Stay on top of the Latest IT Tips and Suggestions with this Selection of Blog Posts from BCS

Is Your Network Ready for VoIP?

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If you’re considering switching your office phone system to VoIP (Voice over Internet Protocol), you need to be sure your network is ready for the traffic.  Voice packets, unlike data packets, are large and require high quality connections.  When you introduce voice packets to an existing network, bandwidth can suffer.  Lost data packets can cause glitches in programs, but lost voice packets mean interrupted (or poor sound quality) conversations.

Obviously, poor call quality is unacceptable in a business environment, so it’s critical that your network provide adequate bandwidth for voice and data applications.

Before You Switch

Prior to implementing VoIP technology on your existing network, your IT staff and your VoIP provider need to fully understand your company’s voice and data requirements. Priority should be given to voice traffic so that call quality does not suffer.  If your existing network does not have the capacity (bandwidth) to support voice and data, don’t try to force it.  VoIP implementations where the network was inadequate at the outset can end up costing a business much more in the long run.

If you have questions about whether or not your network is ready for VoIP, call us today at 757-497-3100.

 

3 Things Virtualization Helps You Do

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Virtualization isn’t just for companies with a need for huge servers.  Here are 3 ways virtualization can help small and medium sized businesses.

1)  Run old programs or applications.  Sometimes an older program doesn’t run well on newer operating systems.  That industry specific software that you really need every now and then that won’t run on Windows 8 will run just fine on a virtual machine (VM) that’s running XP.  VMware Player has a function called Unity mode, which lets programs running in the VM to look as if they’re running on the host computer.

2) Test updates or new configurations.  Want to make sure that an upgrade isn’t going to bring down the whole system?  Run a copy of your current system in a virtual machine, do the upgrade in the VM and test it for problems or discrepancies.

3) Run multiple operating systems.  Want to try Linux?  You can do it in a VM.  Have some employees working on Macs? They can run Windows in a virtual machine and have access to all the programs their co-workers on PCs do.

If you have questions about how virtualization can work for your business, call BCS at 757.497.3100 to speak to one of our IT specialists.  BCS Voice and Data serves the greater Hampton Roads area, including Virginia Beach, Chesapeake, Norfolk, Hampton, Newport News, Williamsburg, and Northeastern North Carolina.

Server room structured cabling

Network Security

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Network Security for Small Business

Think your business is too small to worry about network security?  Think again.  Cyber criminals don’t discriminate based on the size of a company and often cast wide nets that find weaknesses and exploit them.  Here are some key tips to help you protect your business.

1)  Secure your WiFi network.

If you offer Wifi to your customers, set up a separate network that is visible, and either open or has a simple password that the staff gives to customers only.  Have a separate password-protected and hidden network for devices that belong to the business.  To hide the WiFi network, configure your router so that the network name is not broadcast (the network name is also known as the SSID).

2) Know your risks.

What do you need to protect?  Confidential client information?  Credit card numbers?  Do you do business with larger firms that might be attractive targets to cyber criminals?

3) Control access to computers and network components.

Take care to prevent laptop theft. Ensure employees don’t leave their office laptop in a car, even if the car is locked and it’s a good neighborhood.  If you have onsite servers, be sure that access to them is tightly controlled.

4) Keep your software and anti-virus protection up-to-date.

Software vendors regularly release patches and product updates meant to fix security vulnerabilities. Make sure that all computers and devices are set to install such updates automatically if at all possible.   It’s also important to use anti-virus and anti-spyware programs on all devices and keep it up to date as well.

If you have questions or concerns about your small or mid-size businesses network security, call BCS Voice and Data.  We specialize in designing and maintaining networks for businesses of all sizes, and we are well equipped to address all types of networks.

Choosing the Right Structured Cabling Installation Company

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If your business is moving, expanding, or simply upgrading your IT and phone network, you will need a dependable, knowledgeable company to handle the structured cabling installation.  Structured cabling is the industry terminology for the computer and communications network infrastructure, and usually involves more than just physical cables.

A network also includes switches, hubs, routers, wireless devices and may even tie into security and access systems.  Unlike devices, though, cables often last for decades, so having the right cabling vendor can make a big difference in future capabilities.

Great structured cabling partners will ask about your current and future network needs, including the number and type of devices, the type of data handled by your business, whether you have video and security needs, the use of wireless and mobile devices, and the potential for business growth and expansion.  While you don’t want to pay for functionality you don’t need, the right vendor will make sure you have a system that will serve your needs in the future, without significant upgrades.

Here are a few additional items to consider and questions to ask:

  • Does the cabling vendor provide on-site and/or remote support?
  • Do they have experience with similar sized businesses or industries?
  • Can they integrate devices, phone systems, servers, etc., or are they simply a cable installer?
  • Can they handle multiple locations.
  • Can they provide initial and ongoing testing for network performance?
  • Will they stand behind their work.

