Avoid Having Your Emails Flagged As Spam

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The Monty Python “Spam” sketch makes us laugh, but business emails filtered as spam do not. Your business wants to reach its prospects and customers. This article shares tips to help you ensure customers get your messages.

Mail or internet service providers (ISPs) use algorithms, custom configurations, and/or machine learning to filter emails, and this keeps your employee’s inbox free from unwanted emails. The filters also aim to stop emails with ill intent (e.g. viruses, phishing, or ransomware).

Yet, as filters get smarter and stronger to ward off cyberattack, you need to do more. Ensure your emails get through to the intended audience with these strategies.

#1 Get permission from recipients

In some countries, if your recipients didn’t ask or agree to hear from you, and the email is of a commercial nature, the email you’re sending is spam. That’s why buying a bulk email list hurts your sender reputation. You don’t want your business associated with spam.

#2 Avoid spam trigger words

Content filters are set to be sensitive to words that typically indicate a spammer’s efforts. These include:

  • “Dear friend”
  • “Toll-free”
  • “Risk-free”
  • “Special offer”
  • “Free prize”

#3 Don’t rely on an image

An email which uses only an image will trigger a content filter. Even if you have an image in your email, you should always have something to say about it as well.

You’ll also want to avoid ALL CAPS and overusing exclamation points, too.

#4 Drive engagement

Mail providers and ISPs are able to track how people receive your emails and whether they react positively. If they immediately delete the email without even looking at it, you could be labeled as spam. If they open the email, click on a link, respond or send it on to someone else, that’s positive engagement. This improves your sender reputation, which improves your chances of reaching recipients.

#5 Work with a reputable internet service provider

Your business may be sending from a shared IP address. If someone else has been sending spam from that address, you will be a suspect, too, at least by those who filter based on IP. This is particularly painful, as you’re suffering as a result of someone else’s bad deeds.

If you are sending mass marketing emails, use an email marketing platform such as Mailchimp or ActiveCampaign. These platforms manage their own sender reputation.

#6 Always include a way to unsubscribe, plus your contact information

When mailing a list, provide updated and valid contact information for your company. Also, make sure you offer a clear opportunity to unsubscribe. If you don’t, you risk noncompliance with regulations against unsolicited marketing.

#7 Pace yourself

Sending too many emails at once will prompt filter scrutiny. That’s why many marketers take a “drip campaign” approach. Instead of sending hundreds of emails at once, you schedule a staggered send.

 

Stay in touch successfully

The success of your email marketing and day-to-day communications relies on your getting through spam filters. It can help to ask new subscribers to whitelist you. That means they’ll add your “From” address to their contact list. This tells the service provider that they asked for this communication.

Monitoring your deliverability is one of the best ways to stay in touch successfully. Make it easier on your team by partnering with a managed service provider to help avoid spam folders. Call us now at (515)422-1995.

Trades Should Add Technology to Their Tool Belts

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There are many hands-on trades that haven’t traditionally needed technology. Yet modern tech tools help the plumber, carpenter, welder, or other trade improve productivity and competitiveness.

There are certain common tasks tradespeople face daily:

  • scheduling appointments with clients, suppliers, or inspectors;
  • tracking project deadlines and budgets;
  • communicating with project managers, customers, trades, office administrators;
  • paying employee salaries;
  • invoicing and tracking payables, receivables.

These can all be done with pen and paper, sticky notes, and forms in triplicate, but technology cuts the time spent and lets you focus instead on increasing your bottom line.

The Difference Technology Tools Make

Most of us carry small, powerful computers around in our pockets every day, whether it’s a smartphone or a tablet. Internet-connected devices give tradespeople access to tools to enhance productivity.

Let’s start with scheduling apps, as tradespeople are often on the move throughout the day. Signing up for a scheduling tool (e.g. Doodle) makes it easier to set appointments, and you aren’t involved in the booking process. Customers simply go to your website or link to the app and choose an available time that works best for them. You can even set it up to ensure you have buffers between appointments or prevent someone from scheduling a new, big project to start at the end of your day.

Integrating the scheduling app with your website helps customers reach you. Also, connecting also to a shared cloud calendar can help your team work together better. Everyone invited into the calendar can see who is out on a call, and where.

You can make changes to a cloud-based calendar on any connected device. Others will see the alterations in real-time. This helps you avoid scheduling conflicts. You can set a follow-up meeting with an inspector while you’re out in the field. The office secretary sees your availability in real-time to set up a new customer visit.

