In the previous article, we discussed using Microsoft Teams to your fullest potential when working remotely. In that article, we focused on Microsoft Teams’ messaging functionality. We’ll examine a few additional aspects that help it stand out as a top option for remote work in this article.

Video Conferencing

Because they enable up to 1000 active meeting participants and an incredible 10,000 in “watch only” mode, Teams’ exceptional video conferencing features are generally acknowledged as a crucial contributor in the platform’s popularity. What are some of the best justifications for choosing Teams as your preferred video conferencing software?

Meetings with internal and external participants can be held

Teams provides many options for setting up and running video/audio meetings.

Meetings can be scheduled using the calendar app, which is accessed from the Teams window’s side. A helpful programme called “schedule aid” can be used to find a time when everyone can participate. The “meet now” buttons that are visible in chat threads and Teams channels give users the opportunity to start meetings immediately in case of an emergency.

Everyone, including people from outside your organisation who do not use Microsoft 365, may be invited to a Teams meeting. Simply provide their full email address, and Teams will send them a link to your meeting invitation so they can join.

Chat, screen sharing, file sharing, and group work on “virtual whiteboards”

Teams meetings involve a lot more than just talking into a camera.

A chat component can be added to each meeting you start. This can be used to share thoughts or concerns as well as essential files as the audio-visual discussion progresses.

In order to illustrate a subject, speakers may also permit audience members to share their screens with them. You may access this function from the main meeting control panel, as shown in the example below. This button can be used to distribute documents of all kinds, including PowerPoint presentations.

Meeting participants can contribute their thoughts in a collaborative manner in another way by utilising Microsoft’s user-friendly whiteboard technology. This effectively serves as a digital whiteboard and provides a free-form digital canvas for the exchange of ideas (without some of the practical limits).

‘Meeting Recap’ lets you review your meetings after the fact.

To make meeting analysis simple and help ensure that they are interesting and productive, Teams gathers shared files, meeting notes, attendance statistics, transcripts, and recordings in one place. Visit the meeting item in your Teams calendar after the event to find all the resources you need in one place. Just make sure they are on during the meeting if you want to use the tools for transcripts and recordings.

Using Microsoft Teams Phone for hosted VoIP

It is well known that Microsoft Teams offers video conferencing and chat tools. The platform’s capacity to act as a fully working commercial phone system is less widely known.

The majority of Microsoft 365 subscribers can access the “Microsoft Teams phone” service for an additional monthly membership charge; users of the 365 E5 plan get free access to the service.

So, how does it work?

Teams Phone integrates phone system features into the Teams UI, enabling Microsoft Teams to act as a portal to a feature-rich, hosted VoIP phone system. You can use the current technology (laptops, desktop computers, and mobile phones) to make and receive calls using the main contact number of your business.

Take your telephone system with you.

Customers, coworkers, and suppliers won’t be aware that you are on the phone while at work. Teams Phone offers all the features of an on-premise PBX without the limitations of permanent infrastructure. To transfer, forward, and hold calls in the same way as you would with a traditional phone system, use a single contact number.

Easily manage high call volume

Teams Phone comes with what are commonly referred to as “call centre features,” which ease the burden of handling high call volumes on your team and reduce the aggravation of incoming callers. You may reduce the work of call handlers and guarantee that incoming calls are always directed to the proper department by having the freedom to offer “self serve” options. With the “call queue” feature, you can distribute the workload of incoming calls among team members. You can also utilise the “call park” tool to temporarily pause a call if you need to transfer devices.

Infrastructure-light, heavy on features

Making use of “softphones,” Microsoft Teams Phone does not need the PBX servers or wiring infrastructure present in traditional phone systems because it is hosted in the cloud. Also, it functions with the gadgets you now use to access Microsoft Teams. Teams-compatible desktop phones are available for a more conventional phone system-like experience with the added benefit of video conferencing and chat functionality for a fully unified communication experience.

