5 Reasons You Need Unified Communications

As Told by Our Experts

Communication is essential to the success of your business. Whether you’re collaborating with team members or meeting with new customers, it’s imperative that you optimize the communication process. But, you knew that. Not because some fancy corporation told you it was crucial, but because 95% of people in the workforce say that face-to-face interactions are essential to building long-term business relationships. But, did you know that unified communication solutions are your best chance of boosting the way you collaborate? We asked our experts and here’s why they said it’s your best option:

  1. Gives You Call Control | When someone contacts you, whether they’re looking for more information on your products or looking to purchase your services, are they instantly connected with the right person? Maybe… sometimes. But, what about those other times – the times when someone calls and becomes frustrated with the back-and-forth of call transfers and hold time? Unified communications (UC) puts you back in control. When someone calls, you’ll know precisely why they’re calling before you say “hello,” helping them get to the right person the first time.
  2. Integrates Your Platforms | Deploying a new process and system is difficult if it doesn’t work with your current software solutions. That’s why integrating with existing platforms is an essential part of the decision-making process. UC connects with your instant messenger, fax machine, web applications, video conferencing devices, CRM and more to leverage efficiency and minimizes downtime.
  3. Enhances the Way You Conference Call | There’s just something about meeting customers and team members face-to-face that helps drive conversations. The majority of communication is nonverbal, between facial expressions and tone of voice. That’s why video conferencing has a ton of benefits for the workplace. UC makes conversing in real-time feasible. By using IP addresses, you can talk with, and see, multiple people from all different locations without skipping a beat.
  4. Increases the Availability of Your Team | When conversing with your team, you probably find that it’s easier to get your answer quickly when you go see your colleague in person. But, did you know that you’re wasting more time looking around the office than if you were able to contact them directly? With UC, you can instantly message or call your colleague to get the answer you need quickly and efficiently. Whether someone is working from home, in a meeting or gone for lunch, you’ll reach them without stepping away from your workspace.
  5. Places Accountability Where It’s Due | One of the largest downsides to traditional phone systems is that you never know which employee is talking to which customer (unless you ask). With UC, you trace every call from dial to “end call.” If you’re talking to customers, you’ll know with whom they’ve previously conversed, and if you’re talking internally to your team, you can track and record your conversations with colleagues.

Deploying unified communications is only one way to make communication easier. Are you ready to ramp up the way you conduct conversations?

 

Contact us today to learn about our other telecom and managed services – let’s optimize your productivity.

5 Technologies You Need to Power Your Remote Workforce

work from anywhere

Working from Anywhere Has Never Been Easier  

 

In a tech-driven world where digital is king and consumers are demanding transparency and reliability, working from anywhere becomes crucial to the success of your business. But the IT challenges that come with working remotely are intimidating, and you’re not always sure how to get started. Managed services is your answer, and here are five ways managed services can help get you started:

  1. Mobile/Wireless/Endpoint Protection | Accessing confidential information from personal devices is all well and good as long as they’re kept safe. From theft to phishing emails, personal devices create opportunities for cybercriminals to obtain your customer’s data. With endpoint protection services, you gain a multi-layer security approach to ensure your laptops, tablets and mobile devices are safe.
  2. Server & Network Management | Protecting your business begins at the core—your network. Working remotely, you need the ability to work on encrypted documents and files from the server, but also, to monitor and maintain a distributed IT infrastructure. With server and network management, you gain a secure connection to your network, so you can access encrypted files and other crucial data while maintaining a multi-location network connection.
  3. Office 365 | Working with your team is one of the toughest challenges of the remote workforce. With Office 365 services, you gain access to advanced applications including Skype for Business, Word and Excel. You’ll collaborate with team members—from any mobile device—in real-time on a single document and converse using Skype.
  4. UC & VoIP | Meetings are a large part of your day—you need tools that allow you to continue the conversation away from the office. Unified Communications and VoIP make conversing easier with call conferencing features and reliable call connectivity. By using your IP address instead of a physical phone, you can call into a meeting from any of your devices.
  5. Cloud Hosting | Connecting with your team is increasingly difficult without a single source for projects and ongoing files. With cloud hosting, your network, servers, applications and critical documents are encrypted and hosted from a single location. This makes it easier for your team to work from multiple locations and a variety of devices.

Whether you’re working from an airplane terminal or from the comfort of your favorite coffee shop, working remotely is easier than ever with a managed service provider. As your partner, we’ll provide managed services designed to make your life easier without raising your operating costs.

Contact us today to learn about our other services, and how we can help you safely work from anywhere.

