Successful Remote Working

Remote working, when people do some or all of their work at home or in other locations away from company premises, can bring benefits to all concerned. But it can also cause problems for individuals and businesses if working systems are not thought out carefully from the start. Here are some of the possible pitfalls and their solutions:

Employees become isolated
People working on their own with little or no contact with work colleagues can feel left out of the team and lose track of what’s happening in other departments.

Setting up a Company Intranet is an easy way of ensuring that everyone has access to the latest information and company news. They can keep in touch with each other through blogs and message boards and everyone receives memos and updates as soon as they are published.

Computer problems
With people working in different places on a variety of PCs, laptops and mobile devices, technical failure or human error is not so easy to put right as it would be in a single office situation. If one person has to contend with a slow server, someone else has accidentally lost important data without backing it up, and others have been working on the same project but unknowingly using different software, the problems can quickly snowball.

The simplest and least expensive solution is to use a system called Cloud Computing or Hosted Desktops. All data and applications are stored on an external high-speed server managed for you by a specialist IT Support Company.

Everything is automatically backed up for added security and software is updated so you always have the latest version. There is no need to maintain your own server or store large amounts of data on lots of individual computers. All you or your staff need is an Internet connection through which you can access all the company files, programs and data.

Lack of professionalism
Imagine this: an important client calls and the phone is answered by a small child, or a jokey answer phone message! You can save such embarrassment by using a hosted VOIP (Voice Over Internet Protocol) telephone system to give the impression that all your staff are working together in the same place.

There’s no need to install additional telephone lines or give out employees’ home or mobile phone numbers. Features such as call forwarding and voicemail to e-mail add to the efficiency and ensure that no calls are ever missed. Because VOIP works over a broadband connection, calls are also much cheaper than those from conventional network providers. Many, including those between remote workers, are free.

Remote working is becoming more popular with both business owners and their employees and the trend seems likely to continue. Much of the new technology being developed for use in conventional business can be adapted to make remote working easier, more efficient, and often cheaper.

If you, or your staff, already spend much of your time away from the office, or you are thinking of recruiting home workers but are not sure how it will work in practice, ask the advice of a reputable IT Support Company. You might be pleasantly surprised by the services they can offer.

Uninstall: How do I do it?

Is your PC running too slowly? Does it sometimes freeze or crash? The problem could be caused by unwanted programs cluttering up your computer. The obvious solution is to remove any programs you no longer need.

Simply deleting a shortcut to a program will not remove the program itself. The standard process is much more involved:

1) Open the Start menu
2) Select the Control Panel
3) Select the Programs link (it might be labelled Programs and Features or Add or Remove Programs)
4) Select the program you want to remove
5) Click on the Uninstall option
6) Restart the computer to complete the process

Unfortunately, the above method doesn’t work for all programs. Some of them might not have the uninstall option available in their Programs and Features listing. In these cases, you will have to look for it in the program’s folder. You can access this by opening the Start menu and then selecting All Programs.

If the default uninstall options are missing, or do not work, you can sometimes download other uninstall programs that have been developed for use with particular programs. For example, the Norton Removal Tool can be used to remove that company’s software if it is not working properly.

Worse complications can occur when a large or corrupted program is not uninstalled completely. You might not be aware that this has happened as the program’s folder appears to have been removed, but traces of some files, registry entries and shortcuts are left on your computer. It is this hidden ‘orphaned’ data that causes all the problems by interfering with the smooth running of your computer systems.

For this reason, even if a program seems to have been uninstalled successfully, you should always scan the registry and hard disk afterwards with reliable clean-up tools to detect and remove any orphaned data.

In theory, uninstalling unwanted applications is simple. In practice, it’s not always a straightforward job. If you are not sure how to do it, or you think you’ve done it correctly but your computer is still not running properly, it’s always best to ask an IT expert.

The iPad – what is it, and will it benefit my business life?

Is it a large iPhone? Is it a small laptop? What can you do with it? More importantly, what can’t you do with it?

Just 9.56 inches by 7.47 inches and half an inch thick, The Apple iPad looks like a tablet or slate computer with no keyboard or mouse. The main feature is its high-resolution, multi-touch screen. This highly responsive screen is obviously great for games, videos and photo sharing but the jury is still out on its usefulness as a serious business tool.

