by Felicien | Mar 1, 2018 | Education
Hotel Wi-fi- has always been an excellent way to bring in more traffic. Below are eight ways that having strong, reliable wi-fi can have a significant impact on your bottom line and why it’s one feature you shouldn’t skimp on.
Wi-Fi seems to be a lifeline these days. There are apps in endless supply to help you find Wi-Fi hotspots no matter if you are in an airport or waiting in the lobby of a doctor’s office. Having Wi-Fi is an excellent way to improve traffic to your business but what does it mean for hotels? Forrester Research reported that 94% of those surveyed agreed that the most important thing that they look for in a hotel is quality Wi-Fi throughout the hotel and in their rooms.
The following are the 8 Nonnegotiable Rules for Hotel Wi-Fi and how Wi-Fi can make a big difference for your bottom line:
Serve your guests
Hospitality is vital when you own a hotel. There is an importance placed on providing and serving your customers whether they have just flown a few hours, or driven for nine – they still need to be served. Wi-Fi is a key part of this service. Ensuring that your customers are comfortable and well taken care of now includes providing high-quality Wi-Fi.
Secure your network
It shouldn’t be surprising that a Wi-Fi attack on an open network can take less than two seconds. While serving the needs of your customers, it is important to also protect your business. Having a Wi-Fi network leaves your company and its data vulnerable. Remember to secure you your Wi-Fi network by using a suitable firewall, profiling, and IDS/IPS. It’s also important to keep the software up to date on your computers in order to be able to efficiently monitor and protect your business.
Plan for capacity
Hotel Chatter reports that 94% of people cite Wi-Fi as the most important amenity. This means that you should assume that 94% of your guests will be using your Wi-Fi, at least. Just as you should plan on how many rooms you can support, you need to plan for how many devices that your Wi-Fi network can support. This helps you to better support and serve your hotel guests. USA today reports that hotel guests typically use the hotel Wi-Fi within seven minutes of checking in. This means that often before your guests have a drink at your bar, swim in your pool, or workout in your gym, they are using the Wi-Fi.
Adjust for demand
Similarly to planning for capacity, you should also expect to adjust to meet the change in demand. If your business grows, so too should your Wi-Fi capabilities. Not having a strong enough Wi-Fi to support the needs of your clients could be just as damaging, if not more so, than, say, the hotel’s pool being shut down for renovations. This is especially important when you are working with corporate guests. Corporations will not book with hotels that have faulty or inadequate wireless internet service. This would snowball into a corporate shutout, as other large companies would make similar decisions, all of which would have a drastic impact on your profits.
Access points
Access points are the key to the high performance of your Wi-Fi. Access points need to be where your customers need them most, in their rooms. This lowers interference and provides higher data rates. All of this improves the performance of your Wi-Fi network and leads to happier hotel guests. It is reported that 72% of travelers prefer Wi-Fi over wired connections, which shows you that having only a wired connection instead of a Wi-Fi access point in the room is no longer acceptable.
Track and monitor performance
You wouldn’t hire someone, place them in an office, and then leave them for years without so much as a checkup, right? You continuously monitor and measure your employee’s performance to ensure that they continue to aid the business and meet the needs of your customers. The same should be true of your hotel’s Wi-Fi – you need to check and measure its performance often to ensure your customers are getting the best service possible.
Picking the right Wi-Fi partner
One of the most important decisions is which provider to partner with for your Wi-Fi network. This is when it is especially important for you to know how many devices you will need to provide for. It is vital that you know how many devices you’ll need to support, as well as how many access points you feel you need to accommodate your guests. These will be your non-negotiating factors when choosing a partner that is right for you and your hotel. Keep in mind this partner will represent you to your customers, so if they aren’t reliable, and your Wi-Fi is cutting in and out during their stay, then you will have to waive or refund fees to customers, which would mean a loss in profit.
