Technology to Minimise the Disruption Of School Holidays

The benefits of remote working for the school holidays

With the school holidays on the horizon, thousands of businesses are preparing to manage an increase in holiday requests from their workforce to take care of their children.

For growing companies, these months can be a real hindrance to business and often create a huge slump in efficiency as employees struggle to battle the childcare challenge alongside their daily jobs. With technology vastly improving flexible working in recent years, there are now alternatives to help your business keep productivity up during the holidays.

Remote working has increased in popularity more and more thanks to cloud technologies and more flexible attitudes to office hours. Allowing your employees to work from home, or wherever suits them, gives them the chance to take care of little ones during holidays while keeping their out of office off.

Employees can easily keep on top of their daily tasks, keeping your businesses productivity up instead of grinding to a halt as soon as the schools do. The use of cloud technology can give workers the same real-time access to systems and files as they would have in the office. Furthermore, video conferencing means those vital meetings can still go ahead even with your employees dotted around the country. Allowing your employees to work remotely has a huge range of benefits for them as well as for you and your business.

Beat the Childcare Challenge

Finding reliable and cost-effective childcare during the holidays can be a real struggle for working parents. Whilst holiday clubs may provide some help, they don’t always fully cover office hours, especially for parents who must add a long commute onto their working day. Giving employees the option to work from home during school holidays can be a real help for parents who struggle to get cover for their kids while they are in the office.

The chances are that when you introduce remote working, the number of holiday forms hitting your desk will decrease dramatically as parents no longer need to use their precious holiday days to look after the kids. As a growing business, it is vital to keep your key workers on hand throughout July and August, even if they are not stuck behind their desk.

Happy Employees = Happy Business

It is no surprise that happy employees are more productive and efficient in their daily tasks. Cutting out their commute and giving them the option to work flexibly will reduce their stress levels and increase their productivity. This greater flexibility in their daily tasks is a benefit to both employee and employer, giving a boost in morale and the freedom for workers to work in an environment that suits them and their individual working style.

Studies show that those who work from home are happier in their job than those working in an office and that working remotely increases productivity by 16 per cent.

Anywhere, Anytime

Utilising cloud technology for remote and home working allows your employees to bust out of that standard 9 to 5 and work when it suits them and their lives. Giving your workers the freedom to get their tasks completed at any time of day can increase productivity and efficiency.

Cloud technologies can also allow your employees to work from anywhere with an internet connection; whether it’s at home, in the local coffee shop or on a train, they can be getting on with their duties wherever they happen to be. During the school holidays, many workers take time off just to sit at home or take the kids to visit family members elsewhere, giving them the ability to work remotely using cloud technology allows them to continue working no matter where they are.

The Best Talent

Introducing remote working for your business can give you the opportunity to hire the best talent, no matter where they are based or whatever their personal circumstances and commitments. Traditionally, you might only be considering hiring employees within a commutable distance from your office. However, the best person for the job might be situated further afield or need flexible working.

Utilising cloud technologies can help you to expand your workforce and grow your business without limiting the talent pool you can pick from. Remote working also increases employee retention, so once you’ve hired the best people for the job you have more chances of keeping them for even longer by giving them the flexibility to work where and when they want.

Get your business school holiday ready

There are a vast range of technologies out there to help growing businesses make the most of their employees during the holidays, so there is no need to let the slump slow you down. At Cyan, we offer a range of remote working solutions to make sure your business is still running at full capacity. Even when school is out, you can utilise cloud solutions to boost your productivity. Get in touch for free advice about introducing cloud-based remote working in your organisation.

Cyan delivers a tailored cloud based solution

The way businesses need to work is changing fast. Employees, and consumers, want more flexibility, quicker access to information, and the ability to work and communicate from anywhere at any time. All without compromising security or giving people a muddled or fragmented experience.

Why move to the cloud?

Fewer and fewer companies are choosing to invest in traditional onsite hardware. Instead, they are embracing a modern way of doing business that removes the upfront expenditure and burden of onsite IT whilst empowering staff to work more efficiently.

A cloud solution allows you to leverage industry-leading technology, often too complex and expensive for small and medium sized businesses to afford. You get the performance and reliability of enterprise-grade infrastructure without the associated costs or management overheads. You also significantly reduce cyber risk as key business assets are protected in secure data centres.

Why choose Cyan cloud services?

