Every workplace is essentially based around projects.  Managing each person’s time and tasks can be a monumental project in itself, especially if it must be done by hand.  It’s even harder to create a central database from which all employees can find what they need to be doing and when.  The challenges similarly ramp up when projects are finished ahead of or behind time; it’s impossible to edit a manually made schedule on the go without confusing everyone involved.

Microsoft Project 2010 tries to make this task just a little bit easier by introducing an easy, central way to plan out each project and even compare them against one another.  Planning works in every stage of a project, as you can pick and choose just how much detail to include in each project’s file.  Even when the central phases of projects are unclear, you’ll still be able to plot out what you do know and make realistic estimates for the middle stages of various projects.

The new Timeline feature shows at a glance what work needs to get done and by whom.  You can keep track of key milestones, so you’ll easily see whether you’re behind or ahead and by how much.  The timeline is easy to share and easy to understand in its most basic view.  It can also be expanded to see exactly what’s involved with each individual milestone.  You can add milestones based on what’s already in your project, so once you’ve plotted it out you needn’t do so again.

Since Microsoft Project 2010 is based on the same design as many other Microsoft Office products, most people will find  it very easy to use.  Even if you’ve never used a Microsoft Office product before, the “Ribbon” is designed to be intuitive.  It’s easily modifiable to place your most important information in front of you at all times.  If you’ve used Excel in particular, you should find it extremely easy to use as many of the features are similar.

Perhaps one of the most useful tools is the Team Planner View.  This allows you to list which employees are available to work on a certain task and how best to use them.  You can drag each job established in the project on to the resource best equipped to handle the job.  At a glance, you can then see how well you’ve organised your available resources and whether or not they’ll actually be capable of handling their assigned workloads.  This is also an easy way to communicate to everyone what’s required and when, especially if you have a Microsoft server installed and can seamlessly share between employees.

Start organising your projects better today with Microsoft Project 2010.  If you think it would suit you, you can call your IT support to install the necessary software and arrange a training session so everyone in the company can make use of this fantastic software.

Last week, we introduced the new features of Microsoft PowerPoint 2010, an essential part of Microsoft’s latest Office suite for business users.  This week, we’re going to share a few essential tips for using the new Word 2010.  Just like PowerPoint, this is an essential program for everyday use in every office-based business.

Word 2010 hasn’t made many changes to things it does right.  The ribbon is staying largely the same as it was in Word 2007, which is certainly a relief for those who were already frustrated by the drastic changes made from Word 2003.  The functions you’ve used will still be in the same places.  If you’re still using the earlier version, now is a great time to upgrade, as at this point there have been significant improvements in functionality and layout.  You can now customise the ribbon if you’d like to access certain functions more readily than others, which should make your workday much smoother.

In addition, Word 2010 boasts the same collaborating features that the rest of the new Office suite enjoys.  In the case of documents, this generally allows both of you to type at the same time, with a handy chat window near the bottom for discussions about your work.  You can work together without having to be in the same location, so it’s ideal for companies with employees that frequently travel or work from home but might still need to give input on important documents.  If you’re collaborating in the office and run SharePoint Foundation 2010, you’ll be able to use this functionality even if you’re behind a firewall, and you’ll even be able to run a voice call through just the software.  Non-business users can use the free Windows Live service to chat and collaborate with others.

It’s also even easier these days to recover documents you accidentally closed without saving.  You can recover different versions of documents, even if you told Word not to save them.  This is done through Microsoft Word’s new backstage view, which is a new way to organise all of your file management in one place; it replaces the more traditional File menu and represents the largest change in versions.  They have also made it easier to browse and search through your document with new tools redesigned specifically for this purpose.

Microsoft Word 2010 also has new, more sophisticated image editing features that not only allow you to edit imported pictures but to create formatting effects on text and shapes created directly in Word.  Create professional looking headers and shapes by adding shadows, glows, reflections, gradients, and bevels directly to text.  It’s also easier than ever to create themes, so you’ll be able to maintain a branded presence across all of your platforms.  As with PowerPoint, you can also edit images directly in the document, making your experience more seamless than ever.

With offices worldwide switching to the newest version of Microsoft Office 2010, it’s important to learn what’s different before you choose to invest in the switch.  The new version is most recommended for those still using Windows Office 2003, as the updated functionality will become essential in the years to come.

Setting up a new business is a thrilling venture.  You’ve raised some money and you’re ready to get on with your plan for your business.  But before you get into the swing of things and set up your office, you should first consider your IT needs.  Who else to consult than an IT support company?

You’ll have a number of considerations for setting up an office.  By far the most important question to ask yourself is how many employees you plan on hiring and whether or not your business is the type that will expand massively over the following years.  You’ll need to estimate your data usage, storage, and internet requirements so you can determine what type of server you need and what type of broadband you should sign up for.

