IT Centre • IT Support for Business and Home

A cheat sheet to help you make the most of your subscription

Written by: Peter Marshall, Voicecom Technologies

If you have Microsoft 365 for business, we want to make sure you’re making the most of it. You’re already paying for the subscription so why not take advantage of a whole suite of integrated applications that can streamline your workflows?

While remote work has been a key driver for Otago businesses to adapt the way they work and assess the systems they use, along the way they’ve realised that these apps not only offer remote capabilities but also the opportunity to integrate apps and business processes to allow them to better serve customers, streamline work, and improve employee productivity.

Four apps you’re paying for but missing out on

Microsoft SharePoint – SharePoint can seem overly complicated because it can offer so much. But it doesn’t need to be so scary. You can start small and use more functionality as needed or as you grow. Basically, it’s a platform that offers content management and collaboration. It helps with reducing duplicate files, gives you remote access (needed more than ever!) and allows you to work on the same document at the same time. Find out more about SharePoint here.

Microsoft Power Automate – Microsoft Power Automate allows you to automate workflows across applications. You can use it to connect email and instant message alerts, synchronise files between applications, copy files from one service to another, collect data from one app and store it in another, and much more. Templates are available to get you started. Efficiency is key for sustained success across businesses and Power Automate assists this by simplifying workflows with the automation of repetitive tasks.

Microsoft Forms – Forms allows you to create shareable surveys, quizzes, and polls in just minutes. You can then invite others to respond to it using almost any web browser or mobile device, see real-time results as they’re submitted, use built-in analytics to evaluate responses, and export results to Excel for analysis.

Microsoft Planner – A simple, visual, task management app that helps remove chaos from the team collaboration environment. You can create multiple task lists associated with different projects or set up daily to-do checklists.

Other apps to take advantage of.

Microsoft Teams – a chat-based workspace that integrates people, content, and tools into a single platform. Find out more about Teams here: https://ita.co.nz/microsoft-teams-more-just-video-conferencing

Microsoft OneDrive – OneDrive is essentially an online folder system for file storage. Similar to SharePoint however SharePoint offers much more in the way of collaboration. You might use OneDrive to save your personal drafts and then move them to SharePoint when you’re ready for collaboration.

Microsoft Lists – Helps you track information, organise your work and easily share with others. Lists are simple, smart, and flexible, so you can stay on top of what matters most to your team. Track issues, assets, routines, contacts, inventory and more.

Microsoft Stream – Your central destination for your business video content. It’s like an internal, secure YouTube for your business. This is the perfect place to keep things like training videos or marketing content for staff to easily access.

Microsoft Sway – Sway is a cloud only story-telling application similar to PowerPoint but provides more narrative options than a slide show.

Microsoft Whiteboard – A digital version of the traditional whiteboard that allows collaboration and brainstorming with your team in an interactive and engaging manner.

Microsoft MyAnalytics – Uses your data to provide insights into two of the key factors in your personal productivity: how you spend your time and who you spend it with. MyAnalytics takes a look at your everyday work patterns, finds areas that could benefit from your attention, and provides you with the tools to achieve more thoughtful use of your time.

Microsoft Power Apps – If your business needs a specific app to do a specific job, this is what PowerApps can do. Using simplified development techniques and with the help of your IT expert, you can create sophisticated applications using features, procedures, and processes found in Microsoft 365.

If you want to find out more about how any of these Microsoft 365 applications can benefit your business, contact us today on +64 3 443 5499. If you’d like to visit or email us, you can find our details here.

There are plenty of options available for video conferencing at the moment, which has been extremely useful with many people working from home in the current environment. Skype, Zoom and Microsoft Teams are some of the big names available – but did you know that Teams can also do much more than just video conferencing?

Here at IT Centre, we like to use it for all of our Microsoft apps and workflows. Meaning it’s the tech equivalent of a swiss army knife which can switch between different bits of kit at a moment’s notice. If you currently have multiple apps, workflows, inboxes and files all over the place… then Teams might just be the all-in-one solution you’re looking for.

Internal Communication

If you are constantly trying to keep up with your inbox and struggle to find that important email, then you are certainly not alone. Many businesses are now using tools like Slack for internal comms which can drastically reduce email clutter, did you know that Teams has a similar function? It’s a quick way to communicate with your internal team or give them a call – some of us have gone so far we’ve eliminated internal emails altogether!