Wi-Fi should be free
The J.D. Power 2016 North America Hotel Guest Satisfaction Index Study reported that free Wi-Fi is one of the three most essential amenities that customers look for when deciding on a hotel. Wi-Fi, breakfast, and parking were the top three listed. If forced to choose, 71% of hotel guests said that they would select free Wi-Fi over complimentary breakfast or free parking. Not only could this impact the traffic brought to your hotel, but it could also affect what customers are willing to pay. Research shows that often customers are eager to pay more for a hotel with confirmed reliable Wi-Fi connectivity. This gives them peace of mind that once they check into the hotel, they will be able to complete their work or stream their shows without any interruptions.
Hospitality doesn’t end with check-in – Hotel Chatter explains that 38% of those surveyed say no Wi-Fi is a deal-breaker and will book elsewhere. Given how important Wi-Fi is to your guests, you should know what your needs are, and what the performance capability of your network is. These simple rules will help you better serve your customers during all of their current and future stays. Imagine if your Wi-Fi wasn’t performing at its peak – that would mean you could lose out of 71% of your business which would make a significant impact on your bottom line. Often, we fret over business expenses, but Wi-Fi shouldn’t be one, as it will provide the most significant return on your investment.
by Felicien | Mar 1, 2018 | Education
How often do you buy a new laptop, tablet or mobile phone? Does it seem like there’s an internal alarm clock that predicts the time of your next purchase? We can help you hit the “snooze” button and save more money.
Apple made news recently with an admission of its practice to release updates that would slow performance of older phones as a byproduct, indirectly increasing frustration and thereby prompting consumers to “need” to upgrade their phone. It’s been a long-running joke that, with two-year contracts with mobile service providers, consumers could count on increased frustrations near the 18-month mark to build anticipation for the next smartphone iteration.
The manufacturer’s suggested retail price (MSRP) of consumer goods relies on the basic elements of supply and demand. While consumers maintain the mentality of “upgrade every two years”, manufacturers released new products on a set timetable, and subsidized costs helped to feed our appetite for the newest, fastest tech with the coolest features. Who doesn’t love a built-in schedule feeding supply and demand? Desktop computing systems experience the effect, as well, though the phenomenon doesn’t receive the same coverage, perhaps because these systems have been around for longer than mobile devices and consumers have just come to accept the situation.
Now that the days of service contracts and subsidized phone costs are over, consumers hold more control over their technology – and their wallets. With the barrier to entry centering on higher costs — that are no longer subsidized — consumers are looking for ways to make all types of tech last longer. This is especially helpful given that the cost of tablets, most notably the iPad, continues to inch higher as our dependency on mobile technology increases. How can we make our smartphones, tablets, laptops, and desktop tech last longer and run more smoothly?
Desktops and Laptops
Review your system using these guidelines as a checklist, and see how some light housekeeping may help:
Is your system freezing or crashing more often?
Crashes and freezing can be a reminder to reboot, allow your applications to restart and reset, clear your memory cache and cookies, and just give your machine the chance to let go of anything it’s been unnecessarily holding onto in temporary files.
These can also be a sign of something more serious, and it may be a good idea to run an antivirus program, like Avast, to make sure you’re not a victim of malware, viruses, or ransomware attacks.
Is your storage nearly full?
When a hard drive fills over 75% capacity, the effect on a system is an overall slow-down. Consider moving to a free cloud-based storage solution, like Dropbox or Google Drive. If you’re an Amazon Prime user, take advantage of your benefit of unlimited photo storage that also offers you the ability to organize photos into albums that you can share with friends and family with just a click.
When was the last time you checked for and installed system updates?
Outdated operating systems can significantly decrease a system’s performance. Check for updates and install them, since these almost always contain updates that improve performance and maintain security.
Is your computer clean?
We don’t mean viruses here – we mean “clean”. Dust and particles can get down into crevices and gunk up innards. This can impede airflow, causing a system to overheat, and make your system work harder than it needs to operate effectively. A can of compressed air can do wonders with hidden dust particles in the tiniest of spaces.
