Office 365

SMBs Benefit from Office 365 Business Premium Enhancements

Office 365One of the value propositions we see with Microsoft Office 365 is the aggressive manner in which Microsoft continues to add services, features, and apps to the service without changing price.

This week, Microsoft announced the addition of two new capabilities to the Business Premium license:

Outlook Customer Manager

A simple CRM tool for small businesses, Outlook Customer Manager lets you track your customers, contacts, sales activities, and important events from your Inbox.

Microsoft Bookings

Microsoft Bookings offers convenient, flexible online options that make it quick and easy for customers to schedule appointments with your small business clients. A customizable public webpage allows customers to find available times and book appointments, anytime. A private calendar enables your small business clients and staff to manage their schedules; automatic confirmations and reminders help to save time.

Google Drive

Team Drives Launches for G Suite Business, Enterprise, & Education

Google DriveMost file storage solutions weren’t built to handle the explosion of files that are now created and shared in the cloud — because they were initially designed for individuals, not teams. With this amount of shared data, admins need more controls to keep their data safe and teams need to feel confident working together. Team Drives deliver the security, structure and ease-of-use enterprises need by making it easy to:

  • Add new team members. You can manage team members individually or with Google Groups and give them instant access to relevant Team Drives.
  • Keep track of your files if a team member leaves. Team Drives are jointly owned by the team, which means that anything added to Team Drives stays there no matter who comes or goes. Whirlpool Corporation, for example, uses Team Drives to manage file access. Says Troy McKim, Collaboration Principle at Whirlpool Corporation, “If you place files for a project in Team Drives, you don’t have to worry about losing them or moving them when files are re-owned.”
  • Understand and manage sharing permissions. Team members automatically see the same files regardless of who adds or reorganizes them. You can also manage share permissions by defining the restrictions for editing, commenting, reorganizing or deleting files.
  • Manage and view Team Drives as an admin. Admins can see Team Drives for a user and add new members if necessary: “Team Drives also ease the speed at which a team member can onboard and become effective in their new role,” says McKim.

Team Drives are now generally available to all of our G Suite Business, Education, and Enterprise customers.

Which Cloud? Let Your “Line of Business” Apps Be Your Guide

Maybe hould your CRM, ERP, or Warehousing system guide which email service you use? Yes, and here’s why …

Many SMBs think of Office 365 and G Suite (formerly Google Apps) as an email service or collaboration tools for emails, files, and chats. Both Office 365 and G Suite are, however, collaboration suites focused on individual and team productivity. Once in place, your productivity cloud becomes the cornerstone of your cloud services and your IT ecosystem.

In deciding which cloud, your line of business systems should guide your decision. Whether you choose Office 365 or G Suite, your productivity cloud will provide the platform that your line of business systems will use to present information and that you will use to view, share, and analyze data.

Born in the cloud, G Suite is built on a cloud-centric philosophy that promotes the use and integration of cloud (ie, SaaS) business apps.  G Suite does not include CRM, project/task management, data analysis apps, or other tools.  With G Suite the expectation is that you will use the capabilities of Google Cloud Platform, other Google services, or third party apps to meet these needs.  The G Suite model centers on your picking “best of breed” or “best fit” cloud-based solutions.

While Office 365 integrates with dozens, of third party, the Office 365 philosophy is to provide an integrated suite of solutions.  Delve, Power BI, Planner, Sway, and Teams are all examples of value-add solutions that Microsoft includes in the Office 365 suite to go beyond basic communication and collaboration.  With the addition of Dynamics 365, you have many line of business, data analysis, and planning functions covered without looking to third party apps.

Where Do Your Line of Business Apps Fit in the Decision Matrix?

If your Line of Business (LoB) systems run on premise with MS SQL Server Database, will run hybrid on-premise and in-cloud, or will continue to run in a Microsoft ecosystem, Office 365 comes with the ability to connect business intelligence, data analysis, reporting, and communications tools directly to your systems.

If you are running, or moving to SaaS-based systems for LoB solutions, your business intelligence, data analysis, and reporting solutions will likely be cloud solutions as well. G Suite provides and ecosystem for pulling these together in a manner.

Both Office 365 and G Suite integrate with on-premise and hybrid cloud solutions.  Both work with many third party solutions.  But Office 365 and G Suite each have their own strengths and philosophies. While you should not be limited by your current infrastructure, the nature of your current and planned LoB systems should, therefore, be an important factor when you decide which cloud is right for you.


