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October 29th, 2014

BCP_Oct27_AWhen it comes to business continuity plans, many companies need technology in order to support their plan and systems such as backups and recovery. While this technology may be in place to support current continuity needs, there will come a time when this needs to be upgraded. The issue is how to know when an upgrade is really necessary? Here are five tips that can help you determine this.

1. New technology and systems offer increased resilience

When it comes to continuity and the systems supporting it, businesses need to ensure that they are resilient. This means implementing hardened systems that will remain working in adverse environments; systems like UPS (uninterruptible power supplies), etc., so that should a disaster occur services will still be available.

Beyond this, it is a good idea to implement systems that can be switched from one location to another quickly and easily. A good example of this is implementing cloud storage and backup which can be recovered to other systems with minimal fuss.

Technology that increases the resilience of your systems and continuity plans is worth implementing.

2. Enhanced data protection and availability

During and after a disaster, it is vital that businesses have access to their data. If your data is not protected in an efficient manner, or easily accessible once it has been backed up, you could see a decrease in business effectiveness and delays in fully recovering.

Technology or systems that enhance data protection and availability over your existing systems are worth including in an upgrade, so that you can benefit from data being available when you need it most.

3. Systems offering increased communication

Communication during and after a disaster is crucially important if your business is to survive and recover full operations. When a company faces disaster, communication networks need to be strong and available at any time. So, if you can find systems that enhance the ease and effectiveness of your communications then these could be worthwhile upgrading to.

4. New technology is available to simplify plan development and auditing

If you have developed a continuity plan in the past, you know that it can be a time consuming task. While essential, many business owners do not have the necessary time to commit to this. This is where systems and technology can help.

A system that makes the auditing and development of plans easier may be worth including in an update.

5. Technology that decreases costs

With businesses operating on narrower margins, many business owners want systems to keep costs low or at the very least ensure costs don't rise. If the systems you are looking at have been proven to reduce operating costs, then it may be a good idea to consider them.

It is important however to not integrate technology simply to save money. You should aim for solutions that are affordable, but that will also offer these worthwhile benefits and more.

We recommend talking to us to find out how we can help you find the services and technology your business needs to ensure your business continuity is not only working but will also deliver when you need it.

Published with permission from TechAdvisory.org. Source.

October 22nd, 2014

SocialMedia_Oct20_ASocial media has come to play an important part of an overall marketing strategy for many small to medium businesses. An essential component to any social media plan, regardless of the platforms you use, is the creation of content to post onto these networks. When it comes to content, many businesses tend to rely on 2-3 different types, which can get a little boring. To help, here are five types of content you should be sharing on social media.

1. Selfies

The 2013 "word of the year", according to the Oxford English Dictionary, has become so popular it's no mean feat to avoid it these days. Truth be told, the selfie is popular for a reason: It is a quick way to get people to engage with your content.

The key here is to know when to take a selfie for your social media sites. What you want are selfies that make your company look more human, for example a group lunch meeting or after-work game night that shows people having fun. When done in the right way, selfie posts can increase interaction. Just be sure to limit the number you post, as too many could lead to you being perceived as being too focused on your company and not your customers.

2. Inside looks

When we find a product or service we like, we are often curious to learn more about it. This includes learning more about the company that makes the products or services and how it operates.

If you have a growing fan base, why not create content that provides customers with an inside look at some aspect of your business. Take pictures of your office, videos about how your products are made, or perhaps write content about how certain services are created and delivered. Basically, try to come up with content that gives people an inside view of the company.

The reason this type of content works is because it often gives customers a deeper understanding about a business, and creates a closer connection to the products and services. If you can increase overall attachment, you can increase the chances that customers will interact with content, stay loyal to your brand, and even share information about your company or recommend you.

3. Quotes

Famous quotes can be a great way to get a message across in a strong way. If for example you are hosting a Thanksgiving party, or Halloween party, adding a themed quote to your post could be a great way to encourage social media users to interact with it.

Also, if you can find quotes that are relevant to your industry, you could post these whilst asking for opinions or to further a point you're trying to make.

4. Fill in the blanks

While this may sound a little simple, posts that ask your audience to fill in a blank can be a great way to drive engagement while giving your customers a chance to tell their own story. For example, if you are a bakery who produces well-known donuts, asking a question like: "The first time I had this donut was _." could be a good way to inspire customers to interact with you.

