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Google Ready to Roll Out Mobile-First Indexing

For many business owners, Google’s announcement to switch over to mobile-first indexing comes as a real shocker. It’s a revolutionary thing to do in a world of disruptive technology. Since the beginning of the World Wide Web, a company’s desktop website was their first and foremost consideration when developing a marketing plan. With the new changes announced by Google, all that changes. Now, a company’s mobile website is what must be in prime condition.

Mobile SEO

For some business owners, this change will just be a bump in the road. For others, it’s a huge sinkhole where their profits could fall in and never be seen again. Many business owners still struggle to get their mobile website in excellent working order.

One business owner commented recently, “My mobile website comes up with these huge, looming images and you can’t really read much of the text.”

If this is you, then it’s time to get serious about fixing those issues. The top 5 problems that business owners face with their mobile website are:

  1. Being denied access- Users hate getting those little messages that the mobile site they’re searching for isn’t viewable on their device. Or, some say, “Mobile support coming soon.”
  2. Performance- Why can’t a mobile website just work the same as a regular one? That’s a big question with lots of answers. Sometimes the mobile device is at blame. Sometimes it’s the load speeds/internet connection.
  3. Design- Many users have landed on mobile sites where the images overlay the text, so you can’t really read anything. It’s frustrating and it usually ends with the user going someplace else to shop.
  4. URL redirects- This confounded message has been the scourge of surfing the web for many years. There are several reasons why you might get a redirect message. It could be that you typed the wrong thing in your browser. Sometimes links are broken. Other times, the website owner simply has several pages that refer to the same site and they need to do some maintenance. It can also be the result of phishing attempts.
  5. Confusing apps- There’s no excuse for this but many business owners have attempted to save money by doing it themselves or hiring a non-professional to design their app.

Why is Google Doing This?

Back in November 2016, Google announced their initial mobile-first indexing effort. They called it “an experiment” and it seemed like a good idea on the face of it. However, no business owners could foresee that the Tech Giant might eventually decide that mobile sites were more valuable than desktop sites.

The reasons they give seem pretty concrete. Almost 60 percent of all searches are performed from a mobile device now. A report from 2015, verified that 56 percent of global search queries originate from a mobile phone. Mobile traffic was responsible for about 49 percent of all website traffic according to this report.[1]

These numbers are expected to rise significantly over the next ten years. Google has a long reputation of knowing where the next big trends will take place so you can trust their word when it comes to topics like this. The only thing left to do is make sure your mobile website is amazing!

The Good News

Google has repeatedly said that they will transition into this new phase slowly. That’s the good news. All this will not take place overnight. Instead, Google will give business owners time to fix whatever they need to so their mobile site will be first-class.

The other piece of good news is that Google has assured business owners that if they do not have a mobile site, the google bots will still continue to crawl the desktop version of the site. That means your revenue stream should not decline for lack of a high-performing mobile site.

The Google announcement says, “If you only have desktop content, you will continue to be represented in our index.”

Further Clarity Needed

Google also made it clear that mobile-first indexing does not mean that there will now be two separate indexes performed. There will still be only one and it will focus on mobile sites, not desktop sites.

The reason they cite for this is:

“…To better help our primarily mobile users find what they’re looking for.”

For those who don’t know, mobile-friendliness has always been a major factor in determining how a site is ranked. Of course, it’s not the only factor, but it is still a component of ranking your website. Google is quick to point out that if a non-mobile-friendly page has the best (most relevant) information, it will still rank higher than a mobile site with similar content.

The Bottom Line

All business owners should begin to see more traffic in their logs from Googlebot Smartphone. Google search results will contain snippets that have been generated from the content on the mobile version. Though Google has historically used the desktop version of your site for its indexing purposes, times they are a’changin’.

We can either get on board with the changes or be left out in the cold. Most business owners are already hard at work making sure their mobile website is the best it can be. For those who are willing to go the extra mile, this could be a great time of increases in traffic and sales. The sites that are ready to go are the ones that consumers will flock to for all their buying needs.

[1] https://searchengineland.com/report-nearly-60-percent-searches-now-mobile-devices-255025

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The Facts About GDPR Compliance

Tune into our complimentary GDPR training online.
Watch our GDPR Training Video here.

The rise of cybercrime has led to the increasing need for protecting data from these criminals. Countries all over the world are working incessantly towards finding a lasting solution to cybercrime. In this regard, the EU has enacted a new directive, the General Data Protection Regulation (GDPR) which governs member countries on data protection. These regulations also promote privacy for persons in the European Union and address export of data from outside the European Union. The main aim of these regulations is to give power to individuals over their data, thus to ensure the protection of personal data to the extent agreeable to individuals. Adopted in 2016, the deadline for compliance with this regulation is 25th May 2018.

GDPR Compliance

The Statistics

Various organizations dealing with data are hurriedly working to comply. To date, there may be as many as 90% of these organizations that are just not ready. In fact, a majority of these organizations have not put in place the required protocols to ensure the smooth transition into compliance.

What you need to know about GDPR

These regulations apply, basically, to all organizations which have access to the internet and which provide data services to members of the European Union. It also applies to persons and organizations that reside outside the European Union if they collect and process the personal data of those residing within the European Union.

What this means in simple terms is that if someone from a European Union nation visits your website and fills out the contact form, then you must follow these regulations when processing their personal information.

Member States of the European Union are also required, pursuant to these rules to establish an independent supervisory authority, which will be mandated to hear and investigate complaints and to sanction administrative offenses.

In accordance with these regulations, in certain circumstances, data can be lawfully processed. Lawful processing of data occurs when:

  • An individual has given consent to have their personal data processed for one or more specific reasons.
  • Processing of data must be done in order to fulfill a contract or in circumstances where the data must be processed before a contract can be entered into.
  • There is a legal obligation to process the data.
  • Processing must be carried out in order to protect the interests of a person or entity.
  • Processing must be carried out in order to protect public interests or the official authority vested in the controller.
  • Processing is necessary to achieve the fundamental rights and freedoms of an individual, especially a child.

Requirements for compliance

In requiring compliance with the GDPR, large corporations are the main targets. This does not, however, mean that small businesses that deal with and process data can easily get away with non-compliance.

To ensure the implementation of these regulations, rather severe penalties have been adopted. With such significant penalties, businesses should work hard to be in full compliance.