Conclusion

Because it combines intuitive instant messaging, feature-rich video conferencing, easy file sharing, the opportunity to incorporate your favourite apps and services, as well as the possibility to link your company phone system into the UI, Microsoft Teams is a truly unique communication platform. Consequently, if you’re still using a variety of technologies for business communications, why not ditch the clutter and switch to Microsoft Teams, a platform that can handle everything.

Consolidate apps with Microsoft Teams

4TC take time to understand the daily challenges that your business faces. We then provide cost-effective tech solutions to these issues that will help you save time, protect vital data, and enable you and your staff to be more effective with your time management. Utilising your IT to its full potential is essential to guarantee that you and your business can thrive and grow into the future. If you would like to find out more on how 4TC Services can provide affordable tech management to your business, drop us an email or call us now for a full demonstration.

The future of AI and cloud technology integration

As multiple industries shift more into the world of cloud computing, talks of Artificial Intelligence (AI) integration in order to enhance cloud performance has continued at a dramatic pace. Combining both AI and cloud technology together, is beneficial to varying degrees, nevertheless, there is still some further progress to be made across the substantial challenges that technical developers are facing for a more cohesive integration.

Cloud computing alone allows companies to be more flexible whilst simultaneously providing economic value when hosting data and applications on the cloud. AI-powered analytical data insights plays an essential role in its enhanced capabilities in data management However, it begs the question, can AI and cloud unification streamline data efficiently and what other benefits can arise from this integration?

The role of AI integration

Due to the financial and personal sensitivity in which organizations carry, thoughts also turn to the important question of integration effectiveness and more specifically how well it can protect privacy companies are continually at risk of a potentially serious cybersecurity breach, especially because an increased rate of workforces are now working from home remotely. What many fail to realize, however, is that the cloud itself has incredibly secure security measures which block malicious web traffic through its extensive cloud firewall. An AI system substantially heightens this protection – detecting fraudulent activity based on its analytics, and anticipating multiple attacks before they even occur. In other words – having both AI and cloud technology is akin to having the ultimate super-team protection during online activity.

As increasingly more enterprises choose to invest in cloud technology, there has been a noticeable difference throughout company structures, where workflow has become more streamlined. It is clear that cloud computing as a whole, offers more agility by having all information readily available online. Data can be shared instantly between multiple devices, among various people within a company, reaching employees both across the office, and in different continents. AI offers a whole new layer to optimizing work systems, and data analysis through formed patterns, providing solutions for better quality of service for customers.

This optimization is essential due to the amount of data that the cloud possesses. Focusing on workflow enhancements in particular through this integration process improves productivity and mitigates errors in data processes. The cloud holds company information, plus the data from each employee, and with new information coming in each day, it is important to be able to command it in the most flexible and agile way that drives the digital transformation of the organization as whole.

The digital age of AI

In this current digital age, AI has the potential to impact businesses across multiple sectors substantially. When considering all of the techniques of AI utilities, it is estimated that between $3.5 trillion and $5.8 trillion could be generated annually across 19 countries, simply by integrating AI into their online workspaces. It has been predicted that cloud computing could be able to self-manage once the AI technology advances and becomes substantially more sophisticated. This means that the system would be able to monitor and manage any issues that arise and fix the issues itself, which would in turn, allow technical developers to focus their attention on the bigger picture of the strategic value of the company rather than simple system repairs. This results in a unique and powerful combination that companies can use to their advantage.

Lowering costs is a feat that every business around the globe is trying to achieve, and with cloud technology and AI integration, it can become reality. These automated solutions simplify tasks immensely, eradicating the need for manned data centers within organizations. Costs are also cut in research and development, as the AI/cloud integration can do those tasks at no additional cost.

The issues of ethics and practical implementation

While the cost-effective benefits of merging AI with cloud technology has many companies smiling, it calls into question the ethics behind employee security. Previously, there have been utterances of AI replacing a human workforce which has continually dispelled over time. Nonetheless, it does not stop workers from being concerned that AI could begin to play a larger role in a company than they do in the future.

