by Felicien | May 18, 2017 | Education
Develop the perfect set of communication skills for dealing with offsite workers. With both onsite and remote team members on the same page, productivity levels will surge.
Most companies are now hiring employees located around the globe. The advantage of hiring remote contractors are ample—they allow businesses to widen their net to attract skilled employees and permit more flexibility in scheduling. As long as you put forth a strong effort to communicate effectively with remote employees, you’ll reap the benefits.
Set Clear Expectations
From the start, guidelines should be put in place on how independent contractors should communicate with fellow team members. Although time zones and work hours may vary, you should have policies on when remote employees need to check in. One strategy is to use universal time amongst staff members. Universal time, also frequently called Greenwich Mean Time, can be used in business to standardize time. However, before scheduling major meetings and deadlines, be empathetic to those working in different time zones.
Make Communicating Easy for Everyone
Accessibility is key for better communication with remote employees. For instance, all members of the team should be outfitted with cloud-based programs like Office 365 to streamline communication. Office 365 includes video conferencing software with screen sharing capabilities. Office 365 allows for a more immersive virtual meeting experience as team members share files and desktops seamlessly. Video conferencing is preferred over email or audio calls. Face to face chat sessions gives you a chance to build a rapport with the offsite employees. When you do schedule video chats, set aside at least an hour to speak to the independent contractor one on one. Try not to cancel private meetings with remote workers since they are often left out of the day-to-day hubbub in the office.
Focus on Security
Sharing information remotely automatically raises some security concerns, especially if any of the data is confidential. However, collaborative features in programs like Google Docs and Microsoft Office 365 put a virtual fingerprint on anyone who authors, views, and edits files. If you have remote contractors, cloud programs are ideal since you can control who has access to files and revoke privileges at any time. Since many independent contractors work from home, you’ll want to stress the importance of security on home and mobile devices.
Set up an Online Project Space
Besides Office 365, you can find additional products to help manage communication with offsite employees. For instance, a program like Basecamp is perfect for businesses that require frequent project collaboration. Basecamp permits organization of teams, projects, assignments, and bookmarks. The tools allow for better control over workflow with timeline updates on progress from each team member.
Encourage Transparency
Stress the importance of letting all team members know about any conflicts the remote worker may have coming up. Request vacations and days off are scheduled well in advance. You should also work out a contingency plan with the contractor in case an emergency arises and you can’t reach him or her.
With the latest productivity software tools and steadfast communication policies, remote workers are bound to become invaluable members of your team.
by Felicien | May 18, 2017 | Education
Office 365 Education has a lot of new integration that your organization should know about.
Microsoft has been investing in digital and online education for years. With that much experience – along with Microsoft’s well-known business tools – any education organization looking for a tech upgrade should consider the Microsoft option. One of the most current packages for schools is Office 365 for Education: Take a look at the benefits it offers students and teachers alike.
Cloud-Based Connections Allow Anywhere Learning
Office 365 for education offers cloud-based access to a variety of channels, including contacts through Exchange Online, document storage and sharing, email, calendars, instant messaging, and much more. Using the portal already provided by Office 365, this allows teachers to communicate with remote students. There is some fear that this leads to teachers being on the job 24/7, but in practice it proves more convenient than anything else, allowing teachers to swiftly answer questions over the cloud when required, pass out homework to absent students in a timely manner, and hold important discussions even when weather closes down the school. It’s a true time saver and great training for using cloud software in the future.
Access to Office 365 Tools Is Great Productivity Training
Speaking of “training,” one of the often-touted benefits of Office 365 for Education and that students have access to the web version of Word, PowerPoint, Excel, OneNote and other common Microsoft apps that are frequently required for work and financial management. This is a good point: Not everyone will use Windows in their professional lives, but the sooner students learn these important tools for college, work and beyond, the more prepared they will be (and the more impressive their resumes will look).
Collaboration and Teamwork Encourage Group Learning
Many of the newer features on 365 for Education focus on encouraging group learning and giving students the tools to work together in teams – something often too rare in pre-college education. Communication tools aren’t just about communication directly with a teach, they focus on group dynamics, with audio and video conferencing options through Lync online that allow safe student communication for any number of projects, including advice on particularly tricky assignments, and personal student reminders when calendars don’t quite do the trick. It’s a more natural way for today’s always-online students to work together and help each other out.