Compliance and business size

The bulk of businesses which will be affected by these regulations are the big corporations that process a great deal of information each day. Though small businesses must also comply, they are not seen as primary targets or at as much risk of having to pay the penalties for non-compliance. Small businesses should not be too comfortable as to wait for the deadline before beginning the process since compliance may be somewhat complicated, especially when it comes to putting in place the necessary protocols for compliance. Though some experts see large organizations more as targets for GDPR watch groups, small businesses can also be fined for non-compliance.

Getting ready

Before one can attempt to comply with these regulations, one must completely understand them. People affected by these regulations are required to understand their scope and particularly, the type of data protected. The data covered includes identity, web, health and genetic info, biometric data, mental, cultural, economic, and social and political identities.

Goal of GDPR

Over the years, and with the advancement in technology, the need for data protection has increased. Cybercriminals are constantly creating new ways of breaching confidentiality and stealing and manipulating data. Affected countries are therefore put to task to ensure that these practices are prevented. This is the goal of the GDPR. Its main purpose is to protect the data of individuals. This need was advanced by the Cambridge Analytica scandal. Following the revelations of this group, the need to protect data became much more real. Lack of appropriate measures ensuring cybersecurity can have dire effects to individuals and to nations.

Final thoughts

With the deadline for compliance already passed, it is important that all those affected by these regulations do comply. These regulations are meant to protect individuals, businesses, organization, and even governments from cyber theft and data manipulation. Having considered the penalties for non-compliance, it is imperative that organizations avoid the last minute rush and put in place measures now to ensure their full compliance.

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Wish That You Could Use Excel Like A Pro? Now You Can!

Excel Like A Pro Part III

This is the final of a three-part series about using Microsoft Excel 2016. It will cover some of the more advanced topics. If you aren’t great with numbers, don’t worry. Excel does the work for you. With the 2016 version of Excel, Microsoft really upped its game. Excel’s easy one-click access can be customized to provide the functionality you need.

If you haven’t read Part I and Part II of this series, it’s suggested that you do so. The webinar versions can also be found on our site or on YouTube.

This session will discuss the following:

More with Functions and Formulas

  • Naming Cells and Cell Ranges
  • Statistical Functions
  • Lookup and Reference Functions
  • Text Functions

Documenting and Auditing

  • Commenting
  • Auditing Features
  • Protection

Using Templates

  • Built-In Templates
  • Creating and Managing Templates

More With Functions And Formulas

Naming Cells And Cell Ranges

How do you name a cell? You do so by the cell’s coordinates, such as A2 or B3, etc. When you write formulas using Excel’s coordinates and ranges you are “speaking” Excel’s language. However, this can be cumbersome. For example, here G12 is significant because it refers to our Team Sales.

You can teach Excel to speak your language by naming the G12 cell Team Sales. This will have more meaning to you and your teammates. The benefits of naming cells in this fashion are that they are easier to remember, reduce the likelihood of errors, and use absolute references (by default).

To name our G12 cell Team Sales, right-click on the cell, choose Define Name, and type “Team Sales” into the dialog box. You can also add any comments you want here. Then click Ok.

Another way to do this is to click on the G12 cell and go up to the Name Box next to the Formula Bar, then type your name there.

And, there’s a third option at the top of the page called “Define Cells” that you can use.

Notice that there’s an underscore between Team and Sales (Team_Sales). There are some rules around naming cells:

  • You’re capped at 255 characters.
  • The names must start with a letter, underscore or a backslash ().
  • You can only use letters, numbers, underscores or periods.
  • Strings that are the same as a cell reference, for example B1, or have any of the following single letters (C,c,R,r) cannot be used as names.

How To Name A Range

Highlight an entire range of cells and name your range (we’re doing this in the upper left-hand corner).

Then you can easily use the name to produce the sum you need:

You won’t have to go back and forth from spreadsheet to spreadsheet clicking on specific cells to calculate your formula. You simply key in the name of the cell range you want to add. Just be sure to remember the names as you build your spreadsheets over time.

If you ever make a mistake or want to change names, you can go to Name Manager to do this.

Remember that if you move the cells, the name goes with it.

Statistical Functions

The three statistical functions are:

  1. Average If
  2. Count If
  3. Sum If

The Average If can be used to figure out the average of a range based on certain criteria. Here we’re going calculate the Average If of the ERA of 20+ Game Winners from the spreadsheet we developed in our last session.

We’ve already named some of our cell ranges (wins, era). And we want to know the average greater than 19.

Hit Enter and you have the average.

You can use this feature across a wide variety of scenarios. For example, if you wanted to know the average sales of orders above a certain quantity – or units sold by a particular region, or the average profit by a distinct quarter.

Count If is used for finding answers to questions like, “How many orders did client x place?” “How many sales reps had sales of $1,000 or more this week?” or “How many times have the pitchers of the Philadelphia Phillies won the Cy Young Award?”

As you can imagine, it’s essential that you type in the text exactly the way you named that particular cell.

Hit Enter and you get your answer

Now we’re going to use the Sum If function to calculate the number of strikeouts by the pitchers on this list who are in the Baseball Hall of Fame.

Sum If is a good way to perform a number of real-world statistical analyses. For example, total commissions on sales above a certain price, or total bonuses due to reps who met a target goal, or total earnings in a particular quarter year-over-year.

Lookup and Reference Functions

These are designed to ease the finding and referencing of data, especially in large tables. Here, cells A1 and E3 relate to a variable interest rate that is paid on a bank account. For balances under $1,000, the interest rate is 3% – between $1,000 and $10,000, the interest rate is 4%, etc.

Cell A6 shows the balance of a specific account. The Lookup Function is used in B6. It looks up the interest rate and applies it to the account balance of $45,000. This is what the formula looks like in the bar at the top:

The vector form of the Excel Lookup Function can be used with any two arrays of data that have one-to-one matching values. For example, two columns of data, two rows of data, or even a column and a row would work, as long as the Lookup Vector is ordered (alphabetically or numerically), and the two data sets are the same length.

V Lookup and H Lookup are used to pull information into reports. We’re going to use Report Setup. Here, we have a worksheet that references salespeople, sales data, pricing, revenue, and the clients that they sold to. You’ll see on the top right where we set up a report with names referencing sales data.

You can access the sales reps in the drop-down menu. Pick a rep and use the V Lookup Function to find the price.

To Find Price, key in =vlookup and the corresponding cell number for Rep 16, plus the table array which is the entire table not including the header at the top.

