Should you consider adopting new phone systems for your business? To help you decide, we’ve defined the various types of phone systems, their different life cycles, and technology options in the past and the present.

Different phone systems

Today’s businesses still use landlines to connect with various stakeholders, such as customers, investors, and suppliers, to service their needs. However, telephony has come a long way from when it first came about in 1876. For instance, Voice over Internet Protocol (VoIP) phones have virtually unlimited reach, are automated, and are cheaper than ever to acquire.

VoIP is a telephony solution that uses the internet instead of wired circuits to transmit data. VoIP does more than just transmit audio — it can also send a variety of data (video, multimedia, SMS, etc.) and perform other tasks as well.

A VoIP system’s hardware (phone units, cables, CPUs, etc.) and software (one or more applications that run the system) can be either on-premises or hosted:

• On-premises – Hardware and software are physically housed within the premises of the company.
• Hosted – Some of the hardware, like phone units and other equipment, can be found within the premises. But most, if not all, of the software is hosted online. Service providers look after hosted systems for their clients.

Life cycles: On-premises vs. hosted

With hardware, it doesn’t matter whether it’s on-premises or hosted. Hardware is affected by the wear and tear stemming from daily use. Barring any accidents or physical damage, VoIP hardware should last several years.

On the other hand, software requires regular updates. It’s worth noting that it’s faster and cheaper to update software that’s hosted in the cloud versus one that’s on premises. However, there’s not much difference in how much either one can last — software for both types of VoIP systems can last upwards of 10 years, depending on how dependable your IT support is.

Technology today vs. before

In the past, hardware and software were built to last. Today, they’re built to adapt and change, thanks to cloud technology.

The effect of this shift on hardware and software is dramatic:

Most hardware components are very similar, with replacements and upgrades coming every 5–8 years on average.

Cloud software is faster, easier, and cheaper to upgrade than software for on-premises systems. Critical cloud updates can be released almost constantly, and a cloud system may be completely overhauled in as short as 2–3 years’ time.

Whichever phone system you choose, it should integrate smoothly with the other systems in your business, such as email or customer relationship management software. And as your business expands, your chosen phone system should easily scale with it, too.

Be a step ahead

Downtime results in loss of potential sales and, essentially, wasted money. If your phone service is spotty and constantly unreliable, perhaps it’s time to switch to VoIP phones.

Nowadays, it’s not the longevity of a tech solution that’s important, but rather staying ahead of the curve to trump the competition. Call our experts today so you can always leverage the best VoIP and other IT solutions available today.

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Hurricanes are a common occurrence in many parts of the United States. Not only do they destroy property and endanger lives, but they can also disrupt your business’s operations. In this blog, we offer tips on how you can ensure fast access to your data following a disaster and immediately get back to business.

Determine recovery hierarchy

Certain parts of your IT system are more mission-critical than others. Ask yourself which systems and/or data must be recovered in minutes, hours, or days so your business can resume operations quickly

For example, you may find that recovering sensitive customer information and eCommerce systems take priority over recovering your email server. Whatever the case may be, prioritizing your systems ensures that the right ones are recovered quickly after a disaster.

Pay attention to location

First and foremost, your backup site should be in a hurricane-free zone. Ideally, your off-site facility should be located at least 100 miles away from your main location. If this isn’t possible, make sure it is built to withstand wind speeds of 160 miles per hour (as fast as Category 5 storms) and is supported by backup generators and uninterruptible power supplies.

You should also request an upper floor installation or, at the very least, keep critical IT equipment 18 inches off the ground to prevent water damage in case of floods.

Use image-based backups

Unlike fragile tape backups, image-based backups take “snapshots” of your systems, creating a copy of the OS, software, and data stored in them. From there, you can easily boot the virtual image on any device, allowing you to back up and restore critical business systems in seconds.

Take advantage of the cloud

The cloud enables you to host applications and store data in high-availability, geo-redundant servers. This means your backups can be accessed via the internet, allowing authorized users to access critical files from any device. Expert technicians will also watch over and secure your backups, allowing you to enjoy the benefits of enterprise-level backup facilities and IT support.

