When it comes to the environment, almost every company takes steps to 'do their part' and try to do what they can to conserve, recycle or give back. Any steps taken to help the environment, or reduce a company's environmental impact are seen as good in the eyes of stakeholders. The problem is, it can be hard to figure out how to start, or do more. One solution may be smartphone apps.

Here are four great apps that can help you and your employees make your company a little more green.

1. GoodGuide

GoodGuide is an app that can help you find out more about products. Utilizing a barcode scanner, it can provide you with information like where the product comes from, whether it's safe and if it's green.

With over 170,000 ranked products in the app's database, it's a great way to start learning about sustainable and environmentally friendly products. The only downside of this app is that it currently focuses on the US only, and there is no word as to when, or if, service will expand. You can download it to your Apple and Android device for free.

2. PaperKarma

While we are currently living in a digital age, we still get a lot of paper-based junk mail. This is incredibly wasteful, as most people just throw it away. PaperKarma is an app that aims to reduce or eliminate waste paper.

How it works is you take a picture of unwanted mail, the developers will then contact the distributor and ask that they stop sending mail to you. This app could go a long way in helping reduce the amount of paper your office uses, which will mean lower costs for you and less trees felled. It's really a win-win. You can download it to your iPhone or Android device for free.

3. iRecycle

An important part of any green initiative is recycling. The problem is, it can be hard to find out what, how and where to recycle. iRecycle is an app that aims to set this straight. It provides information on how to recycle almost everything and the nearest recycle points to you.

The app also provides you with recycling centric updates, news and tips to help encourage you to do more. It's available for Apple (iPhone and iPad) and Android devices for free.

4. greenMeter

If your company has a fleet of vehicles, you are probably always on the lookout for ways to make them more efficient. Whether it be switching tires used, driving at slower speeds to conserve gas or carpooling, finding a way to cut costs is important. greenMeter is an app that could help. What it does is use your iPhone's accelerometer and manually entered data to assess your vehicle's power and gas usage.

While driving, this app provides real-time feedback on how efficient your driving is and how much gas you are using. This will help you conserve fuel (as you can see when you are burning more than usual) which will reduce operating costs and negative environmental impact. It's available for the iPhone and costs USD$5.99.

These are just four apps that can help your company go green. What other CSR initiatives do you take in your company? Let us know! And if you would like more tips on how technology can help you reduce your environmental impact, let us know, we can help.

Most small to medium businesses operate on razor-thin margins, with managers and owners on the lookout for ways to minimize costs in hopes of maximizing the bottom line. There are many ways to cut costs, and one area to look at could be your technology. As you likely know, technology isn't cheap, but there is always a way to keep expenses down.

Here are five ways you can reduce IT spending.

Backup everything If your business is like most other small to medium companies, the majority of your important files are located on one server or maybe a couple of computers. Technology doesn't last forever and the machine where you have your data stored on will eventually stop working.

When it does, you will have to replace it, and your files that were on it could be lost. The cost to recover them will be high. To minimize this risk, you should invest in a solid backup platform that runs on a regular basis.

Yes, this will cost money now, but would you rather have a copy of your systems and data from Yesterday which can be easily implemented when you have a problem, or would you like to pay to maybe recover year's worth of data? Backups will save you costs in the long-run, not to mention the stress they will help you avoid.

Have a strict anti virus policy The idea that your employees won't download programs or browser extensions simply because you tell them not to is like telling a child not to eat candy; they are still going to do it. By simply having computers and devices accessing the Internet through your network, you are at risk. If your systems are hacked or infected, you can face lost data, high recovery costs or worse.

How do you minimize the chance of malware infections and the risk of being hacked? Antivirus software and security solutions installed on every computer that can be run from one machine are your answer. This makes it easier for you or your IT partner to ensure all of your systems' antivirus software is up to date and scanning when it should be. This will minimize the chance of infection and keep costs down.