For a better sense of which cloud is right for you, get a free assessment and consulting session by completing our Productivity Cloud Questionnaire. The survey takes 30-40 minutes to complete. We will respond with an analysis and recommendations report, and a free Cloud Advisor session to review our findings.

Culture Clash: Office 365 and G Suite

IT preferences can feel like religion. Mac vs PC. Linux vs Windows, iOS vs Android. The same holds true with cloud services. The historical presence of MS Office in our daily work lives makes moving to G Suite feel more like a radical shift than moving to Office 365. And while there is something to be said for familiarity, the way we’ve always done things is not necessary the best way to do them, or the way we should be doing them in the future.

Our work environments are changing from structure and hierarchy to collaboration and teams.

The productivity tools we pick should foster and support the way your team wants to work rather than forcing your team into structures and processes that can stifle innovation, initiative, and productivity.

Both Microsoft Office 365 and G Suite give you the tools to help your team collaborate and thrive. The approaches, however, differ.

The Microsoft Angle

For about two years, Microsoft has focused on “cloud first; mobile first” as its strategy and mantra. The evolution of Office 365 and Azure demonstrate Microsoft’s commitment and enthusiasm for the collaboration economy.

But Microsoft is about rapid evolution, not revolution. Microsoft understand that you have legacy systems and data — from MS Office documents to line-of-business systems — that you cannot replace all at once.  One of the strengths of Office 365 is the ability to integrate the service with existing servers, applications, and data. In doing so, new capabilities work not only with cloud-based systems and data, but with your existing IT systems and services.

Microsoft’s cloud-first strategy is clearly to expand the capability of Office 365, but let you access your on-premise systems and data. Case in point: Power BI.  Power BI is a user-driven data analytics tool in Office 365 that is not part of the MS Office suite.  Power BI lets you connect and include data from Excel, SQL Server, Dynamics, and hundreds of other sources — on premise and in the cloud.

The Google Angle

Google has always been cloud-first — some might say cloud-only — in its strategy.  Yes, G Suite integrates with your local Windows network and with your desktop MS Office suite. But the real power of G Suite is the innate design around collaboration and peer connectivity. Every app — and nearly every feature — supports real time collaboration.  The apps within G Suite are designed to be efficient and “lighter weight” than other productivity suites, focusing on the functionality used by 80-90% of users and relying on third party solutions for the rest.

G Suite assumes, if not expects, you to use third party applications and solutions to build out your capabilities. Google focuses on integration with third parties as much, if not more, than adding major apps and functionality to G Suite. Need a CRM system? Take your pick from dozens of solutions ranging from major players like Salesforce.com and Prosperworks to niche and vertical market solutions like Bullhorn. Need a task management solution? Hive, Smartsheets, and many others are ripe for the picking.

Google’s cloud strategy is clearly to provide a core productivity platform and to empower organizations to pick “best fit” and “best of breed” cloud (SaaS) solutions to fill broader needs and provide line of business functionality.

Culture Clash

Even with a Cloud-First strategy, Microsoft focuses on including and providing a broad range of apps and solution within the Windows/Office365/Azure ecosystem. Yes, Microsoft fosters relationships and integrates with other cloud solutions and apps. Microsoft also integrates with legacy, on-premise systems. Google’s culture is more “all in cloud”. Yes, you can integrate MS Office.  Yes, you can connect to on-premise systems. But your productivity suite will work best when you integrate with third party SaaS solutions.

Which solution — Office 365 and G Suite — is right for you depends on where you are and where you want to go as an organization. The decision is as much about culture, line of business apps, mobility, and other factors as it is about Outlook vs Gmail.  When deciding which cloud, look forward and measure your decision against goals, objectives, and the long term strategy for your business as well as your IT.

 


For more discussion of factors to consider when deciding which cloud is best for your business, check out our recent eBook, Picking Your Productivity Cloud.

Privacy Ref

Celebrate Data Privacy Day with a Free Workshop

Privacy RefYou may or may not know that International Data Privacy Day is January 28.  To celebrate, our strategic partner, Privacy Ref, is offering a free 2 hour workshop on Privacy Program Fundamentals.

Join us on January 25, 2017 from 1:00 to 3:00 PM EST for this valuable session.

Topics to be covered include:

  • Defining privacy
  • Foundational privacy concepts
  • Components of a privacy program
  • Privacy frameworks
  • Managing privacy risk
  • Metrics for privacy
  • Training & awareness activities

Please click here to register!


Interested in ensuring your business is protected?  Explore our Privacy Solutions, including our Privacy Assessment and Planning and our Privacy Training services.


