Wouldn’t it be great if…

Apr 28, 2023

How to start planning a big IT project.

All good things must come to an end.

Desktop machines that were once shiny and new are now bulky, outdated and slow.

That system that revolutionized your office when it was first installed, now feels like it’s fighting you at every turn. It’s been tinkered with, had extra bits stuck onto it and it’s been modified to do things it was never designed to do. And in this interconnected world, where all your systems should be talking to each other? It just won’t play nicely with others.

It’s time.

But a major change to your IT infrastructure isn’t something to be planned in a hurry. So if you’re starting to think about ending it with your current systems and bringing your business into the 2020s, there’s plenty to think about before you commit to another long-term relationship.

We’ve written this guide to be your friend as you start the process of planning for a change.

How do you determine your needs?
Who should you involve?
What haven’t you thought of?
Where do you even start?

That bit, at least, is easy. You start right here…

Understand. Define. Think ahead

You’re thinking about making a major investment – of time, money, effort and headspace. So take proper time now to understand how you got to this point. Is it solely about IT, or are there issues around process or workflow? Are there even steps in your workflow that only exist as a workaround for something your current system can’t do?

You need to define everything you’d like the upgrade to achieve. And think beyond solving the immediate problem to what your ideal solution could deliver. Write down all your “Wouldn’t it be great if…” questions.

Upgrading your IT isn’t necessarily about buying a newer, more powerful version of what you’ve already got.

It might well be that simple. But this could also be an opportunity to align your thinking with your wider plans for the business. If one department has outgrown an old system, think how a new solution could scale for where you want to be in two, three, five years’ time. Could several different databases be merged into a single 'source of truth’ allowing every department to be connected and processes to be streamlined?

This may not be a today thing. But what happens as you grow? If departments merge, offices close? Will more people be working from home? Will they need access from different places? What devices will they be using? How much more data will you be processing? And where will it be stored? Can your systems cope then?

Should you move to the cloud?

Modern cloud-based solutions mean you won’t be paying for a bunch of unused capacity straight away – you pay for what you need and then step up as you grow.

This can introduce new ways of buying software and systems, often by regular subscription. Software as a Service (SaaS) and Platform as a Service (PaaS) are becoming the norm in many industries, and remove a lot of in-house management.

But that also means thinking differently – and more seriously – about your security and your wider processes. How do your people communicate with each other? How easily can they access the information they need? How secure is it?

What if you go under a bus?

It might be your end goal to exit the business, or to be less involved in day-to-day operations. So what would happen if you weren’t here? If everything currently falls apart when you’re not around, look at systems and workflows that keep running when you’re not there to sort things out – for any reason.

Keep it simple, document everything

It's quite common for businesses to want to over-customize their infrastructure. Many businesses really do need something fully bespoke. Others end up with a setup that’s far too complex because they want to shoe-horn a new system into a familiar way of doing things. Often, the latest solutions offer surprising productivity benefits – but you may need to be prepared to flex the way you work to get the best out of them.

Use this opportunity to embed logical process improvements. And document everything. This will help save time and resource as you work through any teething issues, and it can form the basis of staff training.

Research, research, research

There's a vast range of possibilities on the market. The rise of SaaS (Software as a Service) is adding even more choice, and finding the right solution can be overwhelming.

This is where expert advice and contacts in your network come into their own. Listen to recommendations and speak to an IT professional with wide expertise. How well is the software supported and routinely updated? How easily does it integrate with other solutions? Is there an alternative option that you haven’t even considered?

Many software solutions offer a free trial period. This allows you to see how it works in practice, but will also give you a good idea of the support and communication you’ll receive before making a long-term commitment. Because if you do find that a solution doesn’t do everything you’d hoped, you’ll start to introduce those clunky workarounds again and eventually end up back at square one.

Plan your data migration

If you’re switching from an old system to a new one, plan for how you will transfer your existing data – it’s usually not a simple export/import. Make sure your backups are intact, and have an emergency roll-back plan so that you can quickly get back to where you were and keep working if an implementation doesn’t go smoothly.