Then you need the column index number. This is the number of columns to the right of your lookup value column, which is column A. It’s the 4th column from column A (Price).

Enter 4,

For range lookup we’re using true or false. We are entering false here.

Hit Enter and this is what you have for your Find Price value.

Now we’ll do a similar V Lookup for the Client. Copy and Paste:

Make the necessary changes in your formula:

Client 16 goes with Rep 16.

Note: If you change the Sales Rep, all the corresponding values will change.

If you have a lot of data and long tables, V Lookup helps you find information easily. The V stands for Vertical (or by column), because columns are vertical. H Lookup is for Horizontal-like column headers.

Text Functions

Text Functions contain some very powerful tools to adjust, rearrange and even combine data. These functions are used for worksheets that contain information and function as a database such as mailing lists, product catalogs, or even Cy Young Award Winners.

The first text function we’ll show you is concatenate. It links things together in a chain or series. Here, we have our Cy Young list. But we no longer need to see our Wins and Losses in a separate column.

To do this easily rather than manually, create a new column where your data will reside.

Hit Enter

Now, just go in and hide the Wins and Losses columns. Don’t delete them or your new column will have a reference error.

If you do want to delete the Wins and Losses columns, you must first make a new column. Copy the W-L numbers and Paste Value in the new column. This way you’ve moved from a formula to the new information. If you delete your source information without taking this step you’ll be left with nothing.

Combine as many columns as you need with the concatenate function to make the data appear as you need it to.

The Left Mid and Right Functions

These are used to tell Excel that you only want part of a text string in a particular cell. Here, we have a product list and product IDs that tell us the date of manufacturer, the item number, and the factory where it was made. We’re going to pull the data out so we can put it in columns to use in different ways.

We use the Mid Function here.

This works because each of the product IDs are the same length. If they were different lengths you’d have to do something more creative.

Documenting and Auditing

You want to make your Excel files easy to understand for both yourself and others who need to use them – and this includes auditors. An organized worksheet results in clear error-free data and functions.

Commenting

The purpose of commenting is to provide notes to yourself or especially to others. Comments can include reminders, explanations or suggestions.

You’ll find the New Comment button at the top under the Review Menu. Simply click the cell where you want the comment to go and click New Comment. Then type your comment and click outside the box to close it. The comment will disappear but it’s still there. Anywhere you see a red flag, there’s a comment.

If your name doesn’t appear in the comment, go to File>Options>General and personalize your copy of Excel (in this case Microsoft Office) under the User Name. You won’t need to go back and change each comment; Excel will do this for you.

To format a comment, click inside the comment box and a drop down will come up where you can format the text.

You can change the color of the box and lines around the box. Some managers have different colors for members of their teams.

If you change the default color, it will change that for all your Microsoft products.

To delete a comment, go to the cell that hosts it, then go up and hit delete.

If you have a lot of comments, grab the handle on the box and resize it.

Auditing

What we really mean is formula auditing. This is an advanced way to check your work.

The yellow diamond on the left of this cell indicates that there’s an error.

Or to find any errors, go to Formula Auditing in the top menu.

You have a number of helpful tools here. Trace Precedents shows where the formula looks for information. Click the formula you want and click Trace Precedents. It will display where your data came from.

Here’s a more complex formula and trace auditing:

To hide the arrows, click “Remove Arrows.”

Show Formulas

This expands all of your columns and shows all of them in a bigger way. You can go in and check your formulas on the fly very easily. Click Show Formulas again and the worksheet goes back to the way it was before.

Error Checking

This feature lets you check all formulas at once.

This makes it easy to find errors and correct them.

Evaluate Formula

This feature allows you to check a formula step-by-step. It shows the results of each individual part. It’s another great way to de-bug a formula that isn’t working for you. Click the formula you want to evaluate. Click Evaluate Formula and you’ll get a dialog box.

Click Evaluate and it will change the formula to the actual value that you can review. Each time you click Evaluate, it will take you through the steps of how you got to the final formula. You can trace your way through to see if you made any errors.

Protection

With protection you can lock in your changes in individual cells, spreadsheets, and entire workbooks. You can also protect comments from being moved or edited.

This is how to protect an entire workbook. It’s the highest level of protection.

You’ll want to do this if your workbook contains confidential information like:

  • Pre-released quarterly results
  • Employee salary tables
  • Staff member evaluations

Click File>Info>Protect Workbook>Encrypt with Password.

Enter your password and be sure to make note of it because it can’t be recovered if you lose it. You can use password management software to keep track of your passwords.

Once complete, click OK and your Protect Workbook function turns yellow indicating that you’ve protected your workbook.

To take off protection, retrace your steps.

You can also protect a current sheet you’re working on. It will take you back to your worksheet where you’ll be presented with a variety of options.

You can also protect cells and comments from this option.

In the same way you protected the worksheet, you can protect your workbook.

Using Templates

To see the variety of templates you can use in Excel, click File>New and you’ll be presented with a collection of 25 templates you can choose from.

For example, there’s a great Loan Amortization Schedule you can use. Formulas are built in for you. All you need to do is change the numbers.

You can also go online while inside Excel to find more. You don’t want to download templates from outside Excel because they may contain macros that are contaminated with viruses.

On the right side of the page, you have a huge selection to choose from.

It even provides employee time sheets you can use that can save you so much time trying to figure out formulas.

Creating and Managing Templates

Go to File>Info>Save As and save the template to your location, then save as an Excel Template.

Before you save as a template you want to:

  • Finalize the look and feel of your template
  • Use review and auditing tools
  • Remove unnecessary data and information
  • Unprotect cells and sheets as appropriate
  • Create comments as guides

Congratulations! Now you’re an Excel Pro! This completes our Excel Like a Pro Series. If you have any questions or need assistance, feel free to contact our Excel 2016 experts.

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Top 5 Business Challenges Facing Today’s Accounting Firms

Accounting, just like every other profession, is affected by our ever-changing world. The increase in technological advances alone can leave your head spinning.  Though technology endeavors to make work easier for everyone, it requires your full attention to keep up.

Accounting Firms

However, technology is responsible for numerous positive changes in every field or industry. An accounting firm can get a lot more done each day with the professional software programs now available. Many boring, repetitive jobs are accomplished with these programs and this allows accounting professionals to utilize their time on more important tasks.

