How Companies can Better Control IT Costs

Most small to midsize businesses today are constantly under pressure to upgrade their information technology (IT). Whether it’s new software, a better way to use the cloud or a means to strengthen cybersecurity, there’s always something to spend more money on.

If your company keeps blowing its IT budget, rest assured — you’re not alone. The good news is that you and your leadership team may be able to control these costs better through various proactive measures.

Set a philosophy and exercise governance

Assuming your company hasn’t already, establish a coherent IT philosophy. Depending on its industry and mission, your business may need to spend relatively aggressively on technology to keep up with competitors. Or maybe it doesn’t. You could decide to follow a more cautious spending approach until these costs are under control.

Once you’ve set your philosophy, develop clear IT governance policies and procedures for purchases, upgrades and usage. These should, for example, mandate and establish approval workflows and budgetary oversight. You want to ensure that every dollar spent aligns with current strategic objectives and will likely result in a positive return on investment (ROI).

Beware of shiny new toys! Many businesses exceed their IT budgets when one or two decision-makers can’t control their enthusiasm for the latest and greatest solutions. Grant final approval for major purchases, or even a series of minor ones, only after carefully analyzing the technology you have in place and identifying legitimate gaps or shortcomings.

Also, remember that overspending on technology is often driven by undertrained employees. Teach and remind your users to adhere to your IT policies and follow procedures. Doing so can help prevent costly operational mistakes and cybersecurity breaches.

Conduct regular audits

You can’t control costs in any business area unless you know precisely what they are. To get the information you need, regularly conduct IT audits. These are formal, systematic reviews of your IT infrastructure, policies, procedures and usage. IT audits often reveal budget drainers such as:

Redundant subscriptions for software or other tech services,
Underused or forgotten software licenses, and
Outdated or abandoned hardware.

You may discover, for instance, that you’re paying for several different software products with overlapping functionalities. Choosing one and discarding the others could generate substantial savings.

As you search for overspending, also look for examples of IT expenditures delivering a good ROI. You want to be able to refine and repeat whatever decision-making process led you to those wins.

Keep an eye on the cloud

One specific type of IT expense that plagues many businesses relates to cloud services. Like many companies, yours probably uses a “pay as you go” subscription model that includes discounts or rate reductions for lower usage. However, if you don’t monitor your actual cloud usage and claim those discounts or cheaper rates, you can wind up overpaying for months or even years without realizing it.

To avoid this sad fate, ensure that at least one person within your business is well-acquainted with your cloud services contract. Assign this individual (usually a technology executive) the responsibility of making sure the company claims all discounts or rate adjustments it’s entitled to.

One best practice to strongly consider is setting up weekly cloud cost reports that go to the leadership team. Also, be prepared to occasionally renegotiate your cloud services contract so it’s as straightforward as possible and optimally suited to your business’s needs.

Don’t give up

To be clear, controlling IT costs should never mean cutting corners or scrimping on mission-critical technology expenses — particularly those related to cybersecurity. That said, you also should never give up on managing your IT budget. We can help you develop a tailored cost-control strategy that keeps your technology current and supports your business objectives.

As we enter 2025, the IT landscape continues to evolve rapidly. Businesses that want to stay ahead of the curve must make strategic decisions aligning with current trends and long-term objectives. Here are five key IT moves to set your organization up for success as we kick off the new year.

1. Prioritize Cybersecurity with Zero Trust Architecture

Cyber threats are becoming increasingly sophisticated, making cybersecurity one of the top concerns for any organization. Implementing a zero-trust model ensures that no user, device, or application is trusted by default. This approach minimizes potential attack vectors by continuously validating access and monitoring user activity. Integrating Zero Trust with multi-factor authentication (MFA) and endpoint detection and response (EDR) tools can significantly enhance your organization’s security posture.

Now is a good time to update passwords, review access controls, and check that everything from firewalls to software patches is current. A little extra security now can save a lot of headaches (and money) later.

2. Leverage AI and Automation for Operational Efficiency

Artificial intelligence (AI) and automation technologies are no longer just “nice to have”—they are essential for staying competitive. Businesses should explore ways to incorporate AI-driven solutions to optimize workflows, manage data, and improve customer experiences. Automated processes can reduce human error, speed up operations, and allow IT teams to focus on strategic initiatives instead of repetitive tasks.

3. Adopt Hybrid and Multi-Cloud Strategies

Flexibility and scalability remain critical in today’s IT environment. Adopting a hybrid and multi-cloud approach allows organizations to take advantage of the benefits of both public and private cloud solutions. This strategy ensures redundancy and reliability and helps optimize cost management. Embracing multi-cloud environments can mitigate risks associated with vendor lock-in and provide greater resilience by spreading workloads across different cloud platforms.

4. Invest in Staff Upskilling and Training

Technology changes rapidly, and so must the skill set of your IT team. Investing in ongoing training and professional development ensures your team stays current with new technologies and practices. Certifications in cybersecurity, cloud management, AI technologies, and data analytics can significantly affect how effectively your IT department supports organizational goals. Encouraging a culture of learning and adaptability will empower employees to innovate and solve complex problems more efficiently.

5. Take a Look at Your Hardware

Your business relies on solid, dependable hardware. If you’ve been dealing with outdated equipment, now’s the time to consider upgrades. A little investment in computers, servers, or network equipment now can prevent bigger issues down the road, like costly repairs or unexpected downtime.

