Why Law Firms Need Managed Services

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The law industry isn't known for embracing change quickly: tradition can trump a willingness to embrace new technologies. Yet digital technology has become an essential part of many lawyers' working day. Partnering with a managed service provider (MSP) provides support and enhanced cybersecurity during this evolution.

Lawyers rely on technology today to:

communicate with colleagues and clients;

  • exchange documents;
  • schedule events and share calendars;
  • research precedent and legal issues;
  • streamline file management;
  • automate menial tasks;
  • track billable hours;
  • invoice clients and pay vendors;
  • access information from mobile devices, when and where needed;
  • virtually conference during the pandemic.

Now, imagine the disruption if that tech-savvy firm's systems went down for a few days, even just for a few hours. No, this is not an argument to return to paper-pushing and the old-school methods; it's a reminder that you need an IT expert at the ready in case something goes wrong. Plus, an MSP can manage and watch systems to help prevent the worst.

The MSP Solution

Legal service provider clients expect digital proficiency. They want to schedule appointments online; they want to upload documents to the cloud instead of coming into the office; they are looking to provide digital signatures and pay securely online. The MSP can set up software to meet customer expectations without risking compliance or cybersecurity.

An MSP with experience in the legal industry can also boost competitive advantage. These IT experts can identify opportunities to improve productivity. It may be a faster network or computer upgrades, or you may benefit from improving software integrations and adopting better collaboration tools. The MSP's initial tech review may also save you money. They'll identify where you are overpaying or places to streamline software licenses.

Also, on the financial front, the law firm can enjoy a consistent budget line item working with an MSP. Instead of waiting for something to break and then looking for someone to fix it, you'll have expert ITs on call, which can reduce costly downtime. Better still, the MSP will take preventative action to avoid that downtime in the first place. This includes keeping your antivirus and security updated and checking technological asset health.

The MSP's small, ongoing fee is something you can plan around. The ongoing monitoring makes a budget blowout less likely, as well.

Managed IT services offer proactive support plus enhanced security. They understand the importance of end-to-end, layered security. They know the threats to a legal firm and can recommend quality precautions. Attorneys need to secure sensitive data and documents to remain compliant. The MSP can suggest secure storage and backup to perform the essential tasks.

Further on security, the MSP has the know-how to help your firm become more mobile, but safely. Your tech partner can put systems in place that allow your team to securely work when and where they need to.

It also helps to have a dedicated support team available. They'll already know your firm and its technology. This can speed up the response if there are ever issues, plus, you have a consultant to call with questions about new technological innovations.

Keep pace with customer expectations and maintain competitive advantage. Enjoy technology support and cybersecurity peace of mind with an experienced MSP. We're here to help. Call us at (515)422-1995!

Things Lawyers Gain from Workflow Automation

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There is always information being collected and shared at a law firm. Files go between employees and back and forth among clients, too, and these can contain critical data. One mistake could cost the firm money - and reputation. Workflow automation technology tackles document sharing and data collection to offer several benefits.

#1 Improved accuracy

Collecting information using workflow automation saves a menial task. The client entering the data saves the paralegal manually, keying it in from a paper form. This also cuts the back and forth over email or time spent on phone calls confirming intake details. Plus, there is less risk of a mistake in the data entry.

#2 Greater productivity

Some software notifies the lawyer or associate a document is ready for review. The firm can even set up reminders to ensure timely document processing. The software may integrate with billable hours tracking to enhance time-spent analysis.

#3 Enhanced customer satisfaction

We're in a digital age, no matter how old-school your firm, and clients want to take advantage of digital signing options. For example, Adobe Sign and DocuSign integrate with many different software packages. They appreciate uploading documents to cloud storage (such as Dropbox or OneDrive) from the comfort of their own homes.

#4 Freedom from the humdrum

No one becomes a lawyer to push paper. With the right automation tools, lawyers can use technology to:

  • start document requests;
  • obtain internal approval;
  • document dates, signatures, and other information receipt;
  • organize finalized documents.

