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November 12th, 2014

Productivity_Nov10_AAs a business owner or manager there is a good chance that a fair number of the emails you send out to your employees are with the purpose that they then send a message to a third party on your behalf. When drafting this message however, there may be some back and forth before it is actually sent out. This can drain productivity, but can easily be avoided by including a pre-draft in the original email.

What exactly is a pre-draft?

The idea behind pre-drafting an email message is that it helps to reduce the amount of back and forth between two parties when one of the parties is contacting a third party. If you have ever had an employee draft a message that came from you then you are likely well aware of the number of emails that can go back and forth before the email actually goes out.

Essentially a pre-draft is a message included in the original message that is to be sent along to a third party. When you include a draft message, the person who will be sending the message can then just cut and paste the content, personalize it, maybe tweak a sentence here or there, and then send it along.

How do I create one?

If you are currently working on an email message that will be sent by another employee on your behalf, try to come up with the outline and basic message yourself. It's best to clearly mark this message in the original email by using a flag like: "Message to send", and changing the actual message to another font or color.

Because most of these messages will be personalized, include placeholder text where your staff member can personalize the message. For example, To . This not only makes it easier to spot areas that need to be personalized, it also means messages can be sent out quickly and easily.

When is this useful?

To be honest, pre-drafting won't work for every type of email you send. But, there are some situations when this comes in handy, including:
  • When you are asked to provide a testimonial on a service. You can write a basic testimonial with areas for customization.
  • When you need to send follow up emails connected to a recently sent email campaign or message. You can draft a basic follow up message that can then be customized as your employees see fit.
  • When you want to post something on numerous social media sites. You can simply write the post once, then provide spots to customize based on the network.
  • Introductions and references. If you have been asked to provide a reference or an introduction, then draft a standard message which can then be changed as needed.
If you mark these emails as a pre-draft, or place them in a pre-draft folder, they can then be quickly found and modified in the future.

Looking to learn more about increasing productivity in your business? Contact us today to see how our systems can help.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
November 12th, 2014

BusinessValue_Nov10_ACommunication is a vital part of business. While customers certainly appreciate digital systems like email and chat, there are times when simply talking to someone is preferable. Because of this, and the fact that many businesses will always have customers who prefer to talk, most businesses do need a phone system. The question is: How do you find the right one for your business?

1. Know the types of systems out there

Phone systems, as with many other types of technology, have evolved and changed drastically from the traditional phones that we are all familiar with. As a result, it pays to be aware of the four main types of phone systems available for small to medium businesses:
  • Key systems - These systems are commonly found in many older small businesses as they were designed for up to 40 users. Typically, a Key system offers businesses basic features like hold, line switching, line management, etc.
  • PBX - Private Branch Exchange, is private phone networking technology that enables businesses to manage up to hundreds of phone lines and numbers. PBX is usually employed by larger businesses who need multiple phone lines and the ability to network offices together.
  • Hosted PBX - These are PBX systems that are managed and hosted by a provider. The system itself is usually housed offsite, which means less up-front investment for the company.
  • Centrex - These are specific business features and packages developed for your business by a major telecommunications provider which are usually added onto your monthly phone bill.
Generally speaking, these four types of phone systems are available in two ways:
  1. Analog - Traditional landline phone systems offered by phone companies, commonly referred to as PSTN (Public Switched Telephone Network). Analog is familiar to many business owners as it uses existing lines strung by telephone companies.
  2. Digital - Newer phone systems that use network connections to transmit voice communication. The most common of these systems is VoIP (Voice over Internet Protocol).
While there are four main systems, the increasingly popular adoption of digital systems like VoIP has led to Key and PBX systems essentially merging together into one platform. Some providers however do offer scaled down versions of PBX over network connections that they refer to as Key systems.

