Outsourced & Managed IT Services Archives - Page 2 of 3 - HCS
Boost Productivity Utilising IT

Boost Productivity Utilising IT

Businesses are continuously searching for ways to increase productivity amongst their team members. With continuous advancements in processes and technology, managers regularly seek out ways to reduce the steps in tedious processes.

Generally, within a business, the responsibility for increasing productivity falls on managers and business owners, and not employees. There are many challenges that may discourage managers or business owners enacting change that will boost productivity, such as; fear of the unknown, staying committed to the current status quo or simply not understanding how best to use employees to boost productivity.

Considering the above, technology can greatly improve productivity with a certain level of ease. If you work within HR or are a manager/business owner, developing a technology investment that will improve productivity requires a well-planned strategy. Technology can, however, assist your business in increasing productivity, in means such as;

5 Ways Technology Can Boost Productivity

Create A Collaborative Environment

Brain-storming is one of the most invaluable activities a team can do. Brainstorming can help clarify the needs of a team, the various processes that are required on a particular project and how best to create new processes.

However, many people in a business are often busy and may neglect or be unable to dedicate the required time to a brainstorming meeting.

Technology can allow team members to work together on projects without ever leaving their desk! Through utilising collaboration technology, employees can discuss ideas, create processes, simultaneously work on documents or collaborate while problem-solving.

Simplify Daily Tasks

Mundane tasks that often take up a few minutes daily are a part of every employee’s day. However, all of these minutes add up over time.

Technology can help you simplify these tasks and improve productivity along the way. Through implementing automated processes, you can also minimise your team members taking unnecessary steps in general tasks.

Eliminate Manual File Sharing

Have you ever waited hours or even days for a team member to share a document with you? Naturally, this will greatly affect your productivity as you cannot complete your task without the required information.

Through adopting an internal collaboration portal, such as Sharepoint, your team can access up to date documents and data with ease.

The Power Of Remote Working

With more and more businesses embracing cloud computing, many workers are now able to work remotely and access documents and data no matter their location. Allowing team members to work remotely allows them to catch up on work while on the road or meeting clients.

Boost Employee Engagement

Employee engagement and productivity may seem like separate concepts at first, however, they tend to intersect more often than businesses assume.

Through embracing an employee engagement tool, such as Beekeeper, your business can connect with employees allowing them to feel engaged and connected with team members, managers and colleagues.

Increasing internal productivity can allow your business to embrace new processes, increase efficiency while allowing team members to work on projects more relevant to their role.

IT can provide businesses with a unique opportunity to embrace new software and allow their teams to engage and collaborate to increase overall internal productivity, which in turn will boost business activity.

Increase Productivity With IT By Partnering With HCS Business Solutions!

Should You Disable Autocomplete in Outlook?

Should You Disable Autocomplete in Outlook?

Microsoft Outlook is the go-to email application for employees around the world. It is where many employees spend a large amount of their work day. Over recent years, Microsoft has grown and evolved Outlook to give users a richer, more enjoyable experience. This integrated email experience for users has a feature referred to as autocomplete, which can autofill the contact details of a recipient.

Autocomplete/Autofill functionality has been available for many years. Once an email has been sent to a recipient, they will then appear in suggested recipients for future emails once you have typed the first few characters of their address. This simple functionality gives users a helpful and practical experience and is intended to improve productivity, as people don’t have to type the full email address each time.  Autocomplete also means you don’t have to add every user you contact regularly to your Outlook address book.

However, because of this, some risks can be associated with this feature, leading to potential data risks. There are also practical issues with this feature, such as;

  • If you enter a new email address incorrectly and send the email, e.g. ddasmith@company.ocm rather than ddasmith@company.com, this new address can be added to your autocomplete list, making it very easy to repeat the mistake in the future.
  • Inbound addresses can be automatically added to your suggestions, even if you have never emailed them.

The risks associated with Autocomplete/Autofill can also not be ignored. These risks may involve sending an email with sensitive data to the wrong recipient, Human Error happens regularly in business, however, some mistakes can lead to severe data loss and reputational damage.

One option to mitigate the risks associated with this issue is to stop using autocomplete, however, this may affect end-user productivity as employees would have to type the email address themselves.

While users are less likely to send an email to the wrong person in their autocomplete list, this may lead to a much larger risk of misdirected emails caused by mis-typiing an email address.

In time, people will end up creating their own ‘autocomplete list’ or address books in other applications, such as Excel, and could end up storing other associated personal data locally on their devices, creating data risks for your business.

We Can Help!

At HCS Business Solutions we can help your business utilise Office 365 to its full potential, while also training your team on the latest Cybersecurity trends to ensure your business remains protected at all times! To learn more, contact our team!

