Enhance your organization’s cyber resilience with cybersecurity tabletop exercises. Simulate real-world cyber threats to fortify response and recovery capabilities.
Learn about the benefits of working with an IT managed service provider (MSP) and how outsourcing your business IT needs can improve productivity and reduce downtime. Find out how to choose the right MSP.
Advanced Tools for Comprehensive Threat Detection and Proactive Defense
By Chris Bierasinski, VP of Business Development
IT Insights of Rochester is a local IT service provider offering managed IT security services and technology solutions in Rochester and nearby areas. Visit our cybersecurity protection services page for an overview of the various levels of protection we offer.
This is the third entry in a four-part series of articles. Our previous post explored significant threats targeting small entities and focused on user cybersecurity. In this post of the mini-series, we’ll explore three powerful tools that form the cornerstone of our third level of cyber-related protection.
ENHANCING YOUR COMPANY’S CYBERSECURITY DEFENSES WITH ADVANCED TOOLS
Are you seeking ultimate protection for enhancing your company’s defenses against cyber threats? This article is for you. Here we will discuss how the tools we leverage surpass traditional antivirus software by providing comprehensive threat detection and response capabilities. Additionally, we will explore our ability to proactively track threat vectors across your network, devices, and digital assets – a critical capability for strengthening security posture. To finish up, we’ll talk about the benefits of receiving daily reports on compromised emails and passwords and how we use them. Sound good so far? Let’s dive in.
POWERFUL ORGANIZATIONAL SECURITY
Our third level of protection is IT Insights’ ultimate solution for comprehensive security hardening and features three powerful tools.
Endpoint Detection and Response (EDR)
If antivirus software is similar to armor, EDR by Huntress is your network’s fortress. Huntress is an incredible EDR and a managed SOC, all for an incredible price. Using Huntress EDR, IT Insights tracks threat vectors across your network, devices, and digital assets. This approach fully analyzes all threats to your environment. EDR is also an aspect of cybersecurity protection that insurance providers frequently ask about on applications.
AI-Enabled Cyber Defense
We also offer Huntress’ managed Security Operations Center (SOC). It uses advanced technology to monitor and protect against serious threats all the time. The application’s AI diligently reviews threats, flagging any issues requiring attention, with human experts reviewing these flagged threats. Huntress informs us immediately if they discover a genuine threat – day or night. This allows us to promptly address the issue. In severe cases, the program automatically quarantines the affected device or application to prevent transmission.
These formidable tools reinforce your company’s security, ensuring a bulletproof defense against potential cyber threats.
AI-Enabled Cyber Defense Domain Security, Password Leaks, and More
In our third level of protection package, we also configure DarkWebID on each email tenant. This program scans dark web directories for leaked email addresses using your domain. Daily reports notify us of compromised emails and passwords. If found, we will assist in taking appropriate action. If a user has a leaked password with one of your business email addresses, we will receive a notification as soon as that report is available.
This tool allows us to know if there are any leaks within an organization that may be causing widespread problems for your general security and access to your tools. By actively monitoring the dark web, we gain access to the very databases that the hackers are using to come after you.
Internal Deep Scans to Find Loose Ends
RapidFire Tools is a scanning tool that we will configure and execute specifically for your network on an annual basis. It can delve into and scan across your organization’s systems in a manner that would be physically impossible for any team of human eyes, regardless of size. This tool processes and detects any vulnerabilities that may pose cybersecurity risks or compliance and regulatory issues.
By utilizing this tool, your account manager will be able to gather a year’s worth of information in just a single day, enabling them to provide a comprehensive health check that can lead to tangible improvements in your operation. It offers an incredibly detailed assessment of your organization, which is presented to you by our highly skilled account management team.
COST-EFFECTIVE DIGITAL SECURITY SOLUTIONS FOR SAVINGS
Real-World Results
We have full confidence in the exceptional tools we’ve assembled, which offer top-tier security at a remarkably reasonable price point. These solutions not only save money but also prevent financial losses from cyber attacks and reduce overall IT operating costs. But you don’t just have to take our word for it.
How Our Third Level of Protection is Helping Clients
A client who has implemented all of the tools highlighted in the first three articles shared exciting news—her business’ cybersecurity insurance premium decreased by $500 monthly. According to the insurance provider, this was an unusual case where rates dropped. It was the only premium reduction seen by the provider that year.
Seeing firsthand the positive impact of our security tools in enhancing digital assets and saving clients money brings us immense satisfaction.
