Tech Tips Everyone Should Know

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There are billions of computers in the world today. In fact, 286 million computers shipped globally in 2022, and that was a 16% drop! Those figures make it obvious how many of us have access to computers, yet that doesn’t mean we all know the simple shortcuts available to us. This article rounds up top tech tips that can benefit every user.

Search Google smarter

Google is the market leader with over 85% of Web search traffic. But did you know you can search this popular online engine even easier? When you know you are looking for something on a particular site, you can narrow your search. Go to the Google search bar as normal, then, in the search box, type “site: www.website.com” (without quotes) with your search term. This refines your search.

So, if you wanted to find an article on coaching on the Forbes website, you would search “site: forbes.com and coaching.” You’ll see that all the responses you get back come from the Forbes domain.

Undo your mistakes

We all make mistakes while working on our computers. Here are some ways to undo the common ones.

“Unsending” an email is possible in Gmail. Go to Settings and set up the Undo Send section to give yourself 5, 10, 20, or 30 seconds. Then, save your changes, and you’ll have this option enabled in the future. It doesn’t technically “unsend” the email but delays sending it for a few seconds so you can stop it if need be.

You can also reopen a closed browser tab by using Ctrl+Shift+T on your PC or Command+Shift+T on your Mac. This reopens the last tab you closed. If you closed a bunch at once, you can also reopen them from your browser’s History dropdown menu.

Then, there’s Ctrl + Z for just about everything else. Pressing the control button and Z key together undoes your action in many Web browsers and operating systems. It will depend on your application and how far you can go back with this shortcut.

Capture your screen

Some modern PC keyboards come with a “print screen” key, which you can use to get a screenshot of the desktop windows. If you want to crop that screenshot, on Windows 10, go to Start and type Snipping Tool in the Search bar. You’ll get a box you can drag to any shape over your screen.

You can also take a screenshot on a Mac by pressing Command + Shift + 4. To crop the screenshot size and shape, you’ll press Command + Shift + 5.

One more little secret

How many times do you find yourself picking up your USB cable and trying to put it in the wrong way? You can stop doing so by looking for a symbol on the cable near where you’ll plug it in. It’s only found on one side, and it’s not for decoration. The symbol should be facing you when you plug in the USB. This will get it in the first time, whether you’re plugging in a vertical or horizontal cable.

These tech tips can help you be more efficient and effective with your technology, but you may still want help in other areas. Reach out to our IT experts today. We’re here to help. Call us at (515)422-1995.

Pros and Cons of Employee-Monitoring

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Employee-monitoring is a phrase that generates discomfort. It sounds very Orwellian, or as if you’ll have all sorts of cameras on your people as if they’re in a reality TV show. When thinking of installing software on work computers, consider both pros and cons.

The pandemic sent many people home to work. Businesses that were reluctant to support hybrid and remote workers had to do so. But the concern about whether people are actually working remained.

Many IT departments answered by installing software on employees’ computers. Remote monitoring can track keyboard and mouse activity, websites visited, and app usage.

It’s the best of both worlds, right? The business gets increased productivity and improved employee morale through remote work. Plus, the software allows you to keep an eye on the off-premises work environment.

Your employees may not agree, however, and that’s only one of the considerations when deciding whether to monitor people working off-site.

Pros of employee-monitoring

Employee-monitoring allows you to see what people are doing during work hours. This helps management to identify time-wasters. Additionally, letting employees know that you’re watching can cut their time wasting.

Not all time-wasting is intentional either. So, this software can help you to see that certain tools or processes are eating up too much employee time. You can identify where new technology is needed, or put new processes in place to simplify workflow.

Monitoring employee time can also make client billing simpler. Add transparency with data about how long each individual works on a certain project.

Cons of employee-monitoring

Trust is a key component of employee engagement. Employees who feel trusted are likely happier and more willing to go above and beyond. Employee-monitoring can jeopardize the employee–employer bond. In fact, you may even lose employees who would rather work elsewhere than be monitored.