Today’s technology can make it much easier for you to find new employees for your accounting firm, qualified personnel who have already been vetted. Most of today’s accounting firms have embraced the changes that are occurring in our technology-driven world. And yet, many are undergoing dramatic changes that affect their business from various angles.

From cyber threats to rising costs, the accounting industry is facing its share of tough problems. Savvy business owners overcome these challenges and move forward. They turn these problems into stepping stones that lead to new opportunities. Still, these issues can slow down the workflow and require too much attention. The struggle can be tiresome and never-ending.

Below are our top five tough problems that accounting firms face today.

1)Retiring Baby Boomers

Each year, approximately 4 million baby boomers retire. This trend is expected to continue for the next 19 years. These people represent years of training and experience. Every industry is being affected by this, including accounting. As CPA firms across the country lose these knowledgeable employees, they reach out to secure the top talent available. But this trend has created a very competitive environment where an accounting firm must be able to offer more to get those well-trained college graduates. This problem reaches across all industries today and as noted above, it will continue on for another two decades. CPA firms are trying to balance their need for the best employees with budgetary restrictions.

2)Winning the Talent War

While winning the talent war is no easy battle, there are a few options that accounting firms can employ. One of the suggestions that has worked for many firms involves enhancing your company’s brand. Highly skilled workers want to be associated with a good company that has an outstanding reputation. As accounting firms are struggling to get the best talent available, they’re realizing how important their brand is. There are numerous ways to elevate your brand and in some cases, it will benefit accountants to hire consultants who specialize in this area.

Below, are just a few ways to improve your reputation and attract those talented college graduates you need to move your business to the next level:

  • Get your CPA firm involved in community activities. For instance, volunteer once a month at a soup kitchen, children’s hospital, or orphanage. Nothing speaks louder than a group of professionals willing to give their time and talents to help the poor and needy.
  • Improve your culture. Many companies have greatly benefited by improving their company culture. That’s the secret behind the huge successes of Google, Microsoft, and Disney. Employees love where they work. They’re proud to say they work there.
  • Create High-Profile Events. This can be as simple or complex as you like. Some business owners write a book and then create book-signing events on a regular basis. Others do webinars each month. For instance, in the accounting field, you could create a webinar each month to show business owners how to save on taxes.
  • Post Good Photos of Events. Now that your company is involved in volunteering, in conferences, webinars, and other events like this, be sure to take good photos. Post them online regularly so the public can see what your company is up to.

3)Pressure to Reduce Prices

One of the first things that companies think of when faced with an increase in their expenses is to simply go up on the cost of their services.  As all accountants know, the budget has to work out so that it fits within a reasonable margin. Now that you’re having to hire new talent, fresh out of college, where will the money come from to pay those salaries? At the same time, new accounting firms are popping up all over the place offering lower prices than yours. Increased competition almost always drives prices down.

One of the most successful strategies that companies have used involves making your Brand more valuable. Of course, there are multiple ways to accomplish this. Get connected to industry specialists who already have good public visibility. Work at getting selected for local radio or TV programs where you talk about any number of accounting-related topics. As you boost your visibility in the marketplace, you set yourself up to command higher billing rates.

4)Stand Out

In this day and age, people tend to lump all accounting firms (legal firms, etc.) together. But, you’ve worked your whole life to set your business apart from the others. This means that you may have to work consistently at making your differentiators well known in your community. Why are your services worth more? Why is your accounting firm the best one to work at? These are all questions you should immediately know the answers to.

5)Advancing Technology

The last and perhaps most important challenge that accounting firms face is the constant need to update their technology. You want to have the latest and greatest software programs and network services, but all this can be expensive. To make matters worse, technology is constantly evolving. Today’s smartphones contain advanced features you couldn’t get a year ago.

For many small businesses, the best way to alleviate this concern is to find a great managed IT service provider and allow them to handle the technical aspects of your accounting firm. Make sure your contract with them includes regular updates to the latest network and computer technology. This can cut your overall costs and give you the same technology solutions as an accounting firm twice your size.

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Best Email Apps For Small Business Owners Who Use iPhone

Communication is definitely made more accessible as a result of technology. Unlike previous years where people placed heavy reliance on letters and messengers, currently, people can communicate at the tap of a button. Communication is essential in any business. For people to know what is required of them in the business environment, for suppliers to know the exact quantity of products that they are required to supply, and when the supply is necessary, people need to communicate. The most successful businesses place considerable reliance on communication.

Email on Smartphone

Small businesses and especially, those that have just begun, often feel the need to use more affordable means of communication. With the availability of the internet, this is no longer a problem. The number of computers that a business purchases is directly influenced by the size and the income of the business. In this regard, therefore, small businesses may find themselves unable to purchase as many computers as they need. This is where smartphones come in.

Currently, almost everyone in the world owns a smartphone. Smartphones have made life more comfortable. They allow people to access information everywhere and at any time due to their portability. These devices are a gem to small businesses. First of all, almost every owner and employee in small companies own smartphones. People can access their emails when traveling or out working on a job.

For successful and efficient use of smartphones to access emails, small businesses must depend on reliable, practical, and affordable email applications. There are numerous applications which allow people to access their emails through mobile phones. The functionality of these applications is similar though they may provide different features. Depending on the smartphone used and the needs of the small business, smartphone users, and especially those who use iPhones, often develop preferences to specific apps over others.

Google

This is definitely one of the most used applications. Google provides a range of services that small businesses may find attractive. The google app allowing for access to emails called Gmail. Firstly, this app is easy to use. Gmail can be used by even novices without much training. Secondly, it is fast, compared to other apps. A particularly helpful feature of the Google email service is that if you send an email by mistake, you have the option of undoing send. This definitely saves businesses embarrassment if an incorrect email is sent by mistake. The Google application is available online at the Apple store and can be downloaded free of charge.

Microsoft Outlook

This application is particularly loved by iOS users. While allowing the user to access email at his or her convenience, this app enables immediate access to emails from frequent contacts without subjecting the user to looking through other unimportant emails. It sorts out these emails for you. The app allows users access to their calendar, enabling them to mark essential days and reminders. You can set up meetings right from your phone or even attend a meeting. Like the Google app, this app is available in the Apple App store.

Airmail

Though initially meant for Mac, this app is available for iPhone and iPad users. It integrates with Gmail, MS Exchange, IMAP, Yahoo!, AOL, Live.com, and Outlook. This app has exciting features including full inbox sync, interactive push notification, and snooze. It is an Apple Design Award winner.