Smartphones and Devices
Much like with any computer, smartphones and tablets need routine maintenance to perform at their best. Sluggish and slow speeds hinder your ability to get things done. Never is the phrase “time is money” truer than when trying to send an email or make a call, in attempt to conduct business and finalize a transaction.
Keep your mobile devices operating at their peak efficiency by regularly checking through the following areas:
Photo storage
Ever wondered why smartphones still offer the option of the shutter sound when taking pictures? The sound is both nostalgic and satisfying. We take photos of moments to help us remember – but we take more photos now compared to the days of film.
Our digital memories are eating up our digital storage. Cloud storage is an easy solution, but few take advantage of the opportunity. As we mentioned earlier, Amazon Prime users can take advantage of free unlimited photo storage and create shareable albums. This is a safer option than Facebook, given it’s a service you pay for, and you retain control of the account!
Email Inbox(es)
A single email message has an almost undetectable impact on your phone’s operation, but how many emails do you get in one day? A hundred? More likely a few thousand messages or more come to you throughout the average work week, and that fills space quickly in your device’s memory. De-clutter your inbox, and start seeing a difference.
How many applications do you have installed that you don’t use?
Applications can take up a lot of memory space. You can see which applications have the greatest impact on your phone’s settings, and eliminate applications that you haven’t used. Regain screen real estate, too!
How many applications are running?
Not only can applications take up space, but they can also drain your battery faster. Over time, this can wear down your battery which means it will just drain faster and faster, regardless of how many applications are running at any one time.
Internet windows
Much like on a desktop where you may have more than a dozen tabs open and running in a single Internet browser session, your phone will open a new window as many times as you like. Again, much like with your desktop browser that stores cookies and browser history that takes up RAM, your phone keeps this data stored, as well, slowing down operations.
When in doubt, restart
The occasional restart can act as a “reset” for your phone, and you may see an improvement in performance after rebooting.
Are there updates available?
Whether for an application or your operating system, there are reasons that updates are made available to consumers. Updates are intended to improve the overall operation of your mobile device, and it’s recommended that you keep your phone’s operating system and applications up to date.
Is your device clean?
Keep your screen wiped, your speakers clear of debris, and your camera lens and charging port clean. Dust and grime can creep into the tiniest of crevices and build up, affecting the interior workings of your phone.
Keeping your technology operating efficiently takes effort on your part, but the return on your time investment will extend their lifespan and decrease the long-term maintenance costs you would need to spend otherwise. Following these basic preventive maintenance tips will make your tech last longer and save you time – and money.
by Felicien | Mar 1, 2018 | Education
Nobody likes doing taxes, but everyone has to. Make sure you know when you and your company need to file them this year.
For individual taxpayers, the tax due date is usually the same each year: April 15th. The only exception is when April 15th falls on a weekend. Then, the IRS typically extends the due date to April 16th or 17th. The same is true for those filing an extension. Extensions are due on October 15th unless that date falls on the weekend. Then it is usually extended to October 16th or 17th. This rule also pertains to holidays. If the filing date falls on a holiday, then everyone gets an extra day or two to file.
Rules for Filing Dates for Business Owners
For business owners, the filing dates are not that simple unless your business is a sole proprietorship or single member LLC. Those filers typically must use the same dates as individual taxpayers. However, business owners may be required to file on other dates depending on several factors.
For business owners, the filing date is affected by what type of business entity it is. That’s because the type of business entity determines the company’s fiscal year. If your business is an S Corporation or an LLC, it is considered a flow-through entity and the taxes are due on the fifteenth day of the third month of the fiscal year, which is commonly March 15th (or March 16th or 17th if there’s a holiday or weekend involved).
The filing date for extensions for an LLC and S Corporation is September 15th, unless that date falls on a weekend or holiday. Then it might be extended to the 16th or 17th.
Partnerships
The tax return for a partnership should be filed on the 15th day of the 3rd month following the end of the company’s tax year. For example, if year-end for your business is December 31st, then the due date for tax filing is March 15th. Remember that these dates will change if the filing date falls on a weekend or holiday. March 15th (16th or 17th) is also the date when the individual partners should receive their Schedule K-1. This document shows each partner’s individual share of income or loss. Partners must have this document in order to file their individual tax returns, which would be due approximately one month later.