File Storage and Structure

Having multiple locations for files, unorganised file structures, different file versions and not being able to find something is certainly not uncommon. Using Teams allows you to directly integrate with Microsoft’s file hosting service, OneDrive and have all of your files in one place, and also makes file sharing easy with external customers or suppliers.

Department Groups

Everyone has access to what they need in Microsoft Teams by setting your team and only having access to what’s important for you – split these up by department or otherwise as suits you. Then you can interact with your colleagues however you need to based upon the large array of apps and workflows available. For example, you might want to hop on a quick call with a member of the admin team, share some private documents with management or your marketing team might want to set up a quiz to share with your customers.

One-Stop-Shop

If that wasn’t enough, you can also use Teams to book your meetings, keep track of them in the calendar, run live webinars for up to 10,000 people and integrate CRM and customer ticketing apps. Basically it can be used as your one-stop-shop to replace the multiple different apps you are currently using, with multiple logins and varying integration capabilities.

If you feel disorganised, have files here there and everywhere and want to centralise it all to keep them in one place securely in the cloud – then Microsoft Teams might be the answer for you. It will help you centralise your files, communications, email addresses (across multiple domain names) to become more organised.

If you’re not sure where to start, then get in touch with us today on +64 3 443 5499. If you’d like to visit or email us, you can find our details here.

Let’s Pivot to remote work! But wait… how?

The environment in which we operate has significantly changed over the last few months. Businesses have been driven to embrace remote working. There has been no better time to question the efficiency of your workflows and systems. A business simply needs to have online functionality and the ability for staff to continue to work remotely. The need for increased collaboration and file sharing amongst teams is essential, which is where SharePoint can offer an excellent solution. How? Read on..

Reducing duplicate files

Are your documents and folders in a bit of a mess? Don’t worry, it happens to the best of us! With the change of employees, each individual has different ideas on how to organise filing systems, so yours has likely evolved into a mix of conflicting folders and duplicates. Have you ever collaborated on a document, emailing it back and forth until you eventually find yourself so confused as to which document is the most up to date? Yes! We have all been there. Working remotely means that now, more than ever before, we have a huge need for collaboration. This means that the same mentality needs to be embraced with your document management system. SharePoint allows you to have one central location where your documents are stored, categorised, updated and backed up. You can set up permissions so that others can access and update. No more version 2.1.5.0, saved on everyone’s drive!

Capturing version history

SharePoint gives you the ability to capture version history. You no longer have to spend time hunting for the latest version of the health and safety policy! This not only helps reduce the number of duplicate files but it offers a history of who has last worked on the document. Having access to older versions can sometimes be a lifesaver. This means that if a colleague accidentally deletes some information from an older version when updating, you can still gain access to the previous version with a click of a button.

Access from any device or location

Accessibility is key. You might be working from home, stuck up north or down south, or perhaps on a family outing and work suddenly needs urgent attention. SharePoint allows you to jump on your laptop, tablet or other device and instantly access all of your work files. Quick, easy access has never been so important and can ensure as little downtime as possible.

Collaboration – being able to work on the same doc at the same time

The strong need for collaborative tools has increased, especially with a workforce that is frequently operating online and remotely. SharePoint allows users to collaborate by working on the same document at the same time. Additionally, you can easily create and customise your own intranet. Fancy right? This provides the perfect platform where you can share and manage content, knowledge, and applications to empower teamwork, quickly find information, and seamlessly collaborate across the organisation. Not to mention, bring your team together!

Better Security

One of the most common concerns about embracing cloud platforms is the security of your data. We need to change our perception about having everything stored onsite and having ‘physical’ control. A company like Microsoft has an entire team continually working on the safety of their platforms so perhaps it’s time to embrace cloud options which can give your business the leap forward. You do also have control. Backing up your data, and implementing multifactor authentication are two key steps to helping keep your data safe. What does this really mean? Backups: using a third-party provider to back up your data is essential as Microsoft only manages the security of its platform… not your data!. Multifactor authentication makes it harder for anyone to hack or steal your data. It is a simple system whereby you might, for example, be required to enter a password as well as a text message code using an authorising app.

The way we do business has dramatically shifted. The damaging effects of a worldwide pandemic means we need to embrace technology to help us ride this wave of change. If you’re ready to make the move to more efficient and collaborative and secure document management, we can help get you started. You can pop us an email or give us a ring. We would be more than happy to walk you through the process in plain English!

