Tips to optimize your VoIP systems for the holidays
Many customer-facing businesses often experience a surge in customer calls during the holidays. It’s therefore important that your Voice over Internet Protocol (VoIP) phone systems are capable of handling the increased network demands and activity during one of the busiest times of the year. To ensure customer satisfaction during the holidays, here’s how you can optimize your VoIP system. Check your VoIP equipment Sometimes, problems with VoIP don’t have anything to do with your service provider or even the servers that host the solution. Issues may stem from the physical VoIP lines and phones themselves. One common issue with VoIP is that if your equipment is stacked too closely, users may experience a degradation in call quality. You can ask your employees to check call quality, especially if two or more VoIP devices are close to one another. If there are issues, moving the devices further apart should clear this up. Beyond this, take the time to inspect all cables and connections to ensure they are in good condition and are able to deal with increased wear and tear during the holidays. If your equipment is old and outdated, you may need to replace them with newer models. Establish VoIP system monitoring With people rushing to get their last-minute shopping done, your staff will likely experience a sharp spike in inquiries and assistance. A monitoring solution can predict when issues may arise. Whether you are open or closed for the holidays, make sure to implement the following: For busy periods Set up call queuing with hold music or estimated wait time. Leave recorded messages with complete information and an alternative way to contact support, such as a hotline, an email address, or your website. Change your configuration to help you manage shorter business hours. Reroute or put messages on hold when the company has reduced hours. For closed periods Set automated messages or announcements to inform customers that your business will be closed during the holiday season and what day you will reopen. Update receptionist greetings before Christmas to remind callers of your holiday hours. Reroute incoming calls for employees who will be working remotely. Enable dedicated support The great thing about VoIP is the support that comes with it. You can keep call costs low, as employees working from home can still communicate with the office. A good VoIP system can be configured to work for you and your customers no matter what hours you are open during the holidays. Whether it’s diverting calls to mobile devices or remote machines, a good VoIP service provider understands that your business needs to be operational even during the holidays, and can accommodate those needs. Work with an experienced IT provider Christmas is busy enough without having to worry about something like a phone outage. If you need help with your phone systems or want to discuss how VoIP could help your business, call us today and we’ll recommend the best VoIP solution to ensure that your customers are happy and satisfied. Published with permission from TechAdvisory.org. Source.
Groups, Yammer, or Teams: Which one should you use?
While most Microsoft 365 apps serve a particular purpose, tools like Microsoft 365 Groups, Yammer, and Microsoft Teams can all be used for office communication and collaboration. However, there are a few small differences among these three tools. Read on to learn more. Microsoft 365 Groups With Microsoft 365 Groups, every member gets a shared inbox, calendar, project planner, notebook, and document library. You can also integrate third-party apps like Twitter, Trello, and Mailchimp to Groups so notifications are sent directly to your shared inbox. This means all relevant messages and information are sent to one place, so if your organization normally communicates via email, Microsoft 365 Groups is ideal. What’s more, HR and sales departments that communicate with external parties will also find plenty of uses for its email features. A big downside of Microsoft 365 Groups, however, is email overload. Since all messages and notifications are sent to one inbox, users may become overwhelmed by the number of emails they have to sort through every day. Microsoft Teams Microsoft Teams, a chat-based collaboration platform, works with Skype for Business, so you can text, call, video chat, and share files with colleagues. Thanks to its seamless integrations with other Microsoft 365 apps, you can even work on shared files without leaving the app. Unlike Groups, Microsoft Teams is designed for more advanced collaboration, making it great for completing projects with tight deadlines or other tasks requiring immediate feedback. Yammer Much like Groups and Teams, Yammer works well with other Microsoft 365 tools like Outlook and OneDrive. However, Yammer is a professional social media app designed to foster open communication and break down barriers between teams. Yammer serves like a virtual office bulletin board: important files and announcements can be shared with the entire company through this platform. Users can also see the most popular post on their feeds, follow it, and even comment. Yammer also takes design elements and features from social media apps like Facebook, making it a popular choice for companies with millennials in their workforce. Although we’ve discussed the fundamental differences between Groups, Teams, and Yammer, we’ve barely scratched the surface of what each app can do. To figure out which apps you need, you must understand how your employees work, how they like to collaborate with one another, and what you want to achieve from such collaborations. Fortunately, there’s another way to find the right app for your business: ask the experts. Contact us today for an IT assessment! Published with permission from TechAdvisory.org. Source.