Limited Liability Company (LLC) with Multiple Members
Multiple-member LLCs may be taxed as partnerships in some states. If this is true where you live, then the filing dates remain the same as for a partnership. The date for distributing Schedule K-1 to the partners is the same as well or March 15th.
If the LLC ceases to exist, whether the company goes out of business or is moved into a C Corp, it’s important to file a short tax return right away. In most cases, the partners only have three and a half months to file this return. If partners fail to do this, the IRS may charge additional monthly penalties on top of regular tax liability.
In situations where a multiple-member LLC is taxed as an S corporation or regular corporation, the following rules apply:
Choose the most convenient filing date for your corporation. The only requirement is that owners have not filed a Subchapter S election. Quarter end dates are typically chosen.
Corporate tax returns are due and payable on the 15th day of the fourth month following the company’s fiscal year.
For a Subchapter S Corporation, taxes should be filed on the same filing date as the individual owner’s personal tax return. The Schedule K-1 shows the individual income for each owner. S Corporations are most often filed using a calendar end date of December 31st unless the corporation can show a valid reason for changing the date.
Charitable Organizations & Nonprofits
Charitable organizations and other nonprofits must file their taxes on the 15th day of the fifth month after the end of the organization’s fiscal year. In most cases, these organizations must file their taxes by May 15th. Charitable organizations only qualify for three-month extensions instead of six months. So, extensions would be due by August 15th.
Tips for Success
Learning the correct tax dates for filing is one of the big challenges for new business owners. Since the penalties can be exorbitant, many tax experts recommend setting up a tax calendar for your business. You can learn the dates by going online or speaking with an accountant. Some people prefer setting up an actual calendar with the dates circled that they can place somewhere in their office. Others prefer setting up a digital calendar using an app or Google.
This can prevent you from worrying about whether you’ve got some type of quarterly filing coming up soon. Business owners certainly have enough to worry about so solving an important issue like tax filings will relieve some of that stress. After you’ve got your tax calendar set up, ask someone in the know to check it over for you and make sure everything is correct.
Penalties & Interest
Filing your taxes on time and correctly is important for both individuals and companies. If you miss a filing date, penalties and interest begin to accrue immediately. The IRS will make no exceptions to these rules. That’s why it’s so important to know when to file and what forms you should file. If you aren’t confident in your ability to file a business tax return, hire a professional. Because of their expertise and experience, an accountant can often save you more than enough money to pay for their services.
Even if you have a professional accounting service doing your taxes for you, it can be a good idea to double check and make sure everything was filed on time each quarter and year-end. Most accountants will not only notify you, but they will send you copies of what they filed on your behalf.
Remember that filing an extension does give you extra time to pay, but it does not stop interest and fees from accruing.
Reducing your Tax Burden with the Right Strategy
There are so many ways to reduce your tax obligation. All it takes is a bit of strategy and planning. An accountant can recommend the best options to help your business take advantage of perfectly legal strategies. For instance, a 401k can be set up for small business investments, real estate, and hard-money lending. This can allow your company to defer taxes on profits.
Your company can make investments in automobiles, property and other big-ticket items. It can also purchase rental property. In many cases, those with rental property can show losses throughout the year due to property maintenance, interest and other charges. Many company owners hire their spouse and/or children. Though they will need to be assigned an actual job with weekly duties, this can be a powerful tax saving tool.
There are so many other ways for businesses to save money on their taxes each year. Don’t be afraid to discuss every legitimate method with your accountant.
by Felicien | Feb 28, 2018 | Education
Outsourcing your IT services can lower your expenses and give you access to today’s most advanced technology. These are common reasons why businesses large and small choose outsourced IT providers. However, there are pros and cons of outsourcing. For instance, while you can definitely lower your costs, you also lose control of one area of business that can significantly affect your daily operations.
A recent study conducted by the Everest Group revealed that 48 percent of all business owners are unhappy with their current IT service provider.
