Planning

Storm Season Is Just Around The Corner… Are You Protected?

April 18, 2016

Thomas Fox is president of Tech Experts, southeast Michigan’s leading small business computer support company.

We’ve just celebrated the first day of Spring, and before you know it, the weather will warm up and tulips will bloom. Of course, we’re also headed into Spring storm season.

If you haven’t already, it is time to prepare for those pop-up storms that occur randomly at this time of year. These unexpected storms often result in everything from ice damage to lightning fires.

During this time of year the threat of fire, flood, severe storms, water damage from office sprinklers, and even theft is very real.

One of the most valuable assets for any company is its data. Hardware and software can easily be replaced, but a company’s data cannot! As a reminder to all of our clients, here are some simple things you should do to make sure your company is ready for any natural disaster. [Read more…] about Storm Season Is Just Around The Corner… Are You Protected?

Should Your Business Get A Backup Internet Connection?

April 18, 2016

With most business operations tied to the Internet, it is important to consider a backup plan in the event that your Internet connection goes down.

A host of things can cause issues with Internet service from natural disasters to provider caused issues, and unfortunately, those are beyond your control.

Choosing whether or not your business should have a backup Internet connection, however, is within your power.

You should first identify how much your business depends on the Internet for its operations when making this decision. In other words, could your business operate, if the Internet was to go down for a few hours without suffering a significant monetary loss? What about for a few days?

Chances are that your business would at least operate at a disadvantage without another way to access the Internet. If that is not the case, deliberating about backup connections may not be your best use of time.

For the rest of the business world, however, the real question lies in what kind of backup Internet connection you should seek.

Most experts will agree that it is wise to have your backup connection one notch lower than your primary one.

For instance, if your primary Internet connection is fiber, your secondary connection could be a T1 line. If your primary is a T1 line, try DSL or cable for your secondary.

That way, you’re not making a huge downward leap such as from fiber to dial-up, and your employees wouldn’t be at too much of a disadvantage.

This approach also takes into account your business’ budget. Your secondary connection will be a little less expensive than your primary while still being somewhat close in capability.

You’ll also need to make sure that your firewall has the capability to support more than one Internet connection. Most of the firewalls we recommend to clients include this as an option; however, the consumer grade routers sold at big box stores rarely offer this as an option.

Another important feature is to make sure your firewall can automatically detect outages, and switch Internet connections to keep you up and running without manually having to switch connections.

Four Tips For Next Year’s IT Budget

December 21, 2015

As the year winds down, you’re undoubtedly working out plans for 2016, and preparing your IT budget is top on that list. Every year presents unique network, server, and technology challenges that need to be addressed.

The increasing ubiquity of cloud services is something small business owners need to consider, but working out the basic budget items should take priority. Here are four tips to give your business a little bit of breathing room when it comes to planning next year’s IT expenses.

Think in the long term
When planning your IT budget, it’s important to consider both short-term and long-term investments that you’ll be making for the sake of your business.

Replacement Equipment And Workstation Data Storage

December 21, 2015

Scott Blake is a Senior Network Engineer with Tech Experts.

Have you ever found yourself in the middle of a huge project or in the height of your busy season, then suddenly, a key piece of equipment breaks? You have orders that need processed. Deadlines to meet. Stress starts to roll in. You start to wonder how long the downtime is going to last or what this is going to cost your business.

One way to reduce the stress levels and temporarily resolve the situation is to maintain a stock of replacement workstations and essential equipment.

Being able to switch out a workstation or any other critical piece of equipment and be back up and running sooner not only reduces stress levels, but also saves your business countless dollars in lost revenue.

Example: your company designs and prints graphics for billboards. An employee says their workstation has crashed while they were working on a project for your largest client that’s due in two days. What do you do?

You try to contact the manufacturer of the workstation, only to find out your warranty does not cover on-site service and the soonest they could be on location is in two to four days. That’s not the answer you wanted to hear.

If you had a replacement workstation on hand, you could reduce your downtime dramatically. But let’s say you do have one. So you switch out the workstations and your employees is back to work…

Until they realize all of their work is stored on the crashed workstation. Stress levels start to climb once again.

One easy way to avoid losing data would be to migrate the user’s data to a storage device located on your network. Network attached storage is much more reliable than the storage within your workstation. They can also be configured for redundancy.

This entire migration will be transparent to the user as the workstations libraries will still remain intact, just relocated to a different device. As far as the user is concerned, all of their data is saved to the workstation.