With optimization on the tip of enterprise’s tongue, and a lessened need for workers in positions that operating systems can do better, fasting and with fewer errors, concerns are justified. It is the role of employers to assure their employees that these systems are there to work alongside them to increase work efficiency and to understand that it’s not there to replace human ability, but to augment it.

There are also concerns regarding the importance of privacy of AI/Cloud systems. As previously stated, it is a wonderful tool to secure online systems to prevent fraudulent activity – but can it be too secure? Some of the data analysis can result in false positives, accusing consumers incorrectly and inconveniencing them by the same system designed to help them. Errors like these show that human monitors are still required to ensure cases like these are few, and are able to correct these mistakes when they do occur.

Is merging AI and cloud technology worth it?

Cloud technology and AI evolving simultaneously can completely change the way people communicate and interact with technology on the whole. While yes, there are varying concerns regarding how much value AI can truly deliver if there isn’t sufficient quality data available. However, when adequate data is on hand, the integration of these advanced technologies can reduce the complexity of system processes, and aid us all with the understanding to take better courses of action.

Having technology that creates innovative ideas in order to improve upon the market, not only benefits the enterprises utilizing the tech, but also the consumers who may rely on the result of these ideas. AI and cloud technology are being utilized at an ever increasing rate, and they are propelling the wider use of tech within society to new heights, and it is not expected to slow down any time soon.

Source – The essential role of AI in cloud technology

In the last article we looked at the types of attacks. In this article we are going to look into the best practises you can follow to make your business as secure as possible.

Basics of Cyber security

Good data backup

It is crucial that you have a solid backup plan in place because cyber-attacks are more frequent than ever. By doing so, you can ensure that your IT systems and data are protected in the case of an attack. This is crucial because without them, your company will cease to function and ultimately fail.

The backup rule of 3-2-1 is what we advise. That is easy; you must always have three copies of your data, two of which must be on different storage media, and one of which must be kept offsite for disaster recovery. You may unwind and feel at ease knowing that there will always be a way to continue working when you have three copies of your data spread out in three distinct locations.

Data backup is by far one of the best tools to help you achieve risk management, which is the core concept of cyber security. You must make it possible for your team to continue working after an attack or disaster has occurred, as a cyber attack isn’t regarded as a sufficient reason to halt operations in their tracks. Customers aren’t the most understanding people, as you are probably aware; regardless of whether you have had a cyberattack, they will still want you to meet their expectations.

Secure passwords

We use good, secure passwords every day in the current world, therefore they should be a must. We have all heard the advice that using repeated numbers, symbols, or sequences is improper, and that using 12345 or ABCD is insufficient. Excellent passwords are fully random, hard to remember, and have no connection to you at all—just hard enough that you won’t forget them yourself.

To guarantee that they are operating as safely as possible, teach your employees to adhere to these guidelines when creating passwords. They can successfully combat the online crooks by adhering to these regulations.

• Use multi-factor authentication when it’s available.

• Keep this in mind when you enter the password; if it’s too simple to remember, try again. Go outside the box a bit and be mysterious. Avoid readily remembered consecutive passwords and repeated digits (such as 1234, 6789).

• Whenever possible, use a combination of letters and digits to make your password longer than 10 characters; the rule of thumb for passwords is that the longer, the better.

• Use random upper- and lower-case letters when creating your passwords. For instance, instead of starting with a capital letter at the beginning like everyone else, you can consider doing it towards the conclusion or even at random intervals throughout. The more obscure, like we mentioned, the better.

• Change your password on a regular basis; sometimes accounts are compromised without the account holder’s knowledge.

Considering that passwords constitute the first line of defence against cyberattacks, they are possibly the most crucial of all. Yet, users frequently don’t view passwords in this way; instead, they view them as a hassle, and we can’t blame them for that. A long, complex password can be tedious to type each time you log on or off, so some people make their passwords simple to remember and enter. Do not do this. More than anything else, data security must be a priority. It is important to treat the inconvenience as such. The security of your system comes first at all times, therefore always select lengthy, difficult-to-remember passwords.