Here are some of the ways you could use it:

As an e-reader: Catch up with newspapers and magazines or read an e-book while travelling. Text on the iPad’s backlit screen appears crisp and easy to read, although some people might find it a bit too bright for prolonged reading. Its weight – 1.5 pounds for the Wi-Fi model and just a fraction more for Wi-Fi +3G – makes it as comfortable to hold as a large paperback.

For emails: The iPad works with all the popular email providers. Use the on screen keyboard to write your emails and save or delete incoming mail with a few taps on the screen.

Working on business documents: Apple’s iWorks software for word processing, spreadsheets and presentations has been redesigned with new features for use on the iPad. One drawback is that you can’t multitask as you might on a computer. For example, you can't have a browser window open while you're working on a document or spreadsheet.

Organisation: Calendars, contacts, notes and maps are all available to keep your business on track.

For presentations and meetings: The screen uses IPS (in-plane switching) technology to give it a wide viewing angle. This means you can see a sharp picture with excellent colour whether the iPad is flat on a desk, held up vertically or tilted, and the people on either side of you will see it equally well. It’s perfect for displaying photos, graphics, text and videos in group situations, and is easily handed round when more than one person is involved in creating or editing a piece of work.

The iPad will be able to use nearly 140,000 apps currently used on iPhones and iPods, and more are being developed specifically for the iPad. We’ll just have to wait and see how useful some of them will be for business.

The three different types of IT Support Explained

IT failure can be extremely costly for any business, not only in terms of lost orders and productivity but also in damage to reputation. So what can a business owner do to minimise the chances of such a disaster happening?

Prevention is always the best option, so your first line of defence should be regular maintenance and monitoring of your network. This will keep everything running smoothly and highlight any potential weak spots before they grow into problems. If, in spite of your best efforts, something does go wrong you will also need to be able to get help quickly from a reliable specialist.

Unless you employ your own qualified IT engineers, the simplest solution is to have a maintenance agreement with a reputable IT Support Company. Look for one in your area that has a proactive rather than reactive approach to IT support. A UK help desk staffed by people who can answer your questions is another plus point, and if you have more than one branch make sure that any agreement you make will cover all your premises.

For maximum flexibility choose a company that offers the following three different levels of IT support so you can opt for the package that is best suited to your needs.

Full Network Maintenance Contract
· What you should get: Unlimited telephone support, secure remote access or site visits to solve any malfunctions or breakdowns in your system. Expert advice on all IT issues. A 24-hour server monitoring service to detect potential problems. A guaranteed response time.
· What you will pay: A fixed monthly fee with no callout charges.

Pre-Paid Maintenance
· What you should get: Help and advice on a range of IT issues that you choose. If you are confident of handling routine maintenance yourself you might only want to ask for help with the more complex tasks.
· What you will pay: An hourly rate – the more hours you pay for in advance, the cheaper the rate.

Pay as you Go Maintenance
· What you should get: The simplest arrangement where you only pay as and when you use any of the support company’s services.
· What you will pay: A fixed hourly rate plus a callout fee if a site visit is necessary.

Every business is unique, and no one knows yours better than you, so before you sign up to any IT support agreement, explain what you want and ask questions so you can be sure of making the best decision. Above all, work with a company that is as committed as you to getting the best out of your IT system.

What to look for when upgrading your IT network

Every successful business needs to review its IT system from time to time. Is everything still working at maximum efficiency? Has it been kept up-to-date with the latest technological advances? Will it be able to cope with any planned growth or changes in business practice?

Deciding to upgrade or completely renew your business IT network is perhaps the easiest step. Once you start looking at all the options, the choices can be confusing!

Here are the important questions to ask:

What exactly does the business need?
Ideally, you should invest in a system that can meet all the current needs of your business and will be easy and economical to adapt to future growth. But you don’t want to waste money on a package that includes equipment that will seldom or never be used. To get the balance right you will need to conduct an in-depth analysis of your exact requirements.

Who will I buy from?
Every computer hardware and software company will tell you that their products are the best. If you are not sure, ask the advice of an unbiased expert. Whatever brands you choose, you are more likely to get a competitive price if you buy everything you need from the same reputable supplier. You will also be able to check that all the components are compatible.

Who will install the new system?
To guarantee a smooth switch over with the minimum amount of disruption, have your new system installed by qualified, experienced engineers. Choose someone who will not only test everything thoroughly after installation, but will also make sure that you (or your staff) know how to use the new equipment correctly.