IT Centre is part the IT Alliance, a group of like minding companies working together around the country to bring better value and services to clients.

IT Alliance members near you!

COVID-19 has created an abrupt shift to remote work, putting pressure on the IT infrastructure of many businesses. Although technology has allowed organisations to adapt quickly, usually this shift would require in-depth planning and risk analysis. The quick change to a virtual environment means potential weaknesses have encouraged cyber-criminals to see this as an opportunity to be out in full force.

Current Protection and Risk

How good is it that in a lot of cases, businesses have been able to continue their operations because of the ability to work remotely? Technology is awesome. But with it, does come risk. It’s great that businesses have embraced remote work, but we can’t stress enough how important it is to make sure your tech and business is protected. Remote workers don’t necessarily have the same firewalls and corporate levels of threat protection at home which means your business’s data is vulnerable at the click of a button. Also, working from home, Joe from IT isn’t one office away to save you when you’ve opened a dodgy email.

“But, … I’m password protected!”

Unfortunately, passwords simply aren’t enough to keep you secure. They are regularly shared and can be easily hacked. You need a second line of defense and this is where multi-factor authentication comes in.

What is multi-factor authentication?

Multi-factor (or two factor) authentication is a security mechanism that requires an individual to provide two or more credentials in order to authenticate your identity. For example, you may be required to enter a password as well as a text message code using an authorising app. Other forms of authentication might be a fingerprint or retinal scan. Yes, it can be a little more time consuming, but it can be a whole lot more time consuming and stress inducing if you end up with a major security breach on your hands.

How much does it cost?

In a lot of cases, it’s actually FREE and just needs to be set up! If you’re unsure if you have multi-factor authentication or you want to enable this function, call us and we can help 03 443 5499. If you’d like to email us, you can find our details on our contact page.

We understand this is a challenging time and you’re having to adjust the way you operate. The good news is that there are some excellent tools available that can help you – some you may already have! You can give us a call here in Wanaka on 03 443 5499 or reach us HERE. We know it’s a lot to take in but we’re here to help and guide you through with all things IT.

Free Contact Tracking Form

Updated Friday 8th May

This Contact Tracking form is made possible by the power of Microsoft Forms which is part of Microsoft 365 (formerly Office 365). You can do similar things with Google forms.

Call us on 03 443 5499, or contact us here, if you want to know what else can be done with your Microsoft 365 subscription, such as using SharePoint for cloud based document management and sharing for remote working, enterprise class email and calendaring or using Teams for collaboration and remote team working.

About Contact Tracking

It’s not clear what the exact requirements for contact tracking will be but this is a simple and cheap way you can start.

There are multiple ways of recording this sort of information and this may only be one way you use for your business for example you may have a manual register you use for people who don’t have a cell phone. Alternatively you could complete the form on their behalf.

Instructions

You may want to print these instructions before starting

Step 1. Create a form

Click this link to go to forms.office.com
Click Get Started and login with your Microsoft 365 or Microsoft personal account credentials if prompted
Click New Form
Click on the form title to edit it, you might want to add your business name. You can also enter a description.

Step 2. Add some questions

Click the Add new button to add questions to get the information you want e.g. Name, phone number and who they are visiting

Step 3. Optional Extras

Add a Health & Safety message
Have customers choose a checkbox to agree to your terms of entry
Add your company logo
Change the theme of the form

Step 4. Click Send

Make sure under Send and collect responses it says “Anyone with link can respond”
Optionally Copy the link and save it somewhere so you can send it to people you know will be visiting
Download a QR code by clicking the small circle with 3 squares, then click Download
Print it and stick it on your door

Step 5. Good to GO!

Your contact tracking register is now good to go
We suggest you test the form your self and get used to using it

How visitors use it

For an iPhone or a newer Android simply open the camera and point it at the QR code then tap the link that pops up
For an older Android phone, open the camera, click on the Google Lens icon (normally a small square with a dot in the middle), point it at the QR code then tap the link that pops up
Complete the form and tap Submit

Checking and downloading contact information

Open Microsoft Forms in your browser – here’s a handy link forms.office.com
You may need to sign in again
Click the Responses tab and you can view submitted forms and see summary data
Click Open in Excel to download an Excel spreadsheet containing all the forms submitted to date

Other Ideas

Create a leaving form with just a name field so visitors can sign out when they leave
Email, text or message a link to the form to people you know will be visiting you so they can just click on the link
Provide temporary wireless network access for visitors who don’t have data on their phones

More Help

If you would like more help with set-up or customisation click here to contact us (our normal charges & Terms and Conditions apply).