You’ll also need to make a choice about your phone system.  Do you have a traditional PBX system in mind?  If so, you’ll need to determine how expensive it will be to buy or rent the equipment and handsets as well as working out how much it would be to add on extra extensions in case you need them in the future.  If you choose a VoIP system, you’ll likely have to ensure you have the best quality broadband for your area, though it will probably be cheaper overall.

On top of this, you’ll also need to purchase all of your hardware for all employees, install operating systems and necessary software, and customise each PC to fit each role.  Obviously, you as founder would not actually do this; you’d hire a few IT experts to do it.  Instead of reaching out to whoever is available and changing things in the future, why not consider your IT support more carefully from the beginning?

If you provide us with your plan for your business, we can plan your IT needs from top to bottom, not only making suggestions for your infrastructure but implementing them and setting them up from start to finish.  We’ll make the start easier for new businesses and a move easier for businesses looking to expand.  Don’t try and suffer through it on your own; contact us for a quote today.

Don’t underestimate the benefits of outsourcing IT support.  When deciding whether to hire individual employees or an entire company, there are a number of important factors to consider.

Peace of mind is not the least of these factors and is incredibly important to consider.  With outsourced IT support, you’ll never have to worry about your own virus protection or server hosting.  You’ll never stress about crashes or emergencies that your company can’t deal with.  Most businesses who suffer lengthy outages will lose substantial amounts of money and in many cases, will even be forced to file for bankruptcy.  With carefully chosen IT support, that worry should never cross your mind.  You’ll be able to relax and do your job, not babysit or wait on your in-house IT department.

Whenever you need an upgrade, you won’t have to stress about who can implement it or what are the likely consequences of that upgrade.  Switching your entire office to Windows 7 becomes a simple task with no extra effort on your part.  Going from a traditional PBX phone system to a business VoIP phone system is ridiculously simple and will hardly impact your workday while drastically improving costs.  Customised software to help you effectively and efficiently manage your business is just another possibility that can truly enhance everything you do.

When you need your employees to do something new with their computers, or even if many of them need a brush-up on certain skills, training is easy.  Your IT support company will take up the slack and there will be an expert ready and willing to train your staff in all the skills that they need.  You’ll know that your IT support will always talk with you in ordinary language, so you can understand what’s necessary for you to do and what you’ll need to learn next.

Since your IT support will always be ready to advise you on the latest big changes in technology, you’ll never feel behind the curve.  Your employees won’t be the ones stuck using an operating system that is already two generations old and full of bugs – they’ll be using the latest and greatest available software to help them enhance their productivity levels and grow your business.  With these tools, you’ll be well on your way to becoming the best in the field with the greatest ability to adapt to market trends and collaborate on essential products.

Plus, your servers and your data will all be completely secure; it will certainly be safer than you could have managed yourself, with round the clock guards, temperature control, and barbed wire fences.  Most people can’t manage that around their office buildings, especially the kind of small business that most often needs an IT support company; you’ll find many of them in enclosed city centres or in London, where we’re based.  Worries about server melt-downs or corruptions will be a thing of the past and a full backup will be available for you whenever you need it.

If you’re a small business and you want the peace of mind that goes along with outsourcing your IT support, contact us today for a quote.

Viruses and malware are virtually the number one threat for PC users.  Spyware can steal your bank passwords and personal information, cripple your PC with pop-ups, or use your email address to send out spam.  Viruses can cripple your PC, network, and even your VoIP phone systems, causing an immediate call to your IT support company and hours of downtime to your business.  These five precautions can help you avoid those extra phone calls and lost revenue by giving you the ability to do your best by your network and your PCs.

1. Ensure all PCs on the network are equipped with effective and regularly updated anti-virus programs with real-time protection, so they’ll find viruses before the rest of the network can be affected. Your IT support company should take care of this for you, but the maintenance may be down to each individual user of the PCs.
2. Refrain from clicking on unknown or suspicious links, especially when found in email or on social networking sites.  If you don’t know the sender in any way, never click on a link in an attachment to an email.  Similarly, if a link on a social networking site or in an instant messaging program seems suspiciously unlike a particular friend, avoid it at all costs.  The most intelligent people fall prey to this simple tactic, so it’s essential to be vigilant.
3. Never installed bootlegged software, especially not if you’ve downloaded it from the internet. You may think that you’re cutting costs by avoiding paying for a license, but you’ll often be voluntarily infecting your PC with malware which is extremely difficult to remove, even after you’ve uninstalled the original program. You could suffer far harsher consequences if your software abuse gets out anyway, so it’s best to pay for an extra license and avoid both malware and lawsuits.
4. Make sensible browser choices.  Do not continue using Internet Explorer 6 or 7 because they contain vulnerabilities which Microsoft is notoriously slow to fix.  That means when a hole is found by a hacker, they can freely exploit it and Microsoft may not be able to solve the problem until after your PC has already been infected.  In general, Microsoft browsers are less secure than other choices though Internet Explorer 8 has closed a number of holes and introduced security features that are still lacking in other browsers.  If you want websites to work as they’re intended, however, IE8 is probably not the right choice, as it breaks a number of sites with its different compliance rules.
5. Install all important updates to Windows.  Updates usually include important fixes and patch up security holes that have been exposed by hackers.  They can also add new features which will enhance your every day work life.  If you’re unsure about an update, feel free to ask your IT support company whether or not it’s necessary for your business, but most security updates in particular should be installed shortly after their release.