5. Videos

One of the more drastic changes many social media sites like Facebook have implemented in the past couple of years is a feature that automatically plays a video when someone pauses on it while scrolling. While not fully welcomed by all users, this move has actually led to the number of video views increasing by as much as two times.

While creating a video because everyone else is, is a bad idea, if you have content that you know can be turned into a useful video e.g., a how-to video, then this could be a great way to reach your target market in an interesting way.

If you are looking to learn more about how you can leverage social media in your business, contact us today.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
October 16th, 2014

Productivity_Oct16_AIn order for email to work, systems rely on what are called protocols. These are essentially a set of rules that dictate how data moves from system to system. When it comes to email, there are currently two major protocols: POP and IMAP. While most email systems will support both, it is a good idea to know the difference between the two and which is generally better for you.

Difference between POP and IMAP

POP, or Post Office Protocol, was first developed in early 1984 and is currently in its third version (POP3). POP works by allowing users to retrieve email and download it onto their computer. Because this protocol was developed before constant Internet connections, it is meant to allow users to interact with their email on their computer and then connect to the server to send it.

What this means is that usually, you connect to the server and download all of your messages onto your computer and then disconnect from the server with all messages being deleted from the server. When you connect to the server again, the messages are uploaded from your computer to the server which then sends the messages to the recipients.

IMAP, or Internet Message Access Protocol, is a newer protocol that was designed for faster and constant Internet connections. Essentially, the email messages live on the server and the user downloads copies to their computer. When the copy is sent, it is uploaded to the server which then overwrites the message and sends it to the recipient.

Which protocol should my company be using?

While most email servers will support POP, many experts agree that it is best if companies use newer email protocols. The reasons for this are:
  • POP is largely outdated. As stated above, this protocol was first introduced in the '80s. The current, and most popular, version was introduced in 1989.
  • POP can be less secure. By default, older protocols can transmit password and login data unencrypted, which means anyone with access to your network and tools could gain access to the data.
  • POP can't support multiple devices. Due to the way POP works, only the currently connected client can see email messages. If you are on your mobile device, but logged into your email client at work, you won't get messages on your device.
  • POP lacks important business features. Most of us rely on calendars, address books, and task lists that are integrated into most email clients. With POP, these are most likely third-party solutions that live on local machines. This makes it difficult to access this information from other locations.
There are some really great newer email systems out there, including servers that run IMAP protocols, and even Web-based email solutions that pretty much negate the need for email servers in the office. If you are currently using POP, it may be worthwhile to contact us to see how we can help upgrade your email solution.
Published with permission from TechAdvisory.org. Source.

Topic Productivity
October 15th, 2014

BusinessValue_Oct13_AMobile technology like phones and tablets has become essential for businesses of all sizes. If you have a smartphone or tablet, you are not only more mobile, but can also be more productive. While these devices are being integrated in higher numbers, it really is the apps that enable users to do more. The question many business owners ask however is what apps should they invest in if they want to be able to attend to business on their device. Here are five types of apps you should have on your device.

1. File creation, management, and collaboration

Many small to medium businesses are implementing cloud-based document systems. These systems enable easy file creation, storage, and collaboration between users in the office, coincidentally they also have mobile apps.

If you have cloud-based document systems like Google Apps or Office 365 in your office, it would be beneficial to install the mobile apps for the system that you use. The reason for this is because the mobile apps have the same functionality as their Web-based versions. From your device you can access files, create new ones, share them, and even edit files which means you can be productive on the go.

2. Lists

A good lists app can go a long way in helping to keep you organized. From creating a daily to-do-list to creating a list of long-term tasks or goals, you can create lists when you think of them and easily sync them with other devices and even colleagues.

Lists apps also help because we often come up with things we need to do while away from the office. Because our mobile device is always with us, we can simply add it to an existing list, or create a new one. No having to track down paper that may be lost, or trying to remember things.

While there are many list apps out there, one of the most useful is any.do which allows users to create both work and personal lists and share them with other users. Wunderlist is also great, as it allows users to create lists with sublists and even assign tasks to other people.

3. Notes

Like a list app, a good note app is essential. If you come up with an idea outside of the office, you can jot it down and have the note sync with other devices for action when you are back in the office. Apps of this type are also useful in meetings outside of the office because many of them allow users to record conversations and even add notes quickly. So, if an important idea comes up or is talked about it is recorded and not missed.