What people have been saying about our free form…

Thanks to IT Centre we have been able to make up a registry that requires no paperwork. Customers & Contractors can simply open up the camera on their iPhone or Android and it will redirect them to fill out our Contact Tracing Registry” “… thanks guys that is really cool will save us heaps of paperwork
Chris and Glenys Cowling, Tauranga ITM

Thanks team, that’s really easy. We’ll print it out on vinyl in reverse and stick it to the inside of our window
Sean & Claire O’Connell, Wanaka Signs

Wow, that’s really easy, thank you!
Sarah Burdon, The Camp, Lake Hawea

Preparing Your Business For Contact

Levels two and three are on their way and it is time to prepare for what that might look like for your business. It can feel a little overwhelming, so let’s break down some of the key areas that might help your business to manage all the changes. We will cover contact tracing, what it is and why it’s so important. Two key steps to defining it for your business and lastly some brilliant business IT tools that could save time, money, and possibly even lives.

What Is Contact Tracing?

Contact tracing is the ability to trace what kind of contact you have had with which people, how close you have been to them and how long you were in their presence. There are two types of contact tracing: casual and close. Casual is defined as someone you have been in the vicinity of. Close, is someone you might have shared bodily fluid with, or been closer than 2m to, for 15 min or more. For example, you might have shared a drink with someone, or gone into their home to fix something and stayed for more than 15 min chatting to them at a 1m distance.

Why is this important for my business?

It is possible that we might experience little outbreaks here and there for quite some time to come. We will most likely be required, for health and safety needs, to be able to track our day to day interactions. If this is the case we will need to consider how to manage onsite, offsite, deliveries all sorts of day to day interactions. Protocols and communication will be key moving into this next recovery phase.

Two key Preparation Tips.

The first step is to map out what interactions you are allowed under level 3 and consider how you can mitigate contact.
The next thing is to consider the tech available to you to help ease the pressure. Additional paperwork is going to slow your business in an already stressful time.

Never fear your toolbox is here!

There are lots of tools you can use to keep your business moving forward. For those of us who are lucky enough to be able to work from home, tools like Microsoft 365, Zoom and other online platforms like Hubspot, will be able to provide regular quality communication and transparency with workers. What is very important to remember is that remote work doesn’t always mean your data is safe. Check out our blogs on multi-factor authentication and more on network safety

Tracking Visitors & Deliveries.

Most companies already have access to systems that can put tracking visitors and deliveries in place, they just haven’t discovered it yet. Bundled with your Microsoft 365 or Google Suite subscription is a tool called Forms. This enables you to make simple questionnaires that are available online. Once you have made that form, it automatically generates a QR Code, which you can print out and stick on your entrance way. All available from your laptop or home computer!!
For example, you arrive at your favorite café. On the door there is a QR Code which you scan. It pops up with a form to fill out, and even your order. Once you hit send on the form, it informs the café staff that you have checked in, and what your order is. Once your order is complete, you are sent a message saying you can pop in and pay with payWave. Minimal contact, but all that data is kept for the café owner to use to track you down if there were to be a covid case in your vicinity, keeping you safe.

Non-Contact business.

For those business that are face to face this is a really testing time. However, now is not the time to take your foot off the gas. There are so many tools you can use to transform your business and who knows, possibly even for the better. Once you are online, you are no longer geographically restricted! Talk to your web designer, add a shopping cart or Shopify account. People are in the mode of learning to order from you online means it’s a great time to enrich your database more than ever before. If you are in the wellness, entertainment or education business, consider running live events using Eventbrite or use the paid subscriptions option on Facebook.
For companies needing more sophisticated tracking, Microsoft Power Apps can be used to create custom Apps. You can then track GPS location, time on site, record photos, the sky is the limit. Whatever you do, there will be a way, but never feel like you are on your own.

Need help installing and connecting your employees? We can help so contact us today on 03 443 5499. If you’d like to email us, you can find our details here.

IT Centre is a founding member of the NZ-wide IT Alliance – www.ita.co.nz

Microsoft 365 – More than Just Email