Have an implementation and training plan

Have training sessions with your new applications, and make sure everyone understands why the change is happening. It’s common for people to be resistant to new ways of working.

You could have a trainer come to your premises, or use online sessions via video call or interactive training courses.

Choose the right experts from the get-go

Whether you know exactly what you need, or you don’t know where to start, the right experts will support you all the way.

A professional who does this every day won’t see this as the daunting prospect it might feel like to you. They’ll foresee issues before they arise and take the weight of responsibility off your shoulders.

Look for a provider who’s done this before with similar-sized businesses. Someone who’ll take the time to understand the level of customization and personalization required, and will think about your overall needs.

And find somebody you like.

Every provider will tell you how great they are, but there may be many different ways of answering the same question. So explore your options. Get to know them, and ask to speak to their current clients.

If they do a standout job, they could become an IT partner you’ll be working with for a long time. If they leave you feeling let down, you’re unlikely to want to work with them again.

Talk to us

If you’re considering any IT project and want to speak to a professional, talk to us first.

We specialize in lots of areas and work across a whole range of different solutions.

And if we think you need a specialist who’s not on our team? We have access to a whole network of experts, so we can introduce people who’ll deliver the best outcome for you.

Get in touch today.

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Unlocking Your Potential with Microsoft Copilot

20 Sep, 2024

In today's fast-paced business environment, efficiency and productivity are paramount. Imagine having an assistant that never gets tired, never misses a detail, and can help with everything from drafting emails to organizing meetings. This is the promise of Microsoft Copilot, a smart, AI-driven tool integrated into the Microsoft apps you already use. What Is Microsoft Copilot? Microsoft Copilot is an AI-powered assistant embedded within the Microsoft Office suite, including Word, Excel, Teams, and more. It's designed to handle time-consuming tasks that often slow down teams, allowing you to focus on more important aspects of your work. The best part is that you don't need to be tech-savvy to use it—if you're familiar with Microsoft Office applications, you can seamlessly incorporate Copilot into your workflow. How Does Copilot Work? Copilot operates within the Microsoft 365 ecosystem to provide real-time assistance as you work. Here's how it enhances your productivity: In Word: Assists in drafting reports, creating outlines, and suggesting edits to improve your writing. In Excel: Helps analyze data, generate charts, and even create complex formulas. In Teams: Summarizes meeting discussions, highlights key decisions, and notes action items. In Outlook: Summarizes lengthy email threads and suggests responses to streamline communication. Benefits of Using Copilot Seamless Integration One of the standout features of Copilot is its seamless integration into software you're already using. There's no need for complicated installations or extensive training sessions. Because it's built into Microsoft 365, your team can start using it immediately with minimal disruption. It works across devices, so whether you're in the office or on the go, Copilot is readily accessible. Simplifying Daily Tasks Routine tasks like sorting through emails or organizing meetings can consume a significant portion of your day. Copilot automates these tasks by summarizing long email chains, suggesting responses, and helping organize your schedule. This allows you to focus on tasks that truly require your attention and expertise. Enhancing Collaboration During collaborative efforts, especially meetings, keeping track of everything can be challenging. Copilot addresses this by summarizing entire meetings in Teams, capturing key points, decisions, and tasks. It ensures that everyone stays on the same page and helps in planning the next steps without missing any critical details. Boosting Creativity Starting a new document or presentation can sometimes be daunting. Copilot assists by generating first drafts or outlines based on your prompts. This feature helps overcome writer's block, allowing you to quickly move forward with your projects and add your personal touch during the refinement process. Making a Difference in Your Business By integrating Copilot into your daily operations, you can create a more productive, efficient, and creative workplace. It not only handles administrative tasks but also empowers you and your team to unlock your full potential. With Copilot handling the groundwork, you can dedicate more time to strategic thinking and innovation. Conclusion Microsoft Copilot represents a significant advancement in how we interact with technology in the workplace. Its ability to seamlessly integrate with familiar tools and simplify complex tasks makes it a valuable asset for any business looking to enhance productivity and collaboration. By leveraging Copilot, you can focus on what truly matters—driving your business forward.

