7 Benefits of Office 365

Office 365You have probably seen all the advertising for Office 365. They are popping up on your everywhere and your employees are bugging you to upgrade and improve their productivity. You may have even done some research and checked out what all the fuss is about but is Office 365 a necessary upgrade for your small business? The answer is yes. It is much more than just hosted email and includes many more tools to improve your productivity. Here are 7 reasons you may not of thought of why small business owners should upgrade now.

1. Data security is built in
Office 365 is designed with data security at its core. The built-in compliance and security protocols mean your storage is safe in the cloud and you can control access.

2. Ditch the licensing drama
Software version differences are a real nightmare in small offices. Not every system can do the same things or even open the same files. It quickly becomes a hodge-podge of workarounds and time is lost trying to find keys that came when you bought your computer years ago. Office 365 includes site-wide licenses with upgrades at the same time. All your licenses are in the same place and you can easily upgrade and also downgrade the number of licenses when required.

3. Mail storage for real people
Most people leave messages in their inbox forever. Occasionally they may do a quick clean up but that doesn’t happen often. With Office 365, your employees can communicate without worrying about storage space.

4. Better time management
Every person in your business is busy – they are juggling meetings, emails and contacts – usually across multiple platforms (computers in the office and at home, tablets and smart phones). Office 365 combines all those elements and integrates them seamlessly for more efficient time management. Contacts that are updated via users mobile phones are automatically updated across all connected devices. Meetings scheduled in an email are added instantly to the calendar. You can even access files from any device, edit them on the run and then back in the office, simply pick up where you left off.

5. Predictable costs
Forget about planning for costly software upgrades as the monthly subscription model of Office 365 has you covered. You can choose a plan based on your unique needs and change it at any time. You can even add or decrease the number of users as you scale and streamline. For a low monthly cost it is now so easy to fit Office 365 into your budget while knowing you now have the same functionality that previously only the big corporates could afford.

6. Work on the go
The days of fiddling with settings are over. Thanks to Office 365 you don’t even need any special IT skills or extra software. Users can now securely access their files from home, during their commute, or in meetings. An internet connection is all your staff will need to squeeze extra productivity out of every day.

7. Stay up and running with little downtime
A whopping 25% of small businesses shut down permanently after flood, fire, crash or cyber-attack. With Office 365, all your data is stored in the cloud. No matter what happens, your data will be there and as long as you have an internet connection your data is always available.

If you are ready to take your productivity to the next level contact us on support@dpcomputing.com.au or on 08 8326 4364.

When is Your Business Ready to Move to the Cloud?

When to move my business to the cloud?By now you would have heard of the cloud and know that the cloud is not going away any time soon (click here to learn more about cloud computing). In fact, thanks to its many benefits, cloud computing has become a natural step in business growth. More and more business applications are being released in an online format and staff are becoming more familiar with this type of interface. So when is the right time to move your business computing to the cloud?

As the cloud has become mainstream many businesses are facing this question. Like any strategic business decision though, timing is everything. Here are a few factors to consider before making the switch.

Age of your current servers

If your current servers are reaching their end of life and a large capital investment is needed you may be able to minimize the expense by moving to the cloud. This can be a huge cost saving made in just moments.

Need for remote and mobile access

Many businesses now have a mobile workforce that needs access to files from anywhere and at any time. Cloud computing allows your staff to work safely, securely and efficiently from any location with internet access.

Current support setup

If your business currently outsources your IT management and support you are perfectly suited for the move to the cloud. Network maintenance and monitoring becomes a non-issue as it is handled automatically as part of the cloud service. You will find problems are fixed before you knew they existed and server downtime becomes a thing of the past.

Internet Speeds

If you move to the cloud your internet speed becomes a important factor to consider. If you currently have a slow and unstable connection you may need to examine other Internet options (ie NBN, fibre, MBE, EFM and 4G) for faster speed or maybe even look at delaying your move until a faster service is available. Having a failover Internet connection is also preferable in case anything happens to your main link.

Need for predictable IT costs

If your IT costs sometimes spiral out of control, challenging your patience and budget, cloud computing will seem like a dream come true. With the cloud you are moving from a capital expense to an operational one – server replacements are no longer your concern. You can budget for IT costs in advance with the majority of your IT expenditure already known leaving your cash flow free for other expenses.

Now that cloud computing is more advanced, secure and priced competitively it is a good time to examine your options. At its core, cloud computing is purely about doing things better and can have a massive impact on your profits, productivity and even staff satisfaction rates.

We offer a variety of cloud services to help your business. Give us a phone call at 08 8326 4364 or via email on mailto:support@dpcomputing.com.au to discuss how we can improve your business IT.