Start 2025 Strong

Starting 2025 strong means aligning your IT strategy with the demands of a dynamic technological landscape. By prioritizing cybersecurity, harnessing AI and automation, adopting flexible cloud solutions, investing in talent, and updating hardware, your organization can position itself for sustained growth and resilience. Stay proactive, stay innovative, and make these strategic IT moves to ensure a successful year ahead.

For many business owners, the traditional “break/fix” model has been their long-term solution. This approach involves calling IT support only when something goes wrong—when you’re already in trouble.

While the break/fix approach may have served its purpose in the past, tech needs have grown more complex. We’re facing more cyber threats, software vulnerabilities, and rapidly evolving technologies than ever before. Relying on a 100% reactive strategy can leave you vulnerable to costly downtime, data breaches, and customer dissatisfaction.

Let’s look at the pitfalls of the break/fix approach.

Downtime

When a critical IT issue arises, you’re forced to wait for help to arrive, often leading to significant downtime. Every minute your systems are down, your business loses money and potentially damages its reputation.

Unpredictable costs

Break/fix support comes with unpredictable costs. You can’t anticipate when problems will occur or how much they’ll cost to fix, which can wreak havoc on your budget.

Data loss

Data loss is a nightmare for any business. Relying on break/fix means you risk losing valuable data if a problem escalates before anyone can start helping.

No familiarity

In this model, your IT support provider is like a distant relative you only hear from when things go wrong. They may not fully understand your business needs and goals or even be up to date on your current setup, which can hinder effective problem-solving.

Security vulnerabilities

Cyber threats are constantly evolving. Relying on a reactive approach may leave your systems vulnerable to attacks, as you may not get timely security updates or patches.

Move beyond a transactional relationship.

With the break/fix model, your interactions with IT support can often feel transactional. It’s a “call when you need help” scenario, with little room for developing a deeper understanding of your business’s unique needs and goals. In contrast, a contract-based IT support model creates a partnership where your IT team becomes an extension of your business.

Your IT support partner takes the time to get to know your business inside and out. They learn about your processes, workflows, and objectives, allowing them to offer solutions tailored to your specific requirements.

With a contract in place, you have a direct line to your IT professionals. There’s no need to navigate a maze of automated systems or wait hours on hold. Your IT partner is just a phone call or email away, ready to assist you promptly.

Instead of waiting for IT issues to arise, your IT support partner actively collaborates with you. They seek opportunities to optimize your technology infrastructure, improve efficiency, and ensure that your systems always perform at their best.

The bottom line

One of the primary challenges of the break/fix approach is the unpredictability of costs. When you rely on calling IT support only when things go wrong, you play a financial guessing game. You can never be sure when a major issue will strike or how much it will cost to resolve.

With a contract-based IT support model, you say farewell to these financial uncertainties. You pay a fixed, monthly fee that covers all your IT support, including the routine proactive work and fixes. This predictability allows you to budget effectively, allocate resources wisely, and avoid unpleasant financial surprises.

Running a successful business requires your undivided attention. Dealing with IT issues on a case-by-case basis can be a big distraction. Choosing a contract-based IT support model allows you to focus on your core business activities while your IT professionals handle the technical aspects.

This increased focus can increase efficiency, growth, and profitability, as IT-related interruptions and headaches no longer bog you down.

So, are you ready to:

Better protect your data
Make things run more smoothly
And save money … at the same time?

We’d love to talk. Get in touch.

Information used in this article was provided by our partners at MSP Marketing Edge.

The pace of technological advancement is accelerating. This is not news to anyone wading through the ChatGPT craze. Artificial intelligence (AI) is at the forefront of this revolution. We are swiftly seeing companies adopt AI solutions. Even more rapidly, software providers like Microsoft are adding AI tools.

The goal is to use AI to do things like:

Streamline operations
Automate tasks
Reduce errors
Boost business output

The 2024 Work Trend Index is a joint report by Microsoft and LinkedIn. It provides valuable insights into the current state of AI in the workplace. The study sheds light on how AI is transforming the way we work. It provides both fresh ideas and considerations when using AI. Here are the main trends identified in the report and how they can impact your operations.

1. Employees Want and Expect AI at Work

Is your company lagging behind in AI adoption? You may find it harder to attract and keep top talent. The study shows that 75% of knowledge workers now use AI at work. Employees understand that AI helps them do certain things faster.

One concern is a lack of rapid adoption by companies, which need to have a plan. AI is like any other new technology. It can help, but only if you do it right. The best way to move forward is a partnership with employees. Learn how they feel AI can help them most. Their input gives you a great starting point for where to leverage AI effectively.

2. AI Skills are Becoming More in Demand

There are now new positions we never heard of just three years ago. Prompt engineering is one of these. Employees who know how to use AI to get the best output are most in demand.

The study also found that job loss fears haven’t yet been realized. Instead, companies are seeking AI-skilled staff. Fifty-five percent of leaders worry about having enough talent to fill needs.

The need for AI skills means employers should add AI training to upskill teams. Employees can take the initiative to improve their use of AI and prompts. It’s in everyone’s best interest to learn how to harness AI productively.

3. The Evolving Role of Employees Using AI

The report also reveals a notable divide in employee use of AI. The spectrum begins with skeptics who rarely use AI. On the other end are power users, who use AI frequently in their work and save more than 30 minutes per day by reengineering their workflow using artificial intelligence.

