Blog

April 20th, 2015

BusinessContinuity_Apr20_BDisasters, whether in the form of man-made errors or natural causes, are a business’s worst fear. Imagine coming to your office one morning to find the internal servers destroyed overnight by a massive flood. This could be the end of the road for your company, unless you have a business continuity plan (BCP) to cope with the situation. But coming up with a well-thought-out BCP is only the start - you need to test the plan to see whether it works. An exercise process should therefore be included in the plan. Here’s all you need to know about running BCP exercises.

Set objectives

The first step to any efficient exercise is having clear objectives. Think about the results you want to see at the end of the exercise. These outcomes may include, but are not limited to, IT disaster recovery, evacuation routines, off-site recovery plans, and supplier management. If there are measurable targets that can be put into the equation, then all the better. For instance, meeting a recovery objective after a disaster within x number of hours.

Select the right type of exercise

Essentially there are four levels of exercises, each increasing in complexity and difficulty.
  • A walkthrough - this exercise involves a team meeting to discuss whether the present BCP has everything covered and is up-to-date.
  • Desktop exercise - ideal for new or intermediate teams. A desktop exercise takes place in a room where delegates discuss a fictional scenario delivered via a series of powerpoint presentations. Role-playing and dramatic simulations are not part of this stage of the process.
  • Functional exercise - this level allows employees to perform their duties in a simulated environment. It is designed to exercise specific team members, procedures, and resources in the event of a disaster.
  • Live or real time - this is a full-scale exercise performed in real time with normal business suspended. The aim is to see whether people can do what’s expected of them within a set timescale. A live exercise is often complicated and costly to organize, but will generally ensure a much smoother process if the worst does happen.

Develop a scenario

Take what you’ve learned from the team, the objectives and plan to develop a scenario. Depending on the type of exercise, you should have a scenario tailored to suit your objectives. Be creative when simulating incidents. You may need only two or three to keep your employees busy for a couple of hours - during that time you can monitor their performance.

Prepare employees

Assign a group of representatives responsible for making announcements and preparing conference rooms to relay the plan to employees. Be specific about who in the company are participants, observers, and facilitators for the purposes of the exercise. Explain courses of actions to everyone involved in the plan. Remember, your BCP’s success depends on your employees’ cooperation, so do your best when you’re clarifying the plan.

Run the exercise!

If you can’t measure it, you can’t improve it. After careful planning and scheduling, it’s time to put your plan into action. Make sure you observe the exercise closely and ask yourself these questions: Are there any potential areas that can be improved? What should you do more of, or differently? What went well, and what didn’t? End the exercise with a feedback session where employees can express their opinions and share their ideas.

If you don’t get it right the first time, then go back to the drawing board and schedule another exercise. It only gets better with every practice.

Are you ready even if disaster should strike? Contact us today and we can help you develop a business continuity plan that keeps your company in the game.

Published with permission from TechAdvisory.org. Source.

April 17th, 2015

SocialMedia_Apr13_BWhen we think of social media marketing, our thoughts instantly turn to Facebook and Twitter. Yet, while it’s true that there are results to be had and success to be earned using these two popular channels, it is equally true that other platforms like Pinterest are on the rise and worth investing some time in too. To make Pinterest an even more attractive prospect, it’s just become easier and more efficient to keep up with your pinning - here’s why you’ll want to add it to your social media routine.

Pinterest recently announced the launch of an updated and improved browser extension that enables users to save content and pin it to their boards. The platform has supported browser extensions like this for several years already, but the latest enhancements reduce the number of clicks needed to pin images and other content to boards. It is also now simpler to track down the specific board you want to pin an image to, or to create a brand new board from within the browser extension if you don’t already have one that fits.

For casual social media users, the Pinterest button that comes with the browser extension makes for a simple way to bookmark content on Pinterest in order to come back to it later. Pinterest itself gives the example of a food blog - while you’re browsing a recipe, you can click the Pinterest button on your browser and in just a couple of clicks save a visual reference to one of your boards. Then where you’re ready to start cooking, you can easily find the image and click it to return to the blog.

