Category: Articles

Technology is an ever-advancing behemoth, with new hardware and software coming out daily. So, there might be compelling reasons to make an upgrade to your current IT solution, today. Let’s go over a few reasons you might want an upgrade to your fleet of computers.

It has been a while

Whilst an unfortunate fact, the average life of a PC is anywhere from 3 to 5 years, depending on a lot of different factors like the environment, run time, and similar. As you start to get towards the end of a PC’s lifecycle, computer speed is going to be impacted first, which means less efficiency in the workplace. It also usually means that tech support is harder to get, since an older hardware set means an older software set in a lot of cases.

Changed needs

It’s critical to ensure that your IT package meets the needs of your organisation, and this is one of the reasons why having a managed service provider like Rapid IT is critical, so that they can meet your organisation’s specific needs. An easy example of this is if your office hires someone to edit videos for you, your IT solution is going to need to include a powerful PC for them, since they need it for their role. Conversely, if you aren’t doing that much that requires heavy computing power, downgrading the amount of computing power you have for cost reasons is going to be an effective strategic move.

Changed business model

Similar to the above, your business model shifting may result in a total shift in your IT solution. For example, if you never made site visits before during your sales process, but now you do, looking at more ‘hybrid’ devices (laptops combined with tablets) or smartphones, is likely going to be more valuable than fixed desktop PCs. The opposite could also be true, since for a fixed location employee, a desktop is almost always most efficient; both in regards to raw efficiency and costs associated.

Cost of parts

Like cars, computers will get to the point when replacing individual parts becomes more expensive then selling the whole thing off second-hand, and getting a fresh machine. This is doubly true with laptops, wherein parts like the screen can be prohibitively expensive, and if you were considering an upgrade anyway, going for a newer model might be the way to go.

Summary

Whilst new computer setup is annoying in the short term, with all the software installs and getting used to new environments, it can pay dividends in the medium and long term. We’ve covered just a few reasons why you might want to consider upgrading your fleet, but there are of course many more. It can pay to talk to the experts, and Rapid IT is always looking to take your call, to discuss your needs today.

Internal communication and planning are constant challenges within any organisation, this is doubly true in today’s climate with remote working becoming more common. So, as COVID forces more employees home, your IT solution should adapt accordingly to become more online, and your managed service provider can assist with this. To get the conversation started, let’s touch on a couple of common pieces of organisational software that might give you the edge moving forward, Microsoft Teams and Trello.

Microsoft Teams

Teams is a part of the Microsoft suite of programs, so if you have been considering an Office 365 migration, this might be something that tips the scales. Teams at its heart is a ‘chat’ program, featuring both chat rooms and direct messaging as core features.

Of course, though, it goes deeper than that, primarily in regards to its integration with the rest of the Microsoft suite. For example, Sharepoint, a file-sharing system, can be integrated, a calendar which is seamlessly shared with Outlook, and much more. You can also hold meetings through Teams, with it featuring full audio and video functionality. To top it off, being a Microsoft product, it is a paragon of IT security. If you don’t already have an internal communication system, talk to Rapid IT about how it might help your organisation.

Trello

Trello is a piece of software designed for workflow management, and goal setting. Its core feature is the card system; tasks or goals are assigned to cards, and those cards can be heavily customised from there. For example: colour coding, the assigning of specific people to a card, due dates set, and so on. Of course, all of this can be grouped accordingly (e.g. “Not Started”, “In Progress” and “Completed”, or even more complex), and progress notes placed against each card. One feature worth highlighting is the ability to create checklists within individual cards, which allows a task to be broken down into many parts.

By using a visual method of workflow management such as Trello, any given employee can log in and examine at a glance what work needs to be completed, or what is urgent. Further, management can analyse in seconds whether tasks are behind, or ahead. For these reasons, consider talking to your IT helpdesk about getting Trello set up.

Summary

We’ve covered two examples of software you can install/set up that could boost productivity and efficiency in this article, Microsoft Teams and Trello. Of course, there are many more options out there, so if you don’t already have some software set up for communication and planning purposes, give Rapid IT a call today.

In the average office, any given person is performing a number of tasks at once. This could include things like responding to emails, updating spreadsheets or filling out forms. Alternatively, they could be responding to an email about a form that they are filling out online, in relation to the spreadsheet that is being worked on! Because of this, having more space to work with is valuable, and one reason to ask your managed service provider about setting up dual monitors. In this article, let’s talk about some of the benefits, and the basics of setting up the feature.

The benefits

The key benefit to multiple monitors, is being able to see more windows at once. For example, you can write an email whilst looking at information that relates to the email, such as some statistics. This is as opposed to needing to make each window individually small on a single monitor or having to switch between windows constantly.

