At E3 (an annual technology conference) this year, a new video game was showcased. Watch Dogs, set in the near future, is a game about an elite hacker who can hack into any device as long as it has a Wi-Fi connection. In the short demo, you see the character listen in on private conversations, hack streetlights to create havoc and steal a person’s information. While this is only a video game, it’s based on what one can currently do with and to Wi-Fi devices, many of which you probably utilize when you’re out of the office.

It’s a good idea to connect to public networks that require passwords when possible, as they tend to be more secure. Many public networks have a legal disclaimer stating network use and security. It pays to read these before connecting.

Turn Wi-Fi off We don’t mean you should turn your Wi-Fi off permanently, rather, when you’re not using your device, or are connected to another network, e.g., mobile data, turn your Wi-Fi connection off. If you have Wi-Fi on while connected to another network, your device can and will actively search for networks to connect to and often connect to an unsecure network, unintentionally exposing your information.

Use HTTPS when possible HTTPS stands for Hypertext Transfer Protocol with Secure Sockets Layer (SSL). In layman's terms this is a website that has been built with security of user’s data in mind. Many popular websites have a HTTPS version that can be accessed by typing in https://www.sitename.com. Using HTTPS makes websites a lot harder to hack, and it’s a good idea to get into the habit of using them when on a public network or connected to Wi-Fi outside of the office.

Use data not public hotspots Hotspots are public Wi-Fi connections usually provided by a company e.g., many coffee shops have Wi-Fi, this is a hotspot. These can be unsafe, so it’s much better to invest in a data connection for your device, or a mobile Internet stick, which are considerably safer as the data is encrypted before it’s transferred from the cell tower to your device.

Use a VPN A Virtual Private Network - VPN - connects multiple computers in different locations to the same network via the Internet. Many companies use this to connect and share data with satellite offices, as the data is encrypted and secure. The main benefit to VPNs is that you can connect to a public Wi-Fi network, and transfer data securely using the network’s bandwidth. Many businesses use some form of VPN, which makes it easy for you to keep your business data secure while out of the office.

There are also VPNs that allow you to securely access the Internet via a public Wi-Fi connection, while encrypting all data sent and making your computer anonymous. It’s recommended that if you’re out of the office a lot, to look into a VPN and follow these other tips. If you’re interested, we may have a solution for you, so please contact us.

One of the most tiring things for small business owners is attending seminars and presentations. While they often give you great ideas on how to improve your business, they’re a tiring affair, especially when you have to travel to get to them. Technology has a great way for you to attend/conduct seminars via the Web, a webinar.

Webinars are an interesting topic, and a great way to boost your business. Because of this, we have a two part article on them. In part one, we provide a broad overview of webinars. In part two, to be published next month, we have some tips on how to plan a successful webinar.

What exactly is a webinar? A webinar is an online seminar or presentation attended by parties who are not in the same location. Attendees log in to the webinar and participate using a webcam. This is similar to video programs like Skype which allow people to communicate across vast distances, the only difference being, there are more than two people communicating.

The great thing about webinars is that they can be recorded and posted online for everyone to view. As the attendees participate virtually, their companies can save transportation costs while still receiving the valuable message of the presentation.

When should I use a webinar? There are a nearly unlimited ways you can use webinars in your company, the only limit is your imagination. Many small businesses use the webinar as a way to connect with their customers, and build a stronger relationship between internal and external factors. Some companies will host a webinar to explain more about a part of the organization, or address frequently asked questions.

Another common use of the webinar is to host a learning session. You, the subject matter expert, want to teach your students, the attendees, something they didn’t know before. By acting as the expert, people are more willing to trust and rely on you. In general, with situations where you want interaction between parties or to reach a wide audience, a webinar is a good medium to do so.

If you’re looking to host a webinar and are unsure of how to go about doing so, please give us a call, we may have a solution for you.

It’s common knowledge that the number of work related injuries is rising. While many traditional injuries happen while working high risk jobs, the majority of injuries are now happening to employees who sit for long periods of time. As many employees sit at a computer for a long period of time, they are at risk. Let’s face it, healthy employees are better for your business.

Here are five tips you can pass on to your employees to ensure they stay happy and healthy.

Walk it off, stretch it out Many employees will often sit at their desk for hours at a time, only getting up to go for lunch, or for bathroom breaks. It’s a good idea to be getting up out of your desk at least once an hour. Encourage your employees to walk to each other’s office or desk if they need to chat instead of using instant messaging. Put up posters showing leg, neck, shoulder and back stretches and actively encourage employees to stretch before they start work and at least once an hour.

May as well go for a walk Another way to get employees more mobile is to make your meetings mobile. If it’s a nice day out, why not walk around the block as a group, or walk to the park and have a brainstorming session. As many employees and businesses use tablets or some form of mobile computing, it’s not hard to take the office with you, and work while you exercise.

