Discover the Top 5 Barriers to Business Growth with mPower Advisors

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Are you worried about missing critical milestones or goals?  Do you want to avoid the next unknown pitfall?  Or, do you want to transition out of your business smoothly?

Join Dave Clough of mPower Advisors for a one-hour webinar: Top 5 Barriers to Business Growth (and How to Break Through Them) on Wednesday, October 14, from 2pm to 3pm.

Learn to predict how growth will impact your company, identify growth issues before they appear, and get a Road Map to help guide your way.  Get an overview of a system that provides predictable growth for your company.

Dave Clough has been a Business Advisor for over 11 years, helping over 70 companies grow.  He is certified from TTI Success Insights: DISC, Motivators, TriMetrix HD, Emotional Intelligence, Stress, and Stages of Growth.

Strengthen your privacy settings in iOS 8 by Laurie Lake – Macs at Work

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Macs at Work of Shrewsbury, MA is a trusted and valued business partner; Laurie Lake is their Operations Manager.  Her article, “Strengthen your privacy settings in iOS8”, appeared in their October 2014 newsletter.  (Sign up for their e-newsletter.)

The minute you download and install iOS 8, the latest version of Apple’s mobile operating system for iPhone and iPad, you should take note of these privacy steps in order to lock down your device.

iOS 8 has a number of new features tied to your location. It also has new privacy settings, allowing users to limit how long data is stored for, such as message expiry features and new private browsing settings.

Before you do anything like customizing your phone, loading new apps, or syncing your data for the first time, these settings need to be checked, and if necessary, changed.

  1. Limit apps from tracking your location in the background

Some apps will ask to use your location in the background — even when you’re not actively using it. If you see this message, it means an app wants to keep using your location. You may see popups and other notifications from the app, depending on where you’re located.

For privacy, select Don’t Allow when it displays. You may have to do this a number of times with different apps. You can always change this setting in your device’s settings.

  1. Prevent apps from accessing, uploading your data

Your contacts, email, calendar, and your photos are some of your most personal bits of data. You can set apps to access this data when it needs it — such when Twitter’s indicates a contact of yours has joined the microblogging service.

However, in many cases these apps upload your contact list to their servers. This can drastically invade your privacy if that data is stolen. Go to Settings > Privacy and select each app, like Contacts, and swipe on or off which third-party apps you want to grant access to.

This may take a while depending on your apps. If you have already granted an app access to your contacts, or other personal data, switching off the service does not mean that service will delete your data. You will have to contact that company or app maker for this.

  1. Enable Find My iPhone for lost and stolen devices 

If you lose your iPhone or iPad, you can generally find it again with the Find Your iPhone app. It displays on a map where your device is, which can be handy if it’s stolen. You can provide that to law enforcement in such a case. Head to Settings > iCloud > Find My iPhone (or iPad) and make sure that it is switched on. You may need to enter your device passcode to authorize this.

Also, by selecting Send Last Location, with less than 1 percent of battery life left, your device will update Apple’s servers with the last location — just before it powers down.

  1. Allow iMessages, voice and video to expire over time 

New in iOS 8 are voice and video messages, sent through Apple’s data-based iMessage network. These can be stored on your device indefinitely. But if you lose your phone, and do not have the security or protections enabled, anybody can scroll back weeks, months, or even years to see your old conversations.

At any rate, it’s good to keep local or iCloud-based backups for your old data.

To reduce the time in which iMessage data is stored on your device, go toSettings > Messages > Keep Messages, and select the time you wish to retain your messages.

Go back a step and check the Audio Messages and Video Messages as well. These options offer shorter life-spans.

  1. Prevent sharing your location to others 

Although a handy feature, if you are in a busy place, such as a town, city, or crowded indoor venue, it acts as a beacon for your location. If you decide to switch this option off, head to Settings >Privacy > Location Services > Share My Location. From here, you can disable it. You can also decide to share other device locations that are connected to your iCloud account.

