For most small businesses, email is a critical part of their business.  In fact, in a recent Gartner and Symantec study, it was determined that up to 75% of a company’s intellectual property resides in its email and other messaging applications.

As a mission-critical part of your business, email simply has to work, be fast, and always accessible from the office, on the road, or from home. Today, this means being able to access your email, contacts, and calendar directly from your computer, smartphone, tablet, or other mobile device, so you’re never out of touch with your business. It also means this critical data needs to be safeguarded against loss. Attending SEO conferences can also help improve your overall business strategy, ensuring that your communication systems are efficient, secure, and integrated with your broader operations. To attract nearby customers and boost visibility in your area, Read more about ranking locally and learn how local SEO strategies can give your business a competitive edge. A strong web design and marketing strategy ensures that your communication systems are efficient, secure, and integrated with your overall business operations.

Unfortunately, many small businesses still rely on outdated email solutions to manage and access their email.  The most common are POP3 and IMAP.  Developed in the 1980’s, these email solutions are often included (read “free”) as part of a web hosting package or by your Internet Service Provider. Ensuring efficient management of critical functions like payroll remains a challenge for businesses utilizing these outdated systems. When upgrading your business’s email infrastructure, consider modern solutions that offer enhanced security, scalability, and integration across various platforms, including different types of shopfronts to meet diverse operational needs. For more information on expert services, check out this site at https://shopfrontfitting.co.uk/.

POP & IMAP – What’s the Difference?

The main difference between POP & IMAP is the way in which they control your email inbox. When you use IMAP, you are actually accessing your inbox on the mail server.   IMAP does not actually move messages onto your computer. You can think of an e-mail program using IMAP as a window to your messages on the server. Although the messages appear on your computer while you work with them, they remain on the central mail server.   The benefit of IMAP is that it makes it easier to view email from home, work, or your mobile device because all of your email is stored on the server.

POP does the opposite. Instead of just showing you what is in your inbox on your mail server, it checks the server for new messages, downloads all the new messages in your inbox onto your computer, and then deletes them from the server.  POP can create problems with duplicate & missing emails when accessing your account from multiple devices.  Furthermore, because it downloads all of your email to your computer, you’re responsible for ensuring your email gets backed up.

Probably the biggest issue with POP and IMAP is that these technologies only support email and offer no provisions for calendar or contact information.

The Benefits of Hosted Exchange

The major benefits of Hosted Exchange is not in what it can do better than free email solutions, but rather what it can do that free email can’t.  Starting with mobility and the built-in Exchange ActiveSync, any iPhone, Android, Blackberry, or Windows Phone can sync your email, calendar, and contacts.  This mobile connectivity means you and your employees can be productive wherever they are.

With Microsoft Outlook on your Windows or Mac computers, you’re able to take full advantage of the full collaboration functions of Microsoft Outlook, such as group calendars, contacts, task schedulers, and file-sharing.  Combine that with the Outlook Web App (OWA), which allows full Outlook functionality when the desktop version is not available, and the power of Hosted Exchange becomes clear.  With secure anytime, anywhere access to your email accounts along with consistency across all of your devices, means less time worrying about email and more time spent doing business.

As you can see, Microsoft Exchange offers a quantum leap over basic email solutions.  If you’re still using a POP or IMAP based email solution for your business, you’re missing out.

You can read more about our Hosted Exchange offerings here, or if you’re ready to get started, contact us today to discuss Hosted Exchange as a solution for your business email needs.

A recent court ruling demonstrates that SMB’s can’t rely too heavily on their banks for protection against account fraud.  In this case, the small business used online banking primarily to make weekly payroll payments.  The cyber thieves used the ZeuS trojan to steal its online banking credentials, and then heisted over $500,000 in batches of fraudulent automated clearing house (ACH) transfers over a period of seven days.  While the business was able to recover about $230,000 of the stolen funds, they were out the rest of the money.

This is just one example of how small businesses are increasingly becoming targets of online fraud and need to ensure that they’re taking the computer and network security seriously.

As a small business, what are some steps you can take to help guard against this type of fraud?  Here are a few useful tips from security experts.

Step #1:

Probably the most important precaution a small business can take today is that of a “layered” approach to security.  This includes ensuring you have up-to-date security software on your computers along with having advanced network firewalls that offer built-in malware and intrusion prevention systems (Often called UTM firewalls – these are not the wireless routers/firewalls you find at typical big box retail stores).  Layering is crucial because viruses use multiple methods to discover and exploit weaknesses in your computers and network, and then replicate themselves.