Some of the ways that AI can augment roles and assist with tasks include:

AI-driven automation
Data analysis and reporting
Customer support enhancement
Document and policy drafting

Companies can benefit from their AI power users. These employees can help train others on their team and create foundational processes and templates that other employees can follow to enhance their work.

4. Things Can Get Messy Fast without a Plan

Companies are under immense pressure to show ROI. Many haven’t yet figured out how to do that with AI enhancements, and they’re also worried about being too slow to adopt.

One issue this has led to is employees using AI on their own through un-sanctioned AI tools, possibly using AI where the company would rather have a human touch. This emphasizes the need for businesses to have an AI use policy and fast.

Without a use policy, it’s the “Wild West.” If you have an IT provider, ask them for guidance on AI policies and best practices you can implement in your organization.

5. The Ethical Considerations and Trust in AI

As AI becomes more prevalent, it’s essential to address ethical considerations. The Work Trend Index emphasizes three important things in this area: transparency, privacy, and bias mitigation in AI systems.

Businesses must ensure that AI tools are deployed ethically and responsibly. This means clearly communicating with employees and customers about how AI is being used. Building trust in AI is crucial for its successful integration into the workplace.

Final Thoughts on AI in the Workplace

The 2024 Work Trend Index offers valuable insights. It helps companies understand the transformative power of AI in the workplace. It’s important to understand these key trends and embrace AI strategically. Doing this enables businesses to unlock new opportunities, enhance productivity, and improve employee satisfaction.

We are committed to helping you navigate the complexities of AI and leverage its potential to drive your business forward. Contact Yeo & Yeo Technology today to discuss how we can support your AI journey.

Article used with permission from The Technology Press.

Windows 10 has served us well. But its time is running out. Microsoft plans to end support for Windows 10 on October 14, 2025. This means no more security updates, no more patches, and no more support.

It’s time to upgrade to Windows 11. This is especially true for business users who must check and upgrade many systems. This change isn’t just about getting new features. It’s about ensuring your PC stays secure, fast, and capable.

Why You Need to Upgrade Now

Security Concerns

When Microsoft stops supporting Windows 10, your computer becomes vulnerable. No more updates mean no more security patches. Hackers and malware developers will exploit these vulnerabilities. Upgrading to Windows 11 ensures you receive the latest security updates. This keeps your data and personal information safe.

Enhanced Performance

Windows 11 is designed to be faster and more efficient. It optimizes your hardware, providing better performance. Whether you use your PC for work, gaming, or general browsing, you’ll notice the difference. Applications run smoother, and boot times are quicker.

Improved Features

Windows 11 brings a host of new features. The redesigned Start Menu and Taskbar offer a fresh, modern look. Snap Layouts and Snap Groups help you organize your workspace. Virtual Desktops allow you to create different desktops for different tasks. These features enhance productivity and make your PC experience more enjoyable.

Hardware Requirements for Windows 11

Not all current PCs can run Windows 11. The new operating system has specific hardware requirements. Here are the basics:

A compatible 64-bit processor with at least 1 GHz clock speed and two or more cores.
4 GB of RAM or more.
64 GB of storage or more.
UEFI firmware with Secure Boot capability.
TPM version 2.0.
DirectX 12 compatible graphics with a WDDM 2.0 driver.

These requirements might mean you need new hardware. Many older PCs do not meet these specifications. If your PC doesn’t meet these requirements, consider upgrading.

Upgrading Your Computer

Opportunity to Modernize

Upgrading your PC is an opportunity to modernize. Newer PCs come with better processors, more RAM, and faster storage. These improvements provide a significant boost in performance.

AI-Enabled PCs

Consider AI-enabled PCs with Copilot. These machines offer advanced features powered by artificial intelligence. They learn your habits and optimize performance accordingly. AI can predict your needs, making your PC experience smoother and more intuitive.

Energy Efficiency

Modern PCs are also more energy efficient. They use less power, which is good for the environment and your electricity bill. Newer hardware is often more efficient without compromising performance.

Benefits of Upgrading to Windows 11

Better User Interface

Windows 11 offers a cleaner, more intuitive user interface. The Start Menu is centered, providing easy access to your most-used apps. The Taskbar is simplified and customizable. These changes make it easier to navigate and use your PC.

Integrated Microsoft Teams

Windows 11 has Microsoft Teams built in. This makes it easier to connect with friends, family, and colleagues. You can quickly start a chat or video call from the Taskbar. This integration is particularly useful for remote work and staying connected.

Improved Virtual Desktops

Virtual Desktops in Windows 11 are more powerful and customizable. You can set different backgrounds for each desktop and organize your tasks better. This feature is ideal for separating work from personal use.

What Are the Risks of Waiting to Upgrade

Increased Vulnerability

Waiting to upgrade increases your vulnerability. As Windows 10 approaches its end-of-support date, the risk of security threats grows. Hackers will target unsupported systems, knowing they won’t receive updates. Upgrading now minimizes this risk.

Potential Compatibility Issues

Software developers will eventually stop supporting Windows 10. New applications and updates may not be compatible, leading to performance issues and lost productivity. By upgrading now, you ensure compatibility with the latest software.

Business Disruption

Beginning an office upgrade now gives time for a smooth rollout. You can upgrade one department at a time, reducing potential disruption and spreading out the costs.

Avoid Last-Minute Rush

Upgrading now avoids the last-minute rush. As the end-of-support date approaches, many users will scramble to upgrade. This can lead to delays and increased demand for new PCs. Upgrading early ensures a smooth transition.

