Many people have been working remotely for almost a year now as a result of the coronavirus pandemic. Unsurprisingly, the concept of working away from the office is something that a diverse cross-section of businesses are considering introducing into their business models going forwards.

Remote working has a number of benefits, including a better work-life balance for employees, and lowered business expenses, such as the cost of office space and utilities.

If remote working is going to become part of your regular routine, then we highly recommend that you optimise your IT provision now in order to avoid any issues in the future.

Improve your connection

We’re all familiar with WiFi issues and, unfortunately, it is something that can ‘just happen’. There have been issues with the volume of users now connecting remotely, with bandwidths struggling to cope.

However, there are some quick and simple ways to improve your WiFi connection without spending a fortune.

It may seem like an obvious one, but being closer to your router actually does wonders for your connection. If possible, set up your workstation next to your router or even place it on the desk that you are working at.

If you’re still struggling, we recommend that you invest in a WiFi extender or booster, which can be purchased online at a reasonable cost.

You could also talk to your WiFi provider to see what options are available for you to update or increase your plan.

VoIP systems

Voice over Internet Protocol (VoIP) systems are great when it comes to both remote and flexible working. It’s definitely something that we recommend you invest in (if you haven’t already).

A VoIP system converts your voice into a digital signal, allowing you to make a call directly from a computer.

These systems are powered by the internet, allowing devices to be moved around freely wherever there is WiFi. This is beneficial when scaling up or relocating as it eliminates lengthy downtimes and incurred maintenance costs. Simply plug in and connect to the internet, and voila! You’re ready to go!

VoIP systems are generally a more affordable option in comparison to traditional phone lines and require very little maintenance. And the majority of problems that do arise can generally be resolved remotely. It’s worth noting that traditional phone lines are in fact being phased out and will be completely replaced by VoIP by 2025.

We recommend that you switch to VoIP now to get ahead of the change.

Be resourceful

Use a second monitor. If you’re used to working with a bigger screen while in the office, a laptop might seem small in comparison, especially when working on tasks that require a keen eye.

Consider using your TV screen as your desktop or get a second monitor to connect to your laptop – all you need is an HDMI cable. Going wireless is also another option, and for this you could use Chromecast, AppleTV another streaming device.

Use headphones with a microphone. This might seem like a pretty obvious thing to suggest, but you will be surprised by the amount of people who use headphones without a microphone, or who don’t use headphones at all.

When you’re on a video call, try using headphones with a microphone to avoid any background noise interfering and ensure that you can be heard clearly.

Stay up to date

It can be easy to forget the importance of keeping your applications and software up to date when you’re out of the office.

Maybe your IT department usually takes care of this, or your work colleague reminds you to do them.

Don’t miss out on vital updates for any of your programs and devices. Ensuring that all updates are done as soon as possible means that your device will stay protected against hackers and cybercriminals, who are looking for weak spots to take advantage of.

It also helps to keep everything moving efficiently by staying up to date with the latest features and tools.

Protect your data

We recommend that you use a Virtual Private Network (VPN) to help protect your data. A VPN is essentially a secure tunnel to access the internet. Cybercriminals will look to exploit a range of areas, so it is important that your online activity is protected.

As employees spread out, so does your company data, making it an easier target for cybercriminals. Security is often cited as a major reason organisations are hesitant to allow remote working, but solutions and best practices are available.

Setting up extra cyber precautions, such as a VPN, can significantly reduce your risks and give your employer more peace of mind.

Having immediate and reliable access to company data is vital whilst working remotely. All members of staff need to be able to access servers and files easily, wherever they are. There are two main options when it comes to storing data, on premise or the cloud.

Cloud solutions are a great option for remote working as they can be accessed anywhere with the correct login credentials.

This means the security of a cloud server may be called into question; however, additional measures such as multi-factor authentication (MFA) and better passwords will ensure your team can access files and data securely when working remotely.

On-premise refers to local hardware, which means all company data is stored on servers, computers and other devices within the company site.

One of the main advantages of an on-premise solution is the security, which is of critical importance today. Whilst no single method can ever be 100% effective at preventing breaches, storing data locally can help keep remote hackers out of a system. However, it is imperative that organisations implement safeguards to protect their on-premise devices.

A data centre is also an option for protecting your data. At its simplest, a data centre is a physical facility that organisations use to house their applications and data, incorporating software, firewalls and antivirus.