Spark

Though not as popular as Google, Spark is a great email app for small businesses. This app group emails automatically thus enabling the user to identify the urgent emails immediately. The app is easy to use and faster than most email apps. This app may be downloaded from the App Store.

Edison Mail

This is one of the fastest email apps. It supports most email accounts including Yahoo and Hotmail and is available free in the App Store.

Triage

The primary purpose of this app is to clean up email clutter thus simplifying the process of emailing. You can download this vital app from the App Store.

Inky

Unlike other email apps, this app uses hashtags to organize emails and sort out the important ones from the less important ones. Basically, it applies hashtags as labels to messages. It also signs emails automatically. Get this efficient app from the App Store.

Zero

This app works similarly as Tinder. It allows you to sort out your emails easily by merely swiping right to keep them and left to delete them. It also sorts emails such as newsletters for you. This app is available for free in the App Store.

Newton

This app is available in the App Store. Unlike other services, it is not free but is subscription based. Its main feature is the send later which allows you to draft emails and send them to the recipient later on. It costs $50.

Astro

Controlled by an AI assistant, this app provides both email and calendar services. The Astro assistant can be asked questions and responds to numerous commands. If your business uses Slack, you can integrate with that program to send and share Slack messages. It is available free from App Store.

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Which Office 365 Product Is Right For You?

A Look at the Current Versions of Microsoft Office 365, Features, and Prices

Microsoft Office 365 Plans

Business owners agree that Microsoft 365 is an indispensable product that they could not live without. It includes popular programs that people the world over have been using for years. The go-to word processing program is MS Word. People love this software and swear by it. Even those older versions like MS Word 2007 are still popular with the masses.

When it comes to dealing with spreadsheets, there really isn’t a better program than Excel. The same goes for PowerPoint. Most of us even use this program for our home videos. If there is a magic ingredient as to the popularity of Microsoft products, it is probably how user-friendly they are. The company very wisely uses the same Ribbon at the top of each program.

If you know how to use Word, you can learn PowerPoint, Outlook, or Excel very quickly. The formatting tools are basically the same. In spite of how useful and user-friendly these products are, most business owners are not familiar with the various Microsoft Office 365 packages. The company wanted to develop specific office programs for industries like education, government, non-profits, etc. They also wanted to offer scaled up versions for larger businesses. Though these seem like great concepts, they’ve created somewhat of a “Monster” when it comes to figuring out which package your company should be using.

To remedy that, we are offering a simplistic overall view of each product. You can see the basic features offered and the approximate cost. If you’re still unsure, talk to other business owners or ask an IT specialist.

Office 365 ProPlus

This version includes the standard office applications such as Word, Excel, PowerPoint, Outlook, and OneNote. You can also get limited usage of Publisher and Access. The cost is around $12 per month per user. Cloud file-storage and sharing with OneDrive is included but business email is not. The product is installed directly on the user’s computer and licensed by user, whereas Office ProPlus is licensed by a device.

Office 365 Enterprise E1

This product offers businesses the use of MS Office online for phones, tablets, and computers. At the price point of $8.00 per month per user, Office mobile apps can be installed on up to 5 phones and 5 tablets per user. The software is available for iOS®, Android™ and Windows phones and tablets with screen sizes up to 10.1”. Also included are some valuable services that businesses use every day including:

  • Exchange
  • OneDrive
  • SharePoint
  • Yammer
  • Skype for business
  • Microsoft teams

Office 365 Enterprise E3

For around $20 per month per user, businesses can get all the features offered with Office 365 ProPlus and Office 365 Enterprise E1. All of the applications and services listed above are included in that price. In addition, this software package contains compliance tools, which have practically become indispensable today due to the intricacies of HIPAA and other compliance programs. Security tools, along with data loss prevention round out this suite of programs and services.

Of course, there’s a lot more to it than that. Broadcast Skype for business allows you to engage with up to 10,000 people. Attendees can join from any device and they can interact with speakers. This tool alone could be worth its weight in gold if you have a big audience you want to get a message out to. You can perform instant polls or get immediate reactions to a new product or service.

Microsoft StaffHub allows users to manage their workday with information sharing and schedule management apps. These are just a few of the many great features included in this suite of programs.

Office 365 Enterprise E5

This product is the Cadillac of all MS Office products. It includes everything mentioned in the other packages, along with voice capabilities, analytics, and advanced security features. It comes at a cost of $35 per month per user, but it does include all the productivity tools and services a business could need.

It is built for large organizations with diverse needs. It’s available for just about any device and includes some exceptional business calling features. One of the most popular features, MS Teams connects your employees so they can discuss their latest project in real time.

Advanced Threat Protection can give you greater control over hidden threats embedded in emails, links, and attachments. This is a great feature that can prevent your employees from accidentally opening the door to cybercriminals. One cyber breach today will cost you around $1.3 million. Large organizations with the budget for it are utilizing every security tool available to protect their important data. Encrypted email is a must these days and it comes standard with this package.

Not included with any other packages, Power Bi is a useful business analytics service that gives you some powerful business intelligence capabilities, including interactive visualization. Users work with interactive dashboards to create reports and data warehouses. Power Bi allows users to work with data in many different ways, from cleaning and loading it to integrating the data where desired. Microsoft has plans to continue adding features to this program so that it contains the most sophisticated business intelligence tools available anywhere.

Conclusion

All the above Microsoft Office products require signing an annual contract, but most businesses realize that they simply can’t function anymore without the rich array of tools that Microsoft provides. These programs are available from any device or location. They include various levels of customer support. Each year when these products are updated, users get those updates for free. That means you’ll always have the latest version of your favorite Microsoft programs. MS Office 365 is optimized for any device.

Which Office 365 Product Is Right For You? Read More »

Internet Security a Top Priority, Experts Claim

Experts in the tech world are giving their input on what is planned by state and local Chief Information Officers (CIOs) in terms of security for all of today’s technology. For so long, technology has existed and yet the public has taken its security for granted. But, sometime last year, giants of industry like Cisco Systems, have revealed that plans are underway to bring new and better levels of security to the cyber world. According to Britt Norwood, the head of Cisco Systems’ state, local and education sales for the western U.S., it’s time that technology had some real-life applications.[1]

Internet Security

According to Mr. Norwood, the state and local government of the future will rely heavily on technology for its management. From Smart Cities to cloud computing, innovative breakthroughs will change life as we know it. Life will become easier while access to public services will become cheaper and more readily available.

