Boost productivity and security by replacing outdated PCs every 3-5 years. Learn how timely PC upgrades reduce risks and enhance business efficiency.
Explore expert tips and practical recommendations, from cybersecurity essentials to optimizing IT infrastructure, tailored for businesses of all sizes.
Optimize your IT support experience with IT Insights’ ticketing solutions. Learn how to open tickets efficiently and access our top-notch support services.
Unlock growth opportunities for your business with expert vCIO services. Learn how strategic IT guidance can propel your business forward.
Ensure and maintain NIST cybersecurity framework compliance with IT Insights’ expert guidance. Learn how to navigate NIST Compliance standards and stay ahead of evolving cyber threats.
Looking for reliable IT support and solutions in Rochester, New York? Discover IT Insights, a leading business IT firm offering end-to-end technology solutions for businesses.
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.
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.
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
A Guide to Cloud Computing Solutions
Cloud computing is more than a buzzword.
Many companies are increasingly turning to “the cloud” to meet their business’ data needs. This is because cloud computing platforms often eliminate the need for massive on-site IT infrastructure and allow businesses to scale their operations.
While cloud computing solutions are not the right answer for every business, understanding them and how other businesses leverage cloud computing is important. Keep reading for a guide to understanding cloud computing, its benefits, types, and service delivery models.
Contents
Types of Cloud Computing Delivery Service Models
The Main Components of Cloud Architecture
The Bottom Line on Cloud Computing for Businesses
What is the “Cloud” Anyway?
The term “cloud computing” dates to the early days of the user-friendly internet. The term comes from the network design that virtually connects hardware systems and software applications.
Simply put, the cloud is a platform in which applications, servers, databases, software, and other IT are shared over a network. Cloud services allow end-users to access data, software, and other tools through convenient mediums like web browsers or mobile apps. This means that cloud solutions can help support data storage needs and remote work environments.
Cloud computing has benefits in certain situations, can optimize performance, and decrease IT operations costs. This is especially important for companies working with limited resources.
Businesses that can afford an in-house IT server must maintain and monitor it to keep everything running smoothly. This is why working with an experienced IT-managed services firm is helpful, even for larger organizations
What is Cloud Migration?
Cloud migration is a process of “moving” an organization’s services, databases, applications, IT resources, and other digital assets to a cloud platform like Amazon Web Services (AWS) or Microsoft’s Azure.
Migration can take place either partially or wholly; it can also entail moving from one cloud to another. Cloud transformation is crucial in today’s digital landscape because of all the benefits of cloud computing and the low cost of migration.
Types of Cloud Computing
There are three main types of cloud computing. They are private cloud, public cloud, and hybrid cloud.
Private Cloud
Also referred to as an enterprise, corporate, or internal cloud, a private cloud offers computing services via a dedicated network. This type of cloud is only accessible to individuals working within a particular organization. A private cloud offers all the benefits of a public cloud with added control and security.
Internal firewalls are put in place to protect sensitive data and prevent third-party providers from accessing the network. That said, a private cloud means the company is responsible for managing and maintaining all its data centers. This is where a managed IT service provider like IT Insights can help.
Public Cloud
In a public cloud, third-party providers offer computing services, for example, Google Cloud. In contrast with a private cloud, computing services in a public cloud are available to anyone. Individuals who want to use these services can find them for free or purchase them on demand. Usually, this type of cloud allows pay-per-usage based on data storage, bandwidth, or CPU cycles.
Public clouds are a great cost-effective alternative to private clouds. This can be especially useful for companies seeking to save on managing and maintaining an in-house infrastructure. Moreover, public clouds also offer scalable and dynamic capacity, making it easier for companies to scale according to their needs.
Hybrid Cloud
A hybrid cloud combines the features and environments of both public and private clouds. Companies opt for this model because it allows them to scale their in-house infrastructure and supplement it with the public cloud to manage data overflow better. This type of cloud computing enables businesses to adjust capacity based on traffic and service demands.
Benefits of Cloud Computing
CLOUD COMPUTING SOFTWARE CAN BE MOST COST-EFFECTIVE.
Cloud providers operate based on a pay-per-usage model, meaning organizations only pay for the resources they use. So instead of directing their IT teams’ efforts toward provisioning data centers, they can focus on more important work tasks.
In some cases, cloud solutions are more expensive than traditional IT systems. Though, this should be weighed against the enhanced features and benefits.
IT’S SCALABLE.
Cloud computing gives companies greater flexibility to scale resources as needed. Having the option to tweak IT resources Like computing power, storage, and bandwidth exactly when needed is a significant benefit.
The alternative is far less enticing. Companies need additional servers, CPUs, and memory to scale on-premises data centers, not to mention maintain these systems.
CLOUD COMPUTING OUTSOURCES MAINTENANCE.
Cloud computing solutions offer businesses more flexibility to focus on their core business operations. A cloud service provider can solve emerging issues almost instantly. This flexibility makes a substantial difference in terms of company efficiency.
IT CAN ADDRESS SECURITY NEEDS.
Security concerns are often raised when a company considers adopting a cloud-computing solution. Since their data isn’t kept onsite, this means it can be accessed remotely. So what’s to stop cybercriminals from getting their hands on that organization’s data?
