Cloud Computing & Cloud Technology Jargon-Buster

Posted on August 9, 2021 by Oak & Bluebird

Cloud Computing & Cloud Technology Jargon-Buster

The computing and IT industry uses many terms that can be baffling and sometimes even intimidating. Here is a list of some of the more common cloud computing terms, so you can understand what your provider is saying without the embarrassment of having to ask!

Even better, you won't have to worry about having to deal with these terms in the first place. We are experts in cloud computing and can implement and manage your cloud solution without you having to break a sweat.

And, when we discuss your requirements and report back, we'll do it in Plain English. This means you know exactly what's going on at all times without crossing your fingers and hoping for the best.

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Enterprise cloud computing

This refers to a cloud computing network which uses the web to provide infrastructure, software and platform services. This gives enterprises (companies and organisations) greater control of their network's versatility and security.

SaaS (Software as a Service)

This is where a vendor hosts and provides software applications to users, typically on a subscription basis. These software services are made available to the client through a network such as the internet.

PaaS (Platform as a Service)

Similar to SaaS, Platform as a service is another variant of cloud computing, in which a vendor outsources the necessary hardware and software to clients, which enables them to execute their own specific solutions. This service allows users to benefit from resources without needing to pay for the upkeep and purchase of the infrastructure.

DaaS (Desktop as a Service)

Desktop as a Service is a cloud computing service that enables business to provide access to cloud-hosted virtual desktops and privately hosted corporate data through any device at any time, via a secure web connection.

DaaS (Device as a Service)

Device as a Service is a subscription based model of purchasing and managing your IT hardware such as desktops and laptops. Rather than buying these devices up front, you pay per month per seat for each device, which can then be monitored, managed and optimised.

IaaS (Infrastructure as a Service)

This is another model of cloud computing, where a vendor hosts virtualised infrastructure to deliver computing capacity to a client. This service can also help clients who need resources in areas such as network connectivity and storage systems.

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Cloud instance (single and multi)

This is a term for a virtual server instance originating from a public or private cloud network. The difference between a single-instance and multi-instance cloud is that a multi-instance cloud can run different instances parallel to each other between a network of machines.

Cloud federation

This refers to the 'unionising' of various computing services provided by different networks to create a combined - more convenient - service for a client. This may include combining infrastructure, software, and platform services into a package, which is made accessible to clients through the internet.

Server virtualisation

This is a technique which partitions a physical server into a series of smaller fragmented virtual servers. Each of these virtual servers are capable of running their own operating systems and applications, which helps to increase the utilisation of each physical server.

Multitenancy

This is a mode of operating software that enables various, separate clients to use computing resources simultaneously through a public or private cloud. Tenants are able to keep their data private and invisible to other clients.

Application lifecycle management

This term refers to the continued process of managing an application throughout its lifetime; not only its development but also its maintenance. This process covers three main aspects: governance, development and operations.

A hybrid cloud is a cloud computing operation which involves a combination of public clouds, private clouds and on-premises solutions. These infrastructures are kept separate from one another but maintain connectivity through technology that allows data and services portability.

Cloud computing

This is the practice of utilising a number of remote servers to provide information technology through a network, typically the internet. This computing model requires infrastructure, data and software services, which are usually hosted by a vendor who provides these to clients as a packaged service.

Cloud middleware

This is a term in cloud computing which refers to the software which connects devices and applications with other applications, networks and databases. This is the connecting point between the client and the service provider.

Service-oriented architecture (SOA)

This is a service-based approach to designing custom technology solutions for businesses. This combines existing frameworks with newer technology to increase a company's flexibility in a changing business environment when they may not be able to completely replace their current systems.

Amazon Web Service (AWS)

This is a cloud platform provided by Amazon that offers a range of packaged infrastructure, platform and software services. Offering over 165 services from data centres around the world, AWS is the most popular and comprehensive cloud platform in the world.

Container

This refers to the protective packaging which allows software to be transported between operating environments. Containers create a virtual space in which an application is separated from others so that its software code does not interact with other systems. This technology improves and speeds up the development of cloud computing.