Another advantage which is related to the first is being able to more easily split your attention between tasks. For example, if you are waiting for an important email, you can have your email software open on one screen, whilst continuing to work on another screen, without having to constantly switch between them. With the litany of benefits afforded to users with multiple monitors, especially in an office context, once you try it out, you’ll be hard-pressed to return to just a single monitor!

How to set it up

First, you will need to have two monitors, both connected to the PC through video cables. Ensure that you have sufficient cabling slots in your PC. This is something that you may need to discuss with your IT help desk when upgrading your IT solution, if you are looking at using multiple monitors. This is because some setups will only have a single slot for a monitor. Often, you may need to look at using different types of connections, for example, one monitor by HDMI and one by DVI, both of those being common video cable types. Regarding cabling, if needed, get tech support accordingly from your managed service provider.

Once everything is plugged in, you may need to enable your other monitor/s, although this will often happen automatically. If needed, on Windows 10 (the latest operating system), simply right click your desktop, and select “Display Settings”. Then click “Detect” on the window that appears, and you should be good to go! From this screen, you can also select which monitor is your primary screen, as well as the order of screens. Many people like their main monitor in the centre of their eyeline, and their second monitor off to the right, but you might be different; this screen lets you customise according to your taste.

Summary

Multiple monitors are an incredibly effective way to boost productivity at your organisation today. If you have further questions on this topic, or are looking more broadly at your IT services, get in touch with Rapid IT today to have a full conversation about your IT needs, and how we can fulfil them.

Whilst many organisations have already upgraded to the latest version of Windows as part of their IT solution, many also are lagging behind on Windows 7 or 8. In this article, we are going to cover a few of the features in Windows 10 that might convince you to finally ditch the outdated operating system and get up to speed.

Cortana

Cortana is a digital assistant that helps you get around your computer faster. Cortana’s key drawcard is voice activation, allowing you to multi-task with ease. From opening files to searching your hard drive, to much more, Cortana may just deliver you an edge in productivity.

Multiple desktops

Speaking of multi-tasking, the multiple desktops feature allows you to juggle multiple sets of applications at once. Your antivirus setup can go on uninterrupted on one desktop, and your main work on another. This feature can also be handy when looking to put in a pin in a given task, and not be distracted by it at all, since the other desktop isn’t visible. All those open files and folders can be effectively saved for later by simply creating a new desktop, and starting up the next task. Then, when ready, the second desktop can be simply removed, sending you back to your previous task seamlessly.

Superior hybrid support

As technology continues to improve, mobile solutions improve along with it. Devices such as “2-in-1s”, like a laptop and tablet combined, are becoming more common, and Windows 10 better supports these kinds of devices with their feature “Continuum”. Windows now detects when an external keyboard has been plugged in, and automatically adjusts the display mode to support such a workflow, reverting back to a traditional tablet-style display when removed. This feature may be a game-changer for your organisation if any of your employees work on the go frequently, or out on sites with their portable devices.

The action centre

The action centre is a menu that displays all your notifications in one, handy to access location at the bottom right of your desktop. This includes anything from system notifications like updates, to emails that have been coming in from your IT help desk. Having a convenient place to see everything that’s happened whilst you ducked into a meeting, as opposed to needing to check a few different places, can help with productivity significantly.

Snip and sketch

The snipping tool, which has been around for a while, is now supplemented by Snip & Sketch, a feature that can be easily accessed with Windows key + Shift + S. This feature allows you to take a quick screenshot, and then highlight certain features with a few tools. This image is already saved to your clipboard as well, meaning that it can be quickly pasted into your email at a flash. This can help for example when engaging your managed service provider, to accurately highlight any issues being faced, so that troubleshooting is quick and simple. .

Summary

Windows 10 has a variety of features that are going to boost the efficiency of your IT solution within the office. So if you haven’t already upgraded, consider it, and give Rapid IT a call today to get the process started.

The ability to store all the files that your business needs is one of the most critical elements of your IT solution. Therefore, making sure through your managed service provider that you have enough storage is going to be essential to a smooth-running business, so let’s talk about a few key points surrounding the topic:

– How much is too much?

The answer to this question is that you can’t really have “too much” storage, but more storage is going to mean more cost. If you consider carefully what you are going to actually be storing, it’s going to help you come up with a plan. For example, a business that is only storing documents will need less storage than a video editing organisation. Having an idea of your needs will help you discuss them better with your IT helpdesk.

– To cloud or not to cloud?

