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Category: VOIP

Navigating the Digital Apocalypse: A Step-by-Step Guide for When the Internet Goes Out

Businesses heavily rely on internet access to stay connected and productive. However, what happens when the internet goes out? Whether it’s a temporary outage or a prolonged disruption, losing internet access can have a significant impact on businesses.

We will explore strategies and solutions for navigating the digital apocalypse and ensuring business continuity when the internet goes out. From setting up backup remote access options to implementing offline communication channels, this guide is a must-read for business owners looking to mitigate the impact of internet disruptions and keep their operations running smoothly.

Understanding the Impact

Before we delve into the strategies and solutions for navigating the digital apocalypse, it’s important to understand the potential impact of internet outages on your business. The consequences can be far-reaching and vary depending on the nature of your operations.

Productivity: Productivity can take a major hit when your employees are unable to access crucial online tools and resources. This can result in missed deadlines, delays in client deliverables, and a general slowdown in operations. It’s essential to assess which tasks are entirely dependent on internet connectivity and identify alternative methods to carry them out in the event of an outage.

Customer Satisfaction: If your business relies heavily on online customer interactions, such as e-commerce or customer support, a loss of internet connectivity can lead to frustrated customers, failed transactions, and a tarnished reputation. Having a plan in place to manage customer expectations during an outage is crucial.

Financial Impact: Depending on the duration and severity of the disruption, revenue loss can be substantial. To mitigate this risk, businesses should explore options for data backup, cloud services, and redundancy measures that ensure a seamless transition during an outage.

Preparing for Internet Outages

Backup Plan: One of the most effective ways to ensure business continuity during an internet outage is to have a comprehensive backup plan in place. This involves identifying critical systems and data that need to be accessible offline and regularly backing them up. By doing this, you can minimize the disruption caused by an extended outage and quickly get your business back up and running locally.

Redundancy: This might involve investing in multiple internet service providers (ISPs) or using alternative modes of connectivity, such as mobile hotspot devices or satellite internet. By diversifying your options, you can minimize the risk of a complete loss of internet connectivity. There are even routers that have multiple internet connections with automatic failover or cellular data backups.

Stay Connected

When the internet goes out, it is crucial to have a backup option that allows you to stay connected and continue basic business activities. Mobile hotspots and cellular data can be lifesavers in these situations. Investing in a reliable mobile hotspot device, which uses cellular data to create a Wi-Fi network, can ensure that you have access to the internet even if your primary connection fails. These devices are portable and easy to set up, making them convenient solutions for businesses of all sizes.

Before an outage occurs, it is essential to have a backup cellular plan in place. Assess your cellular service provider options and choose a plan that offers sufficient data, preferably with unlimited options. This will allow your team to continue accessing critical applications, emails, and other online resources without interruption. Furthermore, it is crucial to educate your employees on how to connect and utilize these backup solutions effectively. Inform them about the availability of mobile hotspots and ensure they understand how to use cellular data efficiently without exceeding the limits of the backup data plan.

By incorporating mobile hotspots and cellular data into your backup plans, you can maintain business productivity and minimize the disruption caused by internet outages.

Stabilize Communication

In times of internet outages, it becomes crucial to stabilize communication within your business. Without reliable internet access, VoIP phones and other forms of digital communication with clients and colleagues can become challenging. However, there are alternative solutions that can keep your business running smoothly.

VoIP Routing: Before an outage occurs, take the time to talk to your VoIP phone provider to explore options of how calls will be routed when the internet is out. There are often options that allow calls to be sent to an alternative number or cellphone app during an internet outage.

Mobile Devices: While the office internet may be out it does not necessarily mean that the cellular networks will be down at the same time. Before an internet outage occurs, make sure your team has important digital communication apps installed and that they are familiar with these tools. Provide training sessions or tutorials to ensure everyone is comfortable using them. Additionally, it is essential to have a backup option in case of technical difficulties with the primary tool.

Remote Work Policies

In the midst of a digital apocalypse, it is crucial for businesses to have well-established remote work policies and procedures in place. These policies ensure that employees can continue their work even without internet access, minimizing the impact on productivity. Remote work policies outline expectations for employees when working from home or other offline environments. They should include guidelines for communication, task management, and project deadlines. By establishing clear procedures, businesses can maintain a sense of normalcy and ensure that everyone knows how to navigate through the internet outage.

Additionally, remote work policies should address data security concerns. Employees should be educated on how to handle sensitive information and the appropriate measures to take when working outside the office. Regular training sessions can help reinforce these policies and keep employees up to date with best practices. By implementing remote work policies and procedures, businesses can effectively adapt to the challenges of a digital apocalypse.