    • Workflow software configurations set conditions to trigger the next action. For example, if the firm is trying to collect prospective client details or if someone signs up for the firm's newsletter, their email address is automatically added to an Excel spreadsheet.

    #5 Collaboration and Mobility

    Moving document workflow to the cloud supports improved collaboration. With more people working remotely, sharing information online is beneficial. With many tools, people can work together in real-time online. Even those back in the office enjoy keeping up with case documents and communications on the go. With cloud software, staff and clients can stay involved from any mobile device.

    #6 Added security

    A law firm relying on paper documents risks all its institutional history going up in flames, or being destroyed in flooding or another extreme weather event. Workflow automation digitizes documents and provides an online backup of the information. It's still a good idea to have another backup, though, and we recommend keeping a current data backup in three different places.

    #7 Cost savings

    Workflow software handles administrative tasks more accurately and efficiently, which can mean hiring fewer admin personnel. Plus, with digital documentation, think of the file storage space you'll no longer need. You might be able to add some offices or meeting rooms, or cut your real estate and off-site document storage budget.

    Conclusion

    Workflow automation is available to any law firm. You can start out with Microsoft Forms or Google Forms, and DocuSign or Dropbox. Intermediate automation tools such as Zapier and IFTTT take it up a notch. Or you can invest in the workflow automation software targeting law firm management.

    Need help selecting the best automation options for your office? We can help. We're here to set up, secure, and keep your software and systems running smoothly. Contact us today at (515)422-1995!

    5 Benefits of Windows Virtual Desktop for Businesses

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    The days of doing all our work in the office are gone for most businesses. There are clients to meet, conferences to attend, and roadshows to run. Employees are often on the move, and they want to work fully, wherever they are. Windows Virtual Desktops can help.

    Windows Virtual Desktop allows staffers to work off-site with continued access to office workstations. All the business data and programs are accessible through the cloud. Plus, the individual can use a laptop, tablet, or other mobile device. They’ll log in to a virtual desktop that looks the same as the one at work. Let’s consider the many benefits Windows Virtual Desktops offer.

    #1 Convenience

    Allowing users to access desktops from wherever they are makes it easy to keep working. They can do whatever needs to be done, whenever they have the time to do so. Since virtual desktops mirror the office workstation, users are more efficient. They aren’t having to relearn a task when working remotely or off-site. That file they’re looking for is in the same place it would be if they were sitting at their office desk.

    #2 Lower costs

    Your business could use software that needs more power than users have on mobile devices. Virtual desktops tap into a powerful cloud-based network, which means your business doesn’t need to invest in the infrastructure to support those apps.

    You don’t need to upgrade to multiple computers. The virtual desktop in the cloud will do the necessary work, and it’s easily scalable. This also saves time, as your business doesn’t have the long upgrade time of new infrastructure.

    You might also lower business costs by hiring the best talent from wherever it is in the world. Everyone is working from a virtual desktop. So, someone logging in from North America has the same access as another employee in India, for example.

    #3 Security

    Your business may have policies about applications and devices people can use to do work. You’ve tried to limit risky software downloads and prevent staff from connecting on unsecured devices, except your employees are still going to take the path of least resistance. If they think it’s easier to do their work on an unapproved smartphone, they probably will. They’ll also use that prohibited app if it’s easier to access than the business-approved software.

    But you don’t need to worry about this with virtual desktops, as you’re streamlining safe access to approved business applications and business data. With Microsoft, patches and updates come from a company investing heavily in cybersecurity.

    #4 Business continuity

    If you have moved to remote work in 2020, you probably already recognize the value of the cloud. Having virtual desktops hosted in the cloud provides business continuity. Even if you suffer a natural disaster or other disruption, employees can still get online. They’ll keep on working in a consistent computer environment with Windows Virtual Desktops.

    The ability to quickly access necessary data and programs helps the business get running again. Regardless of the situation at one geographical location, users can continue working, even while restoration is in progress at the office.