With so many cloud services available in a swamped marketplace, selecting the right solution for your business is crucial. Standard cloud models often aren’t a good fit and business suffers as a result. When you start to lose control of important IT assets or governance of sensitive corporate data, then the risks quickly escalate. You may also need to respond rapidly to fluctuating customer needs. This is a modern-day challenge for any business.

Cyan cloud services are built and tailored to suit your exact needs. Your servers, software applications, company data, licencing and security concerns all taken care of in a protected, dedicated cloud environment, fully managed and supported by our team of experts.

Everything you need is delivered in a single solution, giving you the performance and control of onsite IT, but with the flexibility and efficiency of a cloud model. With no upfront costs and affordable monthly subscription payments, you can scale and budget as you grow.

Benefits of a Cyan cloud desktop

  • Integrated desktop experience: All users see a familiar Windows user interface from any device.
  • Centralise company data and file sharing: Moving your company data and network shares to the Cloud allows you to manage all your files in one location and take control of access. We can set permissions for file and folder access, prevent files from being moved to public Cloud storage such as Dropbox, or even prevent files from being downloaded to external USB drives.
  • Application compatibility: Your business applications – including industry specific software, finance suites (such as Sage), CRM, etc. – that currently run on your onsite servers will be migrated to the cloud and used in the same way they are now. This also removes any dependence on your software vendor making their app cloud-ready.
  • Microsoft Office 365 integration: Continue to enjoy the benefits of Microsoft Office 365 including SharePoint and Exchange email. We even install the familiar Microsoft Office suite (Word, Excel, Outlook, etc) on your Cloud desktop, so your team will have a single place to go to access everything they need.
  • Cloud desktop personalisation: Your team can personalise their Windows desktop and use the familiar shortcuts and desktop settings they’re accustomed to.
  • Cross-platform capability: Your team will be able to connect and work from any device including PC, thin-client, Mac OSx, iOS, and Android.
  • Reconnect from different locations: The Cloud desktop reconnect feature allows you to start working on one device, for example, your office computer, and then easily continue working on another device, for example, your home computer, without losing what you were working on.
  • Exceptional performance: You will experience fast and reliable performance even if you are using older computers or connecting over slow Internet connections. This greatly improves the user experience and productivity.
  • Access to locally attached devices: Print and scan as normal, directly from the Cloud, to locally installed printers, scanners or copiers.
  • Enhanced security: Meet compliance and regulatory requirement and reduce cyber risk; protect against loss of sensitive corporate data; restrict access to software applications or files and folders for tighter security; centralised roll out of critical security updates and patches instantly protects all your assets.

Our approach

We work with you to truly understand your business and your needs not only now but in the future, to ensure we plan technology solutions which will support the delivery of your growth and development ambitions. We will then create a flexible infrastructure, harnessing the cloud technology to ensure your data is secure and accessible whenever you need it. But it doesn’t end there. We also provide ongoing support and maintenance, proactively updating software and monitoring your systems, making changes and recommendations as necessary.

To discuss how migrating to a fully cloud based platform could help develop your business further contact one of our experts today.

Using The Cloud For Your Disaster Recovery Strategy

One of the priorities for every IT department is to ensure there is a sufficient recovery strategy in place should a disaster happen. Small businesses can lose thousands of pounds for every hour that their IT system is down. The best way to limit the costs and the damage of IT failure is to prepare for the eventuality and ensure there is a backup plan ready.

With over 60% of businesses using cloud technology in some form or other for their infrastructure, it is clear that a cloud solution can significantly help with the day to day. However, the cloud can also help with secondary workflows that include backup and archiving to help with your disaster recovery strategy.

Traditional disaster recovery strategies for businesses are expensive and inefficient; they often require multiple solutions as well as labour and maintenance which can increase the costs dramatically. Cloud-based solutions already offer increased security for businesses, and with a cloud-based disaster recovery strategy, you have a secure, scalable disaster recovery strategy.

If you want greater agility and protection for your business, should the worst happen, then a cloud-based disaster recovery could be a cost-saving solution that will help your business to feel prepared for every eventuality.

The benefits of using the cloud for your disaster recovery strategy

Reduced manual backup

A cloud-based disaster recovery strategy will automate the backup process for you. This helps to free up time and resources needs for manual backup. This is particularly helpful for businesses with a small IT team who need to dedicate their time to strategic aspects of IT and the company as a whole.

Taking time to manually backup data means time is taken away from troubleshooting, improving systems and creating efficiencies. Instead, the manual backup will require reviewing archives, monitoring progress and ensuring there is sufficient space and storage for backup. All of these processes could be significantly reduced with an automated cloud solution.