Some of the best Notes apps include Google Keep which syncs with your Google account and allows you to quickly create notes. If your office uses Microsoft Office, or Office 365, the best choice would be OneNote which can sync with your Microsoft account, bringing notes to any system. For those who want a powerful notes suite, the best option is Evernote, which works on almost every system and Web browser.

4. CRM

Customer Relationship Management (CRM) tools have become one of the most essential ways for business owners and managers to manage their relationships with their customers. Companies that have integrated a CRM solution have found that overall satisfaction and customer retention has improved.

Because these solutions allow you to quickly view customer data (e.g., contact information, sales history, etc.) it makes sense for mobile apps to be created for anyone working out in the field. In fact, most CRM solutions now have mobile apps that allow you to access customer databases from any mobile device. If you have a CRM solution, especially a cloud-based one, it is worthwhile checking with your provider if there is a mobile app too.

5. Communication

When out of the office, you need a way of keeping in touch with those back at base, or other employees who may also be out of the office. While email is usually enough to cover most communication needs, there are times when you need something more immediate. That's where apps like Google Hangouts, iOS Messages, Microsoft Lync, and even Facebook Messages can help. These chat-oriented apps enable communication wherever you have a data, or Internet, connection.

Beyond this, there are a wide number of VoIP solutions that offer mobile apps. When you install these on your device, you can turn your mobile into your office phone which will function exactly like your desk-based phone. This makes it easier to keep in touch with the office, so be sure to ask your VoIP provider if there is a mobile app you can install on your device.

If you have a favorite business app, let us know. And, if you are looking for a way to increase the value your business can provide customers, contact us to learn how a mobile solution can help.

Published with permission from TechAdvisory.org. Source.

October 10th, 2014

BusinessValue_Oct08_AFor every business there are multiple keys to success. One of the most important is your staff. If you manage your employees in the right way, and offer them the information and systems they need to do their jobs, you could see business running smoothly and profits on the rise. This is often easier said than done though, as it can be a real challenge to effectively manage employees. That's where Enterprise Resource Planning, or more specifically Human Resource modules, can help.

What are Human Resource modules?

ERP, or Enterprise Resource Planning, is a suite of integrated business software applications (often called modules) that allow companies to track and manage data and even automate some business functions, including Human Resources.

Human Resource modules in particular are used to track different people-related functions, such as planning, payroll, administration, development, hiring, and more. Business services, like Standard Operating Procedures, job postings, news, forums, tracking of work hours, and benefits, etc., can all be unified into one module, which makes overall management and decision-making easier.

Benefits of using HR modules

Businesses that have integrated ERP and more specifically HR modules, have been able to benefit in a number of ways. Here are 5:

1. Automated processes that free up management

A large function of HR, as with many other business processes, is data entry and reporting. If you are trying to develop reports without an integrated ERP system, you probably need to pull data from numerous sources which takes time. This is time that can probably be better spent on more relevant tasks.

An ERP module data, once set up, will be more accessible. This simultaneously makes it easier to enter and pull data together into reports. And because large parts of daily tasks can be automated, you can ensure that what you need to complete is actually achieved.

2. Enhanced sharing of information and collaboration

Because HR is a central function of any business, data related to HR needs to eventually be shared with other teams or departments. Without ERP this likely means you will need to ask different people to share their data and then compile it into a useable format.

With ERP for HR, data is stored in a central location, or brought together to a central location, which means that data from different sources can be shared faster and easier. This also ensures that the right data is shared, thus enhancing overall outcomes and making it simpler for other teams to work together.

3. Management gains a clearer picture of HR

It can be tough to gain a short-term picture of your employee resources, especially when it comes to identifying potential resource shortfalls (e.g., double-booked holidays, employees who are constantly late, etc.) and where improvements can be made. For example, in most modules you can track overtime hours of employees, and receive alerts when overtime is past a certain threshold.

If you spot that one department is consistently banking extended overtime hours, you can move quickly to address this.

4. Data is kept up-to-date

As we've stated above, HR systems usually involve data from various locations. This means that there is always a chance of duplicate or incorrect information. A healthcare ERP module can help ensure that the data is not only correct, but also not duplicated, which can in turn speed up decision-making and enable better decisions to be made.

5. Reduced licensing expenses

Without ERP, your HR team could need five or more systems in order to keep track of everything. Each of these systems will need to be licensed, which can often be a serious investment on your behalf, not to mention the costs of setting up and maintaining these systems.

