Collaboration is all around us. We see it on a daily basis in both our personal and professional lives. At work we cooperate with colleagues, managers, suppliers, customers and almost everyone we come in contact with at the office. It’s become so important that if businesses have employees who don’t mesh, their chances of success are almost non-existent.

Here are seven tips on how to improve collaboration within the office environment.

1. Open communication. One of the keys to successful teams is the adoption and encouragement of an open communication culture. With this, teams are better able to grasp what’s going on within the company, and be more efficient contributors and team players.
2. Use the right technology. It seems like there are a million different software and technology options out there. Some of the tools available offer some fantastic features and it’s easy to get sucked in by a flashy component. It’s important that when choosing a tool you pick one that meets your company’s needs and is easy to use.
3. Collaboration tools must play well with others. It’s beneficial to select systems that can be seamlessly integrated with other tools and software used by your employees. If your solutions don’t work together, all parties won’t be able to work together.
4. Employee learning is key. When you find the perfect tool to use, be careful to take time and learn how to effectively use it. Training for the users of the tool is equally important.
5. Work hard, play harder. Teams and departments should step away from their computers and actually have face-to-face meetings at least once a week. These meetings should be a mixture of formal and informal, and offer employees a chance to come together as a team, unwind and share ideas. A team that can interact well will always work together with greater efficiency.
6. Mobilize. The smartphone is here to stay and with each passing year the number of users grows exponentially. It’s beneficial to encourage the use of these devices, and look for mobile solutions that allow users to be a part of the group while out of the office. If you do allow mobile devices, be sure to establish a clear usage policy so employees know how and when they should be using their phones.
7. Don’t just focus on internal collaboration. One of the most common mistakes companies make is that they focus on group participation within the business, but don’t provide adequate support for external interactions. Be sure you integrate tools that provide stakeholders with a way to connect and work with teams within the company.

Macs running OS X are often touted as the most secure machines. While OS X is definitely more secure than other operating systems, it may not be as secure as owners think. A new trojan that takes advantage of a security flaw in OS X has been discovered, and it’s a doozy. This has the potential to be a security nightmare.

If you mention “OS X” and “virus” in the same sentence, you’ll get some weird looks from Mac users. Traditionally viruses and trojans on OS X were near non-existent, but there’s a Mac specific trojan, codenamed Flashback, that has affected more than 600,000 computers. This is big news as it shows that machines running OS X may not be as secure as first thought.

Many Mac owners are unsure of what exactly the Flashback trojan is, what it does and how to ensure they’re not infected. We’re here to help clarify the situation.

What is a Trojan and What Does Flashback Do? In general terms, a trojan is a piece of malicious software that infects a computer and gives control of part, or the whole computer to hackers. The Flashback trojan takes advantage of an OS X Java vulnerability and infects computers by tricking them into downloading a fake Java update.

When the program is installed, Flashback will download and install the main trojan code without the need for permission from the administrator. From there it proceeds to hijack your browser, redirect search queries to websites developed by hackers, and then take advantage of pay-per-click advertising.

Why Should I be Worried? While this version hijacks your browser, there are far more sinister things it could do. As this trojan acts as a downloader, there’s nothing stopping the developers from updating the malware to steal passwords, banking information and other confidential information.

How do I Ensure My Mac is Clean? Apple has released an update for machines running OS X 10.6 and later. The first step you should take is to update your computer to patch the vulnerability. To update your Mac:

1. Press the Apple logo, located in the top right hand of your screen.
2. Select Software Update...
3. Press Install and Restart.

Flashback has infected a higher number of Macs than any other trojan to date and goes to show that Macs also have security flaws. This also serves as a reminder that you should have a virus scanner and security program running on your Mac. If you have any questions regarding the security of your Mac or other devices, please don’t hesitate to contact us. We are here to help keep your machines secure.

With the multitude of devices at our disposal we have become a society of interconnectedness, and have seen once clear divisions of work and personal life blend into one. This has created an international society of workers who are experts at balancing a number of tasks, while never really being able to focus on one task. There are just too many factors pulling our attention in multiple directions.

It’s time to reclaim our focus at work and here are seven tips to help you do so.