DevOps

This is a combination of the terms 'Development' and 'Operations' which refers to the consolidated efforts of both a business's development and systems operations teams. This approach to software development encourages greater communication and collaboration between teams to streamline and ease application lifecycle management.

Linux

Linux is a family of open-source operating systems which was built on Unix. This operating system is used in a large majority of cloud services.

Open source

This term refers to something that people can alter and share freely because it has been made publicly accessible. In the context of cloud computing, open source refers to software source code which is offered free to use, change and share by its developers.

Private cloud

A private cloud is a cloud computing framework created for a single organisation, for use by multiple users within that organisation.

Public cloud

This term refers to a cloud computing framework hosted by a cloud services provider who makes the cloud accessible to the public via the internet.

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Scalability

Scalability is the ability of an IT solution to quickly and seamlessly increase or decrease its power or size. The scalability of cloud networks is the reason why you can quickly and easily sign up to most cloud services. The ability to rescale at will is one of the greatest advantages of cloud computing.

Software stack

A software stack is a group of programs or applications that work together in a specific order to reach a common goal or result.

Virtual machine

A virtual machine is a software computer that replicates the actions of a physical computer by running in an operating system or application environment. When using virtual machines, a physical computer is able to run multiple instances of an operating system at once.

Boost your productivity with these six great printer hacks

Posted on August 9, 2021 by Oak & Bluebird

Boost your productivity with these six great printer hacks

Many people think printers have one sole purpose - to print! You use them to print off your latest reports, client records, or any other documents you need copies of. But today's printers are capable of so much more. Here are six printer hacks that can help you simplify your life and be more efficient in the office.

1. Print from anywhere

Did you know that, with the right device, you can print from your mobile phone, or any device, no matter where you are? Let's say you go home for the day but you forget to print off a copy of a report you were meant to give to one of your colleagues. No problem. You can find the document in your Dropbox, Google Drive, or other cloud storage and have your office printer print a copy right then and there.

You could also queue up your printing while out of the office and once you get to the office, you can release all your queued documents. Even if this only saves you 10 minutes a day, over the year that's a lot of time used more productively!

2. Keep your company secrets safe

Accidents can happen, but once the damage is done there is no going back. If you have ever printed off a sensitive document by mistake and the 'wrong' person has got their hands on it then you know what we mean.

Like computers, printers are hooked up to networks which may leave them being at risk of data breaches. Thankfully most modern printers have top-notch security software that can be easily maintained through regular updates. If you require extra security, you can use the PIN or the 'swipe to release' feature on your printer to track who is printing and what is being printed. Additionally, your print job is only released once you have swiped or logged in to the printer, utilising your existing building secure access card, a dedicated printer swipe card, or a unique PIN.

Having more control of your document output means that documents will no longer be left piling up in the leftover tray, or worse, forgetting to collect them and stressing that someone else has read them. We've seen a drop in paper usage by 17% on average when this feature is turned on in an office, as well as enhancing printer security!

3. Help save the world by reducing waste

Regardless of how big your company is, everybody can do their bit to reduce waste and help preserve the earth's precious resources. In a modern office, printing can have a large environmental impact, especially if there is a high level of printer wastage. The good news is, however, that now more than ever printers have been designed to be much more eco friendly and come with higher energy star ratings.

For example, modern printers have sophisticated features like sleep mode to help save electricity when they're not being used and print activity tracking so you can track your usage and overall print spend. Ink and paper supplies are expensive, so not only will you help the environment, but you will save on your consumable costs.

4. Go remote

Like most technology these days, your printer is also connected to the cloud. You can store all your documents in one place and then sync your printer up to your cloud software so you can access and print these documents off from anywhere. Cloud technologies have enabled even the non-tech-savvy amongst us to be able to manage this setup easily without the help of an onsite IT manager.

Having a cloud printer setup also allows for what is called 'follow me printing', which allows you to print effortlessly from wherever you are and on any printer connected. You could be on a different floor in your building or even in a different state, but as long as the 'FollowMe' function is enabled, you can print securely from anywhere.