Because HR ERP modules offer an integrated solution, you pay for one license to cover all of your needs. This reduces overall expenses while also making it easier to budget and maintain.

If you are looking to integrate an ERP solution in your business, contact us today to learn more about how we can help.

Published with permission from TechAdvisory.org. Source.

October 9th, 2014

Security_Oct07_AEarlier this year news broke of one of the most widespread and potentially devastating bugs to-date - Heartbleed. While heartbleed was massive and companies are still dealing with the fallout to this day, news has recently broke of an even bigger potential threat: Shellshock. This is a security issue all business owners, managers, and employees should be aware of.

What exactly is Shellshock?

Shellshock is the name applied to a recently uncovered software vulnerability which could be exploited to hack and compromise untold millions of servers and machines around the world. At its heart, the Shellshock vulnerability is based on a program called Bash. This is a Unix-based command program that allows users to type actions that the computer will then execute. It can also read files called scripts that contain detailed instructions.

Bash is run in a text-based window called a shell and is the main command program used by OS X and Unix. If you have a Mac computer and want to see what Bash looks like, simply hit Command (Apple Key) + Spacebar and type in Terminal. In the text-based window that opens in Bash you can enter commands using the Bash language to get your computer to do something e.g., eject a disc, connect to a server, move a file, etc.

The problem with Bash however is that it was recently discovered that by entering a specific line of code '() { :; };)' in a command you could get a system to run any following commands. In other words, when this command is used, Bash will continue to read and execute commands that come after it. This in turn could lead to a hacker being able to gain full, yet unauthorized, access to systems without having to enter a password. If this happens, there is very little you can do about it.

Why is this such a big issue?

To be clear: Shellshock should not directly affect most Windows-based machines, instead it affects machines that use Unix and Unix-based operating systems (including OS X). So why is this so big a deal when the majority of the world uses Windows-based computers? In truth, the majority of end-users will be safe from this exploit. However, the problem lies with bigger machines like Web servers and other devices such as networking devices, and computers that have had a Bash command shell installed.

While most users have Windows-based computers, the servers that support a vast percentage of the Internet and many business systems run Unix. Combine this with the fact that many other devices like home routers, security cameras, Point of Sale systems, etc. run Unix and this is becomes a big deal.

As we stated above, hackers can gain access to systems using Bash. If for example this system happens to be a Web server where important user information is stored, and the hacker is able to use Bash to gain access and then escalate themselves to administrative status, they could steal everything. In turn this could lead to the information being released on to the Web for other hackers to purchase and subsequently use to launch other attacks - even Windows-based systems. Essentially, there are a nearly unlimited number of things a hacker can do once they have access.

If this is not dealt with, or taken seriously, we could see not only increased data breaches but also larger scale breaches. We could also see an increase in website crashes, unavailability, etc.

So what should we do?

Because Shellshock mainly affects back-end systems, there is little the majority of users can do at this time. That being said, there are many Wi-Fi routers and networks out there that do use Unix. Someone with a bit of know-how can gain access to these and execute attacks when an individual with a system using Bash tries to connect to Wi-Fi. So, it is a good idea to refrain from connecting to unsecured networks.

Also, if you haven't installed a Bash command line on your Windows-based machine your systems will probably be safe from this particular exploit. If you do have servers in your business however, or networking devices, it is worthwhile contacting us right away. The developers of Bash have released a partial fix for this problem and we can help upgrade your systems to ensure the patch has been installed properly.

This exploit, while easy to execute, will be incredibly difficult to protect systems from. That's why working with an IT partner like us can really help. Not only do we keep systems up-to-date and secure, we can also ensure that they will not be affected by issues like this. Contact us today to learn how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Security
October 9th, 2014

BusinessValue_Oct07_A.It seems like September was a big month for mobile payments. From Apple launching a new service to announcements from both Amazon and Ebay, there will soon be a number of new ways businesses can allow their customers to pay via mobile solutions, and an increasing number of businesses are considering switching over.

What exactly is mobile payment?

Most people would define mobile payment as either using your mobile device as a wallet, or using mobile devices to accept payment. Many services allow users to link credit cards to their mobile device and simply scan it over a pay terminal to have their account charged.

Companies on the other hand usually pay a set per-transaction fee in order to use the system; something along the lines of, or slightly cheaper than, most credit or debit-based payment terminals.