Critical Insights and Essential Tools to Increase Your Protection
By Chris Bierasinski, VP of Business Development
IT Insights of Rochester is a local IT service provider offering managed IT security services and technology solutions in Rochester and nearby areas. Visit our cybersecurity protection services page for an overview of the various levels of protection we offer.
This is the second entry in a four-part series of articles. Our previous post introduced the various security service structures offered by IT Insights and provided a review of the core tools that we leverage. In this post of the mini-series, we explore significant threats targeting small entities and focus on user cybersecurity.
NAVIGATING THE PHISHING THREAT LANDSCAPE
This article holds significant importance within the series, addressing a critical aspect of IT security services – your end users. The upcoming set of tools plays a pivotal role in safeguarding against the most prevalent channels through which businesses and users face attacks.
Phishing, an escalating concern, becomes particularly alarming when examining relevant statistics. It is a cyber-attack method where threat actors deceive individuals by posing as trustworthy entities through emails, text messages, or phone calls to extract sensitive information or gain network access.
For businesses, falling prey to phishing can lead to severe consequences, including data breaches, financial losses, reputational damage, operational disruptions, and potential intellectual property theft.
Effectively mitigating phishing risks involves the implementation of cybersecurity measures, increasing employee awareness, and cultivating a culture of skepticism towards unsolicited communications.
Let’s explore essential tools to strengthen your organization’s security by educating and outfitting your end users.
ROBUST EMAIL SECURITY AND USER TRAINING
In our second level of protection, our focus shifts to strengthening email security with a suite of comprehensive tools.
Phishing Attack Prevention
As previously mentioned, phishing attacks are among the most common and challenging threats to defend against. Even with multiple security measures in place, users can unknowingly divulge sensitive information creating challenging recovery situations.
As the saying goes, knowledge is power. We focus on teaching users to recognize phishing attacks, so they can protect themselves and their teams from potential risks.
We provide monthly training with short videos on cyber-attacks and phishing using the best-in-class ID Agent BullPhish ID program. We offer extra training to employees who need it, like those who can access financial data, personal information, and important systems. These courses equip users with the knowledge to recognize and thwart phishing attempts. We also conduct quarterly simulated phishing attacks to assess further and improve user response, recording successes and failures. Internal stakeholders receive comprehensive reports of these fake phishing exercises.
Email Security Tools and Phishing Filtering
Our next tool, Graphus, works with your email to filter and block threats before they reach your inbox. It also adds banners to external messages for extra protection. Users also receive alerts about unusual emails that point out flaws in the sender domain, the style of email, or content that is indicative of a phishing attempt. It is extremely easy for us to set this up for every single user in your organization, taking about an hour regardless of the size of your organization.
It creates a layer of protection that brings awareness to end users, who should pause to consider the credibility of an email and take the necessary steps to alert internal teams and us of the threat posed. As an added bonus, Graphus enables collective security against mass email attacks. If two users, from any of the clients for whom we support and manage email, identify an email as an attack, the system will automatically remove the email from the inboxes of all affected users. This implies that Graphus becomes more robust with every user utilizing the platform.
Our strong email security measures greatly reduce the risk of phishing attacks and strengthen your digital defenses.
Two-Factor Authentication (2FA)
Finally, we leverage Duo for 2FA for added security, seamlessly integrating with other platforms to streamline the user experience. 2FA and MFA (multi-factor authentication) are potent security measures that should be mandatory for all users, given their exceptional level of security. (Learn why 2FA is so important here.) Duo is quickly becoming, if not already a requirement like anti-virus was before. No organization should pass on the opportunity to have 2FA enabled on any system that allows it.
Once 2FA is enabled and enforced, it has a multiplicative factor on your overall cyber security. No single piece of our offerings is as immediately impactful on your overall security as 2FA.
FORTIFYING DEFENSE AND AWARENESS
This collection of tools stands out as especially crucial for organizations seeking to enhance their cybersecurity posture. A highly recommended starting point, these tools not only significantly reduce the frequency of user-facing attacks but, more importantly, bolster users’ understanding of various attack types and their vigilance against potential threats. Through consistent training facilitated by KnowBe4, reinforced by Graphus, and fortified by the robust security measures of Duo, users gain the necessary skills to effectively thwart malicious attacks targeting the most vulnerable aspects of the organization. These tools are crucial for building awareness and resilience against tricky tactics, especially since social engineering goes beyond regular firewalls.
Increase Your Protection to Reduce Your Cyber-related Costs with Core Tools
By Chris Bierasinski, VP of Business Development
IT Insights of Rochester is a local IT service provider offering managed IT security services and technology solutions in Rochester and nearby areas. Visit our Cybersecurity Protection services page for an overview of the various levels of protection we offer.