Additional benefits include round the clock monitoring and maintenance, constant accessibility and backup facilities.

For more information on our services and how they can assist remote working, get in touch with a member of our team.

The post Optimise your IT for remote working appeared first on IT Support Services in Huddersfield, Yorkshire.

Gone with the wind

VoIP works via the internet and is a fantastic option for those looking to future-proof their systems. VoIP also lends itself to remote working as there is no need for arduous installation or hardware. The phones can simply be plugged into a router and are good to go.

When it comes to extreme weather, if you’re leaving the office for a period of time, move all tech equipment and wires off the floor. Should the worst happen and water gets into your office, your tech will be out of harm’s way.

Location, location, location

When it comes to storing your devices, if you’re packing away the laptop in exchange for your kitchen table back, be mindful of where you relocate devices to. Don’t leave them in a damp or particularly cold area as this could cause damage to the screen or hard drive. If a laptop has been left in the cold for any period of time, when you bring it back to a warmer environment, be sure to give it time to come to room temperature first. The rapid change in temperature can cause condensation which may lead to electrical problems.

If you’re on the go, try and avoid keeping devices in the car for a long period of time. Not only does this increase the likelihood of them being stolen if spotted though the window, but extended exposure to moisture can cause damage to your screens, especially any with touch screens features.

If you do have to leave them in the car or a colder environment, make sure they’re bundled up and not able to slide around.

Back it up

It’s good practice to back up all your files and data. Make sure this is done before you log off for the festive period. It won’t be a happy New Year if you come back to the office and can’t access your files!

Data centres are a brilliant option as they are always up to date with antivirus software and firewalls, as well as having top physical security to ensure your data is safe and sound and protected from storms and break ins.

Cloud storage is another great option and aids those who will working remotely this winter. Users simply need to login and they can access their data from anywhere in the world at any time of day.

There are simple things you can do to winter-proof your IT, whether that be storing your devices safely or making sure your antivirus is up to date.

If you’re unsure about anything or would like some advice on how to keep your IT safe this winter, get in touch with a member of the team via info@probado.co.uk or give us a call on 01484 905103.

The post How to winter-proof your IT system appeared first on IT Support Services in Huddersfield, Yorkshire.

The current uncertain times have made fundraising challenging for many charities, but Gordon Maclean, co-founder of Probado saw an opportunity to support local charity and client, Carers Trust Mid Yorkshire and fulfil the needs of another client, local 3D printing manufacturer, Wayland Additive.

Gordon Maclean said: “We’d just completed installing a new phone system at Carers Trust Mid Yorkshire and Victoria did an amazing job recording the voice prompts, so when Wayland approached us to install a phone system with voice prompts, I immediately knew that Victoria would do another great job.

“It was an absolute pleasure to facilitate this collaboration between Wayland Additive and Carers Trust Mid Yorkshire. Both organisations do fantastic work for the local communities and it is vital that we are able to collaborate to better Yorkshire’s businesses and charities. It is now more important than ever that we help each other out by sharing skills, resources, and expertise.”

Speaking of the project, Victoria Stratford, Carers Trust Mid Yorkshire’s locality manager, said: “I have never done any voice recording before, until I was asked to provide them for our own system that Probado fitted, where I was asked merely on the premise of being ‘a bit posh’.

“We are a charity, so any money raised goes towards helping provide care services to local families that need it. Being able to lend a hand and help bring in additional funds is a wonderful bonus, and an enjoyable experience for myself personally!”

In these difficult times, many charities are diversifying their fundraising methods to help bring in additional funds, Victoria added: “There are charities out there doing all sorts of weird and wonderful things to generate financial support. Wherever there are ways to help support charitable income it is so important to grab hold of those opportunities.”

In return for Victoria’s voice skills, Wayland Additive donated to Carers Trust Mid Yorkshire, helping to support them during these challenging times. Will Richardson, co-founder and CEO of Wayland Additive, continued: “First impressions are vital in business, so having a professional voice at the end of our new phone system was important for us.

“Collaboration, dedication and integrity are the core values of Wayland Additive, so when Gordon pointed us in the direction of Victoria at Carers Trust Mid Yorkshire, it was a perfect fit. We like to work with local partners as much as possible, and the idea of supporting a worthy cause at the same time made it even better.

