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Making Macs and PCs Play Nicely with Each Other

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Technology has progressed to a point where now it’s easy to have both Macs and PCs together on the same network. Read on to find out how easy it is to share files between the two systems, share printers, have them communicate to each other on the same network, even run the same applications on both systems! Unlike a few years ago when Microsoft’s Windows operating system virtually dominated office desktops everywhere, today we are increasingly seeing the use of other operating systems in the office. Typically these other systems are some model of Apple’s Macintosh running its own operating system called the OS X. The OS X, known for its sleek graphics, great multimedia handling capabilities, and easy-to-learn user interface, has gained favor among many users and businesses. Sometimes, however, problems arise when having to use different systems in the same office or network environment. Here are some tips to eliminate common issues your users might face when working with others on a different system: File Sharing . There was a time when transferring files between a Mac and a PC was a painful process requiring understanding different file system structures, resource forks, file name limits, and other such nonsense. Thankfully those days are over. Many Mac applications today can open files created on a PC and vice versa — such as office documents, images, video, and more. Getting files from one system to another is also easy as you can transfer via a removable drive. Both systems should recognize the file system on the drive — especially if it was formatted using Window’s file system (doing it the other way around might be a bit more difficult). OS X “Leopard” Macs can also read or write to drives that have been formatted using a special format from Microsoft called NTFS, and other freely downloadable utilities can also help. If this sounds like too much work to understand, you can also simply burn a CD or email files from one system to another — or better yet, set up a network for file sharing. Making Macs and PCs talk on the same network . If you’re a little more tech savvy, you can connect your Macs to your PCs directly or via a network. Typically this requires a network cable connected to both devices and having network sharing turned on. Enabling network sharing is outside the scope of this tip, but many online resources are available to help you connect a PC to a Mac or a Mac to a PC. Running the same desktop applications on both a Mac and a PC . For really advanced users, did you know that you can run Windows on a Mac or OS X on a PC? The former is bit easier and more common, thanks to techniques such as dual booting or virtualization. In dual booting (what Apple calls “Boot Camp”), you essentially install both operating systems on a Mac and on power up, you can choose which operating system to boot. Virtualization on the other hand is way slicker as you can run both operating systems at the same time. In virtualization, you boot Windows in a window within OS X, allowing you to effectively run Windows applications on a Mac. There are also many commercial applications that can help with this. The future: Cloud Applications. As we all start to access more cloud-based applications, the operating system you use is no longer as critical. As long as your systems have an Internet connection and a browser, then you can use different systems and it doesn’t matter what operating system or hardware is being used. So running both Macs and PCs in the same office is not necessarily a bad thing, as it has been in the past. Dozens of options exist today to make the situation manageable, if not downright easy. If you need help, don’t worry — we’re here to assist. Call us today to find out how you can get Macs and PCs to work together for your business today.

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Study Finds SMBs Lacking in Security and Disaster Preparedness

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$12,500 a day – that’s the average amount an SMB stands to lose due to outages and service interruptions caused by a faulty or nonexistent disaster-preparedness plan. And according to a recent study by security giant Symantec, about 50% of SMBs have no security or disaster-preparedness plan to speak of. It seems that despite the risk, many SMBs (small and mid-sized businesses) are not taking security seriously enough, according to a recent survey by security giant Symantec. The study reveals that many SMBs lack a security or disaster-preparedness plan. The risks are real enough, with an SMB standing to lose somewhere in the ballpark of $12,500 PER DAY when operations are interrupted because of security breaches or malware attacks. According to Symantec, of the 1288 SMBs they surveyed worldwide, about half have no security or disaster-preparedness plan whatsoever. Of that 50 percent, 36 percent intend to get or create a plan in the future, while the remaining 14% have no plans on their agendas whatsoever. With these figures, it’s hardly surprising that the study also found that many SMBs only act when it’s too late – which causes not only lost revenue for them, but for their clients as well. More than half of the surveyed SMB clients – 552 – said that they have had to switch providers due to unreliable and irresponsible service. Numbers do not lie: security is more important than you might think. Don’t wait until the last minute to find out just how essential it is before enacting a security plan of your own – for your sake as well as that of your clients. Having the right kind of system in place is vital to keeping your operations smooth and efficient, as well as enabling you to better respond to your clients’ needs. If you want to know more about implementing the proper security and disaster-preparedness protocols for your business, please contact us and we’ll be happy to sit down and create a customized plan that will meet your specific needs and requirements.

