Locking Up Cybersecurity with a Managed Services Provider

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Cybercrime is not the most costly of illegal activities. That dubious distinction goes to government corruption, followed by drug trafficking. Cybercrime comes in third. Yet cybercrime does take the top spot when it comes to numbers of victims. A managed services provider can help.

Cybercrime has hundreds of millions of victims. Two-thirds of people online have experienced personal information theft or compromise. A 2018 McAfee Security study suggested that represents more than 2 billion individuals!

If any of those people works at your business, it could mean trouble for your security, too. Why? People tend to think they have too many passwords to remember. So, they use the same login information again and again. That means a criminal could leverage employee data to access business systems, too.

Cybercrime is a global problem for both individuals and businesses. The bad actors, after all, can make big bucks from their crime with low risk of discovery. The global cost of cybercrime is an estimated $600 billion a year. And no one and no business is immune.

More people are going online. Businesses are becoming more reliant on digital transactions. Cybercriminals are quickly adapting. They’re motivated, but are you?

Securing Your Business with an MSP

It’s safe to say your Information Technology team has a lot to do. Everyone at your office is working hard, but is cybersecurity getting the attention it deserves? Ultimately, there is no better way to keep your systems secure than with managed services.

A managed services provider (MSP) helps your business stay ahead of security threats. Finding out about risks or vulnerabilities after the fact is no good. That’s like closing the barn door after the prize stallion has already bolted.

An in-house cybersecurity team providing 24/7 protection isn’t workable for most businesses. It’s cost prohibitive for most small and mid-sized businesses.

Working with an MSP is a more affordable alternative. You avoid investing in the latest technology and building up an on-premises infrastructure. Instead, you pay a consistent fee for the MSP to handle technology patching, monitoring, and assessments.

The MSP uses well-tested, leading-edge tech to stay on top of cybersecurity threats. This strategic partner can:

  • set up security on your infrastructure;
  • oversee your company’s security systems;
  • ensure regulatory compliance;
  • track threats 24/7;
  • maintain strong data protection.

An internal IT team oversees many areas, but the MSP focuses on continuous monitoring. It keeps up to date on the global threat landscape and any industry vulnerabilities.

Still not convinced that paying an MSP is worth it? The average cost of a lost or stolen record was $148 per record in 2018. You might view working with an MSP as paying for insurance. With ongoing monitoring an MSP helps your business avoid security breaches. And their devastating costs (including to productivity, compliance, revenues, and brand reputation).

This extension of your security staff helps maximize resource efficiency. And their day-to-day focus is on reducing risk and minimizing damage from cyberthreats. With an MSP you add dedicated security experts to your team. Secure your technology while gaining advanced threat intelligence and customized security strategies.

A managed services provider identifies vulnerabilities and secures your business environment. Stay ahead of cybersecurity threats with an MSP. Find out more today!

Call us at 478-474-0861

Handle with Care: Sending Data Securely

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In our digital economy, we send and receive information quickly online. The Internet offers immediate communication with colleagues, clients, vendors, and other strategic partners. Yet we shouldn’t prioritize convenience over data security.

What data do you send in a day’s worth of emails? Sensitive data you send might include:

  • personally identifiable information (PII);
  • credit card or payment card information;
  • attorney’s client privileged information;
  • IT security information;
  • protected health information;
  • human subject research;
  • loan or job application data;
  • proprietary business knowledge.

The problem is people sending without thinking about the security of the transmission. One way to gauge the need for security is to consider how you might send that same information via the postal service. Would you put that data on a postcard that anyone could read? Or would you send a sealed, certified mailing and require the recipient’s signature?

Transmitting data on the Internet in plain text is like the postcard – anyone can read the information. And before you think that no one can actually see your data in transit, think about where you are sending from. Your office network may be password protected and secure, but what if someone waiting for their coffee at Starbucks opens the message using the free Wi-Fi network?

Anyone can intercept communications on open networks with the right tools. This type of cyberattack is common enough to merit its own name: a “man-in-the-middle” attack.

So, how can you stay safe when sending sensitive data?