5. Print in advance

Let's say you have a daily meeting at 9 am every day and it is your job to print off the daily meeting notes to hand out to all attendees. By using the advanced printing feature on your printer, you could set it up so that every day at 8.30 am the meeting notes are printed off - just as you arrive each day for work. With this small, but surprisingly useful hack, you can save yourself lots of time and ensure you start your day ahead.

6. Automate your office

Scanning software that includes Optical Character Recognition (OCR) can take any printed document and turn it into a searchable document. It does this by allowing your printer to automatically scan and examine the text on the document for easy data processing. Once the digital document has been created, you can utilise workflow automations to determine what should be done with the document and start progressing this workflow. For example, if the document is recognized as an invoice then the system could automatically send it to your accounting department or accounting software program for it to be assigned and paid. The document can then be archived in the cloud for safe record keeping.

The bottom line

Modern printers can save the average business hundreds of hours a year, so it is definitely worth taking advantage of all of the features that they offer. If you implement these six printer hacks today you will be on your way to a much more happy and productive office.

Get in touch with Our print experts today to unlock all the printer features you need.

Boost staff communication collaboration and productivity with the cloud

Posted on August 9, 2021 by Oak & Bluebird

Boost staff communication collaboration and productivity with the cloud

Cloud computing and cloud technology in general has experienced explosive growth over the past 10 years, with internet-accessible applications becoming indispensable to more and more businesses. This has been boosted by the exponential growth in the number of web-enabled devices, which help us run our businesses effectively whether we're in the office, or on the go.

Despite the many benefits of cloud technology, a number of businesses have been slow to adopt cloud-based technologies and continue to rely on, onsite hosting, legacy systems and outdated technologies. This could be because they're unaware of the benefits, worried about the cost and effort, or simply don't have the knowledge or skills to make the switch.

This means they are potentially losing out on the superior communication and collaboration opportunities, and enhanced security that cloud computing offers. With Forbes predicting that 83% of enterprise workloads will be in the cloud in 2020, forward-thinking businesses should be taking advantage of the benefits this technology offers.

Modernise Your Communication

The internet has transformed the way we communicate and how we transfer information to make our businesses run more smoothly and effectively. People can instantly share messages, images, videos, talk over the internet (VoIP), video conference, integrate different applications, and easily link people to further information. A modern workplace includes productivity-boosting tools such as online shared drives, team group messaging, online timesheets, face-to-face video meetings, low-cost international calling and access to excellent business apps.

Cloud computing leverages the power of this connectivity, providing the platform for us to access the work resources we need, wherever we are, and whenever we choose.

This is supported by the big growth in mobile usage. Deloitte says that for many Australians, mobile devices are a necessity. 94% of us take our mobile device when we go out, more than the proportion who take our wallet (92%) and house keys (88%). Nearly nine out of every ten Australians own a smartphone and we spend hours every day on our devices - working, connecting with family and friends, and playing.

And Intuit reports that this uptake in mobile has led Australia to create a mobile-first business strategy. Their research shows 62% of small businesses are on the cloud and 63% use mobile to run their businesses.

Apart from other benefits, this mobile connectivity via the cloud gives us the ability to have more flexible working locations and hours. According to Seek Insights, this empowers businesses and helps them attract and retain top talent, particularly younger 'digital native' employees.

Cloud computing also integrates with popular business applications and software to provide unified solutions for calls, sales, project management and video conferencing. By connecting all the key points of business communication - both within your office and with clients - everything is one place, available where and when you need it.

Cloud computing also brings cost benefits to your business compared with legacy systems, including not having to replace redundant server hardware every few years. It offers flexible storage options and upgradability that help future proof your workflow. Queries and issues can also be addressed in real-time by support experts who have immediate access to your systems via your cloud platform.

Collaborate for Accuracy and Success

We're all familiar with the struggle of trying and failing to send large files over email or having files that are too large to move between devices. You also end up with multiple versions of documents, including potential errors as people work on local files, then try and merge changes from multiple sources.