Document everything As your company grows, you will start to use more technology. Over time, it will need to be replaced, and you likely won't be able to afford replacing all your systems at once. This means that you will have to track down the systems, software, etc. that need to be replaced; which will take time and cost you money.

If you take steps to document all of your systems, computers, software, etc.; where it's located; when it was implemented; who is in charge of it, etc., you will be able to track things down quickly when needed, thus managing your systems better. This time saving measure will cut your costs.

Look into a CRM/ERP/HRM solution There are so many software solutions out there that can help you plan and run your operations. If you've been tracking employee data or planning using a simple spreadsheet, you could be getting more out of a tailored solution.

Solutions like Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) or even Human Resources Management (HRM) can help you spot hidden costs or even plan more efficiently, which will reduce costs well into the future.

Look for fixed-price solutions A major problem with all technology related systems is that predicting costs is nearly impossible. You simply don't know when/if an important piece of hardware will fail. This becomes even harder if you don't have expertise in tech.

One of the best ways to save money on IT costs is to outsource. Almost every IT provider offers flat-rate services that cover your systems and can ensure you maximize your IT investment. This makes budgeting for IT easier, as you know what your monthly costs will be. You can then focus on your business, and over time will see a decrease in IT costs.

If you are looking to cut your IT expenses, why not contact us. We may have a solution that will ease the budget burden.

A survey by StaySafeOnline.org shows some disturbing results – that a large number of small business, while largely dependent on their computer systems, do not see themselves as threatened by hackers and online thieves. This results in a significant percentage of them having poor or mediocre security.

StaySafeOnline.org, a website of the National Cyber Security Alliance, has recently released a study that chronicles the cyber security practices and attitudes of small businesses. Conducted in partnership with Visa, the study shows some interesting, if not disturbing, results.

It turns out that many small businesses (about 65% of the respondents) are highly dependent on their computer / IT / data systems, where they store important information, from sensitive company financial records to personal client information such as credit card info, addresses and phone numbers, and more. However, as many as 85% believe that they will not be targeted by hackers and online thieves, and less than half have data security systems in which they are confident. In general, small businesses have, at best, a mediocre security system.

Few realize, though, that it only takes one breach to compromise a company's finances and relationships with clients. And if you have less than stellar security, stealing from you is easier. You might not have as many online assets as big businesses, but hackers can make a hefty profit by victimizing several easy marks as opposed to bigger and riskier efforts with more secure systems of larger firms.

Don't take a risk with important data, and don't compromise the relationships and reputation you've built with your clients over the years. Good security is always worth it. If you're interested in knowing more about beefing up your security through company policies, software, and user education, please don't hesitate to contact us. We'd be happy to sit down with you and discuss a security blueprint that's cost effective and custom built to meet your specific needs.

Reference: National Small Business Study

Small to medium businesses are highly susceptible to increasing operational costs. An increase of only USD$1.00 for an essential item could be enough to force a company out of business. That's why many business owners are always on the search for ways to cut costs. One way which is often overlooked is reducing the costs associated with your printers.

Here's six ways to cut printing costs.

1. Print double sided - While printer paper isn't overly expensive - an average of USD$8 per ream (for 500 sheets of non-recycled, multipurpose paper) - many companies only print on one side. This really adds up over a year, especially if you have more than one printer or print large documents on a regular basis. To save money, set your printers to print on both sides of the page. This will cut down the amount of paper used and waste generated. Just be sure to put page numbers on the documents so readers know it's double sided.
2. Lower print quality - Most printers can print at various quality levels. Higher quality means it's easier to read, but uses more ink. If you are printing out memos or other inter office documents, you probably don't need high, or even medium quality. Low quality is still readable and will save you on ink costs.
3. Print in black - Ink is by far the highest cost of any printing job, and supplies always seems to deplete quickly. To save money set up your printers to only print using black ink, which is about 30% cheaper than color ink.
4. Implement print quotas - Nothing makes an environmentalist cringe more than seeing a 100-page PDF freshly printed, and lying in the recycle bin because someone accidentally printed the whole document instead of just one page. Not only is this bad for the environment, it's also bad for your costs. One way around this is to use quotas. Many new printers allow you to assign computers or people IDs which you can set limits on. This will encourage employees to think twice before printing.
5. Go paperless - With the introduction of cheap cloud storage and collaboration services, the paperless office has become mostly viable. Granted there are some aspects of business, like shipping waybills, receipts, payslips, etc., that must legally be printed, but you could move non-essential documents onto cloud storage. This is a great way to reduce printing costs, while simultaneously fostering a sharing and collaborative office environment.
6. Work with managed print services - If you find that printing costs are skyrocketing, why not work with a managed print services provider? The vast majority often charge a flat fee and will take care of your printers and often your ink too.