Cyber extortion: What is it and what’s the risk to your business?

12 Aug, 2024

Cyber extortion is a topic that's been making headlines and causing sleepless nights for many. Is it something that's on your radar? It should be, because it could affect your business one day. So, what is cyber extortion? It's a type of cybercrime where criminals threaten to harm your business by compromising its data and digital assets unless a ransom is paid. These threats often involve ransomware, a malicious software that encrypts your data, making it inaccessible until you pay the ransom. Sometimes, cyber criminals go a step further by stealing data and threatening to release it publicly on dark web leak sites if their demands aren't met, a dual threat known as double extortion. According to a 2024 report, the number of victims of cyber extortion scams has skyrocketed by 77% over the past year. What’s more, small businesses are four times more likely to be targeted compared to larger counterparts. This is a worrying trend, especially since smaller businesses often have fewer resources to defend against these attacks. In the first quarter of this year alone, 1,046 businesses fell victim to double extortion. While that number may not seem huge, the actual figure is likely much higher since many cases go unreported, hiding in the shadows of what experts call the “dark number.” The truth is, all businesses, regardless of size or industry, are potential targets. However, certain sectors are more frequently attacked. Manufacturing, professional, scientific, and technical services, as well as wholesale trade, top the list. Alarmingly, the healthcare and social assistance sectors are also seeing a significant rise in attacks, despite the potential societal and political repercussions. Cyber criminals are opportunistic and strategic, targeting regions with strong economic growth and shared languages. For instance, cyber extortion attacks in the US have increased by 108%. While the rise in cyber extortion is concerning, there are steps you can take to protect your business. Here are some key strategies: Back up your data: Ensure you have a robust backup plan, keeping your critical data in an offline or offsite location, and regularly test your backup restoration process. Keep software updated: Make sure all your devices use the latest software, especially those connected to the internet. Implement Multi-Factor Authentication (MFA): Strengthen your access controls with MFA, adding an extra layer of security by requiring multiple forms of verification before access is granted. Also, limit user access to only the systems they need for their job. Patch and vulnerability management: Regularly update your systems to fix any security vulnerabilities. Cyber criminals often exploit known weaknesses, so staying on top of patches can prevent many attacks. By understanding what cyber extortion is and how it works, you can better prepare your business to defend against it. The key is to be proactive. If we can help prepare your business and keep it safe, get in touch.

Ransomware threats are surging – here’s how to protect your business

08 Jul, 2024

Imagine waking up one morning, turning on your computer, and finding that all your important files—customer data, financial records, and more—are completely inaccessible. Then, a menacing message appears, demanding a ransom to unlock your data. This is ransomware, a type of malicious software that seizes your data and holds it hostage. It often begins with an innocent-looking email or link, luring you into a trap. This deceptive tactic is known as a phishing email, where the sender seems legitimate but is actually a cybercriminal. Once you click on the link or open the attachment, malicious software is silently installed on your system, and the attackers swiftly begin their work. They encrypt your files, rendering them inaccessible, and then demand a ransom in exchange for a decryption key. Paying the ransom is highly risky because there's no guarantee you'll regain access to your data, and it only encourages further attacks. The year 2023 saw a significant surge in ransomware attacks, following a two-year decline. Reports indicate a dramatic increase in ransomware incidents, breaking a six-year record. One major factor behind this spike is the emergence of Ransomware-as-a-Service (RaaS), a model that allows cybercriminals to "rent" ransomware tools, making it easier than ever to launch attacks. Consequently, more businesses are finding themselves listed on data leak sites, with a 75% increase in victims between 2022 and 2023. To make matters worse, attackers are becoming more sophisticated. They develop new variants of existing ransomware, share resources, and exploit legitimate tools for malicious purposes. They also act quickly, often deploying ransomware within 48 hours of gaining access to a network, and tend to strike outside of work hours to avoid detection. A ransomware attack can have devastating consequences for your business. The financial losses can be substantial, not just from the ransom itself but also from downtime and recovery costs. You risk losing critical data if decryption is not possible, and your reputation could suffer if customers learn their information was compromised. Additionally, your business operations could be severely disrupted, impacting your ability to serve clients. So, how can you protect your business from this growing threat? Educate Your Team: Ensure everyone knows how to recognize phishing emails and avoid suspicious links and attachments. Regular Backups: Frequently back up your critical data and store those backups securely offline. Keep Systems Updated: Maintain up-to-date software and systems with the latest security patches, and invest in robust security tools. Limit Data Access: Only grant employees access to the information necessary for their jobs. Monitor Network Activity: Keep an eye on your network for unusual activity and have a rapid response plan for incidents. If your business does fall victim to a ransomware attack, stay calm and seek assistance from cybersecurity experts like us to resolve the issue. Remember, it’s best not to pay the ransom, as it only fuels further criminal activity. Our team specializes in helping businesses take proactive measures to safeguard their data. If you need assistance, please get in touch with West Coast IT.