The general rule of thumb is to maintain a 10% replacement stock level of workstations or essential pieces of equipment (and always have at least 1). Replacement switches, as well as firewalls, should always be on hand or able to be purchased locally. Being able to replace a switch or firewall to bring your VOIP phone system back online or restore network connectivity to your entire business in minutes is critical.

If your business is unable to maintain replacement inventory, make sure you have (and fully understand) support contracts either from equipment manufacturers or from a local network support company.

Depending on the manufacturer or support company, support contracts can range from 24×7 to 8×5 to “whenever we can get there.” That’s why it’s very important to understand your support agreements. Never get taken by surprise.

Manufactures, depending on the piece of equipment, will offer warranties or support contracts. Be warned the contract may not include next day equipment replacement, data recovery, or installation of the equipment.

They may be able to offer remote assistance, but in most cases, you end up in a long call that does nothing to resolve your issue.

The best option, if available to your business, is to have a managed service plan with a local network support company. Most local support companies will offer same day service including weekends.

Local service companies can act as your business IT support department and/or work with your existing IT department to maintain your business equipment and resolve any issues that arise.

Most local service companies will have replacement equipment and repair parts on hand, thus reducing downtime.

A local service company will also be able to assist your business in less stressful times by offering remote support services and preventive maintenance visits to spot any potential issues before they become larger problems.

They will also work to ensure your business’ network is safe and secure and offer suggestions for upgrades to your infrastructure.

While no one can predict when a workstation may go down or a firewall will fail, the best thing you can do is be prepared.

Strategically Upgrading Your Computer Systems

November 24, 2015

Michael Menor is Vice President of Support Services for Tech Experts.

With technology growing faster than most businesses can keep up with, organizations have to continuously upgrade their solutions in order to maintain a semblance of modernity. The only issue with this is that many businesses can’t keep up, simply because they don’t have a team that’s dedicated to this important task.

What technology upgrades should be made a top priority and why?

Naturally, the first thing you need to know about workstation and technology updates is that you need to integrate them periodically in order to ensure optimal security for your organization.

Most viruses and malware will attempt to take advantage of weaknesses in your infrastructure in order to infiltrate it.

These weaknesses in your software and operating systems’ source code will ultimately allow these threats to force their way into your network, putting any contained information at risk.

These flaws are often addressed in software patches and system updates issued by the software developer, but tackling the updates in a timely fashion is a whole other monster.

Managing all software updates is easier said than done, especially without a dedicated IT department watching over your technology. Regular maintenance is often pushed to the back burner and dangerously close to being forgotten about.

Therefore, the best way to make sure that your systems are prepared to handle the threats that are found in today’s computing environment is to make upgrading your technology a priority for your organization.

Software Updates
There are several programs that your organization needs in order to stay functional, so your software updates aren’t limited to just your workstations’ operating systems.

The fewer unnecessary security flaws that can be found in your IT infrastructure, the safer your information will be.

Furthermore, users who are working with top-notch, optimized technology will be far more productive than they would be if they were using sluggish, bogged down computers.

It doesn’t make any sense to let your employees use machines that hold them back from achieving their maximum productivity.

In fact, sometimes you might encounter a situation where using a different software will be better for your business strategy.

It’s always recommended that you consult with a professional technician before making drastic changes to your business’s software infrastructure.

Antivirus Updates
Your antivirus solution is often a software solution, but virus and malware definitions are continuously being updated.

If your antivirus and other security software solutions aren’t properly maintained, it’s like you’re “leaving your keys in the front door,” so to speak.

Your antivirus solution needs to be managed on all workstations – or, better yet, centrally controlled from the server to ensure that all users are protected and up to date at all times.

Hardware Updates
Older hardware that’s been around the block a time or two might have proven reliable, but it will eventually start to show signs of its old age. Hardware failure becomes more likely and you run the risk of losing information due to the degradation of your technology.

This is why monitoring your systems for faulty tech and periodically upgrading to more recent models is preferable, if not necessary.

Granted, all of these software and hardware upgrades may feel overwhelming. This is why Tech Experts offers a remote monitoring and maintenance solution that’s designed to administer patches to your mission-critical systems remotely.

This helps your organization ensure that your systems are always up-to-date. We can also monitor your infrastructure for any irregularities that might be caused by hardware malfunctions, hackers, and much more. Call us at (734) 457-5000, or email info@mytechexperts.com to learn more.

IT Consultations: Trust In Those That Know

September 23, 2015

It seems that these days anyone can read an article or watch a video online and consider themselves an expert in one way or another, but when it comes to upgrading or making changes to your business infrastructure, is it wise to take and follow the advice of someone that has no hands-on or working knowledge of the IT industry or your business?