Back up your data frequently

Back up your data as often as possible, especially during disaster season. If your latest backups were created on September 15th and a storm makes landfall in your area on the 28th, you could lose nearly two weeks of data.

Test your disaster recovery (DR) plan

After setting up your backups, check whether they are restoring your files accurately and on time. Your employees should be drilled on the recovery procedures and their responsibilities during and after a disaster. Your DR team should also be trained on how to failover to the backup site before the storm hits. Finally, providers, contractors, and customers need to be notified about how the hurricane will affect your operations.

As cell towers and internet connections may be affected during a hurricane, make sure your company forums are online and have your employees register with the Red Cross Safe and Well website so you can check their statuses.

It’s nearly impossible to experience disruptions during disasters like Harvey or Irma, but with the right support, you can minimize downtime. If you’re concerned about any natural disasters putting you out of business, call us today. We offer comprehensive business continuity services that every company should have.

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As more and more solutions are made available in the cloud, more and more small- and medium-sized businesses (SMBs) are flocking to use them. One increasingly popular solution is cloud-based enterprise resource planning (ERP). If you want to integrate your systems using an ERP program, then you should seriously consider a cloud-based ERP solution.

Define: Cloud-based ERP

ERP is management software, usually offered as a bundle of applications, that aims to help businesses automate the collection, storage, management, and interpretation of data from disparate sources like accounting, inventory, marketing, service delivery, etc. With ERP, business owners and managers can get an integrated real-time view of business processes, resources, and commitments.

Cloud-based ERP solutions are simply a suite of ERP apps delivered to users over the internet, usually accessed via a browser. The software usually does not need to be installed on computers and is offered on a per-user, per-month, flat-rate fee.

Companies using a cloud-based integrated ERP solution have experienced the following five benefits:

1. Decreased operating costs

An in-house ERP solution requires purchasing software and hardware to support it. Once you’ve built the solution’s infrastructure, you need to hire staff to install and maintain it. All of these will drive up the overall IT budget, something most SMBs cannot immediately afford.

But with a cloud-based ERP system, you normally only have to pay a flat-rate monthly fee, so the total cost of implementation will likely be far lower. Many providers can also manage the solution for you (i.e., they’ll take care of maintenance, upgrades, etc.). This will even out your operating costs, and if implemented correctly, will result in an overall decrease in expenses.

2. Increased ERP performance over in-house solutions

In-house ERP solutions require correctly configured hosting and proper maintenance to function at their most efficient. Your IT staff will be responsible for both, but if these are done poorly, then performance suffers.

With cloud-based solutions, the provider takes care of hosting the solution. You know that system maintenance is being done by experts, so you’re assured that your ERP software will be at peak performance.

3. Enhanced access to information

Companies that don’t have any ERP system will likely struggle to find the information they need, when they need it. ERP programs can help consolidate the relevant information in a more effective manner than, say, spreadsheets.

And since cloud-based ERP solutions are accessible via the internet, you now have access to the information you need from anywhere with an internet connection.

4. Continued support

Providers of cloud-based ERP solutions offer 24/7 support and can fix problems faster than if you leave them to your employees. They also make sure to keep their solutions updated. Hackers have been known to attack businesses that use outdated versions of popular ERP programs.

5. Increased security

ERP systems process critical business information, so you will want to keep your data secure from outside sources and unauthorized users within your organization.

In this regard, cloud-based ERP solutions have enhanced security measures that protect your data in storage and when it moves from your systems to the host servers.

And for internal data security, users will need an assigned account to access your ERP system. This gives you control over who is given an account or not. Furthermore, you can also limit who can access your system via central admin panels. All of these features make cloud-based ERP solutions more secure than in-house ones.

If you want to learn more about cloud-based ERP solutions, contact us. We’ll be glad to assist you.