1. Practice productivity wind-sprints. While at work, we’re normally doing work while browsing Facebook or chatting. This can be harmful for productivity and shifts your focus from important work related activities. Interval training is a great way to increase your focus. Get a timer, set it for ten minutes, and focus solely on your work. When the timer goes off take a two minute break.
2. Defensive scheduling. Our days are filled with commitments and we struggle to keep up with our projects or find time to work uninterrupted. Schedule a meeting with yourself at a convenient time. Treat this meeting like a real meeting, no interruptions. This is your time to focus on important tasks or projects.
3. Socialize with your tablet. Separate work from social activities with a tablet. We’re often just hitting our stride with work when BING, we get a chat message. What do we do? Immediately reply to the message. When we do that we lose our focus and struggle to regain it. Why not use use your tablet for all social activities and work computer strictly for work? Combined with tip one, this could really help you focus.
4. Realize your unconscious focus. The vast majority of managers often aren’t sure what the top issue in their mind is. It comes with multitasking, we’re always making less important ideas critical, and this takes our focus off the most important issues. To realign your focus take some time, let your mind wander, and make note of the ideas you keep returning to. These are your most critical issues.
5. Focus on most important tasks first. When you get into the office in the morning switch off your phone and email alerts. Focus on your most important priorities, this will give you time to get your most important work out of the way, before you shift your focus onto other less important projects.
6. Disconnect. Many of us don’t take time to give our brains a rest, we’re always thinking and possibly worrying about work. It’s beneficial to your mental and physical health if you take time each day to disconnect from the office. Temporarily sever all ties with the office and focus on something you enjoy doing. Remember, this is your time don’t think of work, focus on the activity.
7. Can’t focus? Consider if what you’re doing is right for you. If you find that you really can’t focus, even with the previous techniques, it might be time to consider that what you’re doing is actually something you don’t care about or enjoy. If this is true for you, then it’s time to start looking for a change.

If you’re on the road and give lots of presentations, the iPad can be the perfect tool as it allows you to leave the laptop at home, or in the hotel room. Here are three programs that are great for creating and giving presentations on the iPad, and what you need to give presentations on big-screens such as projectors and TVs.

Keynote Keynote is Apple’s presentation software. With this app, users can create some really professional looking presentations with ease. The one downside to Keynote is that it has trouble interacting with presentations created using Microsoft PowerPoint. Some fonts, clipart and animations used by PowerPoint and not Apple, will simply not copy over.

SlideShark SlideShark is perfect for users who aren’t comfortable with Keynote or are more comfortable with Microsoft PowerPoint. It works by uploading your presentations using SlideShark, converting them into a format the iPad can read and syncing them with the iPad. This is a great app for users of PCs.

Power Presenter This app is for presenters who want to give presentations on a projector, as its main purpose is to make it easier for the iPad and projectors to sync with one another. After you’ve finished your presentation, save it as a PDF and hook up your iPad to the projector you’ll be using. The app will simultaneously show the presentation on the screen and your iPad. This app is good if you don’t have the time to set up the projector whenever you give a presentation.

What You Need to Give Presentations When you switch over to using the iPad for presentations, you’ll need two adapters that allow you to hook the iPad up to the various different visual outputs e.g., TV screens and projector units.

The first adapter is a VGA adapter which will allow you to connect your iPad to the majority of projectors. When you give a presentation using a projector, plug the VGA cable into your iPad and the projector, and you should be ready to give your presentation.

The second adapter is for TVs and projectors that use HDMI outputs. Apple calls this adapter a “Digital AV Adapter” and it can be found on the Apple Store. When you plug in the adapter, your display should show up on both the screen and your iPad.

If you have any questions about using your iPad to give presentations or other uses for your Apple products, please contact us. We’re more than happy to sit down and discuss solutions with you.

Microsoft’s cloud based office suite for businesses is called Microsoft Office 365. Office 365 includes Word, Excel, PowerPoint, Outlook and OneNote - and Microsoft Server products e.g., Lync 2010 and SharePoint Server. All programs are accessed via a Web browser, offering users the ability to access the programs from the office, home or anywhere in between.

