{"id":179624,"date":"2019-09-16T12:00:00","date_gmt":"2019-09-16T17:00:00","guid":{"rendered":"https:\/\/www.ntegrait.com\/small-business-tech-tips\/"},"modified":"2024-02-08T05:41:44","modified_gmt":"2024-02-08T05:41:44","slug":"small-business-tech-tips","status":"publish","type":"post","link":"https:\/\/ntegrait.com\/small-business-tech-tips\/","title":{"rendered":"Small Business Tech Tips"},"content":{"rendered":"<p><strong>When chosen carefully, technology can make your work life (and your employees\u2019) a lot more efficient. But without the help of an expert IT company, how can you be sure you even have the right technology in the first place?<\/strong><\/p>\n<p>IT should not just be an afterthought.<\/p>\n<p>Just like your staff, technology is a resource in which you invest. You wouldn\u2019t hire someone to work for you without finding out what they can do, and figuring out where best they would fit in the organization, right?<\/p>\n<p>It should work the same way with your technology.<\/p>\n<p>It\u2019s critical that you align technology to your organizational goals so that you\u2019re not wasting money or technology you\u2019ve already bought. Some have their IT company handle this, and some try to tackle it on their own.<\/p>\n<p><strong>1. Embrace Technology &amp; The Digital Transformation<\/strong><\/p>\n<p>Digital transformation is one of the biggest buzz phrases going around the business community right now. In fact, <a href=\"https:\/\/www.seagate.com\/files\/www-content\/our-story\/trends\/files\/idc-seagate-dataage-whitepaper.pdf\"><strong>two-thirds of CEOs plan to focus on digital transformation<\/strong><\/a> by the end of this year alone.<\/p>\n<p>Are you onboard?<\/p>\n<p>It\u2019s simply the way the world is moving, and for good reason. The business workplace is being drastically altered by technology as each year goes by \u2013 if you don\u2019t embrace it, then you\u2019ll be left behind.<\/p>\n<p><strong>What Is Digital Transformation?<\/strong><\/p>\n<p>At its simplest, it\u2019s the initiative to use technology for better business outcomes. That\u2019s rather general though, isn\u2019t it?<\/p>\n<p>To understand it, it may be more effective to look at the way technology is changing the workplace, such as that\u2026<\/p>\n<ul>\n<li><a href=\"https:\/\/news.gallup.com\/poll\/168794\/workers-upside-staying-connected-work.aspx\"><strong>80% of the workforce<\/strong><\/a> operates at least in part from outside the office.<\/li>\n<li>A vast majority (<a href=\"http:\/\/www.thecsuite.co.uk\/cio\/strategy-cio\/cio-and-innovation-more-than-just-keeping-the-lights-on\/\"><strong>up to 80%<\/strong><\/a>) of IT budgets are directed towards \u201cbusiness as usual\u201d.<\/li>\n<\/ul>\n<p>The fact is that, whether you embrace technology or not, the people you interact with (your customers and employees) will expect you to. If you don\u2019t, they\u2019ll work with someone else who does.<\/p>\n<p>Don\u2019t believe it?<\/p>\n<ul>\n<li><a href=\"https:\/\/www.accenture.com\/us-en\/services\/interactive-index\"><strong>75% of consumers<\/strong><\/a> say they\u2019re more likely to buy from you if you know their name, purchase history and can recommend products\/services based on that info.<\/li>\n<li><a href=\"https:\/\/www.forbes.com\/sites\/danschawbel\/2013\/12\/16\/10-ways-millennials-are-creating-the-future-of-work\/#534da2893105\"><strong>38% of millennial staff members<\/strong><\/a> state that outdated collaboration tools have a negative effect on innovation.<\/li>\n<\/ul>\n<p>That\u2019s why you need to make an effort to understand how technology can affect positive change in the work that you do. From customer experience to workflow optimization, technology is playing a big role in the way businesses operate.<\/p>\n<p><strong>2. Make The Most Of The Cloud<\/strong><\/p>\n<p>The cloud may still feel like new technology \u2013 but in reality, it\u2019s been around for more than 10 years now.<\/p>\n<p>Does that make you feel old?<\/p>\n<p>Let\u2019s be clear about something \u2013 the cloud is here to stay. In recent years you may have still heard the occasional \u201cindustry insider\u201d suggest that the world may be moving too quickly to an untested and unsure platform in cloud computing, but no more. The cloud is now an integral part of daily life for private consumer and business users alike.