    #5 IT’s job is easier

    With virtual desktops, IT doesn’t have to handle as much physical technology, as the system exists in the cloud. Plus, IT no longer has to spend its time clearing an old laptop and reconfiguring it for another employee. Instead, a virtual desktop can be saved and transferred to a new user.

    IT experts can turn their attention to more value-adding activities. Freed from tedious, time consuming tasks, they can innovate and contribute revenue-driving ideas.

    Of course, you can make it even easier on your in-house IT team by partnering with a managed service provider. Our tech experts can set your business up with virtual desktops. We’re also here to help manage and secure the cloud-based systems. Reach out to us today by calling us at (515)422-1995 to learn more!

    How Microsoft Intune Can Benefit Your Business

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    The use of mobile devices is becoming standard in business. Smartphones and tablets have taken their place as tools your employees want to use. Whether for communication or collaboration, expect people to have mobile devices at hand. To make this work, your business needs mobile device management, that’s where Microsoft Intune can help.

    More work is getting done in the cloud, especially with more people working remotely. Employees want to be able to access the same applications and data they’d get on a desktop or laptop, right there on the device in their hands, wherever they may be.

    This presents a security challenge. When all devices connecting to a work environment are on-site, it’s easier to control the connections. The business could put “Bring Your Own Device” (BYOD) policies in place to control:

    • what devices employees use to connect;
    • how much access they have when connecting;
    • what applications they can use on devices connected to the business network.

    Still, mobile device management software can benefit your business. You’ll be able to reduce IT workload, improve user experience, enable greater efficiency, and reduce risk.

    Cloud-based Mobile Device Management with Intune

    Microsoft Intune offers cloud-based mobile device management (MDM). This enterprise security offering combines MDM and mobile application management (MAM).

    In a use case, Accenture used Intune’s MDM to enforce mobile device encryption and use of a PIN. MAM helped secure the Microsoft Office suite, without having to control employee devices.

    Intune allows users to access critical business data and applications on any mobile device. Intune provides a unified way to securely manage Android, iOS, Windows, and macOS devices.

    Further, Intune streamlines and automates deployment, provisioning, policy management, app delivery, and updates. Plus, the globally distributed cloud service architecture is highly scalable.

    This helps your IT team support the diverse mobile ecosystem more efficiently. There’s no need to set up each device individually, as the software deploys across all devices at once. IT can track licenses, rollout updates, and get hardware configuration and software installation information, all in one place and without having to buy any added infrastructure. Meanwhile, employees can move between mobile devices and desktops without jeopardizing company security.

    Your business might ask employees to enroll any devices they use to access Office 365 data, yet there may still be devices you don’t know about or that your partners are using to access your important data. Intune provides you with precise control. You can specify what data different users can access. You can also say what they can do with the data within Office and other mobile apps.

    Boosting Cybersecurity Protection with Intune

    Intune’s integration with Azure directory also allows the business to enforce access policies. You might limit access based on user, location, device state, or app sensitivity. Powerful AI and machine learning also helps to proactively protect the business environment. Integrating Intune and Microsoft Defender helps prevent and limit the impact of a security breach.

    Your business can review and establish security policy and configuration setting baselines. It’s also easier to meet legal and company cybersecurity requirements. Data protection, encryption, and anti-malware are all done in the admin console.

    At the same time, you avoid intruding on users’ personal devices. Contextual controls can distinguish between business and personal use of apps.

    Improve cybersecurity resilience and support employee productivity on mobile devices. Intune allows you to track devices, manage policies, ensure updates, and protect data, all from one location.

    Intune is included in certain Enterprise Mobility and Security subscriptions. Contact us today at (515)422-1995 to learn more about this solution. Learn how it suits your mobile device management and mobile access management needs.

    Do More with Microsoft Forms

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    There are millions of Microsoft 365 users globally. Businesses rely on the software to power email, drive productivity, and connect to colleagues. Forms is another great tool for users of Microsoft 365.

    In April 2020, Office 365 became Microsoft 365. The value of the software suite to communication and collaboration remains intact. A Microsoft 365 subscription provides Word, Excel, Outlook, PowerPoint, and other useful applications. Those are the familiar options.