This is the first entry in a four-part series of articles. In this initial blog post of the mini-series, we will introduce the various security services structures offered by IT Insights and provide a review of the core tools that we leverage.
THE IMPACT OF CYBERSECURITY
Cybersecurity is critical to your business IT Infrastructure and plays a vital role in the overall health of your organization. In the 2022 statistics released by the FBI’s Internet Crime Complaint Center, they received a staggering 800,944 complaints. Though total complaints decreased by 5% compared to the previous year, losses went up 49%, reaching over $10.3 billion in losses.
To summarize, the threat is real. Seeking a trusted cybersecurity consulting partner to help you avoid and mitigate cyberattacks and losses is crucial.
HOW IT INSIGHTS CAN HELP DEFEND YOUR BUSINESS FROM CYBER THREATS
IT Insights is consistently evaluating tools to help harden defenses. Since opening our doors in 2019, our suite of cybersecurity tools has steadily expanded, adapting to address emerging and evolving threats. As part of our commitment to staying at the forefront of cybersecurity, we prioritize internal training and education. Notably, Nick Polce, with his master’s in Cybersecurity, exemplifies our dedication to expertise and excellence in the field. This commitment ensures that our team is well-equipped to navigate the dynamic landscape of cybersecurity.
Cost-Effective Cybersecurity Solutions
IT Insights cybersecurity solutions align with industry and regulatory best practices and cybersecurity insurance requirements. This model makes advanced IT security solutions affordable for all organizations, including small businesses.
Here are the cybersecurity tools and solutions included in the first level of protection:
Trend Micro Worry-Free Antivirus
Datto RMM
Kaseya MyGlue
CORE TOOLS: ANTI-VIRUS SOLUTIONS WITH TIMELY AND EFFICIENT REMOTE SUPPORT
Worry-Free Antivirus Protection
In our first level of protection, we offer the powerful Trend Micro Worry-Free Antivirus, a next-generation holistic antivirus solution. If you don’t have Trend Worry-Free Antivirus, you need to. This is an essential tool for every PC, laptop, and server. Over the last twenty years, its developers tested, refined, and proved the application’s effectiveness. (That’s like dog years in Internet time.)
For a bit of background, antivirus software used to be sufficient. However, with the evolution of technology and the changing nature of threats, the landscape has transformed both positively and negatively. In today’s technology-driven world, having a lightweight, reliable, and centralized antivirus tool is not just important—it’s essential.
Passive monitoring and risk mitigation provide a superior alternative to active engagement in monitoring or excessive costs. In response to virus threats, IT Insights employs a centrally managed system. If an endpoint is infected, we receive a ticket, ensuring that we can’t simply minimize the warning and overlook it. Our approach involves managing a vast and well-maintained library of risks, reflecting our commitment to staying ahead in the face of evolving cybersecurity challenges.
Remote Monitoring & Management (RMM)
Our second tool, Datto’s RMM, is a secure cloud-based platform that provides remote performance monitoring of PCs and laptops. It proactively notifies IT Insights cybersecurity specialists of potential issues, unusual behavior, or problems. In fact, Datto RMM often alerts us before the user even notices a problem.
When issues arise, RMM supports a co-pilot mode, allowing us to remotely access a user’s computer from any location. This enables us to provide prompt assistance without taking control away from the end user, making it particularly valuable for those with remote workers. In essence, we can assist employees from anywhere.
Datto RMM enables us to manage updates at your convenience. Flagged important events notify us of problem behaviors, failing health, and other critical logged events. Communication is a two-way street, incorporating health checking. This eliminates the necessity for on-site IT support for minor issues. Datto RMM is an exceptional tool for remote employees in need of assistance.
Password and Documentation Management
Our third tool, Kaseya’s MyGlue, is a robust solution for securely storing and managing passwords across various accounts and systems. Beyond password management, users can seamlessly document and organize crucial information, including processes, procedures, and keynotes, creating a centralized knowledge base for enhanced team collaboration.
Given MyGlue’s involvement with sensitive data like passwords, it prioritizes security with robust measures in place, eliminating the need for outdated password rotation policies. Say goodbye to the days of scribbling passwords on Post-it notes; MyGlue ensures strong, unique passwords on any company device.
The platform even facilitates the secure sharing of organizational passwords without compromising safety. With access control, our IT team can gain temporary access to personal passwords for immediate support and restrict access promptly once the issue is resolved. This proactive approach stands as a paramount measure for elevating password security practices.