On March 14, 2012 Microsoft held a press conference announcing that the price of Office 365 subscriptions will be reduced by up to 20%. This decrease will apply to all new and renewing direct customers.

The price cut is a great advantage to many potential customers as it makes Office 365 more competitive with other cloud based office solutions such as Google Apps. This is also beneficial as many businesses already use the desktop versions of Microsoft Office. If they switch to Office 365, employees will be comfortable with the cloud version, as the software is exactly the same as the desktop version.

It’s the perfect time to look into Office 365 and see what it can bring to your organization. If you’d like to learn more about Microsoft Office 365 or other products from Microsoft, we are your go-to experts and will be more than happy to help.

With the adaptation of Stage 2, companies operating in the electronic medical records will shift their focus from the capture to exchange of health information. One industry insider has recommended 10 things your EMR needs to be truly interoperable.

1. Single sign-on (SSO). Applications tend to proliferate, and if you don't allow people to switch between these applications using a common login and password, users will get frustrated and give up.
2. Context transitions. As applications grow, and you need to integrate them into an EMR, SSO won’t be enough, because you’ll still lose the “active patient or task" being performed. You’ll also need to provide for the transition of context between applications.
3. Widget publishing. EHRs often have hundreds of functions, and if some are exportable or publishable as widgets, they become much easier to integrate into new user interfaces in the future.
4. Widget consumption. EMRs will become more like containers of cross-application functionality than innate functionality, so consuming widgets will be a basic requirement.
5. Mash-ups. EMRs should allow access to their content through the content management interoperability services (CMIS) standard, thereby allowing users to unlock content they have in various health records.
6. Customizable dashboards. EMRs should provide dashboards that can be tailored by organization, user role, or even user.
7. Interactive Voice Response (IVR). IVR, which allows an EMR to interact with users through phones and other voice systems, such as Skype, will improve collaboration with patients and other physicians who aren’t at a computer.
8. Voice recognition. This will help users conduct EMR tasks more efficiently.
9. Natural language understanding. Because most EMR data is entered by humans, an EMR must integrate with systems that can convert the spoken word or typed text to structured data.
10. Customizable data import and export. A good EMR must allow customizable importing and exporting of simple lists in common formats, such as Excel, CSV and XML.

In order for your IT department to be successful, you need a strategic plan that will both optimize your workflow and help to define your practice’s needs. The well thought out and executed plan will exhibit a focus on the experiences of your staff and patients. Here are five considerations that can help you develop your strategic IT plan.

1. Improve the patient experience. Many healthcare practitioners consider the patient experience a major challenge, yet don’t give much thought to how IT can improve it. Consider what you can do electronically to support patients, whether they're in your facility or not. Electronic forms? Email and text message reminders and confirmations? Kiosks?
2. Consider best practices. Technology can help you get to know your patients better. The Web, for example, can be used as a first point of engagement. Ask a few questions of visitors, then tailor your responses to their needs. A patient interested in a first consultation would receive different information than one preparing for his or her first round of cancer treatment.
3. Don’t forget the staff! Your staff needs successful workflows to interact effectively with patients. Common errors are multiple devices and different logins. Keep in mind how clinicians work to develop efficiencies. Your staff needs to be able to provide clinical care without being tied to a PC.
4. Use social media. Social media often isn’t included in IT planning, as it’s usually more of a marketing consideration. Without thinking about how it will be used, it will become difficult for patients and staff to have a singular experience. Your IT department needs to work with other departments to develop a social media plan that will yield a consistent presentation to the end user.
5. Use integrative planning. Typically, IT does its strategic planning in isolation. Ideally though, IT would plan with other departments. This “integrative planning” allows for a consistent plan supported by all parts of the practice.

One issue that’s gaining steam, especially with SMEs, is business continuity planning. Many companies are starting to develop plans so that they can continue to operate through both problems large and small. If you’re one such company, and are stuck at the point where you need to choose between software and templates, we have some advice for you.

