is essentially telling you that it is chasing its own tail, and can’t catch it.

The easiest way to fix this error is to simply click on the original cell, and remove the reference to the cell that the formula is entered in.

The Little Green Triangle in the Cell If you see a little green triangle in the top left corner of a cell, Excel is telling you there is an error with the formula. This is useful if you aren’t sure about what the error means. If you click on the arrow, you will get an ! with Trace Error. Click this, and Excel will give you a drop-down menu with options.

What if I Can’t Find the Error? If you are having trouble locating the error, or do not want to spend time searching for the error in a long formula, click the Formula tab and the arrow beside Error Checking. You can click either Trace Error or Circular Reference and Excel will point out the error, or provide the cell name with the error. From there, select the cell and look at the formula or data entered to determine the problem.

Hey, it's nowhere near the gargantuan status of Facebook or Twitter, but lesser-known Pinterest has a following, and especially if your target market is females, it can be a very versatile and unique online marketing tool – that is, if you use it the right way.

What is Pinterest? In a nutshell, it's something like a social media scrapbook, album, and bulletin board combined. Each interest / theme has its own 'Pinboard' where you put photos, videos, or other media that interest you.

What makes Pinterest unique is its concept, which has been consistently growing in popularity, especially with female audiences. And while Facebook and Twitter are more open to overt advertising, Pinterest takes a more conservative stance. While advertising isn't exactly prohibited, the marketing should definitely be more subtle and more consistent with a personal Pinterest profile. Here are some basic tips that will help you utilize Pinterest to your advantage.

1. Understand your market. The first question you should ask yourself is if Pinterest is something worth your time investment. Since the majority of Pinterest users are female, ask yourself if your products and services appeal to them directly.

2. Invest time. As in many other social networking sites, you need to put a personal and human touch to your Pinterest profile and in the way you interact with your audience. Log in often, update regularly, and respond quickly to any kind of feedback. Let your audience know that you're there.

3. Use other social media to augment Pinterest. Since Pinterest is less known, use your other social media accounts to point people your way in Pinterest, such as Tweeting or updating your Facebook status with your most recent Pinterest profile update.

4. Talk about what you represent. As mentioned earlier, since Pinterest isn't big on overt advertising, you need to market yourself in a different way. Talk about what your brand is all about. What do you represent? What content can you provide that would inspire your audience to share on their own Pinboards? If you're a furniture company, for example, you can try giving some tips on basic interior design and picking the right furniture pieces for spaces, with pictures or videos. What's good about Pinterest is that it challenges you to be more creative, and thus, more appealing to potential clients.

If Pinterest interests you, give us a call so we can discuss how you can maximize this new social media platform for your business.

Disaster: it could be as small as deleting a critical file or as big as the natural disasters that have been striking with more intensity in the past few years. Any way you look at it, disaster will strike eventually, in some form, leaving you with a problem to solve. It’s important to have a plan for when something happens. Do you?

Most companies have at least basic protection from emergencies and disasters in place. The most common forms of protection are insurance, server and computer backup, and basic preparations as required by law. While these protective measures are considered adequate for most companies, there is still a chance a disaster will strike, leaving your company in the lurch.

In the recent months and years an increasing number of occurrences, such as the earthquake in Japan and flooding in Thailand, have caused widespread disruption to businesses. To counter this, two business initiatives have risen to the forefront: Disaster Recovery (DR) and Business Continuity Planning (BCP). In fact, these two terms have become common buzzwords, a quick internet search returns over 53 million hits on business continuity alone. The problem is that many professionals are unclear on what each really is. It’s important to be clear on each topic and the basic steps to take to be prepared for any disaster.

What is a Business Continuity Plan (BCP)? BCP, first seen during the Y2K scare of the late 90s, is a plan that covers the way an organization prepares for and maintains all critical business functions. BC planning is comprised of activities that ensure maintenance, stability, and recoverability of service before, during, and after a disaster. The plan is typically set up on a day-to-day basis, and covers the whole organization.

