Get more value from Virtual Meetings 

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Remote meetings are becoming more frequent and appear to be here to stay in the modern working world. Despite the fears around issues such as home Wi-Fi going down, noises and the impromptu appearance of pets and children in meetings, overall, these fears have not materialised in a way that would make the office an obvious better choice; the office can also feature noise, distractions and technical issues after all. 

In all, it is increasingly clear that virtual meetings can be just as productive, if not more so, than in-person meetings. However, this new format does present new risks too, particularly in relation to preparation and attendance, technical issues and the risk of digressing from the topic at hand.  

This piece runs over the challenges of remote meetings and gives some guidelines for how to find a remote meeting provider that meets your needs. In our next piece, we’ll discuss how to hold effective remote meetings using specific tips and actions.  

The challenges of remote meetings 

Remote meetings can be lengthy internet conferences with participants from all around the world or brief 1:1 sessions. One of the clear benefits of remote meetings is that they facilitate live collaboration between staff members from across the world. Since there are no longer any geographical limitations, a wider spectrum of talent is now accessible. 

A remote meeting differs from an in-person meeting because it takes place virtually. Whilst an obvious difference, there are some unique challenges that arise as a result:  

  • They can affect our ability to read body language and emotion; virtual meetings have been associated with the idea of ‘zoom fatigue’, as it can take more energy to read these visual cues through a virtual interface. 
  • Issues with the audio and visuals, due to technical barriers or settings; ‘You’re on mute!’.  
  • Working together across different time zones and shifts 
  • Hardware and software dependencies creating differences in accessibility and experience 
  • Distractions and technical limitations in the home office  

Remote meetings tend to follow the same format and protocol as in-person meetings, despite the additional technical obstacles and geographic distance.  

How to choose the right tool for remote meetings 

When selecting a platform for remote meetings, several criteria should be considered. It is important to consider the elements that are unique to your team and organisation. For larger and smaller gathering and other requirements, different tools may be better suited than others.  

Consider the following elements when you consider your remote meeting options: 

  • Your team’s size 
  • Time zones and locations 
  • Sharing of screens and visuals  
  • Having the ability to schedule in advance 
  • Platform uptime and reliability 
  • Team hardware for accessing remote meetings 

How you run your meeting is just as important as selecting the finest platform to host it on. A productive online meeting requires careful planning, keeping track of ideas and activities, central information storage and ensuring remote access to the materials. 

Online tools have also emerged increasingly for managing meetings, including digital whiteboards, mind maps, and cloud-based note storage to take notes instantly. The tools to support the meetings, like the meeting software, may vary by requirements. For example, to document a project meeting, you may require a basic Word document or bring in project management software including Kanban boards to capture and organise the insights and actions of the meeting.  

It’s crucial to have a tool that facilitates clear decision-making for the team, collects fresh ideas and information, and stores it for future use. 

One such tool is Microsoft Teams 

Microsoft 365’s collaboration tool, Microsoft Teams, is a leading cloud office tool that encourages teamwork, video conferencing, document sharing and workplace collaboration. 

Teams was released in 2017 as a rival to Clack for online communications. Since its release it has grown quickly to become one of the world’s most popular collaboration tools, driven in no small part by the Covid-19 pandemic. It has been so successful, that Teams has been dubbed the company’s fastest-growing business app in its entire existence! 

Teams has emerged as one of Microsoft’s key workplace productivity and collaboration tools partly because of the necessity of remote working that emerged from the pandemic. Businesses scrambled to set up virtual meetings for remote employees. As businesses closed and sent employees home in March 2020, Microsoft observed a 1,000% spike in video meetings. Teams users also increased dramatically, from 32 million at the beginning of March to 75 million by the conclusion of the month. 

Microsoft quickly added new features to enhance remote working capabilities to take advantage of the fast changes in working habits, and to reduce the fatigue that became associated with video conferences. One of the key features, called ‘together mode’, produces a virtual environment, like a conference room for example, where participants’ video feeds are cropped and gathered in more natural settings to create a shared area that feels more suited to collaborative dialogue. 

It has many meeting-friendly features. distractions are lessened with the addition of real-time noise suppression. Deep learning techniques isolate the speech signal from undesired background noise. Basic video call features like custom backdrops, screen sharing, hand raising, recording, breakout rooms, and live captioning are also available within the Teams app to further enhance the meeting experience. 

How can you determine what is effective for you? We encourage getting clear on your criteria and scouting out the virtual meeting providers that can meet your needs. Even better, a meeting provider that can integrate its software with your other applications can offer additional benefits, such as automation, streamlining and enhanced communications across your organisation.  

Want to capitalise on the potential of your technology? Contact 4TC Today 

4TC take time to understand the daily challenges that your business faces. We then provide cost-effective tech solutions to these issues that will help you save time, protect vital data, and enable you and your staff to be more effective with your time management. Alongside our proactive IT support, we will ensure that your staff are using the technology at their disposal in a way that works for them, whilst making sure that they are educated on how to use it as productively as possible. The right Cloud solution has the power to revolutionise your business forever – utilising your IT to its full potential is essential to guaranteeing that you and your business can thrive and grow into the future. If you would like to find out more on how 4TC Services can provide affordable tech management for your business, drop us an email or call us now for a full demonstration. 

The Personal Benefits of Digital Transformation in Everyday Life

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Digital transformation is not limited to the world of business, it has also revolutionised our everyday lives. The persuasive use of digital technologies has brought about significant changes in how we communicate, access information, and carry out daily tasks. We would be a different society without it. In this blog, we will explore the personal benefits of digital transformation and how it has improved our lives in many ways.

