What happens when you need access to company information across the company? Read an amusing and thought provoking article on one of my favorite technology sites. An administrator posted a situation where he was asked to provide password’s to everyone’s computers by the boss of the company.
Have a read on the contributions. Quite enlightening! In my experience though, this method of gaining access is not the most practical. There is a better way…
In my opinion, what is actually required would be the communication information that the company receives, generates and sends out. Typically this will be email and documents. Maybe chat as well, if the company is using this to communicate with suppliers and clients.
There is one platform which provides a unified way to audit and secure communication – Office 365!
When setup correctly, all communication are audited and kept on hold for future reference. You even have the ability to prevent certain information from leaving the company via email and documents. And all of this can be securely accessed at your very own computer.
- Employee is on leave and the team needs access to email for that time.
- Company/department announcements via email not meant for outside communication can be restricted to company/department – no forwarding, copying or printing of the email message – you can even time bomb the message!
- Documents needed to be secured – Management, HR, Finance sensitive documents.
The list goes on.
The electronic communications act of South Africa states that electronic communication including emails can be presented in court as legal communication. It therefore makes sense to have some form of governance on company information generated by company employees via email, documents and chat.
Let us help you get your communications to the next level! Contact us below. Look forward to hearing from you.
Did you know that Office 365 for NPO’s is free? As in Mahala, Zip, Nada! Just like Google Apps is free, Microsoft came on board to provide non profits the ability to have their email and documents hosted on Office 365. See here: https://products.office.com/en-us/nonprofit/office-365-nonprofit.
What you get for free:
All of Office 365 online benefits(Up to 300 users):
Email platform which connects to all the features of your Outlook program. This means email which does not run out of space, is protected from malware and viri, can be archived online and can be accessed than more than one person. Everyone in the organisation can do proper calendar sharing and scheduling. Microsoft has also come out with free programs for your Apple and Android phones which mimic Outlook. So you can see Email and Calendar(s) on the move and when you get back to the office, your Outlook reflects what you read and sent on your phones!
Microsoft Sharepoint and Onedrive
This is the de facto standard for Document backup and collaboration. Backup your documents on this platform. Securely share these documents with who you need to and ensure that the format of the document remains true. Even with the free Word and Excel applications on your phones and tablets.
This really saves you time and money for a free product. All you need to do is apply for this benefit – we can assist you with this!
Now you may ask if there are any gotcha’s here.
This is what you need to know:
In order to get yourself onto this platform, you need your domain to be configured to point to the Microsoft servers. Your old email and documents will need to be transferred to the new platform. Your Office package will need to be configured to point to the new email server and documents automatically saved online. There will also be a need for some hand holding in the beginning to get used to the system and start using the benefits as they should be. As part of our efforts as good citizens, we would be willing to put in some hours for free. So give us a call! We are here to help and be part of your mission to provide assistance.
Talk to your IT provider – good mental health and well being!
You know it. You spend so much of time on your computer doing something you have been doing the same way since you first switched it on. Its the way its been done and will be done forever more. Then, purely by chance, you have a talk with your friendly IT guy about something that has always frustrated you about the process. He utters the words “but that’s easy!”, comes round the table to your computer, fingers dance on the keyboard and a few mouse clicks – DONE! 2 hours of slogging reduced to a few minutes. You don’t know whether to kiss him or……
There are countless tales of this in the field. Why does it have to be this way? Computer folk generally aren’t the type to stay around to chat though – there is a deep culture of putting out fires. So, we don’t do ourselves any favors. A service provider with the right attitude and attention to customer service, however, will make the time for you. It’s the way that support is provided which counts.
As IT providers, its important that we provide a service which moves away from ‘break-fix’ – that is, only when things break, do we respond. Times are changing. There are tools which allow us to monitor your environment just like the system that monitors your engine in your car. This means we can resolve issues before they get serious. We can automate many processes. This leaves more time for planning and sitting down with users and listening to issues. It is an important shift in the way IT support is provided.
When your systems are working for you instead of against you, you are saving time, increasing productivity and increasing revenue. Music to any business owner’s ears! So do yourself a favor – invite your IT guy or gal to a cup of coffee and donuts(yes we are that easy!) and chat about that excel sheet that needs to have some magic done. Its worth the time!
In the spirit of the conversation, please have a look at this article – http://gizmodo.com/5908285/15-ways-to-make-yourself-a-better-computer-user. Some great tips on how to save time on your computer!
Drop us a line and let us help you with your computers:
Your computers – blessing or curse(s)?!
So do you have a healthy regard for your computers or are you like this nice lady in the picture? hmmm?
Read a joke recently about how electronics were meant to save you time. Haha! It just seems email and document generation takes up all your time. Lets not get started on social media!
However take away your means to do these things and watch what happens – I suspect the picture would be a tame representation!
Surely there can be a middle ground. As with any tool, the use of your computer systems is dependent on how it is maintained, the policies provided on its use and how it is regarded in a company. When IT is regarded as a strategic tool, a lot more efficiency, cost savings and mental good health can be achieved.
I remember my first foray in Computers and what got me started along this path. My brother, bless him, got me involved in the family business in the school holidays. I had to do the wages for a local factory which had about 400 employees. It was a painful, manual process of paperwork. On the third day into this, I was ready to pull my hair out. Necessity is the mother of invention they say – believe it! I was fiddling with excel on my brother’s computer and got the idea that the wage calculations could at least be done on a sheet. The next challenge was working out the coinage for each employee. This took me some time to figure out. Managed to do this via Macro’s and it wasn’t pretty but got the job done well enough. From 3 days to 3 hours!!! I was a HERO! And I maintained good mental health as a result!
I have always believed that IT systems are more of a blessing than a curse. This approach has provided direction on what solutions to recommend to client’s including how they should be maintained and supported. Your systems should run reliably, provide you with time saving and productivity mechanisms and therefore give you a leg up over your competition. For real!
Should you want this for your company, please contact us below and we will be glad to visit and show you what we can do for you. Hope to hear from you.