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November 19th, 2014

Windows_Nov17_BHeartbleed has to be one of the biggest security issues of the year. While it has largely been dealt with via updates and new software, Microsoft has announced that a similar and equally large security threat is affecting nearly all servers running Windows Server. While there is a fix for this, it is an issue you should be aware of.

The new security problem

On November 11, 2014 Microsoft released a patch for nearly all versions of Microsoft Server, along with patch notes that included the reason why the patch was released. In short, it was released to plug a security gap that the company calls Schannel Remote Code Execution Vulnerability.
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November 19th, 2014

SocialMedia_Nov17_BFor an effective social media strategy, most businesses realize that they need to have a presence on more than one major social platform. While this has led to the creation of Twitter accounts for businesses, many struggle to generate content and posts due to the character limit. To help, here are 10 tips that can increase the effectiveness of your Twitter campaigns.

  1. Keep posts on the shorter side - This may seem ridiculous, after all there are only 140 characters allowed per tweet, but keeping tweets short allows users to add their own comments and ideas when they retweet. Try keeping your tweets below 100 characters.
  2. Twitter is not about promotion - Studies have proven that tweets that promote a company or product don't usually do as well as messages that are more conversational in nature. If you want to ensure maximum interaction, aim for a mixture of tweets that consists of about 80% conversational and 20% promotional.
  3. Know what time to tweet - Each market is different, so take the time to research tweeting habits. If you see that the majority of your target audience is active during after-work hours, then it would make sense to tweet when they are more likely to be online. Remember, many Twitter users are connecting via their mobile devices, so you are probably better off tweeting during lunch hours, as well as pre- and post-work.
  4. Know what days to tweet - Much like knowing what time to tweet, it is a good idea to also know which days are best to tweet in order to maximize engagement. For example, if you are trying to interact more with other businesses (B2B) then it is best to tweet on days when the companies are open and an owner or manager is more likely to be looking at business systems and social accounts. Customers, however, are usually more receptive to messages on days when they aren't working e.g., Saturday and Sunday.
  5. Use hashtags - Hashtags in Twitter allow for categorization and make tweets searchable. For example, if you use the hashtag #fresh in a tweet and then search for 'fresh' on Twitter, you should see similar posts using the same hashtag.
  6. Use hashtags sparingly - There is a common trend in social media to use hashtags for nearly every word. This makes posts difficult to read and usually leads to people not sharing or retweeting your content. Instead, try to work one to three hashtag, at most, into your tweets naturally.
  7. Realize Twitter moves fast - The average trend on Twitter lasts about one hour, to one day. So, if you see a trend developing or beginning, act quick to join the conversation. Posting after the trend has faded will usually lead to tweets being ignored.
  8. Don't act on every trend - Trends come and go so quickly on Twitter that it can be tempting to try to jump on each one, or as many as possible, in order to get your message out to as many people as possible. However, not every style and subject will be relevant to your business. By shoehorning content to fit trends you could come across as insincere and lose interest from followers.
  9. Watch who you follow - Following people is one of the quickest ways to grow your own follower base - usually because users will follow those who follow them. But, when it come to business, you want to be sure to follow users who are relevant. For example, follow your customers, strategic partners, and even competitors. Following Twitter users who aren't relevant to your business is not going to get your messages read by the right people.
  10. Keep an eye on Twitter - In order to effectively spot trends and see what your target market is saying, it is worthwhile to use a program like Tweetdeck, which allows you to see all tweets, track hashtags, topics, and more.
If you would like to learn more about using Twitter in your business, contact us today to see how our services and solutions can boost your social media presence.
Published with permission from TechAdvisory.org. Source.

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Topic Social Media
November 18th, 2014

Office365_Nov17_BOne of the more important selling points of an Office 365 plan is the fact that many subscriptions come with full versions of Office which are always the latest available. For Mac users however, updates are usually well behind the Windows versions. This is starting to change, as Microsoft has recently introduced a new version of Outlook for Mac users while also announcing a plan for new versions of other Office for Mac apps.

New Outlook for Mac

Historically, when a new version of Office has been released, Mac users have had to wait six or more months for Mac versions to be introduced. With Office 365, users have had to wait even longer, as the company decided to focus on developing mobile apps first. This has now changed, and a new version of an Office app for Mac users - Outlook - has been released.
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November 18th, 2014

GoogleApps_Nov17_BWhile incredibly useful for many businesses, cloud-based apps like Google Drive have one glaring weakness that really holds them back from 100% adoption in many businesses. If you have ever wanted to open a file stored in Drive using an app on your computer, it can be a bit of a chore to do so. To help fix this mis-match, Google has recently introduced a new feature to Drive that allows users to open files stored on Drive using apps on their computer, directly from their browser.

Looking at the new Google Drive feature

As stated above, the main idea behind this new Drive feature is being able to open files stored in Drive using applications installed on your computer. With previous versions of Drive you usually had to first download the file from Drive, then open it with the program on your computer. If you wanted to update the file, you would then have to upload it back to Drive.
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November 13th, 2014

Security_Nov10_BIn October of last year news broke about a new form of malware called Cryptolocker. This malware posed a particularly large threat to many business users and led to many quick and important security updates. Now, almost a year later, it appears that the second version of this - CryptoWall - has been released and is beginning to infect users.

What is Crypto malware?

Crypto malware is a type of trojan horse that when installed onto computers or devices, holds the data and system hostage. This is done by locking valuable or important files with a strong encryption. You then see a pop-up open informing you that you have a set amount of time to pay for a key which will unlock the encryption. If you don't pay before the deadline, your files are deleted.
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Topic Security
November 12th, 2014

Productivity_Nov10_BAs a business owner, you probably send out emails pretty regularly. Some of these emails are likely to colleagues who will then send a message to a third party on your behalf. This inevitably entails going back-and-forth between you and your employee. This can cut down productivity and lead to mistakes. One way to avoid this is to pre-draft the message that will be sent along.