The cloud is a vastly powerful solution that can be set up to allow access to files from anywhere, provided you are logged in. For example, Microsoft has the Sharepoint and OneDrive products; both also at the pinnacle of IT security. But equally, the costs associated may not outweigh the benefits provided if your business is primarily local, and you have a strong set of backup solutions set up by your managed provider. It’s another factor to discuss with your IT support service.

– Maintaining the system

The key point to remember in regards to storage is that not everything you store is going to be relevant forever, and doing frequent cleanups will help to optimise performance and computer speed overall. Like your storage closet at home, going in for some spring cleaning from time to time will reap benefits. For example, if you have a folder full of documents from 10+ years ago, consider how relevant they are to today’s processes. There is also a lot of general ‘clutter’ created by computers on a day to day basis, such as temporary files. Your managed IT solution, such as Rapid IT, can assist in installing software to assist with that part of the process.

There are a lot of factors to consider when looking at storage in an IT context, from amount, to format, to maintenance. So, discussing the matter with your IT support service will be essential. As always, Rapid IT is ready to listen, so that your organisation’s unique needs can be met effectively. Give us a call today!

In the modern world, having an integrated IT solution is essential to a smooth-running business, and having the best in business IT support will help you do that. Organisations like Rapid IT are there to help in this regard to do the best they can for your business, but, how can you maximise the benefits from your tech support solution?

1. Have a clear plan

If you understand what you are looking for from your IT support service, you’ll be able to make the most out of it. Perhaps you need specific assistance over the next six months with an Office 365 migration for your organisation? Or perhaps a more ongoing set of managed IT services for your employees? Having a clear plan going in will be invaluable, and Rapid IT is always ready to have that conversation, to best understand your needs.

2. Be precise

This is especially important when engaging in PC troubleshooting. For example, if you have computer speed issues, is there anything, in particular, that is running slow? Do you remember when this slowness started? Has anything changed about your setup? Having as much detail as possible when calling for tech support will make the process more efficient, and get you up and running sooner, ensuring business continuity.

3. Use the service

If you have access to a managed IT solution, be sure to utilise it! Whether for general computer help, virus removal, software installation or otherwise, a managed IT solution is a tool like any other. Expert and friendly assistance should be called upon readily when needed, to ensure that business runs smoothly. A good mechanic wouldn’t go anywhere without the best tools in their toolbox, and any business, small or large, shouldn’t go without a fantastic IT support company, like Rapid IT.

4. Be forward-thinking

To get the most out of an IT helpdesk, don’t think about what they can do for you now, or yesterday. Think about what they might be able to do for you moving forward. If a neat piece of technology has caught your eye that might improve your business practices, or a new IT security system that you think will be essential, consider having a conversation with Rapid IT today.

If you’ve ever dealt with slow computers in the office, you’ll understand the havoc it can wreak upon your staff’s productivity. Over the course of a workday, those extra minutes spent waiting for a program to open or a website to load can really add up.

Thankfully, there are steps you can take to speed up the computers in your office and make life a little easier for you, your staff and your business.

Read on to learn more about how to seriously boost computer speed.

Try the built-in Windows troubleshooter

While the built-in Windows troubleshooter may seem too obvious and is often overlooked by many computer users, it actually works incredibly well in some instances. It’s the first step you should take before trying any more complicated techniques.

Access the Windows performance troubleshooter by clicking on the ‘Start’ button and navigating to the Control Panel. Type ‘troubleshooter’ and select Troubleshooting. Under System and Security, you’ll find a feature called ‘check for performance issues.’

The performance troubleshooter will check for common issues that may slow down your office computers, such as multiple programs running at once or multiple concurrent log-ins.

Delete unused files and programs

When your office computers begin running low on storage space, they’ll soon start to slog along slowly. The simplest way to solve this problem is to sort through your programs and files, back-up any essential documents, and uninstall programs you rarely use. This may include outdated software or old, unessential records.

Many programs such as virus scanners, backup tools and disk cleaners run automatically when starting up a computer, and will continue to run in the background, often unnoticed. These sneaky programs can hog a great deal of disk space and seriously slow computers down.

Deactivate visual effects

Visual effects can make your desktop look prettier, but it’s worth putting beauty aside to enjoy better performance. By navigating to the Performance Information and Tools section of Control Panel, you can limit visual effects to boost performance.

To receive computer support and advice on any office computer issues, get in touch with the team at RapidIT today.

Spyware is a type of malicious software that intends to gather information about a person or organisation without that person or organisation’s consent. The software is designed to harm the user either by violating their privacy or endangering the security of their device.

If a computer in your workplace becomes affected with spyware, it can have devastating consequences for your business. Spyware leaves your company open to data breaches, can lead to misuse of your staff’s private data, and can slow down network performance. In all cases, spyware may lead to loss of money, time, and reputation.
Enlisting professional IT support and services is the best way to protect your business from spyware.