In spite of the drawbacks, many of today’s small business owners see the value in outsourcing their IT infrastructure. However, the most discriminating business owners do quite a bit of research before selecting an IT service provider. This practice is highly recommended. It helps you avoid companies that don’t provide value-added services and are only in it for the money. Business owners need to know some very important things about their IT provider before ever signing a contract.
In spite of extensive research, business owners and managers still find themselves in relationships with IT service providers who simply aren’t doing their jobs. This can be a troubling area that fuels a great deal of frustration among business members.
Why Stay in a Bad Relationship?
Given that choosing a new provider is such a big deal, small business owners have been known to drag their feet when it comes to searching for a better IT provider. We all do that. We tend to think that a business relationship will improve if we just give it time. But eventually, that gnawing feeling in your stomach gets the best of you and you begin to ask your colleagues how they like their IT service provider.
After they spend ten minutes raving about their optimized infrastructure, you have to finally admit that it may be time to break up with your current IT service provider and look for greener pastures. It happens to all business owners and often it results in your company getting much stronger managed IT services for about the same money. Instead of dreading the process, why not dive in? What have you got to lose? Just be sure it’s time to take that leap.
Below, we go over seven effective ways you can tell whether you need to hire a new IT service provider:
One: Are They Proactive?
If your service provider only comes out when there’s a problem, then you may need to find a new provider. An IT company that stays on the ball and ahead on any disruptions to service is crucial in today’s business climate. With all the new software, firmware, apps and programs, there’s a constant need to stay on top of things. As the business owner, you shouldn’t have to worry about these things. If you’re paying good money to outsource your IT services, it’s their job to keep the system purring like a kitten.
It’s also their job to make sure you have all the recent necessary patches. Your data should have the highest level of protection from cyber thieves. Your programs, IT tools and services should be top-notch. You shouldn’t have to ask about this or worry constantly that you’re not getting the most timely updates.
Two: Industry Certifications
With everyone trying to cut their expenses and raise their profits, an IT service provider might be tempted to hire poorly trained technicians. As everyone knows, employees who are well-trained and certified in the pertinent fields are going to expect larger salaries. However true that may be, no business owner wants to see a technician working on the computers that he saw working at a fast-food joint just last week. Don’t be bashful about asking questions.
You have a right to expect that those who come out to update or repair your computers are properly trained and certified in the latest programs. A few of the most common certifications are:
CompTIA Mobility+
CompTIA Network+ CE
CompTIA A+ CE
CompTIA Server+ CE
MCP Windows 7
MTA Networking & Operating Systems
MTA Mobility & Security
Three: Strategic Partnerships
Every vendor and third-party supplier you work with should be on board with the plan to help your company succeed. After all, your success is their success. This is something all IT service providers should understand. Do you honestly feel that your IT company is working hard to make sure you can compete well in today’s diverse business culture? This is an important issue that has become more and more essential.
Too often, business owners are unfamiliar with their IT service people. They don’t have a key contact person they can speak to about upgrades, problems or new services. It can almost feel like your IT services are outsourced to some guy somewhere, but you really don’t know much about whoever it is. If this describes your current relationship with an IT service agency, then it may be time to change the game plan. You need a go-to person that is familiar with your company and knows your equipment; someone who can speak intelligently about any concerns you may be having.
Four: Updating to the Best Technology
With the world of computers, networking and the Cloud moving so fast, innovative products and services are arriving at ever-increasing speeds. However, your main concern must be all about running your business. The whole reason you outsource your IT services is so that you don’t have to run out and take college courses in topics like the Internet of Things (loT), private cloud enablement, and SaaS implementation.
IT service providers can be found in every city, and they all claim that they will give your company the best products and services. However, computer technology is rapidly changing. New advancements come along each year. It’s critical to modernizing your legacy infrastructures in order to drive better digital services across your enterprise. However, you need to know that this is being done whether you keep close tabs on it or not. Your IT service provider should be talking to you regularly about ways to improve your services and cut your costs.