At the same time, you may be monitoring activity without gauging whether they are working. You can put software on their devices, but that won’t track everything. They could be using their brains for your business in some other important yet offline way.

You also run the risk of legal ramifications. Employee consent may be required to install the software on personal computers. You’d also want to let employees know if you’re monitoring them through the camera on their work devices.

Making the monitoring-employees decision

Monitoring often prompts employee concerns for their privacy and complaints about disrespect. Still, it may prove worthwhile for your business. If you do take the decision to install remote monitoring software, do so carefully. You should have clear goals for the software and communicate these to your employees. This lets them know how you will use this monitoring tool and what you will do with the information.

Looking to install remote-monitoring software for your business? Contact our IT experts at (515)422-1995. We can help you decide on goals, select the software, and implement a plan that works for you.

Choosing the Right Laptop for Your Content Creation

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Are you an influencer? Or do you aspire to join the more than 50 million people making content for YouTube, TikTok, or Instagram? If you want to be a content creator, don’t struggle with a computer that isn’t up to the task. Considering these factors can help you land the best laptop for your needs.

Yes, the average person can take a video on their smartphone and post it for friends to enjoy, but when you’re serious about your video editing or creating high-quality, long-form content, you’ll need more.

To make your content look professional, pay attention to these factors. It will help you choose the laptop that sets you up to be the next Spielberg.

Video card

Pay attention to the video card. Also known as a graphics card, this is the piece of the computer that renders images on the display.

A laptop typically has a less robust video card than a desktop. That’s because laptops are often thinner. For the benefit of mobility, you compromise on the space available for a beefier graphics card. The card may also run slower because the card needs to be efficient without setting the laptop on fire.

So, when selecting a laptop with plans to edit video, do your research. You can easily find rankings for “laptops with good graphic cards” online. You can get away with an RTX 2080 (that’s a few generations old). Ideally, though, you’ll want the RTX 3080 or Intel Iris Xe.

Processing power

The laptop’s processing power can also play a role in your video editing success. A lot of video editing software needs multi-core processors. You can think of it as having many arms to get different things done at once.

For a PC laptop, go for at least an Intel i9 CPU. For Mac, a modern Macbook Pro with an M2 Pro CPU is a good choice.

Memory

For your laptop to be able to do many things at once, you also need powerful memory. Random access memory (RAM) is what you’ll be comparing here. RAM loads the operating system, runs video editing software, and performs other background functions.

At minimum, you’ll want 16GB of RAM, but the more you have, the better. Obviously, the budget will factor in here.

Storage

Your storage capacity also impacts how efficiently you can do all that you want to do.

If you’re working in Full HD (1920 × 1080), you could have some big project files to move around. The more storage you have, the easier this will be.

You’ll be choosing between hard disk drives (HDDs) and solid-state drives (SSDs). SSDs are good for working on the fly. They can run faster, as they don’t use any mechanical parts, but they can cost more.

A good idea is to work off your SSD for your current editing needs. Meanwhile, you can store archived videos and completed footage on a second hard drive. This can be on the laptop if there’s space, or you can attach an external HDD.

Display

Whether you are the star of your content or someone else is, you’ll also want to consider laptop display size. There are two main display types: Twisted Nematic (TN) and In-Plane Switching (IPS) panels.

TN panels cost less, but you can lose color accuracy on angles. The IPS panels give you more color at more angles, but they cost a little more.

Connectivity

You might want to attach an external HDD or connect to a larger desktop monitor. In that case, look for accessory ports and external display connectivity.

Need help deciding on the laptop that best suits your content creation needs? Our experts are here to help. Connect with us today at (515)422-1995

Don’t Give Up on Password Managers

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Seeing a major password manager breached, it’s hard not to throw up your hands and say, “it’s helpless.” Still, don’t give up on all password managers. Used properly, they are still better than a password spreadsheet or sticky notes of your credentials. Plus, it’s definitely smarter than reusing the same password to access more than one account.