Your Trade Office On the Move

With cloud-based office software also available online, you can get more done out of the office. You don’t have to make a trip back to the office to enter your invoice slips and make photocopies of receipts. Instead, take pictures on your phone or tablet, and attach them to the project file in the cloud, or invoice directly from a secure cloud-based processing site. You won’t have to worry about any paperwork getting lost in the back of a truck or bottom of a toolbox.

The Microsoft Office suite, Google Docs, and cloud storage are available from iOS and Android devices. This lets you monitor project timelines, view budgets, and track invoices and payments in the field. Cloud-based accounting packages let you see cashflow or outstanding balances, and pay contractors or suppliers on the spot.

Cloud-based software also gives every employee access to business tools in the office. With a virtual desktop, they can collaborate easily (out on a job or in the office) and make changes in real-time. For instance, a contractor could access software to edit a building plan, then actually see the new design in 3D modelling software.

The great news is that technology is ever more accessible and easy to use. Embracing modern digital tools can improve customer service and trade business efficiency.

Your skill set may not extend to technology, but that’s where we come in. We can help you find the right technology for your business needs. Contact us at (515)422-1995 today!

Why You Need Professional Virus Removal

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“Your computer has a virus.” Such a dreaded five words! We don’t want to come down with a human virus; we’ll feel awful and miss work. But when a virus hits our computer, we could lose valuable information or be vulnerable to attack. Chicken soup won’t cut it.

Perhaps you have an antivirus product installed on your computer. This computer software is intended to prevent, detect, and remove viruses. Antivirus tools are designed to keep infections out. They can also delete any viruses that may already be on the computer when the software is installed.

The software provides protection by tracking malicious code and other computer threats via:

  • classifying the actions the file or code drives (as malicious or OK);
  • inspecting file signatures for matches to an existing signature in its virus dictionary;
  • scanning for rootkits that can change how your operating system functions.

However, antivirus software isn’t that good at cleaning up. When it detects a malicious file, it will delete it. But what if the virus spread before discovery? If the infection spreads before virus deletion, it can do all sorts of damage.

Think of it this way: you have a cyst on your knee. Doctors decide it is pre-cancerous and operate to remove the cyst before it spreads. But, that’s all they do. They have seen the cyst. They go for the cyst. However, they don’t notice the cancer that’s in your shin or femur, because they were only working on the cyst. The rest of your leg remains unhealthy, and you don’t even know it!

Getting a Second Opinion on Viruses

If the antivirus software is your primary physician, a computer professional is the specialist you go to for an expert second opinion. For one thing, antivirus products don’t always remove all the malicious files. Many viruses start as one thing but can mutate into several different strains. The antivirus software may not be programmed to identify all of the virus variants. A professional actively looks for undetected strains on your computer.

Viruses are always evolving. A recent strain of malware, SquirtDanger, let hackers take computer screenshots, capture passwords, download files, and empty out cryptocurrency wallets.

Some viruses can change the settings of your computer. For instance, a common virus changes your computer’s DNS, which is like a bit like the Yellow Pages for the internet. On a virus-free computer, when you type in “Google.com”, your browser goes to Google’s servers located at the IP address “216.58.203.100.” However, an infection can make Google.com on your computer go to a different address. Perhaps a server address cybercriminals use to capture your personal data. It still looks to you like Google, but it’s no longer safe. These settings can still remain after the infection is long gone.

Viruses can also leave behind browser toolbars, extensions, and other nasties designed to spy on your Web browsing habits. If you’re consistently redirected to unwanted sites, or seeing unwanted pop-up advertisements, it’s likely your computer’s infected with a browser hijacker.

Ultimately, if you detect a virus on your computer, check with a professional. Don’t trust that your antivirus software is going to do the same, thorough job an expert can offer. Sometimes your computer isn’t fully safe until the operating system is reinstalled, but you can’t know that until someone can go in and see what the virus did and what remnants are still there, lurking.

Cybercriminals are growing more sophisticated and better able to design viruses that disguise their tracks. Avoid being an unwitting victim. A computer security expert can diagnosis when your computer gets a virus, or determine if there are strains on your device you don’t know about. Let a security expert protect your computer from harm today! Call us at (515)422-1995.

What to Do about Slow Internet in the Home Office

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A few months ago we thought working from home would be temporary: a couple of weeks of remote work was going to help corral this coronavirus thing, and we’d get back to usual. Now we know better, and the things we could put up with in the short term loom as bigger challenges. Poor internet connectivity is one of those.