Easy steps to make Google Chrome faster
In 2008, Google introduced Chrome web browser, and it quickly became widely popular because of its remarkable speed and user-friendliness. However, it can become sluggish over time, especially if you’ve installed extras such as extensions and other add-ons. Follow these easy steps to ramp up your Chrome browser’s speed. Use the latest version of Chrome Google continually optimizes its products, so make sure that Chrome is always updated to keep it working as fast as possible. Disable or delete extensions Extensions are downloadable programs from the Chrome Web Store that you can add to your browser to give it more functionality and a personalized touch. For example, you can add an extension that blocks ads, one that shortens URLs, or one that shows your most important tasks of the day. While these extensions are useful, they can slow down Chrome if there are too many installed at once. Most extensions are accessible beside Chrome’s address bar, and you can quickly uninstall them by right-clicking on their icons and selecting Remove from Chrome. You can also manage all extensions by typing chrome://extensions in your browser’s address bar and hitting Enter. From there, you’ll find a list of all the extensions you have. Simply scroll through the list and click Remove to delete the extensions you don’t need. Close unused tabs or put them in sleep mode The more open tabs you have on Chrome, the more processing power the web browser requires from your computer. The best way to reduce your browser’s workload is to close unused tabs. As of this writing, Chrome can’t yet put tabs on sleep mode like Microsoft Edge can. To be specific, that feature is still in the experimental stages. If you’re willing to try that feature out, then follow these steps: In Chrome’s address bar, type chrome://flags/ and press Enter. Type Freeze or Reduce User-Agent in the search bar. In the drop-down menu next to the Reduce User-Agent request header, select Enabled. When the Relaunch button appears, click it. The relaunched browser will detect inactive tabs and put these on “sleep” mode. Chrome warns users to save their work before proceeding — and with the feature being experimental, there may be yet-unknown bugs that may ruin your Chrome experience. If you don’t want to take those risks, you can use Chrome extensions like Session Buddy and Tabby to help you manage the processing power consumption of your tabs. There are other extensions available, but these may be riddled with bugs, so choose carefully. Shut down unnecessary tasks Unbeknownst to you, Chrome may be running resource-intensive tasks that you no longer need. To close them and make your browser run faster, do the following: At the top-right corner of Chrome, click the More button (i.e., the circular icon with three vertically aligned dots inside). Click More tools > Task Manager. Click the Memory footprint heading to sort tasks by how much memory they use. Select the task you want to shut down, then click End Process. Keep in mind that you’ll lose any unsaved work that that task was doing, so think before you click. Clear your browsing data Chrome stores cached copies of websites you visit so it can load pages faster when you visit them again. It also keeps a database of your browsing history and cookies for the same purpose. As you visit more and more websites, these pieces of data accumulate in Chrome and can slow the browser down. Thankfully, the solution is easy: clear your cache. Simply access your browsing history by entering chrome://history in your address bar. From the left panel, select Clear browsing data. Choose which data to delete by clicking on the checkboxes of all items you want deleted, like cached images or cookies. You can also select the time range that will be affected by the deletion. You can delete your history for the past hour, the last 24 hours, the last seven days, and from the beginning of time. Once you’ve selected the files you want to delete and their corresponding time range, click Clear data. Remove malware and ads Sometimes, Chrome slows down because of malware or adware extensions. Extra toolbars, recurring pop-up ads, and web pages redirecting to other addresses are clear indications of these. To remove the unwanted software, type chrome://settings/cleanup in your browser, and click Find to detect and remove harmful software on your computer. A top-performing web browser benefits your business in many ways, including enhancing your employees’ productivity and speeding up communication. If your web browser is performing poorly or takes forever to load a page, don’t hesitate to get in touch with us so we can identify and fix the problem right away. Published with permission from TechAdvisory.org. Source.