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A cloud-based order management system (OMS) is a powerful and intuitive tool for tracking orders, sales, and inventory as well as streamlining the processes involved in order fulfillment. Learn more about this essential tool and its many benefits to eCommerce businesses.

First off, we need to clarify that an inventory management system is not the same as an order management system. The former is a solution for analyzing sales history and forecasting demand for product and raw materials. On the other hand, the latter is all about the here and now, as it tackles transactions as they happen.

What does an OMS do?

A cloud-based OMS enables eCommerce businesses to track orders for goods and services via a centralized dashboard, which your staff can access anytime, anywhere, on any internet-connected device. In general, it can help you organize orders into a coherent and manageable workflow by:

• Updating your website to reflect when certain items are out of stock
• Automating payment authorizations and integrating these with your shipping services
• Providing reports to customers about their order’s shipping status
• Automatically restocking products and materials once they dip below a certain level
• Automatically processing refunds and returns
• Monitoring your business on mobile/on the go
• Storing data in a more efficient and less costly manner
• Ensuring your data is protected in the event of a disaster

There are dozens of OMS platforms with niche functionalities that may be better for specific business models regardless of the industry. The important thing is that you find a solution that reduces the most tedious organizational tasks for tracking your store’s orders.

What are the benefits of an OMS?

Below are five key advantages of using an OMS:

Fewer errors
Since an OMS allows you to automate various stages of order processing, it eliminates the need to manually enter and update order details. This reduces the risk of error, increasing your eCommerce business’s operational efficiency.

Lower costs
With fewer errors, you can avoid having to rework inaccurate order information, saving you time and effort. This means your business also saves on labor. And because a cloud-based OMS requires virtually no hardware, you can eliminate installation, maintenance, repair, and other associated costs as well.

Better visibility
A cloud-based OMS offers a consolidated view of your orders and inventory in real time, which allows you to stay on top of the entire fulfillment process so you never miss a sale. This also enables you to optimize inventory levels while minimizing surplus.

Not only that, but an OMS gives you better visibility into your business’s processes, so you can easily identify issues and make the necessary adjustments to achieve operational efficiency.

Faster delivery
When a customer places an order, your OMS will choose the warehouse or fulfillment center closest to them as well as the method of fulfillment. A fulfillment request will then be sent automatically to the warehouse so the item can be prepared and shipped out immediately.

Enhanced decision-making
With an OMS, you have all the information you need to make smarter business decisions at the tip of your fingers, from consumer behavior to market trends to product performance.

Improve your eCommerce business’s workflows and profitability with an OMS. If you need help choosing the right OMS platform for your company, give our experts a call today.

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If the prevalent image of a startup is a couple of guys in a garage (think Amazon, Apple, Microsoft), the emerging picture of the workforce of the future consists of skilled talents collaborating in the cloud. Thanks to the human cloud, small- and medium-sized businesses (SMBs) can now eliminate the barriers associated with traditional workspaces and enjoy cost-effective solutions.

What is the human cloud?

The human cloud is a working platform where staff perform white-collar tasks from any location and on any device. Collaboration, file sharing, or discussions on projects are done in a flexible and productive manner, rewarding team members solely for their output.

Benefits of hiring on the human cloud

Companies looking to take advantage of the human cloud are entitled to the following benefits:

1. Low cost
   The human cloud helps save time and money spent on traditional employment processes. Hiring is fast and easy, and you pay for the skills you need on a transactional basis.
2. No overhead
   Hiring through the human cloud requires no overhead for office space, thereby enabling firms to stay lean and profit-focused. By becoming virtual, teams can work independently from anywhere. Remote collaboration via the human cloud is a game-changer that benefits companies, such as startups, that are inclined to spend fewer resources to build their business infrastructure.
3. Get skills on demand
   Employers can contract for micro-tasks, such as copying text from business cards, to larger tasks, like selling products for a fee, to even more complex projects such as software design and programming.
4. Global talent pool
   Even startups can be multinational today, so they are no longer limited by geography in finding key talent with specialized skills. Business can leverage overseas creative, administrative, engineering, and other high-level talent to build a well-rounded team. A good idea can come and be executed from just about anywhere.For instance, Foundr Magazine’s Editor-in-Chief and Publisher Nathan Chan started a passion project that enabled him to interview some of the most influential entrepreneurs around the world, which he shared through his monthly digital publication.