    But Microsoft is always evolving its cloud-based services. Microsoft Teams is a chat-based workspace integrating people, content, and tools. There’s also a To-Do application, Flow for managing notifications, and Power Bi Pro analytics. That’s to name just a few.

    Another good one to get comfortable with? Microsoft Forms.

    Microsoft 365 Forms Makes Data Collection Easier

    Microsoft Forms allows your business to create surveys, generate quizzes, conduct polls, and capture data.

    This easy-to-use application simplifies form creation: you simply select “New Form” or “New Quiz,” input the form details, add images if you want them, and you’re ready to go. You can click and drag to choose your question types from multiple choice, text, rating, or date options.

    Ready-made themes allow you to pick different colors or graphics to personalize your survey. Before you go live, you can also preview and test your survey. You can even share with a colleague to collaborate on the survey design.

    It’s that easy. In a few minutes you can create the tool you need to:

    • collect employee input;
    • measure customer satisfaction;
    • poll your team about how they feel about returning back to the office;
    • quiz employees doing virtual learning.

    Once you have your finished link, you can paste it into an email, post it on social media, or put it on your website. You can also generate a QR code for mobile device use.

    Get Results with Microsoft Forms

    OK, you’ve shared your new survey, and the responses are raining down on you! There’s a dashboard for that. You can track the number of responses and average completion time. Plus, you can drill down into particular question data.

    For any question, you can display your results in charts or graphs for that PowerPoint.

    Since this is part of the Microsoft suite, Forms integrates with Excel, too. You can import the data there to leverage the full power of Excel’s analysis tools.

    If you want to get even more advanced, upgrade to Microsoft Dynamics 365 Customer Voice. Formerly Microsoft Forms Pro, this application helps you gather real-time customer feedback.

    There are plenty of survey tools available online today. SoGoSurvey, SurveyMonkey, or TypeForm are top examples, but free versions can limit the number of questions or respondents surveyed.

    Microsoft Forms integrates with other Microsoft 365 tools in your subscription. For quick intake or call center satisfaction, Forms is an intuitive application. It’s easy to keep in touch with customers and employees.

    You can do more with Microsoft 365. We can help. Our IT experts get to know your technology and business needs, then we’ll identify the Microsoft 365 tools that can simplify the work you do. Contact us today at (515)422-1995!

    6 Never Dos for Your Work Computer

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    Nobody likes to be told what they can’t do. Still, there are certain never dos that you should keep in mind when it comes to your work computer. This article captures the top six things you should avoid doing on your work computer.

    #1 Don’t login to personal sites and services

    Sure, we’re all guilty of wanting to check our personal email or take a quick peek at social media while at work, but you do not want to login to your personal accounts on a work computer, especially not a shared one!

    Browsers that remember our passwords to sites such as Facebook or your bank can be useful. How many different passwords can one human be expected to remember after all? But letting the browser save your personal access credentials risks your security. The next person to use that computer could access your private data.

    #2 Don’t allow remote access

    Maybe your computer isn’t working the way you want it to: it’s too slow. Something is up with an app. You’re worried you’ve inadvertently downloaded malware onto your work device. Then there’s that friend you have that “knows computers.” With remote support software being so easy to use these days, you figure it’s easier to ask your friend for help. Work doesn’t even need to know.

    But would you let that friend walk into the office and start working on your computer? Probably not. Your business has its own people it trusts to do work on its computers. If you were on-site, you’d tell your supervisor, or at least IT, if you had a computer concern. Even when working virtually, you want to do the same thing.

    Allowing remote access is both a security and productivity risk. Plus, your computer could be set in a specific way by your company. Your tech-savvy friend isn’t going to know why and how those particular configurations were established.

    #3 Don’t store personal data

    We’re all in favor of having more than one backup. Still, you don’t want to make your work computer a storage solution for your personal data, because you can’t be sure that other people at work can’t look through your files.

    You also run the risk of losing access to that data if the business goes out of business or lays staff off. Employee accounts can be wiped out by businesses when they sever relationships with staff.