It’s important to have a BCP for your organization because if something happens and you can’t deliver to your customers, they will go to another company.

What is Disaster Recovery? Disaster Recovery is considered a part of the overall continuity plan that focuses on the technical side of the business, including components such as data backup and recovery. Think of BCP as an umbrella and DR is under the umbrella — if you don’t have a disaster recovery plan, the overall umbrella is more or less useless.

What Should be in Your DR and BCP Plans? These plans both share a number of similarities, generally following the same steps involving the same elements. Both plans should include:

1. An operational plan for a number of disasters that could happen in your geographical area. The plans should cover occurrences as small as computer hardware errors and as large as massive natural disasters.
2. A succession plan for you or your top management.
3. Training for substitute employees on important tasks.
4. Cross training of your employees on the basics of different roles so they will be able to take over if need be.
5. A communication plan focused on different crises, including ways of communicating if networks are down.
6. Off-site meeting places for staff and managers.
7. A focus on safety. Foster partnerships and communication with local and emergency response services: Fire, Police, National Guard, Search and Rescue. Ideally, all employees should at least know basic first aid. If you have employees who are volunteer members of local Emergency Response Services, ask them to be responsible for teams.
8. Daily plans to backup your Enterprise systems, along with training and testing of recovery of systems.
9. Training and testing of all employees to practice recovery activities in situations as realistic as possible.

It’s important that you conduct regular tests of your systems and processes, and make changes as needed. Be aware that your business is always changing and so should your Business Continuity and Disaster Recover Plans.

With a carefully prepared and practiced plan, your business should be ready to face a variety of disasters with minimal downtime. If you would like to know more about Business Continuity and Disaster Recovery please contact us.

The IT industry is primarily based on projects, and even companies that are not IT related will at some time need to instigate an IT-related project. These projects could be small or large, but they all need to achieve something. Unfortunately, there are all too many stories out there of mistakes made, causing the goal of the project to be missed.

How many times have you started a project only to have it spiral out of control? Mistakes, delays, and other problems can be costly - both to you and your company. Here are some common reasons projects fail, and ideas to be aware of before you start your next big project.

No plan Possibly the biggest mistake any company can make is to not have a plan. A project without a plan is like a football team without a quarterback - it just won’t work. The most common plan used by businesses is a “project plan”: a plan that outlines your final goal, your plan to get there, and what resources are needed along the way. It is a good idea to involve all project team contributors in the planning phase. This will help encourage your team to stay on track.

Unrealistic budget An equally important mistake to avoid is having an unrealistic budget. All managers know they have to set and stick with a budget. However, few managers really know how to set a proper budget, and many projects end up being over budget. The easiest things you can do are:

• Determine the knowable costs. These can include software, parts, wages, fixed costs, etc. Be sure to include costs like shipping and tools needed for the project.
• Consider different parts of the project separately. Try to think which are more likely to have problems. Budget an extra percentage of the total costs based on how risky that aspect is.
• Look at budgets from similar past projects. These will help you judge whether you are on the right track.

Poorly defined expectations Many projects suffer from members not really understanding the expected outcome of efforts made. This could cause a decrease in morale among your employees. It’s best to review and update goals regularly, and tweak the scope or timelines as progress is made. It’s also equally important to involve employees in this process.

Scope creep While some change in the focus of the project can be good, beware of scope creep - uncontrolled or big changes to the original plan of the project. This can happen when the extent of the project is not properly defined or controlled. It is important that you clearly define the scope of the project with both yourself and your employees, and try to make as few changes as possible.

Poor communication This cannot be stressed enough: communication is very important. Many projects fail due to lack of good communication and interaction between the parties involved. We recommend that you stay in constant contact with all parties to ensure understanding of the project. Encourage an open communication environment where any employee can talk about anything and suggest ideas.

With good communication, a clear focus on the project and a solid plan your next IT project is on its way to be a successful one. For more information on project planning, please contact us.