H2O It’s important to stay hydrated, even while in the office. Many employees who complain of headaches or being lightheaded and dizzy may actually be dehydrated - they should be drinking at least 4 big glasses a day. These problems can be easily avoided by providing your employees with water. Put a water cooler in a central location, that all employees can walk to. This serves another purpose, as it also forces employees to get up and take a break.

Offer healthy snacks As many employees are working longer hours compared with even 10 years ago, your employees could be neglecting their diet. Having a vending machine with salty chips or sweet sodas isn’t helping. Instead, opt to stock low sugar drinks and healthy snacks like fruit. While this may cost more upfront, the long term savings in less sick days will more than pay for the investment in the long run.

Change the commute This can be one of the hardest changes to implement, but has positive benefits. Encourage your employees to ride their bikes or walk to the office, or implement some form of exercise within their commute. Be sure that if you do this, you have facilities where employees can change and take a shower - necessary if your business is in a warmer climate or weather is prone to change without notice.

Healthy and happy employees will go a long way in ensuring your company is operating at maximum efficiency. Beyond that, you’ll see a decrease in lost time and a potential increase in overall value of your business. If you’d like to learn more ways to increase your company’s value, please contact us.

A smart organization is one that can act in a proactive manner to take advantage of rising trends and stay ahead of their competition. One way an organization can remain proactive is through the use of Business Intelligence (BI). Interestingly, many small businesses don’t implement BI and have found themselves lagging behind their competitors. Is your business using BI?

BI can be defined as the ability to turn a company’s processes into data that can be analyzed and converted into knowledge that is delivered to the right stakeholders at the right time and through the right medium. There are many upsides to BI solutions, and companies should be adopting them, here are five reasons why.

1. Boost productivity. Through traditional data gathering methods, users need to compile and analyze data and write related reports. This can be incredibly time consuming, especially for small businesses who may not have the employees to do it. With a BI program, you can pull data and create the reports at the click of a button thus freeing up time and resources allowing employees to be more productive on their own tasks.
2. Access to better info. With the increasing amount of data available to companies, manually tabulating and assessing data is no longer feasible if you want to remain ahead of your competitors. BI software can be set up to accumulate and monitor relevant data that’s available when you want it.
3. Competent decision making. The reason many business projects fail is because critical decisions are made without the best and most objective information available. BI processes help you monitor past and present performances of nearly all operations, while giving you a solid base with which to make future predictions. Essentially BI helps SMEs make better informed decisions.
4. Results closer to established goals. How many times have you established a set of seemingly reasonable goals for a project or other venture, only to end up with an outcome that’s drastically different? With BI you can keep track of information, and have it accessible by parties that need it, when they need it. BI goes a long way in helping achieving what you aim for.
5. ROI. Through better strategic awareness, faster reporting, decreased operating costs/lower overheads and access to better quality data and information, BI can positively influence a company’s ROI.

These are just five of the benefits your company can realize through implementing a Business Intelligence system. If you would like more control of your data or to make better, more informed decisions, please contact us.

In business, a properly formatted document can go a long ways in showcasing how professional your company is, and often times, is the the main way to set your company apart from other competing entities. If you have a longer document, say a proposal, you’re going to need a Table of Contents (TOC). Instead of struggling to make your own, you can use stylized headings and have Word create one with two clicks of a mouse.

Here’s how you can add and modify headings to your document and have Word create a Table of Contents for you.

Assign headings Many users will just bold titles and change the size of each heading to denote different levels of heading i.e., main headings are bold with a 16 point font, subheadings are bold with 14 point font and text is 12 point font. It’s recommended that you do this while writing the report so you can keep track of what’s what in your report.

When you’ve finished the report and have your headings and subheadings in place, it’s time to apply a heading style to them. First highlight your top level headings (not the main title of the report, but the headings for the main sections). On the Home tab, locate Styles and select Heading 1.

For second level headings, or subheadings, highlight and apply Heading 2. Subheadings thereafter follow the same structure. The reason for doing this is that it will help Word create a TOC that’s properly structured and has links that will take a user to the section when clicked.

If the headline styles Word applies don’t appeal to you, you can change it by going to the Styles group, pressing the grey arrow so the drop down menu opens. Right-click on the heading style you’d like to change and select Modify. You can also hit Ctrl-Shift-S. A window will open which allows you to customize the heading. Press Ok and Word will automatically change all headings that have that style. Note: changes made to a heading style will be saved.

Build a Table of Contents Once you’ve assigned styles to headlines and modified them to meet your needs, you can get Word to insert/build a TOC. First select where you’d like it to go, and make a little space - one blank line above and below should be enough. Click References from the menu at the top of the window, and select Table of Contents. Pick the format you’d like and Word will create the TOC for you.