Doing IT Project Planning Right
By Chris Bierasinski, VP of Business Development
IT Insights of Rochester is a local information technology managed service provider (MSP). They offer business technology solutions in Rochester and beyond. Learn more about IT Insights’ essential use of project planning initiatives.
Businesses are increasingly relying on IT infrastructure and systems to stay competitive and efficient. However, the successful implementation of IT projects is no easy feat. It requires a well-thought-out approach that incorporates project planning and management.
Here, we’ll delve into the significance of project planning, essential project planning tools, project management best practices, and the value of project management experience.
THE IMPORTANCE OF PROJECT PLANNING
Project planning is the cornerstone of successful IT project management. Without a clear and comprehensive plan, IT projects are susceptible to scope creep, delays, and budget overruns.
Effective project planning:
- Defines project objectives and goals
- Determines the scope of work and deliverables
- Identifies project stakeholders and their roles
- Establishes a timeline with milestones
- Allocates resources and budgets
- Anticipates potential risks and mitigation strategies
- Designates responsibilities for both internal and external parties
LEVERAGING PROJECT PLANNING TOOLS
Project planning tools are essential for streamlining the planning process and enhancing collaboration among team members. At IT Insights, we utilize Autotask as our central hub. This tool seamlessly integrates and retrieves our client data while also connecting with other relevant tools like Datto, IT Glue, and more. It serves as a versatile hub, accommodating various needs, whether you require additional tools or not.
IT PROJECT MANAGEMENT BEST PRACTICES
To ensure the success of your IT projects, consider these best practices:
THE RIGHT TEAM AND EXPERTISE
Experience matters in IT project management. Experienced project managers come equipped with a rich repository of knowledge, insights, and strategies that enable them to anticipate and effectively mitigate risks. Moreover, they possess the agility to adapt swiftly when confronted with unforeseen challenges and excel in optimizing the allocation of resources. This helps ensure that each component of a plan aligns seamlessly with the project’s objectives.
Planning Projects with IT Insights
The importance of project planning cannot be overstated. At IT Insights of Rochester, we understand that doing an IT project right is a multifaceted process that requires careful planning, the right expertise, and a commitment to excellence. With a clear vision, comprehensive planning, effective communication, and a focus on quality assurance, we ensure that your IT projects are not only completed successfully but also position your organization for future success in the dynamic IT landscape.
Ready to take your IT strategy to the next level? Reach out to learn how our thorough project planning services can benefit your business and keep you ahead of the technology curve.
Ensuring Business Continuity
IT Insights of Rochester is a local information technology managed service provider (MSP). They offer business technology solutions in Rochester and beyond. Learn more about IT Insights’ innovative approach to preventive maintenance.
“An ounce of prevention is worth a pound of cure.” – Ben Franklin
Staying ahead of the curve is not just an aspiration, it’s a necessity. For modern businesses, information technology (IT) is the backbone of operations, making it vital to ensure that your IT systems are not just functional but optimized for peak performance. This is where preventive maintenance comes into play.
WHAT IS IT PREVENTIVE MAINTENANCE?
Preventive maintenance, in the context of IT, refers to a proactive approach to managing your technology infrastructure. It involves a series of scheduled tasks, checks, and updates performed by IT professionals to identify and resolve potential issues before they can disrupt your business operations. These tasks can include software updates, hardware inspections, security assessments, and data backups, among others.
WHY IS PREVENTIVE MAINTENANCE IMPORTANT FOR YOUR BUSINESS?
Create an IT Preventive Maintenance Checklist
To get your assets on track, start by setting clear objectives for your preventive IT maintenance plan. Determine what you want to achieve and the specific goals you want to meet.
Develop your IT preventive maintenance checklist to stay accountable and on schedule. It should include tasks such as:
- Regular software updates and patch management
- Hardware inspections and cleaning
- Data backups and disaster recovery tests
- Security audits and vulnerability assessments
- Network performance monitoring
It’s important to periodically review and adjust your preventive maintenance plan. Technology evolves, and your plan should adapt to new threats and opportunities.
YOUR PARTNER IN PREVENTIVE MAINTENANCE
At IT Insights of Rochester, we understand the critical role that preventive maintenance plays in the success of businesses. Our dedicated team of IT experts specializes in helping businesses achieve tailored preventive maintenance solutions to ensure the health and performance of their IT systems.
With our proactive approach, you can focus on what you do best – growing your business – while we take care of your technology infrastructure. Don’t wait for IT issues to disrupt your operations. Invest in preventive maintenance and enjoy the peace of mind that comes with knowing your IT systems are in expert hands.