Business Continuity Plan

When the internet goes out, having a comprehensive business continuity plan becomes paramount for businesses to minimize disruptions and maintain operations. A business continuity plan outlines the actions and strategies that need to be executed when faced with a digital apocalypse. This plan should include backup communication systems, such as phone lines or walkie-talkies, that can be utilized when the internet is unavailable. Additionally, offline storage and backup systems should be in place to ensure that critical data is available during an internet outage.

Creating a task force dedicated to business continuity can be invaluable during these times. This team can be responsible for implementing and executing the business continuity plan, regularly testing its effectiveness, and making necessary adjustments.

Optimizing remote work infrastructure is essential for seamlessly operating during an internet outage. Contact us today to get prepared before the digital apocalypse occurs.

End-of-Year IT Tax Deductions for Business Owners

It’s that time of year, business owners need to start thinking about tax deductions and ways to maximize profit protection. One area not to be overlooked is IT expenses since IT plays a crucial role in every business. The good news is that many IT expenses can be deducted from your taxes. From hardware and software purchases to cybersecurity measures and cloud services, there are several essential IT tax deductions that can help you lower your tax bill and keep more money in your profit column.

IT Tax Deductions for Business Owners

As a business owner, it is crucial to recognize the importance of taking advantage of IT tax deductions before the end of the year. These deductions can significantly impact your bottom line. By deducting IT expenses, you are not only reducing your tax liability but also creating funds to re-invest in the growth of your business and upgrading to the latest technology, which positions your business for long-term success.

IT Tax Deductions to Maximize Your Savings

Take advantage of these IT tax deductions to maximize their profit savings:

Software and Hardware Expenses: Deducting the cost of industry specific software and hardware purchases is an excellent way to save on taxes. Whether you invested in new computer systems or upgraded your existing software, remember to include these expenses in your deductions as capital expenditures. Profit savings can be compounded by taking the amount saved through IT tax deductions and spending it on further software and hardware purchases.

Cybersecurity Measures: With the increasing threat of cyberattacks, investing in cybersecurity measures is crucial. These expenses can also be deducted from your taxes. From firewalls to antivirus software, make sure to claim any cybersecurity investments you have made throughout the year.

Cloud Services: Many businesses have moved to using cloud services for their storage and daily operations. These operational expenses are also eligible for tax deductions. Whether you use cloud computing, backup services, or cloud-based software, remember to include these costs in your deductions.

By focusing on these essential IT tax deductions, you will minimize your tax liability and position your business for success in the coming year.

Consulting with a Certified Public Accountant

While it’s important to have a basic understanding of the IT tax deductions for your business, it is equally important to consult with a certified public accountant. A knowledgeable CPA can provide you with personalized financial advice and guidance based on your company’s unique situation.

Tax laws and regulations are constantly changing, and it can be challenging to keep up with all the updates. By working closely with a CPA, you can stay updated on the latest deductions and strategies to maximize your savings while staying compliant with the law. They can review your financial records, identify missed deductions, and help you make informed decisions that positively impact your bottom line.

Remember, seeking advice from a tax professional will not only help you optimize your profit savings but also give you peace of mind knowing that your tax returns are accurate and in line with the regulations.

Keeping Detailed Records

One essential practice for maximizing your IT tax deductions is keeping detailed records of your IT expenses. Maintaining accurate and organized records throughout the year can help you claim all eligible deductions at tax time.

Start by creating a system to track and categorize your IT expenses. This can include items like software and hardware purchases, IT services, website development costs, and data storage fees. Keep receipts, invoices, and any supporting documents for each expense. Having detailed records allows you to easily identify and calculate eligible deductions. It also provides evidence and documentation if you ever face an audit or need to justify your deductions to the IRS.

Consider using accounting software or cloud-based platforms to streamline the record-keeping process. These tools can help you track expenses, generate reports, and ensure accuracy in your financial records. By maintaining detailed records of your IT expenses, you not only ensure that you are taking full advantage of available deductions, but you also create a solid foundation for your overall tax strategy.

Utilizing Section 179 Deductions

Section 179 of the tax code allows businesses to deduct the full purchase price of qualifying equipment and software purchased or financed during the tax year. By utilizing Section 179, you can deduct the entire cost of eligible technology investments in the year they are purchased. This deduction can help reduce your overall tax liability, allowing you to maximize your profit savings.

