Why call recording is advantageous for businesses
It’s almost impossible for small- and medium-sized businesses (SMBs) today to function without Voice over Internet protocol (VoIP). And as an SMB owner, you should explore ways to maximize your VoIP system’s features. For starters, you can use its call recording function to enhance your customer service quality. In turn, you can reap the following benefits. 1. Upgrade employee performance According to Edgar Dale’s Cone of Learning, people only remember 10% of what they read, 50% of what they see and hear, and 90% of what they do. By providing your agents with actual recordings of good and bad calling examples during training sessions and having them simulate calls afterwards, they’ll be able to learn better and provide high-quality customer service faster. 2. Improve customer service One of the most important reasons why businesses should always record their calls is to ensure high-quality customer service. By reviewing calls, managers can understand how their agents have been dealing with customers, find out whether or not they’ve followed company protocol, and pinpoint any aspects that can be improved on. Without call recording, managers would have to listen to each call in real time, which is time-consuming. By recording each call, not only will your managers save time, but your employees will also be motivated to perform at their best, since they know their calls can always be reviewed. 3. Retrieve missed details and prevent potential lawsuits Your employees handle hundreds of phone calls daily, so it’s understandable if they don’t catch every single detail. And for companies that require their agents to manually input information during calls, there’s always a possibility that they’ll forget or miss certain information, which could then lead to disgruntled customers. If not properly handled, this can harm your reputation, reduce work opportunities, and if things escalate, proceed to litigation. VoIP’s call recording feature lets you replay saved audio files to make sure you haven’t missed any details, ensuring that all customer demands are met. And if you ever get into a dispute with your clients regarding who said what, you can always retrieve the exact audio file and have both sides listen to it, saving you thousands of dollars in legal fees. 4. Understand customer preferences Have you ever received an inquiry about a product or service that’s not included in your offerings? While your agents usually jot these requests down and pass them on to the relevant personnel, they may overlook some of these if numerous calls are being made that day. Tiny issues like this can lead to potentially huge losses. With call recording, you can review all your calls at the end of the day. You’ll have a better picture of what certain customers are looking for so you can address their needs better. VoIP allows businesses to make on-demand calls affordably, and its call recording feature helps companies improve their customer service and prevent litigation. If you think business VoIP is right for you, or if you have any questions, give us a call today. Published with permission from TechAdvisory.org. Source.
Simplify note-taking with OneNote
OneNote, the hidden gem of Microsoft Office, has your digital note-taking needs covered. This software is essentially a digital notebook that allows you to organize or visualize your ideas using text, video, audio, and other multimedia sources. Here’s how you can get the most out of this powerful app. Organize your digital notebook While both Microsoft Word and OneNote let you create text-heavy documents, they store and display saved information differently. Word displays one document at a time, while OneNote can show you all your documents at once. When you open the desktop version of OneNote for the first time, it shows you a default Notebook called “My Notebook.” If you want to create another Notebook, click on the < button beside the name of your current one, then choose +Notebook at the bottom of your screen. You can customize a Notebook by separating it into subcategories called Sections, which are like dividers in a physical notebook. For instance, you can dedicate one Section for notes regarding a particular client or product. Sections are shown as color-coded tabs along the top of the screen, next to the name of your Notebook. You can add more sections by clicking on +Section at the bottom left of your screen. You can add individual pages to a Section by clicking +Page, and you can use this feature to separate information. For example, you can add pages pertaining to a client’s contact details, project statuses, and billing information. You can rename your Notebook, or any Section or Page, by right-clicking on it and choosing the rename option. Start experimenting There’s no hard-and-fast rule to enjoy OneNote because each person’s note-taking habits are unique. It’s best to try out all the features and decide which are most useful for you. Here are some things you can try: Add tags to your notes so you can search for them efficiently. Instantly turn your drawings into shapes or text using the Ink to Shape and Ink to Text functions, respectively. Solve equations by using the Ink Math Assistant (which can help you graph or solve math problems). Use Immersive Reader to read texts out loud. Write on a web page in Microsoft Edge and save your annotations to OneNote. Keep in mind, however, that these work only in OneNote for Windows 10. If you’re using an older version of the app, you’ll need to upgrade to the latest version to enjoy these features. Share your OneNote So you’ve created a detailed plan for an upcoming event complete with visual pegs and handwritten instructions and you want to share this with your team. That’s as easy as pie with OneNote. Just go to the upper right corner of your ribbon, click on the Share button, and type in the email addresses of the people to whom you wish to send your notes. You can also set the sharing permissions to either “can view” or “can edit,” giving you more control over your data. OneNote has numerous features and it can take months for you to master all of them. Call us today, and we’ll make sure you’ll get the hang of OneNote in no time. Published with permission from TechAdvisory.org. Source.