How to Upgrade

Check Compatibility

First, check if your current PC meets the Windows 11 requirements. Use Microsoft’s PC Health Check tool to determine whether your hardware is compatible.

Back Up Your Data

Before upgrading, back up your data. Use an external hard drive or cloud storage. This ensures you don’t lose important files during the upgrade process.

Follow Upgrade Instructions

Follow Microsoft’s instructions for upgrading. This may involve downloading the Windows 11 installation file and running the setup. If your PC isn’t compatible, consider purchasing a new one that meets the requirements.

Seek Professional Help

If you’re unsure about upgrading, seek professional help. Our technology specialists can make the process as easy as possible. We’ll ensure your upgrade goes smoothly and address any issues that arise.

Get Help with a Windows 11 Upgrade & Migration

The countdown to the end of Windows 10 has begun. Ensure your PC stays protected and up to date. Don’t wait until the last minute! We’ll be happy to guide you through a successful upgrade to ensure you avoid future headaches. Contact Yeo & Yeo Technology today.

Article used with permission from The Technology Press.

When your team’s computers or internet starts lagging, it’s often a sign your hardware needs an upgrade. But with so many tech options, you may want some help knowing where to start. Here are some things to consider:

First, think about what your team needs. Office-based teams might need powerful desktops, while mobile workers may benefit from lightweight laptops. Make sure the hardware can handle your daily tasks comfortably—more complex tasks like graphic design will need more powerful machines. Ergonomics matter, too, so consider comfortable screens, keyboards, and portable designs if your team is on the go.

Next, look beyond computers to your network setup, like routers and switches. Even the best devices won’t work well if your network equipment is outdated. Investing in quality network gear, like routers with strong Wi-Fi coverage and built-in security, keeps everything connected smoothly.

To stay future-ready, pick hardware that can grow with you. For example, choose computers with upgradeable storage or memory and network equipment that can handle more devices. Cloud solutions can also be a flexible option, letting you expand storage or services as you need them.

Finally, focus on durability and security. Good hardware should last and protect your business.

When making big decisions like this, it’s a good idea to consult with specialists – like Yeo & Yeo Technology – who can guide you on cost-effective options and ensure your technology will meet today’s needs and tomorrow’s growth. If we can help you with that, get in touch.

Information used in this article was provided by our partners at MSP Marketing Edge.

Starting January 2025, Microsoft will begin automatically switching users of classic Outlook to the new version. This change will primarily impact Microsoft 365 Business Standard and Premium users, with updates for Enterprise users planned for April 2026.

Key points to note:

The switch will occur gradually over several months, beginning in January 2025.
Users will receive in-app notifications before the automatic switch.
IT Admins can opt out of the automatic switch if not ready for the transition. Instructions for opting out are available here.
After the switch, users can still toggle back to classic Outlook if needed, but they might automatically be switched to the new Outlook again with a future rollout. Instructions to toggle back are available here.
Microsoft will support existing installations of classic Outlook through perpetual licenses until at least 2029.

We recommend familiarizing yourself with the new Outlook features, including the new interface and productivity tools, and preparing your team for this transition. To learn more, visit the Outlook for Windows page, with frequently asked questions, on Microsoft’s website and refer to the insights in this article from The Channel Company.

If you have concerns or questions about how this change may impact your specific setup, contact Yeo & Yeo Technology.

The landscape of business technology is rapidly evolving, driven by advancements in AI, cloud computing, cybersecurity threats, and increasingly complex compliance requirements. Allocating a budget that supports innovation, security, and efficiency while staying adaptable to unforeseen challenges will position your organization for success. Here’s a breakdown of some key areas to consider as you craft a technology budget for 2025.

1. Evaluate Core Infrastructure Needs

Hardware Upgrades: As older equipment reaches end-of-life, investing in replacements or upgrades can prevent downtime and productivity losses. Assess servers, laptops, network devices, and other hardware to see if any need refreshing. Many organizations follow a three- to five-year cycle for hardware updates to balance cost and functionality. Remember that Windows 10 will also sunset on October 14, 2025, which may require your organization to update PCs to run the new operating system.
Software Licensing and Renewals: Don’t overlook annual license fees and software renewals. Budgeting for core systems (like ERP or CRM platforms) and specialized tools keeps your technology current and reduces the risk of sudden, large expenses.

2. Invest in Cybersecurity

Rising Threats and New Regulations: Cybersecurity risks continue to increase, making this an essential area of investment. Budgeting for advanced security measures such as endpoint detection, multi-factor authentication, and continuous monitoring can prevent costly breaches.
Employee Training: Human error remains one of the biggest vulnerabilities in cybersecurity. Include a line item for regular cybersecurity training, ideally with simulated phishing tests, so your team is prepared to recognize and respond to threats.
Compliance Costs: New regulatory requirements are emerging, especially around data privacy and security. Depending on your industry, 2025 may bring additional compliance standards. Preparing for audits, investing in secure data storage, and maintaining proper documentation will help you stay compliant.

3. Allocate for Digital Transformation Projects

Cloud Migration: The cloud offers flexibility, scalability, and cost-saving potential. Whether starting a migration or optimizing an existing cloud environment, cloud-related costs can add up. Consider both migration expenses and ongoing storage or subscription fees.
Artificial Intelligence (AI) and Automation: AI-powered tools can enhance productivity by automating routine tasks and offering insights into business operations. Depending on your goals, consider setting aside funds for AI-driven analytics, workflow automation, or chatbots to support customer service or internal help desks.