<\/p>\n<ul>\n<li><strong>Public Cloud: <\/strong>Ideal for small businesses that may have trouble budgeting for any other type of cloud deployment, a public cloud is simple and cost-effective. Your data is stored in a \u201ccommunal\u201d data center, which, while not offering the best possible security or compliance guarantees, is often sufficient enough for organizations that aren\u2019t required to maintain regulated compliance.<\/li>\n<li><strong>Private Cloud: <\/strong>A secure, dedicated environment to ensure maximum performance, security, and functionality for your business applications and employees. This is usually deployed for complaint-driven businesses such as healthcare and finance.<\/li>\n<li><strong>A Hybrid Cloud: <\/strong>This is like a dedicated cloud computing resource on Office 365 and Azure Stack with an extension to on-premise resources for maximum performance, control, security, and functionality. This is for businesses that require maximum control and scalability.Instead of entrusting your legacy solutions to a public or private cloud, many businesses are opting for a hybrid cloud. They use a mix of on-premise, private and third-party public cloud services because this provides an infrastructure where one or many touchpoints exist between the environments.\n<p>Using a hybrid cloud gives you the freedom to choose which applications and resources you want to keep in the data center and which ones you want to store in the Cloud.<\/li>\n<\/ul>\n<p><strong>How Is The Cloud Delivered?<\/strong><\/p>\n<ul>\n<li><strong>SaaS (Software as a Service): <\/strong>Software as a Service (SaaS) applications are being adopted at a much faster pace today than in the past. These are productivity applications like Microsoft Office 365, cloud-based practice management solutions, accounting programs, and more.\u00a0 Your SaaS provider helps you identify and select line of business applications that will run well in the cloud. They can migrate your data and integrate it with software platforms in your current premise or cloud technology stack, or help you implement new ones.<\/li>\n<li><strong>PaaS (Platform as a Service): <\/strong>This is whole cloth delivery of web applications that are based in the cloud, all via a comprehensive platform. The idea is that, in accessing this platform, you can utilize, develop and even deliver applications based on resources that you don\u2019t need to maintain on-site.<\/li>\n<li><strong>IaaS (Infrastructure as a Service): <\/strong>Infrastructure as a Service (IaaS) delivers IT infrastructure on an outsourced basis and provides hardware, storage, servers, data center space, and software if needed. It\u2019s used on-demand, rather than requiring you to purchase their own equipment. That means you don\u2019t have to expend the capital to invest in new hardware.<\/li>\n<\/ul>\n<p><strong>Why Should You Use The Cloud?<\/strong><\/p>\n<p>For the same reasons that thousands of other businesses around the world have already adopted cloud computing:<\/p>\n<ul>\n<li><strong>Computing Power: <\/strong>The cloud has the ability to activate tens of thousands of CPUs. This unparalleled power can quickly perform deep analytics of your data, and process nearly any ad-hoc queries that you require.<\/li>\n<li><strong>Reliable Costs: <\/strong>The cloud services subscription model offers the strategic advantage of low-cost, low-risk opt-in combined with a simple, predictable monthly fee.<\/li>\n<li><strong>Easy Scalability: <\/strong>Cloud services have the unique strategic characteristic of being able to stretch or shrink to suit your current level of demand. This is especially useful for businesses of scale or companies that go through seasons of activity.<\/li>\n<li><strong>Real-Time Collaboration: <\/strong>With cloud technology, your staff doesn\u2019t have to wait for each other to be done with their part of the document or project in order to tackle their own aspect. They can all work on the same project at the same time to maximize productivity.<\/li>\n<li><strong>Remote Work Capability: <\/strong>This cloud feature allows you and your employees to work remotely as need be, which will give your business members the flexibility they desire to have a more balanced home\/work life.<\/li>\n<\/ul>\n<p><strong>3. Don\u2019t Overlook Email<\/strong><\/p>\n<p>Email is perhaps the most ubiquitous technology used in the business world today \u2013 possibly even more so than the phone. It\u2019s instantaneous, can deliver important files, and doesn\u2019t require the immediate attention that a phone call does.