But the benefits are there for those of us using social media for business purposes, too. The extension makes it simpler for you to pin both your own content, which users can then share by re-pinning or clicking on find out more on your web site, and for you to pin and share other relevant content from around the web that will be of interest to your prospective customers. Never forget the golden rule of social media marketing, that your profile - on whichever platform - shouldn’t just be a non-stop stream of promotional messages. Social media is different from conventional advertising, and your content should be a blend of subtle promotion and other, non-sales content that is of genuine interest to prospects.

Pinterest is growing in a big way, meaning now is the perfect time to accelerate your marketing efforts on the platform. There are now said to be over 50 billion pieces of content pinned on the site, spanning over a billion boards, and traffic is both growing and moving to mobile devices. In fact, over 80% of the site’s traffic comes from mobile. And while Pinterest has long been considered to be a predominantly female-friendly site, the channel’s popularity with men is growing, and is outpacing the overall growth in the Pinterest user base.

If Pinterest doesn’t already figure in your social media marketing strategy, it’s about time it did. Give us a call to discuss how we can help you propel your social media efforts forward.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
April 17th, 2015

AndroidPhone_Apr17_BAndroid phones are turning the smartphone industry on its head with a bundle of great new features and functionality. However, many of the features and applications available on the Android device are real battery drainers. Even though Android phones’ batteries are growing bigger with every passing year, they are simply not keeping pace with all the power-hungry applications and hardware. If you want to prolong your Android phone’s battery life, you need to manage your device’s power consumption. Here are some tips to get you started.

Adjust display settings

Are you using auto-brightness display? While it sounds convenient to have your Android phone adjust the brightness on its own, this feature actually sets the brightness level higher than you really need. Save your battery by setting the brightness manually - you can always tweak it when you have to. Reduce the screen timeout display, too, so that your phone screen goes back to black faster when not in use, saving even more power.

Activate power saving mode

This is a pretty handy feature found in high-end Android phones. Power saving mode automatically limits your phone’s processor and display to use as little power as possible without turning off critical functions. You’ll still have access to basic apps, such as texting, calling, the calculator, web browsing, and Facebook. And this feature can be set to automatically activate when your Android phone’s battery drops to a certain level, so make sure you use it!

Uninstall apps

When was the last time you actually cleaned up your Android device’s installations? Navigate to Settings and Apps to find a complete list of all your applications. You can save a huge amount of storage space by getting rid of unused apps. This, in turn, will stop the processor from running these apps in the background, giving your battery a little more life.

Organize the home screen

Most Android phone users don’t realize that a cluttered home screen sucks away their battery life as well. Stash away the widgets you don’t need and ditch the live wallpapers, since animated backgrounds consume a lot of power.

Turn off vibrations

Vibration lets you know about incoming calls, messages, and notifications. But in some cases too many vibrations can be an unnecessary battery killer. You can eliminate redundant vibrations such as keypresses by turning them off on the Language & Input settings screen. While you’re at it, turn off the sound on keypress to boost saving capabilities further.

Hide notifications

As in the case of vibrations, sometimes notifications can burn away your battery, especially if you have installed a number of applications that are desperate for your attention every few hours. So ask yourself these questions: Do you need to know every time someone posts to or comments on your Facebook page? Do you want to hear about the latest deals and offers from your application? If not, do your battery justice and turn off the needless notifications.

Use location services wisely

Some apps like Google Maps require you to turn on location services to display your surroundings and give you directions. But location service chips away your battery life very quickly and you should turn it on only for as long as you need to. Either switch to lower accuracy or turn it off, and you can save a lot of power.

Battery shortage can be a frustrating issue for Android phone users. In extreme cases, you can invest in a spare battery to ensure continued use. To learn more about how to preserve battery life on your Android devices, give us a call.

Published with permission from TechAdvisory.org. Source.