Ready to take your IT strategy to the next level? Reach out to learn how our holistic preventive maintenance services can benefit your business and keep you ahead of the technology curve.
Streamline your IT Support with Easy Onboarding
By Christopher Bierasinski, VP of Business Development
IT Insights of Rochester is a local information technology managed service provider (MSP). They offer business technology solutions in Rochester and beyond. Learn more about IT Insights’ innovative approach to IT MSP onboarding.
Embarking on a partnership with an IT MSP has many benefits. But, finding the right IT MSP is crucial. That starts with a streamlined onboarding process that allows the MSP to work as an extension of your team.
At IT Insights, we strive to make your transition to our services effortless and rewarding. Let’s dive into the aspects of our onboarding process that set us apart from other providers.
THE IT ONBOARDING PROCESS
Top-To-Bottom Analysis IT Onboarding Policy
IT Insights’ client onboarding program leaves no stone unturned when understanding your organization’s IT environment. Our IT support onboarding process begins with a comprehensive analysis of your entire infrastructure. We will review and document every detail of system operations, applications, processes, and data.
Our team must also take the time to understand your business objectives, industry-specific requirements, and user needs. This thoroughness during onboarding ensures that we comprehensively understand your IT landscape and needs. This enables our IT support specialists to provide tailored solutions and proactive support.
IT Insights’ team will gain a clear understanding of your business and current state. We will then create a tailored solution to tackle any IT issues and make recommendations to suit your requirements. This can include comprehensive managed IT services, network and system services, cybersecurity enhancements, or disaster recovery solutions.
With this approach, IT Insights’ solutions will meet your current needs while being scaleable as your business grows.
IT SUPPORT ONBOARDING MADE EASY
Our goal is to make onboarding IT Insights as your MSP a breeze. We firmly believe that transitioning should not burden you or add new responsibilities. Our skilled IT professionals handle as much of the transfer process as possible. This approach minimizes your involvement and allows you to focus on your core business operations. From data migration to system configurations, we take care of everything, making the transition seamless and stress-free. Here’s how we do that.
IT Onboarding Assessments: A Detail-Oriented Approach
During onboarding, nothing in your IT environment is overlooked. We go above and beyond to meticulously scrub every aspect of your systems, network, and infrastructure. By conducting thorough audits and assessments, we will learn everything there is to know about your technology landscape. We guarantee that we will understand every detail better than your previous IT company. This will enable us to create the most comprehensive and effective solutions for your requirements.
Proactive Communication and Collaboration
Communication and collaboration are the cornerstones of a successful onboarding experience.
IT Insights provides regular updates, scheduled progress reports, and a project timeline to inform you at every step in the process. We actively engage with your team to understand all stakeholders’ needs and promptly implement solutions to address all concerns swiftly and knowledgeably. By fostering a collaborative relationship, we work together as partners to achieve your goals and drive ongoing success.
IT Support and Training
To maximize the benefit of working with trained IT professionals, empowering your team to leverage new tools and processes is crucial. That’s why we provide comprehensive IT support training for you and your team as part of onboarding.
Our comprehensive training sessions and workshops will help your team better understand new systems, technologies, and software. As a seasoned professional guides them step-by-step through the transition, your employees will learn everything they need to know to do their jobs effectively and efficiently. Plus, the IT Insights support team is available on an ongoing basis to answer any questions or address issues that may arise.
WHAT TO EXPECT AFTER ONBOARDING
Our commitment to your success continues after the onboarding process. It’s just the beginning of a long-term strategic partnership to help you achieve your organizational objectives and stay on top of the ever-evolving tech landscape. After successfully implementing recommended services, IT Insights will:
- Provide continuous monitoring and reporting
- Proactively identify areas for improvement
- Recommend innovative IT solutions
Transparency and Ownership
Transparency and ownership are among IT Insights’ core principles. Unlike other IT MSPs, when you work with IT Insights, you retain complete control of your assets. Your data, systems, software, and hardware are all yours, and so is the accompanying documentation. If, for any reason, you decide to transition away from IT Insights as your IT support and service provider, you’ll have the peace of mind of knowing that you own all infrastructure and components. We commit to this because we believe that unwavering ownership builds trust and ensures transparency, making IT Insights a partner you can trust.
IT Insights of Rochester: Managed IT Services in New York
By Christopher Bierasinski, VP of Business Development
Learn more about IT Insights of Rochester, a local information technology managed service provider (MSP) offering business technology solutions in Rochester and beyond.
WHO IS IT INSIGHTS?