  1. Prevent iPhone location-based tracking 

Some iOS 8 system services track your location for advertising, location-based alerts, and for enhancing your cell coverage. Not only can they be a drain on your battery life, they can also open you up to heavy-duty location tracking — even if third-party apps and services are not involved.

Although one for the paranoid, you can change these options in Settings > Privacy > LocationServices > System Services and select which services you wish to disable.

The best one to keep enabled is Find My iPhone. Others like Spotlight Suggestions for better search results are generally better than the location-based advertising services for example.

  1. Limit advertisers tracking your location, data 

Safari had a mini-makeover in iOS 7 and iOS 8, and now offers a number of privacy-related tweaks. One of the key ones relates to advertising, which can track and monitor your location.

A little tricky to find, as it’s not in the Safari settings, you can head to Settings > Privacy >Advertising and enable the Limit Ad Tracking option. From here, make sure you hit the Reset Advertising Identifier option, and then accept any prompts.

  1. Enable fingerprint security with Touch ID 

Fingerprints and thumbprints are a near-perfect way to secure your device.

To begin, you need to go to Settings > Touch ID & Passcode. Once you follow the prompts for the first time, you can enroll your finger or thumbprint. Make sure the Phone Unlock setting is enabled. For maximum security, set just one finger.

  1. Set a stronger 8-digit backup password

As a backup, you can still use your passcode. But the four-digit “simple passcode” is weak. By going to Settings > Touch ID & Passcode, and entering your existing passcode, you can deselect Simple Passcode. From here you can set an alphanumeric code, or a longer 8-digit (or longer) — which isn’t highly publicized.

If you set a stronger passcode that is just numbers, a numeric-only passcode entry will display on the lock screen in future. This is stronger, and protects your device’s security, but is also easy to enter with one hand and a larger numerical keypad.

  1. Limit what is displayed on the lock screen. 

You can also change which personal items display on the lock screen, including preventing unauthorized users of your iPhone or iPad from replying to your messages by going once again to Settings > Touch ID & Passcode, you can limit what is available on your lock screen. For the best privacy, all items should be disabled. But, you can customize this depending on your preferences.

The value of outsourcing IT

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Many organizations invest in Information Technology (IT) as a strategic advantage; others see it as an expensive necessity.  We tend to favor the former perspective, but empathize with the latter; although IT can consume significant financial resources, it is a cornerstone of most modern organizations.

Either way, a key decision is whether to keep IT internally within the organization or outsource it to a Managed IT Services Provider (MSP) like Bryley Systems.  With an MSP, the basic tenet is a long-term relationship between the client and the MSP with an agreement that details types and levels of service at a fixed amount.

We reviewed some considerations of outsourcing in Outsourcing IT in the May 2014 issue of Bryley Information and Tips, but what of its value?

Let’s start with the players, their interests, and their capabilities.

The primary player:  The Client

The client has technology needs and issues, from end-user oriented (“Please show me how to rename a file.”) to network-level critical (“The Internet is unavailable.”) to business based (“How do I plan and budget our technology requirements in a world that is constantly changing?”).

The client has a limited technology budget spread across at least these areas:

  • End-user equipment and applications – Potentially an area of frequent change; typically a three to six-year lifespan with ongoing maintenance
  • Network equipment and software – Relatively stable, but some replacement required on a four to eight-year basis with ongoing maintenance
  • Cloud resources – Fairly stable; requires periodic payments, typically on a per-user basis
  • Security – Often under-invested, especially in the need for multi-layered defenses and ongoing security training
  • Support – Fairly stable in an MSP-supported environment
  • Training – Often neglected, but useful to boost productivity

The client seeks a stable, reliable, optimized IT environment; one that is patched appropriately and is secured against external and internal threats.