4. Plan for IT Staffing and Outsourcing Needs

In-House Talent vs. Managed Services: Skilled IT professionals are in high demand, and in-house roles such as cybersecurity specialists, data analysts, and cloud architects command competitive salaries. For organizations looking to maximize their budgets, outsourcing certain functions to managed service providers (MSPs) can offer access to expertise without the total cost of additional staff.
Ongoing Training and Development: Technology changes quickly, so investing in continuous education for your IT staff is essential to keep your team’s skills up to date. Budget for certifications, conferences, or training programs that can increase productivity and reduce employee turnover.

5. Budget for Contingencies

Flexibility for Unexpected Expenses: Given the rapid pace of technology changes and external factors that may require quick pivots, plan for contingencies. Keeping a portion of the budget unallocated can help cover unexpected costs, such as emergency cybersecurity fixes, unanticipated vendor costs, or new regulatory requirements.
Review and Adjust Quarterly: Technology budgets are no longer static. Instead, treat your budget as a living document that can adapt to new priorities or external pressures by reviewing it quarterly.

Crafting an effective technology budget for 2025 requires balancing current systems, investing in emerging technologies, and preparing for future challenges. Preparing your technology budget early and regularly assessing your priorities will enable your organization to stay competitive, secure, and agile in the year ahead.

Data lifecycle management (DLM) refers to several processes and policies that govern data handling, storage, and eventual disposal.

Businesses generate and store vast amounts of data. As this happens, the importance of effective DLM becomes more critical. Navigating the challenges of data lifecycle management requires a comprehensive approach that balances security, compliance, and operational efficiency.

Understanding Data Lifecycle Management

The data lifecycle includes several stages:

Data creation
Storage
Use
Sharing
Archiving
Deletion

As data moves through its lifecycle, it is exposed to various threats, including unauthorized access, data breaches, and more. A well-implemented DLM strategy includes security measures that protect data at every stage.

Challenges of Data Lifecycle Management

1. Data Volume and Variety

One of the primary challenges of DLM is the sheer volume and variety of data. With the proliferation of digital devices and platforms, companies are collecting more data than ever before. This data includes everything from structured databases to unstructured text, images, and videos. Each type requires different handling and storage methods. A comprehensive DLM strategy must account for the different data types and ensure proper data management for each type.

2. Managing Large Volumes of Data

The massive volume of data presents a storage challenge. Businesses must invest in scalable storage solutions. Solutions that can handle growth without compromising performance. As data volumes increase, the resources needed to manage and process this data also grow.

Data Security and Privacy

To protect data throughout its lifecycle, businesses must enforce robust security measures. This includes encryption, access controls, and regular security audits. Additionally, companies should adopt a proactive approach to threat detection and response. Here are some ways to ensure your data is protected:

Establish Data Retention and Deletion Policies. These policies should outline how long to keep different types of data and how data will be deleted. They should be based on legal, regulatory, and business requirements. Policies should outline the appropriate data destruction methods and timelines.
Balancing Accessibility with Security. Businesses should balance data accessibility and security. Enforcing access controls, such as role-based access and MFA, helps maintain this balance.
Ensuring Data Availability During Disruptions. Businesses must also plan for data availability during disruptions such as hardware failures, cyberattacks, or natural disasters. This includes data backup and disaster recovery plans.

Need Help with Data Lifecycle Management Solutions?

Data lifecycle management (DLM) is a complex but essential aspect of modern business operations. Our team of technology specialists can help you implement solutions to improve data security. Contact us today to schedule a chat about DLM.

Article used with permission from The Technology Press.

Robotic Process Automation (RPA) has become an essential tool for companies looking to streamline repetitive tasks, improve accuracy, and reduce operational costs. Below are some frequently asked questions to guide IT decision-makers and business leaders through the potential of RPA.

1. What is Robotic Process Automation (RPA)?

RPA is a technology that uses software “bots” to automate repetitive, rules-based tasks typically performed by human workers. These bots mimic human interactions with digital systems, allowing businesses to automate routine tasks such as data entry, processing invoices, and generating reports.

2. How can RPA benefit my business?

RPA provides several key benefits, including:

Increased efficiency by speeding up manual processes.
Improved accuracy by reducing the risk of human errors.
Cost savings through the automation of labor-intensive tasks.
Scalability by enabling businesses to manage higher volumes of work without additional staffing.
Enhanced compliance by ensuring consistency and accuracy in data-driven tasks.

3. What types of processes can RPA automate?

RPA is most effective for repetitive, rule-based processes that require minimal human judgment. Common examples include:

Data entry and migration
Invoice and purchase order processing
Reporting and data analysis
Customer service workflows, such as ticket resolution

4. Is RPA the same as Artificial Intelligence (AI)?

While RPA and AI are related, they serve different purposes. RPA automates rule-based, repetitive tasks but doesn’t “learn” or make decisions beyond its programming. AI, on the other hand, involves machine learning and cognitive functions like pattern recognition, allowing it to handle more complex decision-making processes. When combined, AI and RPA can unlock even greater automation potential.