UPS: A must-have for network equipment
Power outages can happen anytime and for a number of reasons, including accidents and natural disasters such as fires and hurricanes. While there’s little your business can do to prevent a power outage, you can mitigate its impacts on your operations by deploying an uninterrupted power supply (UPS) for your computers and networking equipment. UPS for network equipment Also known as a battery backup, a UPS provides backup power in case of outages. It also protects against power surges, which don’t just damage computers, but also make you lose unsaved work. Deploying UPS units for Wi-Fi routers and modems allows you to stay connected to the internet when the power goes out unexpectedly. This strategy works particularly well if your employees use laptops, as that means you only need power for your Wi-Fi gear. UPS-supported modems or routers help you stay online for as long as 90 minutes, which should be enough time to get your bearings before power finally runs out. With a UPS, you will still have a fast, reliable Wi-Fi connection so you can perform your tasks, save important files, and keep serving customers. Without a UPS, your staff may have to rely on cellular data to do their work, which is not only less reliable than Wi-Fi, but also more expensive. You may even incur additional telecom costs resulting from overreliance on cellular data. UPS systems vs. generators Although generators are indispensable for certain businesses, they also require greater upkeep. If you invest in generators, you’ll need to employ an entire team to manage these pieces of high-maintenance equipment. This may not be something that a small- or medium-sized business can afford. That said, generators can prove useful during extended blackouts, but UPS systems should be enough to keep your business running in the event of an emergency. What’s more, misusing or mishandling generators can result in fatalities. On the other hand, if you misuse a UPS unit or if it breaks down, the worst that could happen is you lose a day’s work; it’s unlikely that you’ll experience anything life-threatening. Plug in your network gear now If your business doesn’t have locations in disaster-prone areas, you probably haven’t given much thought to installing UPS systems for your desktop computers, let alone your modems and routers. But accidents and emergencies are inevitable — and when they happen, you’ll find that having internet access is one of the most important things you need to ensure business continuity. Think of a UPS as an investment that not just protects your systems from data loss, but also keeps your network equipment functioning in emergency situations. To learn more about UPS systems and network equipment as well as backup and disaster recovery planning, give our team of IT experts a call today. Published with permission from TechAdvisory.org. Source.
Speed up your slow Windows PC by cleaning it
If you store way too many files on your Windows PC, it will eventually become sluggish. There may be other reasons for your computer slowing down, but if it’s caused by shrinking disk space, you can simply free it up from clutter. An easy way to do this is by using the Disk Cleanup tool, a program that scours your drives for unused or unnecessary files and removes them without harming your computer. Learn how this tool works. How to run the Disk Cleanup tool Disk Cleanup can easily be accessed through the Start menu or by searching Disk Cleanup. The tool selects Drive C by default, so make sure to choose the correct drive you want to clean out. Next to each file location is information about how much space it is taking up in your hard disk. To access this tool on Windows 10, go to the Start menu, scroll to Windows Administrative Tools, then click Disk Cleanup. Each file location has a corresponding checkbox that needs to be selected in order to delete the unnecessary files it contains. Upon clicking a file location, a description of the files it contains will appear at the bottom of the window so you will see the types of files you’ll be removing. When Disk Cleanup is finished, you’ll need to restart your system to remove unnecessary Windows Update files. Remember, the Disk Cleanup tool only removes those Update files that are no longer needed, hence usually very few are deleted. The benefits of Disk Cleanup Why use Disk Cleanup when you can simply upgrade or replace your hard drive? That’s because doing so offers the following advantages: Maximizes your drive’s memory – The ultimate benefits of cleaning up your disk are maximized computer storage space, increased speed, and improved functionality. These enable you to use your device at peak performance levels. Makes your computer more reliable and secure – Some programs that are downloaded through the internet are often infected with viruses that can decrease your computer’s reliability. The Disk Cleanup tool can clean your computer and rid it of unwanted programs as well. Saves time and increases efficiency – The traditional way of opening folders to find old files to delete may be enough for some, but not for those who prioritize productivity. Although files can be deleted manually, Disk Cleanup is simply much faster. Saves money – Instead of buying and configuring a new drive, you can maximize the useful life of your current one. The Disk Cleanup tool is as handy to launch and operate as any basic program. If you are looking to further improve the speed of your systems, contact us today to learn more about our IT services. Published with permission from TechAdvisory.org. Source.
