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

Your Next Decade of Conference Calling

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Don’t you sometimes wish that conference calls were… easy? We get it! With most providers, telephone conferencing is a horrible experience. Lines are dropped, important people can’t dial in and there’s static or an echo coming through that no one knows how to stop. We’ve all been there.

That’s exactly what the experts at BCS know how to fix.

With our technology and experience, conference calls may just become the easiest part of the day. Make this the year to finally create a clear, crisp and easy-to-use environment for clients, prospects and employees.

The BCS Voice and Data team creates individualized solutions for our clients, especially when it comes to phone and video conferencing. For some companies, the solution is as simple as replacing an aging phone system with a cloud-based phone system and newer, more robust hardware. Other clients, particularly those with high call volumes or a variety of geographic locations to connect with, benefit from a fully remodeled and re-outfitted conference room. Still other clients are in need of high-quality video-conferencing solutions. The type that beat consumer-grade video calling technology in terms of ease, image clarity, call quality and integration with the cloud. Then again, some clients need all of the above!

Whatever your needs, we know that selecting the right business telephone and conferencing systems is a daunting task. We’ve helped thousands of clients and find consistent questions and functions that need to be addressed with all, no matter what size the business. Take a look at our guide to choosing the right system for your business for guidance.

Want to make conference calls less stressful and more collaborative for you and your business this year? BCS can help you find the perfect solution and dominate your business’ technology in 2020. Give us a call today at (757) 497-3100 or contact us online.

Integrating ipads to office network Va Beach

The Best Gift To Give Your Business

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What are the Best Gifts You Can Give Your Business This Year?

Don’t forget about that one gift that always pays off–a gift to your business! If you’re looking for ways to invest back into your company this holiday, we know the best way to do it. Improved voice and data services. 

There’s no better gift to your company than better technology, especially as we head into 2020. From structured cabling to cyber-security, implementing our services help maximize efficiency, increase your potential and give your business a leg up on the competition. Now, that really is something to be thankful for. 

Here are BCS’s most rewarding ways to invest resources into your company this  holiday season: 

  1. Structured Cabling:

      Many business owners are skeptical about the benefits of structured cabling. We beg to differ. Any business with even a small telecoms network will reap the rewards of a well-planned and executed system. Structured cabling pays dividends with better organization, faster speeds and increased scalability. 

  2. Tools for Remote Workers:

    Although they aren’t on-premises, it’s still important (if not more so) to invest in the tools your remote staff uses. That’s because they’re only as good as the tools they receive. If they experience tech issues, they can’t just go down the hall to IT. So, by giving them new or improved equipment this holiday, you can jump start their 2020 work performance while building a better relationship. A happy team means a happy company and that always pays off. 

  3. Cyber Security:

    Small businesses tend to believe they fall under the radar for a sophisticated cyber-attack. With that thinking, they operate with minimal or no cyber-security. These businesses are known for lacking security measures and often targeted. Unfortunately, half of them will experience at least one cyber-attack during their business lifetime. If you’re on the fence about adding security to your operations, consider giving yourself and you business peace of mind with enhanced cybersecurity this holiday. 

Investing in your voice and data service is the best gift you can give you business this holiday season! You’ll enter 2020 knowing you and your team are fully prepared to grow with the times. Unsure exactly what would benefit you the most? Contact BCS Voice and Data to learn more about the possibilities for your business.

Young woman at computer

What To Be Thankful For in Your  Business Phone Provider 

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Finding a great business phone system provider is difficult, especially with the overwhelming amount of options available. How do know if you selected the right phone system, and more importantly, the right provider?

In the spirit of the holidays, we’re outlining the top five qualities that all good providers should have and why you and your office should be thankful when you find this combination!

1. Confident and knowledgeable about the products they sell.

Many business communications companies leave it entirely to the consumer to research, compare and learn the ins-and-outs. Choose a provider that loves what they do and is passionate about what they’re selling. You should partner with experts who are willing and able to guide your decisions.

2. Offers reliable support.

What’s the use of investing in a new phone system if installation and training is sub-par? This commonly happens when providers are headquartered across the country or overseas. System installation, training, maintenance and repair should be a breeze. Choose a provider that is geographically close and makes IT support top priority – or one what has stellar support, including video conversations.

3. Provides knowledge and expertise.

These days, a company’s communication strategy is anything but simple. The phone system is often tied to the internet service and ultimately to the cloud. A good provider understands the complex mechanics of the latest advancements in information technology, and can help guide you to the right solution for today and the future.