The second player:  The MSP

The MSP has a competent, stable, well-trained, and certified technical team with different levels of capability:

  • Technicians supporting end-user environments (PCs, MACs, mobile devices)
  • Engineers servicing back-office/Cloud networks (servers, firewalls, routers)
  • Consultants providing high-level planning, design, and troubleshooting

The technical team works closely with an account-management team, which owns the client relationship and maintains communications while advocating on behalf of the client.  The account-management team discloses the client’s interests and requirements within the MSP; they also set client expectations based on close alignment with the technical team’s schedule and availability.

The MSP spreads its resources across a manageable number of clients, typically assigning an account and technical person to each client.  Exceptions within the client’s environment are noted and shared, allowing others to assist when the assigned personnel are unavailable.

The billing is periodic, usually monthly, providing predictable, recurring revenue to the MSP to support its operations and finance its constant improvement.

The MSP is led by capable, experienced management utilizing a holistic service-management system for ticketing, account-management, reporting, etc.

Next:  What did the survey reveal?

CompTIA, a respected, IT-industry trade association, surveyed 350 companies in June 2015 to compile its Fourth Annual Trends in Managed Services Study.  Their results include:

  • 68% had used an outside IT firm in the last 12 months
  • 64% believe they use an MSP for at least one operational function
  • Six in 10 said it was a collaborative effort with the internal IT staff
  • Many seek efficiencies and competitive advantage in addition to cost savings

Most use their MSP in these areas*:

  • Repairing/troubleshooting IT systems
  • Deploying/installing/integrating
  • General IT consulting
  • Cybersecurity

*Please see “CIOs give Managed IT Service High Marks” by Dennis McCafferty ofCIO|Insight.

Finally:  Where’s the value?

Value is not hard to define, but sometimes difficult to quantify.  Value can often be in the eyes of the beholder, having greater weight with one and less with another.

The easily discerned areas of value include*:

  • Highly competent resource to efficiently resolve difficult issues
  • Service Level Agreement (SLA) with detailed response times
  • Predictable support budget
  • Proactive, 24×7 coverage
  • Team approach
  • Reporting

*Please see 7 Advantages of Managed IT Services by Chase Moritz of Heartland Technology Solutions.

Some of the other, less-quantifiable considerations that come with outsourcing:

  • Secure, stable environment from well-honed best practices of the MSP
  • Strategic, flexible partnership with ongoing counsel
  • Supplement to existing IT team (if any)

For the client, our recommendation is to establish and maintain a strategic relationship with an MSP of similar perspectives and sufficient resources, one that can respond when needed, but acts proactively to manage, optimize, and secure your IT environment.  In a mid-sized IT environment, say 25 to 85 technology users, the typical IT challenges can be met by the MSP at a fraction of the cost of having a comparable team on your payroll.

Bryley Basics: Current VPN issue with iOS 9

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If you currently use an Apple device (iPad or iPhone) with a Static IP address, please do not yet update to the new iOS 9 software. There is currently a problem on Apple’s end where the new software is not compatible with a Static IP address and you may lose your VPN connection.

If you have any questions or concerns, please contact our technical-services team at TechSupport@Bryley.com or via 978.562.6077, option 1.

Technology roundtable at the Central Mass. Business Expo

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Please join our panel of local IT experts for Examining the Cloud, Mobility, and Data Security, an information-technology roundtable at the Central Mass. Business EXPO (CMBE) on November 5th from 2pm to 3pm at the DCU Center.

Information technology is a strategic concern of business owners and managers.  Our panel will address timely issues, such as the future of cloud computing, how to empower a mobile workforce, and how to protect your data.

The panel includes:

The Central Massachusetts Business Expo is presented by the Worcester Regional Chamber of Commerce.  Use hashtag #CMBE2015 or visit CMBE on Facebook.

A (mostly) true tale: The Company We Keep (or From Buses to Beer)

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Cathy and Gavin Livingstone, owners of Bryley Systems, a Managed IT Services Provider (MSP) ranked in the top 500 MSPs worldwide, went to dinner with friends.  While entering the restaurant, a WRTA (Worcester Regional Transit Authority) bus drove by; Gavin said to the couple: “Hey, that’s our client!”