What if things go wrong?
Who will you call if you have a problem with the new network? The supplier? The installer? Or someone who knows nothing about your business and will need to familiarise themselves with the system? Are you – or a member of your staff – able to maintain and monitor everything to keep it running properly and deal with potential problems before they occur?

Upgrading your IT network needs careful planning if you want to avoid expensive mistakes. For many businesses the best choice is to ask the advice of a specialist IT support company. Look for one you can trust to undertake the whole project for you. This should include analysing your needs in detail, procuring and installing the equipment, and offering maintenance cover, 24 hour remote monitoring and all the support you’ll need to get the best out of your new network for many years to come.

Can I Recycle My Old Computer Equipment?

Save the environment! This is the message that has been ringing in our ears for some time now. We all have our recycling rubbish bags and do our best to recycle our plastic carrier bags, so why not also recycle our old computers too?

Why Should I Recycle My Computer Equipment?

You should recycle your old computer equipment for the same reason you recycle your household rubbish and carrier bags; to help our environment and reduce the amount of waste that is dumped on the already overflowing landfill sites.

If your computer equipment and/or phones are still in good working condition, you may wish to give them to a charity instead, so less financially stable businesses or individuals can make use of them.

How Can I Recycle My Old Computer Equipment?

You will need to contact your waste contractor to establish how you need to handle your waste, as this may vary from company to company. However, there are many disposal specialists set up to recycle your computer equipment that can be found online via your local council web site or through a search engine.

Alternatively, you may prefer to return your computer equipment to its original manufacturer for disposal. Manufacturers such as Dell and HP offer a service where you can return your disused equipment to them, and they will recycle it securely and safely.

What Equipment Can I Recycle?

You will be surprised how many parts of your computer system you can recycle; the most common parts are the monitor, server and PC. You can also recycle other technology you may have, such as any scanners and printers as well as your landline and mobile phones.

What Laws Govern Computer Recycling?

Due to the types of materials that are used in the making of computer technology, the recycling of such equipment has to be regulated and monitored accordingly. There are two main governing directives; the WAC (Waste Acceptance Criteria) who specifically deal with the handling and disposal of such equipment as televisions, fluorescent tubes, monitors and PCs; and WEEE (Waste Electronic and Electrical Equipment) which is the European recycling directive. They ensure that electronic equipment is handled and disposed of by specialists who know how to safely dispose of hazardous waste, such as lead, mercury and hexavalent chromium, all of which can be found in computer hardware.

What about the Sensitive Data on my Hard Drive?

This is one of the most important things for you to consider when disposing of your old computer equipment. Since the implementation of the Data Protection Act 1998, you are now legally required to keep all your sensitive data secure and backed up. You will need to incorporate a security mechanism such as reliable encryptions and/or security technology in your working practice to protect such data. Please note that reformatting your hard drive will not sufficiently destroy all your data permanently.

Nobody wants to be a victim of fraud; protect your data, have it disposed of professionally!

How to Streamline your E-mail Communications

Is the standard e-mail package offered by your Internet Service Provider adequate for all your business needs? Are you certain that it is completely reliable and secure? It might not be as streamlined and efficient as it could be if:

· you employ remote workers
· you want constant access to your e-mails while travelling or abroad
· your e-mails are sometimes interrupted by server problems
· you have ever lost important e-mail data
· you are targeted by spammers
· you sometimes forget to update your virus scanners

Setting up a better e-mail system doesn’t mean you have to invest in expensive new hardware or train staff to use unfamiliar software. The easiest way to upgrade is by switching to a service that is fully managed off site for you by a reputable IT support company.

With computer professionals storing, scanning and filtering your in-going and out-going e-mails on remote servers you can be confident that the technical aspects of your communications will always be running smoothly in the background. All data is securely backed up and the unlimited storage capacity means your in-box will never be full.

You and your staff can access your e-mails from anywhere in the world where you have an Internet connection. You can use your office computer, a laptop, mobile phone or other handheld device but, to the recipients, all your e-mails will appear to have been sent from the same place.

A managed e-mail system, tailored to the particular needs of your business, is a low cost option that provides streamlined communication between your workers wherever they happen to be. Vital information can be quickly shared. Colleagues who never meet in person can work together as easily as if they were sitting at adjoining desks.

With no more un-professional delays in responding to clients, or having to solve all the problems that arise from ‘lost’ e-mails, you will no longer need to check and maintain your e-mail system or work around its shortcomings. A fully managed service leaves you free to concentrate on the important things – like running your business!