5 Ways to Secure Your Printer From Cyber Attacks and Data Breaches

Posted on August 9, 2021 by Oak & Bluebird

5 Ways to Secure Your Printer From Cyber Attacks and Data Breaches

Printer security is often overlooked by business owners and managers even though data breaches can have a significant impact on your business. A 2019 study by Quocirca Global Print Security found that 11% of security incidents reported by organisations over the past year were print-security related. They also found that 59% of those attacks lead to data loss, as well as other impacts, such as lost productivity and revenue.

Recently, we wrote about some common reasons why your printer might be vulnerable to a data breach, and here is a lot of publicly-available information about the need to secure your business from data breaches, but there is not a lot about the steps you can take to keep your printer safe. The good news is there are several steps you can take right away, without having to spend much time or money. Here are some useful tips from our expert team.

1. Get your printing basics set up correctly

There are more than a few things that could make your printer vulnerable to cyberattacks or data breaches, so it is important to get the basics right to ensure that this isn't the case.

Your first step should be to ensure you change the default password on your printer when you're setting it up. As most networked printers can be accessed remotely with a password, the easily guessable "password123" isn't going to cut it.

The second step is to ensure that you've set up your printer on a secure network. You should be using a firewall to protect against cyberattacks and probing, and ensuring that your Wi-Fi network is secure and that your printer is not on an open 'Guest' Wi-Fi network.

2. Install firmware and malware updates regularly on your printers and photocopiers

There is a lot of time and effort constantly being invested to ensure that malware protection software and printer firmware is up to date and ready to counter the latest hacks. This is to make sure it can foil cyberattacks attacks by cyber-criminals, who are always looking for new vulnerabilities to exploit.

Many print manufacturers include built-in malware protection for their equipment. For example, all HP devices come with HP 'SureStart', which helps monitor incoming threats when your printers are turned on. It will even automatically shut your device down if it senses an attack is in progress. This proactive action can help stop an attack in its tracks and prevent it from being spread further within your network.

On top of built-in malware software, there are additional protections you can implement to secure your printer. These are particularly recommended when dealing with highly sensitive information. Managed Print Service (MPS) providers such as we can help you with this, as we have deep industry knowledge and specialised skills.

3. Educate your team

Everyone within your business that has printer access must understand the responsibility that comes with using it. For example, you need to educate your staff about:

Being cautious when printing via mobile devices, as these can be more easily hacked.
Understand what a phishing scam is and how staff members can avoid falling victim to one.
How to ensure the physical safety of printed documents; for example not leaving printed documents in a printer tray for anybody to pick up.
Making sure they are aware of your companies' policies about how to handle confidential data and information.

We highly recommend these points are covered when new employees are on-boarded in your business. Additionally, you should have annual refresher training sessions to ensure your staff is up to date with information security best practices.

4. Secure printer storage and jobs in transit

To protect against data breaches, you need to ensure that only the people with the right permissions have access to your printing network. There are a variety of steps you can take to ensure this happens.

The first is to ensure that you encrypt print jobs when they are in 'transit' (travelling from a computer to your printer). This will eliminate the risk of a bad actor intercepting your data and gaining access to it.

Secondly, make sure that sensitive data that is stored within the hard drive or internal drive of your printing devices is also encrypted. Printed documents are often stored as an image within your print device, which makes them vulnerable to being hacked. Most printing devices have built-in encryption tools, so this should already be done but it is good to double-check.

You should use your printer's encryption tools to setup:

A secure password that encrypts your printer's storage
The lifespan of documents stored on your printer's storage
Automatic deletion of secure print documents and encrypted PDFs
Automatic deletion of documents stored in a user's secure print queue once printed
Removal of user IDs and access of ex-employees

Finally, always ensure you remove sensitive data when a printer's life comes to an end. Make sure it's properly disposed of and recycled so information that's stored on it cannot be accessed. A leading Managed Print Services (MPS) provider like we can take care of this for you at the same time your new printers are installed and set up.

5. Implement a secure 'swipe to release' solution

One printer add-on that delivers benefits to both cost and security is a 'swipe and release' solution. This printer software allows your team members to print to an encrypted print queue, and when they go to the printer they can manually enter a code or swipe an ID card to print their document.

This not only enables staff to queue up as many prints as they like and release them at once, as well as reduce unnecessary printing, but it also ensures each print job lands in the right hands and no confidential information is left sitting on a printer at risk of being picked up by the wrong person.

The bottom line

Failure to ensure your printing network is properly protected can result in loss of data and - as a result - damage to your business reputation and a loss in productivity, which can adversely affect your bottom line. Every business owner or manager can take simple steps to protect their business by regularly updating printer firmware, educating their team on how to properly protect your information and securing their printing network and data storage.

For a no-obligation conversation about securing your print network reach out to - we are here to help.

