Kerio Connect and Kerio Operator Cloud News and Updates

Small Business Tips: Setting Technology Guidelines for Employees

November 18, 2014 – 12:16 pm

Kerio Control features

 

Any business with employees should consider setting technology guidelines for their employees. There are several reasons for this:

  • IT security guidelines can help you cover your bases from a legal standpoint.
  • Setting standards and guidelines helps keep employees productive as well as accountable for their technology usage.
  • By setting guidelines, enforcing them, and by leveraging tools to help you with this, you protect your company’s data and you protect your business from threat of loss due to technology downtime, theft of data, loss of bandwidth, etc.

Setting Technology Guidelines

You know the intricacies of your business and your industry best.  Areas to consider in your technology guidelines might encompass several areas, including:

  • Acceptable use policies, letting people know what sort of content is not acceptable to access on company property (online gaming, pornography, Torrent sites, etc.)
  • Listing potential consequences for those who do not uphold company policy
  • Disclosing that company equipment will be monitored.

When employees are aware that you are leveraging tools to monitor their technology usage, this is often enough to ward off abuse. It’s wise to have employees sign the company technology policy you create and keep this in their personnel file. New employees should be briefed on the policy beyond given a copy to sign.  It’s also advantageous to review your technology policy annually to determine whether or not it needs to be updated.

Using IT Tools to Help You with Antivirus, Spam, Malware, Intrusion Detection, Content Filtering

It’s not always easy to monitor what your team members use company equipment for.  Content filtering and antivirus / antispam tools can be a huge help and can put your mind at ease. Furthermore, they can help you enforce your guidelines and measure performance and productivity.

Enforcing IT Guidelines & Reasonable Use

It’s up to an individual business owner whether or not they want to allow employees to surf the web harmlessly during down time. Being too rigid could hurt morale, particularly if an employee is a model one who occasionally checks their lottery numbers on their lunch break.  It could be advantageous when drafting your first policy to get employee feedback and have them help contribute to the conversation. Giving employees a say gives you an opportunity to ensure they understand why the policy is important for the company.

It’s also true that many companies leverage things like social media for business purposes so need to give employees access to these tools. But leveraging tools that provide you with reporting on usage can help you ensure that things are not out of hand and that your company is well-protected from IT security threats.

Get Help Controlling Technology Usage in Your Company

There are a la carte options that can help you enforce various parts of your technology policy like content filtering, firewalls, user authentication, and so forth but there are also tools like Kerio Control that can give you control from a single console and appliance.  Kerio Control is an all-in-one IT security solution that helps you cover all of your bases and that does so affordably.  Learn more: Kerio Control from GetSync’d.

B2B Tips: Is Your Business Dealing with Email Archiving the Wrong Way?

November 10, 2014 – 8:24 am

 

Email archive

Are you archiving email properly for your business? Email, the main form of communication in a business to business relationship, saves trees and ink, saves on postage stamps, and allows for ongoing communications with a paper trail.  Just because you don’t want to print every email and put it in a file folder doesn’t mean you don’t want to think about how you do save these electronic communications.

Email archiving isn’t just important in some lines of business; it can be something that carries legal responsibilities, too. You need to safeguard information to protect the privacy and / or secrecy of others and you need to keep that information, in some cases, for a specified amount of time from a legal perspective, too.

Concerns with Email Archiving

There are some things to be concerned with regarding email archiving,

  • Safely saving information
  • Easily accessing information
  • Space / Storage costs
  • Understanding timeline requirements and archiving responsibilities

Every business needs to understand what’s required from them from an email archiving perspective.  Certain businesses may have very stringent requirements, such as with safeguarding medical information. Other businesses may simply want to keep emails for a specified period of time as a matter of good business practice.  In either case, how do you do this in a way that makes it cost effective, easy to manage, and smart businesswise?

Email Archiving Tools

There are email archiving tools that can make the job easier for you by running via a rules-based system and this will mean that not only is it easy to archive emails but it’s easy to gain access to them later on, if need be.  After initial set-up, your email archiving system can run on autopilot.

Furthermore, email archiving tools can be cloud-based, meaning that your data is stored in the cloud instead of taking up expensive space on equipment you need to manage and maintain on an ongoing basis.