It’s generally a good idea to apply the heading styles and Table of Contents after you’ve finished the document. If you do need to make changes to the document, you’ll need to update the TOC by right-clicking anywhere on it and selecting Update.

A consistently formatted document goes a long way in impressing external investors or parties, in fact, many now expect a readable document. If your company produces sloppily formatted documents that are hard to read, you could risk losing business. If you would like to learn more about Microsoft Word or other Microsoft Office products, please contact us.

The recent LinkedIn password breach and the various Mac and Windows Trojan horses have many small business managers wondering if their data is actually safe. Even if you take steps to ensure safety, they may not be enough and your data may still be at risk. One method companies could implement is two factor authentication.

Two factor authentication is a method of accessing something through the use of two different “factors.” There are actually three different factors a user can use for authentication, but you only need to use two. The three factors are:

1. Something the user knows. This is the most commonly used factor in all authentication, and can be something like a password or a PIN. This also includes the security question asked when you forget your password.
2. Something the user has. This is the most common second factor of authentication and is typically a device or physical object the user has. Objects can include key fobs where you press a button to get a randomly generated code to enter, a credit/ATM card or an ID card.
3. Something the user is. This is a less common form of authentication, especially for small businesses, as it relies on a physical attribute of the user like a fingerprint.

When a company uses two of these factors to authenticate users, they are using two factor authentication. Chances are high, you already use this with your bank or another organization.

Should small businesses implement two factor authentication? In a recent report published by Verizon Business, businesses with 11-100 employees were by far the most targeted groups with 57% of data breaches. Businesses with 101-1,000 employees were the next most targeted with slightly under 10% of data breaches. The report goes on to suggest that the main reason small businesses are being targeted is because of generally lax security.

Before you rush out and implement a two factor authentication system, you need to be aware that it will not prevent all attacks, two factor authentication can still be hacked. It just takes more time and effort than most hackers are willing to invest to hack into systems that use this form of security. Before you implement any new security measures be sure to talk with your IT support provider or an expert like us, we may have a solution that fits your business.

A few months ago Intel released the Ivy Bridge processor. Subsequently, computer manufacturers have been releasing computers with the processor and have been extolling the benefits of upgrading, along with some new features like Turbo Boost. These terms can be confusing and could trick you into unnecessary upgrades.

Here’s an overview of what exactly Ivy Bridge processors are, what Turbo Boost is, and what this means for your business.

What is Ivy Bridge? Ivy Bridge is a code name used by Intel to describe the 2012 version of its Core processors - Core i3, Core i5 and Core i7. With the release of Ivy Bridge, the actual Core processors have not changed names, just internal components that make them more efficient and faster. If you’re unsure whether a computer has an Ivy Bridge processor in it, the first number after the core type will start with a three i.e., Core i3-3XXX. What is this Turbo Boost that’s advertised? One of the new features introduced is something called Turbo Boost. If you’ve looked at the new laptops released by Apple a few weeks ago, you have undoubtedly heard of it. Turbo Boost is kind of similar to a turbo boost in a car; the processor runs at a certain speed, and when more power is needed, the processor goes into overdrive and delivers it. In tech speak, this is called, “overclocking”.

Overclocking isn’t a new concept, users have been able to do it for years, although, in older processors it was a complex task only experts would dare attempt. Intel’s new processors now do this automatically. There is an advantage to this: traditional overclocking causes processors to use more power and generate a lot more heat, Turbo Boost gives the benefits of overclocking when you need it, while saving energy when you don’t.

Should my business upgrade to Ivy Bridge? While the new processors do offer some, on paper at least, tempting benefits, it really depends on what you and your employees use your computers for. If you do work that requires a lot of processor power, like 3D rendering or running multiple virtual environments, then yes, you should consider upgrading. If your systems meet your needs now and for the foreseeable future, you won’t really gain anything from upgrading.

Upgrading your systems can be a time consuming and a large investment, it’s important to get the systems that match your needs. If you’re thinking about upgrading, or would like to learn more about Ivy Bridge, please contact us.

Disasters happen on a daily basis. Sometimes they’re big, wiping out communities, other times they’re small, affecting one online machine or computer. No matter the size of disaster, it pays for businesses, especially small businesses, to prepare for the worst. The only problem is, many small businesses don’t prepare and pay the price.

When a disaster strikes, 25% or more of small businesses affected will fail. Why do they fail? It’s not because of defects in the physical location, it’s mainly because they didn’t take the necessary steps to ensure that their business’s technology and related data is protected.

Because the modern business relies so heavily on technology, it’s essential that businesses have a business continuity plan (BCP) to minimize the loss of vital data, or in many cases, not lose any data at all. This is an important asset that will, one day, minimize losses felt due to any type of disaster. Small business owners know this, but many don’t know where to start. If you’re one of these owners, here are six tips on how you can prepare.