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The Good and the Bad about Dual Screens

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Space and resources are the primary deterrents that give many businesses pause in adapting multiple screen setups in the workplace, but studies have shown that such a system can help give your productivity a significant boost. At first glance, people may find the use of dual screens a bit excessive and therefore unnecessary, but the truth is that there is more to it than it may seem. In truth, there are a lot of advantages to using dual screens, provided that you can cope with the cons and challenges of utilizing such as system. The primary advantage of dual or multiple screens is increased productivity. Several studies have shown that using such a system can boost productivity anywhere from 10 to 40 percent. Especially if you use multiple programs at the same time, it allows you to better keep track of workflow, have a improved view (physically and metaphorically) of what tasks you are working on, and divide tasks based on the monitors you are using. For example, you might need to be constantly online on social networking websites like Twitter, Facebook, Linkedin, or Formspring to interact with your clients and give immediate responses to queries and concerns. In addition, you may need to attend to other tasks, which can be confusing when done all in one screen. With a dual monitor setup, you can keep your social networking tasks on one screen, and the rest of your tasks on the other. Space consumption and resources may be an issue for some, but given the increased productivity that goes with adapting such a system, you will find your tasks accomplished much earlier and much more efficiently. This can effectively offset any additional costs, especially in the long run. If you are looking to give this type of system a try, please contact us and we’ll be glad to draw up a proposal that will meet your particular requirements. Additional resources: Advantages and Disadvantages of Working with Multiple Screens

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Sleep Soundly by Encrypting Your Emails

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In the digital world, the same ideas apply to email. To keep your email safe and secure, there is a device called encryption which helps to obfuscate each email’s content to everyone except its recipients, and makes sure it is delivered safely and intact. Encrypting email is relatively easy with today’s software. Usually it involves the use of a public key and a private key. The public key is available to everyone, and if you want to send someone an email message you would use that person’s public key to encrypt that message. That person in turn would use his private key, to which only he has access, to decode that message. Software such as the latest versions of Microsoft Outlook supports this feature , and even flags you if the recipient’s email software does not support encryption. Some systems take it a step further by allowing you to digitally sign your emails, so that other people can verify that it is you who actually sent the email and not someone else. This is especially important since hackers sometimes spoof or impersonate the identities of others to fool unsuspecting users. If you are interested in finding out more about email encryption and security, contact us today to find out how we can help make sure your messages are safe and secure.

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Don’t Forget To Secure Data When Employees Depart

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It’s a fact: Most departing employees take confidential business information with them — and today, most of the information is electronic. Because electronic information can be easily transferred and saved in multiple locations without your control, it’s important to protect your data when an employee leaves. Remember the days when employees kept important information in paper files? They are long gone. According to a study conducted by the University of California at Berkeley, almost all of today’s new information is stored electronically. And that could mean trouble for your company when an employee resigns — because electronic documents are both easy to copy, and portable. That makes them more prone to theft than paper documents. Case in point: In August 2009, DuPont filed a lawsuit against a research scientist who allegedly stole more than 600 files by copying them to a portable hard drive. And that wasn’t an isolated incident; another DuPont research scientist was sentenced to an 18 month prison term for stealing proprietary information worth $400 million. Think employee data theft doesn’t apply to your type of business? Think again. A 2009 study conducted by the Ponemon Institute found that data theft is rampant in the business world. According to the study, 59 percent of employees who quit or are fired take confidential business information with them. And when the employee works in IT, the access to confidential data is even greater. A 2008 study by Cyber-Ark Software found that almost 90 percent of IT employees would take sensitive company data with them if they were laid off. The lesson: When employees leave, you must take steps to protect the electronic information they have access to. This may include customer information, financial records, trade secrets, intellectual property, and email lists, to name just a few items. We recommend that when an employee leaves, you prevent his or her account access, set the account for immediate review, save any necessary files (which may involve consulting with other departments for verification of documents), then delete the account. In addition to protecting data, this will also optimize server space and open up more storage space for the company. While some employees might argue that they need access to their personal files before departing, and you may grant such access (supervised, on a case-by-case basis), it is not required; any of the information that is located on a company computer is company property. In a sensitive situation it’s always good to let us know ahead of time so we can help you prepare for a well-managed and secure transition.

