Reduce Printer Output
We all remember the time before computers were commonplace. Sure, they’ve been around for decades, but it’s really only in the past couple of decades that they have changed how we live. More and more, we have come to rely on them to store data, to send messages, and to perform intricate calculations. We trust our computers to help us make safe purchases, to find information, and even to do our taxes. So, why is it that so many people still print out everything they receive?
One of the best parts of email is that you can communicate almost instantaneously with anyone around the world. As long as they have an email account and access to a computer, we can send them a message. Some of these documents are important for business, and we need to keep records of them. Paper files, however, can be a waste of both time and money. With so many data storage options, there’s just no need to print them out to store them.
So, how do you build the confidence to stop overwhelming the printer?
- Well, first and foremost, your emails should be being saved in your email application. You know those little electronic folders that you put stuff in? Aren’t those easier than hunting for the paper copy? If you rely on them, you can save paper, toner, and hassle.
- Better yet, you can back those files up to ensure you never lose the records. It’s not only easy, it’s smart for your business – and with options in onshore, offshore, and nearshore storage, your information can be kept safe and secure from both a physical and an electronic standpoint.
So, stop sending all of those pages to your printer. It’s a modern world, and it’s time to embrace the art of virtual file keeping.
Battery Life on the Road
It’s happened to all of us. You’re on a plane or somewhere out of the office steadily working. Just as you get into your groove, a little warning message comes up telling you your battery power is low, and if you want to save your important files, you’d better do it now. Sure, sometimes you’re near an outlet and you can plug your machine in, but why not take some steps to make sure this problem never surfaces at all.
- The easiest way to increase computer use is to recharge your battery at every opportunity. Are you at a coffee shop? Most of them have outlets next to some of the tables. Scout for one and plug your laptop in, and you can work for hours. When you are in your hotel room, charge up the battery as you prepare for your day or unpack your bags. There may not be time for a full charge, but every bit of power you can get into that battery can make a difference when you’re out.
- While you’re using your laptop, there is another important step you can take to conserve battery power. All you have to do is to lower the brightness. You’d be surprised at just how much extra power a small bit of light sucks up. There are usually buttons at the top of your keyboard that look like little suns. They are probably on your F1, F2, or other function buttons. Simply press “function” and also press the smaller sun, and you should see the brightness decrease. Lower the brightness as far as you are comfortable, and you’ll save battery life.
- Use travel energy options. You can purchase adapters that allow you to plug your computer into a car’s cigarette lighter. Planes also offer an in-flight power option in some of their seats, though you may need to purchase an adapter to make it work. You can also invest in a netbook or other energy efficient laptop for use during travel, since the battery life tends to be much, much longer in these products.
Now that you have some battery conservation tips, try putting them to use on your next foray out of the office. You won’t just save power, you’ll save yourself some hassle as well.
Hey, Buddy, Is Your System Safe?
Like a thief in the night, someone is scanning your network. They are looking for the weaknesses in your applications and in your infrastructure. With patience and some meddling, they slowly begin to understand how it is set up. Now they can begin to exploit those weaknesses, taking their time and trying to find their way in without being detected. If they get in, they could trash your system, steal your data, or even hijack control of your network. They steadily work at it, and with a little more maneuvering, they’re just about in. Will they make it?
This sounds like a nightmare, but what if it was actually a good guy trying to break in to your network? That’s what penetration testing is all about. Penetration testing is when you purposefully try to break into your own system in order to determine if there are security gaps. No matter how tight security is around your network, there may be some loopholes that you just don’t know about until you actually try to hack your way in.
The major difference, of course, is that when someone you trust is attempting to penetrate your system, you know there will be no damage. Instead, they will use the information they gather to further secure and update any weaknesses they find. By pretending to be an attacker, they can find loopholes you may never have known existed.
Could your network use a little covert penetration testing? Chances are, it could. You may be surprised at the weaknesses you find – and wouldn’t you rather the person breaking in be working for you?