Manage permissions

Controlling permissions is crucial—in fact, it’s vital—because if a hacker successfully gains access to your system because of inadequate or lax access rights, this could lead to data loss or theft. As an alternative, your security settings may occasionally be purposefully changed discreetly, opening the door for later, more well-planned attacks.

Anti-malware measures

All of your laptops and PCs, whether they are at home or at the office, need anti-malware software. The majority of operating systems have a free version. While it’s great that the vendor is giving you something for free to protect your systems, these free defences are frequently ineffective against the sophisticated attacks that cybercriminals can now launch. As a result, you should replace them right away with more advanced models.

Data encryption

This one can be very perplexing because the whole point of all these cyber security measures is to prevent your data from being encrypted by a cybercriminal, but you have to encrypt it first. Confused? If you weren’t, it would surprise me. Encrypting your own data doesn’t sound like the correct thing to do, but encrypting your own data is fundamentally different than a third party doing it without your permission. Data encryption works by encrypting your files’ and documents’ readable text so that only people you choose and authorise access to can read it. Encrypt your data as soon as possible to prevent cybercriminals from accessing it.

We hope that by highlighting the significance of cyber security in the current technological era, this essay has been helpful. We hope that by educating you on the most common attack vectors employed by cybercriminals as well as some effective countermeasures, your online environment will be safer and you and your team will be able to move forward with confidence knowing that your systems are ready for a cyberattack that could potentially be fatal to your business.

Modern Technology to Safeguard your Success

Your business depends on technology, and we want you to recognise the benefits it can bring when used in tandem with the most modern tools available. We offer the IT help you require when you require it at 4TC because we appreciate simplicity and transparency. This support includes a promise that your technology is safe from all kinds of online dangers, that it will help you run your business more efficiently, and that it will always be upgraded to the most recent version. We will assist you and direct you towards a safe and prosperous future where technology will be your buddy. Call us right away to learn how we can assist you.

In the previous article, we looked at the modern office and came to the conclusion that technology has radically changed both our work environments and our personal lives. We also came to the conclusion that simply purchasing technology is insufficient, as you must choose technology that is strategically suited to how you and your team operate. Furthermore, you need to make confident that the tech’s support is of the top calibre.

The duties of your support provider are far more varied than they used to be, and IT assistance is no longer just support.

We’ll highlight a few things to watch out for while you browse the websites of possible providers later on in this post.

Proactivity not reactivity

If your supplier is not proactive, you have little possibility of using the most recent technology. If the tools you are utilising right now aren’t assisting in the expansion of your company, you shouldn’t be forced to keep using them. Proactivity can be revolutionary for the progress of your organisation, as well as from a monitoring perspective. Please don’t be misled — just because an IT company advertises 24/7 monitoring on their website doesn’t indicate that they are proactive. Being proactive takes time. The service provider who will best serve your needs will get to know you, your staff, and what makes your company go. Look at the pledges businesses make when you browse the websites of potential providers; if you’re not sure if they offer this consultancy as part of their SLA, contact them and ask.

Remote support

In the contemporary environment, remote help ought to be taken seriously. Traditionally, you would phone your provider to report a problem, and they would attempt to explain it to you and, if necessary, send a professional to your location to attempt a physical fix. This is no longer essential because many service providers now employ software that enables you to submit a request, which is quickly followed by a professional entering your system – provided you permit them access through a remote session – and resolving the issue remotely. Hopefully, doing so will enable you to learn what to do if the issue recurs.

Expertise

Finding a service with experience and expertise working with businesses in your industry area is the most obvious recommendation. Consider this: Can someone give you the finest advice on what to adopt in your company if they have no experience operating a profitable enterprise in your industry?