What exactly is a pre-draft?

The idea behind pre-drafting an email message is that it helps to reduce the amount of back and forth between two parties when one of the parties is contacting a third party. If you have ever had an employee draft a message that came from you then you are likely well aware of the number of emails that can go back and forth before the email actually goes out.
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Topic Productivity
November 12th, 2014

BusinessValue_Nov10_BOne common technological system that every business needs is the phone. While digital systems like email and chat are quickly becoming the main way many businesses communicate, there will always be a need for a phone system. If you are looking for a new system for your business, there are a number of factors you need to take into account before purchasing one.

1. Know the types of systems out there

Phone systems, as with many other types of technology, have evolved and changed drastically from the traditional phones that we are all familiar with. As a result, it pays to be aware of the four main types of phone systems available for small to medium businesses:
  • Key systems - These systems are commonly found in many older small businesses as they were designed for up to 40 users. Typically, a Key system offers businesses basic features like hold, line switching, line management, etc.
  • PBX - Private Branch Exchange, is private phone networking technology that enables businesses to manage up to hundreds of phone lines and numbers. PBX is usually employed by larger businesses who need multiple phone lines and the ability to network offices together.
  • Hosted PBX - These are PBX systems that are managed and hosted by a provider. The system itself is usually housed offsite, which means less up-front investment for the company.
  • Centrex - These are specific business features and packages developed for your business by a major telecommunications provider which are usually added onto your monthly phone bill.
Generally speaking, these four types of phone systems are available in two ways:
  1. Analog - Traditional landline phone systems offered by phone companies, commonly referred to as PSTN (Public Switched Telephone Network). Analog is familiar to many business owners as it uses existing lines strung by telephone companies.
  2. Digital - Newer phone systems that use network connections to transmit voice communication. The most common of these systems is VoIP (Voice over Internet Protocol).
While there are four main systems, the increasingly popular adoption of digital systems like VoIP has led to Key and PBX systems essentially merging together into one platform. Some providers however do offer scaled down versions of PBX over network connections that they refer to as Key systems.

2. Consider these four questions

As you are looking for a new system? If so, it might be a good idea to ask yourself the following questions:
  1. How many lines and phones will I need? This will likely be one of the first questions a vendor will ask when you start looking for a new system. Take some time to think how many phone lines you will need. For example, will you need one for every employee? Or will a line for every major office or department be enough? You will quickly find that some teams won't need lines at all, while others will need one for every person.
  2. How much do I want to manage this system? If you want to have complete control over every line, the supporting systems, and the hardware itself, then going for a hosted solution may not be the best of ideas. On the other hand, if you are looking for a solution that is simple to manage for you, then hosted or managed solutions might be the answer.
  3. How fast will my business grow? If you are expanding quickly, then you will need a system that can develop with you. Many landline systems require technicians to install new lines which can take time, so businesses that are growing quickly may benefit more from digital systems.
  4. What other equipment will I be using? This is important to know before you talk to vendors because some systems may not work well with existing technology, or other systems you may be using. If you make a list, vendors can then help you quickly find a system that is compatible with your other equipment.

3. Ask your users what features they need

Before looking for a new phone system, you should ask the people who will be using the system what features they need in order to do their jobs to the best of their ability. Some teams may need wireless devices in order to better talk to customers, while others might find video conferencing worthwhile; others still may need a more unified communications platform, including text and instant messages.
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November 11th, 2014

GoogleApps_Nov10_BWhen first launched, Gmail was heralded as one of the most advanced email systems available. Since then, it has become an integral part of many businesses who have adopted Google Apps. Because email has become so important and popular, our inboxes can get flooded and it can often be difficult to find useful and important information. To help make email management far easier, Google has released a new app called Inbox.

What is Inbox?

Inbox is an Android, iOS and Web service that helps us get things done and work with our email messages in a new way. Your emails still go to your gmail account; just think of this as an app or service that helps you reduce overall inbox clutter while being able to quickly access the info you need. It achieves this by:

Bundling useful messages together

With Inbox, all similar messages are brought together into one category or bundle. Think of the categories feature introduced for Gmail last year, but on a grander scale. If for example, you travel a lot for work, travel related emails like flights, hotel bookings, and messages related to meetings will be grouped together.
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November 11th, 2014

Facebook_Nov10_BFacebook, like many other Internet-based operations, has a habit of constantly implementing changes to their platform. Back in August of this year, the company implemented a number of changes to their Graph algorithm, including the way businesses can use the Like feature. On November 5, 2014, these changes came into effect and you should be aware of the new rules regarding how Facebook Pages can leverage Likes. In short: forcing people to Like your Page to gain access to content - a practice called Like-gating - is no longer tolerated.

Like-gates to be left open

In the past, it was a fairly common trend for businesses with Facebook Pages to limit the access followers had to their Pages or other information and campaigns. One of the most popular examples of this is if having to Like a company to enter a contest with them.
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November 6th, 2014

BusinessValue_Nov03_BTechnology is constantly evolving, so much so that it feels like there is a near constant stream of systems and devices being released on a daily basis. This fast-paced development has forced companies and their IT teams to move rapidly with the times. As such, IT as a whole has been basically divided into three main areas, which companies should be investing in.

1. Commodity-oriented IT

IT is made up of systems that support day-to-day operations, so it is essential that you invest in this area because it is what supports your core business practices. Without proper investment, your employees may not be able to carry out their tasks adequately. Commodity IT is essential but it does not bring increased value to your company. Sure, implementing a new email system could save money but it does not directly lead to increased profits.
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