1. Establish a backup regime. Data backup is one of the most important things you can do, be sure to regularly backup your corporate files, servers and user data files. A truly prepared company will have backups in a number of locations that can be easily accessed.
2. Ensure solid communication platforms. One of the first things people do in a disaster is try to communicate with each other to ensure everything is ok. You can guarantee that some customers and employees will be calling to check in, so you need to have communication lines that work.
3. Train employees. A BCP plan is useless if your employees don’t know their role in the implementation of the plan. It’s important that you train your employees on their roles, and that you communicate with them your expectations.
4. Contingency plans. Like storing your data backups, you should set up contingency plans with the involved parties in your business. You should know where to go to do your banking, what your vendors’ or suppliers’ plans are and how they affect you, and most importantly: you should have a few locations where you can set up your business if the physical property is damaged.
5. Review and practice all plans. Everything changes at one time or another, maybe an employee leaves or you adopt a new computer system. This makes it important to periodically practice your plans, review what worked and what didn’t, and update accordingly.
6. Work with an expert. Planning for disaster is a tough thing to do well, considering all the elements to focus on and work with. To ensure a viable plan for your business, working with a recovery expert can help ensure that you get a plan that works for you while taking the stress off.

If you’re worried about your business’s disaster preparedness, please contact us. We can work with you to develop a solution, or provide you with the information and contacts to set you on the right path.

Malware is an ever present threat that PC, and to a lesser extent Mac, users have to live with. There is a high chance that your computer will at one time come under attack, or you will inadvertently install a piece of malware. There’s a new scheme you should be aware of involving Facebook photo notification emails.

Hackers are sending out emails that look like Facebook notifications. The notifications claim that you’ve been tagged in a picture and provide a link to click on to view your profile. When you click on the link in the email you're taken to a website where malicious malware is posted, and is installed.

After the malware is installed, you’re taken to a Facebook profile as if nothing happened. This could be a serious issue, luckily, it’s easy to spot. The sender of the email is notification@faceboook.com, the extra “o” makes it obvious that the email is not a legitimate email from Facebook.

As a reminder, it’s never a good idea to open an email unless you know the sender. The easiest way to not be infected with these types of emails is to simply open Facebook when you receive a notification email. When you log in, you’ll see any new notifications on the top left of your screen. We also encourage you to ensure you have virus scanners installed and updated, as the developers of the software are aware of this and will most likely have updated their software by the time you read this.

Have you received an email like this? Let us know what it said below, or contact us if you’re unsure what to do with it.

One of the most common ways to connect peripherals to your computer is by using a USB connection. You can connect a multitude of things, including your phone, external hard drives, mice and keyboards. Often many employees will plug one of these in, and when they’re done using it just unplug it. Doing this could damage your device.

When you plug in a device using a USB connection, your computer and device essentially shake hands and create a connection. When you plug in a device like your phone or external hard drive, it takes a moment for it to show up on your desktop and you’ll get a message telling you a device has been found and connected.

The whole idea of USB is that it’s what's called hot swappable. This means you can unplug a device and plug in a new one without having to shut down the computer. This is true, you can easily switch devices, however, both Mac and Windows suggest that you eject, or safely remove the device, before you unplug it.

Why eject or safely remove? Think of the USB cord as a bridge over a river and the data being transferred are people on it. When you disconnect a device without safely removing it, it’s akin to removing the bridge while there are people still on it. The chances of the people surviving are pretty slim. In other words, unplugging a device while it’s being used could result in lost data.

If you have the device plugged in, but are not transferring data you may think it’s okay to just unplug the device. Not so, in fact, chances are high that your computer will be using the device in the background and if you unplug it, you’ll most likely get an error message.

Some devices like mice and keyboards are normally okay to disconnect without ejecting, as the data normally goes only one way. A good rule to go by is: if there’s information on the device, safely remove it.

How to remove USB devices on Windows If you’re a windows user, go to the bottom right of your screen, where the icons are, and look for the one that says: Eject USB Mass Storage Device. Click it, Windows will eject it and let you know when you can unplug it.

If you can’t find the icon, open My Computer and find the USB device you’d like to disconnect. if it’s your iPhone or an Android phone, it will be what you named the device. Right-click on it and select Eject.

How to remove USB devices on Mac If you’re a Mac user, you can remove USB devices by clicking on what you want to remove, holding the left mouse button down, and dragging it to the trash (bottom right of the screen). If done right, the trash icon should change to an eject icon (triangle with a horizontal line below it). as soon as the icon disappears, you can remove it.

Alternatively, you can open the Finder - easiest way to do this is double click on your hard drive - find the device in the left side of the window that opens and hit the eject button. When it disappears from the list, you can remove the device.

Safely removing a USB device is a good business practice that all employees should adhere to, ensuring that data isn’t lost. If you have any questions about USB devices or other technological best practices, please contact us.