Ask yourself this: if your car needed repairs, would you take it to a lawyer or a mechanic?

Instantly, you answer “the mechanic” because the mechanic works on cars.

So in comparison, should you follow the advice of a visiting client, sales rep, or friend of an employee?

No, because none of these people know the intricacies of your business IT needs and functionality.

Will they know to check with your software vendors to verify compatibility with a new operating system?

If the plan calls for upgrading workstations and/or servers that are running outdated, unsupported operating systems, you need to check and make sure your existing software is supported on the new operating system.

Usually, accounting and office productivity software are the types most affected by changes in operating system platforms.

In some cases, a business may have spent large amounts of money to have specialized software written years ago, but unfortunately, it may not install or run on a modern operating system.

Will they know how to check and see if your internal network wiring needs to be upgraded?

If the plan calls to move your business phone system to a VOIP system, you need to make sure your existing network cabling will support it.

Cabling has categories and certain categories are more applicable to your needs than others.

Whoever is handling your IT needs to recognize what would be best and what wouldn’t work in your situation.

Keep in mind that when upgrading, you’re also future-proofing. It’s best to spend a little more on higher-quality equipment to extend the life of your upgrade.

Will they know how to calculate the amount of disk and cloud storage your business will require?

Electronic storage for your business is key. Knowing what needs to stay local and what needs to be stored in the cloud is paramount to your business’ success (and recovery, should there be a disaster).

The cost of secure cloud storage needs to be weighed against the cost of maintaining on-site local data storage. Localized storage will allow for faster access while in the building.

However, if your business has remote employees, cloud storage would be the optimal way to allow access to documents, applications, and software without having to support RDP or VPN connections into your network. This reduces the risk of outside intrusion.

Are they able to suggest the correct security devices and software for your business?

The security needs for every business are different. What works for Bob’s Golf Land may not be the best solution for your business.

A proper evaluation of your business network needs to be performed. Certain questions need to be asked and answered, such as “is a software-based firewall best for your business?” or “will you need dual WAN routers to allow for multiple ISP connections?”

If you have any doubt after considering these questions, you’ve got the wrong person for the job.

Seek out an experience and established IT professional and before making any changes, consult with them. Trust their advice. They will evaluate your business infrastructure and build a plan of action for successfully upgrading your business network and equipment.

Interested in a network evaluation or an infrastructure upgrade consultation? We can do those too… and we do it right! Contact us at Tech Experts — (734) 457-5000, or info@mytechexperts.com.

Buying A New Printer? Here’s What To Look For

September 23, 2015

Printers are essential in day-to-day office use. Whether one is needed to create fillable forms or prepare handouts for a presentation, a printer is a valuable tool in general productivity and collaborative projects.

As such, the investment in a new printer is a big deal, and here are some of the most important things to consider when choosing one.

Black vs. Color
Monochrome printers that just use black ink or toner are usually cheaper and may be sufficient for office needs. Full color printers, however, can be used in creating eye-catching booklets, brochures, or flyers, but these are often more expensive for the initial purchase and upkeep.

Functions
Printing isn’t the only thing a printer can do. There are a host of other functions available from copying to faxing to scanning. Review what other office equipment is on hand, and that may narrow the functions needed. For instance, if the office already has a copier, then that function really isn’t necessary in a new printer.

Paper Handling Characteristics
A printer’s paper handling encompasses more than one thing. It refers to how much paper it can hold, which can be crucial for busy office settings, and also the sizes of paper it can handle. The ability to do double-sided printing or presence of an automatic document feeder are other things to consider.

Type of Connectivity
There are three primary modes of connectivity for printers – USB, Ethernet, and wireless – and a printer could have just one or all three. Nowadays, nearly all printers have USB connectivity, but Ethernet connectivity is important for wired office networks. If you want to reduce cords and use it on your wireless network, wireless connectivity is a must.

Replacement Toner/Ink Cost
The total cost of a new printer does not end with the initial purchase; the toner or ink will need periodic replacement. Often, toner and ink are far more expensive than the printer itself, so getting a good deal on the device doesn’t necessarily translate into a good deal for the long run.

It only takes a few moments to check the price of replacement toner and ink, and this can save the company a lot of money in the future.

Leasing vs Buying IT Equipment: Which is Better?

August 31, 2015

When you plan to upgrade or replace computer equipment, there are two ways to do it: Either leasing or buying the necessary IT equipment. As there is no hard and fast rule as to which alternative is better; it heavily depends on your business’ unique situation and needs. Here is an overview of each alternative’s pros and cons to help you decide between the two options:

When you lease IT equipment, the upfront costs are low, which allows a business to set aside moneys for more pressing needs.