2. Consider these four questions

As you are looking for a new system? If so, it might be a good idea to ask yourself the following questions:
  1. How many lines and phones will I need? This will likely be one of the first questions a vendor will ask when you start looking for a new system. Take some time to think how many phone lines you will need. For example, will you need one for every employee? Or will a line for every major office or department be enough? You will quickly find that some teams won't need lines at all, while others will need one for every person.
  2. How much do I want to manage this system? If you want to have complete control over every line, the supporting systems, and the hardware itself, then going for a hosted solution may not be the best of ideas. On the other hand, if you are looking for a solution that is simple to manage for you, then hosted or managed solutions might be the answer.
  3. How fast will my business grow? If you are expanding quickly, then you will need a system that can develop with you. Many landline systems require technicians to install new lines which can take time, so businesses that are growing quickly may benefit more from digital systems.
  4. What other equipment will I be using? This is important to know before you talk to vendors because some systems may not work well with existing technology, or other systems you may be using. If you make a list, vendors can then help you quickly find a system that is compatible with your other equipment.

3. Ask your users what features they need

Before looking for a new phone system, you should ask the people who will be using the system what features they need in order to do their jobs to the best of their ability. Some teams may need wireless devices in order to better talk to customers, while others might find video conferencing worthwhile; others still may need a more unified communications platform, including text and instant messages.

The key here is to develop a list of features that your business will need before looking for a new phone system. This will make it easier to find one that fits your needs.

4. Work with your IT partner

We can work with you to help you find the best solution for your business; be it managed, digital, or analogue. If you are looking for a new phone system, contact us today to learn more about our solutions and how we can help.
Published with permission from TechAdvisory.org. Source.

November 11th, 2014

Facebook_Nov10_AEarlier this summer, Facebook announced a fairly large change to the rules surrounding their popular Like feature and how business with Facebook Pages are using it limit access to certain information - a practice called Like-gating. If your business has a Facebook Page, you should be paying attention to this update which came into effect on November 5, 2014. Here is an overview of Facebook's change to the way Likes now work.

Like-gates to be left open

In the past, it was a fairly common trend for businesses with Facebook Pages to limit the access followers had to their Pages or other information and campaigns. One of the most popular examples of this is if having to Like a company to enter a contest with them.

Facebook considered this an unfair practice, largely because it essentially defeats the purpose of a Facebook Page - which is to provide all Facebook users with equal access to business information and content. So, in August of this year, they announced that Like-gating would no longer be allowed as of November 5, 2014. This is being enforced through Facebook's recent update to the Graph algorithm which ranks Facebook Pages and other content in search results.

Companies that have been using this method to limit access to content and campaigns on Facebook will now likely see a negative drop in overall Page ranking - where you show up in search results. If this applies to you and you want to avoid this there are three things you should do as soon as possible:

1. Remove all existing Like-gates

This is important, because all Like-gate related content or campaigns are now likely going to hurt your overall Page ranking. You should audit your company's Facebook Page and look for any content or tabs that you have set a Like-gate restriction on. This includes campaigns or tabs that you have enabled using third-party apps (i.e. apps not designed by Facebook).

Essentially, you want to ensure that all content on your Facebook Page, and all marketing campaigns that use Facebook, are open to all users, not just the ones who have clicked Like on your Page.

2. Change your access gates

What is interesting about this change is that Facebook has not outright eliminated the right to limit access to your campaigns. For now, they are just focusing on ensuring that you don't need to Like something to gain access to it.

The reason for this is largely because of the way many business use Facebook - to run campaigns that gather information while offering a benefit to followers. Think of contests that give something away. Before, some businesses required that users Liked the content in order to gain entry to the campaign. Now that this is not possible you could try implementing gates such as a form that needs to be filled out in order to enter.

This method, often referred to as action-gating (requiring someone to take an action before being allowed to access content) is still fine to use, largely because it doesn't force users into taking an action, it is up to them whether they want to say fill out a form to enter a contest or not. Beyond that, the idea of filling out a form to enter a contest to gain access to information has been a standard business practice since long before Facebook.

By action-gating some content and contests or promotions, you should also be able to limit spammers, and increase the overall quality of data you gather, and of your followers.

3. Ask for Likes

Facebook has been quite clear that the new Graph algorithm will punish Facebook Pages that require users to click Like to gain access to content. So, instead of forcing people to Like something, why not just ask them to Like it instead?

Companies that have been following this method of gaining Likes have found that simply asking people for a Like won't necessarily work. Instead, you should try to include some benefits or reasons as to why users should click Like. For example, creating a badge that goes onto Facebook campaigns that says "Like us for updates, new contests, great freebies, etc." will likely see more interaction.