Student Data Management is Easier for Teachers Than Ever
On the teacher side, Office 365 makes it much easier to both assign and grade assignments through SharePoint Online’s tools: These allow teachers to create individual sections for each separate class, as well as use the specially designed Class Notebooks within Microsoft Teams, essentially setting each class as a different Team for easier management. It’s an organic, flexible way of organizing classes and allows teachers to rapidly update or manage a class, even during off hours.
Security Requirements Are Easy to Meet
The Education version of 365 sticks primarily to web access to limit how software can be used and includes business-grade encryption to keep all information safe. Microsoft has plenty of experience with this approach, so if you’re concerned about security regulations, meeting local requirements is easy with the fully integrated 365 approach.
Discounts and Programs Make Office 365 Highly Affordable
Students and educators can get access to common Office Online applications for free, including Outlook, Word, and PowerPoint. For fees – $6 per student per month, a slightly more for educators, access expands to OneNote, Publisher, and other apps. It remains a solid choice if budget requirements encourage a go-easy approach, or if you want to invest more in digital education tools.
New Apps Add More Specific Learning and Team Possibilities for Students
Office 365 for Education continues to develop and gain new capabilities, especially as 365 and Windows get upgrades. A notable new capability – in addition to using Microsoft Teams to manage classes and projects – is integration with other apps, many with specific teaching purposes. Busuu offers a quizbot for studying new languages. Kahoot! Allows teachers to create their own learning games. Canvas allows for additional social communication and tool access. Flipgrid enables easy and safe video discussions. The list goes on…expect continued updates on this front!
For more information on how Office 365 and other Microsoft tools can help {city} schools, contact {company} at {phone} or {email} to learn about plans, services, and security.
by Felicien | May 17, 2017 | Education
Ransomware is malware that either freezes your computer or locks it so you cannot access data and programs that your company normally uses. The criminal that is holding your system hostage, demands a ransom that is usually paid in Bitcoin.
Imagine opening your business one morning, turning your computer on and reading a message that says something like: Attention – Your System is Locked. If you want your data and programs unlocked, you must pay a fee of $800. If you are a new business or a small one, $800 can be a lot of money. It is in effect a ransom payment and is the harbinger that your computer is a victim of ransomware.
What is Ransomware/Malware?
Ransomware is malware that either freezes your computer or locks it so you cannot access data and programs that your company typically uses. The criminal that is holding your system hostage, demands a ransom that is usually paid in Bitcoin. One thing about this kind of criminal is they believe in excellent customer service. Instructions are sent you about how to pay in Bitcoin. Also, the thief or gang of thieves usually do return your computer back over to you – otherwise, most people would not bother to pay the ransom.
However, the ransom is only the beginning of your expenses relating to a ransomware incident involving your business.
What Are the Other Costs of Ransomware?
In 2016, the average cost of paying a ransom demand involving accessing a business’ computer programs and data was $679. It is expected to rise in 2017 to nearly $800. But, that is not the only, nor necessarily, the greatest expense. The other costs attendant to ransomware include:
Regulatory Fines
It is the duty of every business to safeguard the Personal Financial Information (PFI) and Personal Identifying Information (PII) of clients and customers. Regulatory authorities such as the US Department of Health and Human Services (HIPAA compliance) or the Federal Trade Commission for letting PII fall victim to a ransomware attack. Fines can be high (millions of dollars) but are usually not levied if there had been no other prior issues regarding confidentiality. For those firms who had previous breaches, fines can quickly add up to millions of dollars.
A Lack of Productivity
When a computer system is unreachable, your employees are undergoing downtime. Without your business data and programs, they are unable to work and are simply nothing more than another expense due to ransomware. Depending on the size of your workforce is how much this costs. A research study by the firm Vanson Bourne for SentinelOne reveals that it takes 38 man hours to recover from a ransomware attack.
Loss of Customers/Lack of New Customers
When a company is victimized by a ransomware attack, most states require that anyone whose data may have been breached must be advised of the possible breach. Doing so may lead to customers leaving you for another company. Likewise, it is harder to find new clients or customers.
Loss of Employees/Inability to Hire Top Applicants
The situation is similar when it comes to employee retention and new hires – employees want to know their employer has an excellent reputation that is unsullied by a successful ransomware attack.