Choosing an IT support company can be an incredibly difficult decision.  Who are you going to trust with all of your secure data, with installing of your essential programs, or with consistent and effective crisis control?  There are a number of ways you can determine which company you want for your IT support.

First, look at the list of services each IT support company offers, and then find out if the IT company has qualifications from reputable computing companies.  If you’re looking for operating system help, find support that has been qualified by Microsoft, and the higher the partnership the better.  If you’re a small business, ensure that the company has been endorsed by them for that purpose, so you’ll know you get the individual attention you deserve.

If you’re looking for a phone system, check to see if the IT support company has been accredited by a particular software provider.  If so, then investigate that phone system and make sure you’ll like it before you choose that IT support company.  Do the same with networks and software.

It’s also worth checking to ensure they’ve been endorsed by a anti-virus software firm, so you’ll know what kind of protection you’ll get if you pay them to provide it.  Do your research and ensure that the virus protection offered is acceptable for your business and your needs.  It’s even better if the company offers choices, so you’ll be able to decide what level of security best suits your business.

Next, check out response times that IT support companies offer and whether their support is 24/7 or only during business hours.  Do you want your employees to suffer a crisis while working overtime and not be able to get a solution until the next morning?  If your internet goes down, it’s likely that your business will completely halt until it can be restored.  24 hours, seven days a week constant monitoring is absolutely ideal for any situation your business can find itself in and downtime will be so rare that you’ll have forgotten what it’s like.  Your IT support might find and repair a more serious problem before you even realise it’s there.  Find out how soon they can get to your company; in London a response time of more than two hours is virtually unacceptable given how close your company will be to your IT support.

Finally, ask how your backup data will be stored if you choose to give it over to the IT support company.  How often will backups be taken and how old is the data that can be recovered in an emergency?  How much space can you have at what price?  It’s important to ensure that you can expand your data needs if your company grows and more documents need storing.

Something that truly can’t be quantified is the level of friendly, reliable service you’ll receive from a top IT support company.  Pay close attention during your evaluations and choose a company with employees you feel comfortable with and could learn to trust.  Make sure they are ready and willing to listen to your questions and plan your IT support around your exact needs, not around standards.

Octavia IT Services is proud to provide all of these services and more.  For further details, explore the rest of our website or contact us for a quote.

We mentioned cloud computing a few weeks back but provided a word of caution about the potential ramifications of entrusting your data to a large third party with advertising interests, like Google and Amazon.  Having your data stored in a remote location, however, is virtually an essential for your business.  Storing information in multiple places has always been the best of fail-safes when it comes to technology, and nothing has changed there.

By storing your data with your IT support company, you can gain further advantages than if you’d stored it yourself.  For one thing, you have one more copy of your documents out in the world to provide a back up if you should ever need one.  Since those documents are virtually in the hands of your IT support company, they know how to restore them and will be able to do so easily once they’ve fixed your more immediate issue.

Secondly, your IT support company has a vested interest in keeping your data safe.  If their servers crash or experience downtime, they’ll lose your business and likely that of many other clients as well.  Most IT companies (us included) store data in heavily protected buildings at a distance from our own premises for improved security.

Buildings full of servers and data centres have guards round the clock, barbed wire protection, and consistently maintained temperature levels to ensure the highest levels of functionality.  Most businesses can’t support that kind of environment for their own servers and often remote back up services are actually cheaper than purchasing a back up server of your own.

The best part is that after taking a full back up initially, your data will automatically be refreshed and updated to match your current needs.  You’ll be able to recover anything from the last sixty days should the worst happen and you lose your own business files.  While a larger, commercial cloud computing company can provide a similar service, your IT support company is not likely to sell information about you for profit and you can even stipulate this in the terms of your contract.  You’ll be getting all of the benefits and none of the risks.

If you’ve ever considered remotely backing up all of your data, look no further than your own IT support company.  If you don’t have one, you can still request this as your only service.  It’s well worth having the peace of mind that a reliably installed and supported remote back up solution will get you.