Embrace encryption. Encrypting the data is like sending that sensitive information in a locked box. Encryption encodes the information to add a level of security. If encrypted data is intercepted, the scrambled data is unreadable by unauthorized users. Only a user with the correct decryption key can access the text.

Encryption also provides additional confirmation that the information is coming from a reliable source.

Your business should also require Secure File Transfer Protocol (SFTP) for sending and receiving large or numerous digital files. You may have heard of FTP, but this file transfer protocol is not encrypted. SFTP is the secure version of FTP, as it encrypts the files in transit. If a nefarious entity does intercept the files, it won’t be able to read them without the decryption key.

Specifically, encourage your employees to:

  • use encrypted email only (common providers such as Gmail and Outlook support it; others require third-party apps or services);
  • encrypt files before sending to the cloud (in case accounts are breached or services hacked);
  • never open business communications on unsecured Wi-Fi networks;
  • keep good track of laptops and other portable devices and use drive encryption in case – with encryption, a lost laptop or stolen thumb drive is more secure, and criminals will have a difficult time stealing sensitive information, too;
  • control data access – grant permission to view, edit, or send files with sensitive information only to users who need that data for their jobs.

Managed service providers help your business decrypt how to send its sensitive information. Turn to experts in cloud services and IT security to learn how to securely send and receive data.

Contact us today at 478-474-0861!

Why Computer Repair Is Best Left to Experts

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Many of us have one solution to try when something goes wrong with our computers: turn it off and back on again. When that doesn’t work, we panic: “How am I supposed to do anything?” People often turn to a friend or family member for help in the moment. But computer repair is better left to experts.

Calling tech support (if that’s an option) can be time-consuming and frustrating. So, people turn to the nearest teenager or that cousin with all the latest technological gadgets. Think of it this way, though: Driving a car doesn’t mean you can fix one. Having a lot of cars doesn’t show the owner knows what to do when one of those vehicles breaks down.

Consider the investment you’ve made in your computer. Now, ask yourself: when was the last time I backed up? Please, say recently! If not, think about the value of the content you might lose if the computer is not handled with care.

When a computer expert sets out to investigate the problem, they do so with utmost caution. Before doing anything, they’ll know to make a clone of your hard drive. Then, in identifying and solving the problem, they know what is safe to try. They also know what actions to avoid.

The Price of Amateur Fixes

Your family/friend tech support might turn to the internet for help. Sure, Google and YouTube will provide some answers, but context matters. Will your oh-so-helpful friend know which answers are relevant to your situation? Trying different things can be dangerous if the approach isn’t suited to the problem.

Ask any computer repair expert. They’ll have stories to tell about computers “fixed” by amateurs who made the problem worse. They may even have lost data along the way.

Just as you wouldn’t turn to the Web to diagnose cancer, don’t trust just anyone with the health of your computer. Computer repair may look simple, but expert decision-making determines the best solution.

As with most jobs, computer experts draw upon specialized training and hands-on experience. They’re also up on the latest threats, technologies, and solutions. This helps them to diagnose the problem more quickly. They can go in and fix the problem right away, because they’ve seen it before read about the problem. Or perhaps they have colleagues who have done something like this before, or they’ve researched the technology to identify different options. Can your Aunt Sue or friend Frank say the same thing?

Think also of your typical answer when someone asks you for help. You’re human. You want to help, even if you don’t actually know that much about the problem. So, when you ask a family member, they’re likely to say, “sure.” Even when they should be saying, “I don’t know how to fix that.”

When friends admit the repair is beyond them, you’ve already wasted time letting them take a crack at it. Worse, they may actually break your computer or lose important files. You have to go to the experts now for that new part or in the hope of retrieving the data. Meanwhile, you’re not feeling so friendly towards the person who created the new problem, are you? They may also feel annoyed that you didn’t pay them for their services.

Don’t jeopardize your relationships, and avoid doing more damage to your computer. Bypass the friend/family tech support solution and turn to the professionals first.

Fixing a computer isn’t always simple. Get expert help to preserve as much data as you can, and avoid expensive replacements as long as possible.