Cloud computing lets users share data and files in a single, centralised location, facilitating real-time collaboration and reviewing of documents. This lets them work on a single 'true' version, preventing discrepancies and email exchanges for every edit. It also saves hours of frustration and delays for group projects and boosts productivity in your office.

Storing files on the cloud introduces business efficiencies and frees up time to allow you and your team to hit maximum productivity.

A business with cloud-based solutions also has greater scalability; you can easily and cost-effectively size your systems up or down as the needs of your business change. Plus, your team is a lot more productive and happier due to the stress-free, seamless workflow.

Secure Your Data and Give Yourself Peace of Mind

Cloud computing also offers 'next level' security for your business data. Data breaches can cause significant damage to your reputation and lose the trust of clients and stakeholders. Cloud-based firewalls and anti-virus filters protect your information and remove hacking vulnerabilities that can exist in hardware connections.

Computing via the cloud also gives managers easy control over who can access sensitive information, which streamlines work allocation and confidentiality. Expert security personnel employed by your cloud provider take over the responsibility and management of security on your behalf. This makes sure your data and documents are protected against the latest threats from viruses and malware and helps you meet data security regulatory compliance standards. Plus, your service provider's insurance should cover you in the unlikely event something does go wrong.

Cloud-based platforms also simplify disaster recovery efforts. Provided your data hasn't been compromised, you can simply download your data and applications to new hardware if your office equipment is damaged or stolen.

Make the Change to Cloud Computing

According to CIO, Enterprises already run 77% of their workloads in the cloud (45% in a private cloud), while 80% of small-medium businesses do the same (32% in a private cloud). With figures like these, it's easy to see why - rather than cloud computing just offering a competitive advantage - it is the new benchmark for business operations. Join the vast majority of businesses and make the move to cloud computing to speed up and future-proof your operations.

It can be simple to set up and running costs are often cheaper than legacy systems too.

Asset Tracking Trends and Internet of Things (IoT) Infographic

Posted on August 9, 2021 by Oak & Bluebird

Asset Tracking Trends and Internet of Things (IoT) Infographic

Asset tracking uses the Internet of Things (IoT) technology to help you unlock more value from your assets with increased visibility and connectivity. You can reduce the risk of theft, maximise the use of your assets and meet all your compliance obligations by understanding where your assets are and how they're being used, without any manual processes.

We've compiled some of the key statistics, industry trends and use cases of this great technology and included these in the infographic below.

If you want to learn a little more about asset tracking, click the button below to get in touch.

Are you overworking your IT manager?

Posted on August 9, 2021 by Oak & Bluebird

Are you overworking your IT manager?

Information Technology (IT) is an essential piece that makes up any business. Fulfilling a wide spectrum of IT-related responsibilities, the IT Manager contributes to a more flexible, productive and profitable business by strategically improving systems and the infrastructure. However, a demanding job description that's often overburdened by daily deadlines, high-level tasks may be inevitably delayed. Your IT Manager may need an extra hand on projects like upgrading, maintaining the security of your IT system and IT strategy to propel the growth of your business.

Your IT Manager is a Pillar of Your Organisation

Technology is improving exponentially and new products hit the market at a rate that outstrips the time it takes for businesses to catch on. It is up to the IT Manager to know what the business and staff need while filtering out ones that don't fit the criteria. As the link between your IT infrastructure and staff, you'll expect your IT Manager to identify opportunities for improvements that align with the IT strategy and business priorities.

Your IT Manager is the business' source for the latest IT trends as well as common security threats. Responding quickly and efficiently to security attacks is critical, however it's also just as important to implement preventative measures to mitigate the risks. There are many types of attacks: ransomware, phishing, malware and DDoS. And depending on the scope, these prevention projects and tasks may take time - time that your IT Manager may not have given the number of day-to-day responsibilities to meet. However, it shouldn't be overlooked that your data is your most valuable asset. And in an age of digital transformation, cybercrime is becoming the fastest-growing form of criminal activity that's set to cost SMEs $5.2 trillion worldwide.