While these concerns are valid, a cloud provider’s number one responsibility is monitoring security. Top cloud service providers offer built-in encryption options and various other tools that are not available with an on-site data center. In fact, 94% of businesses claim improved security after switching to cloud computing solutions.
CLOUD SOLUTIONS HAVE SUSTAINABILITY BENEFITS.
Powering a data center uses a lot of electricity and water. That being said, opting for cloud-based solutions can be more environmentally friendly than an individual company setting up its own data center. This reduces the on-premises energy waste attributed to power and cooling and a smaller carbon footprint.
Common Cloud Solutions
There are several common cloud solutions that businesses turn to when looking to migrate. Which application or applications are implemented vary depending on the organization’s needs. Here are a few that IT Insights often implements for it’s clients.
MICROSOFT CLOUD SOLUTIONS
The Microsoft Cloud is a popular choice for many IT Insights clients as it uses a comprehensive model. Its features include enhanced security, improved business applications, as well as data and artificial intelligence platforms.
DATTO MSP CLOUD SOLUTIONS
Datto is a platform that is made specifically for organizations that utilize MSPs to meet their IT needs. It is a hybrid platform that allows data and application security on a local server, end-user computer, or off-site server.
INDUSTRY SPECIFIC CLOUD SOLUTIONS
Different industries often have differing needs. As a result, some cloud solution providers offer platforms tailored to that industry. For example, IT Insights regularly implements Yardi for real estate industry clients and Opendental for dentistry practices.
Types of Cloud Computing Delivery Service Models
Cloud computing delivery services can be divided into three distinct categories: Software as a Service (SaaS), Infrastructure as a Service (IaaS), and Platform as a Service (PaaS). Each model provides varying services.
SOFTWARE AS A SERVICE (SaaS)
This model provides users instant access to many applications on the cloud. It’s one of the most popular cloud computing platforms because it’s lightweight, requires no software updates, and no software licensing. Organizations can easily install the software through the cloud-hosting service and internally determine access permissions for multiple users.
Microsoft Office 365, Salesforce, and Adobe Creative are common software-as-a-service cloud solutions many organizations leverage. Because SaaS cloud service runs on a monthly or annual subscription, it is very cost-efficient as compared to buying new software every time there is an upgrade version available.
INFRASTRUCTURE AS A SERVICE (IaaS)
Infrastructure as a Service was designed with companies migrating to the cloud in mind. This model delivers networking, storage, and servers tailored to the company’s requirements.
It offers great flexibility, reliability, and significant cost savings.
Not only does IaaS enable companies to access relevant services on demand, but it also allows them to scale their infrastructure based on business demands. Moreover, the company only pays for the data center real estate they use. However, businesses still have direct control over assets and resources like applications, operating systems, security components, and user access profiles.
PLATFORM AS A SERVICE (PaaS)
Platform as a Service (PaaS) is a cloud delivery model that delivers hardware and software solutions via the web. This allows companies to develop, deploy, and operate cloud-based software without investing in and building on-site IT infrastructure. With this PaaS. organizations also have access to a comprehensive software platform with operating systems, middleware, and more.
Not only does PaaS facilitate application creation and management, but it offers tremendous benefits like scalability, simplicity, and improved collaboration.
Cloud Computing Architecture
WHAT IS CLOUD COMPUTING ARCHITECTURE?
As we’ve mentioned in the cloud computing benefits section, there are many reasons why cloud computing solutions are so popular. But, proper cloud computing architecture is critical for optimal performance. Cloud computing architecture is the blueprint for how the systems work together.
Cloud computing architecture has a front end and a back end. The front end is what the client sees and uses. The service provider uses the back end to manage all the resources that are part of cloud computing solutions and services. This includes cloud monitoring tools, security mechanisms, virtual machines, servers, and more.
The Main Components of Cloud Architecture
The components described are a baseline for how to design a cloud architecture.
VIRTUALIZATION
Clouds are rooted in the virtualization of networks, servers, and storage. Virtualizing these resources allows various applications to use them. As a result, companies benefit from the increased efficiency of their servers, data storage, and networking.
INFRASTRATUCTURE
Cloud infrastructure consists of everything that makes a traditional data center: servers, routers, and switches. This infrastructure includes the software and hardware components necessary to support the cloud computing model.
MANAGEMENT
Cloud management tools allow the service provider to monitor a cloud environment’s performance and capacity. IT teams can keep track of the assets and features included in their service and respond accordingly. This enables them to deploy new applications rapidly and implement disaster recovery solutions when needed.
AUTOMATION SOFTWARE
Automation is a great way to reduce costs, streamline application processes, and alleviate IT workloads. Moreover, cloud architecture uses automation software to facilitate scaling system resources to accommodate power and market demands.
The Bottom Line on Cloud Computing for Businesses
The demand for cloud computing is not subsiding. On the contrary, they are now a central feature of the digital landscape.
Whether large or small, organizations with cloud computing needs can reduce IT expenses, diversify their service offerings, and gain more customers by implementing pertinent cloud computing solutions. For many, cloud solutions provide scalability, flexibility, and cost-efficiency.
If you’d like to learn more or need help implementing cloud computing for your business, contact us.