Founded in 2019, IT Insights of Rochester (IT Insights) is an outsourced IT company, or more formally, an IT managed service provider (MSP). No matter the terminology, IT Insights provides top-tier support for business IT systems and recommendations on how to use tools to grow your organization. We’re proud that IT Insights has grown from a small start-up to a significant player in the region’s business community and IT landscape.
Companies are constantly evolving and adapting to new challenges and opportunities in today’s interconnected economy. As an IT support company, we provide responsive, cost-effective solutions that respond to an ever-changing tech landscape. Our approach focuses on offering exceptional support, proactive insights, and tools to keep you ahead of the curve.
WHAT DOES IT INSIGHTS OFFER?
As a managed IT service provider, our outsourced IT team gives businesses all the benefits of on-site IT staff with a more economical price tag. At the time of writing, we are over ten employees, all of which will be working to help your organization in some way – all for less than what you would pay for a single dedicated IT staff member.
IT Insights is more than an IT support company. IT Insights is an IT solutions company.
We offer end-to-end technology solutions and IT service management – from network and system security to hardware and software support and beyond. We make recommendations that impact your organization’s long-term growth, with your goals as the primary driver.
Read more about the benefits of using an MSP.
WHAT IS THE REAL VALUE OF MANAGED IT SERVICES?
What drives your company’s growth?
The demand growth for reliable IT support and consulting across market segments drives the value of managed IT services. There are many options for business IT support, but there’s no perfect solution. Technology is ever-evolving, so it would be presumptuous to hail IT Insights as the absolute answer. That said, customer feedback says we’re headed in the right direction.
IT Insights’ innovative approach allows us to offer a different service model than other IT MSPs. What’s different? We deliver refined solutions, not one-size-fits-all problem-solving.
Our team focuses on reducing overhead costs and being as agile as possible. We don’t try to shoehorn you into an established structure. Instead, IT Insight’s team builds systems customized to your needs using reliable, proven tools. When working with IT Insights, our customers get full-time support with no hidden fees and full ownership of all systems, hardware, and software. Full transparency and no unnecessary fluff.
WHY ROCHESTER?
Rochester is home to a variety of industries with a progress-driven mindset. A blend of historical enterprises and new businesses within the local economy has evolved from a manufacturing focus to expansion in the healthcare and education spaces. For those reasons and more, Rochester offers considerable opportunity. The Rochester community also offers some unique advantages. From a human capital perspective, the area has a robust population of well-trained IT talent supported by the high education standards of local universities.
Plus, the Rochester business community offers robust resources that help small, local businesses thrive. For example, the Greater Rochester Enterprise (GRE) Economic Gardening Program opened new doors for us. It helped us connect with local business leaders, learn about new prospects, and find significant opportunities to support IT Insights’ growth. Specifically, the GRE Economic Gardening Program and its team gave us tools and access that provided invaluable advice and direction. They helped us hone in on marketplace gaps and approaches that better match the needs of our target market.
DO YOU HAVE ANY “PRO TIPS”?
We may be biased, but working with an experienced managed services provider like IT Insights is a smart choice. All organizations need IT systems to operate, and no one can do it all. IT Insights fulfills the need for IT support for companies that lack the resources to maintain a full-time, in-house IT team.
The best way to stay on top of emerging threats and new technologies is to work with an IT pro. But, unfortunately, your friend or employee who knows a lot about coding, laptops, or websites probably isn’t qualified to tackle all IT challenges or needs. IT professionals make it their job to understand the constantly changing IT landscape. That said, anyone can leverage a few best practices to improve IT.
IT Pro Tips
01
Be proactive, not reactive.
Invest in quality tools and systems that fit your unique business needs. You’ll thank yourself later when you’re spared the time and headache for what could otherwise turn into costly damage control efforts.
02
Avoid the “hot new thing.”
Look for tried and true methods tested and proven to work.
03
Invest in cybersecurity.
It’s only becoming easier for cybercriminals to exploit vulnerabilities in your systems and use them to carry out malicious activities. You need technology in place before a breach to adequately protect and recover your digital devices, networks, and sensitive information from unauthorized access, theft, or damage.
04
Ensure your systems support the remote work landscape.
The pandemic revealed that many businesses lacked adequate IT systems to support remote work and hybrid models. There’s also a generally increasing need to invest in IT systems to protect organizations from ransomware and phishing attacks.
05
Find an expert.
You don’t ask your mechanic about your taxes, right? It’s the same with IT, except more specialized. So instead, find someone reliable, experienced, and knowledgeable with your best interest in mind.