5 things to consider before renewing your managed print service

Posted on August 9, 2021 by Oak & Bluebird

5 things to consider before renewing your managed print service

Do you really know what you're getting from your current managed print services (MPS) contract and relationship? Sometimes those who signed the initial contract MPS are no longer with an organisation, meaning the contract renews without it being questioned.

Managed print services (MPS) are best defined as the ongoing management, support and maintenance of a business' print infrastructure and document output by an external service provider. This implies that an MPS provider should be proactive when communicating with your business about your printing needs, not waiting for you to contact them.

Additionally, a managed print service provider should look beyond just the print equipment and work with your team to find the right solution for every aspect of your printing, including toner ordering, document scanning, workflow integrations and reporting.

With the wide range of options available, it can be a challenge identifying the best print management plan for your organisation. There's nothing worse than being stuck in a contract you don't entirely understand and that doesn't meet your needs.

Here are some important points worth considering before you renew your managed print contract so that you can ensure you're getting the most from your managed print agreement.

Print service and usage reporting

Reporting provides useful insights into potential cost savings, including identifying where improvements can be made. 90% of companies don't track their printing costs, which can be an expensive lost opportunity.

Modern printers and photocopiers can be equipped with print monitoring software that collects data about usage. This enables you to regularly assess whether your current agreement still aligns with your needs. Make sure to ask your existing provider to provide ongoing usage reports, cost-saving analysis and service call reports. Ongoing managed print reports should surface any areas for optimisation and improvement.

Upgrading your printer or photocopier

As equipment ages, it becomes more expensive to run. There are a few causes for this, including:

The rising costs of purchasing toner and consumables from manufacturers as manufacturers increase costs in line with devices aging

Increases in service calls and replacement parts required as aging machines become more prone to breaking down

Reduced supply of products can inflate the price of sourcing parts required

Newer technology is generally more reliable and cheaper to run, and your MPS should provide you with guidance on upgrading options that fit the needs of your organisation. It's important to know whether upgrades are included in your contract or not and what process is required when it's time to upgrade. While the equipment maintenance may be more expensive for older machines, sometimes it is worth looking into extending the life of your existing machines. Depending on the age and model of your print devices, it could turn out to be more cost-effective. It's a matter of comparing both options with your MPS to find the best solution for your business needs.

Do your print volumes meet your current needs?

If your contract holds you to a minimum monthly volume you should check to see if this volume is appropriate for the current needs of your organisation. Your reporting should include an analysis of whether you're going over or under your contracted volume and you may need to revisit your MPS contract if there's a big gap between your actual versus contracted volume.

Being locked into an excessively high-volume contract could mean you're overpaying for what you actually use. Business needs change over time, so it's important that your managed print service offers some flexibility in your contract so that if your needs change, your managed print service can change with you.

Support is key for any service provider

Does your MPS offer support when you need it? Their customer experience team should be able to provide maintenance and coordination with your IT team and internal stakeholders. They should also aim to automate the ordering of supplies and restocking consumables and should seek regular feedback from you to help improve their service.

Using your managed print service support can help remove the burden of basic maintenance from your internal staff and free them up for more valuable activities. Some level of support service is expected, so check your contract and make sure you know how to access the full scope of service support you're paying for.

Get more out of your relationship

Your MPS provider should be doing what's best for your organisation. This includes optimising their service to provide the best price and solutions. Print equipment can be expensive, so a key part of your MPS' role is establishing the best fit for you. For example, traditional MPS providers may promote additional print and paper-based products when your organisation may benefit more from digital solutions. It is worth seeking out an MPS provider who can not create the best managed print experience for you but can also work with you to digitise and transform your business through cloud technology and workflow processes such as accounts payable automation.

Get the right managed print service for your organisation

Taking the time to understand your managed print service is a worthwhile exercise. That way you can be sure your provider has your best interests at heart and your MPS is aligned to your business' needs and goals.

Our managed print services challenge the traditional model. We work to complement digital transformation, rather than restrict it, and our tailored options ensure you're only paying for what you need.

5 Reasons Your Fleet should be using Dash Cams

Posted on August 9, 2021 by Oak & Bluebird

5 Reasons Your Fleet should be using Dash Cams

Dash cam technology is helping fleet managers all over Australia run safer and more efficient vehicle fleets. That's because they are fast becoming an essential tool for improving driver safety, providing feedback on driver behaviour, and providing video evidence after an incident.

When paired with fleet management software, dash cams can provide valuable insights on the fleet's overall performance and help you make data-driven decisions. They can also help you ensure you are compliant with all your health & safety and Chain of Responsibility (CoR) requirements.

Dash cams are simple to set up and often only require a connection to the vehicle's power supply. When paired with an asset tracking or telematics system, dash cam data is instantly accessible to view. Monitor live data on speed, braking information, tyre pressure and other vital vehicle information, along with insights from your onboard dash cams.

Cameras can be road- or driver-facing, but many modern options do both. If they have artificial intelligence (AI) and machine learning (ML) embedded in the solution, these cameras can identify hazards in real-time and help drivers react more quickly. This can significantly reduce preventable accidents.