Using Online Meetings for Efficient Communications
In this day and age, technology is everywhere. It defines how we communicate, how we work, and even how often we head into the office. Telecommuting has allowed people to live almost anywhere, yet still work together in a remarkably efficient fashion. Sometimes, however, the whole team needs to get together and have a meeting. If flying the group in to one location just isn’t feasible or in the budget, what can you do?
Host an online meeting, of course!
There are a variety of software options on the market that can help you conduct your meeting. You’ll need to be able to speak with each other and possibly even to see each other, and there are products that will allow every person attending the meeting to follow along on their own computer. Presentations and demonstrations can be conducted from one location while all of the attendees follow along and participate in real time. You can also create online blackboards that you update as you speak.
In addition to software options, you can also train your employees to get the most out of the telecommunications process using an IT consultant who specializes in the practice. Part of being successful at working remotely is knowing how to get the most out of a group of employees in different time zones and using different types of technology.
It doesn’t matter what type of business you’re in – there are communications options that break down traditional barriers. By tapping into new software and technology, you can find solutions that will help your online meetings be even more productive.
Do You Need Some Help Choosing Hardware?
No matter how state-of-the-art your IT infrastructure is, sooner or later you’re going to have to replace it. It seems like there are new inventions every day, and when you combine this with all of the streamlining current products are going through, it’s amazing just how many options are out there. Memory is expanding, hardware is getting smaller and more efficient, and the entire process can be overwhelming.
Have you considered working with a consultant to get a little extra help? The world of information technology goes well beyond software, after all. An information technology consultant can work with you to find the best hardware for your business and help to create an IT infrastructure that saves time and money. Hardware, software, and training work in unison after all, so having a little help deciding what will be best for your business is essential.
What’s best for your business now isn’t the only thing to think about.
- How is your business growing?
- What technology options are necessary to support growth, and which ones are cosmetic?
- What can you implement to improve your bottom line?
- What new resources will you need over time?
You don’t want to overspend and waste money, but you also need to know that you have equipment that can grow with your company. This is another place where a consultant can shine. Their expertise is in helping companies realize their IT goals today as well as in their future.
Tapping into Netbook Technology
Laptops are old news these days. No matter what coffee shop or airport you’re sitting in, there are people in every corner typing away on tiny, portable machines. You’ve probably noticed that as technology changes, it often shrinks. Laptops have become smaller and smaller, and now we’ve arrived at netbooks.
What Is a Netbook?
Imagine a laptop, but make it about one half the size. It’s extremely portable, has all of the memory and application access most people need, and best yet – it is offered at a fraction of the price. While it’s true that netbooks tend to have less memory and a smaller screen, they are more than enough computer for most people to handle their immediate computer needs. They are easier to carry around, they are lighter, and yet they still allow employees to get to work when they are out of the office without risking the loss of an expensive machine.
So, is a netbook right for you? Well, the screen is smaller, so it really comes down to how much time needs to be spent on the screen. A writer, for example, may have a hard time using one for his or her job. An employee who needs to check on data and send communications, however, as well as have a link into the office could find a netbook to be ideal.
So, the next time you’re in the market for new laptops, why not consider netbooks? You could save some money and still allow your employees the freedom to be efficient even outside of the office.
Is Your PDA an Information Security Risk?
We hear all the time about the dangers of telecommuting. From losing laptops and keeping company data on personal machines to having too loose of security on remote devices, it seems like anything that happens out of the office is a huge business risk. At the same time, allowing employees to telecommute and to work when they are on the road vastly increases productivity and employee retention.
To serve this end, there have been quite a few advancements in laptop security. However, there is still quite a bit of information that should be secured on your PDA, as well.
PDA Data Card Safety
Chances are, you’re pulling the device out of your pocket every few minutes to check on something. Sometimes, however, you’re on vacation and you need the PDA just to check in once a day. While it’s probably safe in a hotel room or in your house, why not take the safety one step further? Most PDAs have removable data cards. If you keep the PDA in a different place than the card, you still have the most important part of the device even if the PDA gets stolen.