If you are considering switching over, here is a brief overview of the most common payment solutions.

PayPal

In late September Internet auction giant eBay announced that they will be spinning off their popular Internet payment system PayPal sometime in 2015. While many users will utilize PayPal to pay online, there is actually a mobile payment solution called PayPal Here, which is expected to grow immensely.

With Here, you get a payment solution app with a card reader that plugs into most smartphones (Android, iPhone, iPad, Android tablets) and allows you to accept multiple types of payment from anywhere you have an Internet connection. You can even track cash payments and record checks.

Vendors can use this app free of charge, however they are charged a 2.7% per swipe fee, based on the amount of the transaction.

Apple Pay

Apple Pay is Apple's recently announced mobile payment system that utilizes NFC (Near Field Communication) on the iPhone 6. Users with an iPhone 6 will be able to link their credit cards to their phone and then will hover their device near a terminal and press their thumb on the device's fingerprint reader to pay.

Your payment information (an account number linked to your card. Apple has noted that actual card numbers are not stored) is stored in the Passbook, and will be accepted at an initial 220,000 stores in the US when it launches sometime in October. There is a good chance that small to medium businesses will be able to integrate this solution into their business in the near future, so it would be a good idea to keep an eye on this.

What is interesting is that many banks have announced that they are considering accepting, or will accept Apple Pay as a method of payment. This means that businesses with an existing NFC payment terminal - which is often provided by a bank - should be able to accept payment (if the bank does of course).

Rumors have it that merchants will not be charged a transaction fee to use this service; details will be solidified when the system goes live.

Square

Square is arguably the most popular, or at least the most well known, mobile payment system. With a card reader that is compatible with most popular mobile devices (Android, iPad, iPhone) users can set up a whole Point of Sale system via the Square Stand and accept a wide variety of payments.

To use this solution, you need either the card reader (which is free) or the Square Stand (which costs around USD $99). For each transaction there is a fee that starts at 2.75% for credit and debit cards.

Amazon's Local Register

Introduced in mid August, this new card reader is aimed at both PayPal and Square solutions. As with these, there is a card reader that can be plugged into most devices (Android, iPad, iPhone) and an app that goes along with it. Businesses with the reader can then use the device to accept payment.

Where this solution differs is that the reader costs USD $10 to purchase. That being said, the USD $10 is refunded towards your first transaction fees upon signing up. The transaction fees are also quite a bit lower. For businesses that sign up before October 31, 2014, there is a flat rate of 1.75% per swipe until January 1, 2016. Any business that signs up after this date will pay a flat rate of 2.5% per transaction (based on the total transaction amount).

Google Wallet

Google Wallet is a hybrid mobile and online payment solution that allows users to add credit cards to their wallet and pay for things either online, or at stores with NFC payment terminals (also called contactless terminals).

While most users who have made a purchase on Google Play, or have used their Google Account to make a payment have used Wallet, this hasn't been the most popular of solutions when it comes to customers using it to pay in-store. The reason for this is because there are only a limited number of devices with the required NFC radio (two to be exact). This system is also currently limited to the US only. Customers around the world can use Google Wallet to pay online however.

There is a good chance that with the recent new announcements and upcoming mobile payment products, Google will be pushing this out to more devices in the near future.

There are other mobile payment system options available, so it is a good idea to contact us before you implement one. We can help you not only find a solution that works for your business, but ensure that it can be integrated into your existing systems.

Published with permission from TechAdvisory.org. Source.

October 2nd, 2014

Security_Sep29_AWith the ever growing number of security threats faced by businesses around the world, the vast majority of business owners have adopted some form of security measures in an effort to keep their organizations secure. But, how do you know the measures you've implemented are actually keeping your systems safe? Here are five ways you can tell if your security measures aren't sufficient.

1. Open wireless networks

Wireless networks are one of the most common ways businesses allow their employees to get online. With one main Internet line and a couple of wireless routers, you can theoretically have the whole office online. This method of connecting does save money, but there is an inherent security risk with this and that is an unsecure network.

Contrary to popular belief, simply plugging in a wireless router and creating a basic network won't mean you are secure. If you don't set a password on your routers, then anyone within range can connect. Hackers and criminal organizations are known to look for, and then target these networks. With fairly simple tools and a bit of know-how, they can start capturing data that goes in and out of the network, and even attacking the network and computers attached. In other words, unprotected networks are basically open invitations to hackers.