Each structured cabling project is different, from new construction to renovation and expansion.  Your business network is a vital tool and it’s important to make sure you partner with the right vendor, with a history of successful results. If you have questions about your structured cabling and network needs in Virginia Beach, Hampton Roads or throughout the mid-Atlantic region, please contact BCS Voice & Data for a no-obligation conversation.

Is VMware Right for My Business?

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VMware is a great tool for leveraging your IT infrastructure, allowing your your comptuers to run multiple operating systems and applications, without the expense of adding additional machines or servers.  You can consolidate servers, improve automation and implement disaster recovery solutions.

If you use leading business software operating on your servers, such as Oracle, Microsoft SQL Server, SAP, Microsoft Exchange, Sharepoint and more, VMware can create a more seamless and accessible system, using virtualization to access multiple systems.  Typical clients implementing VMware experience 80 percent greater utilization of server resources, up to 50 percent savings in capital and operating costs and a significant benefit in server consolidation.

In addition to server virtualization, we can help with network virtualization — letting you run applications on a virtual network, rather than a physical one.  This is particularly beneficial to growing businesses that need a highly scalable network and fast provisioning, troubleshooting, cloning and monitoring.

There’s no simple answer to the question is “VMware right for your business?”, however, the experts at BCS Voice & Data Solutions use a collaborative approach to identify business needs, future potential needs, and help you and your team identify options that are right for you situation.  Contact us today for a no-obligation conversation.

 

Improving Your Conference Calls

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Holding conference calls is one of the biggest necessary evils in the business world. Clients tell us all the time how much they dislike the starts, stops and connectivity issues that go along with teleconferencing and how they wish there was a way to communicate effectively from afar. Well, the first thing we tell these clients is that done right, conference calls can be incredibly easy and productive.

By doing these 3 things before the call starts, you can help ensure a successful conference call.

1. Make the Details Clear to Participants

This includes the date and time (adjusted for time zones), names of all people on the call, and the equipment/applications needed to participate.

Send a reminder or two in the in the days preceding. One of those should be sent on the afternoon before.

2. Set Aside an Organized, Functional and Quiet Space

There are few things worse than conducting a conference call in the middle of a noisy coffee shop or with old and buggy equipment. Make sure your office space is equipped with the technology you need to be in control. That could mean something as simple as a quality business phone and projector or as complex as a an interactive whiteboard and multimedia collaboration hub. The equipment you use should make it easier to get your point across.

3. Test All Components Beforehand

Something worse than conducting a conference call in the middle of a noisy coffee shop? Finding out that half of the call participants can’t hear a word that you are saying thanks to a bad connection. Run a test call before the real deal and you will likely avoid this type of snafu.

BCS specializes in conference rooms for businesses of all sizes. We install, train users and provide support for teleconference equipment. If you need an integrated audiovisual solution, our IT experts can talk you through the best options for your business. Contact BCS Voice and Data Solutions today. Happy conference calling!

Image: freedigitalphotos.net/Vichaya Kiatying-Angsulee

How Does a VoIP Phone System Work for My Business?

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Voice Over IP Telephony, or VoIP, is the modern standard for business phone systems. It has replaced premises based private branch exchange (PBX) as a way for companies to  to operate their phone systems over broadband connections and save money on expensive landlines. While VoIP is a bit of a catch-all term, companies utilize it in two main different ways.

IP-PBX Phone Systems

The equipment for IP-PBX is located on the office premises like traditional PBX. The difference between the two is that instead of a hardwired user network. IP-PBX uses SIP trunking, an IP-based private branch exchange and a PTSN gateway to route calls. All hardware is housed on site and since it is self-hosted, is the responsibility of the office. Usage charges vary from month to month. This is a reliable VoIP option for businesses with more than 20 employees and a high call volume. It is also highly customizable.

Hosted Phone Solutions

Hosted phone solutions take the pressure off of a company to house hardware, as the key functions of this type of phone system are completed off-site. The only hardware delivered to a business are the phones themselves. The hosting provider shoulders responsibility for keeping the system up and running and managing network downtime. Cost is on a per-user basis and doesn’t vary from month to month. This is a great option for small-to-medium companies without IT departments and those that need room to grow

What Type of VoIP Is Right for My Business?

When deciding on a VoIP solutions, business leaders must consider how much control they want over their company’s phone system. If the business has a robust IT department, consistently high call volume and a need for meticulous customization, IP-PBX is the best choice. If a business is looking for a simple outsourced solution that is feature-rich with predictable costs, a hosted solution might be a good fit.

No matter your unique needs, BCS Voice and Data Solutions offers a VoIP solution for you. Whether it’s an IP-PBX system, Mitel AnyWare hosted phone solution or perhaps just a new phone system, we are excited to help. Click or call today.

3 Things You Probably Don’t Know About Virtualization

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Virtualization–the business tech craze that’s been sweeping the nation for some time now. For large companies, virtualizing multiple servers on a single server increases efficiency and cuts hardware costs. For small businesses, virtualization manifests itself in the operation of multiple operating systems on a single server and the deployment of virtual desktops. Virtual environments can be of great benefit to business big and small.