The couple was impressed.

During the meal, the couple mentioned that they were planning a retirement party at a golf club. Again, Gavin said: “Hey, that’s our client!”

The couple was extremely impressed.

When the drinks were served, Gavin held up his glass of Spencer Trappist Ale and said: “Hey, that’s our client!”

The couple was speechless.  Finally, the husband lifted his glass and replied: “Bless the Trappists for this great beer and kudos to Bryley for keeping the abbey online!”

Another possible interpretation: After a drink at the club, better take the bus home.

Introducing Microsoft Office 2016

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Microsoft Office 2016 for Windows should launch on September 22nd; the Macintosh version released in July.  After this upcoming release, perpetual licenses of Office 2013 and earlier versions will be difficult to acquire legally.

Significant changes include:

  • Create, open, edit, and save Cloud-based documents
  • Real-time co-authoring
  • New Tell Me search tool

Not so significant features include:

  • Contextual-information via Insights
  • Data-loss prevention
  • Colorful themes

Requirements:

  • Microsoft Windows 7 or later
  • Exchange Server 2010, 2013, or the upcoming 2016

The last requirement, updating Exchange Server to support Microsoft Office 2016, will take some planning and effort and should be completed before deploying Microsoft Office 2016.  Note:  The Autodiscover service within Exchange Server 2010 and 2013, which has a default configuration suitable only for simple networks, may also need to be reconfigured and republished.  (For example:  An organization with VPN users will likely need to adjust the Autodiscover service on their Exchange Server.)

See the article Office 2016 for Windows expected to launch on September 22nd by Tom Warren of The Verge.

Migrating to Windows 10 – Now, later, or never?

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Migrations bring about change in the lives of technology end-users, whether desired or not.  Often, the IT-support team receives undeserved blame for issues with a new operating system; although, they can help smooth the way by testing core software applications and devices for compatibility before upgrading.

So, here you are with new computers that ship with multiple versions of Windows; which to deploy?  You know there are going to be compatibility issues; there always are.  (Our current VPN client does not yet work with Windows 10 and I have heard of issues with Google’s Chrome on Windows 10.)  Also, there are individuals within your organization who will have trouble adapting to a new user environment.

These are the issues you will need to address when migrating to Windows 10:

  • Equipment compatibility
  • Application compatibility
  • User acceptance

Equipment compatibility

Equipment-compatibility issues exist because Windows has always been everything to everyone:  Windows supports most any printer, scanner, fax, camera, or device as long as the manufacturer conforms to Microsoft specifications, which might include creating a Windows device driver (a small application designed to translate instructions between the device and the operating system) to enable all features.

Likewise, your desktop or notebook computer might not be compatible with Windows 10; you will need (at a minimum):

  • 1GHz processor
  • 1Gb of RAM for 32-bit deployment or 2Gb for 64-bit deployment
  • 20Gb of disk space
  • DirectX9 display with 800×600 display

Please see the Windows 10 specifications for details.

Applications compatibility

Software applications must also conform to Microsoft specifications; however, updating applications to work with a new operating system takes time and effort.  So, older, legacy applications not built to current-day Windows standards can be slow to comply, particularly those from smaller developers, who might not have the resources necessary to make them compatible.  These developers might suggest: “Don’t upgrade now” or “Use XP Compatibility mode”, but usually offer no specific timetable or long-term work-around.

Cloud-based applications have an advantage over most legacy applications; they are likely browser-dependent (and operating-system independent) and are updated continually.  However, you can run into compatibility issues with different browser versions and even different browsers.

User acceptance

An often under-appreciated issue is the changes to the user interface, particularly its look-and-feel; Microsoft received significant criticism with Windows 8.x and the fundamental changes in how it interacts with the end-users.