Unless you adopt massive changes e,g., completely getting rid of all printers, you won't see huge savings from reducing printing costs. However, every little bit counts towards the bottom line. If you're looking for a managed print services company or for more ways to reduce your IT costs, please contact us today.

He who dies with the most toys wins right? While it may be great to have a multitude of devices and certainly makes our lives easier, it does create a fair amount of waste when we decide to get rid of something. Some people may be tempted to simply throw their old electronic devices into the trash and be done with them. However, this actually harms the environment and is not generally advised.

Here’s how you can safely dispose of your old electronics:

Disposal points E-waste is becoming a large problem, disposing of it safely is a bigger one. In the West, many big-box stores and retailers have programs where you can drop off your old gadgets, often receiving store credit in return. Many municipalities are also doing their part and have set up e-waste collection points. The vast majority of these devices are broken down, with usable and valuable parts salvaged and sold back to manufacturers.

If the devices still work, some stores may even repair/upgrade them and resell them. Others will be shipped to China or Africa, where the parts are often saved or passed onto those who are in need. It’s a good idea to consult with your local government authority to see what they do with devices, and prepare accordingly. Most of the time, it’s as simple as bringing the device, with no cables or batteries attached, to the collection center, putting it on a counter and walking away.

If your local collection point ships products overseas for disposal, you should ensure that any and all electrical equipment is disabled. This means pulling wires from connection points, and removing batteries from phones. The reason for this is because many products are shipped and stored in compacted cubes, often within close proximity of static conducting elements. Given the right conditions, this could start an electrical fire that’s nearly impossible to contain.

Before you do this however, there are a few things you can do:

Computers When disposing of old computers, you should ensure to wipe all data on the hard drives. If you don’t, you might be surprised at how easy it is to access hard drives. Often, all it takes is a program downloaded from the Internet, a few mouse clicks, a line of code and ‘bam’, access granted.

The best thing to do is use a utility program like Eraser for Windows and the included Disk Utility for Mac. Some people go so far as taking the hard drive and RAM out of the computer and physically smashing it, or wiping a magnet over it. It should be noted that simply hitting the drive with a hammer or exposing it to magnetism may not destroy all the data. To do so, you’ll need to open the hard drive’s case by taking the screws off, yell, ‘Hulk smash’, while smashing the plates inside and then wave a magnet over it.

Phones Phones are a little easier to dispose of. First transfer all important information and remove any added memory cards. Next, do a full Factory Reset and pick the option to wipe all data. Finally, remove the battery and you should be good to go.

Office equipment If you’re disposing of external hard drives, you can basically do the same things as you would with the hard drive in your computer - wipe, smash and magnetize. For office equipment like printers and faxes, it can be a bit harder. Most manufacturers will tell you to remove all ink cartridges and paper and may have a way to wipe any flash memory on the device. It’s best to contact the manufacturer before you try anything though.

In general, it’s a good idea to contact a professional like us before disposing of office equipment, as we may have a better way to do so, or be able to take devices off your hands. Next time you have to get rid of some electronics, contact us.