With so many responsibilities to fulfil and important company assets to look after, why not partner with us to take some weight off your IT manager's back?

How We Can Help

Partnering with us means we'll support your IT manager with the right tools to grow your business while protecting your company assets and resources. We'll relieve your IT manager and the team of some duties, so they can prioritise core duties and more high-level responsibilities to enable business growth.

As experts in IT, we'll help you enhance productivity and efficiency while consolidating your IT strategy so it aligns with your business strategy and priorities. This is achieved by our initial evaluation of your IT needs as well as assessment of what we can help you improve.

Our tailored recommendations will ensure scalability so that your business is future-proofed for long-term growth. Part of the package comes with industry standard data security you can rely on. Your data and network will be taken care of and on-going support will be provided by our IT experts. Most importantly, we'll ensure that your staff is free to focus only on more meaningful work, so they can help grow your business rather than getting bogged down with menial day-to-day IT tasks.

We focus on:

Infrastructure as a Service (IaaS) and cloud hosting
Ensuring system redundancies
Cybersecurity
Communications stay up - phones and email exchanges
System updates
Hosting and upgrading
Managed service desk

Are legal compliance fears holding you back from going paperless?

Posted on August 9, 2021 by Oak & Bluebird

Are legal compliance fears holding you back from going paperless?

More than three-quarters of Australian offices still rely on paper for record-keeping and processing. And, despite an apparent trend towards digitisation, some workplaces are reporting paper use has actually increased in the past five years.

These eye-opening statistics come from the Australian Workplace Digital Outlook report, commissioned. Our Chief Operating Officer, said the idea of a paperless office is looking like a pipe dream for many businesses, despite 10 years of digital transformation around the world.

"Workers are telling us that only a handful of offices (11 per cent) have ceased using paper in the past five years," he said." "Workers in one in five businesses say paper use is unchanged, and 8 per cent are saying paper has increased, which suggests some businesses attempts to digitise are failing."

Who Are The Worst Culprits For Paper?

According to the research, the most paper-reliant departments are Human Resources (35 per cent), Finance (33 per cent) and Sales and Marketing (22 per cent). Interestingly, nearly half of those surveyed report that they're keeping paper records for legal reasons (48 per cent), or they're keeping them because they believe physical signatures must be retained (43 per cent).

However, despite these concerns, Australia has recognised the use of electronic documents and signatures since 1999, under the Electronic Transactions Act. As stated by FindLaw Australia, "according to Australian and international law, electronic signatures are a valid way of executing agreements."

How Much Are Paper Workflows Costing Australian Businesses?

So, what impact are paper workflows continuing to have on the bottom line for Australian businesses? Let's look at a practical example.

A single 4-drawer filing cabinet can cost almost $2,000 a year to maintain. Assuming your HR, Finance and Sales and Marketing teams all have several filing cabinets, you can see how these costs quickly add up. It's clear that traditional paper storage solutions cost significant amounts of money, but they also often require additional staff and unique workloads to support them.

There's also an opportunity cost: Removing rows of filing cabinets can free up space for more mission-critical components of your business, like desks or computers.

There are also risks and potential security-related costs when it comes to paper-based offices. Respondents in the Australian Workplace Digital Outlook report are correct in identifying that important documents are critical for legal and compliance. However well-meaning though, their belief in the safety of paper-based systems is misguided.

Paper is, in fact, a very real security and compliance risk. If your paper documents catch fire or get damaged in a flood, you could lose years of valuable business information for good. Paper also introduces security risks outside of disasters. Think about how easy it is for someone to simply pick up a piece of paper and read the information. There's no password or user identification. Anyone can pick a paper document up from your desk or printer tray and read it.

Other Business Costs Associated With Paper Workflows:

Time

Consider how much time is spent on paper workflows. The average worker spends four weeks a year on misfiled and mismanaged physical documents. And, most workers take a trip to a copy machine, fax machine, or printer 61 times per week. This doesn't even take into account all of the time spent signing, filing, and maintaining all of those physical copies.