Strategic Partnership

Watch out for references to a strategic collaboration, a tailored strategy, or strategic alignment; all have the same meaning and, if made, are positive indicators. It is up to your supplier to make the effort to forge a strategic partnership with you; this is made possible via a combination of initiative and knowledge. Your provider should approach you with an IT strategy that is future-proof and uses the capabilities of current technology. Everything should be geared toward maximising efficiency so that you, your team, and eventually your organisation can continue to advance. As a result, there are a lot of things to check out on a potential provider’s website. These articles should make it clear to you what is expected of an IT team today and how, with the correct assistance, technology may actually work in your favour. This can be difficult, so if you still need clarification or assistance, please don’t hesitate to contact us.

Need to change IT Support provider?

If you are unsure about any of these areas then please don’t hesitate to reach out to us. Our experts here at 4TC can help you with your IT Support or any other technical queries.

At the height of the pandemic, 49% of UK workers found themselves working remotely at least one day per week.  The same figure for 2019 stood at just 12%, illustrating the dramatic culture change that was forced upon workplaces across the country. 

Today, whilst many of us have returned to the office on a permanent basis, 22% of employees continue to work remotely at least one day per week, and 11% (roughly one in eight) report working from home exclusively: proof that the concept can endure when correctly implemented.

With benefits ranging from improved employee retention and enhanced work-life balance to reduced pressure on office space and a reduction in costly commutes, enabling remote work can be advantageous for employers and employees alike.  However, to ensure your remote team remains motivated and productive it’s vital that they have access to the right tools and services.

At the heart of a workable remote working strategy is a means by which to provide secure, unhindered access to the data and services your remote team need, a concept known as ‘secure remote access.’  In this article we’ll look at some of the most popular options for providing secure remote access with consideration given to the advantages and drawbacks of each solution. 

Remote Access Virtual Private Networks (VPNs)

Virtual Private Networks are one of the most popular ways to grant geographically dispersed employees access to corporate resources.  VPNs can be configured to allow remote employees to access resources such as email services, enterprise software (scheduling tools, project management tools, CRMs etc) and data vaults without compromising the security of sensitive information. 

A VPN extends the privacy afforded by an on-premise network to remote employees by encrypting all transiting data.  Authorised end users log into the VPN using a client portal on their endpoint device and this establishes a protected, private connection between the user and the internal network, ensuring sensitive data is kept safe from prying eyes.

Advantages of Remote Access VPNs

• 24/7 Access to resources and data.  Remote access VPNs provide round-the-clock access to resources.  All that is required is an approved device and a dependable internet connection. 
• Heightened Security.  Remote access VPNs shield sensitive data against malicious interception.  Particularly important when access resources using insecure networks such as public WiFi.
• Affordable for small businesses.  With services offered on a per-user subscription basis, remote access VPNs are a cost-effective way to grant secure remote access to employees, with the ability to scale up and scale down provision in line with demand.

Disadvantages of Remote Access VPNs

• Careful management is required.  Client software must be installed on every approved endpoint device, and must be regularly updated to ensure a high standard of security.  Care must also be taken to ensure account credentials don’t fall into the wrong hands, as these could grant a hacker access to multiple network services in one fell swoop.
• High Latency (cloud-hosted VPNs).  While affordable and convenient, cloud-hosted remote access VPN services can result in high data transfer latency if the service’s NAS (network-attached storage) is located a considerable distance from the company’s internal network.

Remote Desktops

Remote Desktop setups allow remote users to take command of a specific, office-based computer via an active internet connection.  IT support is a common application of such technology, allowing technicians to diagnose issues and apply fixes to a machine without having to be physically present. 

Using a client application installed on the remote device, users can access files and applications stored on an elected ‘host’ device as though they were sitting in front of it, with the service transmitting mouse and keyboard inputs from the client device to the host.  In addition to desktop PCs, Remote Desktops can also be used to access servers and virtual server environments. 