April 17th, 2015

InternetSocRepMngment_Apr17_BNowadays, most business owners have a number of social media accounts. They use social media for various purposes, whether it’s to communicate with existing and potential customers, to showcase and announce their latest products, or to expand their online presence. But there are many things to keep in mind when you put your business on social media - and one wrong move is more than enough to tarnish your organization’s hard-earned reputation. So watch out for these five common online reputation management mistakes.

Choosing the wrong person to manage your accounts

With a vast selection of social media channels out there, it is normal for businesses to have more than one account. But are you employing the right person capable of managing these accounts? Think about it: your company’s social media accounts are used to portray who you are, and to communicate with customers on a regular basis. In short - this is a job that could make or break your reputation, and you should be extra careful when selecting someone for this position.

Expressing your personal opinion

You’re making a big mistake if you let your emotions get in the way when posting content on your business’s social media profiles. Discussing religion, politics, or other controversial issues may turn off people who matter to your business. Unless they’re relevant to the nature of your business, avoid mentioning sensitive topics. Instead, try to keep a neutral tone, since the goal of your social media efforts is to appeal to everyone.

Deleting or ignoring negative comments

Negative feedback can be painful to hear but, if you can put aside your pride, it is a real opportunity for improvement. When customers post a negative comment, deleting or ignoring it can make things go from bad to worse. Customers may think that you’re not taking their issue seriously, and could resort to posting complaints on all sorts of platforms, which quickly become impossible to control. Don’t let things get out of hand - reply in a timely manner and try to solve their problems as best you can.

Posting fake reviews

Another online reputation mistake is to post negative reviews on your competitors’ website to dampen their credibility. This underhanded strategy is ethically wrong. Similarly, hiring someone to leave a good review for your company is inadvisable. Instead, focus on delivering high-quality products and services to generate authentic customer reviews, which can really pay off in the long run.

Being inconsistent

To build a good online reputation, you need to be consistent. Your social media fans followed your page for a reason - they have certain expectations that you will post regular and interesting content. Updating social media with ten posts one day, followed by complete silence for the following few weeks, is a bad example of consistency. Don’t disappear for days or weeks on end. Try to schedule a routine and interact with your audience on a regular basis.

A credible online reputation is an important part of your business’s public image. If you want to discuss how to establish an online presence, contact us today and we can help.

Published with permission from TechAdvisory.org. Source.

April 16th, 2015

164_B_OffIt’s a rainy friday evening. You just got home from your hour commute to work and are looking forward to unwind and catch a movie with your wife. As you loosen your tie, your phone vibrates and you see an urgent message awaiting. It’s from a new client who needs a scanned copy of his contract immediately. While you luckily have it on you, the nearest scanner is at Kinkos 10 miles down the road and that storm outside just seems to be getting worse. If you had the new Microsoft Office Lens, this wouldn’t be a problem. Yes, you might argue there are a number of other phone apps that can create scanned documents. But Office Lens is simply better. Here’s why you should be excited Office Lens is coming to iOS and Android.

What is Microsoft Office Lens?

Microsoft Office Lens is virtually a scanner in your pocket. You snap a picture of anything with text on it, and just like that it’s converted into a scanned document. What separates it from other similar apps out there is its ability to make the scanned text editable as if it were in a Word doc.

Unlike most of the other phone scanning apps, Office Lens automatically detects the borders of the item or document you’re scanning. This means you don’t have to bother lining up the edges of the item with a grid - you just point and shoot. The Lens app then optimizes the picture so that the text is easy to read. It does this by cleaning up shadows and straightening awkward angles. Also, the images you snap are automatically synced to OneNote. This allows you to easily store them, transfer to your other devices or share them later. Additionally, the images can also be saved to MS Word, Powerpoint or PDF. Originally launched in March of 2014, up until now Microsoft Office Lens was only available to Windows Mobile users. This seems a god sent to anyone who has had to rewrite scanned docs to make changes or reformat information.

