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Managed IT Services, Cybersecurity, & Cloud

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5 Time-Saving Tech Tips

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When it comes to saving time at work, we all want the best tech tips so we can be more productive. Better tech is not always the answer to your everyday productivity problems. Sometimes it can seem like we are spending more time on devices, even though we have the best. While technology is continuously evolving with faster devices to help us do more with the time we have, we can do better with managing what we have.

At Boost IT, we have 5 time-saving tech tips to help you improve productivity.

Manage email

Email is one of the biggest time wasters in most people’s day. You’ve probably heard that it is better to schedule times to look at emails instead of reading every one as it lands in your inbox. The problem is you might feel overwhelmed by the sheer volume of emails when you get to your inbox. There are dozens of apps out there to help – Microsoft Office 365’s Clutter, Google G Suite’s Priority Inbox, EasilyDo, Spark, Dispatch. Whether you use an app or not, keep it simple. If you are feeling overwhelmed by the mass amount of emails you get daily, be diligent in managing them. Use your filters, organize into folders and subfolders, and color code by using categories.

Make data accessible from all devices

With the cloud, you can access all your data from any device at any time. If you’re not doing this already, this will be a game changer. A helpful article to understand how you can save time is How to Increase Productivity with Cloud Computing. Additionally, Boost IT offers Rocketsync that makes it very easy to share and synchronize all your company files in the cloud with everyone in your company. Rocketsync can cloud-enable your existing file server, like we explain in the Case Study: Griffith Engineering, Inc. or allow you to eliminate an in-house server altogether, explained in the Case Study: Dexter Companies, LLC. With Rocketsync, we have already helped small to medium companies save a huge amount of time when their employees are on the go, in and out of meetings, at job sites without internet connections, and needing quick access to their data when talking to a client. We use it on our phones, tablets, PCs and Macs, and so do our clients.

Use a Password Management App

Just when you thought you had all your software synced on your devices, you change a password on one device only to be scrambling around trying to find the new password when you go on another device. It’s a huge time waster. You might even try to guess a variation of passwords until you finally get access. Yet, don’t you know that you should use a different password for every website, and that each one should be strong and not guessable? Finding a good password management app is essential in today’s world of technology, and there are a number to choose from, like Keepass, Last Pass, Dashlane, and Roboform. There are some features in Safari and Chrome internet browsers if you like to use the same browsers across all your devices.

Find Your Best Task App

Having an online tracking system is essential for staying on top of projects. There are many project management or time management apps to help set priorities and track projects. Apps like Trello and Quip provide quick checklists of tasks that you can set due dates and then easily check off when completed. In addition, they all store your tasks in the cloud, which eases collaboration so you can share and assign tasks to others while letting you access your lists from any device, at any time.

Maintain Your Devices

Downtime due to computer glitches or a slow computer are the worst productivity killers. Whether you are trying to complete a project and have a deadline, or you are giving a presentation and switching from slide to slide, you want your technology to perform at its best. Most glitches can be avoided with proper maintenance of your system and regular software updates. Boost IT can help with Managed IT Services like performance monitoring that help to keep your system running at peak performance. You can also read our article about How to Maintain Your Server.

Technology can be a help or hindrance when it comes to productivity. Having the right tools can help keep you on task and on schedule so you are organized and working effectively. But all your tools are only as good as your devices. To keep your devices working at peak performance, get a great team to back you up, contact Boost IT at 404-865-1289.

Cloud Storage vs Dedicated Servers

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Have you heard other SMBs talk about their migration to the cloud? You might be thinking about ditching your dedicated server and using cloud storage. But is it right for you?

Before you decide between cloud storage versus a dedicated server, recognize that you are probably already using cloud storage. If you store photos in Dropbox, use Evernote or Salesforce, you are working in the cloud. Most professionals are using it in some way or another.

So, what’s the difference?

For one, a dedicated server stores your files on physical hardware that is solely dedicated to you. You are also solely responsible for purchasing and maintaining the hardware.

Cloud servers store your files on virtual software that is managed by a cloud hosting provider. It’s a shared environment, where you benefit by sharing the cost of use with other customers.

When digging deeper into the differences between the two, it’s important to understand how you use them.