4. Understands local challenges and circumstances facing your business.

We recommend partnering with a local or regional company to manage your communication needs. They will know what you’re up against, including any unique access or service limitations, and can integrate that knowledge into your technology recommendations.

5. Invested in your company’s success.

Choose a provider that does more than drop a phone system in your lap and collect their money. A good provider wants to see your company grow, evolve and come out on top. A great provider partner will help you get there with proactive advice and support.

At BCS Voice and Data Solutions, we’re thankful for our clients and we make sure to provide top tier services. If you are looking for a reliable partner you can be thankful for, contact us today.

office worker at computer

Quick Tech Gift Guide

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With the holidays approaching, you’re probably already looking at gifts for office colleagues. With everyone trying to do more during their workday, we suggest gifting coworkers and employees with useful technologies that help them do just that! Become the best gift-giver this year with these tech tools that will make everyone’s lives easier and help your workplace run smoothly: 

Bluetooth Headphones

Do you have employees who are always on the phone? A customer service agent requires a crisp, great-sounding headset with a great connection to deliver the best service possible. 

Bluetooth headphones are updated versions of bulky over-the-ear headsets. These make great gifts, but also make life easier when you are multitasking or on the go.

E-Tip Gloves

E-Tip gloves may not be a tech item, but they make using your tech a lot easier in the winter.

Keeping endless lists, taking notes and staying in constant contact means using touch screens to do it all. No one wants to take off their gloves just to open their phone or answer a text! Help everyone hurdle this inconvenient frustration with a nice pair of E-tip gloves.

Tablet

If your team is frequently on the go, meeting with clients or collaborating with one another, having a tablet is a convenient way to keep the software and information they need at their fingertips. If you’ve invested in virtualization, your employees can access what they need and join video conferences on the go with helpful apps available from Starleaf and other brands.


These three items help your colleagues free up time and be more efficient in and out of the office. To learn more about the solutions that BCS offers to keep your office running smoothly, give us a call at (757) 497-3100, or use our online contact form.

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Common Business Communication Fears

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What’s the biggest fear in running your company? For many entrepreneurs and executive teams it’s the potential of losing clients or prospects  due to simple communication issues. Even though these issues are easily avoidable, it happens all the time, and is incredibly frustrating for all involved. Nothing annoys business owners more than easily preventable issues that cost them business.

Here are some common problems that can scare clients away:

  1. Never reaching a real person.


    If your phone system is too complicated and your employees can’t be reached quickly, or the call is dropped, clients can’t communicate efficiently. It’s important to be available at all times, especially if your company distinguishes itself by providing stellar customer service. Make sure your phone system can handle your business needs. It’s also important that employees are trained on how to use it effectively. Also, double check to make sure your connection is solid.

  2. Being out-of-date.


    No one wants to work with a company that uses out-of-date tools. Not only will it hurt efficiency when working together, but gives the appearance of a low-budget and lack of knowledge. From conference room equipment to shared file storage and business phone systems, having outdated equipment means your impression with current clients falls flat — and certainly won’t impress potential clients. Always have a backup method for storing information and consider updating any tool that’s no longer serving its purpose. If you aren’t sure, contact BCS Voice and Data for a consultation.

  3. Down time.


    No matter what your business does, it’s important that your network is working at all times. Frequent downtime is sure to hurt your bottom line and scare away any clients that rely on you to make announcements, initiate updates or run their services. One of the best investments to make if your company relies on technology, is in IT support and network monitoring that can help your office run smoothly.

If you want to prevent these client and prospecting fears, give BCS a call. Whether it’s remote network monitoring services and IT support, cloud-based phone systems or conference room solutions, our experts are here to improve communication and keep your information safe and accessible. Contact us today at (757) 497-3100 today, or use our online form.

Making Office Communication Easy 

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Modern business relies on phone calls, emails, video conferencing and more for the bulk of information transfer. Unfortunately, many employees (and even their CEOs) are apprehensive when it comes to using virtual communication tools. Whether it’s because they’re unfamiliar with the technology or lack efficient and up-to-date tools, this apprehension hurts your bottom line. It’s important to make office communication easy.

If you notice too many dropped calls or missed important messages, it’s for a reason. It’s an employers job to identify and eliminate that reason. Below, we address the common fears employees have about using communication tools and how to fix-it them.

Lack of Etiquette –

Workers might be avoiding long email strings, chat-oriented apps or conference calls (video and otherwise) because they are unfamiliar with the k proper etiquette on these platforms. Not everyone grew up with virtual communication, so it’s important to ensure employees are comfortable using it.