06
Read the Insights blog.
IT Insights publishes its “Insights” blog each month with tips, recommendations, news, and more. In addition, you’ll find security advice, information on IT infrastructure, emerging trends, and some pretty cute (and furry) employees of the month.
Are you interested in learning more about IT Insights or working with the team?
More Resources
Looking for more insight? Here are some other blogs we think you might like:
IT Managed Service Provider Benefits & FAQs
It’s Time To Convert Your Business To VoIP
How to Create a Strong Password
2 Factor Authentication: The Best Defense Against Cyberattacks
Everything You Need to Know About Business VoIP Phone Systems and the Sunset of Landline Calling
If you have considered converting your business’s telephone voice over IP (VoIP), there are several reasons it makes sense to do so sooner than later. VoIP offers several benefits not available with traditional landlines or analog phone lines. Another factor to consider is that, as of August 2022, telephone providers can deactivate and raise prices on plain old telephone service (POTS).
Keep reading to understand what the sunset of POTS landline networks means and why this could be the time to switch to a business VoIP system.
POTS Lines: Why it’s Time to Find a Replacement
WHY ARE POTS LINE GOING AWAY?
Are you wondering, “What is a POTS line?”
Check out this post from our partner Ooma explaining everything you need to know.
If you think the sunsetting of landline phone networks has Alexander Graham Bell spinning in his grave, a POTS replacement could be long overdue. The first POTS networks were introduced in the late 19th century. For over a hundred years, POTS phone systems remained the primary means of telecommunication. No doubt, POTS lines were a revolutionary technology that allowed people to make long-distance calls without sending a telegram or relying on operators.
As telephone technology advanced, POTS lines evolved to support features such as call waiting, caller ID, and voicemail. As we moved into the digital age, more and more businesses and consumers ditched landline phones altogether as cell phones and internet-based communication tools became available to the general public.
This shift has had a profound impact on the telecommunications industry.
BYE, BYE LANDLINE
Even for those still clutching their landlines and answering machines, POTS lines going away is a fact. Soon, analog phones will be entirely replaced by digital phone systems and cloud VoIP phone systems. Telecommunications companies are no longer required to maintain POTS systems. And, for many, landline revenues don’t support reinvestment. Instead, they now focus on developing and deploying new technologies, like 5G networks and internet-based communication tools.
Keep reading to learn what you need to know about replacing your landline telephone with a voice-over IP number.
VoIP for Business: Why It Makes Sense
WHAT IS VOIP AND HOW DOES VOIP CALLING WORK?
VoIP entered the marketplace in the 90s as a tiny player with a big idea. Thirty years later, VoIP is a dominant system with a significant footprint. Many more businesses are adopting this technology for its ease of use and management, price point, and scalability.
Using your internet connection and internal network, VoIP phone systems pass all your voice traffic through the internet to make calls. To the end user, VoIP calling functions in the exact same way as POTS analog phone lines.
5 REASONS TO CONSIDER CONVERTING TO VoIP FOR SMALL BUSINESSES
While we work with all sizes and types of businesses to implement VoIP solutions, the fastest-growing sector of business VoIP phone systems are small businesses. Large and enterprise businesses have relied on VoIP for decades because it is easily scalable and provides advanced telecommunication features. In the past, VoIP phone systems for small businesses weren’t practical, but that isn’t the case today. Transitioning to a VoIP phone system is probably more realistic than you think.
Here are a few VoIP benefits you may not have considered:
VoIP vs. POTS
1. It’s more affordable.
In most cases, implementing VoIP systems is more economical than traditional phone systems. In fact, pricing is a major reason IT Insights’ clients switch to a VoIP system. Pricing varies based on the needed solution and specific case. The main driver of VoIP phone system cost is the number of users, calling platform features, and network support enhancements (if needed). Most, if not all, VoIP providers will provide unlimited local and long-distance calls. In the past three years, we have not had a VoIP vs. POTS quote that wasn’t an improvement for the client. You might be surprised that hardware often isn’t a significant cost pain point.
Will my old phones work with VoIP calling?
That depends. Sometimes, phone systems are universal and do not need replacement. In other cases, your VoIP provider may require specific phones. However, digital phone systems are still more cost-effective than traditional methods, even with the additional cost of phone purchases or rentals.
2. VoIP is user-friendly and scalable.
Not all phone systems are created equal. The average user only cares if they can pick up the phone and speak to another person.
- Can they make and receive calls?
- Is it easy to check voicemail?
- How about transferring? Is it a hassle or easy and intuitive?
But businesses and managers might also want more features.