Greater Convenience

Where would we be without digital transformation? It has quite literally changed our lives and how we live it. Many of us don’t even realise how prominent technology is in our everyday lives. We wake up to the alarm on our phone, communicate virtually and spend a lot of our time binge watching tv, listening to podcasts or being sucked into the latest video game. From the proliferation of phones to the increased use of AI in everyday life, we really do live in a technology-based world.

We have the ability to access a pool of information at our fingertips, any time, any place. Services and activities such as online shopping, online banking and food delivery apps, digital technologies have simplified and expedited many aspects of our daily routines. Tasks that used to require physical presence or manual processes can now be completed with just a few taps on a screen, saving us time and effort. Some may view it as laziness, but if the services are there to be me used, why not embrace them, and make the most of them?

Seamless Communication

Digital transformation has revolutionised the way we communicate with one another. It has enables to connect with anyone, regardless of geographical location. A hundred years ago, this would seem like the impossible. Platforms like email, social media, and instant messaging apps have transformed the way we stay in touch with friends, family, and colleagues.

The introduction to video conferencing tools have made remote collaboration and virtual meetings possible, facilitating seamless communication and collaboration across borders. This enhanced connectivity has fostered stronger relationships and improved productivity in both personal and professional spheres.

Access to Information

The digital age has adjusted access to information to the extreme. With search engines and online databases, we can instantly find answers to our questions, research topics of interest, and explore a vast array of knowledge. This easy access to information has empowered individuals to become lifelong learners, acquiring new skills and knowledge at their own pace. Digital platforms also provide opportunities for online education, enabling people to access educational resources and courses from renowned institutions around the world.

Personalisation and Customisation

Digital transformation has enabled a higher level of personalisation and customisation. For example, we have access to recommended music, tv shows and movies based on what we have previously engaged with. We also get customised adverts based on our interests and needs. This has allowed for businesses to gain new customers like never before. They can alter their content to fulfil the needs for specific demographics and psychographics, giving them the ability to expand their clientele.

This personalisation also extends to healthcare, where digital tools facilitate personalised treatment plans and remote monitoring, improving the quality of care and empowering individuals to take charge of their well-being.

Entertainment and Leisure

Due to digital transformation, our entertainment and leisure activities have been enriched. There is no way you can get bored anymore! Streaming services offer on-demand access to a vast library of movies, TV shows, and music, allowing us to enjoy entertainment anytime, anywhere. We can even download content so it can be accessed without Wi-Fi.

Social media platforms and online communities enable us to connect with like-minded individuals, share experiences, and discover new interests. People’s lives have been transformed by social media as we create identities based on what we see online and was resonates with us. Virtual reality (VR) and augmented reality (AR) technologies provide immersive gaming and interactive experiences, blurring the lines between the physical and digital worlds.

In conclusion, digital transformation has had a profound impact on our personal lives, bringing greater convenience, connectivity, and access to information. It has transformed how we communicate, access entertainment, and carry out daily tasks. While digital technologies come with their own set of challenges, the personal benefits they offer are undeniable, enhancing our lives and empowering us to navigate the digital age with ease and confidence.

The Advantages of Digital Transformation for Businesses

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For companies looking for ways to stay competitive and flourish in today’s rapidly evolving business environment, implementing digital transformation is now seen as an essential step. The term “digital transformation” describes the integration of digital technologies into various company operations, significantly changing how the firm runs and provides value to its customers. The process may demand a lot of money and work, but it’s worth it due to the benefits that it brings. In this blog, we will be discussing the main advantages and benefits that digital transformation can bring to your business.

Enhanced Operational Efficiency

operational efficiency is crucial for organisations to stay competitive and deliver exceptional products and services. Digital transformation plays a pivotal role in enhancing operational efficiency by streamlining processes and leveraging technology to automate tasks. Here are some key points elaborating on the benefits of enhanced operational efficiency through digital transformation:

  • Process streamlining – Businesses can find and get rid of inefficiencies in their processes thanks to digital transformation. Organisations may optimise operations, remove bottlenecks, and streamline processes by mapping out existing workflows and utilising technology solutions. This streamlining assures more efficient processes and decreases manual errors and delays.
  • Automation of Routine Tasks: Many business processes involve repetitive, mundane tasks that are prone to human error. Digital transformation allows organisations to automate these routine tasks, freeing up employees’ time and energy. Through the use of robotic process automation (RPA), artificial intelligence (AI), and machine learning (ML), businesses can automate data entry, report generation, inventory management, and other repetitive tasks. Automation reduces the risk of errors, increases accuracy, and allows employees to focus on more critical and strategic activities, which enhances efficiency.
  • Improved Collaboration and Communication – Digital transformation facilitates enhanced collaboration and communication among employees, teams, and departments. Collaborative tools, project management platforms, and cloud-based document sharing enable seamless communication, knowledge sharing, and teamwork, irrespective of geographical locations. By adopting a collaborative work environment, organisations can improve cross-functional coordination, reduce duplication of efforts, and accelerate decision-making processes.

Embracing digital transformation as a strategic initiative paves the way for operational excellence and positions businesses for success in today’s digital age.

Improved Customer Experience

Digital transformation enables businesses to deliver enhanced customer experiences across multiple touchpoints. Through the use of data analytics, companies can gain valuable insights into customer behaviour, preferences, and needs. This data can then be leveraged to personalise interactions, provide targeted marketing campaigns, and offer tailored products or services. With digital channels and self-service options, customers can enjoy greater convenience and seamless interactions with businesses, leading to increased satisfaction and loyalty.