 

Migration techniques

The safe method, one that many organizations adopt, is to delay migration until:

  • All computers are known to have sufficient resources to run Windows 10.
  • Hardware compatibility issues are identified and resolved, either through updates or hardware replacement.
  • All applications are tested and compatibility issues are either resolved, the application is replaced, or a work-around is established.
  • Training is budgeted and approved.
  • Proper planning is completed to ensure a smooth transition.

However, organizations with limited budgets might not be able to invest fully in this process; they likely need to add a computer or two, right now.

For those already using Windows 8.x:

  • Applications and device drivers that work with Windows 8.x will likely work with Windows 10 (since the underlying framework is similar in both editions).
  • You can use the Windows 8.1 Upgrade Assistant to help identify application- compatibility issues with Windows 8.1, which will also be an issue with Windows 10.

Unfortunately, there is no substitute for testing; put in the time and do it right!

Often, it can be more effective to replace an aging printer (or similar device) than to try and make it work with a new version of Windows; the time to research, locate, install new device drivers (if they exist), test, and then update all migrated workstations can easily exceed the cost of deploying a new, modern device (with more features and greater functionality).

Training is necessary:  Group sessions to introduce the basics and answer questions are effective in getting things started.  Follow-up, small-group training or individual hand-holding can alleviate fears and improve productivity.

For training, Microsoft offers these free, Windows 10 training resources:

Now, later, or never

Basically, if you use Windows-based applications, you main options are:

  • Upgrade to Windows 10 without charge by July 29, 2016
  • Leave Windows-desktop entirely
  • Don’t change anything, ever

Microsoft is allowing anyone with a qualified and genuine copy of Windows 7 or Windows 8/8.1 to upgrade to Windows 10 for free through July 29, 2016.  So, you can upgrade your existing equipment without licensing fees once you have completed compatibility testing, training, etc.

The second option, leave Windows, suggests one of two courses of action:

  • Switch to a non-Microsoft-dependent application.
  • Use a virtual environment to provide Windows-based applications. You can deploy these applications through a virtual server, either on-premise or remotely (i.e.:  via Bryley’s Hosted Cloud Server™) that can provide access to your Windows-based application by running it on an older, Windows-based operating system.

The last option is extreme; it can work for a number of years, particularly if you are not replacing desktop computers, but will eventually require a change.  Basically, you are avoiding the inevitable.

We have begun the planning and application testing for our Windows 10 rollout; I’ll update our progress in future issues.

Visit How to upgrade to Windows 10 from Windows 8.1 by Ed Tittle in the February 12th edition of CIO and Preston Gralla’s article: Excited about the imminent release of Windows 10? You might want to wait in the July 21st issue of ComputerWorld.

Bryley Basics: Free anti-malware plug-in for WordPress

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Intel Security’s McAfee group now offers a free McAfee SECURE certification plug-in for WordPress-based websites.  This plug-in protects WordPress websites from unwanted malware while site-visitors can verify a site’s integrity by right-clicking on the McAfee SECURE logo (shown below).

McAfee Secure Icon

The free version covers the first 500 site-visitors each month; a paid version (about $80 per month) accommodates more than 500 visitors and allows for some different themes for the trust-mark itself.

James Wheeler, our Internet Marketing Associate, installed the plug-in in May; at first, it did not initially deploy the trust-mark properly, but has since been working reliably at Bryley.com since early June.

Livingstones participate as judges at the STEM Expo at Marlboro High School

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The June 12th STEM (Science, Technology, Engineering and Mathematics) Expo at Marlboro High School featured interdisciplinary-team research projects on “Going Green at Marlborough High School” (9th graders) and “How to Reach and Colonize Mars” (10th graders).  These research projects were the culmination of a semester of intense, independent, original research.

About 40 professionals from different companies, including Cathy and Gavin Livingstone of Bryley Systems, judged these works based on understanding, originality, and presentation.