    #4 Don’t connect personal storage devices

    USB or thumb drives are convenient, as such drives help move data around easily. But the drive can be installed in many different computers and networks along the way. Connecting that USB to a work computer could transfer malware.

    You really don’t want to connect someone else’s storage device to your work computer. Criminals actually target organizations by leaving infected thumb drives in the parking lot. All they need is one person to pick up the drive and plug it in to a work computer. Trying to reunite the drive with its user didn’t go over so well for that Good Samaritan!

    #5 Don’t do your side business or job search

    You don’t want to do these on a work computer unless you want to risk getting caught, because your computer activity can be tracked. Some businesses do full-blown screen recording. Others will maintain an overview of sites you visit.

    There are different laws in various states and countries regarding employee monitoring, but you are using a work device on a business network. Doing your own side project during work hours on the business computer won’t go over well.

    #6 Don’t log on to public Wi-Fi

    Don’t log in to business applications or sensitive data connected to public Wi-Fi. There are many risks. You could end up:

    • opening yourself up to “man-in-the-middle” hackers;
    • connecting to a malicious hotspot;
    • transmitting data on an unencrypted network.

    These never dos could endanger your personal data, business network, or your very job. Steer clear of these common mistakes made on work computers. Be smart, be safe.

    Need help setting up a personal or work computer? We can help. Our IT experts can also install virtual private networks or other tools to protect your work computers. Contact us today at (515)422-1995!

    Get Your IT Ready for Holiday Shopping

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    Holiday shopping will have a new look this year. Many retailers are closing their brick-and-mortar doors for Black Friday, and the big “doorbuster” sales are moving online. With the busiest shopping period of the year going virtual, there’s going to be greater load on the business IT.

    If your business wants to be part of Black Friday and Cyber Monday sales, prepare for a sudden surge in traffic volume. If your technology can’t handle the traffic, you’re going to lose revenue. A crashed system could be catastrophic for your bottom line, plus, it’ll hurt brand reputation and customer satisfaction long term.

    Consider these strategies to get ready for the online crush of shoppers.

    • Latency
    • Error rates
    • Number of time-outs
    • Length of response time
    • Availability

    Performing OK may not be enough to match the need of holiday sales. Based on the Salesforce findings above, it’s safe to say you could be facing 15–35% increased traffic.

    #3 Optimize Your Site and Services Beforehand

    In e-commerce, every second, even millisecond, counts. There are several things you can do in advance to make sure you’re putting your best e-foot forward:

    • Make sure that every page of your site and all your images are rendering quickly.
    • Identify where you are seeing shopping cart abandonment, and do what you can now to stem that drop off.
    • Revise site navigation to ensure it is as simple as possible for shoppers.
    • Allow users to buy without registering and to use as many different payment options as possible.
    • Remove unnecessary forms, sidebars, headers, and footers.
    • Make your site as mobile friendly as you can.

    You also want to be sure that your order and inventory systems are in sync. Promoting Black Friday items and then selling out will sour customer experience.

    #4 Prepare Your Troops, Too

    Along with readying your technology, prep your people, too. Need more hands-on deck to handle order fulfillment and customer service? Get on that hiring and training now. Having IT support on call can help respond to any unexpected issues.

    Need IT support preparing for the e-commerce influx? Our technology experts can prepare your business for more traffic and transactions. Contact us today at (515)422-1995!

    Build Better Meetings

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    Business meetings can be a double-edged sword. Often they are as likely to rally staff and build momentum as they are to halt progress and kill productivity.

    Productive meetings are key to keeping team members on track and everyone on the same page. A poor meeting is as harmful to the progress of a project as losing multiple members of staff.

    Finding the balance is important for good business. There are tools and techniques to make sure that your meetings are not standing in the way of your business.

    Streamlined Scheduling

    One of the biggest hurdles to planning a meeting can be simply booking a space. Finding an available room, with the right equipment, in a time and place which everyone can agree on can be a logistical nightmare. Repeated emails back and forth to agree on the venue alone can consume hours out of the day.