   For Chan, the launch of this successful project would not have been possible if it wasn’t for human cloud service and freelancing platform Elance. Elance allowed him to leverage overseas talent and build a solid team of graphic designers, audio/video editors, and writers. All tasks and projects for each issue of his magazine run through the platform, which also conveniently processes payments for his contractors.

5. Easy collaboration
   Using an online platform gives SMBs the ability to manage projects through virtual workrooms. Collaboration software can be extremely important and even mission-critical for remote teams to work efficiently.

As more startups and SMBs become familiar (and comfortable) with the advantages of the human cloud, the future of work means that location is not the most important factor in determining who will contribute to your business’s success. A worldwide network of online contractors is now ready to serve you with the qualifications, skill sets, and shared enthusiasm you seek to turn ideas into valuable products or services.

For more information on how to leverage cloud technologies or collaboration software, get in touch with any of our cloud specialists.

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Cloud computing has become a staple in business strategy and IT architecture over the past years. It provides the simplest and quickest access to myriad hardware and software over the internet. Compared to traditional on-premises infrastructures, cloud-based solutions such as SaaS, PaaS, and IaaS offer a host of benefits. Let’s take a look at these and find out which cloud computing service is best for your business.

1. Software-as-a-Service (SaaS)

Unlike software that you install on your computer, SaaS solutions are apps that are hosted on a provider’s servers. Easily the largest and most well known cloud-based service, SaaS uses the cloud to process app functions for users. That is, when a user opens a mobile or web browser app, the device merely sends inputs to a data center. The data center then processes the inputs and sends its outputs back to the user’s device.

Minimal to no processing is done on the user’s device itself. And for as long as users have an internet connection, they can access the software from any device, at any time.

With SaaS, your provider is responsible for software maintenance and updates, which means all users will be using the same version of a particular software and get updates at the same time. As a business owner, this means that managing the software on all of your computers is not only easier but more affordable.

SaaS software solutions include office document creation suites, accounting software, email service, HR solutions, content management tools, customer relationship management systems, and more.

In a nutshell, SaaS is:

• Available over the internet
• Hosted on a remote server by a third-party provider
• Scalable, with different tiers for small, medium, and enterprise-level businesses
• Inclusive, offering security, compliance, and maintenance as part of the cost

2. Platform-as-a-Service (PaaS)

PaaS is primarily used by developers who need a virtual environment for developing and testing their own custom software or apps. This means developers don’t need to build and maintain their own infrastructure — which is comprised of networking devices, storage, servers, an operating system, and other necessary hardware and software — when developing applications, saving the firm time and money.

Most companies that utilize PaaS do so to either host or develop their own software solutions, or provide support for software used by employees. But while PaaS is gaining popularity with many small businesses, most won’t have firsthand interactions with this type of cloud unless they need to build their own software or app.

In general, PaaS platforms are:

• Accessible to multiple users
• Scalable, as you can choose from various tiers of resources to suit the size of your business
• Built on virtualization technology
• Easy to run without extensive system administration knowledge

3. Infrastructure-as-a-Service (IaaS)

IaaS offers services such as pay-as-you-go storage, networking, and virtualization. The most popular and well-known type of IaaS is the virtual machine — a digital version of a computer or server that is accessed over the internet. IaaS gives users cloud-based alternatives to expensive on-premises infrastructure so businesses can use their funds to invest in other things.

In other words, if you are looking to virtualize your systems via the cloud, IaaS is a good place to start, as it allows you to move existing support systems into the cloud. Other solutions can then be migrated or introduced as needed.