Here are three virtualization facts and tid-bits. 

1. A virtual machine allows you to back up entire operating systems and servers. In this way, virtualization of your OS is the ultimate companion to a good data backup strategy. In the event that hackers attack the system, you can simply load the backup and the headache of losing the information framework. This is also your best defense against a natural disaster or other catastrophe.

2. Virtualization lessens the need to replace hardware as frequently. Because you can run new programs and operating systems on older machines through the virtual environment, you don’t need to upgrade physical workstations as often.

3. Browsing the web via a virtual machine protects your physical operating system. When you install a browser on a virtual machine and run it on a desktop, you are not vulnerable to viruses and hack attacks and you won’t see a difference in the speed and functionality of the browser.

If you’re considering investing in a virtualization solution for your business, call the experts at BCS Voice and Data Solutions. We can implement virtual environments on any scale through our certified partnership with VMware–the most respected name in virtualization technology. Whether you are interested in virtual desktop capability or multiple virtual servers, VMware has the solution for your company. And since BCS serves the Hampton Roads region, we can personalize these solutions with ground support and face-to-face user training.

Call or contact us today!

 

 

Should you work from home?

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It’s a liberating idea, isn’t it? Hopping out of bed, walking down the hall and sitting down at a computer to start your work day? For one in five Americans, this is a reality. Working from home has become a viable option in this Work 3.0 culture and made all the easier by the latest business communications technologies like virtualization and unified communications. But working remotely isn’t for everyone. If your company offers a remote option, weigh the benefits and possible drawbacks first.

Pros of Working From Home

  • The ability to make your own hours. 
  • Lack of a commute saves time and money. 
  • More expenses may be tax deductible. 
  • Save money with a smaller career wardrobe. 
  • More time spent with family and possibly fewer daycare expenses. 

Cons of Working From Home 

  • Less structure can lead to more temptation to become distracted.
  • Working in a space that doubles as a living space can become tiresome. 
  • Lack of face time with coworkers can lead to feelings of isolation and an absence of camaraderie. 
  • It’s easy to get too comfortable and then fall into a rut (but let’s be honest…that can happen at home and in a traditional office. 
  • There may be more pressure to “prove yourself” professionally if most other employees are in-office.

The decision to work at home is not one that should be made lightly. Doing business is doing business, but doing that business from home presents some unique challenges.

If you’re a company owner who is considering developing a remote telecommuting program, be sure to read “Tips for Implementing a Telecommuting Program” and call BCS to help you create the most effective strategy. The communications technologies we offer enhance the benefits of working from home and mitigate the drawbacks. In fact, our  Unified Communications and conference room solutions can make it feel as though an employee working from across the country is right there in the office. In the digital age, things like geography are virtually relative. Let BCS streamline communication in and out of your office. Contact us today.

Ring in the New Year with a New Business Phone System

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What are your business’s communications challenges?

  • Outdated phone units that don’t offer new features? 
  • Unpredictable monthly costs? 
  • Unwieldy cabling and cluttered wiring?
  • Limited and unreliable teleconference capability?

Every company is different, and that’s why BCS tailors our services and recommendations to each company’s unique needs.

For those with outdated phone systems….

As an exclusive Mitel partner, BCS can outfit your company with new business phones that allow for seamless communication. You can go with traditional wired units, cordless phones or even a desktop Softphone. Most even pair with mobile phones, so your employees never have to miss a call.

For those who live in fear of the phone system bill…

BCS offers Mitel AnyWare hosted phone solutions as the perfect alternative to traditional IP-PBX and premise based PBX systems. For one monthly fee on a per-user basis, Mitel AnyWare gives small business owners peace of mind. Even more, AnyWare grows with your business. Add users as needed and know exactly what you’ll pay.

hosted telephone solutions

For those who have no clue where those cables lead…

Hardware failure is one of the leading causes of network downtime. This is why maintaining hardware like cabling, wiring and server components is an essential part of IT operations. Entrust your hardware to our expert structured cabling technicians. They will install (if necessary), inspect and organize your company’s cabling so that a frayed wire or bad connection won’t bring business to a halt.

For those who want the whole picture…

Relying on consumer-level video conferencing apps to connect with remote employees and distant clients is fine to a point, but exceptionally professional organizations need teleconference solutions that integrate directly with their phone and Unified Communications systems. BCS sells, installs and maintains a variety of the latest enterprise level teleconference equipment and applications.

Whatever the problem is, make a 2014 resolution to update and streamline your company’s communications technology by partnering with BCS Voice and Data Solutions. We specialize in providing tech solutions like feature-rich business phones, hosted PBX service, Unified Communications suites and more to small-to-medium businesses in Hampton Roads and beyond.

Image courtesy of freedigitalphotos.net/luigi diamanti