Predictability

Using a cloud-based system for your backup helps to ensure predictability not only for automated backup but also for knowing your costs. Having a cloud system for your disaster recovery strategy typically comes with a set monthly fee which can help you when it comes to budgeting and ensures you know your costs beforehand.

Utilising another provider for your backup and disaster recovery strategy also frees up IT staff, as well as the cost of time and resources, to give you better reliability and assurance that backup is always taken care of through immediate automation.

Immediate backup

When it comes to internal backups, companies rarely check their systems to see if they can recover and restore all data should the worst happen. Many businesses will only complete a backup process at night which means retrieving all data in a situation is almost impossible.

Cloud-based solutions use a continuous backup method which means you’ll lose minimal data should a disaster strike. As the cloud automatically detects and transmits changes to files, there is no manual process involved, and you do not need to worry about when the backup takes place. All of the data restoration is taken care of for complete peace of mind.

Off-site

Even if your business has a robust data recovery and disaster management plan, if your equipment for backup is on the same site as the business then it may not help you at all. Should the workplace suffer from an unforeseen accident such as a flood, storm, burst pipe or fire, then your servers and backup systems are likely to suffer, and you will lose all of your data.

With a cloud-based solution, you have backup data in an external location. This means that should there be a problem in the workplace, your data will remain safe. As cloud backup occurs within minutes, you know that data is safely stored offsite from your organisation which gives peace of mind and can help to relieve any backup issues such as loss of revenue, lower productivity or negative customer feedback.

Security

As many customers who already take advantage of the cloud for their day to day running will know, a cloud-based system can give an organisation additional security. A cloud-based solution keeps data secure by being offsite and using data encryption; this means that only authorised users can access and decrypt the data.

Data encryption in the cloud is also applicable to backup and archived data which can significantly add to the security of the organisation which can help to reduce the risk of security breaches for organisations as well as providing peace of mind to customers.

Plan your disaster recovery strategy

When it comes to planning your disaster recovery strategy, it is essential to not only prepare for the worst but make sure there is always a robust system in place that works for your business. At Cyan, we can help to make sure you have a secure and effective disaster recovery plan in place using the cloud. If you want to protect your business and prepare for every eventuality, get in touch with our team of expert advisors.

Managing Security With Remote Workers

Remote working is increasing rapidly. Staff who are travelling for business, working at home or commuting still want access to the same information they can receive while in their workplace. The increase of remote working undeniably helps organisations as well as assisting remote workers to stay in the loop and be efficient.

With remote working, staff can be more productive, there is a contingency plan in place and data can be shared with ease. However, with the increase in remote working comes an increased risk of security breaches. Those who are accessing work data inappropriately could be breaching the security and confidentiality of the business. For the organisation, particularly with GDPR in place, it is essential to manage and bolster security systems, so that remote working does not leave your business vulnerable.

Why is managing remote working important?

With employees that are keen to access work information outside of the workplace shows a commitment and conscientiousness to your organisation. However, many employees do not realise the risk they pose to the security of your business.

Recent studies have shown that almost a quarter of employees would use free WiFi hotspots to access their work emails. As well as this, 28% of employees will email work documents to and from their personal email address. Many employees do not realise that unsecured connections such as WiFi hotspots can pose a significant threat to cybersecurity, with cybercriminals being able to access information on low-security connections.

Fortunately, there are several ways that organisations can reduce the risk and help to manage security with remote workers.

How you can manage security with remote workers

Strong passwords

Having a secure password can give protection from hackers and more peace of mind if a device is lost or stolen. Organisations can implement password requirements such as having a minimum number of characters as well as asking for multi-characters. Organisations can also ask employees to have different passwords for different systems as well as imposing a two-step log-in process.

Create public WiFi guidelines

It is not always feasible for remote workers to connect to trusted networks, particularly when travelling or staying in a hotel. However, you can create a cybersecurity policy which explains how to use public WiFi with the most care. It is wise to define what systems they can access and which they need to refrain from when using a potentially unsecured network.

Mobile device management

As well as securing mobile devices with passwords, it is also essential to help boost your security if laptops or mobiles are lost or stolen. Utilising mobile device management software or applications can help your business to track lost or stolen devices as well as implementing additional security to protect business assets on the device.

Use the cloud

Hosted cloud desktop providers will use data encryption technology to transport data throughout the company intranet. If employees log in to your system using a cloud-based virtual desktop, there will be added encryption for confidential information between the remote worker and the business. Providers of cloud-based hosted desktops will typically have a range of security certification for additional peace of mind.