AI-powered dash cams use facial recognition and eye-mapping to identify high-risk factors such as driver fatigue, mobile use and other distractions.

The use of dash cams in fleets is increasing exponentially, as fleet managers turn to technology to help them keep their drivers safe and protect valuable assets. While some drivers might not appreciate this degree of monitoring, dash cams can provide evidence against false claims - often to the driver's benefit - and makes the road safer for everyone.

It's not just businesses that are taking notice either. Research from Allianz Australia revealed that 20% of all Aussie drivers now record their car trips with this technology, with usage set to increase.

5 key benefits of using dash cams

1. Protection against false claims.

Dash cams are a critical tool for protecting your company and drivers from false claims. Fleet managers can use video from dash cams as solid, irrefutable evidence to either support or dismiss claims made in the event of an accident. This can resolve driving disputes a lot quicker and provide greater peace of mind for drivers and fleet managers.

2. Encourages and reinforces safe driving behaviour.

AI technology built into modern dash cams can predict unsafe behaviour and alert drivers and managers. This includes behaviours such as taking their eyes off the road for an extended time. The moment it detects a specific unsafe behaviour, it alerts drivers to self-correct. This helps to identify and eliminate poor driver habits, contributing to a safer workplace culture.

3. Insurance savings.

Dash cams connected to fleet management software can save on insurance costs. It's now common for insurance providers to provide discounts or other insurance premium reductions for fleets which have dash cams installed. The evidence they provide can also help speed up the insurance claims process. Using dash cams also demonstrates to your drivers you're serious about their safety.

4. Safety training and support.

Near misses, or accidents caught on camera, provide examples for driver safety education, while real-time driving feedback encourages drivers to make better choices on the road. Additionally, having a record of the number of unsafe driving alerts attributed to each driver can promote a healthy competition and movement towards an internal culture of excellence when it comes to safety. This provides ongoing training and support to your fleet drivers.

5. Fleet security.

Dash cams and fleet management software are excellent preventive security tools that help reduce break-ins, vandalism, and asset loss. Many dash cams activate when the vehicle is started and, if there's unauthorised access, the cameras can identify the offender and help locate and recover your vehicle.

5 Reasons Why Your Managed Print Service May Be Letting Your Business Down

Posted on August 9, 2021 by Oak & Bluebird

5 Reasons Why Your Managed Print Service May Be Letting Your Business Down

While a Managed Print Service (MPS) agreement is generally the most productive and cost-effective way of acquiring and servicing the printers that your business needs, some traditional providers may not be delivering exactly what your business needs. It is important to properly assess your business' photocopying & printing needs and be aware of some common pitfalls in the managed print services space.

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Despite our world becoming more digitised, printing remains a necessity in many offices. It is an overhead that many business owners and managers may cast off as a necessary expense, without understanding exactly how it's affecting their bottom line. It's not uncommon to be overpaying for a service you think is a core business expense but which, in reality, is rarely optimised or cost-effective.

1. You're locked into high print volumes

Many MPS vendors offer agreements with minimum contracted print volumes. This is usually calculated based on their recommended monthly print volume, which is the amount of printing needed to maintain optimal device performance. If you're working with a flexible vendor that is tailoring your printing to your needs, these minimum volumes are nothing to worry about, as unutilised prints can rolls into the following month, and if you're consistently going under or over your volumes, the vendor will work with you to adjust your volumes to closer match your current needs.

However, a problem arises when customers are oversold on a device that has a high print volume which is surplus to their needs, and their vendor does not offer the flexibility to adjust their volumes as needs evolve.

Being locked into a contract with a pre-determined, high print volume can mean you're paying more for your print services than your actual usage requires. Moving away from a traditional MPS provider can ensure you only pay for what you use.

2. Unnecessary A3 printers

Major printer vendors want to sell you big A3 printers; the 'Rolls-Royces' of the printing world. As a result, you will probably find these A3 printers in most sizeable offices world-wide. But, do you actually need an A3 multifunction?

There are only two major reasons to pick an A3 over an A4 printer; you're doing a very high volume of printing, or you're actually printing on A3 paper, either as booklets or larger format prints.

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If you're printing in high volumes, you'll want an A3 to take advantage of higher yield consumables (toner and ink), so that you're not having to replace these as frequently.

As for A3 and booklet printing when was the last time that you or your team really need to print something A3-sized? It's important to assess how your staff are printing and determine if you really need A3 or if you're find doing your everyday printing on an A4 machine.

As "bigger is better", large A3 machines are more expensive than A4 printers, which means more revenue for MPS vendors. If you genuinely need to print in A3 regularly or are printing high volumes, then that's all good and well. However, make sure your office printers only deliver exactly what you need.