    There are technical tools available to help. Outlook’s scheduling assistant can be a great place to start. The office package is designed to help you find a time and place convenient for everyone.

    The software is a key, but underused, component within Office 365. Simply adopting a scheduling assistant can cut down meeting planning from hours to minutes.

    With everyone fully connected and on the same page, every meeting is improved from the first minute. The scheduling assistant can be found under New Items > Meeting in the Outlook home tab.

    Bringing in Outside Help

    Of course, not all meetings are internal affairs. Often, a successful meeting involves staff members from third-party organizations, clients, and consultants too.

    This is a prime area for technology tools to help. Tools such as FindTime and Doodle.com both serve as scheduling assistants to arrange suitable times and locations to coordinate meetings with multiple parties.

    The process is simple, each party selects available or desired times to meet. This process is done independently and based on priorities for each user. When everyone has added their input a mutually convenient slot can be found for everyone.

    With modern technology there’s no reason to spend hours, or even many minutes, wrestling over when and where to meet. Using the tools as they are designed cuts out a huge amount of overhead cost from meeting planning.

    Idea Capture

    The most common complaint staff have about business meetings is the lack of available participation. Many show up, yet just feel like audience members.

    When staff members feel their contribution or input to projects isn’t valued, it can lead to a dramatic drop in morale and much deeper issues within the firm.

    Tools such as GoWall.com are changing meetings for the better and giving staff members a bigger voice. The site provides attendees with the resources they need to contribute to meetings without disrupting the flow.

    The idea behind GoWall is very simple and highly effective. While concepts are communicated as part of a presentation or ongoing conversation, participants are free to contribute to an “idea wall” in real time. This shared wall contains ideas, contributions, and notes from all participants that add to the conversation.

    Since ideas are shared between all participants, everyone can be inspired to contribute. This deceptively simple idea helps all members to feel they have a chance to have their voices heard and their contributions valued.

    Worthwhile Meetings

    Meetings can be a difficult topic in some workplaces. Some firms have had historic failures and huge losses in productivity as a result of too many meetings running far too long. In some environments, formal meetings have all but been banned already.

    Using modern technology solutions, we can put the productivity back into meetings. Cut out the wasted time and get to the points that matter. With these simple yet highly effective tools, we can build meetings that create productivity instead of hampering it.

    What G Suite Is and How It Helps Business

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    Business collaboration is the norm, whether everyone is working in the same office space or not. Providing the latest technology for knowledge sharing and communication is critical. G Suite is a cloud-based solution enabling effective collaboration through flexibility, productivity, and transparency.

    A few decades ago, workers would be expected to answer phones, rip open physical mail, track faxes, and meet in-person with colleagues in the office. With the digital transformation, more of what we do is online. Adding email, file sharing, video conference calls, and chat could have overwhelmed us. Then came the business collaboration platforms streamlining workflow in a single solution. One of these is G Suite.

    G is for Google in the case of G Suite. It’s Google cloud’s bid to compete with the likes of Microsoft’s Office 365. G Suite aims to make “working together a whole lot easier.” It combines productivity and collaboration tools around:

    • Connection – Gmail, Google Hangouts (chat and video conferencing), Google Calendar
    • Access – Google Drive, Google Cloud Search
    • Creation – Google Docs, Spreadsheets, Forms, Slides, Websites, App Scripting, and more.
    • Control – Administration Settings, Analytics, Mobile Device Management, Data Storage.

    What G Suite Offers Your Business

    Having G Suite gives your users an ad-free enhanced version of the features they may already use. For instance, instead of emailing from johnsmith@gmail.com, John could send from the professional domain jobnsmith@yourbusiness.com, and he’s no longer being distracted by email advertising.

    “Gmail has a whopping 26% of email market share based on open rates” – Litmus

    Since G Suite integrates with Calendar, it’s easy for John and his colleagues to plan meetings. People can share their calendars to enable scheduling, and they can hold the meeting in Google Hangouts. At the same time, users don’t have to share every appointment on their calendar with colleagues.