5. What industries benefit the most from RPA?

RPA is industry-agnostic, meaning it can benefit businesses across many sectors. However, industries that handle large volumes of repetitive tasks see the most impact, such as:

Finance and accounting
Healthcare
Insurance
Manufacturing
Government agencies
Legal and professional services

6. Will RPA replace human jobs?

RPA is designed to assist, not replace, your workforce. By automating time-consuming tasks, employees can focus on higher-value work that requires critical thinking, creativity, and customer interaction. Rather than eliminating jobs, RPA can help redeploy human talent into roles that drive innovation and growth.

7. How long does it take to implement RPA?

The timeline for implementing RPA depends on the complexity and number of automated processes. Simple automation can be deployed within a few weeks, while more complex workflows may take several months. At Yeo & Yeo Technology, we work closely with our clients to ensure a smooth and efficient implementation process that fits their specific needs.

8. Is RPA secure?

Yes, RPA is designed with security in mind. Bots can only access the systems and data necessary to perform their assigned tasks. Additionally, all bot activities can be monitored and logged, ensuring transparency and compliance with company policies and regulatory requirements.

9. Can small businesses benefit from RPA, or is it only for large enterprises?

RPA is scalable and can be customized to fit the needs of businesses of all sizes. While large enterprises may implement RPA across multiple departments, small and medium-sized businesses can also gain a competitive edge by automating key tasks, allowing them to focus on growth and innovation without the burden of manual processes.

10. How can Yeo & Yeo Technology help with RPA?

At Yeo & Yeo Technology, we offer tailored RPA solutions designed to meet your business’s unique needs. From identifying high-impact automation opportunities to implementing RPA systems, we ensure that your transition to automation is seamless and secure, and delivers measurable results.

Microsoft Teams is a powerful hub for collaboration and communication. With the integration of AI-driven Copilot, Teams is pushing the boundaries. It’s innovating how we interact with technology to streamline workflows, improve productivity, and unlock new business value.

Recent updates to Copilot in Teams include:

Enhanced agent capabilities
Smarter AI interactions
Extra features to support teams in accomplishing tasks more efficiently

We’ll explore the latest updates to Copilot in Teams, including new features and intelligent agents, and how these innovations can transform how your business operates.

What is Copilot?

Copilot is Microsoft’s AI-powered assistant. It’s embedded in tools like Teams, Word, Excel, and PowerPoint. Copilot’s key strength is its ability to leverage existing data. It can also work seamlessly across platforms. It provides actionable recommendations, transforming how teams collaborate.

Enhanced Collaboration Features

Copilot can now work even more seamlessly within team environments. It can help organize meetings, summarize conversations, and provide real-time suggestions during discussions.

Automated Meeting Summaries: A standout feature is generating meeting summaries automatically. After a team meeting, Copilot can provide a detailed recap. It can even highlight key points, action items, and decisions made. No more time-consuming notetaking.
Intelligent Task Management: Copilot can now help manage tasks more effectively. It analyzes conversations in chats or meetings. Then, it can automatically identify tasks, assign them to team members, and track progress.

Smarter AI Suggestions

The new update brings more refined AI suggestions to Copilot. This enables it to provide better recommendations based on context and historical data.

Context-Aware Responses: Copilot’s AI has become more context-aware. This means it can provide more relevant responses during chats or meetings, minimize irrelevant suggestions, and keep teams focused.
Personalized Insights: As it interacts with a team, Copilot learns from past behaviors. It can offer personalized insights and recommendations. For example, it can suggest the best times to schedule meetings based on the participants’ availability.

Agents in Copilot: A New Way to Work

One of the most exciting developments is the introduction of agents in Copilot. These agents take automation and AI-driven support to the next level.

Copilot agents are task-specific AI-driven assistants. You can customize them to handle particular functions or workflows. Agents focus on specific domains such as customer support, sales, or project management. Each agent is equipped to carry out specialized tasks, making them a valuable asset for small and medium-sized businesses.

Agent Capabilities

Let’s look at some of the key capabilities these agents bring to Teams.

Automating Routine Tasks: Agents can automate a wide range of routine tasks, including responding to customer inquiries and managing daily reports. This allows employees to focus on more value-added activities.
Integration with Business Tools: Copilot agents seamlessly integrate with other Microsoft 365 tools, including Dynamics 365, SharePoint, and Outlook. The integration enables them to offer insights, answer questions, or complete tasks based on real-time data.
Multitasking Capabilities: Agents are also capable of handling several tasks simultaneously. For instance, a customer support agent could manage several customer queries. It can provide responses based on predefined workflows or knowledge bases. This can improve the efficiency of customer service teams.

Looking Ahead: The Future of AI in Teams

As AI continues to advance, we can expect even more innovative features. Future updates will likely bring deeper integrations with external systems and smarter agents that can manage increasingly complex workflows. The future of AI in collaboration tools like Teams represents an exciting opportunity. By adopting these AI-powered tools now, businesses can stay ahead of the curve and unlock new growth opportunities.

Yeo & Yeo Technology Can Help

Copilot in Teams is just one example of Microsoft 365’s power in the AI age. Need help understanding how to leverage its power effectively? Our technology specialists are here to help. Reach out today to schedule a chat.

Article used with permission from The Technology Press.

Data breaches are an unfortunate reality for businesses of all sizes. When a breach occurs, the immediate response is critical. How a company manages the aftermath can significantly impact its reputation, financial stability, and legal standing.

The average cost of a data breach has reached 4.88 million USD.