According to LastPass, the December breach affected 30 million users and 85,000 businesses. Threat actors stole a large amount of data, including encrypted customer vaults. Industry experts are not enthusiastic about the breach handling or why it happened. So, leaving LastPass may make sense.

Yet abandoning password managers may not help you secure your sensitive data. Instead, prefer a cloud-based password manager that has no way of decrypting your data. This is a zero-knowledge password management architecture, which means that you are one with the secret key needed to access your encrypted data. That way, if the data is stolen or lost, the threat actors would still need to decode your key.

This means, of course, that you need to protect your secret key. Also, you need to make it complicated enough that the bad actors can’t hack it. So, using “password123” as your secret key would not be secure. Many security experts now recommend using a passphrase instead of complicated passwords.

Enforce Multi-Factor Authentication

Multi-factor authentication (MFA) helps stop bad actors by making access more difficult. They can’t get in with a username and password alone. You add another variable for confirmation before they can compromise your account.

You’re likely already familiar with two-factor authentication. It’s typically done through a text message or an email to another account, but these can both be compromised as well.

Biometric MFA is typically best (e.g. fingerprint or face identification). If that’s not available, prefer an authenticator app (e.g. Microsoft authenticator) or a Fido 2.0 key (e.g. YubiKey).

A Fido 2.0 key is a USB device that you keep in your physical possession to provide passwordless MFA logins. Instead of having an authentication code sent to you, you press a button on your key. It sends your code to confirm your identity. When your unique code is received, the system logs you in.

Worried you’d lose the physical key? That’s not ideal. That’s why it’s a good idea to get two. Meanwhile, the Fido 2.0 key doesn’t store identifiable usernames or any of your passwords. So, anyone finding that lost key would have no way of knowing what you use it to authenticate.

Ultimately, it’s best to prepare for any service to be breached. Cut your risk by keeping up with the latest technology for protecting your data. We can help. Contact our experts today to help you put appropriate security measures in place. Call us at (515)422-1995.

How Much Laptop Storage Do You Need

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When looking to buy a laptop, one of the main things you have to decide is how much storage you need. That’s a challenging question for many of us to answer. Let’s discuss the factors that matter and how to decide.

The short answer, for many people, is that you don’t need much laptop storage. Having 512 GB available is often enough for a regular user, but it’s going to depend on how you’re using the laptop.

For example, if you use cloud email, your account likely comes with cloud storage. Using cloud-based applications such as Google Docs also saves storage space.

If you’re using the laptop to stream videos on TikTok or YouTube, or watching your series or movies on Netflix or the like, you’re also taking advantage of the cloud. Very little data is actually stored on your computer.

Even so, remember to account also for your operating system. Microsoft and Apple recommend 32 GB of storage space to accommodate their OSs. Otherwise, you could encounter performance issues.

Also, if you edit videos or work in graphic design, you’ll likely want a lot more available storage.

How storage space impacts your computer use

Storage space is the capacity your computer uses to store files and data. So, when you have a lot of data, images, or video to hold and work with, more storage helps the PC recall them more quickly.

If you are a digital hoarder, that can also factor into your storage needs.

When thinking about storing photos, you’d have to have many albums to make a dent. If the average image size is about 4 MB, it would take 1000 photos to use up 4 GBs of space. But video eats up a lot more space. An hour-long 1080 p video could occupy 10,000 MB (10 GB).

If you regularly download new apps and games, you can quickly fill up your storage space. Purging unused files and apps consistently frees up space.

Considering the cost of laptop storage

More storage can mean a bigger price tag, so you’ll want to balance your storage needs against your budget constraints.

If you can spend freely, go ahead and get more storage. Otherwise, you’ll want to weigh hard disk drive (HDD) and solid-state drive (SSD) upgrades.

HDDs offer more storage for less cost, but slower reading and writing. SSDs can be three to four times as expensive, but you do get greater speed. SSDs are also typically quieter, more durable, and consume less energy.

One option is to buy a laptop with a smaller SSD and get an external HDD to meet both your speed and storage needs. HDDs can be better for data recovery and for storing large amounts of data you’re not accessing often.