Five: Protection Against Cyber-Theft
2015 saw a huge increase in the number of cyber-thefts, and because of this, businesses, organizations and the government greatly increased their network protection. In spite of these efforts, 2016 was even worse. During that year, the U.S. Department of Justice lost the personal information of 20,000 FBI employees. This represents not only a monetary loss but a substantial security breach for the FBI. Even the IRS was hacked, losing all the personal information for 100,000 taxpayers. FACC, an Austrian aerospace manufacturer, was hacked as well. This time, the cyber thieves stole over $54 million in cash right out of their bank accounts.
These large companies should have the best protection against cyber-theft, so how were their databases penetrated? This is a troubling question with no clear answer. Many small business owners feel that their business will not become a target of thieves because there are so many other Big Fish to fry. This simply isn’t true. Small businesses are equally at risk from cyber-thieves. It’s your IT service provider’s job to ensure that you have the latest and best protection against intrusion. One cyber breach could cost you millions of dollars and ruin your business’s reputation.
Six: Written Documentation
It’s one thing to speak to your IT service provider, but written documentation is essential. It’s part of their job to provide you with the best equipment and services, but you should have this in writing. Each time the IT service professionals work on your equipment, you can expect a full written report of what was done to your equipment. Any new updates should be fully outlined and documented.
Don’t accept a hand-written note from your service guy as proof of recent equipment updates. A well-established, professional IT provider understands the importance of proper documentation. This will prove to be invaluable in case you ever suffer a cyber-breach. Though cyber breaches have become common, those impacted often file civil lawsuits against the company that lost their personal information. One of your best safeguards against being found guilty of not properly protecting customer data is a sound paper trail.
Seven: Fast Response Times
We’ve all sat at home all day and waited for the cable guy to show up, but this is simply unacceptable for a professional IT services provider. Look for companies that offer guaranteed response times. Make sure your service provider has a 24/7 hotline you can call when there’s trouble. When your computers or network is down, you lose money, so insist on quick service. Good service means that a repairman shows up on time and gets the problem fixed promptly. If the repairman takes three days to get to your service call, then sits around for hours trying to figure out what’s going on, you’re not getting the service you deserve.
As with everything in life, we can all get complacent. However, when complacency leaves your employees sitting around discussing their weekend plans, it’s time to find a new IT service provider. Get your money’s worth and don’t accept flimsy excuses. Your company needs the best IT service provider to compete in this fast-paced world.
by Felicien | Feb 28, 2018 | Education
The General Data Protection Regulation (GDPR) applies to organizations that conduct business in Europe to ensure the protection of confidential data for citizens in the European Union (EU). This is true for companies no matter where they operate. If you do business with EU citizens, you must comply with the GDPR, which means that almost every major corporation and media group in the world is affected.
The mission of the GDPR is to protect EU citizens from data breaches as a result of transactions that occur within EU member states. The enforcement date for the new GDPR is May 25, 2018, and non-compliance could have major repercussions for your business.
Organizations that don’t comply with the new GDPR can be fined up to 4% of their annual global turnover or €20 Million ($24,959,600.00), whichever is greater.
The 28 EU member countries include: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and the United Kingdom.
Why You Should Be Concerned
Many business owners and managers in the U.S., Canada and elsewhere aren’t prepared for GDPR enforcement. They don’t realize that even though they aren’t located in the EU, they’re still liable. Any company that processes the personal data of EU citizens or residents must comply with the GDPR or face hefty fines.
Plus, many companies have concerns with the new GDPR because it mandates that consumers’ data must be “reasonably protected” – yet it doesn’t specify what this means.
Compliance is worrisome for many because:
The GDPR takes a wide view of what personal identification information is, and it’s not always clear what needs to be protected.
They must provide the same high-level protection for people’s IP addresses, and cookie data for names, addresses and government identification information like National Insurance Numbers. (Cookie data is a text file that a Web browser stores on a user’s computer.)
Regulations apply to the processing of personal data by controllers and processors, regardless of whether it takes place in the EU or not.