A great example is the Internet of Things. All of our medical devices and appliances are now connected via the IoT. However, these devices are extremely easy to hack and that puts consumers at risk. This reveals our ongoing need to implement stronger cybersecurity measures to protect ourselves. The government, along with the private sector now understands the importance of keeping hackers out of our systems, networks, and databases.

To address these issues, a host of new and radical changes will take place over the next few years. These include four major areas as cited below.

Adoption of the Internet of Things at Community Level

There is no doubt that IoT has had the attention of the public sector for a few years now. Informal discussions on the implementation of IoT applications by the government in delivering services to citizens have been underway. Imagine a situation where parking meters are connected and pricing on parking are determined by the time of day. Or even an application that is able to track buses in real time to give accurate information on wait-times to patrons at bus stops. This would most definitely improve the quality of services delivered to the public.

Each town and city has its own set of unique problems with delivering affordable, reliable city services. Each jurisdiction may adopt its own unique applications according to what suits them best. These applications will definitely make a positive change in the way cities and states are run. But they must include the best security to protect consumers.

Cyber Security Still a Top Priority for Governments

With technological advancement comes increased risk and vulnerability in terms of security. It is very important that the government stays on top of it. It would be of no use to continue investing in digitalization and increasing connectivity without having in place measures to address the issue of data breaches.

That is why for the last four years the National Association of State Chief Information Officers (NASCIO) in their ‘State CIO Ten Priorities for 2017’ report, ranked security and risk concern as a top priority.

According to Yejin Cooke, who is the director of government affairs for NASCIO, security and risk management are not going to lose their importance any time soon. In fact, the public is only now becoming aware of all the threats across the globe that can endanger everything from air flights to ground transportation or satellites. A society cannot operate without knowing for sure that hackers will not have access to our most important sectors.

It is vital to have well-organized and comprehensive cybersecurity plans in order to counter major attacks. Some states like California and Michigan have made milestones in terms of well-laid security plans. They are setting the pace for other states.

Uploading data to Cloud Priority

According to Chip George, NetApp’s senior director of state and local government and education for the U.S. public sector, moving data to the cloud has proven to be a way in which governments are able to deal with financial constraints and legacy technologies. A recent survey by MeriTalk found that 76% of state and local agencies are planning to increase spending on Cloud computing.[2]

State and local governments must also consider their environment so as to adopt a model that best suits them. The Cloud has three models: public, private, and hybrid. Data management can complicate issues if governments resort to relying on multiple cloud management providers.

In addition, George pointed out that, “Agencies must adopt a data fabric, so that data across all cloud environments is seamlessly integrated and managed with the same set of tools, no matter the cloud provider.”

In the future, when governments are trying to evaluate which model suits their needs, they will have to consider these and many other factors dealing with the proper implementation.

Collaboration Tools

Another mechanism that has become highly prioritized across governments is collaboration tools where centralized resources are optimized. By optimizing and centralizing technology, costs are lowered and a more streamlined cyber security platform is installed. Good collaboration tools make sense. They reduce costs. They put everyone on the same page.

Conclusion

Technology is here to stay, but it evolves at a rapid rate. Though this is good on some levels, when it comes to cyber security, the experts have not been able to keep up with the hackers. Cyber thieves must be stopped in order for businesses and governments to improve efficiency in service delivery, cut their costs, and protect consumers from cyber criminals.

[1] https://statetechmagazine.com/article/2017/02/5-priorities-state-and-local-government-technology-year-ahead

[2] https://www.meritalk.com/study/destinationcloud/

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11 New Apps your Business Could Benefit From Using

Most of us work with programs like Dropbox, Google Docs, and Microsoft every day. But there are a wide range of great software-as-a-service (SaaS) and cloud-based programs that can improve efficiency. We’ve found 11 programs that are sure to be a crowd favorite at your workplace. Though some are not new, they’ve recently been updated to provide a wider range of services and features. These cloud services apps are perfect for small companies, as well as larger organizations.

Cloud Applications

Each program solves a real-world business problem that many of us have experienced and that’s no doubt the key to building a great app for business: it needs to solve a problem. Good apps that people actually download and use must be helpful. They must include benefits such as making your job easier or helping workers get things done faster. That’s another big plus for today’s busy people. We’re all multi-taskers who understand that we can’t get everything done without some help from technology.

The last big feature that these apps have in common is that they require a very small investment. For just a few dollars a month (in most cases), you can get apps that give you professional document management, cloud-based document backups, marketing campaigns, social media management, and many other services. Below, are 11 apps that will improve your workflow and save valuable time.

  • Approval Donkey

Free version: Up to three workflows
Plus program: $13 per month

Approval Donkey is a cloud-based approval app that automates the process of getting approvals on projects of all types. This app can be set up to move a project along a pre-defined chain so that there are no bottlenecks. It integrates with hundreds of other apps, making it a real bonus. Whether you’re dealing with admin, accounting or any other project, you can rely on the Approval Donkey to make sure each stage of the project gets the proper approval before moving on to the next stage. The app provides the current status of any project’s approval so you can quickly find out where the project is.

  • Asana

Free version: Up to 15 members, limited features
Paid version: $9.99 per month

Asana is a new project management app that provides easy project organization across teams. It can handle everything from tracking and reporting to conversations. A set of tasks can be managed for individuals, groups or larger teams. Asana has done away with clumsy project management tools that require numerous spreadsheets, emails, and word docs. All project documents are embedded within the project and completely transparent to everyone working on it. The paid version is $9.99 per month but there’s an even more comprehensive Asana app that can be used in Enterprise organizations.

  • Airtable

Cloud-based spreadsheet/ database
Free version: Store 2GB of data, manage 1,200 elements
Paid version: $10 per month, unlimited use

With Airtable, you can store, structure, and share information with other collaborators, allowing a team to work on the information in numerous forms. Airtable has a wide range of templates that let you structure your data any way you like. You can make it appear as a catalog, Kanban chart, inventory or however you need to suit your project. Airtable combines helpful features like those found in Google docs, Evernote, and Trello to help you manage information better.