Why you should implement single sign-on for your business
Password creation and management can be a bothersome process, with different websites imposing different password parameters and the like. Multiply that by all the online services you use and it all starts to look overwhelming. Fortunately, a simple tool called single sign-on can make all of that much easier. What is single sign-on (SSO)? Single sign-on allows you to use one username and one password to provide secure access to multiple websites. If you’ve ever clicked “Continue with Google” on a non-Google website, you’ve already enjoyed the benefits of SSO. It’s faster, simpler, and more secure. With SSO, small businesses can accomplish the same level of efficiency between their employees and cloud platforms. Instead of requiring in-office and remote workers to track separate accounts for Office 365, Slack, Trello, and other cloud apps your company uses, you can give them a single set of credentials and manage what they have access to remotely. All employees have to do is come enter their designated username and password, and they’re all set for the day. Why is SSO more secure? There are a number of ways to set up a small-business SSO solution, but most of them focus on removing login information from your servers. Usually, you’ll provide your employees’ logins to an SSO provider (sometimes referred to as an Identity-as-a-Service provider) and each employee will receive a single login paired with a secondary authentication — like a biometric scan like iOS’s FaceID, or a one-time PIN (OTP) code sent to a personal device. Every time one of your employees visits a cloud platform, such as Office 365 or Google Workspace, the SSO provider will verify the user’s identity and the connection’s security. If anything goes wrong, your IT provider will be notified. Should your network or any of the devices connected to it gets compromised, hackers would find nothing but logins to your SSO accounts, which are meaningless without fingerprints or mobile devices. How to get started with SSO The first step is making sure you have a healthy and responsive IT support system. You need a team that’s constantly available to review suspicious alerts and troubleshoot employee issues. If you don’t currently have that capacity, contact us today and we’ll help you out! Published with permission from TechAdvisory.org. Source.
Easy tips to design an effective website
In a recent survey by Vistaprint, 42% of the 1,800 participants said that it was “very unlikely” for them to purchase from “ugly” websites. That’s not so surprising, given that there are plenty of visually appealing and user-friendly competitors’ websites that they can visit instead. If your business website fails to make a critical good first impression, it could trigger high bounce rates — which then translates to missed opportunities and lost revenue. You can avoid this by improving some of your website’s elements. Photos From product shots to team photos, high-quality images are arguably the most attention-grabbing element you can have on your website. Blurry, outdated, or irrelevant pictures tell site visitors that you don’t care about their browsing experience. In-house photos are the best option, but stock images shouldn’t cause any problems as long as they are optimized for mobile viewing and relevant to your content. Navigation Aside from having subpar images, linking to nonexistent pages is one of the best ways to turn site visitors away. Make sure site navigation is a breeze, and remove outdated or irrelevant pages. You can’t sell 404 pages to customers, and if that’s all visitors can find, your chances of making a sale will be close to nil. Copywriting It’s important to keep all of your product or service descriptions as straightforward as possible — the last thing you want to do is to confuse your customers. If what you’re selling has detailed information such as dimensions or technical requirements, make sure that the item descriptions are clear and concise. They should also be easy to find but not obtrusive. Promises to site visitors Any website that ships products should make its returns policy as visible as possible. This establishes trust early on in the buyer’s journey. Explicitly stating terms of return is also important because some online shoppers make purchase decisions based solely on the clarity of a return policy. Even if you don’t run an eCommerce site, you still need to prominently display privacy commitments, such as those mandated by the European Union’s General Data Protection Regulation (GDPR). About Us page To further create a connection with your site visitors, your brand needs a relatable story behind it. Every company website should have an About Us page that describes its team, culture, and what sets the business apart from the competition. Some customers buy products and services based on a business’s mission or vision, and some make decisions according to their impression of the people behind the business. Whatever your story is, make sure your About Us page is accessible from any page on your site. The bottom line With more revenue coming in from online channels, small- and medium-sized business owners can’t afford to overlook the importance of creating a fully functional, aesthetically pleasing, and easy-to-navigate website. If your budget is tight, there are DIY site builders specifically geared toward small businesses. With a relatively low monthly expenditure, you can also hire a managed website provider who will design and maintain your site for you. Your website’s overall look and design can make or break a sale. For more information on building a modern website, call us today. Published with permission from TechAdvisory.org. Source.