IaaS is essentially:

• Highly flexible and scalable
• Accessible by multiple users
• Cost-effective

While the cloud offers a wide variety of benefits and solutions, choosing the service which is best for your company’s needs can be tedious. To ease this burden, get in touch with us today. We’ll help you find the best solution your business needs and ensure proper migration and implementation so you can focus on running your business.

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Moving your business’s unified communications (UC) systems to the cloud offers many perks, including augmented security and scalability. You must, however, plan the migration carefully if you want to enjoy the move’s full benefits and avoid the possible risks that come with it. Here are steps you should follow to ensure seamless migration.

Opt for a gradual transition

Migrating UC to the cloud doesn’t have to be accomplished in one big move; it can be done gradually. You can move UC for departments that will benefit from it. On the other hand, those with no pressing need for a cloud-based UC, such as a company’s call center, can keep using on-premises systems. This way, users can ease their way into the new system without experiencing network disruptions, which may lead to hampered productivity.

Secure sufficient bandwidth

Issues with speed and performance will inevitably arise, so make sure to cover all the bases before migration. That means securing a reliable internet service provider (ISP), checking the stability of your internal network, and having a plan B. This is a critical point to ponder if you have operations in locations where unstable or slow networks could pose serious problems. Determine the level of bandwidth your entire business needs, and get it from an ISP that can deliver.

Test, test, test

Transitioning UC to the cloud may appear seamless, but there may be a few unexpected kinks that need ironing out long after the migration is declared a success. To soften potentially costly and time-consuming impacts, test the systems throughout the duration of the migration. Whether you’re trying out voice, data, or video, conduct tests, set benchmarks for performance, and predict future usage patterns.

Go live and act on identified problem points

After going live with your cloud UC, consider the overall user experience and availability of support for devices, applications, and other components. Are persistent connectivity issues going to cause trouble during conference calls? This and other issues may prove detrimental in the long run so keep them in mind when deciding whether to keep, enhance, or discontinue a cloud-based UC. Your new UC should reduce headaches, not exacerbate them.

Constantly monitor performance and quality

Don’t be surprised if you encounter a few issues even after extensive testing. Migrating to the cloud requires planning and a sustainable strategy, whether your organization is dependent on instant messaging, voice conferencing, or video calling. There’s also a good chance that you will be working with several vendors, so always demand the best service.

Having your UC moved to the cloud may seem like a daunting task. But with our cloud technology and VoIP know-how, we’ll make sure it’s an easy process. Contact us today for advice.

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Arranging meetings that work with everyone’s schedules is a pain — especially if participants don’t work in your office. A calendar that is easy to share publicly simplifies everything from scheduling calls with clients to quarterly meetings with business partners. Here’s how you can achieve that with Office 365.

Share an Office 365 calendar with specific people

Click the Share button from the Home menu along the top of your Office 365 calendar. This will open an email window where you can enter the addresses of people you want to see your calendar.

From that window, you can limit how much of your calendar they see by choosing from Availability Only, Limited Details, or Full Details. The latter two will show recipients the meeting names and participants of events on your calendar, whereas Availability Only will simply display scheduled events as Busy. After you’ve sent the invitation, recipients receive an email with a link to view your calendar in a web browser.

Make an Office 365 calendar public

If you’d prefer to have a link that you can share in a variety of channels whenever you’d like, click the Publish Online button from the Home menu along the top of your Office 365 calendar. From the dropdown menu, first click Publish This Calendar, then Configure This Published Calendar. This will create a link that you can give to collaborators outside your organization. As long as you don’t change your calendar’s visibility, they’ll be able to open that URL and view your availability.

Share your calendar so others can manage it

Users who have administrative control over their Office 365 calendar can set up special sharing settings that allow someone else to send and respond to invitations. From the Account Settings window, click on the Delegate Access button. This window lets you add or remove delegators and configure how much control they have over your calendar.

Even something as simple as sharing your calendar outside your organization has the potential to increase office productivity and efficiency. If you have questions or concerns about managing various aspects of Office 365, get in touch with us today.