3. Fewer options to choose from

When you use a traditional MPS service, your choices may be taken away from you. While there are many vendors offering a range of brands and products, some vendors exclusively sell and service a single brand, which will slim down your choices. In the market, you also have manufacturers masquerading as MPS providers, offering managed print services, but exclusively for their products. This leaves you with their offering being your only options. You can't shop around for the best price or the most optimal functions. When choosing a provider, it is a good idea to weigh up your options, brand preferences and ability of the vendor to service a range of machines.

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4. No personalised service

If you are a current customer of a big vendor or manufacturer, you might be familiar with the feeling of just being another number on their client list. You've likely been stuck on hold waiting to speak to customer service or support, or have received a copy-and-paste response to an email.

Personalised service is often neglected by these large MPS vendors and manufacturers, so their customer service suffers as a consequence. When you partner with us, you are assigned a dedicated account manager, as well as a customer relationship manager.

Our MirrorWave customer survey helps us gather valuable feedback from our customers, which we act upon. Our customer feedback loop is a great tool for building personalised and enhanced relationships with our customers. And our Let's Talk staff survey helps us understand how to fine-tune our internal relationships, which has a positive spillover for our customers.

5. Put the brakes on digital growth

By their very nature, many MPS providers don't want you to digitally transform your business; their money is made through the printing and paper industries. Their key source of revenue is in print and related products, including new machines, toners and paper. This means they want you to keep on printing, to the detriment of your digital transformation.

For these suppliers, every customer that goes paperless by switching to e-signatures and digital invoicing, for example, equals a revenue loss for them. While the rest of the world moves online and away from paper-based systems, this pull to keep printing could be holding your business growth back.

How We Can Help

We can help you with a managed print service that is far from traditional. We pride ourselves on our personalised service and we ensure you only pay for the devices and consumables that you genuinely need. We aren't committed to any particular suppliers, so we can shop around and recommend the devices that suit your specific needs best.

Working with we means you can take advantage of features that save you time and money, including scanning documents to store in the cloud and printing from any device to any office printer.

This lets you better track your print spend, allocate costs and manage printer usage - giving you more control. We cover all the little details, such as automated toner delivery, so you never have to worry about running out again and have to wait in a call centre queue to re-order. We also work with you to improve your workflow and transform your business through innovative technologies like Device as a Service (DaaS) and cloud-based workflows.

5 productivity hacks for sales reps on the road

Posted on August 9, 2021 by Oak & Bluebird

office 5 productivity hacks for sales reps on the road

Are your sales reps out on the road every day, interacting with customers and the unique challenges presented by travel? If so, they likely face a number of concerns foreign to staff who sit in an office every day.

When your sales team is on the road, they need all the access and support they can get from the office: the right apps, processes, and solutions to help them be successful. Without that access and support, your sales team may not be able to effectively connect with clients, provide them with the information they need to make decisions, or close sales.

Are you offering the right equipment and support for the members of your sales team on the road? Check out these time hacks that can help them accomplish their goals more effectively.

1. Have a Single, Cloud-Based Data Storage System

When your sales team looks for information, do they know where to turn to and is it easily accessible? Client-facing workers need to be perceived as knowledgeable, which means having access to the right tools to quickly and effectively pick up information to answer important customer questions. You don't want your sales team having to call someone at the office every time a customer has a tricky question or request for information.

With cloud-based data storage, all of your information is in one place. Anyone with access to a specific client's information can easily pull up the answers to their questions no matter where they are, which helps streamline the sales process and make it easier for them to deliver a great customer experience.

2. Offer Access Through All Devices

Can your sales team access the information they need from every device they have on hand? Often, they may choose to use their personal devices, including smart phones and tablets, rather than hauling out a bulky laptop every time they have a conversation with a customer. If your office has a bring-your-own device policy, ensure your sales team can easily access the cloud through whatever device they choose to use.

Take the time to carefully consider both your storage options and your security. Streamline your process so that your sales team can easily access the cloud, while eliminating excess steps and poor visibility on certain devices. Does it run just as well on older platforms as it does on a newer device? When you choose a streamlined platform that works smoothly and effectively, productivity will increase while enabling your sales team to complete their jobs.

3. Use the Right Time-Saving Tools

You may be unaware of the challenges your sales team face every day. Take the time to consider what apps could save time for your sales team: apps that, for example, allow customers to complete forms online, or that track delivery options? What apps do they currently use, and which ones can you offer them to help streamline their efforts? Make sure to consider how they connect and interact with the apps used in your office to create a single, seamless experience for your customers.

4. Automate Processes

Do you have an automated CRM that helps your sales team connect with important connections? When you have a growing list of clients, your sales team may not have the time to deal with tasks that simply need a personal touch. They are out of the office on a regular basis, which means they may lack the necessary touch points to connect more effectively with potential clients. In some cases, they may struggle to keep up with those important connections.

When you automate processes for your sales team, you don't just free up their time. You also increase customer satisfaction. Ideally, you want your customers to feel as though they're receiving as many personal touches as possible without placing additional burden on your sales team- and automation can help make that possible.