Effective damage control requires a well-planned approach. However, common pitfalls can exacerbate the situation. This article will guide you through the key steps of data breach damage control and highlight the pitfalls you should avoid to reduce the impact.

Pitfall #1: Delayed Response

One of the most critical mistakes a company can make after a data breach is delaying the response. The longer it takes to respond, the more damage can happen. A delayed response increases the risk of further data loss. It also erodes customer trust.

As soon as you detect a breach:

Start your incident response plan. This should include containing the breach, assessing the extent of the damage, and notifying affected parties. The faster you act, the better your chances of mitigating the damage.
Notify Stakeholders Promptly. Informing stakeholders, including customers, employees, and partners, is crucial. Delays in notification can lead to confusion and panic. This makes the situation worse. Be transparent about three key things: what happened, what data was compromised, and what steps are being taken to address the issue. This helps maintain trust and allows affected parties to take necessary precautions.
Engage Legal and Regulatory Authorities. Depending on the nature of the breach, you may need to notify regulatory authorities. Delaying this step can result in legal repercussions. Ensure you understand the legal requirements for breach notification and follow them promptly.

Pitfall #2: Inadequate Communication

Inadequate or unclear communication leads to misunderstandings, frustration, and further reputational damage. How you communicate with stakeholders matters. It will set the tone for how they perceive your company during the crisis.

Establish Clear Communication Channels. Establish clear communication channels to keep stakeholders informed. This could include:
A dedicated hotline
Email updates
A section on your website with regular updates
Provide Regular Updates. Keep stakeholders informed with regular updates as the situation evolves. Even if there is no new information. Providing regular updates reassures stakeholders that you are actively managing the situation.
Avoid Jargon and Technical Language. When communicating with non-technical stakeholders, avoid using jargon. The goal is to make the information accessible and understandable. Clearly explain what happened, what steps are being taken, and what they need to do.

Pitfall #3: Failing to Contain the Breach

Another critical mistake is failing to contain the breach quickly. Once your business detects a breach, take immediate action. This will help prevent further data loss. Failure to do so can result in more significant damage.

Isolate the Affected Systems. The first step in containing a breach is to isolate the affected systems. This may involve:
- Disconnecting systems from the network
- Disabling user accounts
- Shutting down specific services

The goal is to prevent the breach from spreading further.

Assess the Scope of the Breach. Once you contain the breach, assess the scope of the damage. Identify what data was accessed, how someone accessed it, and the extent of the exposure. This information is crucial for informing stakeholders and determining the next steps.
Deploy Remediation Measures. After assessing the scope of the breach, deploy remediation measures. They should address the exploited vulnerabilities. Ensure that your company takes all necessary steps to prevent a recurrence.

Pitfall #4: Neglecting Legal and Regulatory Requirements

Ignoring legal and regulatory requirements can have severe consequences. Many jurisdictions have strict data protection laws, which dictate how businesses must respond to data breaches. Failing to comply can result in significant fines and legal action.

Familiarize yourself with the legal and regulatory requirements in your jurisdiction. This includes understanding the timelines for breach notification, the specific information your company must provide, and who you must notify.

Document Your Response. Documenting your response to a data breach is crucial for demonstrating compliance. This documentation should include:
- Timeline of events
- Steps taken to contain the breach
- Communication with stakeholders

Proper documentation can protect your company in the event of legal scrutiny.

Pitfall #5: Overlooking the Human Element

The human element is often overlooked in data breach response. Human error can contribute to the breach, and the emotional impact on employees and customers can be significant. Addressing the human element is essential for a comprehensive response.

Support Affected Employees. Support employees if the breach compromised their data. This could include:
- Offering credit monitoring services
- Providing clear communication
- Addressing any concerns they may have

Supporting your employees helps maintain morale and trust within the organization.

Address Customer Concerns. Customers may be anxious and concerned after a data breach. Address their concerns promptly and empathetically. Provide them with clear instructions on steps they can take to protect themselves. Offer help where possible. A compassionate response can help maintain customer loyalty.
Learn from the Incident. Finally, use the breach as a learning opportunity. Conduct a thorough post-incident review. Identify what went wrong and how it can be prevented in the future. Deploy training and awareness programs to educate employees on data security best practices.

Manage Data Breaches with Help from a Trusted IT Professional

Data breaches are challenging. How your company responds can make a significant difference. Do you need IT support that has your back? Yeo & Yeo Technology can help you prevent and manage breaches to reduce the damage. Reach out today to schedule a chat about cybersecurity and business continuity.

Article used with permission from The Technology Press.

Email is a fundamental communication tool for businesses and individuals alike. But it’s also a prime target for cybercriminals. Cyberattacks are increasing in sophistication. This means enhancing your email security has never been more critical.

Ninety-five percent of IT leaders say cyberattacks have become most sophisticated. Over half (51%) have already seen AI-powered attacks in their organization.

By taking proactive measures, you can protect your sensitive information, prevent unauthorized access, and maintain communication integrity. Here are six simple steps to enhance your email security.

1. Use Strong, Unique Passwords

Passwords are the first line of defense for your email accounts. A weak password is like an open invitation for cybercriminals. To enhance your email security, use strong, unique passwords. Ones that are difficult to guess.

A strong password should include a mix of the following:

Letters (both uppercase and lowercase)
Numbers
Special characters

Avoid using common words or phrases, and also avoid easily guessable information like your name or birthdate. A complex password makes it harder for attackers to access your email account.