{company} in {city} is the trusted choice when it comes to staying ahead of the latest information technology tips, tricks, and news. Contact us at {phone} or send us an email at {email} for more details.
by Felicien | May 17, 2017 | Education
Need a fast Windows screenshot? We’ll show you how to do it!
Do you need to take a quick Windows screenshot for work or fun, but can’t figure out how to do it? Don’t worry: Our guide will show you just how it’s done.
Copy the Screen for Posts
Traditionally, the “Print Screen” option is the quickest way to take an easy screenshot that you can use later on as desired. The only problem here is that these days Print Screen looks a little different based on what type of keyboard you may have. These steps may not all be available on some keyboards, especially more compact keyboards or non-Windows keyboards.
First, look at the top rows of buttons on your keyboard. Look for a button that says “PrtScn” or “Print Scr” or any other abbreviation (it may also be lurking around the Ctrl key, there are several places that they appear. If there’s a dedicated key, all you have to press it. This will instantly copy a snapshot of the screen. You can then go into any document and paste the screenshot wherever space is available.
Note that sometimes this feature is on a dual-purpose key, and you may have to access it by pressing the Ctrl or Fn key at the same time.
Automatically Save Screenshot as File
Let’s say that you don’t want to just copy a screenshot for pasting, but that you actually want to save a screenshot as its own photo file. In that case, you may need a combination of buttons. If your keyboard has both a Print Screen button and a Windows logo key, you can press them both at the same time: This will usually take a screenshot and then automatically save it as a separate file, typically in the desktop or its own screenshots folder.
Of course, it’s not always that simple. If you have a Windows key, an Fn key, and a Ctrl key, you may need to push some combination of these keys along with the Print Screen key to create an automatic save. A little bit of experimentation may be in order, but if you’re using a built-in keyboard (like on a laptop) then you can probably look up the best method.
Choose a Single Window as a Screenshot
This is a common case in many of today’s larger screens, where you have several windows open at the same time but only want to take a screenshot of one window, not the whole screen. There’s a way to do this, too: Click on the window you want to copy so that it’s highlight. Then press the Print Screen key and the Alt key at the same time. If your keyboard has an Fn key, you have to press Print Screen, Alt, and Fn at the same time to get this to work.
“Snipping” Screenshots
Windows also lets you select a particular area of the screen through a dedicated screenshot tool called the Snipping Tool. It’s not as fast as other methods, but it is very effective. Just type in “snipping tool” into your Windows search box and it will bring up the right link to select. This opens up a small bar that allows you to create a “New” screenshot and change the shape of the shot. You can then drag your mouse to create whatever size you need.
Looking for more information on how to use Windows 10? Remember to take a look at {company}’s Wisdom Wednesday series for continued advice. If our {city} readers have any further questions or need help figuring out a problem, contact {company} at {phone} and {email}.
by Felicien | May 17, 2017 | Education
When it comes to social media marketing, Facebook, Twitter and YouTube are no longer enough. Get an edge over your competition by mastering Snapchat now!
Since all but taking over online communication, social media has become a viable business tool as well. Social media is easy and affordable to use, and it allows access to vast numbers of potential new customers. While Facebook, Twitter, LinkedIn and YouTube are being used liberally by today’s businesses, there’s one exciting platform that isn’t seeing as much traffic: Snapchat.
Snapchat is one of the fastest-growing social media options with millennials. There are well over 100 million active Snapchat users, and over 70 percent are under the age of 34. Put quite simply, businesses looking to connect with this crowd should be on Snapchat.
Easy to Use
Snapchat works by providing an interface through which users can easily send photos and videos, or “Snaps,” to their followers. The media sent is only viewable for up to 10 seconds (the user gets to determine the length of the display). Afterward, it disappears forever. Multiple snaps can be strung together to create a “story” viewable for up to 24 hours.
Some other compelling Snapchat facts and stats include:
Users are Highly Active. An impressive 65 percent of Snapchat users post new content at least once per day. You can do the same, and your business will stay active in the consciousness of potential customers.
Ready to Buy. Nearly 60 percent of college students said they were very likely purchase a product using a coupon they received via Snapchat.
Get More Personal with Users. Snapchat allows for showing current and potential customers a more casual, behind-the-scenes view of your company.