Expanded Market Reach

In an increasingly digital and interconnected world, expanding market reach is a key advantage of digital transformation for businesses. For example, digital transformation eliminates geographical barriers and enables businesses to connect with a global audience. Online platforms, websites, and e-commerce stores provide businesses with a 24/7 online presence, allowing customers from around the world to access their products or services. This expanded reach opens up new market opportunities and potential revenue streams beyond the limitations of physical locations.

It also opens doors for partnerships and collaborations with other businesses or influencers in the digital space. Through strategic alliances, businesses can access new markets, leverage complementary expertise, and expand their reach through co-marketing efforts. Collaboration with digital influencers or industry thought leaders can help amplify brand awareness and tap into their existing audience base, driving increased visibility and customer engagement.

Agile Decision Making

Businesses are able to rapidly make data-driven decisions due to the real-time data and analytics provided by digital transformation. Leaders can gain important insights into market trends, consumer behaviour, and operational performance with access to accurate and current information. Decision-makers are better equipped with this knowledge to react rapidly to shifting market dynamics, spot opportunities, and handle potential difficulties. As a result, companies are better able to adapt and change their plans, remaining competitive in the digital era.

Collaboration and connectivity

Digital transformation has revolutionised collaboration and connectivity within organizations, leading to numerous benefits for businesses. There are many advantages of this including seamless communication with organisations. collaboration platforms provide a centralised space where employees can share ideas, best practices, and lessons learned. This knowledge sharing fosters a culture of continuous learning and improvement, leading to innovative solutions and approaches. Additionally, digital tools allow for real-time feedback and brainstorming, enabling teams to iterate and refine their ideas more efficiently.

Digital transformation has also facilitated the rise of remote work and flexible work arrangements. Cloud-based collaboration tools and communication platforms enable employees to work from anywhere, promoting work-life balance and attracting top talent. Remote work also opens up opportunities to hire global talent, further enhancing the diversity and expertise within teams. The flexibility provided by digital transformation tools contributes to employee satisfaction and productivity.

Summary

In conclusion, digital transformation offers numerous benefits for businesses willing to embrace the digital age. From increased operational efficiency and improved customer experiences to expanded market reach and agile decision making, the advantages are undeniable. While the journey may present challenges, organisations that successfully navigate the digital transformation process are well-positioned to thrive in an increasingly digital and interconnected world.

Use VoIP for your business’ Modern form of Communication

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The old communication methods that we all use and are extremely accustomed to were examined in the first piece, and it was stated why those methods just don’t function as well any more in the contemporary, prosperous world that we are fortunate enough to be living in. They no longer contribute to productivity, make efficient use of time, or fulfil their original intent. A change is necessary at this time.

Communication is unquestionably the most important piece of the puzzle that is your organisation. Regardless of the business you operate in, it is imperative that your staff always engages in effective and professional communication with both your clientele and one another. Customers want to be able to contact you whenever they need to in the modern world because there are no longer any established working hours.

The rest of this piece will go through modern communication tactics that could one day assist you and your team give clients better service.

VoIP – The modern replacement for traditional Telephony

VoIP stands for Voice over Internet Protocol. You can make direct calls with VoIP from a computer or VoIP phone from any location. Even if you keep the same contact number that your customers are used to, calls are automatically redirected to various devices. You can pretend to be somewhere even though you are not thanks to this clever trick. We’ll go into more depth about this later.

The ‘office setting’, from anywhere

Using VoIP, you can project a particular image onto your clientele. With VoIP, your employees can appear to be at their workstations while actually being on the golf course, in a coffee shop, or at the in-laws for supper. They are constantly susceptible to some deception. Professionalism is achievable in even the most relaxed circumstances. By using VoIP, you may improve your professional standards to levels they have never been while keeping your customers unaware of any changes in how business is conducted. The same reliable firm’s phone number will still be used, and when someone answers, the standard “Hey,…., how may I help?” will be stated. For your clients, all of this is essential; consistency is critical since it builds their familiarity with and trust in your company as a whole and adds to its success.

Mobility

Since all conventional phone lines are ordinary phone lines, just one phone number has been issued to them. As you are aware, the Covid-19 pandemic’s ongoing impacts and its suffocating repercussions have surprisingly enhanced the appeal of remote work over the past year or so. If traditional connectivity is still utilised, your staff will need to memorise complex codes and keys to dial so that their device appears as the office number. This task takes a lot of time, and there is a lot of room for confusion and mistakes.

Relationships

We may all agree that voicemail is an excellent piece of technology, ostensibly allowing us to “never” miss a message, but it is unable to keep up with how we work in the modern office. VoIP is a better option because it allows you to decide where and for how long calls ring. You have complete control over how calls are received; for instance, you may want the first ring to originate from your workplace, the second from your home, and the third from your mobile. This gives you the opportunity to make a very specific promise to your clients: that you won’t ever miss one of their calls.

Reliability

No of the industry you work in, making promises to clients is perilous. If you make promises to customers, you must be very certain that you can keep them since doing otherwise could harm the reputation of your company as a whole or, even worse, cause you to lose revenue. By having the opportunity to direct your calls to specified locations, you can guarantee that a certain quality of service is delivered. Whatever the circumstance, there is never a reason for business to stop.

Microsoft Teams

Microsoft Teams is one of the most popular business tools today. It is well known for being a major player in the Microsoft toolset. Microsoft Teams was first released in 2017, although it did not initially acquire popularity at the rate it has recently. However, due to the epidemic, Teams has now satisfied a demand that was desperately in need of being satisfied. With an astounding 250 million daily active users, it currently commands a significant global following. Teams is fully integrated into the Microsoft 365 ecosystem and makes it simple for your team to share files and organise work (if we listed all of its features, we’d be here all day). By consolidating all of your tasks in one easy-to-use spot, you can do away with internal emailing and lead your business into the future of work.