The Role of Managed IT Services In Digital Transformation

The Role of Managed IT Services In Digital Transformation

It is not uncommon for many businesses to attempt to digitally transform internal processes but fail to do so. However, businesses should not be discouraged from evolving due to this as the benefits of successful digital transformation can enable a business to streamline processes, increase agility, reduce costs and more.

As digital transformation is more than just technology, businesses must be prepared to embrace and grow with new processes and systems. Generally, digital transformation is a combination of internal factors, such as people, equipment and processes. Ultimately digital transformation will change how you carry out your business, not just the IT that supports you.

How can you ensure the success of Digital Transformation? Choose an appropriate Managed IT Services Partner.

Businesses often partner with a Managed IT Services Provider for many reasons. Business owners may feel overwhelmed with growing and maintaining a business and do not have the time or the knowledge to manage internal IT issues. Existing internal IT teams may already be busy managing day-to-day break/fix challenges that team members encounter during their workday, or you may wish to stay ahead of ever-evolving cybersecurity risks. Regardless of your reasons, Managed IT Services can allow you to streamline processes and technologies in your business.

What are the Key Benefits of Managed IT Services?

24×7 support – It simply isn’t possible for a business owner or internal IT team to work all day every day, especially in smaller and medium-sized businesses, your business simply does not have the resources to maintain a team to do this. Managed IT Services providers like HCS Business Solutions have the qualified team of support technicians and engineers who can ensure your IT systems are maintained.

Backup and Storage – For a business to implement a backup and storage strategy efficiently, a significant amount of time and space must be given to this, not to mention, cost. However Managed IT Service providers have access to existing networks, which allows you to reduce costs while also ensuring data is stored in a secure location as your team of support technicians will ensure that updates are made regularly.

Alerts and Monitoring – Cybersecurity risks and system failures can cause serious disruptions to a business’ processes. There are many ways to ensure your data remains secure, the primary way of doing this is to proactively monitor your systems. This gives you the peace of mind knowing your business is secure, allowing you to focus on other aspects of your business.

Start your Digital Transformation journey with Managed IT Services!

Is It Time To Upgrade Your IT Systems?

Is It Time To Upgrade Your IT Systems?

Many SMBs are aware of the importance and benefits of technology. However, in recent years, technology has become a key element in the strategies of many businesses allowing them to grow and expand at a rate that would not have been possible without the power of IT. However, although IT is an essential aspect of a business, it must be maintained and the primary part of maintaining IT systems is upgrading them when required.

Although businesses understand the strategic benefits of IT many businesses may delay or postpone essential upgrades, which in turn may affect business continuity and the efficiency of many processes.

Why should businesses upgrade their IT systems?

Increased Productivity

Productivity can be greatly affected by outdated IT systems. Faster hard drives, processors and possibly migrating your business to cloud computing can all benefit your team’s productivity. Allowing them to work smarter with IT, while reaching targets and KPIs.

Efficiency

Recent advancements in technology allow businesses to work with increased efficiency. Cloud computing is a prime example of how technology can allow team members to work more efficiently by accessing data from any location and device. This enables employees to work remotely and to increase their efficiency within their department.

Secured Data

Because outdated systems may not be as secure as their modern counterparts, it is essential to maintain up to date IT systems to ensure your business’ sensitive data remains secure from potential cyber threats. Many businesses who utilise Windows 7 are now beginning the process of upgrading to Windows 10 before the Windows 7 End of Support deadline on January 14, 2020. After this deadline passes, Microsoft will no longer support Windows 7 devices, nor will it provide security patches or updates. This will leave Windows 7 devices vulnerable to cyber threats.

Streamlined Training

Older systems often have dated interfaces and can be difficult to navigate. Although team members who have worked in your business for many years may utilise these systems with ease, it may be difficult for new team members to be trained on these. Modern IT systems have updated interfaces which allows team members to learn how to use these IT systems appropriately with ease. Streamlined training can also assist your business in becoming more secure against modern cyber threats.

Employee Morale

Outdated software can be a source of continuous frustration for team members, this may hinder their role and cause unnecessary delays. This can leave employees disgruntled, which could affect their motivation and overall happiness in their role.

Learn more about upgrading your IT systems and start your upgrade journeywith our team of experts!

Why Businesses Today Are Choosing Managed IT Services

Why Businesses Today Are Choosing Managed IT Services

Managed IT Services have become a very popular choice for many small to medium sized businesses in recent years. Many business owners utilise Managed IT Services for its many benefits such as:

  • Improved IT efficiencies
  • Enhanced security and compliance
  • Proactive maintenance
  • Positive return on investment
  • Allows internal IT staff to collaborate on strategic projects
  • And many more

Lets take a more detiled look at why many businesses choose Managed IT Services

Increased Efficiencies

This is probably the main reason that companies choose to partner with a managed service provider. Often businesses notice that IT staff members are overworked or employees lack the knowledge and skills to handle certain tasks to successfully manage a business’ IT department.