The decision between templates and software can be a tough one to make, as whichever one you choose, you’ll be using and relying on for a long time. To help you we’ve covered some pros and cons on both choices:

Using Software If you choose to go with a software program, you will be walked through the whole process allowing you to develop a useable plan. Another benefit of using software is that you’ll be able to develop reports if needs be.

The drawbacks of using software include cost, inflexibility and learning time. For the most part, business continuity planning software is not cheap, and at times can be inflexible due to limits within the program. If you have a niche need, the software may not cover it. In addition, as with mastering any program, the learning curve can be quite steep.

In general, using software would be advantageous for companies that have a bigger budget for the development of a continuity plan. Software is also a good bet if you don’t have staff who are experts in continuity planning, or if you operate in an industry where a continuity plan is necessary, e.g., companies working with healthcare insurance, or manufacturing companies that have introduced ISO 9000.

Using Templates If you feel that your company is not ready for software you can use templates to help you develop your plan. These solutions are mostly written plans that you adapt to meet your business needs. They’re useful if you’re just starting to do continuity planning, as they provide a normally solid foundation, and are generally a lot cheaper than software.

A limitation to using templates is that they can be a little too basic at times, and may not meet your needs. Granted, most plans will follow a basic structure and your developer will need to adapt some steps for your relevant region and industry.

As each industry is different, it’s hard to make a recommendation on what type of planning style companies should take. We recommend you take your time, do your due diligence and weigh out what’s best for your business. No matter which method you choose to go ahead with, ensure that it’s easy to implement, and that you’ll be able to teach your staff how to run the plan.

If you feel really lost or are not sure what to do, talking to professional consultants could go a long way in helping you develop a plan. If you’d like to learn more about business continuity planning please contact us - we are happy to help.

Does your company use cloud storage services or peer-to-peer (P2P) networks for the storage and sharing of data? Many businesses are now using both these services in an effort to make work less complicated. But did you know that there are potential issues in relation to recoverability and security of data?

With the seizure of a number of cloud storage and sharing websites, including Megaupload, and the seemingly omnipresent malware in P2P files and the shaky security in relation to P2P networks, businesses have had their hands full staying secure. Do you know what your options are when it comes to data security?

Cloud Services Knowhow The recent seizure of Megaupload’s files and servers by the US Government caught many people and businesses unprepared. While Megaupload’s main purpose was file sharing, it was found that a large number of organizations were using their services to store files. If you had files stored on Megaupload, the chances of getting the files back are non-existent.

It needs to be pointed out that many cloud services don’t guarantee that files stored on the service will be recoverable in the event of a crash, or disruption in service, e.g., a government seizing servers. If you read the user agreements of a number of major cloud services, they all have clauses stating that if data stored on their service is lost for any reason, it’s gone forever, and the hosts can’t be held liable for losses.

Risks of P2P With high speed Internet widely available at low prices, P2P file sharing has become incredibly popular, it’s almost uncommon to find someone who has never used a P2P service. If you or your employees use P2P at your office, there are a number of potential security threats you should be aware of:

• The unknown share: If you put a file in a folder that is shared on a P2P network, it’ll be shared with all other people connected to that folder and almost anyone can access it. This is normally done by mistake, i.e., not looking where the file will be saved when you save it. There’s also malware out there that will move files into a shared folder which the developer of the malware can find and upload with ease and without the user knowing it is happening.
• Open network: Typically P2P works on open networks: users give and share. What this means is that when using P2P on a poorly configured network, the whole network could be unsecure, allowing for access to other computers connected to the network.
• Untracked data: If you share a document with another person, and they then share it with others, there is potentially, an unlimited amount of people that can get the data. If you want to take it back, it can be impossible to do so, even if the original document is deleted.
• Storage hijacking: There’s news of malware that has been developed with the purpose of downloading illegal material onto your hard drive. This could pose a problem if the data is found, as you will be liable.

Second, it’s not recommended to keep single copies of data on one cloud service. Chances are high that in your business, you store your data and backups in a place separate from the computer. This makes sense with the cloud as well - keep your data with a number of different cloud services. If it’s important enough, have physical backups of what you put in the cloud.