Many home internet connections were fine before. Someone in the family could be streaming Netflix, and another person could be checking email or paying bills – no biggie. Yet the demands on the internet connection have grown exponentially. People still want to do all those things, but students are also connecting to online learning platforms. Employees are logging in to video conferences, too.

Many businesses and their employees have seen the benefits of working from home during the pandemic. However, as remote work becomes a long-term solution, people can’t continue making do with subpar internet connectivity. What can be done?

Improving Internet Connectivity

Internet connections vary widely depending on where you are. You could enjoy blazing fast internet that allows you to upload large files in minutes even while someone else blasts zombies in a multi-player video game. Yet a few streets away, a user lacks the bandwidth to participate in a conference call without connectivity issues.

Home office internet connectivity depends on several factors, one of which is your internet service provider (ISP). Some ISPs simply aren’t as good. They may be cheaper, but they could be overselling their capabilities, which results in slowdowns at night. Higher-priced ISPs are less likely to have this problem. You may gain speed by simply switching to a different provider.

The kind of network connectivity available is also a consideration. Perhaps your network provider’s signal is carried over copper wiring. If that’s the case, the internet signal degrades with distance. Those physically further away from the exchange will have slower internet than someone closer in. Unless you want to move houses, there’s not a lot you can do about this one.

Still, fiber-optic cables are increasingly available in different areas. The ISPs charge more for these connections, but reliability benefits. Fiber loses only 3% of its signal over distances greater than 100 meters, whereas copper can lose up to 94%! At the same time, fiber is more durable and lacks the conductivity issues of copper, which can be vulnerable to power lines, lightning, and signal-scrambling.

Another factor may be the plan you’re on. The ISP may have a 100+ Mbps plan, and you’re only on the 12 Mbps. That was enough before, but you may want to upgrade now that so many devices are connecting to the internet at the same time.

Find out also if your plan is subject to a data cap. Some ISPs set up a data threshold limiting the amount of data you can use in a month or at particular times of the day.

Get Expert Insight into Your Internet

You might also benefit from upgrading your home internet connections. An IT expert can come in and take a look at the hardware you’re using to get online. There could be some quick connectivity gains with an upgraded router or gateway, or moving your wireless access points.

Our IT gurus can also determine whether a Wi-Fi booster or mesh solution would help. In your area, you may have a 4G or 5G wireless option. It’s more expensive but can be another way to get the speed you need.

Point-to-point Wi-Fi might also be an option. If you’re within range of a location providing business-grade internet, it may work to set up a dish on your roof. Of course, geography matters in this case, as you need a line-of-sight connection to the signal source.

Now that work from home is stretching long term, consider how you can upgrade your internet connection at home. Support remote work, student online learning, and other ways you use your bandwidth by getting the best you can. Give us a call at (515)422-1995 to learn more!

Handle with Care: Sending Data Securely

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In our digital economy, we send and receive information quickly online. The Internet offers immediate communication with colleagues, clients, vendors, and other strategic partners. Yet we shouldn’t prioritize convenience over data security.

What data do you send in a day’s worth of emails? Sensitive data you send might include:

  • personally identifiable information (PII);
  • credit card or payment card information;
  • attorney–client privileged information;
  • IT security information;
  • protected health information;
  • human subject research;
  • loan or job application data;
  • proprietary business knowledge.

The problem is people sending without thinking about the security of the transmission. One way to gauge the need for security is to consider how you might send that same information via the postal service. Would you put that data on a postcard that anyone could read? Or would you send a sealed, certified mailing and require the recipient’s signature?

Transmitting data on the Internet in plain text is like the postcard – anyone can read the information. And before you think that no one can actually see your data in transit, think about where you are sending from. Your office network may be password protected and secure, but what if someone waiting for their coffee at Starbucks opens the message using the free Wi-Fi network?

Anyone can intercept communications on open networks with the right tools. This type of cyberattack is common enough to merit its own name: a “man-in-the-middle” attack.

So, how can you stay safe when sending sensitive data?

Embrace encryption. Encrypting the data is like sending that sensitive information in a locked box. Encryption encodes the information to add a level of security. If encrypted data is intercepted, the scrambled data is unreadable by unauthorized users. Only a user with the correct decryption key can access the text.

Encryption also provides additional confirmation that the information is coming from a reliable source.

Your business should also require Secure File Transfer Protocol (SFTP) for sending and receiving large or numerous digital files. You may have heard of FTP, but this file transfer protocol is not encrypted. SFTP is the secure version of FTP, as it encrypts the files in transit. If a nefarious entity does intercept the files, it won’t be able to read them without the decryption key.