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Why More and More Offices are Going the Paperless Route

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Looking to make your business much more efficient? One simple solution is to go paperless – not only do you enhance productivity, you save on costs as well. As companies are not only being more conscious of the environmental impact of how they do business but also of how they can create a much more efficient and productive system for operations, one trend that has emerged over the years is the move towards making offices use less paper. While this may seem like a small issue, it actually impacts your business more than you might think. Just calculate the cost of buying paper for your entire business over the course of a whole year. A transition to a paperless office can not only save money, but can also affect operations by making things much more convenient and efficient. Here are some advantages of going paperless: 1.  Cost effectiveness Going paperless significantly reduces costs spent on buying not only paper, but also costly printer consumables such as toner and inks. You also lessen the overall usage of your printers, reducing maintenance and repair costs and increasing the lifetime of your printer. 2.  Neater and greener One of the most obvious advantages of going paperless is that it makes everything much neater. Remember those messy IN and OUT trays you couldn’t make heads or tails of? All gone. And with less paper to throw away, there’s also less waste. Plus, it’s much more environmentally friendly – using less paper, disposable printer consumables, and electricity means you’re doing your part to have a green office. 3.  Save space Storing paper requires file cabinets, and file cabinets take up space. In one example, a company converted the massive documentation they were required to archive to digital copies, and eliminated an entire room of file cabinets. They were then able to use that valuable square footage as office space for a new salesperson. 3.  Better security A paperless operation also enables you to better secure the data that you store. For example, you can set limits on the kind of data and information that is available to employees and workers based on their position and job description. Unlike file cabinets that can be broken into easily, causing possible theft or lost, storing data and information electronically not only makes it much more difficult to obtain that data, but online backups also give you a contingency in case of unforeseen circumstances or natural disasters that can compromise your data. 4.  Better productivity Electronic storage and data management allow authorized employees to have access to information faster and more efficiently. A simple query or search term allows employees to find what they need in a jiffy, allowing them to get their assigned tasks done faster. With well organized file sharing and other document collaboration options, your people can get the documents they need in real time. 5.  Telecommuting and remote working Enabling your team to work from home and while on the road is a key to productivity and keeping your company nimble. However, when you’re out of the office nothing is more frustrating than not having access to a document you need to act on. When your documents are in digital format, you and your employees have the information and documents they need at their fingertips to keep moving forward. Different businesses need different systems and approaches to going paperless. If you’re interested in a paperless office, please contact us and we’ll be happy to present a solution that best meets your unique requirements.

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New Features Make Windows Small Business Server 2011 Pack a Bigger Punch

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Microsoft’s Small Business Server (SBS) Platform is a standard in many business operations. Microsoft has recently released their newest version, Windows SBS 2011, which may prove to be a driving force in further improving the way you do business. Microsoft has released an upgrade to its Small Business Server Platform – Windows Small Business Server 2011 Standard. Based on the Windows SBS 2008, it carries most of the easy-to-use features that have made it a standard in many businesses, plus several new features that make it a much more efficient and effective business tool. Some key features of Windows SBS 2011 Standard include: the ability to recover files with automatic backup in case files and documents get compromised or lost; the ability to share documents and files from a central hub; access to information both in and outside the office; and new business software and application compatibilities. Microsoft has also made the migration of data and other information from the old platform much easier, based on input from partners who tested the software during the beta phase of its development. Other major changes that Windows SBS 2011 addresses are upgrades to both the Exchange Server and SharePoint foundation, as well as the SQL server. The upgrade also provides better remote access and better security, as well as an easier-to-use internal website that serves as a hub for users and clients to access information and data. If your business is running Windows Small Business Server 2008, it might make sense to upgrade. If you would like to know more about how this upgraded platform can help your business, please contact us and we’ll be happy to provide a free assessment of your options.