5. Make Invoicing & Payments as Seamless as Possible

If your sales team members on the road are responsible for handling invoicing and processing payments, your process should be as simple as possible? Use a streamlined invoicing and payment system that will make it easy for your sales team to process payments and handle any important transaction details.

Do they need to send out an invoice? To ensure your clients are happy, make your invoicing system streamlined and easy to use. Your clients should be able to take care of those payments without constantly calling up your billing team.

5 benefits of using modern fleet management for your delivery business

Posted on August 9, 2021 by Oak & Bluebird

5 benefits of using modern fleet management for your delivery business

The demand for delivery services has increased exponentially over the past year, as consumers buy more online and expect to have their goods delivered to their front door within hours, let alone days. This has also led to greater competition, as companies vie for more market share.

This, plus an increase in vehicle congestion as well as heightened consumer expectations mean it's more important than ever for delivery businesses to manage their fleets efficiently, without breaching regulations or putting excessive pressure on their drivers.

The challenges with deliveries

Delivery drivers face many variables in their day-to-day operations, such as traffic jams, mechanical issues, or other factors. Getting deliveries done in time is an ongoing challenge.

Many delivery business workflows are inefficient and rely on old school paper workflows and manual data entry. Sorting through documents and filing them adds processing time, wastes valuable staff time, and creates delivery bottlenecks.

Once on the road, drivers often need to take unexpected detours due to traffic, roadblocks, accidents, or other events, adding extra time and cost to each delivery. Missed, or delayed, deliveries create problems for customers, who may choose to switch to a more reliable and trustworthy provider.

Is there a better way to manage deliveries?

While many businesses use GPS and telematics tools to keep track of their vehicles, modern fleet management has evolved far beyond this. Delivery fleet management solutions, such as Connect, have become much more than just an asset tracking service.

With centralised fleet data that integrates with other systems in a business, they now provide a comprehensive and complete overview of a vehicle fleet. Armed with this real-time perspective of their delivery operation, business owners and managers can make data-driven decisions to keep deliveries on track.

Here are five ways that modern fleet management solutions use the latest technology to eliminate many of the obstacles that delivery fleet managers face daily.

1. Arrive on time, every time

Real-time vehicle tracking lets you monitor vehicles and ensure staff are working according to schedule. This is especially important when perishable goods - such as grocery or food deliveries - must arrive fresh.

Under this scenario, delivery delays can have a significant negative impact on business reputation. A single late delivery may be acceptable, but a pattern of lost, missing, or spoiled items will definitely result in lost customers.

With comprehensive location and route data supplied by a platform like Connect, you can plan schedules more accurately, predict delays in real-time and make adjustments accordingly. This will help ensure deliveries are on time, every time.

2. Increased driver productivity

When drivers are on the road, they need mobile-friendly and responsive support that paper-based systems can't provide. Connect provides a centralised platform for all forms, which lets drivers use sign-on glass and checklists to manage their deliveries.

Reducing the time spent on admin tasks and paperwork through digital automation means more time on the road, helping drivers direct their efforts to completing more deliveries.

3. Optimise routes

The latest technology makes optimising delivery routes a simple task. Artificial intelligence (AI) and live traffic data can help identify the best route, so you can communicate with your drivers while they're on the road using mobile devices. This prevents them getting stuck in slow moving traffic and avoids unnecessary detours, thereby making each delivery trip more profitable.

Real-time dynamic routing also means you can respond to changes in customer demands and re-prioritise deliveries throughout the day.

4. Avoid expensive breakdowns

Unplanned breakdowns can throw delivery schedules out of sync. Ensuring delivery vehicles receive proper maintenance and servicing will help reduce breakdowns while your drivers are on the road. This also helps you to take all possible measures to improve vehicle safety, increase its uptime and prevent unscheduled downtime which can be both costly and disruptive to service.

Intuitive, digital maintenance checklists also make vehicle assessments quicker and help identify minor issues before they become major ones. This type of preventative maintenance extends the life of your delivery vehicles and increases asset utilisation.

5. Cut fuel costs

Optimised routes and well-maintained vehicles can save fuel costs, which are a significant expense for any delivery business. Although the savings on each trip may be small, they add up across a large delivery vehicle fleet when compounded over the course of a year.

Fleet managers can also use other measures to detect dangerous driver habits. This lets you influence drivers towards more economical driving, for example, sticking to the speed limit and avoiding hard braking and accelerating.

5 benefits of moving your IT infrastructure to the cloud

Posted on August 9, 2021 by Oak & Bluebird

office 5 benefits of moving your IT infrastructure to the cloud

In today's modern workplace, there is no longer the need for computer rooms packed with servers, wires, data storage and a team to maintain this. With cloud computing, your business can have all your software and services run on the internet, giving you the power to access all your data and programs on any device, no matter where you are.