Want a faster Windows 10 PC? Try these 4 simple tweaks
Windows 10 has no shortage of performance improvements over previous versions of Microsoft’s desktop operating system, but it can be further optimized. Learn how to speed up your computer by making these four simple tweaks. Prevent programs from launching at startup Windows makes certain programs readily available by loading them at startup. While Microsoft likely has good intentions for doing this, this auto-launch feature slows down your computer. To fix this issue, you’ll need to adjust your settings. Open the Task Manager by pressing Ctrl+Shift+Esc. On the Startup tab, select a program you don’t want launching at startup — such as a media player or an optional accessory that doesn’t have to be active all the time — then click Disable. To be on the safe side, however, keep essential apps such as antivirus software enabled. Get rid of useless applications Having too many programs installed on your computer uses up valuable memory and hard disk space. This slows down your machine and makes it work harder than necessary. Quickly uninstall programs you don’t need by following these steps: Tap the Windows key on your keyboard and type “Add or remove programs” in the search bar. Selecting the first result opens a System settings window. Under Apps & features, you will see all the apps stored on your computer. Select the program/s you no longer want, and click Uninstall. You’ll then be guided through several steps to complete the uninstallation process. Organize your disks It’s important to regularly clean out your computer of data you don’t need. Thankfully, Microsoft’s Disk Cleanup tool makes it easy to do so. To find the tool, tap on the Windows button on your keyboard and type “Disk Cleanup.” If you click on the first result, the tool will launch and automatically find files that take up too much memory space, such as temporary internet and system memory dump files. Make sure that the checkbox before each option is selected, then click OK to send these files to your Recycle Bin. Turn off apps running in the background You may not know it, but there are a lot of programs that run in the background as you use your computer. Even when you’re not actively using them, these apps run in the background so they can receive information, send notifications, and download and install updates. However, they also slow down your CPU. Disabling these apps will reduce the burden on your computer and speed it up. To find out what programs are running in the background, press the Windows button on your keyboard, type “Background apps,” and hit Enter. Find the programs you don’t need running and toggle the On-Off button. By following these four steps, you’ll see a noticeable difference in your PC speed. If you want to learn how to optimize your Windows system further or need assistance with other Microsoft products, give us a call. Published with permission from TechAdvisory.org. Source.
Consider these points when purchasing antivirus software
If you think cybersecurity protection is only for large enterprises, think again. More and more cybercriminals are targeting small- and mid-sized businesses because of their lack of proper cybersecurity solutions. Viruses, ransomware, and other types of malware are also becoming more dangerous. This is why using antivirus software is more important than ever. If you’re buying one, here’s what you need to know. Cost There are free antivirus programs in the market, but they only offer basic protection that advanced malware can easily evade. There’s also a risk that they contain adware, which collects data and sells them to third parties. Antivirus companies may even bundle potentially unwanted programs to generate revenue. Speed and performance Antivirus programs are notorious for consuming a lot of system memory, resulting in sluggish computer performance. Thanks to new technology, however, this problem has been addressed. Still, remember that antivirus performance is more important than device speed. What’s the point of a fast computer if it’s quick to succumb to hackers and malware? Compatibility with multiple devices Most people these days use or own more than one device, such as smartphones and tablets. Look for antivirus software that can protect all your devices, regardless of their operating system or date of purchase. It’ll be inconvenient and expensive to have different security software per device. Comprehensive protection Your antivirus should protect your devices from a wide variety of cyberthreats. These should include popular malware and phishing attacks, as well as malicious downloads, denial-of-service attacks, cryptojacking, and other damaging threats. Customer support and service Take the time to learn more about the antivirus software manufacturer. Does the company have a good reputation? Do they actively discover zero-day vulnerabilities and new cyberthreats? And are they at the forefront of developing cybersecurity solutions? If they tick all the boxes, you’re sure that their products and services are worth your investment. Cybersecurity is not a luxury but a necessity for all businesses. If you’re looking for the right antivirus protection, then let our experts help you. We’ll provide you with the robust security your devices and network need. Published with permission from TechAdvisory.org. Source.