Top 5 CES Products that Will Impact You in 2018

Did you miss out on the 2018 Consumer Electronics Show (CES) last month? If you did, don’t worry. We’ll get you up to speed.

The conference took place in Las Vegas and attracted more than 170,000 attendees from 150 countries for four days. Some of the most influential organizations in the industry, including Dell and Samsung, unveiled new technologies that are going to make 2018 your most productive and innovative year yet.

Countless CES products are going to make waves in the technology industry, but what you need to know is which new technologies are going to affect YOU.

We’ve sifted through all of the products revealed last month, so let’s go over the top five that are going to change the way you work in 2018:

Dell XPS 13

When it’s crunch time, you need a laptop that runs at full optimization and doesn’t send you running to an outlet. Dell unveiled the solution to this with the redesigned XPS 13. The new model sports slimmer measurements and includes Intel’s 8th-generation mobile processors, increasing its performance by 44 percent. The best part? The battery life offers you 19 hours and 46 minutes of unplugged use.

ASUS Lyra Trio

Few things are worse than an office full of employees with long to-do lists and a spotty WiFi connection hindering their completion. If you face this productivity roadblock, the new ASUS Lyra Trio will be a game changer. The dual-band mesh WiFi system consists of three antennae placed in a unique arrangement to help eliminate WiFi dead zones from your office.

The Pup Pocket Scanner

Does anyone ever have access to a scanner when they actually need one? Taking a photo of a critical document for a client on your phone, emailing it and saving it is a nuisance, and the image quality is always sacrificed. With just a click from the Pup Pocket Scanner, you can scan, store and share all of your documents with crystal clear resolution from anywhere, in record time.

Samsung’s Flip

During the CES conference, Samsung revealed new technology supporting its latest initiative to push towards a future of paperless offices and simpler communication. The Flip is a digital whiteboard that seamlessly integrates with phones and laptops, allowing you to collaborate with even more ease and forget about collecting the 50 sticky notes spread across your current whiteboard.

Panasonic HomeHawk

The future of your business depends on the security of your office. The Panasonic HomeHawk, available this April, raises the bar for security systems with their over-the-door camera. The camera, mounted over your door, provides HD quality recording from a birds-eye-view.

How We Can Help:

Whether you’re a small shop with no IT guy to turn to or you have an existing IT department that could use a little offloading, schedule your free consultation with us, and we’ll pinpoint any vulnerabilities in your infrastructure and discover which new technologies will help you conquer 2018.

4 Simple Steps to PCI Compliance

pci compliance

4 Simple Steps to PCI Compliance

Like any business owner, you care about growing your business while protecting your customers confidential information. PCI is a security standard for organizations that handle branded credits cards designed to protect them from major card schemes and safeguards your customer’s private data.

No, you aren’t legally required to meet PCI compliance. But, with the number of data breaches in the U.S. jumping 29 percent in the first half of 2017, it’s critical that you protect yourself and your customers by meeting the standards.

Many business owners are unsure of how to become PCI compliant, but often feel too intimidated to start. Becoming PCI compliant doesn’t need to be painful, just follow these four steps:

  1. Determine Your Compliance Level
    To figure out which level of PCI compliance your business falls under, collect data on how many transactions are done through your organization with every major credit card brand.
  2. Take the PCI DSS Self-Assessment Questionnaire
    The PCI DSS Self-Assessment Questionnaire (SAQ) is a set of documents containing questions based on the requirements of PCI that you’ll answer “yes” or “no” to. This step is crucial to identifying the missing pieces of your payment security.
  3. Complete a Formal Attestation of Compliance
    After bridging the gaps in your payment security, the next step is to fill out a formal attestation of compliance (AOC). This claims your business is compliant with all relevant PCI standards. Once you complete the AOC, you can have a qualified security assessor review your findings and create a report on your compliance.
  4. Submit Your Documents
    The final step in your PCI compliance journey is submitting your filled SAQ and AOC documents to your bank, as well as the major card issuing companies.

After completing these four crucial steps, an external Qualified Security Assessor (QSA) creates a Report on Compliance (ROC). For businesses handling large amounts of transactions they will also perform a PCI compliance audit.

More and more business leaders are taking PCI compliance seriously, but 80 percent of organizations are still not entirely compliant. Utilize Our PCI compliance solutions to join the growing number of responsible businesses who are fully protecting their clients and their bottom line.