Similarly, putting a suggestion at the end of emails and forms on your website has also proven to work well. The key here is if you provide your followers with value and a reason to Like your page, they generally will. With some creative thinking and a different strategy you may find that overall interaction with your Page increases beyond what it would have done with a Like-gate approach.

If you are looking to learn more about this change, and how it can affect your company, contact us today.

Published with permission from TechAdvisory.org. Source.

November 6th, 2014

BusinessValue_Nov03_AIT is in a near constant state of evolution, largely because of the sheer number of technology-based systems and products released on a weekly basis. This fast-paced development has led to the creation of three major IT areas. It is essential that companies invest in these three areas if they want their business to succeed.

1. Commodity-oriented IT

IT is made up of systems that support day-to-day operations, so it is essential that you invest in this area because it is what supports your core business practices. Without proper investment, your employees may not be able to carry out their tasks adequately. Commodity IT is essential but it does not bring increased value to your company. Sure, implementing a new email system could save money but it does not directly lead to increased profits.

One of the best ways businesses can get the most out of commodity IT is to first identify which systems the business relies on. From here, you can look to see if improvements can be made that will reduce overall expenses and increase productivity. Regardless of what you do with commodity IT, all changes and improvements should be operations-oriented; making jobs easier.

2. Business value focused IT

Business value IT involves any system that supports key operations and processes that drive overall business value. Essentially, these systems are not only essential, but they allow businesses and customers to do what they need to do. A good example of business value IT for companies with online stores is the technology that supports the store. Without it, customers would not be able to make purchases from the company.

With this form of IT you want to invest in systems that increase the value you offer customers and employees, while increasing your bottom line.

3. New opportunity IT

New technology and systems can help give your business a competitive advantage when properly integrated, while increasing overall business value. A good example of this is leveraging a new social media platform to help gain customer insights, or implementing technology that allows your business to capture and analyze data quickly and easily.

Companies able to incorporate new technology will often find that they have somewhat of a first mover advantage, and if leveraged correctly you could see increased profits and customer retention.

Get a good IT strategy

The vast majority of companies choose to focus a large percentage of their IT budgets on commodity IT. What this results in is a focus on simply maintaining existing IT systems, without actually investing in new systems. Ideally, you want to minimize your technology upkeep expenses, and invest more in discovering new technology and systems.

How do you do this? That's where a company like us comes in. As your IT partner, we can help ensure that your systems are managed effectively, costs are minimized, and we can even go so far as to help you find and implement new systems. Contact us today to see how our solutions can help maximize your IT investments.

Published with permission from TechAdvisory.org. Source.

November 6th, 2014

BI_Nov03_AWhen it comes to running a business, you likely thrive on customer and employee interaction. If your customers aren't active, or employees are struggling to interact with each other and customers, you could be facing a downward spiral. One way companies try and reverse this stagnation, while simultaneously gaining important and useful data, is through gamification.

What is gamification?

It's human nature to be competitive, and many of us exercise this nature by playing games. Be it team sports, board games, video games, or even office-related games, many of us partake in some form of game on a regular basis. Gamification is the incorporation of game elements, such as points, rules of play, competition, etc. into business-related processes.

By implementing game elements into areas like marketing or training, you can drive engagement, while also collecting better data, primarily because most people will be more willing to provide relevant information when they are invested in a game.

When it comes to implementing these elements into business processes, many companies tend to focus on either customer gamification or employee gamification.

Customer gamification

The vast majority of customer-oriented gamification relates to rewards programs and repeat customers. Small to medium businesses who have successfully implemented these elements usually do so via social media and mobile apps. Repeat customers gain points for each purchase and when they reach a certain level receive a freebie perhaps or a rebate. This in turn drives the need to keep purchasing and to "win".

Many businesses have been successful in implementing this game characteristic into social media, where people who interact gain levels and therefore access to such benefits as discounts. Businesses implementing customer-oriented gamification often see both increased engagement and better data flowing into the organization. In fact, many businesses have found that the data implemented through these elements has been useful in decision-making and overall business intelligence efforts.

Employee gamification

Employee-based gamification is usually employed by businesses to encourage teams and individuals to work together towards a common goal. For example: Implementing a point or badge-based sales system where at certain sales levels badges are awarded, which can then be used for a reward, has proven to be incredibly successful for many sales-oriented companies. Publicly announced results and recognized rewards can also be a great employee motivator.