To give you an idea of some of the items Microsoft Office Lens can scan, check out the list below:

  • business cards
  • billboards
  • receipts
  • invoices
  • notes
  • white boards
  • really anything that has text on it
Why is this cool? Well, imagine you’re at a meeting and there have been a long series of notes written on a white board. Instead of having to scribble all these notes down on a piece of paper, you can simply snap an image of the board. Afterwards you can edit the text from the whiteboard as you see fit, adding in your own notes or ideas.

How to get Microsoft Office Lens app

If you use an iOS device, you can download the app for free on iTunes.

As for Android, a fully functional version of the app is not yet readily available. However, you can get a preview version by joining the “Office Lens Android Preview” community on Google +. There you can sign up to become a tester.

Want to learn more about Office Lens and other Office products? Send us a message today.

Published with permission from TechAdvisory.org. Source.

April 15th, 2015

164_B_SecWe all know that computers can get infected with viruses, but did you know that your phone or tablet can as well? Yes, it is in fact true. And just because you have a new fancy Android device, doesn’t mean you’re immune. So if your phone or tablet starts acting funny and you suspect a virus is responsible, it’s time to take action with these six steps.

The lowdown on Android viruses

First off, let’s just put some things out there and clear the air. One, getting a virus on your Android product is actually incredibly rare. Two, when you see pop-up ads prompting you to buy a virus removal app, don’t freak out. This doesn’t automatically mean your device is infected. In fact, buying one of these apps could actually get you a virus! This is because all Android viruses are contracted via apps you install on the device. Which means the safest way to avoid getting one is to only install apps from the Google Play app store. If you must buy one outside of this, it’s wise to do your research first.

Before we get to what we think is the best solution, there are alternative ways to remove a virus that should be noted:

  • Use antivirus apps from Google Play - a lot of these are free and will detect and remove malicious apps, but some have a tendency to report apps as infected when they’re actually completely fine.
  • Perform a factory reset - if there’s a virus on your phone, this is a surefire way to remove it. However, in doing so you return your phone to its original factory settings. That means you’ll lose everything you’ve added since then that isn’t backed up.
Now that that’s out of the way, let’s get to the recommended option below.

How to remove the virus

  1. Turn safe mode on: To do this, access the power-off options by pressing the power button, then press and hold Power Off. This gives you the option to restart in safe mode. However, this doesn’t work with all models of the Android phone or tablet. If it doesn’t work with your device, a quick Google will pull up model-specific instructions. And what’s the point of turning on safe mode in the first place? Simple - it prevents any malware from running.
  2. Search for the infected app: Do this by opening Settings and then Apps. Once you’ve done this, be sure you’re looking at the Download tab (since the virus can only be something you’ve downloaded), and then start searching for the suspected app. If you don’t know the virus’s name, it’s likely something that looks out of place.
  3. Uninstall the app: Yes, it’s really that simple. Just click on the suspected app and uninstall it. Then you’re done. But if the name of the app is grayed out and you can’t even tap it, it means the virus has given itself Device Administration Status. In this case, follow the next three steps below.
  4. Remove Administrator Status: Do this by tapping on Settings and Security, then Device Administrators. Simply uncheck the infected app and hit Deactivate on the next screen.
  5. Uninstall the app: Now when you return to the Apps menu, the infected app will no longer be grayed out. Simply uninstall it.
  6. Restart your device: This takes it out of safe mode. Now your phone will be virus-free.
Want more ideas for Android and IT security? Don’t hesitate to give us a call today.
Published with permission from TechAdvisory.org. Source.

Topic Security
April 10th, 2015

Browsers_Apr10_BA typical day in the life of a business owner is no longer spent tied to a desk. Instead, you are likely to be out in the field, dashing between meetings and, in the process, using numerous different devices from smartphones to tablets to laptops. Yet for your productivity to soar, it remains vital that you always have access to the information that is critical for you to work efficiently. That includes bookmarked web pages that you want to refer back to later. So it’s a welcome move for Opera to have introduced support for syncing bookmarks across the mobile and desktop versions of its browser.