Using the Cloud

If you need to optimize IT performance without the huge costs associated with purchasing and managing a fully dedicated infrastructure, cloud servers are a great option. Many SMBs find that cloud servers meet their needs effectively and provide an unbeatable flexibility for a dynamic business. They offer on-demand data storage with self-serving applications.

For example, you can upload a document in minutes. You can also upgrade your RAM with a few clicks or destroy your resources immediately when they are no longer needed. So as your demands and workloads vary, you can scale your cloud usage up and down while only paying for what you use.

Using A Dedicated Server

When you use a dedicated server, you are purchasing the infrastructure, which can be a large upfront cost. This is the traditional form of storing data. You can configure the dedicated server to your exact specifications – you can choose the processor, RAM, and storage that best fits their needs. You can also choose the operating system and software ecosystem that integrates best with your business systems and knowledge.

It is great for a business that requires exceptionally high levels of data security or has predictable demand which necessitates continuous access to data 24/7/365. To meet the requirements, the business needs to have IT professionals who are knowledgeable and ready to handle every issue relating to the server.

Timing is another big difference when comparing cloud storage to dedicated servers. For dedicated servers, there is a certain amount of waiting time to install the server and network it into your devices. Some files can take much longer to upload as online resources, and it’s a manual process if you need more storage space on your server.

No One Size Fits All

There is no one size fits all when it comes to whether your business should use cloud storage vs a dedicated server. In fact, you might choose a mix of having more sensitive and less used files stored on a dedicated server while keeping files you regularly access in cloud storage. Combining the power of dedicated hardware with the flexibility and agility of the cloud is called a hybrid cloud.

A hybrid cloud is not the same as simply relying on cloud services for some functions and a private cloud or dedicated server for others. It is a complex process that no SMB can take lightly. For a basic understanding, read this article on Hybrid Cloud: A Brief Intro. Another article that delves into its benefits is Hybrid cloud: What it is, why it matters.

Boost IT provides cloud storage solutions, we install the infrastructure for dedicated servers while providing ongoing maintenance, and we can help you migrate to the cloud or cloud-enable your existing file server using RocketSync to share data remotely without VPN. We know that selecting the right approach to data storage is a critical decision that can affect the performance and reliability of your business.

With over 20 years of experience, Boost IT can help answer your questions so you can make the right decision. Whether you are thinking about migrating to the cloud, getting a dedicated server, or a mix of the two, we can help. Call us at 404-865-1289.

Why Companies Are Doing Business in the Cloud

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With professionals on the go, in the office and telecommuting, more companies are doing business in the Cloud. This shouldn’t come as a surprise considering the technical landscape is continuously changing. Businesses are realizing the impact of the Cloud with greater competitiveness and productivity. They can operate more efficiently, more safely and cut costs that help free up capital.

4 Reasons to Do Business in the Cloud

Increased Security

It’s important to concentrate on your business’ primary goals, and your internet security should be one of them. Cloud servers offer a safe way to store data. Companies providing Cloud services have some of the best technology and security experts in the industry to continuously monitor threats and address them. And security is more than hacking; it is about making sure your data is stored safely so it is available when you need it. If a natural disaster or a system failure were to occur, you want to feel more than confident your data is safe. You want to know it is safe.

Accessibility

As an authorized user, you can get secure access from many devices at different times and locations. Doing business in the Cloud allows specified employees to access files from anywhere, at any time. For example, if you are visiting with a client and have an impromptu discussion on a project, you can pull up files even if you are halfway around the world. This can make the difference in landing new projects.

Productivity

It’s amazing how much more productive you can be when you operate in the Cloud. Software is up-to-date and doesn’t impede the speed of your devices. There are no barriers to moving in and out of applications and the applications are integrated with software to maximize productivity. The number of applications you can access are unlimited and help with time management, collaborations, note taking and more.

Cost Effectiveness

Many companies are realizing the savings by using the Cloud. You don’t need to maintain as large a server or you can do away with a server completely. The Cloud also provides a cost-effective way to backup files and store them. And it’s not just the cost of maintaining the backup where you save money. Backing up files can be especially costly when workflow is disrupted because the backup fails or is not done correctly. Additionally, you can decrease your costs for network consulting while your IT personnel spends less time on overhead and more time on billable projects.