Useful accessories for Android devices
Android devices are known for their versatility, a quality that’s made possible not just by the sheer variety of applications they support, but also by the many accessories you can use with them. Knowing what these accessories can do will help you get more out of your Android device. Protective cases No matter how careful you are with your Android device, there’s always a chance you can accidentally drop it. If your device’s display is shattered or the underlying hardware is damaged in any way, you could end up paying expensive repair fees. Purchasing a protective case or cover ensures your device stays in good condition — and they’re relatively inexpensive, too. There are various options for cases. For starters, there are ultra-thin cases that are lightweight and feature stylish designs, but they may not be the most protective option. Those who work in harsh environments may prefer rugged cases, which can survive frequent drops and other heavy-duty use cases. Finally, for employees who work on the go often, wallet-style cases provide a built-in screen protector and extra compartments to hold your cards, cash, and ID. Screen protectors As their name suggests, screen protectors protect your device’s display from nicks, scratches, and cracks. Tempered glass screen protectors are the best option for your Android displays, as they’re much thicker and thereby better at securing your device if it falls. Good quality tempered glass also has great touch response and doesn’t affect the viewing experience at all. Keyboards Touchscreen keyboards on your Android phone or tablet may not always be optimal for heavy business-type work like spreadsheet editing, word processing, and more. Fortunately, if you prefer a more tactile typing experience, Android devices let you connect portable keyboards via a micro-USB adapter or Bluetooth. To sync a Bluetooth keyboard to your device, simply go to Settings menu, enable the Bluetooth option, select Search for devices, and select the keyboard you wish to pair. There are many wireless keyboards compatible with Android, but we recommend models from name brand companies like Logitech, Microsoft, and even Apple. Mice Using Bluetooth mice will allow you to transform your Android tablet into a more traditional, yet compact laptop replacement. This is particularly helpful if you need mouse navigation for certain workloads like text editing. Similar to keyboards, you’ll want to select trustworthy mouse brands for ergonomics, reliability, and quality. Phone holders If your work often requires you to drive to different locations, consider installing a phone holder on your dashboard or windshield. With this setup, you can view GPS apps on your Android phone, answer emergency calls, and use voice commands completely hands-free. Some phone holders even have wireless charging built-in, so your device can stay topped up for however long you need on the road. MicroSD cards MicroSD cards allow you to increase your Android device’s available storage space. This gives you much more room for saving high-resolution videos, images, and other files. Plus, having access to locally saved files is great for areas with unreliable connections to your cloud storage platform. When selecting microSD cards, pay attention to storage capacity and speed — usually displayed in classes like 4, 6, and 10. Class 10 microSD cards have a minimum write speed of 10 MB/s and are ideal for most situations. As for the storage capacity, there are 32 GB to 1TB microSD cards available, and the one you choose will largely depend on your budget. Portable charger Even though most Android devices can make it through a day on a single charge, having too many resource-intensive apps open can quickly drain power. In these cases, having a portable charger can be a lifesaver. Keep in mind that not all portable chargers are built the same. You want to make sure they support the fast charging standards of your device, offer at least 10,000 mAh of capacity, and use the type of USB ports compatible with your device. There are so many ways to extend the functionality of and enhance your Android device. If you have any questions about Android or are looking to integrate it into your business, give us a call and we’ll be happy to advise you. Published with permission from TechAdvisory.org. Source.