GetSecure from GetSync’d

GetSync’d has a solution that can make email archiving easier: GetSecure. This cloud-based solution can help you stay compliant, access old emails from anywhere, and there’s zero maintenance to worry about. GetSecure offers the added advantage of email encryption and email protection, too. Whether you opt to sign up for GetSecure or are interested in investigating a few different options for managing email archiving, it’s important that you establish and then enforce policies that make good sense for you, your customers, and that help you with compliance, too.

Learn more: GetSecure from GetSync’d.

 

Is Your Phone System Holding Your Small Business Back?

October 31, 2014 – 11:45 am

Have you moved your phone system to the cloud yet? If not, you should seriously consider it.  Whether your business is large or small, there are some BIG benefits to cloud-based phone systems. In fact, if you’re not doing this, it could be holding back your success!

 

business phone system in the cloud

Phone communications are not always smooth and easy for small businesses. A phone system and the associated phone bills can be costly and if you have a small company, those costs might seem hard to justify. But lack of a streamlined communications method will make your business seem unprofessional to your customers.  How do you find a happy medium of affordability and functionality?  Consider the cloud.

Small businesses may not be able to afford a receptionist. Affordability aside, it also might not be practical to have a receptionist  available to answer the phones. Even  larger companies have moved totally to an auto attendant based phone system.  If you don’t have a professional auto attendant, it could mean lost opportunities.  If you have several team members and you don’t have a streamlined system of transferring calls as well as gathering data on those calls, this could mean lost opportunities for measurement and growth.

Lack of calling features as well as technology integration could mean that you aren’t getting the data you need to improve your business and maximize the potential for growth and it could also mean that you’re overpaying for services due to lack of standardization with one plan at a predictable price point.

Conversely, a great system can help you do a lot. In addition to having all the calling features you could dream up, and in addition to portraying a professional image to those that call you, you can do additional things.

Reporting, Integration, and More

A digitally integrated phone system can mean you can gather reporting, integrate your phone system with your customer relationship management tool and other tools, and with or without someone live answering the phone you can show customers, potential customers, and industry partners a level of professionalism that can increase opportunities.

Cloud Based VOIP Phone Systems: Affordable and Scalable

Cloud based VOIP phone systems are increasingly popular for businesses of all sizes. Whether you are a small business run from your home or your mobile office or you have staff, the right communications system is important.  Cloud based phone systems can support a one man or one woman show and can be scalable enough to support multiple call centers in your company with a plethora of features and tools that you can leverage to ensure you can measure, analyze, and plan for improvement and strategic growth.

Mobility

Mobility is an essential element  in business today. Whether you are on the road a lot, all the time, or spend your time in the office but occasionally work off site, communications that are seamless to your customers make smart business sense.  With cloud-based phone systems, you can make and receive calls from your mobile phone and you get the benefit of not sharing your mobile phone number because you make calls from your company number / a personal DID.  This means you are reachable by one number, you retain privacy, your customers can always reach you (or your voicemail, meaning you have one voicemail mailbox to keep track of for business needs) you keep a professional image, and you save money on business calls, too.

Easy to Configure, Manage, and Cost Effective

Leveraging your internet connection, the cloud-based phone system can be easily configured. This means that it’s not difficult to add new systems, to move things around if there are internal moves, and so forth.  This means you don’t have to have a telecommunications specialist on staff to manage the complexities of that phone system. It also means things like call forwarding, call parking, conference calling, etc. You’ll have more than call display and call waiting features, too.

The right system can mean you can even extract data about calling, which can be great for call center environments as well as cold calling sales teams. A good cloud-based phone system will provide statistics about incoming and outgoing calls, and more.

Some Additional Cloud-Based Phone Features Could Include:

  • Calls can be done from any browser
  • Get instant notifications about voicemails
  • All phone features (call waiting, call display, forwarding, conference calling)
  • Paging, call parking
  • Set up advanced call routing and priority queues
  • Faxing
  • Measuring user productivity
  • Call encryption
  • And more…

This could be very beneficial to companies that deal with partners, customers, or distributors overseas. This makes advanced phone systems available to small businesses who would, otherwise, not typically be able to afford all these features.

Check Out Kerio Operator

If you’re looking for a business class phone system in the cloud, Kerio Operator offers a multitude of benefits that could benefit your small to large business in many ways. Learn more: Kerio Operator from GetSync’d.