Have computer problems? We can help. We do computer repairs for a living! And our experts are friendly, too.

Call us at 478-474-0861.

LetMeIn101: How the Bad Guys Get Your Password

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Passwords are essential to your cybersafety. You know it, but if you’re like the rest of the digital society, you probably have dozens of passwords to remember. It’s a lot. So, you might take shortcuts. Taking advantage of your laissez-faire attitude is one way bad guys access your passwords.

Incredibly, there are still people out there using “password” or “123456” in their access credentials. Some people don’t change the default passwords on their devices. So, anyone can pick up a router, look at the sticker identifying the password, and access that network.

Tip: Avoid the obvious passwords! When you have to create a password, make an effort. When it’s time to update a password, do so. Steer clear of simple, easily guessed patterns.

Cybercriminals can also guess your password. With a little bit of research about you online, they can make some informed guesses. Common passwords include pet names, birthdays, and anniversaries. These are all easy to find via your social media accounts.

Tip: Be careful what you share on social media! Don’t befriend strangers, as you are giving them access to a goldmine of info for personalizing an attack on you.

If that doesn’t work, criminals may try brute force. They might script an automation bot to run thousands of password permutations until they get a hit. The software will try a long list of common passwords and run through dictionary words to gain access.

Tip: Use a complex password with numbers, letters, and symbols or a passphrase. A passphrase is typically at least 19 characters long but is more memorable, as it unique to you.

The criminal may also be working with info from a data breach. In early 2019, a security researcher found more than 2.7 billion email/password pairs available on the Dark Web. Criminals accessing that database could use the data as a starting point, as many people duplicate their passwords across accounts.

Tip: Use a unique password for each site. Yes, that’s overwhelming to remember, and that’s also why you should use a password manager to keep track of it all for you.

Criminals can also access your account if you’ve used a hacked public computer. The bad guys may have installed a key logger on the computer. The logger records every key you press on the keyboard. Or they might have compromised a router or server to be able to see your information.

Tip: Be cautious about your online activity on computers or networks you don’t trust.

Of course, there’s one more method of getting your password that we haven’t addressed yet. It’s the familiar phishing attack. For instance, you get an email that looks like it was sent by your bank. Phishing typically has an urgent message and a link that directs you to what looks like a credible page.

Tip: Pay attention to who is sending the email and hover the mouse over the link to see where it goes. If you are concerned about your bank account, for example, open up a browser and type the URL manually rather than clicking the link.

These tips can help you to protect your valuable passwords. Still, setting up a password manager and amping up your internet security can help too. Need support getting ahead of the cybercriminals?

Contact our experts today! Call us at 478-474-0861.

Island Hopping: Not Always a Good Thing

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The phrase “island hopping” conjures up positive images. You might think of cruising beautiful sandy beaches on a tour of tropical islands. Too bad cybercriminals have given the term a new, less pleasant spin.

Island hopping is an increasingly popular method of attacking businesses. In this approach, the cybercriminal targets a business indirectly. The bad actors first go after the target’s smaller strategic partners. So, vendors or affiliates, who might not have the same level of cybersecurity, become stepping stones to hop.

Attackers might hack into smaller businesses handling the target’s HR, payroll, accounting, healthcare, or marketing. Then, they take advantage of the pre-existing relationship to access the final destination.

Humans are trusting. Cybercriminals exploit that. With island hopping, attackers leverage the trust established between strategic partners.

It’s quite simple: attackers gain access to Company A and send a counterfeit business communication to Company B. Company B, knowing the sender, is less likely to question a download link or opening an attachment.

After all, it’s not coming from a stranger; it’s a message from perfectly pleasant Jenny at Company A. You may have in the past already shared logins to various sites/portals, or passwords to unlock zip files.

The Rise of Island Hopping

This is not a brand-new form of attack. In fact, it’s named after a military strategy which the United States used in World War II to establish a stronghold in the Pacific Islands.