Want to get rid of your Mac? Not so fast
Buying a secondhand Mac is a popular way to save money on relatively expensive equipment that retains its value. Conversely, selling your used Mac is a great way to expose yourself to identity theft — unless you follow these steps to keep your personal information safe. 1. Back up your files You don’t want the new owner of your Mac to find your private files, so you’ll want to reformat it first. However, you may have files you would like to keep. To save those files, back them up on iCloud or on an external hard drive or another Mac via Time Machine. Backing up using iCloud Follow these steps: Go to icloud.com, then sign in using your Apple ID. Fulfill multifactor authentication requirements if prompted. Check if your account has sufficient space remaining by clicking Settings > [your account name] > iCloud > Manage Storage. Free up storage space by deleting some files, or purchase more space if you must. To control what you’ll include in your backup sync, go to Settings > [your account name] > iCloud, then turn the toggle switches on or off for the applications you want or don’t want to sync. Once you’re happy with your selection, click Back up now. Backing up using Time Machine You can port your old files to an external drive or to another Mac. For the first option, follow these steps: Plug the external drive into your Mac and wait for its icon to appear on the screen. Go to System Preferences > Time Machine > Select Backup Disk. Select the drive you plugged in, then click Use Disk. You’ll be asked to erase the disk if it isn’t formatted to support Time Machine and Mac. The backup can proceed once you comply. To back up your files from one Mac onto another Mac, make sure that both machines are on the same network first, Then, proceed as follows: On the Mac that’ll serve as the backup destination, click the Apple icon in the upper-left corner of the screen. Tick the File Sharing box. Select Options. Select “Share files and folders using SMB” if it isn’t selected already, then click Done. At the bottom of the Shared Folders list, click Add. Find and choose the folder you want to utilize for sharing, then click Add. Control-click the folder’s name, then select Advanced Options. Click the “Share over” menu, then select SMB. Choose “Share as a Time Machine backup destination.” If you want, you can use “Limit backups to” to put a cap on the size of the backup to be created. Select OK. 2. Sign in to all your accounts on a new computer Before you can ensure that your personal accounts are inaccessible on the Mac you’re getting rid of, you must be certain that you can access those accounts on another computer. If you need to recover a username or password, your options may be limited if the trusted computer has been wiped clean. Make sure to log in to these accounts on another device before moving forward: Apple ID iCloud iMessage iTunes It’s also important that you remember account credentials that you’d saved on your web browser. If you use Safari, here are the steps to check all the accounts your browser has saved: Open Safari. Select Preferences from the menu directly next to the Apple icon in the upper-left corner of the screen. Click the Passwords menu. Comb through the list and confirm that you can access all those accounts on another computer. 3. Sign out of everything Deleting everything on your hard drive does not automatically mean that all of your personal information will be completely erased. This is because your device may be linked to your Apple accounts, which means that if you’re still signed in on the Mac you’ve given away, the next user may have access to your accounts. To prevent this from happening, deauthorize as many accounts as possible before formatting the storage disk by doing the following: Open the Apple Books app, Apple TV app, or Music/iTunes app. On the top menu bar, select Account > Authorizations > Deauthorize This Computer. Use your Apple ID to sign in. Click Deauthorize. Next, you’ll want to sign out of iCloud. If your machine is on macOS Catalina or later, follow these steps: Click the Apple icon in the upper-left corner of the screen. Select System Preferences > Apple ID. In the sidebar, choose Overview > Sign Out. If your machine is on MacOS Mojave or earlier: Click the Apple icon in the upper-left corner of the screen. Select System Preferences > iCloud > Sign Out. You’ll also want to sign out of iMessage: Open the iMessage app, click Messages > Preferences > Accounts. Select your account in the left sidebar and click the “Sign Out” button. 4. Remove the device from Apple Support Another thing that people often forget to do is revoke their Apple Support registration (unless they want the new owner of their Mac to receive free assistance from Apple Geniuses). Visit support.apple.com/my-support, sign in with your Apple ID and remove any device you plan to get rid of or no longer own. 5. Do a factory reset When all your files have been backed up and your accounts are accessible on other devices, you can wipe clean your Mac’s hard drive. To do so, follow these steps: Enter recovery mode. Apple details separate instructions on how to do so on Intel-based Macs and Apple Silicon-based Macs. To proceed wiping the hard drive, go to Disk Utility. Under the Internal heading, choose the Macintosh HD drive and click Erase in the top toolbar. Retain Macintosh HD as its name and set its format to either Mac OS Extended (Journaled) or APFS. To wipe that drive, click Erase or Erase Volume Group (whichever button is shown), then repeat the process for all the other internal drives, if any. This ensures that all data on the Mac is completely
What are BYOD and CYOD?