Bookmark syncing is already standard practice on most browsers, and those who use Google Chrome in particular will already be familiar with being able to log into the browser on different devices and access all your bookmarks just as you left them. Yet, despite its popularity with over 300 million users, it’s a feature that was oddly missing from Opera until an update last month. Bookmark syncing is now supported across Opera’s desktop platform, Opera Mini for iOS, and Opera for Android, with Opera Mini for Android expected to follow soon.

Syncing your bookmarks on Opera browsers is as simple as it is on the likes of Google Chrome. Simply sign into your Opera account on each device that you use (after creating an account if you don’t have one already), and your bookmarks will magically appear for you to access, edit and add to. Of course, if you’re happy as you are, then you can use Opera as you always have done and without signing in - the only difference is that you won’t have access to your bookmarks on any devices where you’re not connected.

Though it may lack the glitz and glam afforded to other, newer browsers like Chrome and Firefox, Opera is a stalwart that has been around since 1995. At the start of this year, one of Opera’s original developers unveiled a brand new browser, Vivaldi, after he became disillusioned with Opera’s change of course from its original functions and purpose. Designed for power users who spend a lot of time online working with high volumes of content, Vivaldi might be for you if you not only like to bookmark lots of pages, but also have a tendency to keep numerous tabs open.

Learn more about how different browsers can help you boost your organization’s productivity - get in touch with us today.

Published with permission from TechAdvisory.org. Source.

Topic Browsers
April 10th, 2015

MobileGeneral_Apr10_BRemember when sending a text meant punching hard on physical buttons on your old Nokia model? That was before the days of touchscreen smartphones, to whose smooth, gliding responsiveness to our fingers we have since become accustomed. But the technology revolution doesn’t stop there. Samsung has recently patented technology that will see touch screens give way to visual control screens, where a simple flicker of the eyes will determine what your phone does.

Some devices, both from Samsung and other manufacturers, already have security features which enable you to scan your face as a way to unlock your phone. This is the kind of eye control function that we might expect from future Samsung devices employing the technology that is the subject of the company’s latest patent. The patent doesn’t limit the application of this technology to phones, either, meaning that we could well see it deployed on devices like tablets, desktop computers and even televisions.

Imagine being able to play a song in your phone’s music streaming application, simply by blinking. Blink a second time and you could pull up various information about the song and artist - other movements allow you to activate further features in the app, whether that’s increasing the volume, pausing, rewinding or downloading other songs by the same artist. The patent lists eye movements including blinking, keeping them closed, and gazing at one spot for a prolonged period, each of which would be linked to specific in-device actions.

The race to implement technology to enable visual control of cell phones is not a new one - back in 2013, LG accused Samsung of having infringed on one of its eye-tracking patents with features available on the Samsung Galaxy 4S. Prior to the launch of the 4S, LG alleged that the phone’s Smart Pause function, which automatically pauses video when you take your eyes off the screen, violated a patent the company had applied for in 2009, and which covered the same technology on its Optimus G Pro device. However, when the 4S was eventually released, the Smart Pause and Smart Scroll features - the latter of which allows for browser and email scrolling without touching the screen - relied on facial recognition rather than eye tracking.

Similar features are available on Apple devices, and intended primarily for those with motor difficulties. Switch Control allows you to connect a switch to your iOS device for easier access, while since iOS 7.1 it has also been possible to use the device’s camera as a head switch, and then customize the settings to define head movements and which actions they trigger. Nonetheless, the ongoing innovations being attempted by firms like Samsung mean that this kind of device control is likely to become even more common and mainstream in the near future.

To find out how we can help you use the latest mobile technology in your business to drive productivity and greater revenue, contact us today.

Published with permission from TechAdvisory.org. Source.

April 9th, 2015

164_B_MWGoogle Chrome, Firefox, and Opera walk into a bar. Firefox orders a drink, and says, “Yo, Chrome, where’s Internet Explorer? Didn’t you tell him to Google the name of the bar?” Chrome shakes his head. “Yeah, but he’s probably still waiting for the page to load.” Sadly this is what’s become of Internet Explorer - it is the butt of bad tech jokes. But there is hope for the future of Microsoft browsers. And the name of this hope is Spartan. Microsoft’s new kid on the block has some mind-blowing features that no one is laughing at.