Perhaps the best-known island-hopping cyberattack was seen in the United States in 2013. Retail giant Target was the aptly named target of a point-of-sale system breach. Hackers stole payment information from 40 million customers. The first “island” in the planned attack was Fazio Mechanical Services. The heating and refrigeration firm suffered a malware attack shortly before Target’s breach. Fazio’s hackers stole email credentials needed to access the retailer’s networks.

As enterprises continue to strengthen their cybersecurity, it’s predicted that island hopping will gain momentum. According to Accenture’s Technology Vision 2019 report, less than a third of businesses globally know how strategic partners secure their networks. A majority (56%) rely on trust that business partners would uphold security standards.

Preventing Island Hopping

You may be one of the islands to hop or the attackers’ final destination. It depends on your business size and industry. Either way, your business is vulnerable to malware attack, infected systems, or a data breach. Plus, if you’re the stepping stone, you’re likely to lose the target company’s business, too.

How do you prevent island hopping? First, secure your own networks and systems:

  • Follow best practices to detect and identify vulnerabilities and reduce risk.
  • Educate your employees about the dangers of business communication scams.
  • Raise awareness of phishing schemes and social engineering.
  • Require two-factor user authentication.
  • Change all default, generic, or predictable passwords.
  • Keep security up to date (patching and system upgrades are mandatory).
  • Control who can access your networks and servers.
  • Protect all endpoints (including employee devices in a Bring Your Own Device workplace).

When it comes to cyber island hopping, your business doesn’t want to be a layover or the final destination. Keep your cybersecurity borders tight to avoid unwanted visitors.

Want to make your business inhospitable to island hoppers? Work with a managed service provider. They can help assess cybersecurity, provide a plan to reduce risk, and upgrade technology. Let us support your efforts to fend off unwanted tourists.

Give us a call on 478-474-0861.

Time for What Matters: Essential Windows Shortcuts

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The average person spends 90,000 hours at work. These hours can cost us sleep, affect our mood, and cause us to gain weight. Oh, and work can cause stress, too. We can’t give you a “get out of work free” card, but these essential Windows shortcuts will help you save time.

By gaining efficiency at your computer, you may find you have more time for what matters. At work, this may be devising new innovations or getting out in the field. At home, these shortcuts can free up time to play a board game with the kids or do some gardening with Grandma.

Ctrl + X to Cut

Think about X marking the spot in the text where you want to cut words, an image, or a URL. Drag your cursor over the selection to highlight the particular text/table/image/file (or a part of it). If you don’t want it at all, the cut function is another version of delete. If you want to move the selection, this is your first step.

Ctrl + V to Paste

With this simple shortcut you can place the information you just cut (or copied using Ctrl + C) anywhere you want. The important thing to remember is that the paste function only holds one selection in memory. So, if you cut a phrase from one place, don’t get distracted by an image you want to copy or other text to cut. You want to paste what you have first, then go back and copy or cut the next thing so as not to risk risking losing anything.

Ctrl + Z to Undo

If only this shortcut was available in real life. We could retract that thing we inadvertently said to Uncle Steve, or take out the salt we put in a recipe instead of sugar, or avoid leaving the house for the gym without our running shoes.

Still, Windows users are able to undo their most recent action with this key combination. Whichever Windows program you’re in, you can use Ctrl + Z to reverse your last action. To redo something, go with Ctrl + Y.

Alt then Tab to Switch Screens

There are many things you can do with Windows. Perhaps you’re multitasking: you have a PowerPoint open, as well as an Excel spreadsheet, and Internet Explorer, too. By pressing Alt and then the Tab key, you can switch between tabs or screens. If you hold down the Alt button while tapping Tab, you’ll scroll through all screens.

Ctrl + N to open a new window

Pressing Ctrl+N together opens up a new document file or browser window, depending on the program you’re in. It saves you a few drop-down menus and works in most Windows applications and Web browsers.

Ctrl + F to Find

This is another one we’d love to see in the real world. Using the find shortcut calls up a pop-up box where you can enter text or numbers. You can use this shortcut to find what you’re looking for on a Web page, in a PDF document, or in your rough draft of a speech. In fact, you’ll be able to see how many times your search text appears and toggle from one selection to the next.

