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Remote Working – the new norm

by admin | Mar 24, 2020 | Systems Integration

Last month we told you about the things you should not be doing when working from home, or remotely as it more commonly known. But it does now look as if working remotely is going to be the norm for many businesses. Even Facebook are now stating that they will be encouraging if not forcing some of their employees to work from their home in the future. So, this month we are letting you, as Employers or managers know what you should be doing if you have teams that are spread far and wide.
Whether it Zoom, Microsoft Teams, Skype or even good old phone, you should always make a point of keeping in touch with your team on a regular basis. Make sure you contact your team every day, whether you have a stand-up-type call at the start of the day or more informal chats through the day. If we go an entire day without seeing or talking to our team, we can begin to feel disconnected and isolated. If everyone is working on solo projects, try and encourage them to join up when they are on a break, make it seem like a normal day, they can just chat informally and maybe feel not so isolated.

If you have Zoom or Microsoft teams, make use of the video function. We know that sometimes it may be nice to sit in your pants all day and not do your hair, but you do not want this to be the usual day to day life working remotely scenario. If people are encouraged to use the cams and be seen, it will help them get into a routine, plus during meetings, as we all know, it is far easier to read a person’s facial reactions and convey your sentiment if you’re able to see each other. If you’re worried about the messy the wallpaper in the background not being modern or the picture on the wall, looking out of place, use the magic background blur button on Microsoft teams or the background change function on Zoom. this was you know that all focus is on you.

Even if you are working remotely, you need to ensure that yourself and your team are focused and available. Even if you think you look available and online, as you can with them, your colleagues will be able to tell if you’re not as focused or productive as usual.
That said, we’re all more productive when we take regular breaks and this is even more important when working from home. If you’re taking a break, let your team know by setting a message in your status to let them know when you’ll be back online. That way you and your team know that it is your time to focus on other thing and need that away time.

Make sure your team members have everything they need – Can they access folders/files that they need? Have they got Microsoft Teams for conference calls, instant messaging, collaborating and sharing documents? Do they need Microsoft Planner for organising and managing our productivity? If they do need these tools you need to ensure they know how to use them and are familiar with them. This could come in the form of cloud-based solutions like Office 365 and Microsoft Teams, or using a VPN to access your on-premise business-critical systems.

As ever Systems Integration are here to support you with your IT requirements, whether its installation of a new software, advice on the best and most suitable hardware for remote working or even help with your remote working model? With 40% of our current clients suddenly finding themselves working remotely, we know a thing or two about setting up a remote working model that works for everyone. If you need support in setting up a successful remote working model, get in touch with our experts today.

Are you making the most of Office 365?

by admin | Feb 22, 2020 | Systems Integration

Office 365 is a software and cloud-based suite which when used correctly, can drive efficiency, increase productivity and encourage collaborative working in the business world. And even though it has been around since 2011, it is amazing to find how little our clients fully utilise all the tools that Office 365 provides.
Systems Integration have been Microsoft partners for over 15 years and although we have the experience to ensure that we maximise the system it”s potential (after all Office is far more than just Word and Excel), we wanted to ensure that all our clients are also aware of other Office Features that could assist you in maximising your efficiency.

Who needs paper when you have OneNote?

Your paperless note pad. Not only is it eco-friendly, but it also brings formality and structure to your planning, meeting notes, to-do list, and anything else you would normally scribble on a Post-It note.
This interactive tool allows you to type notes, deposit useful articles, and compile documents, but it is also a free-form canvas that allows you to highlight, draw and enter text. The tiered layout enables you to not only organise your notes by project or subject matter but also makes for a user-friendly system to share notes with others.
And with apps for both iOS and Android, OneNote is your paperless, modern-day Filofax that can go anywhere with you.

Missing Facebook, then use Yammer

The perfect social platform for businesses allowing you to share company news, employee achievements, general workplace policies, and useful information for staff, Yammer is your business secure social network only accessible by those with an approved email address.
Yammer can also have a great positive effect on team morale especially in larger organisation environments; news and announcements can be shared easily across sites and even with off-site employees, praise and gratitude can be aired widely, and external news such as traffic incidents that may affect staffs’ journeys can be shared.

Avoid Emails and chat direct with Teams

This is the WhatsApp of the business World. An instant messaging tool that allows you to reduce the number of internal emails you send and receive and get quick answers to quick questions. In our experience, it enables more efficient working and is a great collaborative working tool.

But more than just an instant messaging tool, Teams offers audio and video conferencing calling which will fill the gap as we say goodbye to Skype For Business. It also offers file sharing and live editing among colleagues, and even the ability to integrate additional apps for project management, analytics, staff training, and more!

Allow everyone access with SharePoint

A file hosting application that allows documents to be saved centrally for all to access. Files can also be edited in location and alerts set up to notify anyone who needs to know when an amendment is made.
The idea is much that of a shared drive except SharePoint can be accessed remotely, doesn’t require space on your network and is generally superior in the features it offers.