Need help making decisions about your laptop purchase or storage needs? Our IT experts have the answers you need. Contact us today at (515)422-1995.

Benefits of a Vertical Monitor

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Horizontal is the norm when we’re thinking about televisions or computer monitors. Yet vertical monitors are an option. Consider these advantages of going vertical.

On a horizontal monitor, there is more width than height. The usual 16:9 horizontal monitor is great for watching movies, but when it comes to other processes, there’s a lot of wasted space. If you have a vertical monitor setup, you can enjoy a better viewing experience.

You’ll find it’s easier to scan websites, view search engine results, and read online content or long blocks of code. If you’re big into cryptocurrency, you might enjoy displaying data in an easy-to-read form, plus, you’ll be able to react more quickly.

You can also have a full view of photographs or a project if you’re trying to design something with a vertical layout.

Vertical screens can also reduce eye strain. With this setup you reduce the range of movement, which can save your eyes from getting as tired.

Further, you might be able to save space with a vertical monitor if you have less room on your desk.

A vertical monitor can be appealing if you use two monitors at once. Having dual monitors can increase productivity. You enjoy added viewing space to multitask, browse the Web, watch videos, or games. If you’re working from home, you may also find it easier to collaborate with colleagues with a second screen. When you set up one screen to be vertical, you can benefit from the best of both worlds.

Going vertical is Easy

You don’t have to buy a special monitor to take advantage of a vertical setup. While many screens are only capable of a horizontal display, you may be able to adjust the way it is mounted. You can get a stand or mount that allows you to easily rotate the screen. As long as it is a VESA-compatible monitor, you can easily make the choice of horizontal or vertical. Then, you can change the layout in the operating system’s display settings. Windows, MacOS, and Linux all support vertical screen rotation.

Some monitors have mounts that allow physical rotation, which is a good way to test drive the vertical monitor. That way you can see how it compares to a horizontal layout for your needs. Keep in mind, though, that this repositioning of the monitor will affect your stereo speakers. You’ll need to attach an external pair of speakers to have them work with the new orientation.

Vertical monitors aren’t for everybody; if you game a lot or want to watch movies or do 3D modeling, you might prefer the horizontal screen. Many computer games, for example, are programmed for horizontal play, and opening that game up on a vertical rotation can cut off or compress your visuals.

One other common criticism of vertical screens is that they catch glare from nearby light sources more easily. So, if you don’t want to deal with glare, stick with horizontal.

Our IT experts are here to consult on your computer needs. We can advise you on your screen choices and so much more. Contact us today at (515)422-1995.

IT Services Agreement or Block Hours Support: Which Is Best for a Small Business?

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There are many types of IT support available for a business, and the two most common are “managed services” and “block hours support.” In this article, we’ll look at what these are, the advantages and disadvantages of each, and which one might be right for you.

What Is Block Hours Support?

With block hours support, you pre-pay a single provider for a certain amount and type of service. It’s usually a “block” or fixed number of hours, but it can also be a fixed dollar amount or an amount for a specific project.

What Are the Advantages of Block Hours Support?

Block hours support is usually cheaper than hiring your own staff. The provider has skilled staff with up-to-date training, so they can quickly and efficiently handle your needs. Your provider can also give you a bulk discount when you purchase more hours at a time.

And with a block hours agreement, you pay only for what you need. For example, you can save money by maintaining only the infrastructure and staff you need when you need it. That allows you to avoid a closet full of expensive hardware that you thought you were going to need or staff that don’t have enough to do.

What Are the Disadvantages of Block Hours Support?

Block hours support is what’s called a “break/fix” type of service. In other words, your provider isn’t usually involved until you have a problem. You wait until something goes wrong, and then call your provider to fix it.

That doesn’t give you the advantage of constant monitoring and management that can prevent problems before they start. That’s especially important for things such as cybersecurity, where it’s best to detect an attack and prevent damage instead of trying to fix it.