PDA Password Safety
Passwords are important, and you probably already know about choosing a difficult to crack password and changing it regularly. But have you considered programs that can remotely disconnect your PDA? If it gets stolen, you can trigger a lock that will stop the PDA from being able to access your network. You’re still out the device, but at least your company’s network will still be safe.
Keeping in the business loop from anywhere in the world is a remarkable technological advance, but it comes with risks. By using smart PDA tools, you can keep in contact and still keep your data secure.
Business Productivity during a Power Outage
No matter what grid you are on, sooner or later there will probably be a power outage. It could be a few seconds or it could be for a day or more, but when it happens your business may come to a screeching halt. While you could install a generator, this step may seem like overkill for an outage that may just be a few hours a year. All the same, you need to be prepared. So, what’s a company to do?
- While you may not have Internet access when there is no power, you probably have laptops in your office. If they are on the desks and plugged in, their batteries should be full of juice when the power goes out. Just reduce their brightness to minimize battery drain, and you can keep on working for a few hours, which is usually long enough for the power to come back on and business to resume as normal.
- If you store your production servers and data servers at a remote location, they may still have power. While you still probably won’t have that Internet access, you may still be able to have access to your data and applications and be able to work as a team for as long as those laptop batteries hold out. It’s not a fancy system, but it’s a work around that will keep you from shutting down.
- If you really need Internet access to work, try taking the laptops to a coffee shop. They may have free wi-fi, you’ll also get an outlet and you can have a nice drink while you’re getting the job done. After all, even a power outage can have its perks.
- Consider other tasks. In the digital age, one of the most often overlooked benefits of the workplace is the ability to brainstorm and connect with others. Use the downtime as a chance to talk with your employees and tap into the resources not connected to a power source.
Why HR Needs Their Own Data Storage
Every member of your company works together as a team. They collaborate and communicate in order to build the best product possible and to get the job done. All of these employees, however, have confidential data that needs to be protected. Their health information, job history, reviews, and other documents should not be open to prying eyes. So, how do you maintain confidentiality when you are all working together on the same network?
First and foremost, your Human Resources department needs to be able to access data securely. While it can be kept on the same servers as other company data, you need to ensure that the access to it is secure and very restrictive. Not only is protecting your employees’ privacy the right thing to do – it’s also the law. Making sure you protect the data will not only keep your employees happy, but it can keep you from being subject to fines or a lawsuit.
The printers your HR staff uses should also be off limits to the rest of the company, as well. These printers should be kept in a secure location so that if documents are printed, no one outside of HR can accidentally come across them. Other employees should not be able to use these printers for their own jobs for this same reason. Even if personal information is divulged on accident, it was your duty to keep it secure, and a breach can have serious consequences.
These days, it’s important to take the time to keep personnel information safe. You trust your HR people to protect the data, but they can’t do it without a little help from you.
What Do You Do When a Critical IT Employee Leaves?
No matter how well you compensate your staff, sooner or later a critical IT employee will leave your company. He or she may have another offer, need to relocate, or even retire.
The loss of IT staff members leaves a gap in your security as well as a need to find a new employee to replace them. Chances are, these professionals handled some specialized and complicated tasks. How can you make sure their duties are being handled while you take the time to find a new staff member for the position.
- The first thing you need to do is to secure your system. Be sure to change passwords, get the employee’s security badge, and terminate his or her email and system access. In most cases, employees won’t try to pull any stunts, but it’s always safer to cover your bases. This way, you know there is no easy route for them to get back into your network.
- The next step is to find a new IT employee. This process can take weeks, but it doesn’t have to be a hassle. By contacting an IT consulting firm, you can get help ensuring your IT needs are being met while you are in the hiring process. The IT consultants may be able to help you streamline your IT processes while they are at it – meaning you get experienced help and as well as a better system.
Losing an employee can be stressful, but by taking the time to eliminate his or her access to your network as well as to call on the experts to share the load, you can make the transition easy.