Therefore, you should take steps to ensure that all wireless networks in the office are secured with passwords that are not easy to guess. For example, many Internet Service Providers who install hardware when setting up networks will often just use the company's main phone number as the password to the router. This is too easy to work out, so changing to a password that is a lot more difficult to guess is makes sense.

2. Email is not secure

Admittedly, most companies who have implemented a new email system in the past couple of years will likely be fairly secure. This is especially true if they use cloud-based options, or well-known email systems like Exchange which offer enhanced security and scanning, while using modern email transition methods.

The businesses at risk are those using older systems like POP, or systems that don't encrypt passwords (what are known as 'clear passwords'). If your system doesn't encrypt information like this, anyone with the right tools and a bit of knowledge can capture login information and potentially compromise your systems and data.

If you are using older email systems, it is advisable to upgrade to newer ones, especially if they don't encrypt important information.

3. Mobile devices that aren't secure enough

Mobile devices, like tablets and smartphones, are being used more than ever before in business, and do offer a great way to stay connected and productive while out of the office. The issue with this however is that if you use your tablet or phone to connect to office systems, and don't have security measures in place, you could find networks compromised.

For example, if you have linked your work email to your tablet, but don't have a screen lock enabled and you lose your device anyone who picks it up will have access to your email and potentially sensitive information.

The same goes if you accidentally install a fake app with malware on it. You could find your systems infected. Therefore, you should take steps to ensure that your device is locked with at least a passcode, and you have anti-virus and malware scanners installed and running on a regular basis.

4. Anti-virus scanners that aren't maintained

These days, it is essential that you have anti-virus, malware, and spyware scanners installed on all machines and devices in your company and that you take the time to configure these properly. It could be that scans are scheduled during business hours, or they just aren't updated. If you install these solutions onto your systems, and they start to scan during work time, most employees will just turn the scanner off thus leaving systems wide-open.

The same goes for not properly ensuring that these systems are updated. Updates are important for scanners, because they implement new virus databases that contain newly discovered malware and viruses, and fixes for them.

Therefore, scanners need to be properly installed and maintained if they are going to even stand a chance of keeping systems secure.

5. Lack of firewalls

A firewall is a networking security tool that can be configured to block certain types of network access and data from leaving the network or being accessed from outside of the network. A properly configured firewall is necessary for network security, and while many modems include this, it's often not robust enough for business use.

What you need instead is a firewall that covers the whole network at the point where data enters and exits (usually before the routers). These are business-centric tools that should be installed by an IT partner like us, in order for them to be most effective.

How do I ensure proper business security?

The absolute best way a business can ensure that their systems and networks are secure is to work with an IT partner like us. Our managed services can help ensure that you have proper security measures in place and the systems are set up and managed properly. Tech peace of mind means the focus can be on creating a successful company instead. Contact us today to learn more.
Published with permission from TechAdvisory.org. Source.

Topic Security
October 1st, 2014

BCP_Sep29_AMany business owners and managers readily acknowledge the fact that they need to be prepared for a disaster, and most do have backup-plans in place should something actually go wrong. The thing is, it can be difficult to actually know if your plan will be enough to see your business through a disaster. What can help is knowing the common ways business continuity plans (BCP) fail.

There are many ways a business continuity or backup and recovery plan may fail, but if you know about the most common reasons then you can better plan to overcome these obstacles, which in turn will give you a better chance of surviving a disaster.

1. Not customizing a plan

Some companies take a plan that was developed for another organization and copy it word-for-word. While the general plan will often follow the same structure throughout most organizations, each business is different so what may work for one, won’t necessarily work for another. When a disaster happens, you could find that elements of the plan are simply not working, resulting in recovery delays or worse. Therefore, you should take steps to ensure that the plan you adopt works for your organization.

It is also essential to customize a plan to respond to different departments or roles within an organization. While an overarching business continuity plan is great, you are going to need to tailor it for each department. For example, systems recovery order may be different for marketing when compared with finance. If you keep the plan the same for all roles, you could face ineffective recovery or confusion as to what is needed, ultimately leading to a loss of business.

2. Action plans that contain too much information

One common failing of business continuity plans is that they contain too much information in key parts of the plan. This is largely because many companies make the mistake of keeping the whole plan in one long document or binder. While this makes finding the plan easier, it makes actually enacting it far more difficult. During a disaster, you don’t want your staff and key members flipping through pages and pages of useless information in order to figure out what they should be doing. This could actually end up exacerbating the problem.