What is the Cloud and Where is it?

What is Cloud Computing?All you here about now a days is cloud this, cloud that. But what actually IS the cloud? Most people don’t understand it so don’t worry as you are not alone.

The cloud or cloud computing is about storing your data (personal or business) on the internet. This allows you to access the data from anywhere, just like you do a web page. It doesn’t matter if you are working from home or at the beach on holidays you can access the data and even collaborate with colleagues just as if you were sitting in the office.

If may sound futuristic but email services such as Gmail and Hotmail (now Outlook.com) have been providing this service for quite a while now. With Gmail and Hotmail none of your emails are actually stored on your local device as they are stored in the cloud on Google’s or Microsoft’s servers allowing you to access them anytime you like.

Netflix is another cloud provider. Netflix allows you to access movies and television shows stored remotely on Netflix’s cloud server any time you want. Netflix even remembers what you watched and where you were up to every time you login (even if you are on a different device).

Where is all this data stored in the “cloud”?

They are stored on another computer in a large data center that is connected to the internet. These data centers are huge and contain rows and rows of servers and data storage.

In terms of location, the US is a popular site, but the machines can be located in any location in the world and may even be in multiple locations to provide redundancy – if problems occur at one location, the other location still has a copy.

With some cloud providers you can choose your preferred location. This helps with local privacy laws and can increase speed of access (as the data doesn’t have to travel as far across the world).

So cloud computing can provide better collaboration, security and redundancy.

Ready to take advantage of cloud computing? Give us a call on 08 8326 4364 or at support@dpcomputing.com.au. Or check out our other article on “When Is You Business Ready To Move To The Cloud“.

Four Reasons To Use Anti-Spam Filtering In Your Business

Monitor screen showing spam in the mailbox

Remember the times when spam was obvious and unless you desperately needed a special blue pill they were easy to ignore and delete? The impact on your business was minimal as spam was just an annoyance rather than anything else. Unfortunately spam has now matured into an aggressive threat, marked by sophisticated attacks and rapidly evolving techniques. It is not just random electronic junk mail anymore and is putting a costly strain on your business resources.

How Spam Impacts Your Business

Hackers are now sending cleverly disguised emails to your business containing malware. Once clicked by an employee the malware can infect your computer system or steal your private data. The malware can spread across the entire computer network and beyond – including your clients and vendors. The fact that your employees must pause and examine every email adds hours of lost productivity. Some spam is so convincing that only an expert would be able to visually identify it. Employees are also more likely to miss an important email, either not seeing it arrive at the same time as a spam attack or becoming overwhelmed with the sheer number of emails.

How an Anti-Spam Filter Can Save Your Business

Spam emailEmail clients such as Outlook can perform basic filtering but to rely just on Outlook is not recommended. The best method is to implement a corporate grade filtering solution. Depending on whether you have an on premise or cloud based server an on premise or external filtering options are available. Even if you have an on premise mail server we recommend an external filtering option. An external option stops spam ever reaching your office saving precious bandwidth and server processing time.

Ways in which a spam filter will benefit your business includes:

  1. Block threats before they reach your inbox: The spam filter’s purpose is to block the spam from ever reaching your employees mailboxes. The threat is automatically identified and either held securely or immediately deleted. This is the best way to avoid activating any malware present in spam – as it’s so easy for you or an employee to click on a link in an email that seems authentic and / or important. The effects of that one click may be instantaneous or may lie hidden for months. Removing the email before it is in a users mailbox is a much safer option.
  2. Filter legitimate emails: Real mail needs to be able to stand out and avoid the trash. Anti-spam filtering has sophisticated recognition abilities which block spam only and allow real mail to land safely in mailboxes.
  3. Meet data regulations: Many businesses are subject to strict privacy and data storage regulations, some more so than others. To continue operation, they need to meet conditions including the use of spam filtering to reduce the risk of data breach.
  4. Protect your reputation: You can see how uncomfortable CEOs are when they go public to admit a breach. They must acknowledge that they failed to protect client data or that users may be infected with a virus. Not only do they then face financial loss but their business reputation takes a nosedive. Anti-spam filtering is a simple way to help reduce these types of scenarios.

Filtering has come a long way in recent years, with complex algorithms identifying and catching spam before it becomes a risk to your business. Real emails can now pass safely through without the classic catchcry of ‘check the spam folder’, and businesses can work with greater productivity and more safely than ever before. You need email, but you definitely don’t need spam or the chaos it can bring to your business.

We can block spam and keep your legitimate emails flowing. Call us at 08 8326 4364 or email support@dpcomputing.com.au today!

