Is It Time For a Phone System Upgrade?

hand reaching for phone

When you get used to a certain technology within your business, the chances are higher that you’ll tend to overlook a few inefficiencies and frustrations. You’ll assume that this is “how it’s always been.” Phone systems are no exception–so today, we’ll help you decide whether it’s time for an upgrade.

The Benefits of Upgrading

Business is all about communication, and whether it’s high-tech video conferencing or professional-quality phone systems, it’s important that you know how to use technology to stay ahead of the game. In general, it’s recommended that you upgrade your phone systems once every five years–but if your phone system is “good enough,” how can you recognize if you’ll benefit from an upgrade? It’s not always easy to tell. However, if you start by asking yourself the following questions, the choice can be a little simpler.

  • Has my business grown rapidly in a short period of time?

When you’re experiencing a lot of business growth, you’re on the right track–but your phone system might not be. If you find yourself struggling to keep communication clear with new clients, employees, and locations, it might be time to upgrade the phone systems.

  • Are our current phone systems integrated with our other technology?

Phone systems must be able to “play nice” with your other software and systems in order to maintain efficiency. If the answer to this question is no, you might want to upgrade to a newer phone system that can adapt to your current workflows–and keep up with any future changes.

  • Do we only pay for the features we need?

If your phone systems come with a lot of features you never need or use, your cost-efficiency is suffering–which means it would probably benefit you to look into an upgrade designed to fit your unique needs, goals, and ideals.

So, is it time for a phone system upgrade? Whether you’re ready to make the leap today or still have more questions, we’re ready to help. Contact us today!

Go Everywhere with Mobile Document Management

Go Everywhere with Mobile Document Management

man looking at papers and laptop screen

In today’s world, we all like to be able to bring our favorite things with us. Pictures, documents, movies, social media, even printing capabilities–but did you know that document management is an on-the-go solution, too? Here’s everything you need to know about the power of mobile document management.

Documents Without Limits

If you’re an on-the-go company, you need solutions that can keep up with you. You need solutions that don’t hesitate to facilitate great communication and organization between on-site teams, employees in the field, and even stay-at-home workers. Good news: mobile document management is exactly the solution you’ve been looking for. By taking everything you love about document management–the efficiency, the budget-friendliness, the reliability–and making it mobile, you can have access to all of your most important files and documents without having to worry about security.

With mobile document management, you’ll enjoy:

Reliable Access

Even when you’re on-the-go, you’ll be able to rely on quick access to everything you need in order to do what you do best. All you need is a mobile device and some credentials, and you’ll be on your way.

Painless Security

If mobile document management sounds, at first, like a security risk to you, don’t worry–you’re not alone. The good news is that document management is just as secure on your mobile device as it is on-site; you can still create backups, manage permissions, and give credentials.

Better Communication

At the end of the day, mobile document management exists so that your business never has to be “on hold.” When everyone is using the same software and seeing the same files, it’s much easier to access, update, and share your most important documents–no matter where you are.

Mobile document management is the perfect solution for every modern, on-the-go business. Sound like you? Contact us today!

Understanding Your Video Conferencing Habits

group video conferencing in office

Video conferencing can be a powerful tool for your business–but before that happens, you need to know how best to utilize this tool. One great way to start making the most out of video conferencing is to track and analyze your habits, and today, we’ll show you exactly how to get started.

First Things First

Before we get started, there’s one big question that needs asking: why rely so heavily on video conferencing? Well, the truth is that this solution benefits your budget and your employees at the same time. It makes communication easier than ever, keeps teams connected no matter where they are, allows you to reach a wider circle of potential customers, and provides you with a host of opportunities capable of keeping up with all the newest business trends and habits. Video conferencing can do all this and more for your company, but it can’t do anything alone. It’s up to you to understand how you use video conferencing so that you can make good use of it.

Ready to get started? Here are a few video conferencing habits you’ll want to track in the future:

  • How is the technology being used?

For this question, you’ll need to pay attention to what an average video conference in your business actually looks like. Are calls external or internal, are they audio-only or do they utilize video, and how many people generally attend?

  • Are there any tools we’re not using?

If the answer is yes, it’s time to find out why. Do you simply not need those tools, or are your employees not sure how best to utilize them?

  • What is our return on investment?

If video conferencing isn’t as efficient as you’d like it to be, you just need to find better ways of utilizing it in your daily work–and encourage and educate employees to use it.

Ready to start putting video conferencing tools to work for you? Contact us today!