And, did you know that 8 in 10 UK businesses print papers for the sole purpose of getting them signed? That number is just as true right here in Australia - especially when we're talking about finance, legal, and HR departments, who are the top users of paper.

Money

Not only is your business losing money through ineffective and wasted employee time, paper offices also incur other costs. It costs around $6 to handle and distribute paper per $1 spent and impacts profit in other, more subtle, ways. Think about the cost of simply storing and filing paper and also calculate how much you're spending on paper products such as notepads and post-it notes. The average worker uses 10,000 pieces of paper annually and depending on how much paper you're using, printing costs also contribute to your paper spend. Talk to us today about how we printer leasing Sydney or printer leasing Melbourne could save you money.

Collaboration

Sharing documents digitally is a breeze. But, sharing documents physically can be a serious barrier to collaboration. Hours spent waiting for documents, trying to find lost documents, and transferring documents across the workplace can be instantly eradicated using digital methods. Cloud collaboration, in particular, reduces hours of effort consolidating documents and eliminates the headache of version control.

Space

Paper takes up space. Filing cabinets, waste bins, and desk papers can quickly clutter an office. Each square foot is an area of cost reduction. What else could you put in that space? Could you potentially downsize your office?

It's evident that despite fears to the contrary, paper-based workflows are no longer required for legal compliance. In reality, they are more vulnerable than paperless systems. Not only that, your paper office is affecting your profitability in other - easily avoidable - ways.

How Can You Go Paperless and Remain Legally Compliant?

Documents with signatures for legal purposes are likely a major source of paper in your business, so introducing eSignatures and digital eForms can help you immediately reduce this paper flow. This will allow your clients and employees to complete and sign documents digitally and provide the same level of legality for almost all documents as hand-written signatures.

Adding eForms and eSignatures into your workflow is easy, especially if you're already digitising your office. Your vendor can introduce systems to deal with security, identification and user access. Security features are usually embedded in your cloud service, but you may require a network security or license upgrade on your existing software. However, this is a one-off process - once they're set up, you can look forward to a faster, smoother, more secure system.

It's also important to alert clients as you roll out a new digitised workflow. You can do this by sending out a simple email communication once it's implemented, or you can choose to involve them from the start of your digitisation project. However, you do it, it's crucial to communicate the benefits of digitisation to them to reduce any potential friction. This will also prepare them for eForms, eSignatures and other changes that will impact them and their relationship with your business.

What is The Best Process for Moving to a Paperless Office

The first step is to engage with a trusted vendor, who can advise you on how best to convert to a digital workplace and which systems to use. Next is to create awareness among staff of the benefits of going paperless, while reassuring them that a transition to a digital office will eliminate many of their pain points. Expect questions around legal compliance, which you can resolve by introducing eForms and eSignatures.

A Summary of Key Steps:

Create a transition plan
Engage with staff on the changes
Start with the easiest processes to convert
Digitise paper-based forms, creating eForms
Set up eSignatures
Set up access and permissions
Communicate process changes with clients
Automate the digital approval process
Migrate your systems to the cloud
Empower your staff with digital technology
Measure the changes and adjust where necessary

7 real costs of not going paperless

Posted on August 9, 2021 by Oak & Bluebird

7 real costs of not going paperless

'Going paperless' is no longer just a buzzword in business today. Companies all over the globe are ditching their old school paper workflows and storage systems and are enjoying the productivity, efficiency, and cost savings that a digital office can bring.

However, a less-considered - but equally valuable - benefit is the environmental impact of going paperless. As climate damage becomes an increasingly prominent global issue and businesses look to adopt more sustainable practices, reducing paper consumption and waste seems to be one obvious answer. This is particularly so when you consider that paper production is one of the world's largest consumers and polluters of fresh water.

So, why hasn't everyone made the switch already? There are many reasons. One is that some businesses may not know or understand available technology, or they may simply be daunted by the concept of digitisation. Some may have low trust in going digital and are afraid it may be a risk to business security. Others may simply have a hard time breaking old habits or believe that paper records are a legal requirement.