There will be a set monthly payment with no surprises, and your business can keep up with the Joneses when it comes to having the most cutting-edge technology. If some new tech system pops up in a year or two that could help your business operations, upgrading is simple to do when leasing.

There are, however, downsides to leasing. Over the long term, you may pay more for the equipment your business uses. With a lease, there’s also the issue of having a contract that usually requires the business to rent the IT equipment for a set length of time.

This means that – even if your business opts to stop using that equipment or it becomes obsolete – the payments still must be made.

When you purchase your business’ IT equipment outright, there is only a single, albeit large, hit to the budget, and there’s no complicated paperwork to fill out or built-in caveats in the contract to look out for. It belongs to the business and decisions regarding maintenance and method of use are entirely up to those within the company instead of being governed by an outside entity. The purchased equipment can even be deducted from the business’ taxes.

On the other hand, putting a lot of money at once into a company’s IT needs may draw too much money out of other divisions’ budgets, such as marketing, for example. This can negatively impact the business’ bottom line. Another consideration is how often technology equipment should be updated. With buying such equipment, it’s far harder to upgrade to the latest technologies, which could require waiting for your recently purchased items to sell before making a fresh IT equipment purchase.

For Pete’s Sake, Back Up Your Data Folks!

July 27, 2015

I’ve been supporting small business computers and network systems for more than 25 years, and believe me when I say, the number one thing that still boggles my mind is the lack of sound backup systems and procedures.

It is a topic we cover a lot in our newsletters, and for good reason: Not a month goes by where we aren’t witness to some sort of catastrophic file loss or system/server failure.

If you’ve ever lost an hour of work on your PC because it locked up in the middle of writing a proposal, you know the grief it causes. Now imagine if you lost days or weeks of work – or imagine losing your client database, financial records, and all of the work files your company has ever produced or compiled.

Or what if a major storm, flood, or fire destroyed your office and all of your files? It’s raining as I write this, perhaps the twentieth day of rain in the last 30, and we’re under a flood watch yet again. [Read more…] about For Pete’s Sake, Back Up Your Data Folks!

Does Your Company Need An Internet Usage Policy?

July 27, 2015

With the growth and expansion of the Internet, it is important to make sure that your business has a policy in place to protect its assets.

Depending on your business, an Internet Usage Policy (IUP) can be long and drawn out or short and to the point.

An IUP will provide your employees with guidelines on what is acceptable use of the Internet and company network. IUPs not only protect the company, but also the employee.

Employees are informed and aware of what is acceptable when it comes to websites and downloading files or programs from the Internet.

When employees know there will be serious consequences for breaking the IUP, such as suspension or termination of employment, companies tend to notice a decrease in security risks due to employee carelessness.

You will need to make sure your IUP covers not only company equipment and your network, but also employee-owned devices such as smart phones and tablets. You may be surprised at the number of employees that feel they do not have to follow the IUP because they are using their own device to surf or download from the Internet.

Make sure you address proper usage of company-owned mobile devices. Your business may have satellite employees or a traveling sales force. Even when they are away, they need to be aware they are still representatives of the business and must follow the business IUP.

After all, it would not go over well if your sales staff was giving a presentation to a prospective client and suddenly, “adult content” ads popped-up on the screen because one of your employees was careless in their web habits.

The downloading of files and programs is a security risk in itself. Private, internal company documents and correspondence downloaded from your company’s network can become public, causing unrepairable damage.

On the same thought, employees downloading from the Internet open your company’s network up to malware attacks and infections.

There are a lot of hackers that prey upon the absent-minded employee downloading a video or song file by hiding a piece of malware within the download. Once the malware makes it into your network, there’s no telling what damage it can cause.

As for non-work related use of the company network and Internet, make sure your employees know there is no expectation of personal privacy when using the company’s network and Internet connection.

Make it well-known that the network and Internet are in place to be used for work purposes only. Improper use of the network can reduce bandwidth throughout the company network.

This includes all mobile devices owned by the company. This way, your employees know that no matter where they are they still must follow the guidelines of the IUP.

Make sure all of your employees sign the IUP and fully understand what it is they are signing. Make sure you answer any and all questions they may have.

This will help clear up any confusion your employees may have. This way, there can be no excuses as to why the IUP was broken.

Whenever you update the IUP, make sure you have all of your employees sign and understand the new additions and/or changes to the IUP. It may seem like overkill, but you’ll be glad you did if you ever run into any violations of your company’s IUP.

For assistance in creating Internet Usage Policies or if you have any questions, call the experts at Tech Experts: (734) 457-5000.

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