To qualify for Section 179 deductions, the equipment or software must be used for business purposes more than 50% of the time. This deduction is particularly beneficial for businesses investing in technology upgrades or replacements, as it encourages the adoption of new and improved IT systems. Be sure to consult with a tax professional to determine the eligibility of your IT investments for Section 179 deductions and to ensure you are maximizing this deduction for your business.

Bonus Depreciation for IT Purchases

Business owners can also benefit from bonus depreciation for their IT purchases. Bonus depreciation allows businesses to deduct a percentage of the cost of qualifying assets in the year they are placed in service. Under the Tax Cuts and Jobs Act, businesses can take an 80% bonus depreciation deduction for qualified property acquired and placed into service in 2023, then depreciate the remaining 20% over the course of several years.

To qualify for bonus depreciation, the property must have a recovery period of 20 years or less and be purchased for business use. This deduction is particularly valuable for businesses that are investing in new IT equipment or upgrading their existing technology infrastructure.

By timing your IT purchases strategically, you can take full advantage of bonus depreciation and significantly reduce your tax liability. However, it’s important to note that bonus depreciation is subject to change based on tax laws and regulations, so consulting with a CPA is crucial to ensure compliance and maximize your savings.

Research and Development Tax Credit

While bonus depreciation and Section 179 deductions are great for maximizing your tax deductions when it comes to IT purchases, there is another valuable tax credit that often goes unnoticed – the Research and Development (R&D) tax credit.

The R&D tax credit is designed to incentivize businesses to invest in innovation and development activities. Many business owners mistakenly believe that this credit is only applicable to scientific or technological research. However, the R&D tax credit is much broader than that and can apply to a wide range of industries and activities.

To make the most of the R&D tax credit, it’s important to keep detailed records of your qualifying activities and expenses. Consult with a tax professional who specializes in this area to ensure that you are maximizing your tax savings while staying compliant with the IRS requirements.

To make best use of your IT tax deduction spending, contact us to discuss new purchases and upgrades. 

From Self-Managed to MSP-Managed IT

Managed Services - Grants Pass, OR

Managing IT can be a daunting task, especially for businesses that lack dedicated IT personnel or the expertise to handle today’s complex technology. In recent years, more and more organizations have recognized the benefits of outsourcing their IT management to Managed Service Providers (MSPs).

What is an MSP?

A Managed Service Provider, or MSP, is a company that offers a range of IT services to businesses. These services can include network monitoring, infrastructure management, data backup, cybersecurity, and more. By partnering with an MSP, businesses can offload their IT responsibilities to professionals with deep expertise and industry-best practices.

The Challenges of Self-Managed IT

Self-managing your IT can be a significant challenge. Here are some of the common pain points that organizations face:

Lack of Expertise: IT is a complex and ever-evolving field. Keeping up with the latest technologies, security threats, and best practices can be overwhelming, especially for businesses without dedicated IT staff.

Resource Constraints: Managing IT requires time, manpower, and financial resources. Small and medium-sized businesses often struggle to allocate these resources effectively, leading to inefficiencies, downtime, and security vulnerabilities.

Limited Scalability: Growing businesses often find it difficult to scale their IT infrastructure to meet increased demand. Self-managing your IT environment may require significant investments in hardware, software, and additional staff, which can strain budgets and hinder growth.

Cybersecurity Risks: Data breaches and cyber-attacks are on the rise. Without proper security measures in place, businesses face significant financial and reputational risks. Implementing and maintaining robust cybersecurity protocols can be challenging for organizations without the necessary expertise.

The Benefits of MSP-Managed IT

Switching to an MSP-managed IT environment offers several benefits:

Expertise and Support: MSPs have a team of experienced professionals who specialize in different aspects of IT management. They stay up-to-date with the latest industry trends and best practices, providing businesses with access to a breadth of knowledge and expertise.

Proactive Monitoring and Maintenance: MSPs utilize advanced tools and technologies to monitor your IT infrastructure 24/7. They identify potential issues before they become critical, minimizing downtime and ensuring smooth operations.

Scalability and Flexibility: MSPs provide scalable solutions tailored to your business needs. Whether you’re experiencing rapid growth or need to downsize, an MSP can quickly adapt your IT infrastructure to meet changing requirements without additional investments or resources.

Enhanced Security: MSPs employ robust security measures to protect your systems, networks, and data from cyber threats. They implement industry-standard security practices, conduct regular security audits, and ensure compliance with data protection regulations.

Cost Savings: By outsourcing IT management to an MSP, businesses can reduce the overhead costs associated with maintaining an in-house IT department. MSPs work on a subscription-based model, allowing organizations to pay for the services they need, when they need them.