Most, however, simply don't have a full understanding of the benefits of adopting a digital office and, in particular, the real cost of not going paperless. Here's what not going paperless can cost your business.

1. Your Data is at Greater Risk

With the heightened awareness of cybercrime, it may seem counter-intuitive to digitise your files. However, as long as you keep your technology up to date, their safety is assured far more than if you kept your sensitive paper files in an office. Documents stored in the cloud are encrypted and protected by multiple layers of cloud security. They also have restricted access and audit trails to keep track of who is accessing the files and when. Paper documents - such as invoices and time sheets - kept in an office are at risk to fire, flood, theft, or simply being lost in a sea of paper. In fact, statistics indicate that 40% of data breaches are paper-based.

2. You Use More Space

Record-keeping laws dictate that all records have to be kept by a business for a minimum number of years, but this doesn't mean they have to be on paper. While a single piece of paper takes up no space at all, these records easily multiply to reach the thousands and then become a significant user of office space. Reducing bulky and complicated filing systems can free up a surprising amount of space in the office; a standard four-drawer filing cabinet can take up to 1.2 square metres of floor space, including the area needed to open a drawer.

This can result in you paying rent on space that could be put to much better use. Plus, of course, the clutter associated with a paper-based workflow (just have a look at the desks around you).

3. Sourcing Paper Records Takes More Time

There are many ways that going paperless can save you a lot of valuable time. When everything is digital you have the luxury of a quick Ctrl+F search to find exactly what you need, instead of trawling through piles of physical documents spread across various filing cabinets, only to find that what you need has been accidentally put back in the wrong place. It's estimated that the average manager spends four weeks a year hunting for paper records!

4. Staff Are Tied to Your Office

Digital files also give you the freedom to have a mobile workforce who aren't tied to the office because of a paper-based workflow. With modern technology, employees can access files and applications anywhere, anytime and on any device as long as they have an internet connection. There is also the benefit of no longer having to wait days or even weeks for invoices, contracts and other forms to be filled out, scanned and sent back. A digital document can be completed and returned almost immediately, leaving you with satisfied customers.

5. Your Cash Flow is Slower and Harder to Manager

82% of small businesses fail due to poor cash flow management. As paper-based workflows and documents are less efficient, having to move around physically, your cash flow management is impeded by paper. For example, if staff are on the road completing work orders on paper, and have to hand deliver these to your office for invoicing, you could have potential cash laying around in your employees cars for a week before they're invoiced to your clients. Going paperless means you can eliminate these delays and receive income at greater speed.

6. A Reputation for Not Being Environmentally Aware

A paperless office is a much more eco-friendly office. Not only does paper production require the cutting down of forests, but the making of paper is also extremely environmentally unfriendly. By going paperless, not only can you rest easy knowing you're reducing your business' environmental impact, but 55% of global customers are also more likely to pay more for your services knowing that you care enough to go paperless.

Why Azzuri Concrete Went Paperless

One Australian business that has successfully made the move to paperless workflows with the help is Azzurri Concrete. This success was achieved by digitising and storing in the cloud 29 different forms used by Azzurri using eForm software. An internal notification system was also set up to inform the relevant department whenever a form was submitted.

The result is a significantly more streamlined documentation system, leading to a more than $180,000 savings in staffing costs and a greatly improved cash flow. Other results have been a reduction in admin work by 60-80 hours a week, a 90% decrease in lost forms, a 100% decrease in inaccurate data entry, and the opportunity to provide same-day invoicing.

If you would like to see results like these, contact us now to see how we can help you make the transition to a paperless office and take your business to the next level.

With an ROI like this, it's easy to see why businesses like Azzurri Concrete are making the move to digitisation to speed up and future-proof their operations. The adoption of this technology is increasing each year, so rather than it being a competitive advantage, it is fast becoming the new benchmark for business operations.