Monitoring

Your business can take advantage of 24/7 monitoring of your security systems which can help to quickly identify a threat and help you to prevent or reduce the issue rapidly. 24/7 monitoring will also help your business with future security planning as you can start to uncover common problems that your business faces. Using monitoring to protect your network will include analysing all remote workers as well as all of the mobile devices in your organisation.

Training

Many employees do not receive robust cybersecurity training that includes remote working. Staff should regularly receive cybersecurity training that helps them to understand the risk and how specific actions such as using public WiFi and public computers can threaten security. Using monitoring alongside training can help you to enforce your cybersecurity policies and make it easier to focus the training on specific issues that threaten your business.

Email encryption

As emails are one of the most popular technologies for remote workers, one of easiest ways to improve your organisation’s security is by using email encryption applications. Investing in the management of corporate email and using the safest technologies for email is essential for many businesses who use email without even thinking about its vulnerabilities.

If you need help securing your IT for remote workers, call us today so we can help you plan and implement a robust cybersecurity strategy.

Our Guide To IT Budgeting

Budgeting for your business is never easy. One of the hardest aspects to budget for is your IT strategy and requirements. Whether you base it on projects, annually or quarterly, it can seem impossible to know how to budget when you must manage costs and prepare for unexpected situations.

However, when IT budgeting is crafted correctly, it can serve as a useful and influential roadmap for the future of the business and the strategy you are taking. Your budget can not only be the plan of finances but can be how you communicate where you want your technology strategy to be and how it can help the organisation as a whole.

A good IT budget will not only help you to prepare for the costs of the project or year but will also help you to set your priorities, so you know what to aim for and what is vital for your business. Not only does the budget help the IT department, but it also helps line managers in other departments. They can see and input the activities that lie ahead and help your IT plans to be supported across the company.

So, how do you start to prepare your IT budget?

How to prepare your IT budget

Firstly, the organisation needs to decide how best to allocate the IT budget. Some organisations want to assign an IT budget to each department and use a chargeback system. For some businesses, this can work, for others, it can be too complicated and challenging to instigate and work effectively. Either way, the IT department itself will need its own budget for day-to-day maintenance.

It is essential to begin your budget so that it provides a level of detail that builds a substantial case for approval but also doesn’t require micro-management. It needs to be flexible but still be a driving force behind your technology plan.

Secondly, you need to include the vital aspects of your IT budget.

Eight essentials to include in your IT budget

1. Upgrades

It is likely that you will need to upgrade outdated software and hardware and it is best to be prepared for the cost of this.

2. Staffing

While some IT staff costs may be covered through the HR budget, you may need to incorporate staff into your IT budget whether you are expanding the team, promoting, increasing training or purchasing new equipment for the team to use.

3. Software

Software can sometimes seem like an unnecessary expense, but software can help to make staff more efficient and productive, which can, therefore, cut costs and boosts profits for the overall organisation. Regarding software budgeting, always run a cost/benefit analysis. Remember, you don’t have to spend your entire budget just because you have allocated a cost.

4. Cloud

The use of cloud technology continues to increase, and your business needs to prepare for it. Whether you expand into more cloud-based solutions, require more storage or need to strengthen your cloud security systems, this will take a chunk of your budget.

5. Mobile technology

Handsets quickly become outdated, and data plans increase rapidly. You need to account for increasing spend whether this is for new employees, upgrades for all staff or incidents when devices are lost, stolen or broken. As well the devices and data, you may need to also account for applications that enhance security such as mobile device management.

6. Training

The IT department has considerable responsibility for maintaining cybersecurity across the whole organisation. As well as strengthening systems internally, the IT department will need to deliver regular training to ensure staff remain complaint with IT policies and do all they can to support cybersecurity for the business.

7. Backup

Your budget will need to account for a backup solution, whether you need data back-up to a variety of locations or upgrading your own backup hardware. Within this you may also need a back-up for internet connection should your chosen solution fail, and you need to get everyone back online quickly.

8. Disaster

Every IT budget should declare a proportion of the budget for disaster planning. There could be many aspects that go wrong, from broken hardware to data compromises or server issues. Whatever aspects that you manage within the IT department make sure to dedicate a proportion to covering any disasters that may occur.

Flexible planning

While it can be stressful to make sure every pound is allocated correctly, it is important to remember that fluctuations will happen, and you need to prepare to be flexible. Always consider your budget as a work in progress and try to tweak it where you need to so that your strategy remains on track.