Strategic Planning: MSPs can act as your virtual chief information officer providing project planning services that keep IT spend spread across the years to make the IT budget easier to manage.

Consider making the switch to an MSP today and unlock the benefits of professional IT management, contact us to get started.

The Battle of vCIO vs. Break-Fix Services

In the ever-evolving world of IT support, two strategic approaches have emerged to address the needs of businesses – vCIO (Virtual Chief Information Officer) services and break-fix services. Each of these approaches has its own merits and drawbacks, making it crucial for businesses to carefully consider which option best aligns with their goals and IT requirements. So, let’s dive into the comparison between vCIO services and break-fix services and find out which one takes the crown!

vCIO Services: Unleashing the Power of Proactive IT Management

The vCIO model offers businesses a cost-effective and strategic solution to IT management, delivering benefits far beyond simple problem-solving. Here’s a breakdown of what vCIO services bring to the table:

  1. Strategic Technology Planning: A vCIO provides a long-term roadmap for your IT infrastructure, aligning it with your business objectives. They assess your current technology landscape, analyze potential risks, and develop a comprehensive IT strategy to ensure your technology infrastructure drives success.
  2. Proactive IT Monitoring and Management: By constantly monitoring your systems, a vCIO can detect and address issues before they turn into full-blown disasters. They implement proactive measures, such as 24/7 system monitoring, patch management, and security audits to keep your IT environment optimized and secure.
  3. IT Budgeting and Procurement: A vCIO helps you streamline your IT budget by aligning your investment with your business goals. They provide insights into cost-effective technology solutions, negotiate contracts with vendors, and manage IT procurement to help you make informed decisions while optimizing your spending.
  4. Technology Vendor Management: Collaborating with multiple technology vendors can be time-consuming and complex. A vCIO acts as a single point of contact for all your technology vendors, managing relationships and ensuring smooth coordination between various stakeholders.

Break-Fix Services: The Traditional Firefighter Approach

Break-fix services have long been the go-to approach for businesses seeking IT support on an as-needed basis. Here’s a closer look at what break-fix services bring to the table:

  1. Issue-Specific Support: Break-fix services are designed to address specific IT issues as and when they arise. This approach involves fixing problems after they occur, reacting to incidents rather than proactively managing your systems.
  2. Limited Scope of Support: Break-fix services typically focus solely on resolving immediate technical issues. While they can provide quick fixes, they do not offer strategic planning or ongoing support to help prevent future issues or optimize your IT infrastructure.
  3. Variable Costs: Break-fix service costs can be unpredictable, as you are billed per incident or hourly basis. This makes budgeting and financial planning more challenging, especially if you encounter frequent or recurring IT issues.
  4. Less Focus on Prevention: With break-fix services, the emphasis is on remedying existing problems, leaving behind the potential for other underlying issues to remain undetected, ultimately leading to more costly and time-consuming problems down the line.

The Verdict: vCIO Takes the Throne!

While break-fix services may have their place in certain scenarios, vCIO services offer a more comprehensive approach to IT management, aligning your technology with your business goals and providing ongoing support. The proactive nature, strategic planning, and cost optimization provided by vCIO services make it the winning solution for businesses looking to stay ahead of the ever-changing technology landscape. So, without a doubt, the crown firmly sits on the head of vCIO services!

If your company is tired of just calling your IT service company when things are broken, then contact us for vCIO services.

SMBs Should Follow NIST 800 Guidelines

Small and medium-sized businesses (SMBs) are the backbone of the economy, but they are often the primary targets for cyberattacks. In fact, according to recent reports, nearly half of all cyberattacks are aimed at SMBs. To protect themselves from these threats and ensure the security of their critical assets, SMBs should consider following the guidelines provided by the National Institute of Standards and Technology (NIST) in their Special Publication 800 series.

Comprehensive Cybersecurity Framework

NIST 800 series provides a comprehensive framework that helps SMBs establish and maintain effective cybersecurity measures. By implementing the NIST guidelines, SMBs can enhance their cybersecurity posture and reduce the risk of potential data breaches, financial losses, and reputational damage.

Improved Risk Management

NIST 800 guidelines focus on risk management, helping SMBs identify and mitigate potential vulnerabilities and threats. Following the guidelines allows SMBs to proactively assess their cybersecurity risks and develop effective strategies to safeguard their sensitive data, intellectual property, and customer information.