As with customer gamification, employee gamification can be a great source of data. For example, by tracking where employees are, and their results, you can quickly see weak spots or places where help may be needed. Essentially, more data means the ability to make better decisions.

Should my company implement gamification?

While this may sound like an exciting, and useful tactic to implement in your business, it's not for everyone and it won't fit well with all activities. What you should do is to look at whether the objectives and goals of the program you wish to implement can also be paired with gamification.

If you find that gamification, or elements of it, won't benefit your business program, then it's best not to implement it for the sake of it.

How to implement gamification

There are a wide number of mobile apps developed around gamification, along with social elements and ideas. What we suggest is talking to us to see how we can help first. We can work with you to find solutions and ways to implement your solutions. Contact us today to start the game of business success.
Published with permission from TechAdvisory.org. Source.

November 4th, 2014

Office365_Nov03_AOffice 365 for business is unique in many ways; one being that many plans come with full versions of Office 2013 that you can install on your computer. All plans come with Office Web Apps (OWA), a Web-based version of popular Office apps like Word and Excel. One thing you need to know before signing up for an Office 365 plan is whether you will actually need this to include Office 2013 or whether OWA will be sufficient. Here are five questions to help you decide.

1. Am I comfortable doing all, or most of my work in a browser?

Because Office Web Apps is browser-based, you will be spending a fair amount of time in your browser. Many of those who have switched to OWA have found that it takes time to get used to working with the system. Because of the way many of us work, you will start to see multiple windows and tabs open with different documents which could lead to increased confusion and more time finding the tab and window you need.

What's more, you will need to ensure that all browsers on all computers in your company are kept up-to-date if you want to use OWA. For example, older versions of Internet Explorer may not support OWA. This means you will need to spend time ensuring that everyone within the business is updating when necessary.

To get around this, you can work with a company like us who can ensure that browser activity is not only secure, but also up-to-date, which basically guarantees OWA will work when you need it to.

If, however, you are not comfortable using your browser for everything, then it may be a good idea to go for an Office 365 plan that includes the full version of Office 2013.

2. Am I going to collaborate on files with users both in and outside of the organization?

Many business tasks are real team efforts, where users need to collaborate on documents. While this is possibly with any Office program, one of the biggest weaknesses of traditional Office installs is version control.

If you have shared one document with a number of different users you will quickly find that the changes they make and send back to you are likely going to need to be manually added back into the original document. This takes time and can lead to confusion, errors, and a lack of productivity.

With OWA, any document you create is stored on your OneDrive account and can be easily shared with other users. When the document is opened, all changes are made directly to the main document in real time. This means each user can see the changes show up as they are being made, which increases the effectiveness of collaboration.

Of course, this is possible with almost all Office 365 plans - especially if you also integrate SharePoint, but OWA offers by far the easiest solution to collaboration. So, if you collaborate a lot, then OWA may be a better version of Office to use. That being said, if you just need a few people to edit documents or offer comments, then Office 365 plans with Office 2013 will usually be the better option.

3. Will I need to format documents, or need advanced features?

The Web-based versions of Office offer many of the key features found in the desktop versions. However, some advanced features, like in-dept formatting, adding charts, etc. are not currently available with OWA.

While many users find OWA is enough to meet their day-to-day document production needs, those who use the advanced features of each Office app will be better off with Office 365 plans that offer full installs of Office 2013.

4. Will I need more Office apps than just the core five?

Currently, OWA apps available to users are: Word, Excel, PowerPoint, OneNote, and Lync. These five major apps cover the majority of document production needs for most users, however, if you require other Office apps, like Access, or Publisher, that aren't included in OWA, then you will be better off going with an Office 365 plan that offers Office 2013.

5. Will I be constantly connected to the Internet?

In order to get the most out of OWA you will need to have a strong and constant Internet connection. While you can create documents offline, you will need to connect in order to save and update them. If you spend a lot of time out of the office, this may be a real inconvenience, especially if you often struggle to find a solid Internet connection.

What we recommend is talking to an Office 365 vendor like us. We can explain the different Office 365 plans in depth and how you can integrate them into your office. Contact us today to learn more.

Published with permission from TechAdvisory.org. Source.