Sources:
Weisbaum, H. (2017, July 24). Data breaches happening at record pace, report finds. Retrived from: https://www.nbcnews.com/business/consumer/data-breaches-happening-record-pace-report-finds-n785881

Go Anywhere Managed File Transfer (2017, February 3). 10 Shocking PCI DSS Compliance Statistics. Retrieved from: https://www.goanywhere.com/blog/2017/02/03/8-shocking-pci-compliance-statistics

3 Technology Resolutions for 2018

As you know, a lot can change in a year, and it’s no different with technology. But is your tech ready to power you through another year? Are you falling behind your competition thanks to out of date technology? Do you feel prepared to take on the uncertainty 2018 could bring? It’s a lot to think about, but before you start stressing, here are a few tips on how you can ring in the New Year with confidence:

Reach Out for New Opportunities

Cloud computing is more than just a trendy buzzword, it’s the new normal for creating new opportunities such as:

  • Enhancing efficiency with seamless collaboration between employees, customers and third parties.
  • Boosting flexibility and enabling employees to access data off-site and work from virtually anywhere.
  • Increasing data security and the ability to keep data backed up and fully recoverable in the event of a disaster.

If the cloud is nothing new to you, you should still take a look at how you’re already using cloud technologies. How’s your bandwidth? Could you use more server space? Are your subscriptions about to run out? There are always new opportunities to be found in cloud computing. You just need to know where to look.

Make a Toast to the Future

With the turn of the year, it’s common for people to take a look back at the past 365 days. Do you recall your computer crashing on you? Did you face unexpected server downtime? What about struggling with a dodgy network?

It’s difficult to feel confident about the future when the past year wasn’t so bright. You need a reliable, secure and scalable infrastructure to keep up with current trends and meet your growth goals. So, take the time to fully evaluate your infrastructure and look for room to improve efficiency for 2018 and beyond.

Ensure a Safe and Happy New Year

The year 2017 was a big year for natural disasters, from the hurricanes that barreled through the Southeast to the fires along the West Coast. And, we can’t forget about the cyber attacks that had everyone worried – WannaCry, Petya and WikiLeaks, just to name a few. One thing 2017 has definitely taught us is that you have to be prepared for anything. Conducting a vulnerability assessment covers every inch of your environment to identify where you’re at risk, including:

  • Policies and procedures
  • Application and databases
  • Networks
  • Email
  • File storage
  • Compliance requirements

An effective vulnerability assessment examines your entire infrastructure to find the fragile points, prioritizes liabilities based on impact, and recommends steps to close gaps.

Let’s Make 2018 Your Best Year Yet

So, you want to make 2018 a great year when it comes to your technology but don’t know where to start? That’s okay – we do, and we’d like to help. We’ll work with you to understand your points of weakness. Whether it’s discovering how cloud can help you be more productive, taking a look at your networks or finding any gaps in your security, we’ll paint a full picture of your weaknesses and make unbiased recommendations. Let’s pop the bubbly and say cheers to 2018! Contact us.

Three Ways You Can Minimize IT Downtime

Downtime isn’t just frustrating, it’s expensive. According to a recent ITIC study, 98% of organizations say a single hour of downtime costs more than $100,000. While that’s a staggering hit to any business’s bottom line, there are simple steps you can take to minimize downtime and maximize your peace of mind.

1. Monitor Your Servers
Wouldn’t it be nice to know if your server was going to crash before it happened? With regular monitoring and maintenance, you can spot potential red flags before you’re face-to-face with downtime. And if/when your server does crash, you can react immediately and get back up and running as quickly as possible.

2. Schedule Regular Backups
When your systems are down, every minute counts. You don’t want to waste time figuring out if you can recover your files after a hardware crash. You need to be able to restore your data as quickly and easily as possible. Scheduling regular backups ensures a speedy recovery, and access the important data you need to run your business.

3. Keep Devices Updated
Maintaining the health, stability and security of your devices is a time-consuming—but necessary—task. When you stay current with your device and software updates, you reduce the chance of failure and minimize loss of productivity.

We get it—you’re trying to run a business. Your time is limited and these preventative measures are easier said than done. But, the damage of downtime can be irreversible.

When you trust a managed services provider with your technology, you get a team of reliable IT experts in your corner, who make sure your systems are optimized and prepared with monitoring, system updates and a business continuity plan. Don’t let the cost of downtime be your downfall. Contact us today to get started.

Three Benefits of a Virtual CIO

The only way to ensure growth and longevity is to protect one of your business’ most valuable assets: information. You need a strategic plan to manage information and ensure it consistently aligns with your goals. This is easier said than done for many small businesses that have an IT team of only one or two people.