<\/p>\n<p>That\u2019s why you need it \u2013 it\u2019s a non-negotiable. And, if you\u2019re currently using some free, no-name email client, you may want to consider an upgrade. When it comes to some as universal as email, paying for a better option is undoubtedly worth the money.<\/p>\n<p>A good choice would be Microsoft Outlook, which has been the email program of choice for businesses for many years, and with good reason. With an abundance of great features and endless options for customization, it\u2019s the perfect solution for those trying to communicate effectively in the business setting.<\/p>\n<p><strong>4. Stay Mobile<\/strong><\/p>\n<p>Did you know that <a href=\"https:\/\/news.gallup.com\/poll\/168794\/workers-upside-staying-connected-work.aspx\"><strong>80% of the workforce<\/strong><\/a> operates at least in part from outside the office?<\/p>\n<p>That\u2019s thanks to a combination of the cloud and the mobile devices that each and every person you work with carries around in their pocket. By 2020, the number of smartphone users worldwide is <strong>expected to reach 2.87 billion<\/strong>.<\/p>\n<p>Mobility has delivered a number of advantages to organizations that are willing to embrace new technology, including:<\/p>\n<ul>\n<li><strong>Cost-Effect: <\/strong>Having your staff use their own personal devices for work means that you don\u2019t have to pay for the technology they\u2019d be using otherwise. Depending on the size of your practice, that could mean potential savings of thousands of dollars that would have been necessary to pay for tablets and work phones.<\/li>\n<li><strong>Convenience &amp; User Experience: <\/strong>Allowing your staff to use their technology also means there\u2019s no pesky learning curve to overcome with new devices. Instead of having to ensure your staff knows how to use the hardware at work, they can simply use the phone, tablet and\/or laptop they\u2019re already familiar with. <strong><br \/>\n<\/strong><\/li>\n<li><strong>Productivity: <\/strong>Being able to use a mobile device, managing and executing tasks using the devices they\u2019re familiar with can greatly boost productivity \u2013 in some cases, <strong>up to 53%<\/strong>.<\/li>\n<\/ul>\n<p><strong>Implement A Mobile Device Management Policy<\/strong><\/p>\n<p>This type of comprehensive policy dictates how your employees can use their personal devices for work purposes, dictating which security apps should be installed, and what best practices need to be followed.<\/p>\n<p>An effective MDM policy should also instill safe and secure practices for employees that use personal devices for business purposes. Key considerations include:<\/p>\n<ul>\n<li><strong>Decide when and how mobile devices will be used.<\/strong> Integrated into your internal network, these devices can be used to access, store, transmit, and receive business data.\u00a0 You\u2019ll need to have policies in place to regulate how employees use their devices to interact with sensitive data. Take the time to consider the risks associated with mobile device use, such as the potential for devices containing business data to be lost or stolen, infected with malware, or the potential for accidental disclosure of confidential information through sharing a device with a family member or connecting to an unsecured wireless network.<\/li>\n<li><strong>Consider how mobile device use can pose risks to your data. <\/strong>A risk analysis will help you identify vulnerabilities in your security infrastructure, and help you determine the safeguards, policies, and procedures you\u2019ll need to have in place.\u00a0 Whether the devices in question are personal devices or provided by your IT company, you will still need to have a clear idea of how they\u2019re being used to communicate with your internal network and systems.\u00a0 Assessments should be conducted periodically, especially after a new device is granted access, a device is lost or stolen, or a security breach is suspected.<\/li>\n<li><strong>Develop, document, and implement mobile device usage policies and procedures.<\/strong> Policies that are designed for mobile devices will help you manage risks and vulnerabilities specific to these devices.