Write out guidelines and proper procedures when using different mediums and share it with the entire team. That way, no one feels singled out. If you notice there are still some who avoid picking up the phone or cam, suggest role play and coaching as a means to practice.

Too Complicated-

Not all technology is easy to use, especially complicated office phone systems. So many of us are used to making calls easily from our cell phones, and your staff may be avoiding making or answering calls because they just don’t know how to perform regular actions like transferring a call or conferencing in a colleague! It is a great idea to include a phone system guide in your employee welcome packet. If you still see people experiencing difficulties, it may be time for a different system altogether.

Out of Date-

Yes, your office has a chat system, but if it takes too long to send and receive messages, your team won’t use it. Employees steer clear of a system that creates frustration and adds time to their work. That goes for any technology your office uses. It’s imperative to make sure all systems are up to date or they won’t be used. Identify where you need updates with a consultation from BCS Voice and Data. We identify areas where your business can implement better technology to improve efficiency and ultimately help your bottom line.


Your employees’ biggest fear should be the office microwave, not the video conferencing room. BCS Voice and Data can help give your team the tools they need to work efficiently and quickly. Contact us today to learn about our suite of tools to get your team confidently communicating with those around them. 

 

The Risks of Consumer Cloud Storage

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You’ve undoubtedly heard the names and would recognize the logos of the biggest players in the current cloud storage market. This widely used software provided by GoogleDrive, Dropbox and Amazon Cloud Drive have millions of users between them. Just because they’re popular, doesn’t mean you should trust them with your company’s important data. We recommend ignoring the hype and doing some research before signing up. 

The convenience of consumer cloud storage: inexpensive syncing among employees and their devices, isn’t necessarily a fair trade off for the risks your company takes. These file share solutions answer a single problem while opening you up to many more. Here are three big risks you take when using cloud storage for your company: 

  1. No Tech Support:

    Users of cloud-based storage technologies must deal with slow to non-existent tech support. Many of these large companies divert frustrated customers (you) to a robot chat box or delayed online support for answers. That means, there will be little help and potential long-term downtime when you or your team has trouble accessing important data.

  2. No Control Over Data:

    Data is nothing to play with. If your employees and customers trust you with sensitive information, it’s your responsibility to keep it out of the wrong hands. You allow data to be stored in servers around the world by using third-party cloud-based services. That means, no assurance of what laws are protecting it or when. One thing you can be sure of, it’s only a matter of time until someone unauthorized attempts to access it. 

  3. Remote Devices:

    Using a remote staff will save on traditional costs associated with running a business. However, allowing remote workers to use their own devices introduces a significant security risk, especially if you’re using cloud sharing software. Remote employees’ devices are rarely adequately protected and easily become another portal for cyber criminals and hackers to access information. 

 

It’s critical that organizations keep the above security issues in mind before making the switch. Instead, hire a company like BCS Voice and Data, who will design and implement a secure wireless network to meet your specific needs. The cloud may be right for your business, but there are alternatives that significantly help mitigate the risks. Contact us today for a consultation or with questions about our services.

Network Cabling and Structured cabling

How Structured Cabling Pays Off

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Many business owners are skeptical about the benefits of structured cabling.The prevailing myth being that only big companies with excessive wiring and an immediate need for more productivity can afford the enhancement. We beg to differ.

Sales offices, customer service departments and call centers remain common work environments that require the service. But, any business with even a small telecoms network will reap the rewards. Here are the ways we see structured cabling paying dividends for all business: 

1. Organization

Look around your office. Are there wires piling at the bottom of desks? Some with redundant uses and cords that don’t even work? Structured cabling eliminates the mess and gives your office a modern and sleek look. You’ll have confidence when prospective clients or visitors are on-site. Additionally, a tidy and presentable space creates a more productive working environment.

2. Faster Speeds

The worst scenario for any business is slow data when interacting with an important client. You don’t want to compromise your professionalism due to slow data speeds. Structured cabling uses high quality cables, including fiber optic connections, to decrease noise and interference, while increasing bandwidth and speed. Not only will your current data travel faster, but operations will not slow if additional connections are ever needed.

3. Minimal Downtime

That brings us to our next benefit, minimal downtime. You can’t risk current tasks when it’s time to upgrade or grow. With a direct point A to point B connection, both software and hardware upgrades are quicker. Better organization means that if you encounter a problem, it’s exact location is easier to find. And finally, increased bandwidth will accommodate additional equipment without slowing down other operations. 