Step #2:

Never accept incoming communications purporting to be from financial institutions you do business with, whether by email or phone call. For more financial related posts that can help a business to grow, check out https://www.paystubs.net/what-is-form-w2.

“Call them back using only the phone numbers published on your cards or statements,” Richard Wang, manager of SophosLabs US, said.

Step #3:

Use strong passwords and don’t reuse your bank password elsewhere.

“Remember that if you use the same password on multiple sites, then it’s only as secure as the weakest site,” Wang said.

Use two factor authentication if your bank offers it, such as confirmation numbers by text message to your phone, Wang said.

Step #4:

When logging in to perform online transactions, always enter the website address directly in your browser.  Never click links that claim to take you to banking sites.

Step #5:

Log in and review the transactions for all your bank accounts on a daily or semi-daily basis. The sooner you catch fraud, the better.

Step #6:

Keep all operating systems, software and security measures up to date. Manufacturers are constantly updating these programs to tackle the ever-changing realm of threats out there, and unless you’re staying on top of these updates, you could leave yourself vulnerable.

Understand the need- Many companies are so busy in the here and now they fail to think about the “what ifs” that could be right around the corner. When the sun is shining brightly and everything is working in tip top form, it is easy to overlook the need for a business continuity plan. Unfortunately if you wait until you need a plan to devise a plan it will be too late. A business continuity plan will outline the steps your company will take immediately after a disaster takes place. This plan will determine how you will continue operations as well as recover and restore any data that was compromised. Without a plan of action for the minutes, hours and days immediately following a disaster, your business will likely not survive.

Work with your managed service provider- Managed service providers offer many services that are vital to your day-to-day operations. A good managed service provider will offer suggestions and advice on how to develop your BCP and what services they can provide in the event of a disaster. Getting your business up and running requires the resumption of communications, data, applications and hardware which is more than likely supported by your managed service provider. For more on business management, check out this online w2 creator.

Develop, test and update your BCP- Once you have identified your immediate needs during or after an emergency you can develop your BCP with information provided by your managed service provider. Writing a BCP is just the first step. Your entire staff must be prepared for a disaster and trained accordingly. Mandatory training and testing is needed to spot weaknesses in the plan. Once you feel your plan is effective and everyone is prepared for a disaster, don’t fall into a false sense of security. Your BCP should be routinely tested and updated to reflect your current operating systems.

Disaster recovery plans and business continuity plans are necessary if you want your business and company to make it through any number of natural or man made disasters. By working closely with your managed service provider you can rest assured that all your bases are covered when disaster strikes.

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There are so many gadgets and technology solutions out there that it can be easy to buy more than you need, or to buy the wrong types of products that just don’t deliver the solutions your business needs. When deciding what types of technologies can help your business reach its goals, here are a few things to look for:

Communications – technology is well known for its capability to improve the ability for people to communicate with one another. Whether you’ve got employees on the road or down the hall, virtual phone systems can route calls to cell phones and keep everyone in touch regardless of location. Instant messaging and email provide quick ways to communicate with the written word and keep documentation of these conversations for future reference. Social media and networking sites provide a way to keep in touch with co-workers, customers, and the competition at a glance.

Data Storage, Warehousing and Search – If you find employees are spending a lot of time looking for certain reports, forms or other data that they need to perform their job responsibilities, investing in network hardware and software to keep track of the whereabouts of your data can be useful.

Telecommuting – many small businesses also find that there isn’t a need for all employees to work in the same office building in order to get their work done. Having employees who telecommute requires the technology to make that happen (a secure network for employees to access data they require to do their job; improved communication systems to receive incoming phone calls at their homes or on their cell phones and the ability to keep in touch with co-workers in different locations). Having employees telecommute can save you from needing a larger office space, which keeps your overhead costs lower, too.

Customer Relationship Management – having some sort of CRM software to help you manage your database of clients and prospects is well worth the investment. Many businesses will tell you the “money is in the list”; meaning the amount of money a company earns is directly proportional to the number of people on their mailing list. Some companies use software like ACT, Goldmine or SalesForce to track their clients and leads. Others have custom-built software developed to handle unique needs that can’t be addressed with existing software.