If you need advice on IT budgeting or are looking to upgrade your technology solutions for cost-saving, security and efficiency, then get in touch with Cyan Solutions to find out how we can help.

What support should you expect from your IT provider

With so many things that can go wrong in IT, from hardware not working to lost files to data security breaches, what should you be looking for when choosing a service provider? There is a wide range of support available and not all suppliers are the same, even though the terms they use may be. How do you choose between them and ensure your solution matches what you need within your budget?

Here are some of the essential services you should demand from your managed services;

User Support

You should expect your Helpdesk team to deliver immediate assistance whenever needed. At Cyan Solutions, we provide unlimited help and guidance over the phone or can connect to systems remotely to fix problems, carry out maintenance work, or assist users when they have questions. Additionally, if we can’t resolve an issue remotely we will despatch an engineer to your site at no extra charge.

Infrastructure Support and Maintenance

Our engineers will manage and support your entire IT infrastructure and ensure your business is operational and compliant. We’ll keep your network secure, and your systems up-to-date. From servers to software licenses, whether in the cloud or onsite, we’ll maintain your entire IT estate and make sure it delivers exactly what you need.

IT Security

We manage security across all systems and devices under our control and combine industry-leading tools to deliver a unified security suite. We’ll keep users safe by protecting email, web browsing and cloud applications, we’ll secure Internet gateways from the threats of hacking and intrusion, and we’ll shield your systems with award winning anti-virus and malware defence. Our team will monitor security across all areas of your business and analyse and remove any potential threats as they occur.

Backup and Disaster Recovery

We safeguard your business against outages, fire, flood, theft, human error, ransomware and even hardware failure. We manage the entire backup process ensuring your important data, applications and databases are kept safe and secure. From a single file to an entire failed server, we have the tools to recover your business from complete disaster within hours.

IT Purchasing

Having in-depth technical knowledge of your business puts us in the perfect position to make important recommendations based on the true needs of your organisation. For example, we can supply and install new systems and software, we can design and build a more efficient network; or provision and integrate emerging Cloud technology.

Performance Monitoring

We proactively monitor your computers, servers, network and Cloud services and take immediate action to identify and fix smaller issues before they have time to develop into bigger problems or downtime. More importantly, we can ensure that system performance is optimal at all times.

IT Reporting

Having insight and visibility in to your technology, with all its related statistics and performance measurements, is key to justifying future direction or making important business decisions. Our reporting tools are designed to extract valuable information about your systems, your users, IT efficiencies, productivity and security

As an absolute minimum, these are the service levels you should expect from any provider. However, the real benefits come from working in partnership with your supplier, so your technology infrastructure becomes fully integrated with your business plans and is developed to meet your growth ambitions.

At Cyan Solutions we become an integral part of your team, planning your technology capability in line with your organisational strategy, creating the right solution for you and ensuring it is maintained ongoing. Contact us today to discuss your IT support needs.

How Blockchain Gives Transparency to Charity Spending

The future of the financial industry is changing rapidly. Cryptocurrency is no longer an obscure payment system but is now a mainstream economic opportunity for businesses and consumers. With this rise of cryptocurrency comes a great deal of challenges and opportunities for all manner of people, businesses and even charities. With this in mind, what are the risks and benefits that cryptocurrency and blockchain, the technology behind cryptocurrencies, for charities and aid organisations when it comes to trust and transparency?

What is blockchain?

Blockchain is the technology that supports forms of cryptocurrency such as Bitcoin. Blockchain technology creates a ledger of transactions that can be accessed and maintained by all users of the cryptocurrency system, rather than just a single entity or person.

Essentially blockchain is a decentralised public ledger. A bank or financial institution do not hold it. It is accessible by everyone. As well as recording financial transactions, it can record all manner of other information, such as members of the charity, smart contracts, processes and non-financial donations. With this decentralised public ledger, it is no longer about cryptocurrency transactions, but about making organisations, charities and businesses more transparent.

With blockchain, charities have to opportunity to accept both tangible and intangible assets. From a financial donation to intellectual property, blockchain gives charities the opportunity to receive and record all manner of assets and gifts, which could significantly change the function of charities and the way that donors support their chosen charities.

How can blockchain boost transparency and trust in charities?

One of the most significant aspects of blockchain is the fact that it enables total transparency. Blockchain is a public ledger that is accessible to all. Whilst donors remain anonymous, the system is transparent, so you can trace donations and expenditures.