Builds Trust. Trust in your brand will grow the more you post on Snapchat. Users will come to feel as if they “know” your company and be more likely to choose you over your competitors.
Growing Your Snapchat Network
Unlike Instagram and Twitter, hashtags aren’t enough to entice new followers. On Snapchat, users must find and add you. To add users, you must know their Snapchat names. Snapchat does not have native discovery capabilities. Gaining Snapchat followers requires using your company’s online presence – including your other social media accounts – to raise awareness about your Snapchat account. Here are some tips for getting the ball rolling:
Promote Actively. Promote your Snapchat account name within your other social media profiles as well as in email signatures, blog posts and on your website.
Use the “Add Me URL.” This feature allows for sharing a customized URL on other social media platforms. It lets users easily and rapidly connect with you. Use this link and replace “username” with your business Snapchat account name:https://www.snapchat.com/add/username
Share Valuable, Compelling Content. Plan a content series that tells a story, teaches something new, allows users to play a game, or otherwise keeps them engaged.
Use Snapcodes. Grab your Snapchat QR code image as a cropped screen shot and use it within your other social media account profiles.
Getting active on Snapchat now can vault your business ahead of the competition on this fast-moving platform. If your company is ready to succeed on Snapchat, contact {company} of {city} at {phone} or {email}. We look forward to helping you succeed!
by Felicien | May 17, 2017 | Education
Microsoft Teams is a chat-based work hub destined to change the way you communicate with team members. Follow these tips and tricks to make the most of your Office 365 experience.
The goal of Office 365 developers is not only to make better productivity applications, but they also want to allow for a more collaborative experience among users. To achieve this goal, they have developed a new application for their suite of products called Microsoft Teams. The driving force behind Teams is to get everyone working together in the most efficient way possible.
Microsoft Teams Overview
With Microsoft Teams, users have a digital hub for all their most important workplace applications. The service comes with Office 365 and the new chat element allows for easy collaboration for team projects. Teams was created as a competitor to the very popular service Slack. With Teams, real-time messaging with application integration makes the service a must have on any compatible device. Unlike Slack, Teams uses threaded conversations in order to avoid the confusion of searching through too many messages on your screen. As long as you’re an enterprise-level Office 365 subscriber, the application is completely free. It’s very important to have a business-level Office 365 subscription. Otherwise, Teams is unavailable on single subscriptions.
Tips and Tricks of Microsoft Teams
Toggle between private chat and team chat. You are in control of who sees your messages. Write to the entire team or send an individual message from the application. You can schedule and create as many group chat sessions as you like. All chat history is saved to help you go back and review previous messages. This is helpful if you need to locate a shared URL, image, or attachment. With messaging taking place in the cloud, you never have to worry about any information exchanged within the program being lost.
Give access to all of the tools your team needs to success. Microsoft Teams is more than just a chat room. Microsoft has enabled all of their most popular applications to be shared within Teams. Your team will be able to exchange information via OneNote, SharePoint, and Skype for Business.
Using Microsoft Teams can be overwhelming at first. The interface is fairly simple to figure out, but Microsoft offers plenty of tools to help navigate the interface. Within Teams is a new assistive feature referred to as “bots.” These bots are ready to answer any questions you pose to them. For instance, a “Whobot” will help you find team members based on their skill set or previous work assignments. Bots are expected to pop up from top companies such as Trello and SAP. These bots will help you better organize your current and future projects.
Calendar integration is another feature you should be using within Teams. All team members can schedule meetings within the application including the addition of recurring events. There is also a free and busy calendar option to let others know your current and future availability.
Although chat is a quick and easy form of communicating among teams, you may also choose to go live in real-time. With Skype for Business, you can begin a live video chat session in high-definition with premium sound.
Bring Microsoft Teams with you wherever you go. The application works on all computers running Windows 10, but also can run on iOS devices. Android and Windows phones and tablets can also run Microsoft Teams. Accessibility is very important to Microsoft developers and this is why options include keyboard only navigation, higher contrast resolution, and support for screen readers.
The most important feature is the high level of security offered with the Microsoft Teams framework. Teams abide by all global security practices and standards to keep your data confidential within the cloud.
Don’t miss out on this exciting new rollout from Microsoft 365.