Printers and Copiers: What Can You Do with Old Cartridges?

Printers and Copiers: What Can You Do with Old Cartridges?

Printers and copiers are the workhorses of the modern office, doing a little bit of everything–which means that they can go through a lot of ink and toner cartridges. If you don’t know what to do with these cartridges, they can start to seem like a big problem; luckily, there are a few savvy recycling tips that can help you out.

Responsible Printing and Copying

Although paperless offices are becoming more and more common, there will always be a place for printers and copiers in the business world. Since these machines aren’t going anywhere anytime soon, it makes sense to find responsible, efficient ways to minimize the impact they have on the environment and on your budget–which is why recycling cartridges is such a great habit to get into. There are plenty of ways to recycle, so all you have to do is find a process that fits your business and your culture.

Want some help getting started? Here’s a little recycling inspiration!

  • Find a local office supply store.

Many office supply stores have their own recycling programs and are more than willing to help you save the environment by handling your ink and toner cartridges responsibly. Just make sure to check the website before you drag those cartridges down to the store!

  • Look into the eCycle Group®.

The eCycle Group® helps you turn recycling into a fundraiser by paying you for original-brand cartridges in good condition. You can collect cartridges from across your community and help any number of deserving organizations.

  • Try refilling your cartridges.

If you use original-brand cartridges and have only emptied them once, it’s possible that you could purchase a refill kit and use them again. Kits are specific to brand and series, so make sure to do your research.

Printers and copiers don’t have to be a strain on the environment. For more tips and tricks for recycling that is effective and efficient, contact us today!

Are Phone Systems Part of Your Disaster Plan?

Are Phone Systems Part of Your Disaster Plan?

by Marc Coseriu

By now, your company probably has a sizable and tested disaster plan. That’s great news–but did you remember to take your phone systems into account when creating that disaster plan? If not, don’t worry; today we’ll help you cover all your bases and create a phone-friendly disaster plan that will emphasize communication and security.

Expecting the Unexpected

Although you can’t stop a natural disaster, a power outage, a network failure, or any of the other large-scale issues that your company might face, you can prepare for them. The best way to do that is to utilize your phone system as an advantage, not a liability. Remember that communication is one of your greatest assets during a disaster, and, as long as you’re well-prepared, your phone systems can be part of the solution rather than part of the problem.

During a disaster, your phone system will need to get you in contact with:

  • employees, so that everyone can be kept up-to-date on status and continue doing their part to keep the disaster plan on track;
  • suppliers, to communicate any needs or foreseeable problems;
  • and customers, to provide updates about what they should expect and how you’re working to protect their information.

In order to make sure that communication flows and your phone system can be relied upon, you can rework your disaster plan to include a few savvy ideas like these:

  • Move to a new location so that a small group of employees have Internet access and can be in charge of using the phone system for vital communication.
  • Utilize mobile apps that can help keep things on track without relying on any vulnerable processes.
  • Work with your phone system provider to come up with temporary solutions like switching numbers until the problem can be addressed.

So, are you ready to make phone systems part of your disaster plan? Let us help. Contact us today!

Be a Security Pro with Document Management

document management concept

Document management can do all kinds of great things for your business, but did you know that it can also help make you into a security pro? Here are just a few ways that document management keeps your data safer than ever.

Why Document Management?

When it comes to security, there are a lot of options out there–and document management might not seem like the obvious first choice. After all, its reputation is mostly concerned with organizing files and streamlining workflows, right? Well, the truth is that these things (as well as document management’s numerous other benefits) actually help boost security while saving time and money in your workflow. That’s what makes document management such a great solution: it addresses multiple problems at once.

Sound too good to be true? Here are a few examples of ways that document management helps make you into a security pro.

#1: Managing access

Once you’ve evaluated and reorganized your digital files with document management, it’s much easier to control who sees them and who doesn’t–and who can change, copy, or save that data. It’s easier and more secure than ever to make sure the right information gets to the right people.

#2: Minimizing human error

Your employees are well-meaning, but, because they’re human, they’re bound to slip up. Human error (like misplacing a sensitive document or using a mobile app that isn’t secure) can be a huge issue for your security–but with document management, automation and simplified processes allow human error to be a thing of the past.

#3: Creating data backups

A crucial step in the document management process is to create backups for your data and store them off-site. This instantly makes your security tighter, because you’ll have a “safety net” in case any disaster cripples your on-site data.

Ready to become a security pro with help from document management? Contact us today!