A great example of why companies are doing business in the cloud is our client at Griffith Engineering. We consolidated their servers to eliminate the cost of a branch server and integrated their network with Cloud services using our Rocketsync software for increased productivity. Click here to view the case study.

If your business is not taking full advantage of the Cloud, you are missing out on continuously updated internet security, increased productivity, improved accessibility, and a quick and cost-effective way to back up files. Plus, you’re risking falling behind with your competitors. Contact Boost IT at 404-865-1289 or info@boostitco.com to start doing business in the Cloud.

Debunking the Myths About Cloud Computing

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Cloud computing has been gaining in popularity and has definite value. You may have heard a lot of hype about the magical ease of using cloud services. Or you might have heard the concerns about security and privacy. After all, something that good can’t be for real, right? From a consumer perspective there is much confusion and many misconceptions about it. We’ve highlighted some of the most common myths.

5 Myths About Cloud Computing

Myth #1: It’s just one big cloud.

The Cloud in not one thing and there is no one single computer infrastructure that handles everyone’s data. Amazon Web Services continues to lead the public cloud services with 57 percent of respondents using it, according to the fifth annual State of the Cloud Survey conducted by RightScale in January 2016. Although companies like Amazon are constantly expanding their infrastructure to handle data, there are thousands of entities with computing infrastructure to offer cloud services just in the United States alone. Each one offers their own characteristic applications or services. Therefore, when you consider using the Cloud, you want to consider a strategy that aligns your business goals with the right application or service for your needs.

Myth #2: One day all of our data will be in a public cloud.

Cloud computing is not all or nothing. It is a technology and like all technology it is always being adapted. The real beauty of cloud computing is taking a bunch of commodity hardware, virtualizing it and pooling resources to keep costs down for everyone. But there will likely always be organizations that will continue to use alternatives to the Cloud because of privacy and government snooping concerns. There are also other resources for storing data. Drives and servers are adapting to handle larger storage capacities. Many small to medium sized companies recognize the value of using internal servers with remote access for many of their files to offset the pay-per-use cloud services.

Myth #3: The Cloud is less expensive.

While many companies can save on IT expenses for storing, managing and maintaining their IT in the Cloud, it is not the same for everyone. In fact, several companies report that cost management is a growing concern for Cloud services. It fits best where value is placed on flexibility and companies have the ability to consume and pay for only what is needed when it is needed. Remember that these services are based on pay-per-use fees. Some organizations are finding it more cost effective to set up their own infrastructure with remote managed services while others might find it more cost effective to use the Cloud for select applications or services. And it isn’t always about money. Gartner’s 2014 CIO survey shows that cost savings account for only 14% of the reasons for organizations’ use of the public cloud. Some of the other reasons companies migrate to it are due to agility, security and access.

Myth #4: The Cloud is less secure.

The Identity Theft Resource Center defines a data security breach as “an incident in which an individual name plus a Social Security, driver’s license number, medical record or financial record (credit/debit cards included) is potentially put at risk because of exposure.” The truth is the Cloud is attractive and security will continue to be a concern. But historically, there have been very few breaches in public clouds compared to onsite data centers. A main reason is that many onsite systems are managed by in-house IT people who are not necessarily security experts. With the growing concern, Cloud service providers invest huge amounts of money into security to reduce the risk. Many companies also recognize that security is not only about breaches. The Cloud helps in securing data in case of a natural disaster, theft and any number of other reasons. That doesn’t mean you should assume Cloud services are secure. They need to demonstrate their abilities to you.

Myth #5: Someone else has my IT headaches.

The Cloud provides a safe place to secure your data in case of a hardware failure or natural disaster. But there are still potential problems such as human errors that can cause you headaches. You can further reduce your IT headaches by having a company such as Boost IT help manage and monitor your IT with Cloud services. They will take over the responsibility of keeping up with the software and hardware upgrades and more. This can certainly help your day-to-day workload go smoother.

While many of the myths remain, it’s important to realize that the Cloud is not a fix all or an all-or-nothing approach. It can change workflows and in most cases help with productivity. But there is an adjustment period and employees requires training. You want to do your own homework to see if migrating to the Cloud is right for you. Boost IT can help you look at cloud decisions on a workload-by-workload basis. Contact us at 404-865-1289 or info@boostitco.com.