In addition, everyone’s IT operations are unique, so it helps to have someone who’s familiar with your setup when you need help. But a block hours support provider usually can’t guarantee that you’ll always get the same technician or even the best technician for your job. That means your service might be slower or less effective than a more comprehensive approach.

Reacting to a problem after it occurs also means you could experience more downtime. It could be hours before your provider can respond to your call and fix the problem. If you can’t afford to wait, you probably need a more proactive solution.

What Are the Advantages of a Managed Services Agreement?

With a managed services agreement, you typically have the option of more comprehensive services. For instance, instead of just reactive troubleshooting, your provider can continuously monitor and manage your processes such as cybersecurity.

They can also provide more “premium” services, such as more comprehensive management and even strategic planning.

What Are the Disadvantages of a Managed Services Agreement?

Compared to “block hours support,” the main disadvantage of a managed services agreement is cost. Your contract will usually be a fixed monthly fee, which you pay regardless of whether you use any services. Typically, larger organizations use more services, so this isn’t an issue for them, but for smaller businesses, it could be that contracting for managed services is overkill that could cost you money.

Which Solution is Right for You?

Block hours support works well if you don’t have a very large or complex operation, and you can afford the downtime you might experience when a problem arises.

Larger organizations can take advantage of premium services to help them save more on their operations.

Want help assessing your outsourced IT needs? Give us a call at (515)422-1995.

How Your Business Could Benefit from a vCIO

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Businesses often hire a managed service provider (MSP) for tech support. But if that’s all you’re getting from your MSP, you could be missing out. You might gain by adding a Virtual CIO.

The typical MSP engagement involves coming in and surveying your IT infrastructure. You can expect the MSP to:

  • make sure your antivirus software is up to date (or that you have it in the first place);
  • install firewalls and other security protections;
  • patch or update any tech that needs it;
  • establish a data backup process.

Some MSPs will stop there. If that’s all they offer, you might consider expanding your view of what an IT provider can offer your business. Your tech support can also drive strategy to save money and ensure safe, smooth operations, and you may need a virtual CIO.

What is a vCIO?

Members of your C-suite are experts in their focus areas. A virtual chief information officer (vCIO) specializes in the latest technology and cybersecurity. More than “tech support,” the vCIO is a strategist invested in your business’s success, but they do this as a third party, virtually, instead of as an in-house employee.

A vCIO analyzes your IT infrastructure for weaknesses to suggest process or security reworks. They can formulate long-term technology goals based on your business objectives. Then, they’ll provide a road map for your technology strategy.

An MSP is more focused on service delivery, whereas the vCIO takes a forward-looking approach. Working with more decision-making authority, the VCIO can create an IT budget. They can also work to reduce your business expenses. One way they’ll do this is by building relationships with vendors to ensure the best rates and services. Note: you should already be saving money by working with a vCIO rather than hiring a traditional CIO.

What to look for in a vCIO?

The IT expert or experts taking on your vCIO role should bring a wide range of skills to the table. These include:

  • ability to align your IT strategy to your business goals;
  • robust knowledge of technology trends to understand what will best serve your organization;
  • project planning and management skills to ensure completion on time and within scope;
  • experience in cost optimization and measuring key performance indicator metrics;
  • ability and willingness to collaborate effectively with teams throughout the business;
  • communication skills to report to business stakeholders, and liaise with clients and vendors.

Our MSP your vCIO

Some MSPs steer clear of planning and assisting with decision-making. They hone in on today’s operational tasks and fix current problems, but our IT experts are here to add immense value to your business. Partner with us in the vCIO role. We’ll be supportive and provide a technology direction to help you grow your business.

Contact us today at (515)422-1995.

Easy Upgrades for your Home Office

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Working from home wasn’t novel when the pandemic hit, yet COVID-19 forced businesses globally to give remote work a real try. Two years later, employees have a new view of modern work. Many expect to work from home, at least part-time. If you’re “commuting” daily within your home, you’ll want to consider these easy upgrades for your home office.