Meetings made easier by Teams

In the previous article, this was briefly discussed. In order to make room for everyone, meetings have generally been held in a drab office with a crowded staff. This may be the cause of the infrequent meetings that many organisation have had recently. The modern period has made it possible to have effective meeting settings, but that doesn’t even consider how difficult they might be for people who have a somewhat larger staff.

Teams Meetings allow you to choose a time that works for the attendees and instantly add it to their calendars, allowing you to plan a meeting in advance. It is a ground-breaking tool since it completely eliminates the hours it used to take to organise a time that worked with everyone’s busy work schedules. Microsoft Teams eliminates the concern of losing a critical team member or one who travels regularly for work by enabling your team to participate in meetings from any location in the world with an internet connection.

Since using these tools can be scary at first, consultation may be the best option if you don’t think you can do it on your own.

Being aware of how the workplace’s technology landscape is constantly changing is essential if you want your own business to prosper in the current era. You may rest easy knowing that your team is well-equipped with the skills and knowledge essential to not only execute their jobs well, but also progress your company, if you use the tried-and-true tactics that are acceptable for your business.

Quality IT Support

4TC take time to understand the daily challenges that your business faces. We then provide cost-effective tech solutions to these issues that will help you save time, protect vital data, and enable you and your staff to be more effective with your time management. Utilising your IT to its full potential is essential to guarantee that you and your business can thrive and grow into the future. If you would like to find out more on how 4TC Services can provide affordable tech management to your business, drop us an email or call us now for a full demonstration.

Get more from remote working with VoIP

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The classic office was permanently gone from the contemporary workplace only a few years ago. It is no accident that our reliance on technology has increased as it has developed quickly. A completely new mode of functioning has emerged as a result of this reliance. We all know that technology will develop and evolve in ways that the majority of us cannot fathom, but are you sure you’re constantly making the most of it to benefit from this evolution?

Any company in the world is free to invest money in the newest technology developments, but certain aspects of business operations must always remain the same. Communication is without a doubt one of the most crucial elements since a successful communication system is essential to the continued survival of every organisation today. The strict requirements of your clients must constantly be followed by all internal and external communication channels.

Our reliance on technology has led to a huge number of businesses marketing their goods as the best communication tools available. Now that we have a better understanding of some existing business communication practises, let’s get a sneak peek at some potential developments that could occur in the future.

The Conventional Method of Communication

Email

Email has steadily become the most significant corporate communication tool. Because it has been doing this since the 1970s, we could say that it is more than tried and tested. It has been successful in connecting the office as well as people and businesses all around the world since its creation. Rarely does technology have such a long shelf life. Email is a miracle, making it arguably the best method of business communication ever. The ability to transfer a crucial communication or document across an entire workplace and halfway around the world, with both recipients receiving it at the same time, was revolutionary in the 1970s. In contrast to today, when instant texting, simple video conferencing, and other technological marvels are ubiquitous, communication techniques were still developing in the 1970s. Though the question is no longer “Wow, how amazing is email? “, but rather “Is email good enough?

While it wasn’t always the case, most of the emails we get on a daily basis these days are simply not valuable enough. In today’s workplace, they are typically ineffective, time-consuming, and distracting. There is no place in business for scrolling through multiple pages of spam to find the vital ones.

Email can be tiresome at times; you might have to exchange messages back and forth for hours before you finally get to the point. Whatever the reason, as we have indicated, squandering time at work nowadays is unpleasant.

The phone

Since the phone was first created, not much has changed, and its significance in the workplace hasn’t altered either. Nothing beats interacting with your clients while using your tone of voice and deliberate word choice, as you are definitely aware. These approaches are almost usually much more efficient than sending an email. The phone is still not only the first but also by far the greatest option for a spontaneous encounter that is of the utmost necessity and urgency, even though there are fantastic alternatives for planned business meetings, such as Zoom and Microsoft Teams.

Don’t go too far and quit using phones altogether when conducting business. There is just one option left since modern alternatives cannot be entirely rejected: a combination of the two.

It’s time to move on because landline technology is obsolete in compared to contemporary alternatives and can no longer significantly increase business productivity. There are no exceptions; if you want to manage a prosperous modern firm, you must always be reachable. Since everything is instantaneous and there is always someone else offering the same goods or services with the promise of being cheaper or of higher quality, customers are no longer the trustworthy, dependable group they once were. They are now much more erratic than they were before. Does conducting research actually violate morality? In other words, your clients will go somewhere else if they can’t get in touch with you. The worst conceivable way to begin your connection is when a new prospective client tries to contact you but is unable to do so. If you are not constantly reachable by phone for any reason, the connection between you, your suppliers, and your customers may break, which could lead to the failure of your firm.

Meetings

Meetings are now different in kind. Everyone can recall the days when the boss would assemble everyone in one location around a desk and whiteboard while someone took minutes. Typically, this included a time-consuming process that was repeated repeatedly. It seems sense that since these types of gatherings have a negative past, they are more likely to occur under difficult conditions or when there is a particular motive for them. With the proper technology in place, businesses may embrace a new solution that eliminates the time and effort needed to schedule meetings. Many organisations today may struggle to find a day and time that works for their huge staff.

In the article that follows, we’ll take a closer look at a few of the numerous modern communication techniques that are currently in use and examine how, when used effectively, they can completely transform your business’s communication capabilities and propel you into a much more prosperous future with carefully chosen technology at the core of your company’s success.