Industry-Recognized Standards

NIST 800 series is widely recognized and adopted by both the public and private sectors. By adhering to these guidelines, SMBs demonstrate their commitment to meeting industry standards and best practices. This not only helps build trust with customers and partners but also increases their chances of securing lucrative business contracts and partnerships.

Cost-Effective Approach

Implementing NIST 800 guidelines can be a cost-effective approach for SMBs. These guidelines offer scalable solutions that can be tailored according to the organization’s size, budget, and specific requirements. SMBs can leverage the NIST framework to prioritize their cybersecurity investments, ensuring that they maximize their security efforts within their available resources.

In today’s digitally connected world, SMBs cannot afford to neglect cybersecurity. Following the NIST 800 guidelines provides SMBs with a comprehensive framework to enhance their cybersecurity posture, improve risk management, establish industry-recognized standards, and reduce costs, By working with a managed IT service provider to implementing these guidelines, SMBs can protect their assets, maintain their reputation, and thrive in an increasingly cyber-threatened landscape.

If your company is looking to implement stronger security through an standards based framework, then contact us for assistance.

PricewaterhouseCoopers: Those Who Partner with MSPs Outperform Competition

Read this report from PricewaterhouseCoopers based on a survey of over 2,000 business leaders and took it as confirmation of our recent blog post about Why SMBs Need Managed Service Providers (MSPs). Here are some takeaways from the article:

Takeaways:

“Companies that use MSPs for strategic advantage are 1.6 times and 2.4 times more likely to be faster to market as well as more innovative than those focused solely on cost savings, according to the report.”

“Organizations utilizing managed services at a mature level use them to respond more adroitly to changing conditions and potential threats.”

“Most business and IT leaders recognize the pace of innovation is occurring faster than their internal IT teams can absorb. There is always going to be some type of skills shortage. Those skill shortages are ones that MSPs are in the best position to fill.”

If your company is looking to outperform in the marketplace, then contact us to start a partnership.

Two Great Tastes That Go Great Together

We have decided to make a business change that includes no longer directly selling phone services, but instead we are moving our clients to RingCentral. They are the industry leaders in this type of service and their rates are very competitive. One of their killer features is the Teams integration

RingCentral for Teams – Embedded App

RingCentral for Teams embedded app enables calling from the Teams app to both internal extensions and external numbers. It’s the simplest way to supercharge the phone experience for both end users and IT admins without having to deploy a new app to end users. Most importantly, there’s no need for an added Microsoft calling or E5 license to capture this value. This solution is ideal for organizations that want to:

  • leverage RingCentral’s superior telephony while maximizing the value of their Teams investment
  • avoid the added cost of Microsoft’s calling license

With the RingCentral for Teams embedded app, users access an icon presented in Microsoft Teams. They can then place and receive calls, access voicemails and voicemail transcriptions, and send or receive an SMS or fax. These tools fill critical gaps in Microsoft Teams, transforming it from messaging and video meeting tool to a communications powerhouse. This approach is also a money saver, as it doesn’t require the added cost of a Teams Phone or E5 license.

If your company is currently using Microsoft Teams for communications and want to add the incredible functionality that RingCentral brings, then contact us for assistance.

Calls Marked as SPAM

Here is a quick tip for anyone doing advertising from their phone number, you can be marked as SPAM LIKELY or SPAM RISK by phone companies. Each phone carrier keeps a list of numbers they determine to be spam risks based on the history of the number. Unfortunately, there is no central database or service so far that manages this number designation. 
 

What Causes the SPAM Designation?

In short, here are the most obvious reasons for designation:

  1. Volume of Outbound Calls Per Day Per Number
  2. Someone Flagged a call from your number in that carrier’s app as spam 
  3. Outbound Caller ID number is not set properly from your system and incomplete will probably be flagged as spam automatically


How to Get De-Listed

You can use the links or email addresses below to register legitimate numbers and also address any incorrect labeling or call blocking with other carriers:

AT&T:

https://hiyahelp.zendesk.com/hc/en-us/requests/new?ticket_form_id=824667

Sprint, Verizon, U.S. Cellular:

https://reportarobocall.com

Comcast, Charter, Cox, Altice and other fixed line (VoIP) providers, email Nomorobo for call blocking services:

reports@nomorobo.com

If your company is looking for locally managed VoIP service, then contact us to find out how much you can save with us. 

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“They share freely and give generously to the poor. Their good deeds will be remembered forever.”
For God is the one who provides seed for the farmer and then bread to eat. In the same way, he will provide and increase your resources and then produce a great harvest of generosity in you. - 2 Corinthians 9:8-10