Printer security tips to prevent cyberattacks against your business
Business leaders invest a lot of time and resources into cybersecurity because they understand that protecting sensitive data is a necessity in the digital age. One business component that often gets overlooked are business printers. They are also vulnerable to cyberattacks, so make sure to follow these tips to ensure your company stays protected. What makes business printers vulnerable to cyberattacks? When assessing network security threats, companies primarily focus on servers and computers not only because these are the most exposed to external threats, but also because they get the bulk of cyberattacks. Printers are often at the bottom of the list since they are not prime targets. What’s more, their functions seem to be internal at first glance, as they don’t interact with external systems. But it’s exactly because of their primary functions, namely printing and scanning, that make print devices perfect cybercriminal targets. Businesses run important documents such as tax forms, employee information, medical records, and financial statements through print devices — information that hackers would definitely love to get their hands on. And they can, easily. Network printers store previous print jobs in their hard drive, sometimes including those that have been canceled. If anyone accesses the printer — even remotely — they may be able to see those documents by hacking into the printer using a specialized tool. Files can also be intercepted during wireless transmission, as modern printers can now be connected to the web. Not only can hackers exploit printers’ open network ports to view data, but they can also take over vulnerable printers and transmit their own data through these machines. Lastly, hackers can exploit vulnerable printers to bypass your cybersecurity system. Once they find a way in through your printers, crooks can then launch broader cyberattacks from within your network, which can be difficult to contain. What can you do to protect your business printers? Business printers should not be disregarded when planning a cybersecurity strategy. Keep your print devices secure by following these best practices: Monitor your network surreptitiously and always promptly install printer software updates and patches. Printer manufacturers often release software support or updates, so always be on the lookout for those. Change the default password and administrator login credentials of printers with web management capabilities. Allow only company-owned devices to connect to your printers. Always connect to your printers using secure connections. Conversely, avoid accessing your printers through a public internet connection. Restrict printer access by using a firewall. If your wireless printer has a feature that requires users to enter a PIN before they can print documents, enable it to prevent unauthorized access. If you don’t use your printer for fax and email, isolate your printer from your main company network and disable out-of-network printing. If you handle classified data, do not connect your printer to any network. Instead, connect it directly to your computer using data cables or print from a thumb drive. Secure your printouts by enabling manual feed. This setting requires a user to manually input paper (or any material to be printed on), reducing the risks of the printed document getting stolen or being left in the printing area. Another way to secure your printers is by partnering with an IT company that can take care of your printer-related worries. From thwarting attacks to reducing management costs to keeping your printer at optimal functionality, our experts can help. Are you interested in learning more about cybersecurity? Call us today and discover how our wide array of tech services can safeguard your business. Published with permission from TechAdvisory.org. Source.