No third-party involvement

One of the ways that blockchain can enhance trust in charities is the fact there is no single entity or bank who oversees and controls the finances. Everyone has access, and there is no requirement for a trusted (or untrusted) third party such as a bank to manage the finances, giving a degree of security.

Donation trail

Another way that blockchain can boost transparency is that donors can follow their donation throughout the blockchain process. This means they can see where their money goes and the end product of their contribution. Providing charities are honest about their financial system, this can give trust to donors, that their donation is actually going to a worthwhile cause and is being used in a preferred manner.

With donations being completely traceable, donors may be more inclined to give more support to charities who are doing noticeable good and spending money wisely. Conversely, this transparency may mean donors stop donating to charities whom they do not believe are spending money appropriately. This, of course, can be entirely subjective to the donor but carries implications of trustworthiness for charities.

Charity regulation

Blockchain supports systems known as smart contracts; these can be set up to ensure that certain stipulations, rules and regulations cannot be broken. This works through an algorithm, making it impossible to violate set terms that are stated in the smart contract. With this in mind, it could certainly make charity regulation much more efficient.

Governance can be conducted through algorithms with transparency always shown. This reduces lengthy and difficult audit processes, which can be both time and resource-draining. Instead, regulations are always enforced, making it impossible to break the rules and, therefore, make regulation streamlined, effective and cost-efficient.

Real-time finances

Annual financial reports for charities can be eye-opening for all interested parties. However, blockchain would allow real-time financial reporting and analysis, further adding to the transparency. Instead of a yearly review, everyone knows the state of the financial affairs at any time which can help instil trust and support. It can also help with crucial decisions for action needed by the charity.

The fact that finances are reported in real-time makes it easier to instigate changes and be adaptable to the financial situation, the level of trust between donors, the charity and suppliers can be enhanced with detailed accuracy.

Charity members

If blockchain technology were utilised to create and oversee charities, then it would be easy for everyone to access their legal entities. It would enable people to see which people are registered for the charity. Individuals could also access the documents of the charity. This can allow people to see who has an overriding interest, or works, in the charity and understand more about the goals of the charity.

Not only would blockchain technology give people a clearer idea of the charity but it can also help to streamline the registration process making it much easier, quicker and cost-effective to manage.

While there are many ways that blockchain technology can help to instil trust in charities, it is these same methods that can make people lose confidence and trust in the organisations too. It is vital that charities start to think about the implications of blockchain in their transparency so that they can be prepared for the future of the finance, regulation and transparency.

How to Make Sure Your Staff Don’t Breach Your Data Security

It may be the cyber attacks which make the headlines, but the most common breaches are the ones that occur internally in your organisation. In fact, around 90% of data breaches are caused by human error. Staff are often responsible for data breaches, from losing a memory stick to sending the wrong file or even emailing the wrong person.

With GDPR coming to effect very soon, many companies are focusing on the technical aspects of data encryption and systems analysis to ensure compliance. However, staff training and awareness is also essential to maintain data protection compliance and reduce the risk of a breach which could cause a hefty fine under the GDPR.

So, how can your organisation manage the biggest risk of data breaches?

Five top tips to ensure staff do not breach your data security

1. Have a GDPR staff meeting

It is vital that every member of staff understand what GDPR is and how they are directly affected as a result. Explaining the risks of a €20 million or 4% of your global annual turnover fine can help staff to understand how critical data compliance is. In this meeting, you can also explain your own policies and procedures regarding data compliance. If staff understand that data breaches can lead to dismissal and disciplinary action, it can help to highlight the importance of being data aware.

2. Create a personal information training checklist

A simple checklist that can be signed by the trainer and staff member can help to make sure that staff understand data from a personal point of view. It is also an easy addition to induction training to make sure every member of the team understands your data policy. The checklist can include aspects such as;

  • Knowledge of secure passwords
  • How to lock/logoff computers when away from their desk
  • Secure shredding policy
  • Visitor area restrictions and clearance policy
  • Personal information encryption
  • Back-up and storage of data
  • Clear desk policy
  • Not opening links, downloading unknown files or opening foreign USB sticks

3. Make training relatable

Instead of an off the shelf training course, a relevant training course that covers the activities of your business will be much more interesting and engage your employees. GDPR and data protection can affect organisations in different ways. By understanding your specific risks and activities, you can make sure the training applies to the situations that your staff face.

As well as making the training bespoke to your business, it is well worth opening discussion after training to make sure employees have the chance to ask questions for any aspects they do not understand and raise ideas that can help your business from their perspective. After all, there may have been a vital process that could have been missed.