Turn data ainto opportunities with Power BI

Collating facts and figures from unrelated data sources, from Excel spreadsheets to cloud-based analytic tools, Power BI has the ability to turn records of business performance stats into a coherent visual and interactive insight, that will inform and direct important business decisions and planning.
And, of course, true to Microsoft’s passion for collaboration, your insights are structured into a digestible report that can then be shared with your teams and colleagues.

At Systems Integration we offer far more than just IT support

At Systems Integration, we’re about more than just resolving your IT issues and installing new hardware; we’re here to guide, advise and train our clients to make sure you’re getting the most from your tech, so if you’re running Office 365, make sure you’re using it to its full potential; get in touch and arrange for one of our technicians to pop around and show you the ropes.

Cut Your IT Costs

by admin | Jan 22, 2020 | Systems Integration

Is your business running on a budget and are you looking to reduce costs?
If so here are some areas of your IT infrastructure which you can potentially save without affecting service.
This month we highlight that IT expenses may not be as fixed as you think and we take a look at the areas where you might reduce costs.

#1 Software

Does your business use various softwares such as Microsoft Office or Adobe Photoshop. If so, you will probably be paying for a license, if that is the case look at reviewing these software agreements, you can often find cost savings:

You may be able to renegotiate a subscription if the provider wants to move you onto to a new offering.
You may find that you are paying for software that your employees are no longer using much. Maybe you can reduce or remove it.
Perhaps the pricing has changed, and there are now better plan options available.
See what substitutes there are on the market in the course of a year, numerous new softwares appear, each increasing the monopoly that was previously restricted to the big brand.

#2 Hardware

Your current hardware may be underused, need refreshing, or have lost productivity. Look for opportunities to run applications on less expensive devices, or link together several computers to replace expensive server equipment. Standardising platforms can also significantly reduce IT costs while providing consistency. It is also known that older equipment can actually hinder productivity – if an extra £300 spent now saves your technicians 3 – 4 weeks across the year, then it will be money well spent.
Alternatively, if you are using managed IT services from firms such as ourselves, whay don’t you ask for an audit and see what new equipment is on the market, quite often you will find newer models available at the existing price of your current equipment.

#3 Cloud Computing

One way to cut IT infrastructure costs is to move to the cloud. You may be able to run software on the cloud for a fraction of the cost. Moving data backup to the cloud to replace an on-premises server can also cut costs, not to mention the utility savings from not having to power the replaced components.

Even if you’re already in the cloud, you can explore whether you are on the best available plan for you and consider:
Are you paying for more storage or resources than you need?
Are you taking full advantage of mobility and scalability features?
Are you duplicating on-premise and cloud-based services?

#4 Internet Services

Your employees need to be online; you’re not going to cut out internet services. However, you may be able to control costs:
Should you buy modems or routers instead of renting them from your provider?

Consider the internet speed in your plan. Do you need that level of service?
Do you knwo your internet speed? Is slow internet speed costing your company money when, in fact, you’ll be more efficient with an upgrade?
Are you able to bundle services to find cost savings?
Are you in a position to renegotiate your plan? or are there cheaper options available?

#5 IT Staff and Services

Employing an IT department can eb very costly. You can never get one technician, after all what happens during holiday times, do you simply stop? Then there are pensions and NI contributions to consider on top of the salary. But you can avoid infrastructure costs and the hiring expenses onsite by outsourcing. Often your business can pay a set monthly fee or go on a pay-per-use model to gain services such as:

IT help desk support
security
disaster recovery
backup

Currently Systems-Integration offer all these services and more as part of our many tailor made IT support Plans

#6 Utilities

Don’t overlook the costs involved in powering your IT components. Review your utility bills to identify trends. Can you save money by turning off equipment? Is there a better plan available with a competing service? Should you renegotiate the terms of your existing plan?

Time for a Technology Audit

Ultimately, the best way to identify specific areas to cut your IT budget is a technology audit.
Your IT needs are always changing, and the technology evolves, too. Many businesses add expensive components or systems with “room to grow.” New tools get added on as needs arise. Your use of certain technologies may expand or shrink.
An IT expert can provide an overview of all the software and services you use, and of bills related to your IT budget to find areas to streamline or cut altogether. It may seem counterintuitive to pay money in an attempt to save money. However, an outsider’s perspective can provide fresh insight into the “way things have always been done” and help you see new opportunities for consolidation.
Let Systems Integration help you meet your financial goals. Contact us today

Shopping Safely Online

by admin | Dec 28, 2019 | Systems Integration

Now that Christmas is out the way, you may be planning on doing some online shopping in the New year sales. But can you be sure that what you are being us genuine and where you are buying from is legit?

With online shopping fraud peeking over the Xmas period with 15,000 victims losing +£10 million being stolen or lost in the UK alone, you do need to ensure that when you are taking the online plunge, you do it with care.