Now Copilot’s going to make your team work better together

13 Jun, 2024

Have you heard about Team Copilot yet? It’s the latest addition to Microsoft’s suite of AI tools and should be available later this year. Think of Team Copilot as an advanced, AI-powered assistant designed to help your team work better together. While Microsoft’s 365 Copilot has been a personal assistant for individual tasks like drafting emails or recapping missed meetings, Team Copilot takes it to the next level by focusing on group activities. There are three main ways Team Copilot can help your team: 1. Meeting facilitator During a Teams video call, Team Copilot can take notes that everyone in the meeting can see and edit. It can also create follow-up tasks, track time for each agenda item, and assist with in-person or hybrid meetings when used with Teams Rooms. 2. Group text chat assistant In group text chats within Teams, Copilot can summarize lengthy conversations to highlight the most important information. It can also answer questions from the group, making it easier to stay on track and informed without wading through pages (and pages and pages) of chat history. 3. Project manager Team Copilot can help manage projects by creating tasks and goals within Microsoft’s Planner app. It can assign these tasks to team members and even complete some tasks itself, like drafting a blog post. It will notify team members when their input is needed. You know that productivity isn’t just about individual work. It’s also about effective teamwork. So, by helping with group-oriented tasks, Team Copilot can make big improvements to your overall productivity. It’s important to note that while Team Copilot is incredibly helpful, it doesn’t replace the role of a human meeting facilitator. It won’t lead meetings or ensure inclusivity, but it will create agendas, track time, take notes, and share files. It’s more of a business insights assistant, helping with group interactions and meetings rather than censoring comments or keeping people in line. But hey, who knows what’s to come in future! Team Copilot will be available in preview later this year for Microsoft 365 customers with a Copilot subscription. While it’s a work in progress, the potential it has to transform team productivity is huge. Keep an eye out for its release and think about how it could fit into your workflow to boost your team’s productivity. If you have any questions or need further assistance in understanding how Copilot can benefit your business, get in touch.

Why you’re better in a contract with your IT company

08 Apr, 2024

Imagine you're driving down a winding road in the middle of nowhere. Suddenly, your car breaks down. You're stuck, miles from assistance. You feel helpless. Frantically searching for a solution. This scenario isn't too different from the world of IT support when you rely on what’s known as a break/fix relationship with your provider (when your IT is broken, they fix it. And that’s it; there’s no proactive work). But what if there was a way to ensure a smoother journey? That's where the magic of having a contract with your IT support provider comes in. Think of it as having a trusted mechanic who not only fixes your car but actually prevents breakdowns in the first place. Whether you run a bustling corporation or a small startup, entering into a contract with your IT support provider is the smart, cost-effective way to ensure a smoother tech journey.

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