  • Backblaze

Inexpensive cloud storage
No free version
Paid version: $5 per machine per month

Provides a set-it-and-forget-it backup system to store copies of local data in the cloud. Works for both internal drives and USB connections. This object-based cloud storage app is cheaper than most other cloud storage apps but still offers a rich API with good integration with other programs. Does not work with personal NAS boxes.

  • Cloudphone Virtual PBX

No free version
Paid version starts at $12 per month (includes one local number)

In the old days, a PBX system required a central box, intricate wiring, and actual telephones. It was a real hassle! But this Cloudphone has the ability to route calls just the way the old-fashioned PBX systems did. It includes conference calling, business voicemail, automated attendant services, and business phone numbers. It’s a great solution for companies that have lots of employees working from remote locations. Employees can work from anywhere while still using the corporate phone system. For $12 per month, you get one number and three extensions. For $49 per month, you can get five local numbers plus unlimited extensions.

  • Digital Ocean

Alternative to AWS
No free version
Paid version: Starts at $5 per month

This IaaS (infrastructure as a service) app allows users to create virtual machines in the cloud. This app works much the same as Amazon’s AWS but is simpler to use. Good IT skills are still required to configure the app. It was recently updated to add cloud-based object storage. Users build droplets or virtual machines adding RAM and processing power. Then decide what region to run them in. Allows users to preload virtual machines with numerous configurations.

  • Drip

Marketing automation
Free version: Less than 100 subscribers
Paid version: Starts at $43 per month for up to 2,500 subscriber

This marketing automation tool is basically a list manager that automates customer interactions. Using email, users can send out a pre-written set of messages to customers or prospects. This app integrates well with lead capture tools and shopping carts. Create a drip campaign, then send out emails over a period of time to improve customer engagement. For fewer than 100 customers, Drip is free to use, but the price goes up as you add new customers. At $43 per month, you can manage up to 2,500 subscribers sending out unlimited emails to them.

  • Hootsuite

Social media management
Free version: Up to three social profiles
Paid version: $29 per month for 10 profiles

This is a familiar app that allows marketers to sift through the feeds on popular social media sites to find out what’s important to their company. Hootsuite has become the go-to app for preparing corporate messages, interacting with consumers, or watching for important trends.  You can manage thousands of social profiles across various groups. You can manage and schedule social media posts and even measure your social media ROI. Hootsuite integrates well with hundreds of other apps.

  • JIRA

Bug and issue tracking
No free version
Paid Version: $10 per month for 10 users

Create a helpful database of bugs and software development problems with the Jira app. You can track how issues are being handled and their progress. The app is often used by software development teams but offers a wide range of agile team coordination tools. Developers can work together managing workflow and production. $10 a month for 10 users is a great deal but the price goes up $7 for each new user you add. The app is scalable and can be used by enterprise organizations.

  • MailChimp

Manage mailing lists
Free version: 2,000 subscribers and 12,000 emails
Paid version: Depends on the number of subscribers and services

MailChimp works much the same as HubSpot and Drip. It helps marketing companies manage their mailing lists. Users love it for its easy-to-use Dashboard and for how well it integrates with other programs like the shopping cart and your blog. The company includes many cool tools for opt-in signup. Everything is fully automated once you get it set up. The free version offers a generous 2,000 subscribers and 12,000 emails but the price goes up as you add new subscribers and other services.

  • Shopify

Turn-key ecommerce
No free version
Paid version: $9 a month for lite version

Shopify is well-known as the most comprehensive ecommerce app available today. You can set up an online store, then use “chip and swipe” readers for Point-of-Sale registers. It integrates well with all social media sites, as well as shippers like UPS, Fed-Ex, and DHL. Though most consumers think of this app as primarily for Internet sales, it can also be used in brick and mortar stores or for small at-home businesses.

After the 14-day free trial, Shopify is $9 per month for the lite version, and $29 per month for a basic plan that includes a wide range of services. While they do charge transaction fees for credit card processing, their fees are very competitive with other services.

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The What, The How, and The Why of Managed Threat Detection

Cybercriminals are getting more fearless by the day and their crimes are getting more and more sophisticated. Cybercrimes are costing businesses and organizations billions of dollars each year. This has spawned a new generation of cybercrime fighters who search for ways to end this threat once and for all. With each new attack, the crimes get more sophisticated. Hackers are learning from their mistakes and tweaking their methods to make them even more effective.

Managed Threat Detection

While most attempts to end hacking seem futile, it is an industry that will continue to require experts in managed threat detection. Stopping thieves before they can get into your database is the preferred method and this has now become possible. The latest technology can assess your network’s weaknesses and your IT professional can recommend various ways to shut down those weak areas.

Why the rise in popularity of managed threat detection?

Investments in technologies that prevent cybercrimes are currently on the rise. There are now a number of solutions that prevent intrusion into your computers. But many companies feel they just don’t have the money to install the latest threat detection equipment. Though there is an initial expense involved, business owners with these new threat detection systems do enjoy greater peace of mind. One cyber-attack is now estimated to cost approximately $1.3 million on average. In addition, customer trust is eroded once the public learns of the breach and overall sales can go down. The expenses for a breach can often linger for years.

What is Managed Detection and Response?

MDR is a combination of technologies and skills that provide global threat intelligence, deep threat analytics, and earlier incident mitigation. The most effective response to a breach requires a collaborative, far-reaching effort.

Managed Detection and Response works well because it is set up to function every minute of every day. It provides more thorough protection from the viruses, worms, ransomware, and malware that exist on the World Wide Web.

MDR is commonly used together with traditional managed security services (MSS) to ensure complete protection. These services can be provided by specialized vendors who focus mainly on threat management. They can also be provided by specialists who have MDR capabilities. Managed detection is chiefly distinguished by the fact that it works even in circumstances where the traditional methods of protection, which are focused on limited log collection and rules-based analysis, do not work.

How is MDR delivered?

Today, businesses will find a few cybersecurity experts who understand the ever-changing landscape in the world of cybercrime. Thieves utilize a number of methods that evolve with each new attack. The only truly effective response to these attacks is to develop a system of crushing cyber-attacks that also evolves with each new event.

New technology focuses on a series of effective approaches to threat detection and elimination. The initial step is known as threat anticipation, which measures the level of a company’s preparedness. This determines how high a company’s chances are of being targeted by cyber thieves. MDR also includes threat hunting. Instead of waiting for an event to occur, this technology actively hunts for threats and eliminates them.