The GDPR also applies irrespective of whether payment is required or the monitoring of behavior that takes place within the EU.
Rules apply to both controllers and processors. This means that cloud solutions aren’t exempt from GDPR enforcement.
The conditions for consent are now more stringent. Companies can no longer use long terms and conditions in legalese. Consent must be provided in an easy-to-understand format, and in plain language.
Non-EU businesses processing the data of EU citizens must appoint a representative in the EU.
Businesses can only process personal data that’s absolutely necessary and must limit access to only those who require it for the completion of their duties.
If a breach does occur, breach notification must be completed within 72 hours of first having become aware of it. Businesses must notify their customers, controllers, and authorities without delay.
How to Prepare for the New GDPR.
Be sure that you fully understand how the requirements affect your business. Is your company a data controller or a data processor?
A data controller is a person or entity that determines how to use data and for what. As a controller, you are responsible for any problems that involve personal data.
A data processor is responsible for obtaining, recording, adapting, or holding people’s personal information. As a processor you work on behalf of the controller, so your liability isn’t as great as theirs. However, processors share controllers’ responsibility when it comes to how the data is processed.
If a person’s personal data is exposed, the data processor is liable if the manner the data was processed isn’t in compliance with the GDPR. Furthermore, the data controller is liable for the data leakage or fraud because they delegated the transfer of data to the processor who is non-compliant. In other words, both can be fined.
Implement GDPR Now Before the New Regulations Take Effect.
The size of your organization and the complexity of your IT systems and operations will influence the extent and cost of your GDPR implementation. If you use an IT Managed Services Provider who already has this expertise, you’re in luck. They can take care of the implementation for you. If you don’t, you may need to hire additional, qualified IT staff.
GDPR inspections are conducted by the European Commission. If you don’t implement GDPR processes, and you handle personal information for people in the EU that’s compromised, you can face penalties that not only result in fines but legal ramifications as well. Once the public finds about any infractions, the credibility of your business is at risk.
You must assign a DPO before May 28, 2018.
One thing you must do is designate a Data Protection Officer (DPO) for your business. Your DPO is responsible for overseeing your data protection strategy and implementation to ensure compliance. The problem is that the GDPR hasn’t provided a list of DPO credentials. They only state that the DPO must have “expert knowledge of data protection law and practices”.
Your Data Protection Officer must be able to:
Educate and advise your employees about their obligations to comply with data protection laws and the GDPR.
Monitor compliance with GDPR and data protection laws, manage data protection activities, provide advice on compliance assessments, and conduct internal audits.
Act as the point of contact for supervisory authorities and for anyone whose data is processed by your organization
Your DPO can be a staff member as long as they can manage data controlling and processing activities and be readily available for contact whenever required. However, you must ensure that the duties of your DPO don’t result in a conflict of interest. If so, this could result in fines of up to EUR 10 million ($12,437,357.29), or up to 2 percent of your global annual turnover (whichever is greater).
Most businesses prefer to hire an external Data Protection Officer to avoid any conflict of interest. Consult with your IT Managed Service Provider to see if one of their IT professionals can act as your DPO.
Take Action Now.
It seems that everything we do today involves using and processing data. The good news is that the GDPR will give EU citizens the peace of mind that their personal data will be processed, stored and transferred securely.
Don’t wait until May 25, 2018 – failing to meet the GDPR could have a disastrous effect on your business. Take the time to be informed, review the legislation and ensure that your business remains compliant.
by Felicien | Feb 27, 2018 | Education
Microsoft Office 365 users are constantly surprised at the many innovative tools included within this suite of programs. FindTime is its newest meeting scheduler. With its integration into Outlook, users can quickly schedule meetings.
The FindTime app solves a very real problem that frustrates workers everywhere. Its ease of use is the number one advantage that people love about it. Because it is integrated into Outlook, it can save time in more ways than one. What is really remarkable is that a colleague does not need to have the app installed in order to respond.