Reduce data usage on your Android device with these tips
Heavy mobile data consumption can cause serious problems, such as slower connection speeds and a decreased battery life. It can also lead you to incur data overage fees when you use more data than what’s included in your plan. Here are some tips to help you use less data on your Android device. Delete data-draining apps Apps that constantly consume your mobile data, such as Facebook, Google Maps, and YouTube, can accelerate hardware and battery life deterioration as well as lower the device’s efficiency. If you have data-draining apps, consider removing them from your device to lower your monthly data usage. To identify such apps, go to Settings > Network & internet > Internet > App data usage. From there, you can see which apps are consuming the most data, and you can delete the worst offenders. Restrict background data Background data is a feature that allows apps to provide real-time updates by using data connection even when the app isn’t actively in use or the phone is locked. It is also one surefire way to burn through a significant chunk of your monthly data plan. To prevent background data from constantly updating, go to Settings > Network & internet > Internet. Then, select App data usage to see your top data-draining apps. Tap on an app to show its settings, and toggle the button under “Background data” to Off. Use data saver mode To ensure that you’re not using too much data on your data plan, check and change your data usage setting. All you have to do is go to Settings > Network & internet > Internet > Data Saver. When you turn Data Saver on, some apps are prevented from sending or receiving data in the background. While any app you currently use can still download data, it will do so less frequently. For instance, images on a web page won’t display until you tap them. Beware of auto-updates Software updates can require hundreds of megabytes of data, so it’s better to update your apps over Wi-Fi than through your data connection. You may not even realize updates are happening if you have the auto-update setting enabled. Turn it off by opening the Google Play Store and tapping the three horizontal lines in the upper-left corner. Go to Settings > Auto-update apps > Over Wi-Fi only. Take your apps offline Some apps include an offline access option. For example, Google Docs lets you choose the documents you’d like to access while disconnected from the internet. This allows you to save your work offline and only update its online version once you are connected to the internet. Check regularly for offline access options and enable them whenever possible. These are some quick and easy tips for IT novices, but if you’re on the hunt for expert solutions and support for Android devices, get in touch with our team today. Published with permission from TechAdvisory.org. Source.
Is malware a problem on Macs?
There’s a common misconception that Apple computers can’t get infected with malware. The truth is Macs are resistant to most Windows-based bugs and malicious codes but they aren’t invulnerable. Here are some threats that can compromise your Mac and how to tell that you’ve been infected. What are the threats that can affect your Mac? There are several forms of malware that hit Apple products, and their effects can range from ones that are merely annoying to downright destructive. Adware – These are unwanted programs that bombard users with pop-up advertisements. Some malicious adware piggyback spyware like keyloggers and keyboard sniffers onto their deployment protocols, allowing them to record your typing habits and monitor your browsing behavior. Sniffers – These are usually designed to detect certain words on a web page and in a person’s typing pattern in order to trigger the keylogger. For instance, when you type your password, sniffers can activate the keylogger to copy the information you type and steal your login details. Trojan horses – These can infect both Macs and PCs, and they are often deployed through fake software installers or unsecured updates. They parade as legitimate software that actually contain a nasty surprise once installed. A notorious Trojan horse for Macs is the MacDownloader, which attempts to steal personal data stored in iCloud Keychain. Macro viruses – These attack computers by running a code that can take screenshots, format hard drives, corrupt files, deliver more malware, and access webcams and microphones. They are triggered when a user opens an infected macros-enabled file, hence the name. Ransomware – Macs managed to hold off ransomware for a while, but nowadays, even they can be vulnerable to it. KeRanger was one of the first big ransomware outbreaks in Macs. After remotely encrypting the computer and hibernating for three days, KeRanger would issue a .txt file containing instructions for decryption in return for one bitcoin. Telltale signs your Mac is infected Now that you know what kinds of malware your Mac could be affected with, here are some ways to tell if your computer is infected with one: Pop-up ads – If you’re seeing more pop-ups on your computer than usual, your computer is probably infected. An unusual amount of banner ads and pop-ups may mean that your computer is due for an update and/or a virus scan. Slowness – Mac users fear one thing above all: the spinning wheel of death. This little rainbow-colored spinning cursor wheel indicates that the computer is having trouble processing at usual speeds. This slowness can often be caused by overwhelming requests from simultaneous processes — likely of dubious origin — running in the background. Browser issues – Viruses sometimes do weird things to Safari or Google Chrome such as change its homepage or redirect a preset landing page to a site you’ve never seen before. If your browser starts behaving oddly, crashes regularly, or is often unresponsive, your Mac might have a virus. Computer security is a matter of importance no matter what operating system you use. Reach out to our experts for an assessment of your network today. Published with permission from TechAdvisory.org. Source.