First, an uninterruptible power supply (UPS) can save you a lot of stress. Although common in the business environment, homeowners may not have thought about one. A UPS allows your computer to keep running in the event of a power outage. Think of the UPS as a backup battery giving you a short window of energy to protect your data. They can also regulate voltage in the event of a power surge.

With a UPS, size typically matters: the bigger the battery, the more power it will store. So, consider what technology you’ll want to keep up and running and for how long.

Size can also matter with your computer monitor. Working on a laptop can be convenient, but the screen will be smaller. Setting up your home office with a wide monitor can lead to productivity gains. This is especially true for people who like to keep all their files and folders up on their desktops.

You can also reduce the time spent scrolling through open windows with a second monitor. That extra monitor may also save you from printing documents and cluttering your desktop with paper.

Improving work quality in the home office

The business environment is going digital. Do the same with a document scanner that handles many pages at once. Flatbed scanners can provide quality scans, but speed and quantity may matter more. Plus, once your documents are scanned, you’ll be able to search for information using keywords. Instead of poring over pages of text, you can go pour yourself another cup of coffee.

If you’re stuck at your desk once the workday starts, invest in a standing desk. There are many options that allow you to easily convert the desk from sitting to standing and back again. This can help your energy levels and reduce stress on your body from sitting in the same position all day.

Speaking of reducing physical stress, an ergonomic keyboard is another good investment. Plus, you may want to get yourself a better office chair. Back when your home office was a seldom-used space, sitting at an old dining room chair wasn’t a big deal. Now, though, you’ll want to do your body the kindness of getting a comfortable, supportive chair.

One more simple upgrade to consider: noise-cancelling headphones make it easier to focus on your work while dogs bark. You’ll also avoid volunteering for extra work without realizing that was what your boss was saying while you were shushing a child.

Need help deciding on the right technology for your home office, or want to be sure you set it up correctly and securely? Our IT experts are here to help. Contact us today at (515)422-1995.

Encourage Better Work Habits with Microsoft Viva Insights

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Productivity has always been important at work. Yet our awareness that well-being factors into productivity is newer. Microsoft is getting in on that trend with its Viva Insights offering. This article shares the basics of how it improves productivity and helps well-being.

Viva Insights is part of Microsoft’s Viva Suite focused on employee experience. The app gathers data while users work and provides recommendations for improvements.

In Microsoft Teams, Insights reviews collaboration data and suggests strategies to boost engagement. Recognizing common topics across conversations, Insights might automatically create a page devoted to that focus area.

Insights also connect people with meeting reminders and by sending RSVP reminders.

Insights can suggest users take breaks or set longer windows of time for focused work. There’s a Do Not Disturb functionality to help prevent distractions, too.

It is not just process-oriented either. Based on Insights, Viva Learning curates courses to foster learning and self-discovery for individual users.

In Personal Insights, individuals can log how they feel throughout the day. Automated check-ins encourage users to take a moment to reflect or to use the Headspace app integration for guided meditation.

A great feature for remote workers is “start a virtual commute.” This guides people to review and close tasks, preview the next day, and mindfully end their day.

Guides better management, too

The “My Organization” page gives team managers insights into employee trends. They can view items such as “average weekly time spent collaborating after hours,” or see the percentage of employees spending time in “long and large meetings,” or how many one-on-ones they are having with managers, or if they have little time to focus on tasks because of meeting overload.

Insights also give managers input to help them better engage with employees. Managers can view aggregated and anonymized feelings data on the Insights dashboard. This can help them identify the risk of burnout or turnover. When everyone’s feeling overwhelmed, Insights might suggest a no-meetings day.

This may sound a little Big Brother – the platform analyzes Outlook, Teams, and OneDrive activity. Still, Microsoft promises “only you can view personal data and insights based on work patterns.” Managers see data that captures overall user insights.

Getting the most from Microsoft’s Viva Insights

We can help your business get started with Microsoft Viva Insights. We can connect employees to Insights and assign manager roles within the platform. We can make other suggestions, too, about how to get the most out of your Microsoft tools.

Contact us today at (515)422-1995.

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