4. Create an information request policy

Frontline staff may come into contact with customers requesting knowledge of the personal information that you hold about them. As part of GDPR, individuals have the right to know what personal information that your business owns. Your staff will need to be aware how to handle an access request and ensure that no data breaches take place by fraud.

Staff will need to know that there is a maximum £10 fee for requesting information and that your team needs to respond within 40 days to any customer information request. This means that communication must be checked regularly and processed with appropriate urgency.

An essential aspect of the information request policy is when other people’s information is contained within the response given to a customer. This is a common area where a data breach can occur.

5. Keep staff aware

Data compliance is not a one-off training event; your organisation will always need to keep data compliance at the forefront of their work actions. Using incentive, games and rewards, you can help to keep GDPR and data protection relevant and prominent in the workplace.

From e-learning, customised training and checklists, you have a wealth of tools to help highlight the importance of data compliance at regular intervals. Make sure training and catch up sessions are routine and if you make any modifications to your data policy, keep the team informed and use techniques to ensure your new processes are fully understood.

It may be worth conducting mystery shopping and random testing to make sure all your staff are fully compliant, while incentives can ensure they remain enthusiastic and keen to comply.

Discover more top tips from Cyan Solutions

If you need any help in securing your company and reducing the threat of data breaches, then Cyan Solutions can help. At Cyan Solutions, our IT experts can help to assess all the internal threats that your business faces. Furthermore, we can use our experience and expertise to give you our top tips to ensure your staff are ready and prepared for data compliance changes and GDPR.

 

Harnessing Technology to Enhance Housing Associations Performance

In all organisations, there is an increasing need to adopt a more streamlined digital strategy. In a rapidly changing arena, many housing associations are suffering due to the reduced investment, funding cuts, the mandatory rent freeze on social housing and the fact that there is a relatively slow uptake in digital efficiency. For housing associations to thrive, harnessing technology is vital in order to enhance performance and make the changes that are desperately needed in the fast-paced digital world.

In terms of digitalisation, the housing sector seems to be far behind other industries. There are many reasons why this may be. Firstly, the fact that many housing associations are fragmented, making it difficult to adopt a singular system. Another issue is the fact that there is a reluctance to switch from the legacy systems currently in place. One of the main problems is the initial investment that going digital takes, which can seem like an unnecessary cost in times of cuts and budget restraints. However, by adopting a digital strategy, housing associations can actually save money as well as enjoying a host of other benefits.

How housing associations can harness technology

One of the most significant ways that housing associations can enjoy the benefits of digitalisation is through adopting a cloud-hosted platform. With this, all team members can enjoy real-time access to the necessary systems on any device at any location. This means that those on-site with customers can instantly log reports. Furthermore, associations can reduce infrastructure and office costs with the flexibility of a cloud-based system.

Another opportunity for digitalisation comes from the automation and processing of customer information. Digitalisation reduces the need for paper forms that need manual processing. Instead, you can store all customer data in secure, personal accounts. This reduces the need for repetitive form filling and repeated information.

Organisations can also perform customer service functions digitally. In fact, using digitalisation, customers can find the answers to their questions instantly, meaning they can effectively self-serve should they have any issues. This will significantly reduce the time taken to resolve problems by staff.

Technology can also provide further communication methods. Using a digital system, customers can engage with the team in multiple ways such as online chat facilities as well as email and traditional methods. With customers becoming increasingly digital-savvy this is an ideal method of communication. The fact that customers can find answers for themselves, through a knowledge base, for example, can significantly reduce the workload for staff too.

Not only can technology improve customer relations, it can strengthen supplier management too. With a system that can be accessed by tenants, association staff and suppliers, problems can be actioned and addressed quickly. Everyone has access to the information they need, and this can stop vital information or actions from being missed.

The benefits of technology for housing associations

Cheaper transactions

When it comes to processing transactions, housing associations can reduce revenue through processing. However, it has been found that online transaction processing can save significant costs. In fact, online payment is 20 times cheaper than phone transactions and 50 times cheaper than face to face

Quicker processing

With real-time access to systems, staff can log and process issues much more quickly, which can then provide more customer facing time to increase services and greater flexibility with travel time and costs as things can be actioned on the go.

Enhance service levels

One of the primary benefits of digitalisation is the fact that customers receive a better service. They have the opportunity for 24/7 advice and help thanks to a knowledge base and the fact that account information is accessible. The fact that actions can be completed online means customers have no restrictions with time or having to speak to the right department.