Spyware can slow down productivity

Some kinds of spyware aren’t as severe as others, such as spyware that causes adware popups to appear on your employees’ screens. These bothersome programs may not pose a security risk, but can still have dramatic effects on your business by slowing down your hardware and intruding upon your employees’ workspaces. This kind of spyware can lead to missed deadlines, costing you money and affecting your business’s reputation.

Shutting down systems or erasing files

Some more serious kinds of spyware can shut down computer systems or completely erase your files. Valuable client records or financial details could be lost as a result. Backing up your files regularly is the best way to avoid this devastating consequence.

Identify theft

If you work with sensitive data like names, birthdays, addresses, passwords, and credit card numbers, particularly severe forms of spyware can lead to identity theft. These especially malicious forms contain keyloggers, which log every key you type and send the data back to the source of the spyware. The cybercriminal can then use this information to commit identify fraud or attempt to steal money from your company or clients.

Worried about spyware?

If you’ve noticed signs of spyware on your business’s computer systems or would like advice on how to mitigate future virus issues, you should contact an expert for advice. The team at RapidIT is available 24/7 to provide emergency support, keeping your business safe.

Get in touch with our expert IT support helpdesk today.

Many people are aware that they should regularly back-up the data on their computer, but they don’t often understand why. After saving a file, many computer users simply forget to back it up or don’t think they have time to do it. However, backing up the data on your computer is essential to avoid losing it all. To learn more about the key reasons as to why backing up your computer is so important, continue reading.

Preparing for the worst

Backing up your data is all about being prepared for the worst-case scenario. Although some may see this as pessimistic thinking, if your data is of value to you or your company, you need to take measures to protect it. Perhaps your computer is stolen, or a power outage damages your hard drive. Or, what if a computer virus corrupts or destroys all of your precious data? Having a working and active backup of your important computer data ensures that if the worst does happen, you won’t have lost everything.

Easy recovery

In some instances, it may be possible to recover your lost files. However, this is not a guarantee and can be a difficult process. By regularly backing up your data, you can ensure that you can easily get your data back. You can quickly access the data that has been lost, and save a new copy to your computer.

Avoiding downtime

If a business is hit by a virus or theft, the loss of data can mean a significant amount of downtime is required. The loss of that much data can majorly affect the business, meaning that some will never reopen. Even if they do reopen, the downtime occurred will affect operations once they are running again. By backing up data regularly and actively, a business can be assured that if the worst happens, they can still access their most important data. This means the business can survive in the long run.

If your business needs IT support, then Rapid IT can help. We are an online IT helpdesk that serves all of Australia’s states with our remote 24-hour service. For more information, contact us today.

With many employees forced to work remotely due to the COVID-19 lockdown, businesses are now more vulnerable to attacks from hackers than ever. Employee negligence remains a huge threat to business security. However, the risk can be addressed easily with the right mindset, digital tools, and mandatory protection training.

To protect your business from cybercriminal attacks, consider these common mistakes your members of staff may be making:

1. Using weak passwords

When it comes to protecting your business accounts and customer data, passwords play the most crucial role. Unfortunately, staff members struggle to create strong passwords and yet they forget them often. No wonder they resort to using the same password for different accounts. Weak and reused passwords are easy to hack. The best solution is to train your employees to change passwords frequently, use password managers, and avoid sharing passwords.

2. Sharing encrypted files

Cybercrimes such as hacking, identity theft, phishing, and online scams can easily affect your business if your employees are not very conscious about security when handling documents or data. Encrypting files is the most secure thing to do when storing and sharing files. For instance, using easy-to-use encryption software like Nordlocker helps to add an extra layer of security that protects your computer systems further. If hackers succeed to breach such a system, they will only find undecipherable code.

3. Connecting to unsecured networks

Most businesses use Wi-Fi. Though it makes mobility within the office much easier, Wi-Fi can be the reason your business computers are vulnerable to hacker attacks. To be safe, use a Virtual Private Network (VPN). It is the best tool for secure remote connection as it creates a secure encrypted tunnel, protecting your business’ connection from cybercriminals. Besides, ensuring that software is updated regularly is fundamental.

4. Falling for phishing scams

Hackers use phishing to trick employees into giving them access to sensitive information on your business computers. They create fake emails that appear like those of business owners, managers, or Microsoft representatives. A single click or download is enough to compromise an entire business system. The only remedy against phishing is for your employees to learn how to avoid it.

Ensuring that your staff members are trained on how to avoid hacker attacks, identity theft and online scams is fundamental for the security of your business data.