Technology makes it possible for small business to increase productivity and compete with larger businesses on a smaller budget, thereby increasing profitability. Efficiency and organization is improved through the use of appropriate data storage, search and mining, customers are better managed through customer relationship management systems, and it is possible for money to be saved when employees telecommute from home. Before investing in any new technology, identify the unique needs of your business and determine which technology will best meet your needs.

Purchase Anti-virus Software

Every computer is vulnerable to the wide variety of viruses, trojans, and worms that are on the Internet. These malicious software programs can do anything from damage your computer and files to steal your password and other important information stored on your computer. Purchase a good anti-virus software program and make sure that it is always up to date. Also, check to see that your anti-virus software checks for spyware, adware, and any other type of malware that could be hiding on your computer.

Avoid Phishing Emails

It is important to discuss with your employees the importance of not opening spam email, attachments or forwards that could possibly contain viruses. Make sure that your email has a filtering system that helps to filter out spam and other malicious email. Responding to phishing emails can be another costly mistake. Phishing emails are disguised as legitimate emails that then request login and password information. Changing passwords monthly can help to lessen the damage should an employee accidentally respond to a phishing email.

Minimize Damage From Dishonest or Disgruntled Employees

It is often difficult to predict if one of your employees will become disgruntled or dishonest, but you can put some safeguards in place to help minimize the damage should you find that you have one. Thoroughly screen your employees before hiring them, especially if they will have access to any confidential or financial company information. Limiting the number of employees that have access to this confidential information and changing your company passwords often can help to prevent former employees from accessing company computers.

Secure Your Wireless Network

Make sure that your wireless router is encrypted, and that your business is using WPA2 wireless security. To Improve your online safety with Computer Networks a firewall is another important key to protecting the security of your small business. A firewall will allow access only to authorized users while blocking unauthorized access to the computer.

Have An Internet Use Policy

Aside from the obvious lack of productivity that personal Internet use can cause for your business, it can often be too easy to click on websites that contain malicious software that could easily infect your company computer and shut your system down temporarily or even permanently.

Avoid Having Everything on One Computer

Purchasing computer equipment is costly, so many small businesses will try to get away with fewer computers in order to save money. If you have your financial information on the same computer that your employees are accessing their company emails, you could risk losing everything that is vital to running your business should an infected email slip through.

Have a Data Backup System

Be sure to have some type of data storage and backup system in place in the event that your current system goes down. Having all of your files readily available to you in case of an emergency can ensure that your business will retain customers and continue to run smoothly no matter what the disaster.

Minimize Damage From Stolen Equipment

It difficult to prevent break-ins or equipment from being stolen from your home or office building, but you can have some security by ensuring that all of the information on your computer is encrypted and password protected.

Trying to scrimp when it comes to your small business’s computer security can be a costly mistake. Arm yourself with the knowledge of what your business could be up against and take steps towards prevention. The investment will give your company the security necessary to keep your information secure.

An email policy is a legal document that details your organization’s definition of acceptable use for the company email system. It should indicate who emails can be received from or sent to, as well as outline what constitutes appropriate content for work emails.

In additional, having a company email policy will:

Protect the Organization from Liabilities: When all employees read and sign an email policy, it proves they are aware and agree to the information contained in that policy. Should an email be sent that is not considered appropriate content according to the email policy, the employee, not the business, would bear the brunt of liability for any damages or suits brought as a result of their sending an inappropriate email.

Promote a Professional Environment: If email is used only in a professional manner in the workplace, you can be sure that embarrassing mistakes will not occur. For example, if staff are using work email to communicate with friends, the content in those emails are likely to be sloppy, unprofessional, and informal. If those emails accidentally get sent to clients or other professionals – the company image may become damaged. If an email policy does not allow for personal use of the work email system, your staff will remain in a professional mindset and eliminate the potential of personal emails going out to customers.

Increase Productivity: Email tends to be a distraction for employees who are using it for non-professional reasons. If an email policy prohibits the use of work email for personal use, your employees will stay on task more and avoid the distractions that come from sending and receiving personal emails during work hours.

Establish Systems for Email: If the email policy outlines appropriate content for an email sent during work hours over the company email system, it can also help establish systems to ensure all staff members are contributing to the brand or image of the company. Have each staff member use a template for email responses and set up signature lines that appear in all outgoing emails to further establish the company’s professionalism and image in the eyes of individuals who may receive email from your staff. Setting guidelines for content and use of email creates a single, comprehensive image of the company that helps keep the organization aligned with its mission.