6 tips for staying productive when working from home

Posted on August 9, 2021 by Oak & Bluebird

6 tips for staying productive when working from home

Working in the comfort of your own home can afford many benefits, including increased performance, greater work-life balance, zero commuting and much more. When you're used to working in your office however, the transition to working from home can be a harder than you think.

Days can start melding into each other and it is not uncommon for feelings of isolation to creep into your mindset. Working from home also comes with its own distractions, so it's important to create boundaries between work and personal life.

Below we've compiled our top tips and best practices you can follow to combat cabin fever and make working from home work for you.

1. Get ready like you're going into the office

Just like any other work day, sticking to the same morning routine will help you approach work with the right mindset. You'll find you're more productive when you do all the things you do to prepare for a day in the office: Wake up early, get changed out of your pyjamas, make your bed, grab a coffee, and be set up at your desk from kick off. It's temping, but try to not make a habit of cooking a big brekky, watching morning TV and staying in pyjamas all day, as this will just prolong your morning and wear away your motivation.

2. Stick to a schedule

It's very easy to lose sight of priorities and deadlines when working from home, so it's important to create a routine and stick to a schedule. Start your morning by writing a to-do list in order of priority. Tackle your hardest projects first and set time limits to keep track of your time management. Ensure you do the same thing at the end of the day so you can easily dive into your schedule the next morning. It is also easy to fall into the trap of overworking when working from home - when you don't need to leave to commute home, prolonging wrapping up for the day is easier. Set alarms or reminders in your phone to make sure you are designating the right amount of time to work - you don't want to burn out.

3. Designate a specific working space

Don't make the mistake of working from your bed or couch. Create a designated "office" space for work only and try to invest in a comfortable chair with the right back support. There is nothing worse than injuring yourself because you aren't setup correctly. So consider using an extra monitor in addition to your laptop, a hands-free headset and follow the correct office ergonomics to improve your posture. Your screen or laptop should be at eye level for prolonged work, so if you're stuck you can always prop it up with a stack of books.

If you don't have a desk, get creative by moving tables and furniture together to create your own mini office. Designating a dedicated working from home office space will also help create a mental distinction between your working hours and mindset, and your personal time. For those without a set office space in their home, this will help provide boundaries for maintaining a work-life balance.

4. Stay connected

Communication is key when working remote. With so many communication tools available, collaboration has been made easy as we can reach out to our colleagues through phone, instant messenger or video chat. Scheduling daily catch-up calls through video conferencing apps, is a great way to stay in touch with the team and track progress. Without face-to-face interaction it's also important to maintain social interaction with colleagues, even erring on the side of over-communication. Hosting happy hour every Friday, can be a great opportunity for the team to catch up and share a few laughs to wrap up the week.

5. Take breaks and take care of yourself

It's easy to lose focus and suffer cabin fever when you're stuck in the same room 24/7. Try to physically move around every hour, whether it's outside or within your home. This will help clear your head and spark creativity for your next task. It can sometimes be a challenge to know when to switch off, especially when the days start melding into each other and you lose perception of time. So set a timer to allow yourself to have a break and go outside, enjoy the fresh air and sunshine, stretch and exercise, even if it's just a few minutes a day.

6. Avoid distractions

Working from home comes with its own distractions, so ensure you are not side-tracked by the quick hanging of the washing, cleaning the kitchen, or planning dinner. Your house chores should not get in the way of your work schedule. If your kids are home, try setting up a signal system that tells them when it's okay to be interrupted. For example, hang green or red place cards on your office door indicating if it's okay to come in, or to not disturb. Digital distractions are the most dangerous of all - it's very easy to fall into the social media trap of "just checking" Facebook or Instagram which can quickly grow into hours of wasted time. Avoid the temptation of browsing your social feeds, reading the news or online shopping by closing all these tabs from your browser. There's also a number of apps and plug-ins that you can use that block these distractions, so even if you feel the temptation, you cannot access these sites while working from home.

Transitioning to working from home will take some time getting used to. However, if we get into the right habits and remember to maintain boundaries between our work and personal lives, and knowing when to switch off, then working from home can be just as productive as working in the office.

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.