4. Positioned for Growth

We have yet to encounter a business that didn’t want to grow, so BCS Voice and Data ensures the cable and network structure grows with you. Our designers create an organized framework that is easy to configure as your business grows, meaning you’ll be able to adapt without major additional investment.

Although the organized look is part of it’s draw, structured cabling is more than meets the eye. It ensures that you have a scalable infrastructure in place to best optimize your voice and data needs for years to come. Contact BCS Voice and Data to learn more from our team of designers and technicians about how structured cabling can work for you.

Costs of Choosing Reactive IT Services

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Profit is normally the end goal for businesses, so it makes sense that owners look for the most cost-efficient options when it comes to outsourcing work. But sometimes frugality results in costly mistakes down the road. We often find that’s the case with IT support services, particularly when we are called in to fix problems that could have been avoided.

When technology works, it’s tempting to believe it always will. That belief can make it hard to see the value in a long-term IT service, so many businesses cut costs by forgoing them. In its place, they respond reactively tech problems, only calling professionals when there is an issue. Even then, many owners will put off calling support thinking the problem will fix itself. Unfortunately, this approach leads to temporary patches, poor security and inefficient billing, creating more issues and higher costs over time. 

Here are some of the typical costs associated with reactive IT methods:

Temporary Solutions: Finding support sporadically means inviting someone with a minimal understanding of your network into its delicate environment. They attempt to rectify an issue without knowing the underlying cause, resulting in patch or temporary fix. These methods leave your internal systems haphazardly chopped together, creating more issues. Without a doubt, you will need to call again. An IT service like BCS creates a finely tuned and fully functional system that’s maintained by a professional familiar with your network.

Poor Security: Viruses and Ransomware don’t download themselves. User must facilitate it. Disgruntled or unknowing employees and anonymous visitors commonly introduce malicious software into networks. Not every IT company is equipped to step in when these disasters hit. If you only hire support reactively, you’ll waste time finding a capable provider while your network collapses. This severely limits what you’ll recover. Not only will long-term IT help defend you against disaster better, but they will be on call for you when it hits. 

Additional Hourly Time: Most outsourced IT companies have hourly or block billing. That means you’re billed during the time a technician is learning about your network before solving the issue. They may use hours of paid time to research your problem and educate themselves at your cost. Avoid these costs by investing in a consistent service, with a team who provides ongoing monitoring and understands your system, and can therefore work quickly. 

Don’t cut corners by only hiring IT help during a problem. You’ll get inadequate protection in the least cost-effective way. BCS Voice and Data provides managed IT support for any small to large business with monthly proactive services. Learn more on our Managed Support page or call us today for more information on what we can do for you. 

 

Critical Elements of a Business Backup Systems

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There are countless ways to lose your important data, especially if it isn’t backed up regularly.  Information stored on devices falls victim to accidental deletion, hard drive crashes, theft or virus and malware infections. Storing information on paper runs the risk of losing it to fire, flooding or other natural disasters. By saving data on a single device or in one place and not backing up, you gamble on losing it forever. Without critical data, many businesses cannot perform, making a backup system crucial for protecting your business.

There are two steps to creating a proper backup system. First, identify the types of data you need to protect and second, make sure it’s performed regularly.

Identify Critical Data
What needs to be in a data backup? Anything you’ve created or modified. This includes everything from accounting files to emails. When deciding, live by this rule: If losing the data interferes with doing business, protect it.

It’s rare that you need to save applications. Most modern business software deploys through a browser, meaning they aren’t installed on the computer. This software is accessed online through any device. If you lose the device, simply reopen the application with another.

Implement Backups on a Regular Schedule
We recommend backing up your data nightly. There is software that allows you to set a schedule and perform these tasks automatically.  Software that also zips and encrypts files saves space and increases security.

Consider the Cloud
Now that you know the key elements of a backup system, it’s time to consider the best way to implement it. One of the many benefits of cloud storage is for safe, secure off-site backups. By using the cloud, your files live in a secured online account and you don’t depend on a single computer or server open to attacks or accidents. The cloud has other advantages, as well, like automatic backups, minimal infrastructure and quick recovery.

It isn’t easy finding the proper protection method, especially if your business quickly accumulates important information. Hiring a professional IT service like BCS helps navigate the confusion and find the best solution for your business needs. If you need assistance on backing up your data or moving existing archives, contact BCS Voice and Data services today.