Bring your own device (BYOD) and choose your own device (CYOD) policies are popular among businesses across industries these days. Both give employees the freedom to choose the devices they’re most comfortable and familiar with, empowering them to be more efficient and productive. Here, we take a closer look at BYOD and CYOD to help you decide which strategy is right for your organization. What is BYOD? With BYOD, employees use their own devices, such as smartphones and laptops, to connect to the company network, access business data and applications, and perform work-related tasks. Since your staff are already familiar with these devices, the need to learn and adjust to a new technology is eliminated. Therefore, your employees can get right to work, which leads to higher efficiency as well as better employee experience. Also, BYOD gives employees greater flexibility and increased mobility, as it enables them to work anywhere, anytime. They don’t have to be chained to a desk in order to do their tasks. Instead, they can use their smartphones to check emails or their laptops to edit documents even when they’re on the go. Your business stands to gain a lot from BYOD as well. Aside from enjoying enhanced employee productivity, you can reduce expenses related to owning computers and mobile devices, including maintenance and upgrades. The money you save can be put toward investments to further improve your bottom line. However, the main drawback of BYOD is the risk involved when you grant employee-owned devices access to corporate resources. If you’re considering adopting BYOD, you must create a BYOD security policy to ensure that your company’s assets are well protected. This policy should outline key elements such as: The applications and data that employees can access from their personal devices The minimum security control requirements for employee-owned devices The implementation of a mobile device management solution that will allow your IT staff to remotely wipe lost or stolen devices of company data What is CYOD? CYOD allows users to choose from a list of devices approved by the company. In this regard, CYOD is similar to BYOD — it gives employees freedom of choice. While not everyone may like the selection of available devices, they may appreciate having a say regarding what computer or mobile device they’ll be using for work. You can also offer employees the option to purchase the device from the company, paying in installments or upfront. For businesses, the biggest advantage of CYOD is security. You can equip devices with security features to ensure that sensitive data is properly protected. However, since you own the devices, the responsibility of spending on security and optimization will fall on you. This may not be ideal for small businesses or those with a limited budget. Which policy should your company adopt? Ultimately, the choice between BYOD and CYOD boils down to what your business needs. If you’re operating on a tight budget, a BYOD policy is the right option for you. On the other hand, CYOD is perfect if you want to ensure the security of your data and other company assets. If you still need more information to help you make a decision or you just need guidance on all things related to business IT, give our experts a call today. Published with permission from TechAdvisory.org. Source.
The dangers of TDoS to your VoIP systems
Most businesses are familiar with denial-of-service (DoS) attacks, or attacks that cripple an IT network, system, or machine to deny access to intended users. Not many businesses know, however, that Voice over Internet Protocol (VoIP) systems can be a DoS attack target too. If you have security measures in place against regular DoS attacks but don’t have one for your telephony system, it’s about time you fix that. Denial-of-service attacks The end goal of any DoS attack is to overwhelm a system with so many requests that it is eventually forced to shut down. Telephony DoS (TDoS) attack is a subcategory leveled at VoIP systems. Alarmingly, this attack is commonly used against hospitals and 911 phone lines. Some TDoS attackers even demand a ransom to halt the attack, which is similar to ransomware attacks. They take advantage of cryptocurrencies and caller-ID spoofing to make it incredibly difficult to identify attackers. TDoS attacks generally employ fewer resources than the DoS attacks that are designed to cripple IT systems, which include networks, servers, and software. At its most basic, a TDoS attack requires only an automated phone dialer that calls a target phone number and hangs up — over and over. That very simple strategy can stop anyone else from getting through the line. What organizations need to do While your first instinct may be to lock down your VoIP system with complicated security measures, doing so will only do more harm than good. Most businesses can’t operate if they can’t communicate with their customers, business partners, and other third parties. Although VoIP may be a digital resource similar to other components within your IT systems, the very nature of phone lines makes hiding them behind firewalls and other protections impossible. Fortunately, there are now new security protocols that can protect your communication infrastructure against those who try to use force to gain access to your directory information. These protocols can also identify, reroute, and filter calls coming from known attackers. Get in touch with our team to learn more about these protocols. If you’re experiencing any abnormalities with your VoIP system, or if you want to deploy the most advanced solution that the market has to offer, our expert team of IT professionals is ready to help you at the drop of a hat — just call today. Published with permission from TechAdvisory.org. Source.