Quality IT Support

4TC take time to understand the daily challenges that your business faces. We then provide cost-effective tech solutions to these issues that will help you save time, protect vital data, and enable you and your staff to be more effective with your time management. Utilising your IT to its full potential is essential to guarantee that you and your business can thrive and grow into the future. If you would like to find out more on how 4TC Services can provide affordable tech management to your business, drop us an email or call us now for a full demonstration.

Get more from remote working with MS Teams – The Other Features

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In the previous article, we discussed using Microsoft Teams to your fullest potential when working remotely. In that article, we focused on Microsoft Teams’ messaging functionality. We’ll examine a few additional aspects that help it stand out as a top option for remote work in this article.

Video Conferencing

Because they enable up to 1000 active meeting participants and an incredible 10,000 in “watch only” mode, Teams’ exceptional video conferencing features are generally acknowledged as a crucial contributor in the platform’s popularity. What are some of the best justifications for choosing Teams as your preferred video conferencing software?

Meetings with internal and external participants can be held

Teams provides many options for setting up and running video/audio meetings.

Meetings can be scheduled using the calendar app, which is accessed from the Teams window’s side. A helpful programme called “schedule aid” can be used to find a time when everyone can participate. The “meet now” buttons that are visible in chat threads and Teams channels give users the opportunity to start meetings immediately in case of an emergency.

Everyone, including people from outside your organisation who do not use Microsoft 365, may be invited to a Teams meeting. Simply provide their full email address, and Teams will send them a link to your meeting invitation so they can join.

Chat, screen sharing, file sharing, and group work on “virtual whiteboards”

Teams meetings involve a lot more than just talking into a camera.

A chat component can be added to each meeting you start. This can be used to share thoughts or concerns as well as essential files as the audio-visual discussion progresses.

In order to illustrate a subject, speakers may also permit audience members to share their screens with them. You may access this function from the main meeting control panel, as shown in the example below. This button can be used to distribute documents of all kinds, including PowerPoint presentations.

Meeting participants can contribute their thoughts in a collaborative manner in another way by utilising Microsoft’s user-friendly whiteboard technology. This effectively serves as a digital whiteboard and provides a free-form digital canvas for the exchange of ideas (without some of the practical limits).

‘Meeting Recap’ lets you review your meetings after the fact.

To make meeting analysis simple and help ensure that they are interesting and productive, Teams gathers shared files, meeting notes, attendance statistics, transcripts, and recordings in one place. Visit the meeting item in your Teams calendar after the event to find all the resources you need in one place. Just make sure they are on during the meeting if you want to use the tools for transcripts and recordings.

Using Microsoft Teams Phone for hosted VoIP

It is well known that Microsoft Teams offers video conferencing and chat tools. The platform’s capacity to act as a fully working commercial phone system is less widely known.

The majority of Microsoft 365 subscribers can access the “Microsoft Teams phone” service for an additional monthly membership charge; users of the 365 E5 plan get free access to the service.

So, how does it work?

Teams Phone integrates phone system features into the Teams UI, enabling Microsoft Teams to act as a portal to a feature-rich, hosted VoIP phone system. You can use the current technology (laptops, desktop computers, and mobile phones) to make and receive calls using the main contact number of your business.

Take your telephone system with you.

Customers, coworkers, and suppliers won’t be aware that you are on the phone while at work. Teams Phone offers all the features of an on-premise PBX without the limitations of permanent infrastructure. To transfer, forward, and hold calls in the same way as you would with a traditional phone system, use a single contact number.

Easily manage high call volume

Teams Phone comes with what are commonly referred to as “call centre features,” which ease the burden of handling high call volumes on your team and reduce the aggravation of incoming callers. You may reduce the work of call handlers and guarantee that incoming calls are always directed to the proper department by having the freedom to offer “self serve” options. With the “call queue” feature, you can distribute the workload of incoming calls among team members. You can also utilise the “call park” tool to temporarily pause a call if you need to transfer devices.

Infrastructure-light, heavy on features

Making use of “softphones,” Microsoft Teams Phone does not need the PBX servers or wiring infrastructure present in traditional phone systems because it is hosted in the cloud. Also, it functions with the gadgets you now use to access Microsoft Teams. Teams-compatible desktop phones are available for a more conventional phone system-like experience with the added benefit of video conferencing and chat functionality for a fully unified communication experience.

Conclusion

Because it combines intuitive instant messaging, feature-rich video conferencing, easy file sharing, the opportunity to incorporate your favourite apps and services, as well as the possibility to link your company phone system into the UI, Microsoft Teams is a truly unique communication platform. Consequently, if you’re still using a variety of technologies for business communications, why not ditch the clutter and switch to Microsoft Teams, a platform that can handle everything.

Consolidate apps with Microsoft Teams

4TC take time to understand the daily challenges that your business faces. We then provide cost-effective tech solutions to these issues that will help you save time, protect vital data, and enable you and your staff to be more effective with your time management. Utilising your IT to its full potential is essential to guarantee that you and your business can thrive and grow into the future. If you would like to find out more on how 4TC Services can provide affordable tech management to your business, drop us an email or call us now for a full demonstration.

Get more from remote working with MS Teams

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As a result of the COVID-19 outbreak, which forced millions of individuals to work remotely in the early 2020s, a number of organisations are now familiar with collaboration tools that facilitate flexible work schedules. One of these is Microsoft Teams, which has since taken the lead as the world’s favourite business communication tool. Given its extensive lateral compatibility with the rest of Microsoft 365, a multitude of unique, productivity-boosting features, and compatibility with hundreds of third-party applications, it is not difficult to comprehend why the platform is used by more than 1 million organisations worldwide.