Last week we posted part one of our three part article on how to maximize your IT savings and resources. Here's a quick recap of what part 1 covered: The article looked at ways you can maximize resources you already have by being an outside thinker, always looking around and using facts to help determine your actions. Part 2 takes a look at things you can do to save internal IT costs.

Here's how you can maximize your internal IT costs.

Use VoIP and similar digital solutions Voice over Internet Protocol (VoIP) has been around for a number of years and many companies, large and small, have integrated it into their offices. Because VoIP uses an Internet connection to send and receive phone calls, there's no need for expensive cabling and switchboards. Aside from lower overheads, many VoIP providers offer calling rates at a fraction of what most telephone providers charge. So, companies that make lots of long-distance calls can really benefit with VoIP.

While many businesses have integrated VoIP solutions, most don't go beyond that. If you use a fax machine, did you know that you can either digitize that and ditch the fax machine, integrate it with most modern email programs or use your VoIP connection to transmit fax data.

If you have a sales force who is constantly on the road or giving presentations, why not look into a Web conferencing system. Many systems, like Microsoft's Lync, allow users to hold conferences and share documents or presentations without having to leave the office.

Invest in the cloud One of the hottest current trends is the cloud. Currently there are two major types of cloud operations: Cloud storage and cloud based applications. All companies need to store documents. If they go with physical solutions like hard drives, backup tapes etc., it can get very expensive, very quickly. Cloud storage allows you to store all your documents off site, often at a fraction of the cost of physical storage solutions. Beyond that, you will have access to your documents as long as you have an Internet connection.

Cloud based applications come in many varieties, with the most popular being based around the office suite, or a hybrid of storage and application. Solutions like Google Drive which takes Google's office suite and combines it with a storage and sharing solution, is completely based in the cloud. The goal of Google Drive and other solutions, like Microsoft Office, is largely to provide a platform that enables easy collaboration and sharing at a fraction of the cost of more traditional solutions.

Integrating cloud based solutions can often times save you a ton of money, not only in operating costs but also long-term maintenance. As these services depend on a data connection and not sheer computing power, you won't have to replace your machines in order to upgrade to new software. This means lower costs all round.

Work with an MSP While this may seem counter-intuitive - why would a company want to pay to save money? Managed Service Providers (MSP) usually charge a monthly fee and offer a full service solution that aims to keep your systems running. Through preventative monitoring and ensuring systems are running, IT costs are often reduced in the long run. Beyond that, the chances of a major service outage are drastically reduced. Should anything happen to your business MSPs can have you up and running more quickly. allowing you to minimize potential downtime losses.

There are literally thousands of ways you can save money on IT and maximize your resources, and often experts like us can help you extend savings even further. So, why not give us a call and see what we can do. Also, stay tuned for part three of this article, covering how to save money on tech systems that your customers interact with.

There are many different reasons people go into business. While money may not be a main motivation to start, staying in profit is how almost every business operates. A company's ability to maximize profits is top of mind for many owners, however, when it comes to maximizing IT related functions managers are often at a loss. To help, we have developed a three part article on how technology can help influence the bottom line.

The first part of the article focuses on maximizing the IT resources you already have.

1. Be the outside thinker The problem with many managers and business owners is that they tend to focus too closely on one or two key business elements. When it comes to technology this often means using only small parts of the technology available, while other parts are underutilized.

Therefore, it's important that you take a step back every now and then and really look at the tech you currently use. This can be hard to do, especially when you are so invested in a business. It's a good idea to consult with an advisor like a Managed Service Provider who knows how to get the most out of existing technology.

A lot of times outside help can really pinpoint areas where you can improve efficiency or reduce operating costs. In turn, this helps improve, or at the very least stabilize, your bottom line.

2. Always be looking around What we mean by this is: Be proactive. Technology and related systems are always changing and advancing. Managers and owners who aren't aware of the technological changes around them might see lower profits. This doesn't mean just looking at your physical technology, it pays to look at systems related to the Internet too.