How It Works
To get started, simply download this free Outlook add-on. An icon is added at the end of the Outlook ribbon – just click on it to get started. FindTime utilizes Outlook’s free/busy availability information to make scheduling a meeting much easier so you’ll spend less time on this exasperating chore. First, you send out an email and propose a potential meeting time or times. Attendees can reply by accepting or declining the suggested meeting time.
They can also suggest alternative meeting times and everyone has an opportunity to vote on whether the proposed time works for them. When all recipients have responded, the most popular time and date are chosen. The online poll allows you see how everyone else voted. You can also view their favorite time.
Once everyone in the group has responded to the poll, the meeting is scheduled using the most popular date and time. Now that a consensus has been reached, invites are automatically sent out by the FindTime app using Outlook. Though the app exists within Outlook, anyone can use it. People using other email programs or even those working at different organizations can be included.
Perks of FindTime
One of the perks of this app is that it encrypts all your personal information. Even the subject and body of the email can be encrypted to protect everyone’s personal identity. This is really important for those working on secret projects that they do not want made public yet.
If it has a drawback, FindTime’s weakness is the fact that it is currently only available for Outlook 2013, Outlook 2016, and Outlook Web Access. Though the program works best for Office 365 users, Microsoft will no doubt continue to tweak the app so that it works with a broader range of programs in the future.
FindTime was developed in the Microsoft Garage. Though the Garage program only began 2014, it has become wildly popular because it allows almost anyone at Microsoft to form a team and work on a project of their choosing. This type of collaborative creation has worked well in the past. Open Source projects like Linus and Azure have been so successful that they’ve influenced business and industry across the globe.
Despite the numerous time scheduling applications on the market today — NeedToMeet, Timebridge, Doodle, etc. — FindTime is by and large the best app for those already using Outlook. So much of the app’s functionality connects perfectly with Outlook’s resources. For instance, using email templates in Outlook can streamline sending out a quick email concerning the meeting’s topic. A calendar event is automatically created as well. Microsoft developers went to great lengths to add additional functionalities that users really wanted.
FindTime Has Found Its Niche in the Marketplace
With millions of people already using Outlook, FindTime is the perfect meeting scheduler. It handles all aspects of setting up a meeting, including sending out invitations, emailing reminders, emailing general information about the meeting’s content, and many others. Some users have claimed that they’ve saved two hours a day by using FindTime over standard meeting scheduling software.
A wide number of users have suggested fun, unique and helpful additions to the program and some of these may be added in the future. For instance, a future version of FindTime may be able to set appointments for you and manage the online registration process for workshops and classes.
FindTime’s Features in a Nutshell:
Find employees you want to attend in the Outlook database
Send emails to selected employees
Propose your selected times to attendees and allow them to vote and come to a consensus
Easy for recipients to decline, accept or suggest new times
FindTime looks for the best times and days that work according to each individual’s Outlook Calendar
Recipients can see whether the suggested date and time is open on their Outlook Calendar
All attendees vote
FindTime sends out the meeting invites on your behalf
Recipients only need internet access and an email address in order to be included
Send out test invites by adding a second personal email address to the To: or Cc: line
Recipients don’t need to have FindTime installed in order to participate
Using Azure, FindTime encrypts personal information, email topic, email body, and attendee names
No more playing email tag for days to try and set up a meeting
How to Install FindTime
Begin by logging into Office 365. Once you’re logged in, navigate to the Store. The Store link should show up in the middle of your screen, but it can also be found by clicking on the app launcher in the upper left-hand corner. Once inside the Store, search for FindTime by typing that in the search box. Next, press install. The program will install rather quickly and you will get a confirmation that it has been installed. Click Okay and you’re all set.
If you’d like to check to make sure the program was installed, or you need to see whether you already have FindTime installed, it’s easy to do so. Go to Settings > Manage Add-Ons and you’ll get a list of all add-ons. Checkboxes beside each add-on indicate whether the add-on is turned off or on. It’s a good idea to check there first, as you may already have the add-on installed and it simply needs to be turned on. Simply check the box to start using FindTime.