Specifically, encourage your employees to:

  • use encrypted email only (common providers such as Gmail and Outlook support it; others require third-party apps or services);
  • encrypt files before sending to the cloud (in case accounts are breached or services hacked);
  • never open business communications on unsecured Wi-Fi networks;
  • keep good track of laptops and other portable devices and use drive encryption in case – with encryption, a lost laptop or stolen thumb drive is more secure, and criminals will have a difficult time stealing sensitive information, too;
  • control data access – grant permission to view, edit, or send files with sensitive information only to users who need that data for their jobs.

Managed service providers help your business decrypt how to send its sensitive information. Turn to experts in cloud services and IT security to learn how to securely send and receive data.

Contact us today at (515)422-1995!

COVID-19 Announcement

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Please note, due to the outbreak of COVID-19, we are not open to unscheduled walk-in traffic. Please submit a query through the webform on the ‘Contact‘ page, or call us. MOST issue can be resolved remotely!

4 Advantages of Managed IT Over In-House IT

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It’s tempting to hire an in-house IT technician to take care of your network and set them up with a cozy office just down the hall, but is it the right decision for your business? If you’re like most businesses, you’re always on the lookout for ways to save money while improving results. Sometimes this means expanding your staff to include a team of tech specialists at your beck and call, but this can often be an unnecessary expense that leaves you with highly paid employees twiddling their thumbs all day. For SMEs who are looking for the best of both worlds, we recommend Managed IT services.

Put simply, Managed IT is our solution which gives you that team of specialist technicians and network experts, without the ‘quick, look busy’ element – and at a fraction of the cost. Naturally, you’d rather see your IT budget working to support your growth and kept as low as possible. That’s our focus too, and why we don’t simply maintain and repair your systems, we proactively monitor to avoid downtime and work with you to ensure your IT increases productivity and efficiency. Whether you already have in-house IT and are auditing the value, or are curious about what having IT support might be like for your business, we’ve put together a few factors to consider before making your choice:

Availability: Most employees work 9-5, but what happens if something goes wrong with your systems outside these hours? Your in-house technician won’t appreciate being woken at 1am and called in for emergency repairs. It’s more likely that they simply won’t answer the call (or hear it), or if they do, expect some hefty contract renegotiation come 9am. Managed IT is very different as we can better handle problems after hours and have support technicians available to help. We know that every minute of downtime is affecting your revenue, plus your business reputation, so we prioritize getting your systems up and running asap. That being said, with our Managed IT these types of disasters are rarer as we’re constantly monitoring and correcting problems before they occur.

Total cost: One of the things that may attract you to having an in-house technician is the cost. But while you may be able to pay them a lower hourly rate, there are extra costs like hiring, training, an office space, healthcare benefits, and retirement. After all, you’re not going to be able to pay a good systems administrator $12/hr. Once you start adding up the cost of an in-house technician, you might find it’s eating up your IT budget and leaving you scrambling to fill gaps you didn’t expect. Upgrades get delayed, opportunities missed, and IT expenses become a sore point. In comparison, Managed IT is one fixed monthly rate delivering enormous value, including access to specialists across all software applications and technology.

Ongoing Training: Putting aside the fact your technician will often spend entire weeks away upgrading their skills and leaving you scrambling for support while they’re gone, those training costs quickly add up. With a salaried technician, you’ll need to pay all ongoing training and certification costs plus travel costs for industry conferences. We know how important it is to remain current, certified, and skilled in new technologies. So, we spend the money to invest in ourselves so we can serve you better. We’re part of industry related communities and attend multiple conferences each year, all at our own expense.

Different goals: For most employees, a higher wage is the goal and many will job-hop to achieve that. A salaried tech may be looking for the first opportunity to leave and get paid more, often leveraging all the training you’ve just provided. In these modern times, switching jobs regularly is expected, with an average of only 3 years in each position. Considering how much it cost your business to acquire, train and upskill your technician, 3 years is an unreasonable ROI. Our goals couldn’t be more different – we only aim to keep you a happy customer for as long as we can!

In the end, your business needs to find the right balance between profit and expertise. When you partner with our Managed IT, you’re securing availability, ever-increasing expertise and commitment to your success. We work closely with you to provide the very best support and protect you costly disasters, taking preemptive action to keep you safe and operational. There’s no doubt Managed IT is a better decision than hiring an in-house technician, and we’d be delighted to prove it to you.

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