Yet, many organisations have discovered that their preferred method of working is remotely now that the pandemic limitations have subsided.

Here are a few strategies to make the most of your Microsoft Teams remote work.

Instant Messaging

The instant chat capabilities of Microsoft Teams serve as its core. Teams gives you the option to start a chat within a Teams channel or create a separate chat with a group of your choice, allowing you to start a dialogue thread for any project or objective.

Let’s examine some of the features that Teams offers to improve the collaborative nature of instant messaging as chat functionality is available on many platforms.

Options for Message formatting

In the chat component of Microsoft Teams, you have a number of formatting options to personalise your messages. You can emphasise text by making it bold or highlighting it, adding bullets to lists, and more. A message can be marked as “important” or “urgent” to notify your group that it contains essential information.

With the “chat box,” users can do more than just exchange messages.

Several useful features are included in the Teams chat interface by default.

It enables your team to use the built-in co-authoring tool to collaborate on a document in real time by allowing you to upload files to your chat thread. Any files you put into a chat will be saved there right away and stored in the “files” tab at the top of the chat screen for easy retrieval.

Moreover, meetings may be booked directly from the chat box, and by connecting apps, more functionality can be provided. For instance, it is possible to add the “Forms” app to launch tests and surveys directly from a chat thread.

Another useful option is the ability to share your screen with the chat thread. This handy feature is perfect when your group would benefit more from an instructive example rather than a lengthy, complex written explanation. It may be accessed from the upper right of the chat screen (shown below).

Intuitive chat search features

Occasionally a message or conversation thread is lost to the sands of time. You shouldn’t be concerned because Teams makes retrieving such correspondence quick and simple. At the top of the chat screen is a search box that may be used to find messages and threads using keywords or the names of group members who are taking part in the conversation.

You can use a filtering tool to help you identify elusive messages if that doesn’t work. Filter messages to focus on specific Teams or Channels, search for messages with attachments or where you’ve been referenced or apply date ranges.

Route emails into your group chats

With Teams, you can have the benefits of both email and instant chat in real time. A related autogenerated email address that can be used to send and forward emails right into the chat thread can be requested when you create a channel in Teams. Email messages and any associated files are immediately kept in the channel’s files tab for convenient access and retrieval when they come in your thread. Even seasoned Microsoft Teams users rarely make advantage of this useful feature.

Consolidate apps with Microsoft Teams

4TC take time to understand the daily challenges that your business faces. We then provide cost-effective tech solutions to these issues that will help you save time, protect vital data, and enable you and your staff to be more effective with your time management. Utilising your IT to its full potential is essential to guarantee that you and your business can thrive and grow into the future. If you would like to find out more on how 4TC Services can provide affordable tech management to your business, drop us an email or call us now for a full demonstration.

The essential role of AI in cloud technology

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The future of AI and cloud technology integration

As multiple industries shift more into the world of cloud computing, talks of Artificial Intelligence (AI) integration in order to enhance cloud performance has continued at a dramatic pace. Combining both AI and cloud technology together, is beneficial to varying degrees, nevertheless, there is still some further progress to be made across the substantial challenges that technical developers are facing for a more cohesive integration.

Cloud computing alone allows companies to be more flexible whilst simultaneously providing economic value when hosting data and applications on the cloud. AI-powered analytical data insights plays an essential role in its enhanced capabilities in data management However, it begs the question, can AI and cloud unification streamline data efficiently and what other benefits can arise from this integration?

The role of AI integration

Due to the financial and personal sensitivity in which organizations carry, thoughts also turn to the important question of integration effectiveness and more specifically how well it can protect privacy companies are continually at risk of a potentially serious cybersecurity breach, especially because an increased rate of workforces are now working from home remotely. What many fail to realize, however, is that the cloud itself has incredibly secure security measures which block malicious web traffic through its extensive cloud firewall. An AI system substantially heightens this protection – detecting fraudulent activity based on its analytics, and anticipating multiple attacks before they even occur. In other words – having both AI and cloud technology is akin to having the ultimate super-team protection during online activity.

As increasingly more enterprises choose to invest in cloud technology, there has been a noticeable difference throughout company structures, where workflow has become more streamlined. It is clear that cloud computing as a whole, offers more agility by having all information readily available online. Data can be shared instantly between multiple devices, among various people within a company, reaching employees both across the office, and in different continents. AI offers a whole new layer to optimizing work systems, and data analysis through formed patterns, providing solutions for better quality of service for customers.

This optimization is essential due to the amount of data that the cloud possesses. Focusing on workflow enhancements in particular through this integration process improves productivity and mitigates errors in data processes. The cloud holds company information, plus the data from each employee, and with new information coming in each day, it is important to be able to command it in the most flexible and agile way that drives the digital transformation of the organization as whole.

The digital age of AI

In this current digital age, AI has the potential to impact businesses across multiple sectors substantially. When considering all of the techniques of AI utilities, it is estimated that between $3.5 trillion and $5.8 trillion could be generated annually across 19 countries, simply by integrating AI into their online workspaces. It has been predicted that cloud computing could be able to self-manage once the AI technology advances and becomes substantially more sophisticated. This means that the system would be able to monitor and manage any issues that arise and fix the issues itself, which would in turn, allow technical developers to focus their attention on the bigger picture of the strategic value of the company rather than simple system repairs. This results in a unique and powerful combination that companies can use to their advantage.