Cloud computing and Infrastructure as a Service (IaaS) represents a major opportunity for many organisations to increase operational efficiencies, lower IT infrastructure costs and transform the way you do business.

1. Work from anywhere

Cloud computing offers flexible and instant access, so you and your team can collaborate and share information from any device, at any time, no matter where you are. The ability to access every file and every application, whether you're working remotely (ideally from a beautiful beachfront) or on the move, will make a significant impact on boosting productivity and your responsiveness to customers' needs.

2. Security and disaster recovery

Cloud security keeps your data safe with ongoing and automated daily backups, ensuring nothing is ever lost. Since data is never stored on a device, a lost or stolen laptop, phone or tablet cannot be hacked or compromised. All your files and emails are stored in a secure, compliant cloud infrastructure built on enterprise-class hardware.

With cloud computing, you eliminate the need to store your data within onsite servers, reducing the risk of losing your data at the hands of viruses, data theft or disasters, or during downtime. The clouds automatic backup and data recovery, means your data will be restored within minutes; no more pesky downtime.

3. Reduce costs

Cloud computing cuts the high cost of purchasing hardware and hiring IT teams to manage and maintain the infrastructure. Gone are the days of frequent equipment replacements, maintenance and time consuming upgrades. Instead of large upfront costs you simply pay-as-you-go without being locked into hardware contracts.

By using the resources of your cloud service provider you will no longer have to stress about IT management, giving you more time to focus and invest in the things that matter most to your business.

4. Scalability

A key benefit of using cloud computing is the ability to upscale or down scale your data storage capacity as your business grows or changes. With full control of your infrastructure, you can react faster to the needs of your business and have the financial flexibility to only pay for what you need, when you need it. With cloud computing, you can keep your business agile and flowing whilst gaining operational efficiencies that are kind to your cash flow.

5. Future proof your business

By moving to the cloud, you'll no longer need to spend tens of thousands of dollars on hardware, only to see it become obsolete or break down in a few years' time. You can not only eliminate this cost, but also substantially reduce the costs associated with managing your IT hardware and systems, enabling you to focus on growing your business.

Not only will your technology last longer, but staff productivity and retention will be positively impacted through enabling to work like it's 2019, not 1999. With workplace flexibility rated as one of the most important factors for employees, enabling work on the go will ensure your employees are happy, efficient and not chained to their desks.

4 Top Tips to reduce the cost of your business’ technology

Posted on August 9, 2021 by Oak & Bluebird

4 Top Tips to reduce the cost of your business' technology

One of the keys for a financially successful business is careful tracking of costs. Some of the basic costs you might not spare a second thought for often add over time. These could be anything from paper clips and office coffee pods, through to staff travel.

Business technology, such as phones and computers, are even more critical and need to be carefully cost tracked. With many businesses facing tighter operating conditions and falling profitability due to the COVID-19-enforced lockdown, now is a great time to review your office essentials. Here are some tips to help you evaluate and potentially save money on your business technology.

1. Consider your data and application hosting

Where you choose to host your data and applications can have big cost implications. First, you need to consider your cloud solution. Is it a public or private cloud and is it the best solution for your business? And, is it a subscription-based service? Subscription services can often be a more cost-effective option and are fast becoming much more prevalent in the workplace. Along with potential savings, you'll also eliminate most up-front expenses on equipment and have more predictable cash flow.

If you're not using a cloud-based infrastructure, then you will be hosting your data and apps yourself. You need to assess the total costs of doing this, including hardware, software, upkeep and related staff salaries. Additionally, if your staff are working from home (WFH), access to onsite data may be impacted, with VPN access causing some headaches amongst remote workers, you'll need to ensure staff are able to access all that they need to do their job effectively.

You also need to consider your data security. As technology evolves and becomes smarter, so do cybercriminals. No matter the size of your business, a simple data breach can have a crippling effect that may cost you your business. Does your hosting solution adequately protect your business from these constant threats?

2. Evaluate your current IT equipment

Assessing your IT inventory can be difficult, as you need to identify exactly what your needs are and whether you are under- or over-supplied. This is generally easiest to consider on a per-employee basis.

If you purchased your current IT equipment in one upfront payment (or many smaller ones), you will find that it is sitting on your balance sheet depreciating. As technology becomes obsolete at an ever-increasing rate due to rapid advancement, many businesses are finding that the fleet of expensive laptops they purchased need replacement much sooner than expected.

Also consider whether your IT equipment is fit for purpose. Is your current IT offering scalable; can it easily grow or shrink based on fluctuations in staff numbers? Are all staff equipped with devices that are fit for their role and responsibilities so that they're not using underpowered or unnecessarily overpowered IT hardware?

Finally, is your equipment managed and reported on efficiently and effectively? Are you getting timely and detailed reports on the state and usage of your IT equipment?

If your answer to any of these questions is no, then Device as a Service (DaaS) is an increasingly popular option that could help you streamline your IT fleet. DaaS can help you manage your devices more effectively, all wrapped in one monthly per-employee cost.