    G Suite calendar allows users to create many calendars with different settings. Maybe one is private, another is only visible to certain people (you and your assistant), and yet another is public so that the entire company can see.

    Anyone who has used Microsoft Word or Excel will quickly adapt to Google Docs and Sheets. It’s even possible to import Microsoft files into Google, then export them again into .docx or .xls files.

    Yet on Google’s cloud platform, users can share files in real-time online. People can work together on the same file, at the same time, regardless of where they are actually located. This eliminates time wasted sending attachments and consolidating comments.

    While work is in progress, or after you move on, you don’t have to worry about the files disappearing. Basic G Suite users get 30GB of storage. Business and Enterprise users have access to unlimited cloud storage and archiving. This lets a business store all its files in a secure, centralized location. A Google’s Cloud Search searchable one for Business and Enterprise users.

    The administrative control offered is another reason to pay for G Suite. A business can manage all its user accounts from a single dashboard. You no longer have to worry about someone leaving and refusing access to their Gmail files.

    With G Suite, you can go into the administration console and take control. Easily add and remove people. Plus, access management is easier with one dashboard to assign roles and rights. You can also manage mobile devices and set up two-factor authentication for greater security.

    Still sound overwhelming for your small-to-midsized business? A managed services provider can help get you set up on G Suite. This secure, simple-to-use cloud platform can help you work smarter and faster.

    Call us at (515)422-1992 to get started!

    Getting the Most out of Microsoft 365 – Book it!

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    Accountants, dog groomers, and physiotherapists didn’t get into business to manage bookings. You want to be working on the thing you enjoy doing, not fussing with phone calls and emails, trying to schedule times for clients to come in. That’s where Microsoft 365 Bookings comes in handy.

    Bookings is an add-on to your Microsoft 365 Business plan. It allows you to manage appointments online with a custom webpage, one you can even integrate with Facebook!

    Consider Bookings if:

    • you still do paper bookings;
    • you regularly interrupt your workday to schedule appointments;
    • you make mistakes with appointments (e.g. double-booking or getting the time wrong);
    • your client contact list is a mess;
    • a receptionist sounds great, but you can’t afford one.

    How Bookings Works

    Bookings takes your business appointment management to a new level of professionalism. It’s easy:

    • Create a custom-branded, public-facing calendar (or more than one for different needs).
    • Customers can access the Bookings site 24/7.
    • Customers find and book appointments.
    • Bookings sends a confirmation email and calendar invitation.
    • Customers can reschedule or cancel through Bookings if they must.
    • Bookings tracks all confirmations, reminders, and changes for you.

    If you need a down payment or have other custom fields to add, that’s easy to do in Bookings. You can also manage internal and external calendars, or set up different staff details and appointment specifics.

    Added Benefits of Bookings

    As an extension of Microsoft 365, Bookings syncs easily with Outlook calendars. This can help you avoid double-bookings.

    The Facebook integration allows you to accept bookings from your page via a “Book Now” button, which can help many small to medium-sized businesses. Plus, customers will enjoy easier booking, as Facebook fills in in their contact information.

    There are also Android and iPhone mobile apps available. This helps keep a mobile business up to date on its bookings.

    Appointments booked as online meetings create a unique link to enable virtual meetings via Skype or Microsoft Teams.

    Bookings can also help you avoid last-minute cancellations. You’re able to control how much advance notice is required to cancel an appointment.

    Additionally, Bookings helps build your company’s customer database. The appointment manager gathers input such as names, phone numbers, and postal and email addresses all in one place.

    Bookings can also help those who prefer booking appointments on behalf of clients. Enter the details, and Bookings takes care of confirmations, reminders, and updating your database.

    Final Thoughts

    There are many online scheduling tools available. Bookings’ integration with Microsoft tools that many businesses already use is a big advantage. It’s affordable, too.

    Don’t waste hours of every week setting up, recording, and rescheduling appointments. With Bookings schedule management, you can get back to doing the work you like best. Don’t want to take the time to upgrade and integrate Bookings? Our IT experts can do it for you. Contact us today at (515)422-1995!

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