An email policy is a document that provides your business with certain legal protections involving misuse of the email system by employees. Because it is a legal document, many businesses elect to have a lawyer draw up the email policy, or at the very least, review the policy before it is implemented within the organization. Having a lawyer review or prepare an email policy may seem like an unnecessary upfront cost, but has the potential to save you in legal fees in the future.

Small business network storage has progressed from simple peer to peer filesharing with all of its drawbacks through the phase of expensive Intel hardware and complicated Microsoft licensing back to the more realistic SMB NAS device.

The simple truth is, why should you buy more than you need or settle for less than what works?

If you have a complicated Microsoft server in place now and need to keep it, that does not mean you need to spend many thousands of dollars for another expensive box with expensive licenses just because you need more storage or an iSCSI target.

Or, if you are in the situation that my of my clients are in and have an aging Microsoft Small Business server that needs replacing does not mean you need to spend all that money on something similar when there are now other alternatives available.

SMB NAS devices are so flexible that they can either completely replace many Microsoft systems or work in tandem with them.

In the past, many businesses wanted Small Business Server just so they could have Microsoft Exchange with calendar sharing and email. But now, so many are instead opting for a web based or “cloud” solution that they no longer require or want to maintain such a complicated and costly system.

Buy only what you need. Keep the extra money to add to your profits instead of Microsoft’s.

Most SMB NAS devices require very little maintenance or updating, unlike the typical Microsoft Server solution requiring monthly updates at a minimum to maintain security.

So how do you buy the right SMB NAS device for your small business network storage needs?

Start by choosing a device that is designed for business usage. Often I will see a business owner try to save some money by purchasing a home unit or prosumer NAS device that is not intended for consistent high demand access by many users.

If you already have an equipment rack, or have a jumbled mess of network electronics and should perhaps consider an equipment rack, then it makes perfect sense to be looking into rackmount NAS devices. Rackmount NAS units will certainly be built for business usage.

Desktop NAS units will come with either 4 or 6 drive bays, which certainly should be hot swapable. If you think you will need more drive bays than that, then look toward rackmount NAS which usually offer up to 12 drive bays.

If server virtualization is currently being used or you feel it is in your future, then make sure that the NAS device supports the virtualization platform you either use or expect to use. Not all SMB NAS devices fully support iSCSI targets or do so without monopolizing the data volume.

Certainly choose a model that offers gigabit networking, settle for nothing less. Often you will find dual gigabit ports on good small business network storage servers. It does not require that you buy high end products just to get the feature of NIC teaming and failover which can be nice additions.

When you plan for data volume sizing to determine quantity and size of NAS hard drives, determine first which NAS RAID level protection you will be choosing.

In fact, if you want to take advantage of the highly desirable RAID6 with dual redundancy, that decision could push you from a 4 drive unit into a 6 drive unit in the case of Netgear ReadyNAS devices which only offer that feature on 6 drive units and above.

Article Source: http://EzineArticles.com/?expert=Roger_DeReu

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Recently we were contacted by a client that turned on her computer one morning only to be greeted by a message on her screen that the hard drive was not found.  Upon investigation, we found the hard drive had failed and everything on it was gone.  Her email, accounting data, documents, and photos – all gone.  Luckily, she had a backup, but unfortunately, it was several months old.  While it wasn’t a total loss for her, she did lose some critical emails and she had to manually re-enter her lost accounting data and recreate several documents and proposals.  In the end, she lost some critical data that could not be recreated and of course it cost her several days of lost productivity.  The client estimated the value of their losses to be several thousand dollars.  A good backup solution would have cost a fraction of what the resulting expenses were.  Needless to say, she now has a solid backup solution in place.

What about your business?  Do you have an adequate backup solution in place?  What would the cost of an unexpected data loss be to your business?

Backing up your critical business data doesn’t have to be expensive – contact us today for a backup solution designed to meet your needs.

There are distinct differences between consumer and business class computers.  While the specifications between the two may appear to be very similar, business class computers are typically built with higher quality components offering a higher degree of reliability.  Business computers also don’t include all the special offers and trial software that bogs down so many consumer PCs.

Here are some additional key differentiators of business class computers:

• Longer warranty periods and support options including next business day on-site support.

• Professional level operating systems – better suited to business software, security, and network requirements.

• Life expectancy – availability of drivers will be updated and maintained for years to support business and industry that rely on sustaining their technology.

The bottom line is that business should never purchase computers from local big box consumer stores.  The initial cost may be lower, but they will cost you more in the long run and likely need to be replaced sooner.