Is Dropbox Suitable For Your Business?

Dropbox - is it suitable for me?

It seems easy! Install Dropbox and then drag your files into a Dropbox folder and you’ve got yourself a cloud based file storage system that brings your business in line with modern expectations. But then again, maybe not!

Due to its simplicity Dropbox has grown to become one of the main file sharing and cloud storage solutions around. For some businesses using Dropbox can provide good value, and it never hurts when your staff already know how to use the software. In other cases another alternative designed to meet business needs may be more suitable.

When Dropbox is a Good Choice

Micro-sized business: If your business is small with only yourself or a couple of employees.

No sensitive information: This includes personal details of customers, vendors and staff or other proprietary data such as accounting information.

Nobody ever accidentally deletes anything: Dropbox is a syncing service, which means when a file is deleted, it is deleted from all machines. While you can recover the file from the Dropbox website you need to do this within 30 days – which by the time you notice it’s missing may be too late.

If you’re thinking those attributes sound more like a fictional business, you’re not far off.

Dropbox’s popularity in the consumer space has caused businesses to use Dropbox despite the risks. Dropbox is designed for syncing and NOT backup. This means while your data is copied across all connected devices, it is a mirror of the data only – when you delete or change the original file it is immediately synced across devices. If malware infects one machine this can spread between all your connected devices and put all of them at risk.

You may require access control on certain files or folders. Dropbox acts like a free-for-all, the shared files are sitting there available to anyone with access to read, change and copy. You will also miss collaborative editing, losing out in productivity and data resilience as multiple employees overwrite each other simultaneously.

Another issue is – where are your files that are located in Dropbox actually stored? What country, what type of data centre, what countries laws apply, for privacy reasons do you require all data to be stored within Australia or another country? These are all legitimate questions which Dropbox doesn’t have an easy answer for.

If Dropbox makes sense for your business, there’s no reason to change. But if it is clearly not a good choice for you there are multiple corporate grade solutions available. These are designed for specifically for businesses with security, encryption and collaboration controls built in. Rather than the easiest solution which may pose a risk to your business consider implementing a business class scalable solution that meets all your needs.

Call us at 08 8326 4364 or support@dpcomputing.com.au to discuss online cloud storage solutions for your business

Four Steps To A Modern Paperless Office

Paperless OfficeEver since computers were invented people have been talking about a paperless office. But if you are like me your desk is buried in paper, shelves are overcrowded with stacks of documents and there is just enough space for your keyboard, mouse and coffee? Well it is now time to go paperless, not just for your own sanity, but to streamline your entire business. It’s the one move that will save time and space while gaining flexibility for your mobile workforce.

When you’re ready to move to a paperless office, consider these 4 steps:

  1. Leverage the cloud for storage and search: Research the cloud and see how you can implement in your business. Documents can be uploaded, viewed and edited only by those with permission. There are free options like Google Drive and Dropbox right up to corporate grade solutions like Soonr (which is what we use). Some solutions provide functionality that easily enables you to find files using search functions, and no longer need to remember whether it was filed by name, subject or category – just enter what you need and let the system locate it for you. Then simply edit, share or email the file as required. No more filing cabinets or archive rooms, just clutter-free workspaces, room to breathe, and possibly even lower overheads now that you could fit into a smaller office space. Cloud based file storage also allow remote access, perfect for working on the go or telecommuting staff. Access files at any time using your secure login, on any device, from any location.
  2. Provide training across the board: Ongoing training is needed to ensure all workers are up to speed with the new system and the way you’d like things done. This is also the best time to set standards for file and folder names, new collaboration norms and security protocols. Long-term adoption requires cooperation from workers at all levels of your business and training for everyone will go a long way towards its success.
  3. Scan necessary papers: Unless you are a new business you will probably need to scan a lot of your old paperwork. Most office grade multifunction printers offer double-sided feed scanning, thus you can quickly scan papers into the system and then dispose of the paper. Alternatively, you can obtain special scanning hardware like the Fujitsu Scansnaps. If you still need a fax machine consider a fax to email service or see if your fax machine can be set to accept digital files only. File will scan to quite a small size, so running out of hard drive space shouldn’t be a concern.
  4. Prioritize backups: Once you have digitized your files you don’t want to lose them so you best have a robust backup system – including a regular off-site backup. Treat your backups as a vital insurance policy, so that your files are readily available and intact if required. Use your backups to address any issues as soon as they arise and keep your new paperless files well-managed and secure.

Ready to go paperless? We can help. Call us today at 08 83263 4364 or at support@dpcomputing.com.au.