November 3rd, 2014

HealthcareIT_Nov03_AMedical Group Management Association (MGMA) 2014 annual conference attendees were fortunate to get some tips for improving patient satisfaction from Joan Hablutzel, senior industry analyst with the MGMA—because doing so is essential to the success of a medical practice in an increasingly competitive health-care marketplace. Here are 10 of them.

  1. Say hello and smile when patients arrive to acknowledge their presence.
  2. Answer the phone in three rings with a consistent greeting to show the practice views the patent as an individual.
  3. Show empathy in your communication with the patent by observing his or her mannerism sand responding in kind.
  4. Explain what is going to happen, whether it’s a process or a procedure.
  5. Don’t interrupt when a patient is talking.
  6. Look for signs that a patient is dissatisfied or concerned—and when you hear concerns, don’t ever leave it at “I don’t know.” Find someone who does.
  7. Always respect patient confidentiality.
  8. Live up to your promises. Set time estimates and update patients if they change, apologizing when necessary.
  9. Say goodbye and wish the patient well upon departure to affirm respect.
These steps may be simple, says Hablutzel, but implementing them can truly transform the way staff members interact with patients, boosting their perception of your practice and driving growth. Contact us today to see how our systems can help.
Published with permission from TechAdvisory.org. Source.

November 3rd, 2014

HealthGeneral_Nov03_AA Westchester County, New York, practice has surged from 16 physicians in 1996 to 250 physicians today thanks to care transformation driven by analytics.

Westmed Medical Group, which operates five large ambulatory care sites staffed by both primary care and specialist physicians, currently has more than 250,000 patients and $285 million in annual revenue.

Under the group’s “industrial” care model, process and procedure data is analyzed to determine what clinical tasks can be shifted from physicians to nurses, what workflows can be streamlined to enhance patient care, and what tests can be reduced, for example. Westmed CEO Simeon Schwartz says “That allows us to get our arms around the care process. If a neurologist is doing twice the number of MRIs for headaches than anyone else, we now understand why that's happening and we've put in a headache approval form.”

Strengths and weaknesses in clinical staff performance are shown in user-friendly dashboards so care providers can see what they are doing. This is key to the group’s success, says Schwartz. “The fundamental nature of our management strategy is that we do not tell doctors what to do—we show them what they are doing,” he says, noting that physicians are highly data-driven and tend to do the right thing.

The results of Westmed’s efforts have been monumental. Staffing is 3.91 employees per physician vs. 5.5 for the average multispecialty group. And, Westmed operates at 12.8 percent below the American Medical Group Association (AMGA) median for practice overhead even though it’s located in one of the most expensive areas of the country.

Do these numbers feel unattainable in your practice? The truth is, with a properly implemented and maintained system and analytics platform, they are actually quite attainable. If you are looking to learn more about how you can improve your practice, contact us today to learn about the systems we offer and how they can help.

Published with permission from TechAdvisory.org. Source.

October 31st, 2014

Security_Oct27_AOne of the biggest business technology trends of the past half decade or more is the increasing amount of business that is conducted online. These days, many businesses have integrated online solutions into daily operations and have reaped the benefits. The downside to this is the on-going threat to online security. With an ever-increasing number of online attacks, it is important that you take steps to ensure that you remain secure. Here are five tips on how to maintain security while working on, or browsing, the net.

1. Use two-factor authentication whenever possible

Two-factor authentication, or two-step authentication as it is also known, is the idea of using two pieces of information to log into accounts: Your usual password and a code that is usually sent to a mobile device or generated by a code generator.

By utilizing this safety feature, you can further increase the security of your accounts, largely because the chances of someone getting their hands on both the generated code and your password are slim.

Some sites don't use a code and instead ask a question that needs to be answered every time you log in. If this is the case, make the question something that is difficult for a hacker to guess. For example, use your address from 10 years ago instead of your current address.

2. Audit who has access to what data

Between all of your online accounts and social media profiles you will likely be surprised at just how much information about you can be found online. There are a multitude of scare stories online, where someone has had their accounts hacked and identity stolen, largely because they had left pertinent information online without even thinking about it.

It is a good idea to audit what information you have online. This includes looking at the contact and personal information you have on social media profiles, account information, etc. Ideally, if it is not necessary information, then it shouldn't be shared. As for social media profiles, make sure only the absolute basic personal information is online and limit who can see this information.