Ctrl + Mouse to Zoom

Forget your reading glasses? Looking at a too-small infographic? Having a tough time locating the right tiny file on your desktop? You can zoom in with this shortcut. Using this shortcut on your desktop makes files and folders larger. In your browser, this function zooms in on the page.

Want to know more about Windows and technology to streamline processes? Our experts can help you find the right computer solutions for your home or office. Contact us at 478-474-0861 today!

Avoiding Growing Pains — Tech Tips for a Thriving Business

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Maybe you started your business in a basement or home office. It was just you at the beginning. Then, your service or product gained traction. The number of staff grew, and you moved into an office. It’s amazing how far you’ve come. Better still, your business continues to grow. It may be time to consider some of these tech tips to help your thriving business.

#1 Upgrade to Business-Grade Cloud Services

Perhaps you’ve been relying on free software from Gmail, Outlook, or Dropbox. Who can argue with free email, calendars, collaboration and file storage right? Well, it may be time to upgrade to the business versions of the software your team relies upon.

Move from Gmail to Google Apps, or Outlook to Office 365, or Dropbox to Dropbox Business. For a small monthly fee, you gain business-grade features.

The basic Google Apps offers business email, video and voice conferencing, secure team messaging, shared calendars, 30GB cloud storage and document, spreadsheet and presentation creation. Plus, you gain greater security and administration controls. Right now, a disgruntled employee could refuse to give up control of a business account.

You’d be out of luck. With Google Apps, your business would control all accounts and could simply reset the password.

Or Dropbox Business provides added storage space and user activity and sharing auditing. Unlimited file recovery and version history make recovery easier. A remote wipe feature protects files on a stolen device).

#2 Revise your backup strategy

A consumer grade backup setup was enough when you were only dealing with one computer. Now that you have many computers, it’s worth enhancing your backup strategy.

With 3-2-1 backup, your business has a minimum of three backups. Two would be onsite (but separate from one another) and the other offsite. We recommend the cloud. Having your backups in a unified location helps efficient recovery if disaster strikes. With cloud backup, your data is encrypted for storage in the cloud. You can set parameters for how often data is backed up and confirm that it is backing up correctly. Then, if something does go wrong, you can access essential data from anywhere, anytime via the cloud.

#3 Consider Cloud-based Accounting Services

Traditional small business accounting software requires a large database on the desktop computer. As more people need access to the database, the problems start. With multiple people accessing the accounting software:

  • The network can slow when people try to access it remotely
  • Changes can’t be made while someone else is in database
  • Data can get mismatched depending on who has the “newest” version

Cloud-based accounting packages address these challenges. With online accounting software, it’s easy for your business to scale. Business owners can connect to the data from any device with an Internet connection. Plus, in the event of a disaster, productivity won’t suffer as the information is safe and secure on the cloud.

#4 Outsource your IT

Your expanding technology allows you and your staff to do more than ever before. Great. But it also takes extra resources to monitor, manage, and secure it all. By outsourcing IT, your business gains IT expertise. Meanwhile, your in-house IT team can focus its efforts on driving growth.

Outsourcing IT also provides long-term cost savings by reducing downtime, cutting infrastructure costs, and improving security to avoid costly cyber-attacks.

Keep your business growth in check with an eye out for value-adding initiatives.

Want to know more about the benefits of any of these tech tips? Give us a call at 478-474-0861.

Are You Sick of Ongoing IT Issues?

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Like a persistent cough or muscle strain that won’t go away, many IT issues prove ongoing. Every time they come back you think about getting an expert’s opinion. Then, the cough fades, you can walk freely again, or your computers are back up and running. You keep on going. Until the next time. If you’re sick of ongoing issues with your IT, look to a Managed Service Provider (MSP) for help.

There are many IT ailments that can negatively impact your ability to do work. Let’s consider some of the particularly common ones, and why an MSP is the right prescription.

#1 Network and Internet issues.