Lowering costs is a feat that every business around the globe is trying to achieve, and with cloud technology and AI integration, it can become reality. These automated solutions simplify tasks immensely, eradicating the need for manned data centers within organizations. Costs are also cut in research and development, as the AI/cloud integration can do those tasks at no additional cost.

The issues of ethics and practical implementation

While the cost-effective benefits of merging AI with cloud technology has many companies smiling, it calls into question the ethics behind employee security. Previously, there have been utterances of AI replacing a human workforce which has continually dispelled over time. Nonetheless, it does not stop workers from being concerned that AI could begin to play a larger role in a company than they do in the future.

With optimization on the tip of enterprise’s tongue, and a lessened need for workers in positions that operating systems can do better, fasting and with fewer errors, concerns are justified. It is the role of employers to assure their employees that these systems are there to work alongside them to increase work efficiency and to understand that it’s not there to replace human ability, but to augment it.

There are also concerns regarding the importance of privacy of AI/Cloud systems. As previously stated, it is a wonderful tool to secure online systems to prevent fraudulent activity – but can it be too secure? Some of the data analysis can result in false positives, accusing consumers incorrectly and inconveniencing them by the same system designed to help them. Errors like these show that human monitors are still required to ensure cases like these are few, and are able to correct these mistakes when they do occur.

Is merging AI and cloud technology worth it?

Cloud technology and AI evolving simultaneously can completely change the way people communicate and interact with technology on the whole. While yes, there are varying concerns regarding how much value AI can truly deliver if there isn’t sufficient quality data available. However, when adequate data is on hand, the integration of these advanced technologies can reduce the complexity of system processes, and aid us all with the understanding to take better courses of action.

Having technology that creates innovative ideas in order to improve upon the market, not only benefits the enterprises utilizing the tech, but also the consumers who may rely on the result of these ideas. AI and cloud technology are being utilized at an ever increasing rate, and they are propelling the wider use of tech within society to new heights, and it is not expected to slow down any time soon.

Source – The essential role of AI in cloud technology

Cloud Computing: secure and flexible technology for agile businesses

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Flexible, scalable, accessible, secure and tailor-made services. Cloud computing allows companies to access their data no matter where or when it is needed, and has encouraged the development of other services related to management and access to other digital tools to foster innovation at lower cost.

The development of Information and Communication Technologies, ICTs, and the advance of connectivity have driven the growth of such innovative and revolutionary tools for companies and organisations as Cloud Computing, a concept that may seem abstract if we think of the literal meaning of ‘cloud’, but its usefulness is gaining more and more users.  

This technology offers services and tools that are stored remotely (in the cloud), and run on users’ devices. It uses connectivity as a means to deliver them, as they are stored in the cloud.  

In this way, companies can not only enjoy access to a wide range of software, storage services and other tools based on new technologies, but also store and manage the data of companies, organisations and individuals in such a way that they are always accessible.  

How Cloud Computing works 

Cloud platforms give instant access to the information stored there, as well as to a number of services and tools such as data analysis, Artificial Intelligence (AI) and the management of the Internet of Things (IoT), so that these tools and services are always up-to-date. 

How is this possible? Cloud Computing works on the design of a network of connected servers. Thus, the servers take on the role of administrators, i.e. they are in charge of making the system work, and make it possible for users to connect to the cloud service.  

In this way, users connect to the cloud via an intuitive and easy-to-use front-end application interface. The other part of the cloud computing system is the cloud service, known as the back end.  

There are four types of cloud: public, hybrid private and multi-cloud, depending on whether the services are provided through shared servers with several users, such as Google Cloud or Amazon Web Services, or whether access is limited to a specific group of users; while hybrid clouds are the result of connecting a private cloud with a public cloud, and if the services of several cloud providers are used, it will be a multi-cloud. 

Advantages of working in the cloud 

The main advantage is that, as everything is stored in the cloud, access to it all is via the internet from anywhere on the planet, and from any device, which facilitates, among many other things, teleworking and hybrid work (face-to-face and remote) and saves companies from having and maintaining their own physical servers, and this reduces costs.  

Updates are performed almost automatically by the company providing the Cloud services, without this being done on a device-by-device basis. This gives companies access to state-of-the-art tools and powerful connectivity infrastructures at no extra cost.  

Agility is another of the main advantages offered by Cloud Computing. Companies and organisations become more efficient by having fast and secure access to innovative tools that make their work easier; they take advantage of the flexibility of digitalisation by offering tailor-made and scalable solutions, depending on the needs of the moment, and pay only for it. In this way, companies can launch more ambitious projects without having to think about large expenditures.  

Without losing control of their digital resources, customers of these services enjoy constant maintenance of the connectivity infrastructures, as well as support for these, which is provided by the company that provides the Cloud Computing service, guaranteeing total integration with existing tools and infrastructures, without the need for extra investment.  

Cybersecurity in the cloud 

However, security is probably the most prominent feature of cloud computing. These services guarantee the total confidentiality of the information stored, as well as the prevention of cyber-attacks on these platforms, as it is capable of stopping any type of attack or hacking attempt by unknown users.  

Sectors such as the public administration, banking, defence, health and industry, among others, already use this type of service, due to the reliability it provides. This is achieved thanks to the use of Blockchain, as data security is paramount: from data storage and management, to the administration of virtual desktops and tools especially focused on sales and customer management, such as CRM (Customer Relationship Management) applications or ERPs (Enterprise Resource Planning), or the creation of backup copies. Thus, in the event of a crisis, data recovery is fast and reliable. 

Blockchain is a decentralised technology capable of tracking any access to the cloud. The use of both technologies has grown so much that there is even talk of Blockchain solutions in the cloud, facilitating their implementation in all types of companies.  