To try and ensure you stay safe when you shop online, we have compiled a quick list of shop safely tips for our customers.

shop safely tips

Firstly, and most importantly, prior to using any online portal that asks for your bank details, ensure it has secure payment pages. Secure pages are identified with the ‘https’ and the padlock symbol at the start of the web address. Now, what some people do not realise is that any site now matter how reputable, could have recently added an app or widget, that is not secure. If this is the case the https and padlock will be missing, so always check, even if you have used the site before.
What the ‘https’ does, is secure your connection, unfortunately it does not protect who you choose to connect too, so even though we have highlighted that you should always check whoever you connect too, it is always advisable to use the reputable retailers. A TV on johnsmiths.org may seem like a great deal and be £100s of less than the asking price on Curry’s, but there is probably a reason for that…
Where you make a purchase can also make a difference, never use public wifi. There are people out there can access a wifi’s history and if your card details are on there, they will find them.
Use the right payment method – When using Ebay, use Paypal and wherever possible use a credit card to make payment as opposed to debit card. Credit cards offer greater security and if someone ever cracks your debit card details, they can then access your bank, which will hold all sorts of treasures for a hacker.
Social media is now the in thing for hackers, if you se an advert for something that is to good to be true, it probably is. Always do as much research as you can if you plan on buying something from an advert that you have seen online. Funnily enough this happens more with fake sites being made to sell small things cheaply. Why? Because people tend to not worry about or chase up a lost £5. For the fraudsters that are selling 1000’s of these things online at £5 but never sending them, this is an easy buck.
Simple things that you hear all the time like; always have different passwords and never ever, ever enter your PIN online are some of the wisest words spoken. If someone accesses one of your cards, if they can access them all, it will be a nightmare.

We are sure that these simple tips are nothing new to our clever clients, but we just want to make sure that you people never have to deal with the hassles of changing bank details or chasing money, because of a simple oversight. From the Systems integration team, we hope you have all had a great Christmas and hope you enjoy shopping in the New year sales on line safely.

Fancy Increasing online productivity

by admin | Nov 23, 2019 | Systems Integration

Are you always working on spreadsheets?

Is Excel the bane of your life but at the same time a necessary evil?

If you are one of the many office workers that has just read the first two lines and are now sat looking at this shaking your head in acknowledgement, we empathise. Not only is minimising and maximising your screen to transfer data from one spreadsheet to another, an arduous task, but it is so counterproductive and soul destroying that it has been proven to be a contributor to office in-efficiency.

So how can you overcome this – the answer, dual monitors. Yes that’s right, you have to spend money to save money. Recently the New York times did an study of office ergonomics and dynamics trying to see what can be done to assist with productivity and relieve stress in the workplace, it was found that workers that had a dual screen set up in their workspace actually upped their productivity by 20-30%!
Now you may be working for a business that does not like spending the money and when you inform your boss if this, they may simply say, minimise what you are working on and half your current screen… Although this will allow you to work on two spreadsheets at once, it does not give you the screen real estate you need to get things completed efficiently.
Imagine you are using one screen and you are doing online research, you may be required to compare data across multiple sites, having multiple tabs open at one time, we all know how quickly the space gets used up, and we all know how confusing it can be if you are then wanting to transfer said data onto another spreadsheet, yes minimise, maximise, oops lost it….

So, can Two Monitors really increase productivity?

Depends on the work you are required to do; say for example you are completing;

Data entry
Excel
Emailing
Working with large spreadsheets
Online chatting such as Skype
Graphic design

Having more than one monitors will allow you too:

Compare documents side by side
Switch seamlessly between apps or even have two or more open at once:
Graphic design projects: you may need to review two versions of an image to run a comparison. You can also view the image on one screen while making edits on the other.
Keep chats open as you work without having the screen pop in front of the work you are doing.
With an auxiliary monitor, text and images will be larger and easier to work with, which will assist in reducing eye strain.

Is it hard to set up a dual monitor configuration?

In a word no, but you do need to ensure that prior to spending your money on a second screen you do need to…

1). Check to see what type of video input port on your device. Laptops usually have these on the sides, while laptops have these ports on the back.

2). There are different types of video input ports and these vary across devices, with variations in shape and size. Make sure you know which type of port your computer has, as it will be necessary to match the port to the second monitor’s type of input plug. The most common video ports include:

HDMI
Min-VGA
VGA
DisplayPort
DVI-D
Mini HDMI
DVI-I
Micro HDMI
Mini DisplayPort, Thunderbolt
USB Type-C, Thunderbolt

3). Make sure the cable matches: again, make sure the cable has the correct plug/pins that will fit your device. Some monitors are plug & play, making them easy to install. However, you may need to buy an adapter to fit your computer’s port or the monitor’s plug.

4). Connect it all together: once you are sure the monitor’s plug/pins fit your device’s port, and/or you have the proper adapter to connect the second monitor to the computer, then you’re ready to put it all together. Connect one end of the cable to the monitor, and then connect the other end of the cable to the computer.

5). Turn the monitor on: now you’re ready to go—turn the monitor on and make sure everything’s working!

If you believe that a dual screen set up would benefit your or your employees and are thinking it is just too much of an outlay or too much hassle then do not. At Systems Integration we have great deals on office IT hardware and if you call on us to assist we even have the engineers that come to your place of work and set everything up. Interested? Get in touch and take the first step in increasing your office productivity

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