Business is done online these days. Not being able to connect to the network and slow connections are frustrating. Without the Internet, how can you do your job? You can’t even check and send emails! Let alone access team documents or enter data into cloud-based accounting software. A lagging network also slows down application and data loading time. It may only be a few moments of thumb twiddling. But add that up over several times a day and multiple by employees. You’re looking at a decrease in productivity that adds up.

An MSP has the know-how to survey the IT environment for what’s causing these frustrations. When there’s a problem, they’re at the ready to resolve it and help improve reliability.

#2 Repeated malware infections.

This can mean a couple of things. First, you don’t have effective system and application protections in place. These attacks shouldn’t be able to make it through the door in the first place. With the right firewalls, anti-spam, and protections, you should be able to keep your system on lock down. You don’t have to do this yourself. Your internal IT team has a lot to manage and monitor. Gain expert backup with an MSP reviewing your security protocols to keep the bad guys at bay.

Secondly, educate employees about the dangers of social engineering. Don’t let them keep falling for the pretexts and downloading malicious files. Also, ensure passwords are strong enough to avoid adding another point of entry.

#3 Printing problems.

Many businesses are printing less today, but we’re not done with hard copies entirely. So, when a printer starts whirring, spinning endlessly, or can’t connect, efficiency halts. Know that printers sold at big box stores are consumer grade quality. Avoid printer frustrations with solid business-class printers (which your MSP can identify).

#4 Application overload.

Maybe some of your employees prefer Dropbox. Others rely on their free Gmail accounts. This hodgepodge of options can cause chaos. Staff have difficulty remembering the passwords to all of the accounts they need. So, they simplify, and that makes their accounts more hackable.

Upgrading to business-grade versions of important applications is easier with an MSP. They’ll help identify the software that best addresses your business needs.

#5 Aging technology.

You’ve had your current computers for ages. They are slower than you’d like, but you don’t have the time to look for something else. Plus, you can’t imagine having to learn something new. You’re too busy. But aging tech is more likely to fail, which could prove catastrophic if you don’t have the right systems backup.

MSPs know IT. Based on your individual business needs, they can suggest a plan of attack to update the IT and keep it secure. They can also provide backup strategies to prepare for the worst and recover quickly.

Basically, a managed service provider has your back when it comes to IT. Work with experts who focus on technology day in and day out. You’ll typically save money and gain time to spend innovating in your field.

Gain a competitive advantage with the support of an MSP. Give us a call at 478-474-0861 today!

3 Top Reasons for Onsite Computer Repair

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No one wants to experience computer problems. Whether it’s used for personal or business use, your computer is likely indispensable. Essential customer files are on there! All your downloaded music! The family photos! Vendor contracts and employee payroll information! Compounding the crisis is the hassle of going to get the computer fixed. That’s why we offer onsite repair services.

When You Need Computer Repair

Regrettably, there are common computer problems you might encounter at home or work:

A blue computer screen with some white text, aka the “Blue Screen of Death,” or a STOP error. This one’s scary. It could indicate failing hardware, damaged software, driver problems and more. Don’t know what any of that sentence meant? That’s OK. We do!

  • Having trouble installing new applications.
  • The computer is running so slow a turtle would beat it in a foot race.
  • Your applications are acting possessed and are unpredictable.
  • The keyboard, mouse, or printer are not working properly.
  • Your computer keeps restarting on you.
  • Downloads are taking forever.
  • You can’t open that attachment from your boss.
  • The computer freezes or shuts off suddenly.
  • The graphics on the computer screen look wonky.
  • Your computer is making noises mimicking an old clunker car.

Troubleshooting these problems to diagnose what is really going on can be challenging. It depends on how much you know about computers to begin with. Since you rely on your computer for so much, it’s a good idea to consult with computer repair experts.

Why Onsite Computer Repair

#1 Convenience.

You don’t need to worry about doing more damage when you unplug everything and drive the computer to a repair shop. You also avoid the commute across town, headache of finding parking, and annoyance of waiting in line. Whether a business office or home, our computer repair experts can come to you.

This is more convenient for you. You don’t have to lug the computer to a store and back only to have to set it up all over again. Your computer stays right where you typically use it. When we’re done, you can just push the power button and get going as if nothing happened.