In these situations, businesses cannot deny the benefits of Managed IT Services. Businesses should understand that partnering with a Managed IT Service Provider is a collaborative relationship and should be a collaborative arrangement between internal partners and your Managed IT Service Provider.

The goal of Managed IT Services is to enhance and improve a business’ IT capabilities and allow internal teams to focus on the strategic goals of the business. Managed IT Services, ensures your business has access to the most up to date business-grade solutions that will assist in maximising your business processes.

Enhanced Security and Compliance

There are a variety of options available to businesses who wish to store and transmit data, including tablets, operating systems, servers, smartphones, laptops and more. As data is stored and transmitted on these devices, it means that security is critical.

With businesses constantly worried that they will fall victim to a data breach or modern cyber threat, a Managed IT Service Provider will ensure your business is aware of risks and ensure that if data and compliance practices are compromised, how to respond effectively.

Proactive Maintenance

A proactive approach is essential in Managed IT Services as many business owners lack the knowledge and time to continuously focus on their IT infrastructure. By partnering with a Managed IT Services Provider your business is afforded the luxury of round the clock coverage and support 24/7, 365 days of the year.

Allow Internal Teams To Focus On Strategic Goals

When a business chooses its Managed IT Services Partner it allows internal IT team members to focus their energy and talents on projects and tasks that they are better suited to handle.

This not only increases productivity but allows team members to appropriately focus on essential strategic planning.

This not only maximises the business’ IT budget but also allows your business to gain the most from its investment.

To learn more about Managed IT Services contact our team!

Office 365 or G-Suite, Why SMBs Choose Office 365

Office 365 or G-Suite, Why SMBs Choose Office 365

Productivity tools such as Word processing and spreadsheets have become a vital part of daily workflows for all businesses. As Microsoft continues to grow and businesses increasingly seek cloud-based resources with familiar user experiences, many companies adopt Microsoft Office 365. There are many reasons why SMBs often choose Microsoft Office 365 as opposed to other cloud services such as Google, some of these reasons are;

 

Security

Both Office 365 and G-Suite ensure your business’ sensitive data is secure, however, Office 365 tends to offer stricter security measures to protect users against cyber threats. Office 365‘s enhanced security offering includes some anti-spam and antivirus protection, encrypted access to data and enhanced security with Multi-Factor Authentication.

Microsoft Office 365 is committed to confidentiality, integrity and availability, allowing business continuity to be unaffected in the event of a data breach or physical disaster.

In relation to G-Suite, although Google adheres to a single privacy policy, which is shared across business and customer apps. Due to this, Google’s data protections may not address certain business security requirements.

Innovation

Innovation has always been at the core of Microsoft Office 365’s success. When investing in Office 365, businesses are not only investing in current services but also the services that Microsoft will develop over time.

As of yet, Google has yet to invest as much as Microsoft in solutions, which has encouraged many users to switch from G-Suite to Office 365.

Choosing the right IT Partner to assist you in migrating to Office 365 is a very important choice for your business. Partnering with HCS Business Solutions can ensure your cloud migration journey is as seamless as possible. HCS Business Solutions is a Microsoft Gold Partner with many years of experience in Microsoft Technologies. To learn more about Office 365 and cloud computing contact our team!

Reliability

Office 365 ‘s products and services have been refined and grown over decades of use and user feedback. At the moment, Microsoft is one of few cloud service providers that offer a financially backed service level agreement (SLA) when any Office 365 product drops below 99.9% availability.

Office 365 allows users to scale products up or down, depending on the business need. These web-hosted services enable businesses to maintain low costs while fixed-price plans easily allow companies to plan and budget for the future.

Unfortunately, Google’s G-Suite reliability is not as responsive to users needs, as Google does not recognise downtime until a minimum of 5% of its user base is affected.

Familiarity

Users of Office 365 enjoy a consistent experience across Office 365’s various platforms and devices, both online and offline. The familiarity of Office 365 is one of the reasons Office 365 is a favourite amongst SMBs worldwide. Office 365’s functionality should also be noted as being superior in cloud technology, allowing users to access documents anywhere, at any time and on any device.

In comparison, G-Suite has a relatively inconsistent user experience across services, which causes users to become less productive. It currently has limited offline capabilities, which tends to restrict users who wish to access data when on the go. Users may also encounter problems when sharing documents as Office 365 documents cannot be shared to G-Suite unless converted to Google’s native format, which may lead to formatting issues.

To learn more about Office 365 or to start your Cloud Migration journey complete the form below!