3. Watch what is posted on social media

Because of the nature of social media, we often feel the need to share our whole lives online. This can often lead to oversharing, and even sometimes oversharing of personal information. There are stories online of thieves monitoring social media for businesses posting about how they are going to be closed for a holiday, with all staff gone. Once a thief finds this information, they then break into the business without worrying about people being there.

If you are going to share information online, be sure to limit the potentially sensitive information that you post, especially if the content is shared with the public.

4. Change your passwords regularly

It seems like almost every week news breaks of a password or account information breach. What this translates to is the fact that your accounts are always facing a potential risk. Therefore, you should make it a habit to change your passwords on a regular basis.

Most experts recommend at least once every three months, but if there is a breach where your account information may have been leaked then naturally change your passwords straightaway.

To ensure maximum security, you should use a different password for each account, and keep these as separate as possible.

5. Work with an IT partner who can offer enhanced Internet security

Ensuring that your business is secure online can be an on-going battle that you will likely not win easily. One of the best steps to take is to work with an IT partner like us. We offer a variety of Internet security solutions that can help stop malware intrusions before they infect your systems, block access to potentially harmful sites, and even scan Internet-based email solutions. In other words, we can help improve your overall online security.

If you are looking to learn more about how we can help your business be secure online, contact us today.

Published with permission from TechAdvisory.org. Source.

Topic Security
October 30th, 2014

Hardware_Oct27_AFollow any tech blog for a couple of months and it quickly becomes apparent that there are new devices, systems, and hardware introduced on a near daily basis. Because of this, it can be tempting to feel pressure to rush out and upgrade your hardware on a regular basis. As a small business this can be prohibitively expensive. The problem is, how do you really know when it's time to upgrade your systems? Here are five tips that could help.

1. Replacement parts are difficult to find

Computers, servers, and even mobile devices are made up of a number of different parts of hardware that rely on other parts in order to operate properly. If one breaks down, there is a good chance that the whole system will stop working.

Luckily, for many newer pieces of hardware and systems, replacements are easy to come by. But, if something breaks and you are having trouble finding replacement parts then it might be a good idea to consider upgrading. The reason for this is because parts that are more difficult to find are usually going to cost more when you can actually find them. While this may be ok for one system, if you have more than one system using the same components there is a good chance that these will also need to be replaced, leading to increased costs.

2. Repair costs outweigh replacement costs

Some hardware components can only be repaired by experts with highly specialized skills. What this means is that should this hardware break, you will likely be facing a fairly high repair bill. What we recommend is to always get a quote on how much it will cost to repair your broken hardware first.

When you have this quote, look at the price of replacement components. If it's more affordable to replace, then this is usually a better option. Of course, you are going to want to ensure that any replacement parts are actually compatible with your system, so before you go purchasing be sure to ask check with your IT partner.

3. You are running 'legacy' systems

Legacy systems are computers and technology deemed to be old by experts. For example, computers running Windows XP, or computers purchased before the release of Windows 7 would be considered legacy systems.

While these may be working like a charm now, they will eventually break. When this happens, you will see higher repair costs when compared with new technology. Beyond replacement costs is the fact that many manufacturers and software developers have stopped supporting older systems. This means that should an error occur, you will not necessarily be able to get support from the company who made the hardware. This can lead to repair delays and lost productivity.

Now, not every "old" system will need to be replaced right away. What we recommend is talking to an IT partner like us. We can help you determine if your older systems do actually need to be replaced, and suggest affordable alternatives.

4. Hardware is impeding productivity

If you or your employees are struggling to complete work because of constant computer crashes, or slow systems, productivity will be lower than it could be. Should you notice this in your office, it is a good idea to look into upgrading your systems in order to enable employees to do their jobs properly.

5. Your systems don't meet minimum requirements

If you are going to install new software or systems that require other hardware components, be sure to look at the minimum requirements. Almost every piece of software indicates which requirements must be met in order for the software to work.

If your systems don't meet these minimum requirements, then the software won't work. Should they meet them, but just barely, the software will work but there is a good chance that it won't work as well as it could do. Should you not meet the requirements, you will need to upgrade your hardware.

Looking to upgrade, or for some advice on how you can keep your systems working? Contact us today to learn more about our services and how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Hardware