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Why American Small Business Owners Should Care About Japan

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The impact of Japan’s earthquake wasn’t limited to Japanese businesses; the impact was felt around the world. American companies that depend on Japanese supplies, for example, also suffered. The lesson: Never get lax when it comes to having a business continuity plan. What Japan Can Teach Us about Business Continuity When a powerful earthquake rocked northeast Japan in March 2011, the impact was felt across the globe — a powerful reminder of how important disaster recovery plans are to all businesses. You may think of disasters as being relatively rare events, like earthquakes—but however rare in any one location, events such as these can have an effect on many other locations. Case in point: According to Bloomberg, at least 35 companies derive 15 percent or more of their sales from Japan. Among them are Aflac (an insurance company), Rambus (a memory-chip interface manufacturer), and Coach (a retailer). For example, Japan generated about 75 percent of Aflac’s 2010 sales. American ports and shippers were also affected:  the Port of Los Angeles temporarily suspended the transfer of hazardous materials and bunkering fuel operations. The point is that disasters, whether acts of nature or man-made mishaps, can strike unexpectedly at any organization. Recovering from a catastrophe can be very demanding, expensive, and time consuming — especially for those who haven’t taken preventative measures and preparations. What can you do to prepare? Develop a Business Continuity Plan (BCP), which will enable your business to resume normal operations after a significant data loss or network downtime due to natural disasters, sabotage, theft, or equipment failure. Even if you already have a BCP, it’s important to make sure that your plan is flexible and scalable, and can adapt to the natural changes that your business undergoes. For example, software and hardware installations, updates, and modifications are an important part of business continuity planning. Your data should be properly and regularly backed up, and you need storage and recovery systems and procedures that are continually updated with changes that constantly occur in your IT. In addition to having a flexible and scalable BCP, you also need a highly skilled IT staff that is up to speed on the importance of backup and recovery of data. It’s important that this staff is properly trained to implement your BCP in the event that your business experiences a major data loss. Unfortunately, companies routinely suffer significant data loss because they discover the errors in their systems too late — usually while trying to recover the data. Your business is important to you — and to us, too. We’re here to help you create or fine-tune a BCP that is best suited to your unique business needs, as well as prepare and assist your staff in implementing the plan should it become necessary. Contact us for more details.

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Twitter: Five Years and Still a Powerful Social Marketing Tool

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What’s in a 140-character tweet? Apparently a lot, as microblogging website Twitter turns five and continues to be a powerful social media and social networking tool, both for personal and business purposes alike. Social networking and “microblogging” site Twitter turned five years old recently, a testament to how effective this kind of approach to social networking is. And in those five short years, the number of users has ballooned to up to 200 million, sending around 140 million tweets a day around the world – and the number continues to grow. March 21, 2006 marked the day Twitter co-founder Jack Dorsey sent the first ever tweet that read, “just setting up my twttr.” Since then, people have used the service to broadcast all sorts of things, provided they stay within the 140-character limit – from what they ate that day to updates about news and current affairs. Much more relevant to businesses, though, is how Twitter has become an integral part of internet and social media marketing. Twitter offers a plethora of advantages that enable businesses to share information on the web much faster than traditional means. And it’s not only for small businesses. Big organizations such as ESPN (@espn, 1,098,906 followers), Dell (@DellOutlet, 1,581,201 followers), and Amazon (@amazondeals, 204,838 folowers) use Twitter’s wide reach and large audience to update about promotions, events, and other information. Twitter enables businesses to get in touch with audiences and gain feedback almost instantly. It’s a win-win deal – clients get to say what they want in a short, brief 140-character tweet, and businesses can respond and make the necessary improvements very efficiently. Twitter also helps direct more traffic and visitors to websites and gives the impression of a hands-on, responsive service (provided website updates are timely and relevant). The platform on which Twitter operates makes for a fast-paced exchange of information that, with the right marketing strategies, can be very advantageous for businesses. If you want to know more about how to harness this very effective medium to beef up your internet marketing efforts, give us a call and we’ll be happy to sit down with you and create strategies that meet your needs.

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