Cost efficiency

While there is an initial investment in going digital, the benefits far outweigh the costs in the long-term. In fact, Croydon London Borough Council estimates savings of £20 million in 2018 thanks to their digitalisation. This is mainly due to the fact that customers are only asked for their information once with their digital records.

 

With increased performance, customer engagement and satisfaction and cost-efficiency, housing associations that choose to go digital can reap the benefits. From reduced operational costs to a more productive environment, there are advantages for all involved.  Furthermore, those that resist the changes will find it harder to adapt later and will have to do so, with an ever-decreasing budget.

Why Your Phone System is an Essential Part of Your Technology Strategy

When it comes to technology, it is essential that every part of your business stays up to date. In many organisations, traditional methods of communication such as fax and telephony are still vital. However, the fact the companies still use traditional methods does not mean the business lags behind technologically. With internet telephony, you can enjoy the freedom and benefits that digitalisation provides, without forgoing your most important communication tools.

Internet telephony is one of the most critical technologies for businesses who still value speaking to clients, suppliers and team members. It allows the use of traditional communication methods but with more freedom, flexibility and a wealth of business benefits.

What is internet telephony?

Internet telephony is a technology that allows communication (voice calls, voicemail, faxes, etc.) to be made anywhere with an internet connection and internet-enabled device. The digital system converts voice and other communication forms into a digital signal so they can be transferred across the internet to reach the recipient.

This digital signal enables a variety of different communication forms, allowing a mix of communication from fax machines, phones, PCs and laptops. In fact, any device with internet and an enabled system can utilise internet telephony, and no landline is needed.

The guises of internet telephony

There are many names for internet telephony, while some offer slight differences, they are commonly used interchangeably. These include terms such as;

  • VoIP (Voice over IP)
  • Broadband Telephony
  • VoBB (Voice over Broadband)
  • IP Telephony
  • OTT Voice Services (Over the top voice services)
  • Broadband Phone Services.

The benefits of internet telephony

There are many advantages to using internet telephony as a business technology, here are just some of the many benefits that you can achieve by adopting this strategy for your business.

Increase productivity

The fact that staff can make and receive calls and faxes wherever there is an internet connection can significantly improve productivity. Whether they are working at a customer site, in the office or at another location, as long as they have internet, they will be able to communicate as necessary.

The agility of an internet phone system means that your workplace can be much more flexible and ideal for remote workers. This enables staff to action and answer calls wherever they are, which increases their productivity. Some services even offer a dedicated smartphone app to make internet telephony even easier on the move. Furthermore, there is no waiting for answers, for colleagues, customers or suppliers.

Cost efficiency

One of the primary benefits of an internet phone system is the cost savings you can achieve. Once you have a system set up, you are only paying for the service and the internet. There are no additional costs for long distance calls or roaming. Your costs are contained to your internet telephony provider and will be based on the quality of the service that you want to receive and your internet connection. You will not be charged for calls or faxes that you make or receive, wherever you are in the world.

Business stability

Having an internet telephony system means that you can keep the same number as long as you stay with your service. This means that you do not have to change your number if you move offices or workspaces. The number is not a landline, and will stay with you. This helps with the stability of the business and the fact that customers will be able to contact you, without the need to update their contact numbers.

This system is valuable when you do not have a dedicated workspace or a traditional work set up, as you still appear professional and trustworthy to customers.

Never miss a call

One of the benefits of internet telephony is that it can link to many devices. You can connect calls and communications to your desk phone, smartphone, PC and laptop. With this in mind, you will never miss a call, even if your battery has died or you are away from your desk. Customers will be able to get in touch with ease; you can reduce the number of callbacks and avoid the problematic game of ‘phone tag’ that can occur when you miss a call.

Local number

Another advantage of internet telephony is that fact that you can choose a local phone number, despite being located somewhere else. If your customers are concentrated in a particular area, you can select a local number, to enhance trust but actually answer the calls from anywhere in the world.

You can have multiple local numbers to satisfy all customer locations yet save on costs in terms of regional call centres and dedicated area staff.

Improve your communication technology strategy

At Cyan Solutions we conduct complete communication audits and total reviews of your technology systems to ensure that you have the most appropriate, business efficient solutions in place. We can help to provide your internet telephony system, complete with cloud hosting solutions to ensure all of your technology strategy is cohesive and beneficial. From encryption through a virtual private network to high bandwidth to support a quality service, we can assess your needs and ensure you have a practical and effective system in place. Get in touch for helpful advice from our friendly team.