3. Evaluate your business phone systems

Most offices still use old-school 'hardphones' (landlines) for essential communication. Is this optimal for your business? Many staff members, particularly sales reps and others who are on the road, shouldn't be tied to an office phone. You may find that the business-wide use of a softphone (the modern app and software program equivalent of an old desk phone) is the most effective communication option. This is particularly useful when your staff are often out of the office, or when travelling between the office and home.

4. Consider your office printing needs

Is your fleet of printers providing what you need, or have you been 'oversold' equipment that your staff don't use? Do your current printers function effectively for your different departments and do they cover your industry needs? Consider which departments have specific needs, such as colour printing, different paper sizes and specialist printing needs. Were your printers purchased upfront and are you having to outlay for consumables such as paper, toner and ink? Finally, who is managing your printers? Are your staff responsible for booking service calls when there is a breakdown, or is this managed externally?

Moving to a managed print service can not only take away hassle of service calls and toner orders from your staff, so that they can focus on higher value tasks, but it can help reduce costs and have a more predictable cash flow.

How we can help align technology with business needs

If you have considered these points and are concerned that your business technology is sub-optimal in cost and effectiveness, we can help. We're currently working with clients to reduce costs on business technology essentials through leveraging current IT assets to improve cash at bank, and creating alignment between technology and needs so that your staff have tools they need, and your costs are optimised.

Has a managed service offering to suit every unique need. Free up your staff from your office and lift productivity. Cut costs by taking advantage of our three to six month payment holidays on technology agreements. You can also renegotiate existing technology agreements to help reduce current costs.

4 reasons why zoom meetings can make you feel tired, and how to fix it

Posted on August 9, 2021 by Oak & Bluebird

4 reasons why zoom meetings can make you feel tired, and how to fix it

2020 and COVID-19 have left many of us feeling anxious or stressed, with 'when will this end?' being the burning question on everyone's mind. However, anxiety isn't the only emotion many are feeling; psychologists are reporting more people are feeling tired, groggy and fatigued - even if they've spent most of their day working from home. But, why?

Along with the lack of mobility and environmental change, experts are pointing their fingers at the dramatic change in our work routines and lack of structure. Specifically, the increase in digital video communication.

Zoom.com has reported a "balloon" in usage since the pandemic hit with a 20x increase in daily attendees. The total average daily participants in December 2019 was at 10 million, but by March 2020 more than 200 million meeting participants attended calls each day. "Zoom fatigue" has become a new buzzword since COVID-19 restrictions started and it doesn't show any sign of stopping. So, why are we feeling this tired in our new, comfortable, digital world?

Fewer breaks

A survey by Airtasker on work productivity found that a lack of environmental distinction between work and home has resulted in an increase in work hours. Due to the spike in communication systems such as Zoom and Slack, employees are now more accessible than ever. As a result, afternoon walks or coffee breaks are adding to stress rather than relieving it, as many have become worried about missing a buzz or a ping and therefore appearing as though we are not working and slacking off.

Both a short walk and a structured break schedule have become more and more popular for increased productivity. A strategy that can be used to prioritise breaks and avoid fatigue is called the Pomodoro technique. This is a concept that allows for scheduled, structured 5-minute breaks between each 25-minute work interval, followed by a longer 30-minute break once five working blocks are completed. Aside from forcing you to get up from your desk and step back from your work, this technique also helps you 'focus-in' on specific tasks in the allocated 25-minute time blocks.

If you feel anxious about taking a break, simply communicate with your team and let them know you're trying to be more structured and productive. Let them know if you're going to be unavailable or stepping out to reduce a surprise call to duty.

Pressure to multitask

Zoom calls require a lot of concentration, but trying to multitask during them can really wear us down. A study performed by the University of Michigan found that switching between tasks can cost as much as 40% of productive time, leaving you feeling overwhelmed and unproductive.

In your next Zoom call, try turning off notifications. Put chat applications, such as Slack, on 'do not disturb' mode, put your phone face-down and try to find a quiet space to attend the meeting. It's tempting to multitask - especially when you're not physically in the same room together and you have multiple channels buzzing at the same time - but, ultimately, waiting will allow you to address each task properly. Interestingly, you will probably find you're more likely to do this for a virtual call than a face-to-face one. Despite our raised awareness about meeting etiquette, it's a constant challenge to get attendees to 'tune out' and switch off in a live meeting.

Harder to read facial cues

Science is alive and well, even when understanding how we communicate virtually. It's easier for our brain to communicate when we have facial cues as a reference point for our presumed reaction. Video conferencing tools are known to lag and freeze especially with poor home internet connections, which means you must concentrate even harder to understand, contribute, and read facial cues.

Without these social cues, our brains work even harder to process how we should react, when to interject, or what we should say next. This can cause us to feel tired and worn out more than a conversation that took place in person.