Third, security monitoring is essential. This service is basically exactly what it says. A system is put in place that constantly monitors all hardware, software, and networking equipment, looking for loopholes that thieves might exploit. Security monitoring should include alert response, incident response, and breach management.

Why is Managed Detection and Response popular?

For most business owners, there just isn’t time each day to worry about cyber breaches and data leaks. Though the costs to address them can be enormous, a business person needs to focus on running his company. Your business can suffer if you must constantly be pulled away to address potential security threats. That’s the major reason why business owners are opting for a greater level of protection for all their computers and networking equipment.

Threat detection and prevention is a full-time job and most business people just don’t have the time or skills to deal with it. Your company needs the finest protection available so you can get back to work without the stress of knowing that a breach could occur at any moment.

MDR service providers are able to collect data from various sources on the threats that your organization may face. This enables them to know exactly which threats are more pronounced. Once an organization knows where their weaknesses lie, they are in a better position to respond, repair those flaws, and move forward with more confidence.

Of course, a good managed detection and response program should also include all the measures to respond should a breach occur. In spite of all the advances in technology, if just one of your employees clicks on a malicious link, they could download ransomware or other harmful malware into your system. You can mitigate the damage though, by knowing exactly what to do.

Final Thoughts

Managed Detection and Response (MDR) is designed to handle anything that cyber-thieves can throw at you. It initially seeks to find and close any weaknesses, but it also includes a sound response plan should a breach occur. It utilizes today’s best detection tools, threat intelligence, forensic investigation tools, and human analysts. It can give business owners the peace of mind they need to get back to running their companies without the constant worry of an expensive data breach.

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Stop Taking Unnecessary Risks!

Follow These 3 Easy Steps To Stay Safe

If you’ve ever been a victim of identity theft or have been affected by a cybersecurity data breach, you remember the anger and frustration you felt at a violation you had no control over. Don’t feel defeated – arm yourself with the latest in cybersecurity protection protocols!

Cybersecurity is an intense word, but do you fully understand what it means? Maybe you think it’s not important to you, so you don’t pay attention…

“I don’t shop online…”
“I don’t use social media…”
“I don’t pay my bills online; I only write checks…”

Unfortunately, even if all of the above applies to you (though we sincerely doubt that!), you can still be affected by a cybersecurity breach, and trust us when we say it does matter. We’ll tell you why, and how to protect yourself.

You might think you can avoid cyberattackers – “hackers” – by avoiding the Internet as much as possible, but the reality is much more complex. Your name, your personal information, and your identity are each online in some form. Even individuals that only make telephone calls to their bank are prompted with questions to verify their identity, and that information is stored in the bank’s software. Paying an electric bill in person at a local Department of Utilities won’t prevent someone from needing protection, either, and for the same reason. Cybersecurity is an issue at the heart of every aspect of life – even medical records are migrating to digital format these days, simplifying the process by which medical professionals need to access patient history to expedite care.

Consider the other side of the coin on this, too – cybersecurity is critical for organizations that store this information. Consumers need to know their information is protected, and we have a right to privacy and protection. The more PII a company stores, the greater the risk for which they assume the burden of proof of protection.

Cloud data storage of personally identifiable information (PII) leaves consumers vulnerable to a cyberattack in all aspects of life, from global enterprises with which they do business to their local machine at home or work. Got a credit card with Citibank? Over 360,000 Citibank credit cardholders had their data stolen in a cybersecurity breach in 2011. In 2013, more than 40 million consumers with Target credit and debit card accounts were affected. More than seven million small businesses had sensitive information exposed in a data breach with JP Morgan Chase in 2014. In one of the worse cybersecurity breaches of all time, in terms of volume and data sensitivity, the records of 80 million Anthem patients and employees were accessed in 2015, including social security numbers. Major data breaches make news reports more often than we like, reminding us of the dangers presented by hacking and phishing, malware, identity theft, and much more. Once a hacker has obtained your name, address, and personal information, they can then use this data to represent you online and try to infiltrate your desktop system to access even more personal data, to plant a virus or ransomware, or even mine cryptocurrency.

Does all of this sound like a foreign language? You don’t need to be a technical whiz to be able to protect yourself. A few simple measures can go a long way toward increased cybersecurity. The great news is that you can do a few things on your machine, at home or work, that can increase security. Follow these tips for improved protection:

  • Use best practices for passwords.
    • Passwords should be unique
      • Create a different password for each computer and each website or web portal you access. If a hacker can determine one password and you use the same password for multiple accounts, the hacker now has access to more than one of your accounts and can cause that much more damage.
    • Passwords should be complex
      • Create passwords using a combination of capital and lowercase letters, numbers, and symbols like ?!@#$%.
    • Change your password regularly
      • Changing your password for each computer and website or web portal you access at least twice per year is wise. Even if a hacker can figure out your password for one machine or location, changing the password in a matter of days or weeks from that time can minimize the damage the hacker can cause.
  • Know your privacy settings.
    • Maintain a realistic perspective on your risk
      • Every major organization performs routine risk assessments. Why wouldn’t you have a realistic perspective on the risks you face and do whatever you can to protect yourself? Trust us when we say you can’t afford not to!
    • Verify your privacy settings
      • You can verify the privacy settings on your desktop or laptop by clicking on the “Start” menu in the lower left corner of your screen, “Settings”, and then reviewing the options shown. On the right side of this menu, you’ll also see suggestions for how to restrict privacy, and as you read this you’ll know we encourage the maximum privacy settings!
  • Take advantage of built-in security tools.
    • Updates!
      • Operating systems from Microsoft will regularly release updates for applications and security, and we strongly recommend regularly checking for these updates and installing the latest security packages.
    • Windows Defender
      • Windows 10 comes with a built-in tool called Windows Defender that helps protect your user experience against pop-up screens, slow performance and threats from spyware and viruses.
      • Microsoft’s default settings have Windows Defender automatically enabled for users.

It’s important to note that in professional environments, IT departments commonly establish guidelines for security and password protocols. While the above are best practices that you can follow to protect yourself, you should always follow the policies and procedures set forth by IT security teams.

  • These tips are catered for a Windows 10 system, but the basic rules apply to any operating system.

Don’t fall victim to a hacker this year – take the proper approach to cybersecurity and protect yourself from vulnerabilities. See more details by watching this short video and taking the proper steps today.

Make 2018 the year you have an ironclad cybersecurity program, for your home and your office!

Windows 10 Security Risks

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