Gaia-X: the European Cloud Computing Project  

Following the success of cloud services already offered by large technology companies such as Amazon, Microsoft, Google, IBM, Tencent and Alibaba, Europe has launched a project called GAIA-X. It aims to be a secure alternative in a market led by the US and China, since data is already part of the infrastructure of the digital economy, as the Spanish Ministry of Economic Affairs and Digital Transformation points out. 

GAIA-X is a European non-profit association of companies created to promote digital sovereignty in cloud environments. It aims to become a common European cloud-based data infrastructure, offering access control and re-use capabilities to those who produce information, through the creation of national hubs.  

This project is within the framework of the Recovery, Transformation and Resilience Plan and is supported by Next Generation EU funds to promote the so-called data economy, which requires a highly developed cloud, as well as “infrastructure services to store and process data, an architecture for sharing data between the different actors and high-capacity, secure, resilient and reliable connectivity”, according to the Ministry.

Source – Cloud Computing: secure and flexible technology

General Cyber Security – Basics of Cyber security

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In the last article we looked at the types of attacks. In this article we are going to look into the best practises you can follow to make your business as secure as possible.

Basics of Cyber security

Good data backup

It is crucial that you have a solid backup plan in place because cyber-attacks are more frequent than ever. By doing so, you can ensure that your IT systems and data are protected in the case of an attack. This is crucial because without them, your company will cease to function and ultimately fail.

The backup rule of 3-2-1 is what we advise. That is easy; you must always have three copies of your data, two of which must be on different storage media, and one of which must be kept offsite for disaster recovery. You may unwind and feel at ease knowing that there will always be a way to continue working when you have three copies of your data spread out in three distinct locations.

Data backup is by far one of the best tools to help you achieve risk management, which is the core concept of cyber security. You must make it possible for your team to continue working after an attack or disaster has occurred, as a cyber attack isn’t regarded as a sufficient reason to halt operations in their tracks. Customers aren’t the most understanding people, as you are probably aware; regardless of whether you have had a cyberattack, they will still want you to meet their expectations.

Secure passwords

We use good, secure passwords every day in the current world, therefore they should be a must. We have all heard the advice that using repeated numbers, symbols, or sequences is improper, and that using 12345 or ABCD is insufficient. Excellent passwords are fully random, hard to remember, and have no connection to you at all—just hard enough that you won’t forget them yourself.

To guarantee that they are operating as safely as possible, teach your employees to adhere to these guidelines when creating passwords. They can successfully combat the online crooks by adhering to these regulations.

• Use multi-factor authentication when it’s available.

• Keep this in mind when you enter the password; if it’s too simple to remember, try again. Go outside the box a bit and be mysterious. Avoid readily remembered consecutive passwords and repeated digits (such as 1234, 6789).

• Whenever possible, use a combination of letters and digits to make your password longer than 10 characters; the rule of thumb for passwords is that the longer, the better.

• Use random upper- and lower-case letters when creating your passwords. For instance, instead of starting with a capital letter at the beginning like everyone else, you can consider doing it towards the conclusion or even at random intervals throughout. The more obscure, like we mentioned, the better.

• Change your password on a regular basis; sometimes accounts are compromised without the account holder’s knowledge.

Considering that passwords constitute the first line of defence against cyberattacks, they are possibly the most crucial of all. Yet, users frequently don’t view passwords in this way; instead, they view them as a hassle, and we can’t blame them for that. A long, complex password can be tedious to type each time you log on or off, so some people make their passwords simple to remember and enter. Do not do this. More than anything else, data security must be a priority. It is important to treat the inconvenience as such. The security of your system comes first at all times, therefore always select lengthy, difficult-to-remember passwords.

Manage permissions

Controlling permissions is crucial—in fact, it’s vital—because if a hacker successfully gains access to your system because of inadequate or lax access rights, this could lead to data loss or theft. As an alternative, your security settings may occasionally be purposefully changed discreetly, opening the door for later, more well-planned attacks.

Anti-malware measures

All of your laptops and PCs, whether they are at home or at the office, need anti-malware software. The majority of operating systems have a free version. While it’s great that the vendor is giving you something for free to protect your systems, these free defences are frequently ineffective against the sophisticated attacks that cybercriminals can now launch. As a result, you should replace them right away with more advanced models.

Data encryption

This one can be very perplexing because the whole point of all these cyber security measures is to prevent your data from being encrypted by a cybercriminal, but you have to encrypt it first. Confused? If you weren’t, it would surprise me. Encrypting your own data doesn’t sound like the correct thing to do, but encrypting your own data is fundamentally different than a third party doing it without your permission. Data encryption works by encrypting your files’ and documents’ readable text so that only people you choose and authorise access to can read it. Encrypt your data as soon as possible to prevent cybercriminals from accessing it.

We hope that by highlighting the significance of cyber security in the current technological era, this essay has been helpful. We hope that by educating you on the most common attack vectors employed by cybercriminals as well as some effective countermeasures, your online environment will be safer and you and your team will be able to move forward with confidence knowing that your systems are ready for a cyberattack that could potentially be fatal to your business.

Modern Technology to Safeguard your Success

Your business depends on technology, and we want you to recognise the benefits it can bring when used in tandem with the most modern tools available. We offer the IT help you require when you require it at 4TC because we appreciate simplicity and transparency. This support includes a promise that your technology is safe from all kinds of online dangers, that it will help you run your business more efficiently, and that it will always be upgraded to the most recent version. We will assist you and direct you towards a safe and prosperous future where technology will be your buddy. Call us right away to learn how we can assist you.