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Is it better for your company’s Voice over Internet Protocol (VoIP) system to be on-premise or cloud-based? What’s the difference between a mobile VoIP client and a software-based application? What VoIP service is best for your business? The following compilation of VoIP options will help you answer these questions and choose the ideal service for your enterprise.

VoIP comes in a variety of forms. Do you rarely leave your house and office, or are you usually on the move? If you’re a business owner, what’s the size of your company, and what factors matter most to you? Let’s take a look at some of the VoIP services available on the market to help you make a better decision in choosing your means of telephony.

Residential VoIP services
For this type of VoIP, you use an adapter to connect your landline phone to a Wi-Fi modem to make and receive calls over the internet. Depending on the plan you choose, you’ll be billed each month for either unlimited services or for minutes you actually use.

Examples: VoIP.com, Lingo

Device-based VoIP services
This involves purchasing a VoIP device from a service provider and plugging it into your existing phone set so that you can make free calls within the US. This means not having to pay a monthly bill, and you need no other devices besides your old landline telephone.

Examples: MagicJack, Ooma

Software-based VoIP services
This is the most common type of VoIP, and many of us use it on a daily basis. You either access a web-based application online, or install it as software on your computer. Then you use your computer’s audio input and output device to talk and listen.

Examples: Skype

Mobile VoIP services
Like software-based VoIP services, mobile VoIP is also an application. However, it is installed on mobile phones instead of computers, thus enabling you to make and receive calls no matter where you are as long as you have a good internet connection.

Examples: Skype, WhatsApp, Google Hangouts

Business VoIP services
VoIP for business comes in two options: on-premises and cloud-based. Both provide much more cost-effective communication solutions than traditional landlines and have a variety of useful features for businesses. These include video and audio conferencing, screen-sharing, interactive voice response, automated attendants, call queues, and call reports, just to name a few. These features are scalable, and you’ll also get complete technical support.

For on-premise VoIP systems, businesses need to purchase all the equipment and house it in their office. This requires huge capital expenses. Businesses also have to pay a monthly fee for SIP trunking or PRI circuit, as well as dedicate IT staff to maintain, repair, and upgrade the systems on a regular basis. The upside is you’ll have total control over your hardware.

With cloud-based VoIP systems, you outsource the phone system to your VoIP provider. This means there’s no need to purchase hardware or invest in maintaining the systems since your provider will take care of everything for a fixed monthly fee. You can also add or remove users easily. The downside is that you’re not in total control of the hardware and need to rely on your provider’s expertise to ensure system reliability and security.

Want more detailed information about VoIP to help you choose the most suitable VoIP provider? Talk to our professionals today. They have extensive knowledge about this efficient, low-cost communication technology and can explain everything to you in plain English!

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While most Office 365 apps serve a unique purpose, tools like Outlook Groups, Yammer, and Microsoft Teams can all be used for office communication and collaboration. However, there are small differences in the way they can be used. Let us break it down for you.

Outlook Groups

With Outlook Groups, every member gets a shared inbox, calendar, project planner, notebook, and document library. You also get the ability to connect to third-party apps such as Twitter, Trello, and Mailchimp, so notifications are sent directly to your shared inbox.

This means all relevant messages and information are contained in one place, so if a majority of your conversations occur via email, Outlook 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 drawback with Outlook Groups, however, is email overload. Because 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 similar to Slack, works with Skype for Business so you can text, call, video chat, and share files with colleagues. Thanks to its seamless integrations with other Office 365 programs, you can even work on shared files without having to leave the app.

Unlike Groups, Microsoft Teams is designed for high-velocity collaboration, making it the best of the three for completing projects with tight deadlines or other tasks where employees need immediate feedback.

Yammer

Much like Groups and Teams, Yammer works well with other Office 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.

With Yammer, important files and announcements can be shared with the entire company like an office bulletin board. Users can see the most popular post on their feeds, follow it, and even provide their input by leaving a comment.

Yammer also takes design elements and features from popular 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 prefer to collaborate, and what you want to achieve.

But there’s another way to find the right app for your business. Contact us today for an IT assessment!

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