Wi-Fi issues? Here are some easy fixes
A fast and reliable internet connection is a necessity for many businesses, as it helps ensure efficient and productive operations. However, what do you do when you encounter connectivity issues or slow internet speeds? Below are some solutions to five of the most common Wi-Fi problems. Range constraints Wi-Fi works via radio waves that are typically broadcast from a device known as a router. To avoid a weak signal in your office, make sure that your router is placed in a centralized location and not hidden in the farthest corner of your facility. The Wi-Fi antennas must also be either in a fully horizontal or vertical position for optimal signal distribution. Note that Wi-Fi range constraints can also be due to interference, so if your office is situated in a highly populated area, try changing your router’s channel. Slow internet speed Despite having high-speed or fiber optic internet, slow load times can still occur from time to time. To eliminate this, try the following: Place your router in the same room as your computers. Add more routers to better accommodate a high number of connected devices. Limit the use of bandwidth-intensive applications and websites such as Skype, Dropbox, YouTube, and Facebook. Disable your router’s power-saving mode. Create a new router channel to avoid network bottlenecks. Connection issues It can be frustrating when the Wi-Fi network shows up on your device but you just can’t seem to connect to it. To solve this issue, try these fixes: Determine whether your Wi-Fi connection or internet service is the problem. To do this, plug in an Ethernet cable directly to your laptop. If you get a connection, then the issue is on your end. Reset your router. Use a paperclip or a pen to hold down the reset button for about 30 seconds. Reboot your device. Call your internet service provider if none of these fixes work. Unstable connection Random Wi-Fi connection drops can happen occasionally. If this is a constant nuisance in your office, try moving your router to a different spot or room. Avoid having multiple routers in the same location as well, as this can confuse your device. Network not found Your Wi-Fi network may not appear on your devices if your router is glitching. To fix this issue, try disconnecting the router from the power source and waiting at least 30 seconds before reconnecting it. You may also need to check how old your router is. If it’s more than three years old, then that may be what’s causing the connectivity problems. Replacing your router with a newer model should solve the issue. Implementing these tips will help you avoid serious downtime caused by Wi-Fi issues. However, if you prefer to have a dedicated technology provider handle these for you, give us a call and we’ll be happy to help. Published with permission from TechAdvisory.org. Source.
5 Signs of a VoIP system security breach
Voice over Internet Protocol (VoIP) phone systems are game-changing, allowing users to make and receive calls from virtually anywhere with an internet connection. Unfortunately, they’re not completely safe from cyberthreats. If you have a VoIP phone system, watch out for these five signs that it is being hacked. 1. Irregularities in your call history If you notice multiple calls being made or coming from unfamiliar locations or numbers, it’s usually an indication that your VoIP system may be under attack. Ask for a detailed copy of your call logs from your service provider so you can identify calling patterns that will allow you to pinpoint any irregularities. 2. Redirection to malicious sites Being redirected to other — often potentially malicious — sites while browsing the internet is a telltale sign that your VoIP system is being hacked. Hackers may also install browser extensions and toolbars without your knowledge. To keep your VoIP system safe, run regular anti-malware scans and always log out of your VoIP account when you’re done using it. 3. Webcams and microphones starting on their own Webcams and microphones make VoIP phones better than traditional landlines, but cybercriminals can use these features to infiltrate your network. Hackers can use your VoIP’s webcams and microphones to spy on your business, record conversations, and collect private information. If you notice your VoIP phone’s webcam and microphone behaving strangely, report it immediately to an IT specialist or your managed IT services provider (MSP) to see if your VoIP system is being breached by a cybercriminal. 4. Fake antivirus messages pop-ups When you or your employees see pop-up messages that say your system is infected and needs to be scanned while your VoIP system is on, do not click on those messages. They may be a sign that a hacker has already infiltrated your system. It’s best to have your system administrator or MSP shut down the network so they can identify the source of the pop-ups and scan your system for any malware. 5. Sudden increase in VoIP bills One benefit of having a VoIP system is a lower monthly bill compared to a landline service. So if you see a sudden spike in your monthly bill, it’s probably a sign that your VoIP system has been hacked. When cybercriminals infiltrate your VoIP network, they can make unauthorized calls to premium numbers without your knowledge. Safeguarding your VoIP network from cybercriminals requires best-in-class security solutions and security awareness training. For more ways on how you can protect your VoIP system, contact us today. Published with permission from TechAdvisory.org. Source.