What is Spartan?

Spartan is Microsoft’s new web browser that will be released later this year along with Windows 10. Microsoft’s aim is to build a browser that is designed for the modern web, which creates a more personable experience when interacting with it. Here are few of the incredible changes Spartan has in store.

Web Note

Also known as inking, Web Note allows you to edit web pages directly. You can do this by either typing them or using an interactive pen that allows you to literally circle, underline, or annotate pages as you see fit. These annotations can then be shared with friends and colleagues via email or social networking. They’ll also be stored on Microsoft’s OneDrive cloud storage for easy collaboration.

Reading View

A web page can be a busy place, and the guys at Microsoft know that. That’s why they’ve created Reading View, which provides distraction-free reading to keep you focused on the content. Reading View eliminates ads, fancy CSS styling, sidebars and comments, creating a simple format that feels as if you’re looking at an open book.

Cortana, your new personalized assistant

More and more phones are enabling their devices with personal assistants, so why not web browsers? Cortana is designed to make your web browsing experience easier and more personalized. For example if you’re looking up a business or restaurant, Cortana can provide additional information such as opening hours, address and contact info. Another nifty feature of Cortana allows you to get a definition or content explanation without leaving your current page. Just highlight the word, right click and select Ask Cortana. She’ll provide you with the info you’re looking for, right there on your web page.

Want to learn more about Spartan or other Microsoft Windows News and tips? Call us today.

Published with permission from TechAdvisory.org. Source.

April 8th, 2015

164_B_ProdEvery day it seems like there’s some new revolutionary technology, app, or update released that’s touted as the answer to our productivity woes. And while technology sure can solve a lot of problems, does it always make our jobs easier? If you take a moment to think seriously about this, you’ll likely agree that technology can sometimes actually be a hindrance. So for when you’re trying to find how to use technology to your business’s greatest good, here are a few questions you need to ask yourself.

Is this making my job easier or harder?

There’s no questioning that technology can make our lives better and our jobs easier, but it can also make everything more difficult. Here are a few ways it can slow you down:
  • Distraction - From email to Facebook to Skype or Gchat, technology can be a 24-hour distraction. If you are constantly switching between technology apps and programs - whatever your reason - you’ll certainly end up in a state of distraction, causing your productivity to take a hit.
  • Too complex - Some technology is simply too complex for the average user. To fix this problem, either use technology that is more user-friendly, or leave your IT guy to the job.
  • Too much - There are simply hundreds and thousands of apps and programs that can be used to make your workflow and job easier, but if you use too many you’ll likely be slowed down as you bounce between them all. The trick is to use only what you need, and nothing more.

Does my tech work?

This is almost a no-brainer. Your tech needs to work in order for you to reach your maximum productivity. If you’re still using a break/fix contractor and you’re calling him every other week, is this increasing or inhibiting your productivity? The answer is pretty obvious - it’s probably slowing you down. So what do you do? You need to get a more effective technology solution that is going to “just work”.

If you’re a small business owner, one way to do this is through managed services. This is a hands-off solution where an MSP handles all your IT, usually for a fixed monthly fee, so you never have to think about it. MSPs are proactive about preventing problems from ever occurring in the first place, meaning you’ll have fewer IT issues creating disruption and downtime in your workday.

Is this tech job my responsibility?

Just because you know how to troubleshoot a broken application, does that mean you should? If you’re a business owner or have a job role outside of the tech department, it will benefit you in the long run to leave the job to the tech team. Why? It’s for the same reason the owner of a restaurant doesn’t mop the floors or clean the toilets. They have better things to do with their time, and so do you. You have a specific role for a reason, and you’re creating the most value for your company when you stick to that role. Do yourself and the tech team a favor and leave the tech alone; you have a business to run.

Want more ideas on how to maximize your productivity and use technology to its greatest good? Give us a call and let’s talk today.

Published with permission from TechAdvisory.org. Source.

Topic Productivity