Take for example social media. It's not going away and has been proven to be an effective marketing tool. The only problem is the service that's popular today may not be so next year. To get the most out of a system like social media, you need to understand and be aware of it.

If you keep your finger on the pulse, you'll be more informed about what's going on, what's coming up and what to do about it. If you spot something that you think will benefit your company, take the steps to integrate it. The interesting thing about most new technical advancements is that they are focused on making existing systems more efficient.

Don't just be looking externally either, it pays to look at what tech your employees are using the most and why. If you encourage them to be open and showcase their ideas you'll be surprised at what they come up with.

It's being aware of both internal and external trends that can help you identify the next big opportunity to further your bottom line.

3. Facts should determine actions This can be a tough thing to do, but facing the facts and current situation is incredibly important. If you don't know where your company is at in terms of what technology is used, then any decisions you make won't be effective and could end up harming your company. It's a good idea to conduct an audit of your current systems.

What to audit:

1. How many computers you have vs employees.
2. What software each employee uses.
3. How and what staff use the computers for.
4. Level of technical integration of current technology.
5. What systems and programs are used most often.
6. Operating costs of technology.

There are many different aspects you can look into. You are basically looking to get a picture of where your company currently stands and if there are any systems/processes you could be doing better, or getting rid of. If you find problems you can take steps to fix them, or if you need help, contact us.

When it comes to technology we covet the latest and greatest, often running out to snatch up that new iPhone or laptop. When it comes to businesses however, many are pushing their already aging systems to last longer. While this isn't a bad thing - if they still work, use them - these businesses often let their service contracts lapse which could prove to be problematic.

Below are five of the more common issues businesses face when they decide to allow IT service contracts to lapse.

1. Increased response and resolution time - The way almost every company works is they provide support to paying customers before they provide support to others. If your systems bought from a vendor three years ago crash, and you didn't renew the support contract, you will be facing prolonged downtime and potentially high replacement costs which could be detrimental to your business.
2. Poor implementation of updates - One of the main jobs of the IT provider is to ensure that all systems are up-to-date, or at the very least are running the same version of software as other systems. Without this valuable service, it is almost guaranteed that users will be running different software versions which could pose security and integration risks.
3. Lack of diagnostic and analysis tools - IT providers often utilize robust diagnostic and analysis tools that can help determine what issues are causing problems. On the other end, many IT service companies are set up to be proactive, and will usually look for and fix potential problems. This business model minimizes downtime, which can be hard to do without a costly internal IT department.
4. Reactive support - The proactive nature of many IT service providers really helps, but when you don't renew contracts, your service will likely go from proactive to reactive. Meaning you likely won't know anything's wrong until it really goes wrong. So instead of systems being down for an hour for monthly maintenance, they could be down up to a week or longer. This is something no business wants.
5. Increased hardware overhead - With a good service provider, your systems will last longer. This equates to lower hardware overhead over a longer period. Without them, companies will often see higher overhead due to having to replace equipment more often.

Yes, we agree, it can be hard to justify paying what seems like a high monthly fee to keep your systems running, especially in this difficult financial climate. However, the potential of both lost revenue from crashed systems and replacement costs often make IT service providers an integral and valuable part of your technical systems.

If you're facing budget cuts, why not talk to us, we may be able to work with you to develop a plan that meets both your needs and budget.

Are you a Theory X or Theory Y manager? While both styles of motivation are very different, they do tend to rely on the same thing: Policies. Policy or rule development can be one of the toughest things to do in the right way. If done incorrectly, you could see a negative impact on your company's image or even sales. Regardless of what theory you subscribe to, you need to ensure your policies are effective.

Below are six things to consider when developing your next policy.