We can't control how technology behaves, but we can control how we respond to its unpredictability. When you're on video, try to relax. Don't worry about over- or under-communicating, instead pretend you're chatting with a friend.

Make virtual social events optional

Massive congratulations to those who are putting in the effort to keep virtual teams feeling together when they physically may not be. We celebrate your efforts! However, after-work virtual drinks are very different from real-life after-work drinks, and some could find it tiring after a long day on the computer.

Being able to have only one person speak at a time can have an 'all eyes on me' effect, which can be intimidating to the more introverted amongst us. Suggest making virtual social events optional and have a structure around them, such as trivia, so everyone can be prepared and know what to expect.

4 reasons why your business needs asset tracking

Posted on August 9, 2021 by Oak & Bluebird

4 reasons why your business needs asset tracking

Asset tracking is a sophisticated technology that lets businesses manage, track and report on their valuable assets. By logging real-time asset activity in a centralised database, you can be confident you're getting the maximum return from your assets, and ensure that all your assets are receiving timely and comprehensive maintenance.

While vehicle tracking has been around for years, tracking of non-powered assets such as trailers and equipment has previously caused some headaches. Asset tracking is not only limited to vehicle tracking. With the combination of integrated software and innovative hardware solutions, you can stay connected to every type of asset, from industrial equipment to smart sensors, and even people.

When equipped with Artificial Intelligence (AI) and machine learning, businesses can take their asset management to the next level, automating manual processes and setting real-time alerts to deliver insights faster. The possibilities are endless, and businesses that take advantage of these technologies will gain a wide range of essential benefits for profitability and growth.

What are the main benefits of asset tracking?

1. Optimise utilisation

Expensive equipment needs to pay its way by generating a healthy return for your business. With full visibility of your asset data, your business can determine which assets are being underutilised and prompt you to take action. For example, you might be surprised by how many vehicles in your fleet are sitting unproductively.

Connect's asset tracking solution helps you understand in more detail how and when your assets are being utilised. With more comprehensive data analyses, you'll have a rich source of operator data, asset health and productivity information so you can take the proactive steps to improving utilisation and right-sizing your fleet of assets or vehicles. This results in cost savings and streamlined processes which often extends the longevity of an asset to keep it running for future use.

When data is shared with other business systems via an API - including ERPs, CRMs and more - asset data can provide a single accurate source of truth for usage, resources and performance. This unlocks more accurate costings and smarter business decisions around resource allocation.

With centralised data and helpful insights from AI, you'll be able to optimise your asset utilisation, fit more jobs into each day, and save on expenses from right-sizing your fleet.

2. Prevent asset loss

Poorly secured industrial equipment is a common target for thieves, and once missing, recovery is often extremely difficult without asset tracking.

A study conducted by Telsyte for Telstra in 2019 found that the loss of assets - big and small - cost Australian organisations collectively $4.3 billion every year. The study found that, on average, businesses spend at least 55 hours a year searching for lost physical assets that don't have a tracker attached.

An asset tracking platform like Connect provides live tracking and geo-fencing alerts that will detect and alert you if an asset is moved out of a specific geographical location, letting you act immediately and increasing your chances of recovery. Other insights such as route recaps from historical data can help you trace exactly where your assets have been.

3. Reduce costs and maximise tax rebates

Complete asset visibility and remote monitoring is essential for optimising routes, cutting down wasted time looking for assets, utilising idle assets and preventing theft. Fleet optimisation, for example, allows you to see if your assets are operating at capacity. If not, you can reduce the size of your fleet and realise an immediate financial gain.

And did you know you can increase your fuel tax credits claim to 42.3c per litre used on private roads versus only 16.2c when standard Australian accounting practice is applied?

When you can prove the history of your fleet and the fuel used, you're able to make the highest possible claims. Connect enables you to maximise fringe benefit rebates and fuel tax credits with automated journey data, fuel consumption and mileage. These reports are stored securely and are easily shared to provide all the supporting evidence you need for your FTC claims.

4. Data-driven decision-making

An asset tracking platform gives you accurate, real-time data so that your business decisions are based on facts, not opinion or instinct. Remote monitoring technology sends real-time data to your IoT platform, for precise decision-making to drive greater efficiency.

AI excels at pulling insights and recognising patterns from large sets of asset data at a level previously unachievable. It analyses your data and surfaces predictions, recommendations and trends to help you make accurate data-driven decisions. By presenting you with real-time data from multiple sources, your business can improve asset utilisation, optimise routes and mitigate risks you may not have even considered.

Want to improve your productivity and reduce costs with asset tracking?

Connect can transform how your business collects and uses data to inform your decision-making. It comes equipped with AI and machine learning tools that transform your asset data into predictive insights and alerts.

We've also intentionally designed our Connect solution to be user-friendly. Much of our hardware is plug and play and our software platform is built with your user experience in mind. Read more about Connect and get in touch with the team