To remain competitive, you have to prioritize strategic IT initiatives—they can’t be a bottom-of-the-bucket task that gets your team’s leftover attention. You need a chief information officer (CIO) who can provide expert risk management advice and devise a strategy to leverage the latest technology and help you gain a competitive edge in your industry.

For small businesses who can’t afford the hefty salary of an experienced CIO, a virtual CIO (vCIO) is a cost-effective way to fill the expertise gaps within your organization. Here’s a look at three major benefits.

 

  1. Strategic Planning

The number one job of a vCIO is to identify operational gaps within your organization and develop a plan to fix them. This includes:

  • Information security
  • Compliance
  • Data management
  • Audit and legal preparation

These tasks are too important to expect your IT team to complete in between installing new hardware and performing software upgrades—they’re high-priority job functions that require a great deal of attention to detail. A vCIO will have the experience necessary to ensure you adhere to all government and industry regulations and avoid unnecessary fines that impact your bottom line.

 

  1. Disaster Recovery Planning

A vCIO will help you plan for every worst-case scenario—even those you haven’t even thought of. For example:

  • Power outages
  • Computer room flooding
  • Natural disasters
  • Data breaches
  • Total system failures

The list of possibilities is more extensive than you may be prepared for. A vCIO will help you develop a strategy that makes sense for your organization and ensure you can recover and from virtually any event.

 

  1. Business Intelligence

You know business intelligence and data are the driving force behind growth, but do you have someone who can help you translate that information into action items for your IT team? A vCIO can contextualize intelligence data to help you:

  • Ensure managers have an outline of action items that need immediate attention
  • Provide insight into technical gaps in your infrastructure
  • Make operational recommendations
  • Develop and implement data-driven policies and procedures

A vCIO will help you cut costs and avoid missed opportunities by choosing data visualization and analytics tools that make sense for your business.

 

You have a lawyer on retainer and a contract with an accountant—that’s the level of importance you should place on strategic IT. If you don’t have the budget for another full-time executive, ask your managed service provider about vCIO services designed to help you make smart technology decisions that keep you in the game.

Tech Company Offsets Amtrak Commuter Crisis with Remote Solutions

GEM Technologies is Helping Companies and Employees Stay Productive Despite Unreliable Transportation In and Out of the City 

The LIRR concourse at Penn Station after the MTA unveiled its summer plan Monday, June 12, 2017.
Photo Credit: Charles Eckert; Source: Newsday

Manhattan, Aug. 3, 2017—Summer construction on Amtrak is making it difficult for commuters traveling through Penn Station to get to work. The transportation hub, which was already under fire for chronic delays and cancellations, is exceeding commuter patience. GEM Technologies, an NYC-based managed IT service provider (MSP), says commuters can avoid the hassle and regain productivity time with work-from-home solutions.

Station regulars are referring to the crisis as the Penn Station “Summer of Hell,” as tensions rise and commuters whose jobs don’t offer remote working are struggling to get to work every day. Even in this extreme situation, employers are reluctant to implement flexible, work-from-home arrangements, citing security concerns as the main reason.

According to Howard Mansbach, of GEM Technologies, “Both employees and managers are losing out in this commuting nightmare. We understand the value of having employees in the office but when people are fighting to get on trains, employers need to put safety first and make adjustments.”

GEM Technologies specializes in technology services for businesses in various industries—like their Desktop as a Service solution powered by Citrix virtualization technologies that enables employees to access their work files anytime, from any device. They want companies to know they have options:

  • Installing a VPN
  • Skype meetings to keep everyone connected and up-to-speed
  • Cloud applications that allow employees to collaborate on projects from any device

Establishing work-from-home parameters, even outside of the Amtrak crisis, is a smart move for companies. The extent to which they’re used is up to executives, but planning ahead for these types of situations is just good for business.

“You never know what’s going to happen, especially in a city like New York,” said Mansbach, “Today the problem is Amtrak construction but winter is coming—you don’t want to put your business in a situation where all productivity halts because extreme weather makes it impossible for employees to get to the office.”

About GEM Technologies

Headquartered in the heart of Manhattan, GEM Technologies is a full-service provider of IT solutions to enterprise and SMB organizations in New York City and beyond.  Our broad range of industry expertise, strategic partnerships with leading technology vendors, dedication to delivering personalized service, and highly experienced, certified IT professionals make GEM Technologies uniquely qualified to be your partner for comprehensive, high-value solutions that deliver real business impact. To learn more, visit them online or call 212-582-2800.

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