#2 Context.

Seeing your computer in its natural habitat helps our experts too. Sometimes the issue isn’t internal to the computer. So, we wouldn’t be able to properly diagnose the problem if you brought the computer in to us.

For example, the hiccup could be caused by a faulty power board or misbehaving printer. Unless you thought to bring those into the computer store too, the problem wouldn’t be replicable. And nothing’s worse than going to the trouble of getting help only to say “well, it doesn’t seem to be that annoying thing right now.” That’s when the expert looks at us like we’re crazy and says “next time, just try turning it on and off again.”

#3 Cut Downtime.

When the computer repair service comes to your door, you can also reduce downtime. Whether the computer is essential for homework at home or business services, you probably can’t imagine being without it for a few days. It’s like losing a limb! Onsite computer repair aims to fix the problem in just a few hours, without taking the computer away.

We can handle most repairs onsite. In some cases, it’s more cost-effective to bring the computer back to base. We still save you hassle by dropping the computer back off to you. We’ll also set everything back up again when we return your computer. That way you don’t have to worry about which cord goes where!

We hope you never need computer repairs. But, if you’re ever facing an error message you don’t understand or your computer has ground to a halt, give us a call at 478-474-0861. Our computer repair service experts will be happy to schedule a time to come to you!

Immediate Business Answers with Instant Messenger

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You may have hated group projects in school, but collaboration is a lifeblood of business. Yet members of a team may not work in the same workspace. Even those who do, don’t want to spend their day crisscrossing the office to get quick questions answered. While they could send an email or pick up the phone, instant messaging is an even more efficient solution.

Don’t confuse this solution with the old AOL or MSN Instant messenger. Instant messaging (IM) for business takes group communication and collaboration up a notch.

First, IM is truly instant communication, faster even than email. When you type in your comment and hit Enter, your message appears on the screen instantly. You can see it, and everyone else in the chat can see it. While email is fast, it’s not instant. You must wait for the email to arrive and hope the recipient has their inbox up and will answer right away.

Calling on the phone could be as instantaneous, but often you’re going to get voicemail. Don’t even try to get several people on the phone at the same time without prescheduling a time! With IM, employees can chat in real time as if they were on the phone with someone or on a conference call. An added bonus?

They can use IM while on the phone too. So, a sales team could have IM up to relay information, while on the call, to make the best impression with the client.

Users can click and drag files, images, spreadsheets, PDFs, and more into the chat. For some businesses, IM is a way to keep all team documentation accessible in a single place.

IM Improves Productivity

Common business IM applications, such as Slack or Microsoft Teams, allow users to coordinate chats for greater efficiency. In group channels everyone on the channel can see what is going on. So, a business might set up channels for different client projects or a certain team members. Even clients can be invited to participate on channels.

IM also allows for direct person-to-person messaging. So, someone in marketing might shoot over a screenshot for a quick vote on wording or font size.

Group channels (open or private) and direct messages in the IM app become a record of what’s been going on over time. They are searchable and have many integrations with other tools you may be using in your office. For example, someone could post a link to a Dropbox or Google Docs file and instant messenger will show a preview.

A possible drawback is that instant messaging can be distracting. Being “always available” makes it more difficult to focus on the task at hand. Fortunately, most instant messengers let users change their status to “Away.” They will still be in the chat, but not available to respond to messages. Otherwise, the user can simply close the app.

IM’s Other Benefits

Since many instant messengers for business are also phone applications, employees also gain mobility. After downloading the app, people can access the system from any Internet-connected device. Talk about real-time communication and collaboration.

Other business benefits of instant messaging? Our email inboxes get cluttered with messages that steal attention and waste time. The same thing doesn’t happen in business IM as users are only in channels with other invited parties.

With an IM solution, employees won’t use personal texting, which could have compliance implications. Providing a continuous record of communications, IM channels can also help quality control.

Ready to make the move to instant messaging for your business? Let us help you find the best solution for your needs. Give us a call at 478-474-0861!

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