For P2P networks there are also a number of steps you can take to protect the data on your network:

• The most obvious one is to ban employees from using any file sharing services outside of your network.
• If you do allow file sharing, it’s a good idea to establish and strictly enforce a protocol for this. You should also set which users are allowed to share files, and what files are appropriate to share. Be sure that all staff are aware of your policy and the measures that will be taken in the event of any deviations.
• Develop a system to classify documents by whether or not they can be shared, and who they can be shared with.
• If you work in an office where you need to share files, but don’t want to use a P2P network or the cloud, and are unsure of other solutions out there, don’t worry. There are companies that specialize in document sharing solutions that should be able to provide you with assistance.

If you have a smartphone, you no doubt use it for more than just SMS messages and phone calls, and with today’s 24/7 work demands, you’re probably using it for the odd bit of work too. The next step is to then use your smartphone, or other mobile device, while at work, in place of or in addition to your normal desktop or laptop. This last step is becoming known as BYOD, or “Bring Our Own Device”. Is BYOD already happening at your place of work?

When employees use their own device for work, it can be hard for their company to manage what the user is doing, after all it’s a personal item. Add to this the growing number of malware programs aimed at stealing information from devices, and you’ve got an issue that’s not going to go away anytime soon.

What Exactly is BYOD? BYOD came about when businesses began to assign laptops to employees for use at home or on the road. Companies quickly came to realize that the laptops were not as secure as the desktops at the office, and that employees were also using the laptops for personal use. To address this, companies introduced security measures and procedures to keep data on the laptops safe, while limiting personal use. This worked well until the introduction of the smartphone, which has now given employees the ability to access their office data on their personal devices, and has moved them off the machines provided by the company. Because of this trend, companies are being forced to examine or implement a BYOD policy.

Pros of BYOD The most obvious benefit of BYOD is the fact that the cost of the the technology is shifted from your company to the user. Think about it: no more costly hardware upgrades and minimal to nonexistent upkeep costs, thus bringing about significant savings.

The next upside to BYOD is user satisfaction. If your employees are allowed to use their own devices, they’ll generally be more satisfied with the systems they’re using, because they’ve already made the personal choice to buy that particular device.

There are some ancillary advantages to BYOD as well, including having employees on the most up-to-date systems, as many employees will buy newer, or top of the line models. The other advantage is that the usually slow update cycle can be exterminated, employees will be in charge of keeping their devices current, not the company.

Cons of BYOD As with all stories, there are two sides to this one. The biggest disadvantage of BYOD is that you’ll lose control of the hardware, and employees will generally be more reticent in allowing other employees to use their device.

Another major issue to overcome is usage policies. As employees will be using their own device, it’ll be harder to tell them what is considered acceptable use. As opposed to when employees are using company devices you can implement a fair-use policy.

The final negative side of BYOD is of what happens when an employee leaves your company? If they’ve been using their own device it can be a chore to get the data back, let alone establish who owns the data in the first place.

So What Can I do? If you take a step back and observe, you’ll notice that smartphones are becoming more and more mainstream, and while in the short term you could say no to personal devices at work, it won’t work in the long term. It would be beneficial if you developed a BYOD plan that clearly states your expectations, and has a usage policy regarding network and data use. You don’t have to implement it right away, but it’ll help to have the plan ready, for when you do decide to allow employees to use their own devices. You could also set up a trial with some employees, observe how they get on with the devices and reevaluate your position after the trial period.

You should also establish a set point of security measures that are not optional. This is particularly important for companies that operate under set data security mandates, e.g., mandates regulating data storage in relation to point of sale and credit systems. Methods of increasing security include software that must be installed, and basic security measures such as a locked screen, or regular data backup.

It is also important to establish a process for when an employee leaves your company. Set up a policy regarding who owns what data and the steps to be taken at the end of employment. If your employee uses a device with a removable memory card, you could set up a partition - mini non-physical hard-drive within the larger physical hard-drive - on the card where data from the business is to be stored, allowing for easy access and retrieval.

Should your company go BYOD, or abstain? Be aware that this is a major trend and in the near future employees will start to push to use their own devices at work, if they haven’t already. If you’d like help setting up a BYOD plan or more information concerning security measures, please contact us.