Advantages of Remote Desktops

• Cheap and Effective.  Remote desktop services are a very affordable way to enable remote access to office-hosted apps and data.  The setup requires no hardware to operate and services often feature encrypted connections for greater security.
• Familiarity.  Remote desktops allow remote workers to access files and services via the desktop interface they’re familiar with.

Disadvantages of Remote Desktops

• The host machine must be turned on.  The machine being accessed must be on and remain on for the duration of the session.  It also cannot be used by another employee whilst the remote connection is active.
• ‘Data-heavy’ activities may perform poorly.  Data-intensive activities such as video editing or graphic work may be clunky and unresponsive.

SD-WAN

While SD-WAN (Software-defined wide area network) is most often associated with medium to large companies seeking to connect multiple branch offices to their headquarters, the technology is increasingly being used to keep remote workers connected to the cloud-hosted and on-premise resources they need access to. 

Wide area network (WAN) connections extend corporate networks over a large geographical area using numerous connectivity technologies, including MPLS, wireless data connections, broadband, VPNs and the internet, allowing employees to access the resources they need from any location. SD-WANs feature software which monitors the quality of these connections, ensuring data is routed via the most reliable and efficient pathway at all times. 

SD-WANs not only connect remote users with office-hosted apps and data, they also link to cloud-hosted services including trusted SaaS providers for a full-optimised remote access experience often backed by SLA-defined performance level guarantees.

Advantages of SD-WAN

• Reliability.  Because SD-WAN can route data via multiple connectivity pathways, there are almost always several failover options should one fail.
• Improved network performance.  Software routes traffic via the most efficient connection for reduced latency, improved application performance and a superior end-user experience.
• Centralised management.  Network managers benefit from a central command point known as an ‘SDN controller’ for convenient routing and policy management.

Disadvantages of SD-WAN

• Security.  An SD-WAN should be supported by an array of security apparatus to protect the network form external threats.  Intrusion on one machine could spread network-wide without the necessary precautions.
• Can be difficult and expensive to support.  Setting up and maintaining SD-WAN solutions requires technical expertise that can place a heavy burden on small internal teams and contracting-in such support can often be expensive. 

Software-as-a-service (SaaS)

Over the last decade, the ‘Cloud’ has transformed the way businesses access IT services and launch new tech projects, with software, infrastructure and development platforms accessible on a subscription basis via cloud service providers.  Today, the Software-as-a-service marketplace features enterprise software for almost any conceivable business function, from marketing and HR to accounting and sales. 

Cloud-hosted software combined with cloud storage can be a convenient, secure and low-hassle way to give remote employees access to the apps and data they need. 

Microsoft 365 is perhaps the pre-eminent SaaS offering, featuring a broad suite of tools designed to empower remote workforces.

Advantages of SaaS

• Scalability.  Unlike conventional software where upscaling might involve provisioning additional server capacity and acquiring additional licenses, SaaS providers typically allow new users to be added in a few clicks for a small additional monthly fee.
• Cross-platform integrations.  Outdated legacy applications often leave data segregated, resulting in time-consuming and inefficient data handling.  Today’s SaaS offering often feature extensive cross-platform integration and the ability to automate workflows across services for improved workplace productivity.
• Low-cost access to the best enterprise software.  The SaaS model offers a compelling value proposition compared to traditional software licensing, with services often able to be provisioned for a single end user for a modest monthly fee. 
• Zero Maintenance.  SaaS providers maintain the software and ‘push’ new features and upgrades to users automatically.  This reduces the management burden for internal IT teams.

Disadvantages of SaaS

• Lack of customisability.  Compared to custom in-house applications and even locally-hosted proprietary software, SaaS products offer very little in the way of customisation potential. 
• Data security remains your responsibility.  While SaaS providers are responsible for maintaining the integrity and accessibility of their service, they are not responsible for the security of the data you store on it.  Using a backup service to safeguard cloud-hosted apps and data is advisable, as is the use of secure authentication methods and antivirus protections to further safeguard data being accessed remotely.