- Want to change which phone rings when you dial an extension?
- Need to add seats when user counts change?
- Can you easily forward calls to an after-hours extension or cellphone?
You can do all this and more with VoIP calling. Plus, customer support is significantly better and can be self-managed. You can make changes through the platform’s management portal (without being an IT expert) or call support and have them fix it for free!
Scalability and accessibility are huge factors for many businesses. As mentioned, adding and removing seats by yourself or using customer support is very easy. You can also set up phone trees, out-of-office and holiday closure automations, and manage voicemail through desktop and mobile applications. You can even seamlessly transition calls to your mobile device to take calls on the way to meetings or when working remotely and get notified via email when you have a new message. Anything you associate with phones, VoIP can do. Plus more, all while driving down costs, reducing infrastructure footprint, and providing a universal business solution.
3. Implementing a virtual phone system for small businesses is easy.
Many business owners are reluctant to embrace VoIP because they are concerned about the work involved with system set-up and installation. In reality, setting up a VoIP system is rather straightforward. You only need a modem, a router, and a VoIP provider. Tech-savvy business owners might even be able to manage the VoIP transition themselves.
However, working with an IT service provider, like IT Insights, to manage the analog to digital switch has some benefits. First, an IT service provider has the expertise to help you evaluate options, determine opportunities for cost savings, and implement upgrades if needed. Many small business owners prefer to focus on growing and maintaining their core business. Working with IT pros takes this off your plate.
Determining hardware and network compatibility is the most common hurdle in transitioning to VOIP. You’ll need to understand if you can reuse your existing handsets and if your internet is fast enough to handle the additional voice-call traffic. VoIP systems require significant bandwidth. A minimum speed of 300 down is recommended – fiber or coax connections are ok.
You’ll also want to install desktop and mobile applications and train your staff on the system to benefit most from your new VoIP phone system. Both are relatively easy, especially if you work with work with an MSP to manage your IT needs.
4. Various VoIP telephone software options are available to suit your business needs.
Regardless of your industry or business needs, there is a VoIP platform to fit. VoIP systems can be customized and built to any compliance requirements. This is especially important for financial services, healthcare, and other regulated industries. IT Insights recommends our partner, Ooma, for VoIP business phone systems because of their flexibility and all-in-one system options. However, we can and do support any VoIP platform. Not all VoIP software is created equal. Typically, the sticking points are back-end management and system support. We’ll help you evaluate all options to implement the right solution.
5. VoIP platforms have backup options for power and internet outages.
The most common questions regarding VoIP are:
- Does it work during power outages?
- What happens if my internet goes down?
Many people mistakenly think their VoIP phone system will not function during a power or internet outage. But this isn’t true. A local network or power outage will impact your onsite systems, no doubt. But VoIP providers have contingency services that protect your phone system. Your system can be set up to direct calls to voicemail or to have failover numbers that ring to a cell phone (or another number). It is also recommended to have a failover internet service in place as a standard business practice. Customers implementing VoIP best practices report none to minimal system failures and even less downtime.
Small Business VoIP Phone Systems: Common Roadblocks and Questions
How is VoIP calling different from traditional POTS phone systems?
It’s not! With an internet-based phone system, users experience all the same functionality and more.
What is a VoIP number?
A VoIP phone number is no different from a landline phone number, except that these calls connect via the internet instead of via POTS systems (telephone poles and lines).
How much does a VoIP phone system cost?
A lot less than you might think! The actual cost of a VOIP phone system varies depending on the provider, features, user seats, and business needs. In almost all cases, VoIP phone systems are less expensive than traditional landline phones.
Can I use my existing telecommunications systems?
It depends. You may be able to use your current phones and internet network, or you may need to upgrade. We’ll help you evaluate all the options to find the lowest-cost, easiest-to-implement solution that meets your needs.
How to Transition Your Business to VoIP
LET’S GET STARTED
Regardless of your reasons for converting your analog phone system to a voice-over-IP phone system, we can’t stress enough that working with the right team and tools is crucial. At IT Insights of Rochester, we work with VoIP systems daily and primarily use Ooma phone systems. But we can support any existing VoIP platform, help you evaluate other VoIP platforms, and determine hardware, software, and network needs to get the most out of transitioning your landline phone to VoIP.
Contact IT Insights today to get started! We’re happy to answer any questions and are fully equipped to support your business by implementing a virtual phone system, and many more services!
More Resources
Looking for more insight? Here are some other blogs we think you might like:
How to Create a Strong Password
2 Factor Authentication: The Best Defense Against Cyberattacks