 

News from Cumulus Global

Picking the Right Productivity Cloud: Look Beyond Familiarity and Cost

News from Cumulus GlobalWestborough, MA — It is no longer a matter of “if”, but “when” small and midsize businesses will move to the cloud. For most SMBs, the first decision they make will be on which productivity cloud to use– MS Office 365 or Google G Suite. As noted in Cumulus Global’s most recent eBook, Picking Your Productivity Cloud, SMBs are wise to consider more than familiarity and cost when making this decision.

“SMBs that rely on inertia and simply go with the cloud ecosystem that is most familiar often find themselves hitting roadblocks or underutilizing the service over time,” note Cumulus Global CEO Allen Falcon. “Picking the right cloud for email and productivity tools becomes the foundation of your cloud ecosystem. A broader perspective is needed.”

Picking Your Productivity Cloud looks at six critical factors to consider when choosing between Microsoft Office 365 and Google G Suite.  Beyond cost, the eBook discusses the impact of other IT systems and applications, company culture, and business goals. The ebook is available for free in our Resource Center Library.

Cyber Attack

3 More Reasons You Are an Easy Cybercrime Target

Cyber AttackLast week, we gave you three reasons why you, as a small or midsize business, are a viable and desirable target for cyber criminals.

If those reasons don’t give you enough reason to act, here are three (3) more reasons SMBs, and you, a target for cyber criminals…

SMB data is increasingly networked

  • All of your systems — databases, email, documents, marketing, point-of-sale, and more — are likely running on a single network.
  • Access to one of your systems can lead to access to others. Target’s POS system was hacked using a security flow in the HVAC monitoring system running on the same network.
  • Moving data and systems into secure cloud solutions, and segregating network traffic minimizes the cross-over risk.

SMBs are using consumer products for business data

  • Consumer grade services are often more affordable, but often lack the security and data protection features of the higher-priced, business versions.
  • Separate work and home and use solutions designed for business, and, make sure to configure the security and privacy setting accordingly.

SMBs are often lax when it comes to security

  • Many small businesses operate in an environment of trust; people know and trust one another. This trust can be exploited by a disgruntled employee or an outsider.
  • Keep user identity management and passwords private and secure; Manage administrator and “super user” passwords so that they are unique, complex, and secure.
  • Keep servers and systems with sensitive data/access secure; enforce screen locking and passwords.
  • Educate your staff on security risks and behaviors.

 

Taking cyber security seriously is the first and best step in protecting your business, employees, and customers. Protection need not be overly complex; nor must reasonable protection be a budget busting expense. Reasonable measures balance cost and security.


Interested in ensuring you are protected, contact us for a free Cloud Advisor Session, or learn about our data protection solutions and our privacy solutions.


 

 

 

Cyber Attack

3 Reasons You Are an Easy Cybercrime Target

Cyber AttackAs we’ve mentioned before, more small and midsize businesses (SMBs) are falling victim to cybercrime.  According to HP’s Cyber Security and Your Business report, Cybercrime costs SMBs 4.2 times more per employee than larger businesses, and 60% of SMBs that experience a data breach are out of business in six months.

Why are SMBs, and you, a target for cyber criminals?

SMBs spend less on security while larger businesses are increasing their security protections.

  • Your business is an easier target because you are more likely to lack basic protections. In effect, you may attract cyber criminals because you are an easier target.
  • Budget for, and implement, reasonable protections covering user identities, access controls, user permissions, data loss prevention, and employee awareness and training.

SMBs do not have in-house security expertise.

  • Keeping up with risks and trends is time consuming above and beyond ensuring that your security measures are updated and working on a day-to-day basis.
  • Leverage technology and your IT partners for automated solutions and expertise, as well as on-going management of your security and privacy solutions.

SMBS are moving into the cloud.

  • Using cloud applications and storage makes sense. But, your data is no longer behind a physical or logical “firewall”.  Protecting your data means protecting the cloud systems and services you use.
  • Always select business-grade services over consumer services. Implement all security features, including 2 Factor Authentication. And, when possible, integrate access to cloud services into a single system for managing user identities. And, do not forget to train, and periodically remind, your staff how their awareness and actions can allow or prevent an attack.

 

Start the new year off right with a review of your IT security and data privacy policies, procedures, and systems.  Doing so is an affordable way to protect your business, your employees, and your customers from cyber crime. The cost of prevention is miniscule compared to the cost of a breach.


Interested in ensuring you are protected, contact us for a free Cloud Advisor Session, or learn about our data protection solutions and our privacy solutions.