Instead, try keeping action plans – what needs to be done during an emergency – separate from the overall plan. This could mean keeping individual plans in a separate document in the same folder, or a separate binder that is kept beside the total plan. Doing this will speed up action time, making it far easier for people to do their jobs when they need to.

3. Failing to properly define the scope

The scope of the plan, or who it pertains to, is important to define. Does the plan you are developing cover the whole organization, or just specific departments? If you fail to properly define who the plan is for, and what it covers there could be confusion when it comes to actually enacting it.

While you or some managers may have the scope defined in your heads, there is always a chance that you may not be there when disaster strikes, and therefore applying the plan effectively will likely not happen. What you need to do is properly define the scope within the plan, and ensure that all parties are aware of it.

4. Having an unclear or unfinished plan

Continuity plans need to be clear, easy to follow, and most of all cover as much as possible. If your plan is not laid out in a logical and clear manner, or written in simple and easy to understand language, there is an increased chance that it will fail. You should therefore ensure that all those who have access to the plan can follow it after the first read through, and find the information they need quickly and easily.

Beyond this, you should also make sure that all instructions and strategies are complete. For example, if you have an evacuation plan, make sure it states who evacuates to where and what should be done once people reach those points. The goal here is to establish as strong a plan as possible, which will further enhance the chances that your business will recover successfully from a disaster.

5. Failing to test, update, and test again

Even the most comprehensive and articulate plan needs to be tested on a regular basis. Failure to do so could result in once adequate plans not offering the coverage needed today. To avoid this, you should aim to test your plan on a regular basis – at least twice a year.

From these tests you should take note of potential bottlenecks and failures and take steps in order to patch these up. Beyond this, if you implement new systems, or change existing ones, revisit your plan and update it to cover these amendments and retest the plan again.

If you are worried about your continuity planning, or would like help implementing a plan and supporting systems, contact us today.

Published with permission from TechAdvisory.org. Source.

September 30th, 2014

Time is money and tech companies are designing new innovations to save both for small businesses. Whether it’s plugging in your Square to make an on-the-go sale, or managing your payroll from your tablet in a coffee shop, the tech-abilities are endless.

Breaking through the clutter of the new and shiny advancements, SurePayroll (@SurePayroll) surveyed small business owners across the country to find out what was working for them – and what their top picks are for 2014.

Overall, business leaders prized their company website above all else. Following right behind, the survey found email, social media, online advertising and online video presentation resources to be key. As businesses begin moving their data storage to the cloud, Dropbox continues to reign as the most preferred company. Google is hot on their tail followed by Apple’s iCloud, Microsoft’s OneDrive (which recently announced a merger of its personal and professional service suite) and then Box.

It was hardly a surprise to see Facebook leading the social media category, followed by LinkedIn. The big surprise is that Google+ came in third beating out Yelp (fourth place) and Twitter (tied for fifth with Quora).

CRM picks started with Salesforce and followed with Act and then NetSuite while email marketing was again dominated by Constant Contact. InfusionSoft and Marketo tied for second place with MailChimp pulling into third place with its quirky personality and free use up to 2,500 emails/month.

Google Drive dominates the organizational app category. Evernote comes in second, followed by Tripit and Trello. The interesting thing to see here is that Microsoft OneNote doesn’t even make it to the list. If this trend continues, Google could well push Microsoft out of the office suite market it has dominated for more than two decades. 

Looking at broader tech trends, the survey noted, “that 70 percent of small business owners are changing the way they do business to adjust for a more technology-based market. As many as 80 percent are leveraging mobile technology for their businesses.” A recent blog we wrote documented that while cloud use is currently only at 37 percent, that it will reach 80 percent by 2020. 

It is interesting to note that most of the favorite small business services listed in this survey are accessible through the cloud and have mobile-friendly versions. Companies are not just simply migrating to the cloud, they are embracing it.  

At Sinu, our goal is to help our clients harness the power of technology to support business productivity, freeing them up to better serve their customers and grow their businesses. We believe that people matter…objects don’t. Whether you are looking to adopt more cloud-based solutions, find a better data backup system, or need full-time tech support for your employees, we are here to offer CTO-level consultation and affordable all-inclusive technology for your business.

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