\u00a0 These policies should include processes for identifying all devices being used to access business data, routinely checking that all devices have the correct security and configuration settings in place, whether or not staff can use mobile devices to access internal systems, whether staff can take work devices home with them, and how you will go about deactivating or revoking the access of staff members who are no longer employed.<\/li>\n<\/ul>\n<p><strong>5. Help Your Team Collaborate<\/strong><\/p>\n<p>You and I know that the way you do work is changing.<\/p>\n<p>Employees are no longer simply stuck behind desks, completing tasks on PCs and working within the same office. Workforces are mobile, getting work done from wherever it\u2019s most convenient. This requires the capability to share files securely and conveniently.<\/p>\n<p>Businesses are hiring more and more remote workers \u2013 in fact, it\u2019s the way <a href=\"https:\/\/www.forbes.com\/sites\/abdullahimuhammed\/2018\/12\/21\/10-remote-work-trends-that-will-dominate-2019\/#4fa57b9e7c72\"><strong>half the country works every day<\/strong><\/a>. So many staff members that work from home, outside of the business\u2019 city of operation, and even much further away.<\/p>\n<p>Why would so many businesses be transitioning to this workplace model? Isn\u2019t it undeniably better to have everyone in one place, under one roof?<\/p>\n<p>Not necessarily.<\/p>\n<p><strong>Why Do People Prefer To Work Remotely?<\/strong><\/p>\n<p>More than anything else, it\u2019s convenient:<\/p>\n<ul>\n<li>Remote workers don\u2019t have to spend time commuting to and from work each day, the extent of which can often be a deal-breaker for potential hires when considering a job.<\/li>\n<li>Employers don\u2019t have to invest in the space or resources for their entire staff \u2013 that means saving money on office space, hardware, break room amenities and more.<\/li>\n<li>Businesses get access to a skillset and personnel base far outside of what you could call the \u201ccommute radius\u201d; whether it\u2019s 30 minutes from the office or two hours, at a certain point you wouldn\u2019t be able to hire someone you\u2019d like to because they live too far away for it to be feasible.<\/li>\n<\/ul>\n<p>You could try Microsoft SharePoint, which is designed to allow you to share files, collaborate, edit, and more with anywhere from a single coworker to an entire team. Files in SharePoint aren\u2019t owned or associated with one specific person \u2013 everyone on the team has read and write access.<\/p>\n<p>Files that you store in a given Microsoft Team Site can be accessed by all team members, allowing everyone to collaborate by creating lists and libraries in which to store content. SharePoint offers a range of other features as well to help enrich the experience, including metadata, workflows, custom views and more.<\/p>\n<p>SharePoint is where you keep the files that you want your team members to access, update, edit, etc. Try using SharePoint for your next team project and see how effective it really is.<\/p>\n<p><strong>Invest In Your Future<\/strong><\/p>\n<p>In the end, modernizing your office doesn\u2019t have to be a massive restructuring of the way you do business. Step by step you can affect these changes, either by talking to your staff about mobile device use for work or consulting with your IT company about how to automate more of your daily tasks.<\/p>\n<p>The key? You have to be willing to start.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When chosen carefully, technology can make your work life (and your employees\u2019) a lot more efficient. But without the help of an expert IT company, how can you be sure you even have the right technology in the first place? IT should not just be an afterthought. Just like your staff, technology is a resource&hellip;<\/p>\n","protected":false},"author":5,"featured_media":159270,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[8],"tags":[64],"class_list":["post-179624","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","tag-techbytes"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Small Business Tech Tips - IT Services in Virginia<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ntegrait.com\/small-business-tech-tips\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Small Business Tech Tips - IT Services in Virginia\" \/>\n<meta property=\"og:description\" content=\"When chosen carefully, technology can make your work life (and your employees\u2019) a lot more efficient. 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