1. You need a policy for policies - This sounds a little weird, but in order to draft effective policies, you should first draft a policy on drafting policies. It doesn't have to be long, but should cover when and why a new policy is needed; the format to use; and the policy for drafting and approval of new policies.
2. Does your planned policy already exist? - Before you go spending time on drafting a completely new policy, you should first check and see if any existing policies cover what you're planning to write about, or if they cover some aspects. If they do, instead of creating a new policy, it's much easier to update existing ones.
3. Consider the need - If someone does something you don't like or agree with, don't simply go and create a new policy out of spite, or as a knee-jerk reaction. If you find yourself doing this, take a step back and let the policy sit for a few days or weeks and revisit the issue to see if it is really necessary. If you deem it significant enough, get input from colleagues. They may offer valuable help, or have other ideas. The goal with policies is that there should be a crystal clear need for them, or a clear problem to solve.
4. Make the policy understandable - Have you ever read policies enacted by governments or large companies? Of course you have, but how much did you understand? If you aren't a lawyer, there is likely some parts you don't understand. You should make your policies understandable and readable by everyone in the company. Leave legal language to the lawyers, and clearly define any and all acronyms and jargon. Beyond that, the use of modal verbs and positions instead of names is highly encouraged.
5. Include exceptions - Rules set in stone will often be broken. When writing a policy, it is a good idea to include exceptions whenever possible. If you don't include these yet constantly make them in practice, you're undermining the policy. If you find these exceptions become relevant in the future, update the policy to include them.
6. Be flexible - You should write some wiggle room in the policies. If you have an ironclad policy employees will come to rely on it, and if something happens what goes against the policy, they could use the ‘it's company policy’ line as an excuse not to take the right action. The common trend is that new policies essentially provide the guidelines for empowerment.

If you take steps to ensure the policy is as comprehensive as possible, and your employees understand each and every aspect of it, they will be more than likely to follow it. Do you have any other tips on writing policies? Let us know.

One common element found in nearly all businesses is the server, it allows employees to communicate effectively , access data or fulfill their roles more easily. In small to medium organizations, one of the more popular servers was Microsoft’s Small Business Server (SBS). Despite its popularity, SBS has recently been retired, leaving many IT professionals unsure of what to replace it with.

If your company has employed a Microsoft SBS 2008 or older solution, you aren’t totally left in the dark. Before announcing the end of SBS, Microsoft announced Microsoft Windows Server 2012, which is meant to be the replacement for SBS.

In the past, Microsoft has been a company of options, not content with releasing just one or two versions of an operating system or server structure, instead opting for many. With Windows Server 2012, the options have been slimmed down to just four, of which two will be best for the majority of small businesses.

Foundation Foundation is the most basic version of Windows Server 2012, with support for common activities like file and printer sharing. It won’t however support virtual environments, meaning, in other words, you will have to stick with physical servers instead of being able to run different servers on one physical machine. It’s also limited to 15 users and under.

The downside with Foundation is that it will only be available on new servers created by Original Equipment Manufacturers (OEMs). If you want to utilize this version, you’re going to have to buy a new server. If you’re looking to centralize basic office functions, or connect the office internally, and don’t currently have any servers, this might be a good option for you.

Essentials If you currently use SBS, or another retired Microsoft product, you’re best bet is Essentials. At a cost of around USD $425, it’s a low cost upgrade aimed specifically at businesses with 25 or fewer users. An upgrade to Essentials brings about the ability to easily connect and manage Microsoft’s cloud based solutions such as Office 365 and the cloud version of Sharepoint, as well as others. Essentials also has Client Backup, and Remote Web Access, features which are mature and have been brought forward from SBS and Home Server.  Essentials can also integrate with an onsite Exchange 2010 server if you are keeping email in-house vs the cloud.  A separate server license will be needed for Exchange.

The downside to this is if you have more than 25 users in your company you’ll either need to pay for an upgrade to Server Standard to “unlock” Essentials to unlimited users, or pick another version. Aside from this, Essentials, unlike Foundation, does support a fully virtualized server environment. Essentials will be a good upgrade for companies that are interested in transitioning to the cloud but may still want some featured in-house during the transition (Exchange, Sharepoint). Interested in learning more about integrating Windows Server 2012 in your company? Please contact us, we can help.