“The new system which features Victoria’s voice offers a presentable front-end to our system, providing a professional output to our customers, suppliers and collaborators.”

Probado manages the phone systems for Carers Trust Mid Yorkshire and all IT system support, servers, and phone systems for Wayland Additive.

The post Business collaborate to help provide essential funding for carers charity appeared first on IT Support Services in Huddersfield, Yorkshire.

What is VoIP?

VoIP stands for Voice over Internet Protocol and basically means using the phone service over the internet. An increasing number of businesses are finding themselves in a situation where working from home is essential, or are incorporating more flexible working patterns. With this shift towards non-office-based work, many are having to upgrade their phone systems to VoIP. Where setting up everyone within a team with a traditional telephone sounds like a mammoth and expensive task, all this can be easily avoided by making the switch to VoIP.

Is VoIP right for my business?

VoIP has many benefits for businesses, not least because operating over the internet allows for reduced setup and operational costs, reduced hardware and increased connectivity.

• Be flexible

VoIP allows businesses to set up remotely and with more firms incorporating flexible working, employees can simply connect their device to the internet. As well as allowing for staff flexibility, VoIP allows for flexibility within your business. Whether you are expanding or downsizing, VoIP systems can grow with your business and can be deployed quickly to suit your needs. The need for arduous and time-consuming installations is removed.

• Cost-effective

VoIP systems are cheaper than traditional phone lines. With reduced installation costs and hardware, it’s easy to get set up with VoIP quicky and cheaply. Using the internet to make calls means the cost per call is a fraction of traditional prices.

• Keep connected

VoIP is now very well established, and with newer internet connections, reliability has significantly improved. It is worth noting that traditional BT POTS and ISDN circuits will cease in December 2025, making VoIP the only choice. Switching over sooner rather than later will ensure your business is ready for the future of telephony. Here at Probado we have been delivering VoIP services for over ten years meaning our team is fully equipped to help build resilience into your telephony requirements in line with your budget.

At Probado we offer a free initial site visit to make sure your internet system can support VoIP phones. Our telephony service is tailored to your business and includes either the purchase or rent of handsets, call handling and recording services, and maintenance. We see your phone system as a central part of your company’s branding and day-to-day operations; therefore, it will be dealt the respect it deserves. If you have any questions or need a helping hand with the process, get in touch with a member of the team.

The post VoIP: What is it and can it work for your business? appeared first on IT Support Services in Huddersfield, Yorkshire.

The situation with coronavirus (COVID-19) is constantly evolving and, with many now being advised to implement remote working where possible, we have put together our advice on how to implement this during the outbreak. It may be a difficult transition period while the world adapts to this new virus, but there are steps businesses can take to ensure the smoothest move possible and employees can continue with business as usual while working from home.

VoIP systems

Voice Over Internet Protocol (VoIP) systems are brilliant when it comes to flexible and remote working. If you don’t already have a VoIP system in place, we highly recommend you invest in one. Being powered by the internet allows the devices to be moved and relocated, simply plug in, connect to the internet and you’re good to go.

Not only is a VoIP system flexible, it is generally the more affordable option when compared to traditional phone systems as they need very little set up and there is no need to purchase expensive equipment and hardware. They require very little maintenance and when they do, most can be carried out remotely.

Cloud storage

Good access is vital when working from home. All members of staff need to be able to access servers and files with ease. When it comes to storage of data there are two main options, on premises or the cloud.

Cloud solutions are ideal for home and remote working as they can be accessed from anywhere with the correct log-in credentials. This means the security of a cloud server may be called into question; however, additional factors such as multi-factor authentication (MFA) and stricter password measures will ensure your team can access files and data securely when working remotely.

Unified communications

Over the last decade, online communication has been adapted and integrated to form the new model of unified communications that companies are increasingly benefiting from when staff need to work remotely. Now employees can host conference calls and access documents and emails from any location on a number of devices, allowing work to continue from any location. Integrating a unified communications structure will allow all communications between both clients and colleagues to continue smoothly and efficiently.

While the situation with COVID-19 is continuously changing and uncertainty is rife, businesses need to be able to rely on IT more than ever. For more information on any of our services and how they assist remote working, please get in touch with our team here.

The post How to start remote working during the coronavirus outbreak appeared first on IT Support Services in Huddersfield, Yorkshire.