Use a Password Manager

Remembering several complex passwords can be challenging. A password manager can help you generate and store unique passwords for all accounts. With a password manager, you only need to remember one master password, simplifying the process while enhancing security.

Avoid Reusing Passwords

Using the same password across many accounts increases your risk. If one account gets compromised, all accounts using the same password are vulnerable. Make sure each of your email accounts has a unique password. This prevents a single breach from spreading.

2. Enable Multifactor Authentication

Multifactor authentication adds an additional layer of protection. Even if an attacker obtains your password, they’ll still need a second form of verification to access your account. Common MFA methods include:

SMS codes sent to your phone
Authenticator apps that generate time-sensitive codes
Hardware tokens that generate a physical code

3. Watch for Email Red Flags

Email attachments and links are common vectors for malware and phishing attacks. Clicking on a malicious link or attachment can give attackers access to your system. Exercise caution to protect your email security.

Verify the Sender

Verify the sender’s identity before opening an attachment or clicking a link. If you receive an unexpected email from someone you know, contact them. But do it through a different channel to confirm they sent it. For emails from unknown senders, exercise extra caution. Consider not engaging with the content.

Scan Attachments

Use antivirus software to scan email attachments before opening them. This helps detect and block malicious content before it can harm your system. Many email providers also offer built-in scanning features. But having your antivirus software adds an extra layer of protection.

Avoid Clicking on Suspicious Links

Be wary of links that seem out of place or too good to be true. Hover over the link to see the URL before clicking. If the URL looks suspicious or unfamiliar, don’t click on it. Instead, navigate to the site directly through your browser.

4. Keep Your Email Software Updated

Software updates often include security patches that address vulnerabilities in your email client. Keep your email software updated. This ensures you have the latest protections against known threats.

Enable Automatic Updates

Most email clients and operating systems offer automatic updates. Enable this feature to ensure your software stays up to date without requiring manual intervention. Automatic updates also reduce the risk of missing critical security patches.

Regularly Check for Updates

Even with automatic updates enabled, it’s good to manually check for updates. This ensures you don’t miss any important security patches and helps keep your email client running smoothly and securely.

5. Use Encryption for Sensitive Emails

Encryption adds a layer of protection to your emails. It encodes the content, making it readable only by the intended recipient. This ensures that even intercepted email information remains secure.

Encrypt Emails Containing Sensitive Information

If you need to send sensitive information via email, use encryption. This protects the content. Many email providers offer built-in encryption options. For added security, consider using third-party encryption tools that offer end-to-end encryption.

Educate Recipients

If you’re sending encrypted emails, ensure the recipients know how to decrypt them. Provide clear instructions about how to access the encrypted content securely.

6. Watch Your Email Activity

Regularly monitoring your email activity can help you detect suspicious behavior early. By keeping an eye on your account, you can take swift action if something seems off.

Set Up Activity Alerts

Many email providers offer activity alerts. They notify you of unusual login attempts or changes to your account settings. Enable these alerts to stay informed about your account’s security status.

Regularly Review Account Activity

Review your email account activity regularly, including login history and devices connected to your account. If you notice any unfamiliar activity, change your password immediately and investigate further.

Respond Quickly to Suspicious Activity

If you detect any suspicious activity in your email account, respond quickly. Change your passwords, review your security settings, and consider enabling extra security measures.

Get Email Security Solutions

Email security is essential for protecting your personal and professional information. Yeo & Yeo Technology has solutions that can effectively reduce the potential for email compromise as well as reduce phishing risk.

Article used with permission from The Technology Press.

Imagine this: you walk into your office on a busy Monday morning, ready to tackle the week. But something’s wrong. Computers are unresponsive. Phones are silent. The internet is a ghost town. Your business has come to a grinding halt – victim of an IT outage.

Every business owner fears this scenario. But beyond the initial frustration are expenses you may not immediately see. IT downtime carries hidden costs that can significantly impact your bottom line. Let’s peel back the layers and expose the true price of IT outages.

The Immediate Impact: Lost Productivity

When IT systems go down, your employees are effectively sidelined. Sales can’t be processed. Emails pile up unanswered. Deadlines are missed. Every minute of downtime translates to lost productivity. This is a cost measured in lost revenue and delayed projects.

Customer Impact: Frustration and Lost Trust

An IT outage isn’t just an internal inconvenience. It directly impacts your customers. Imagine an online store experiencing downtime during a peak sales period. Frustrated customers can’t place orders or access their accounts. This not only leads to lost sales but also damages customer trust, potentially driving your customers to competitors.

Reputational Damage: A Hit to Your Brand Image

IT outages can tarnish your brand image. Customers expect businesses to be reliable and accessible. Frequent downtime paints a picture of inefficiency and unpreparedness. A damaged reputation can be challenging to repair in today’s competitive landscape.

Hidden Costs: Beyond the Obvious

The financial impact of IT downtime extends beyond lost productivity and sales. There are other costs that may not be on your radar. Here are some hidden costs of downtime to consider.

Employee Demoralization

Frustrated employees stuck waiting for systems to come online can be demoralized and lose motivation. They may feel like they can’t get anything done, so why bother? Frequent downtime can cause employees to jump ship for more tech stability.

Emergency Repairs

IT outages often need emergency repair efforts. This can be costly and time-consuming. It can cost even more if you don’t have a managed IT service agreement in place. In the middle of an emergency is not when you should be choosing an IT provider to trust with your business IT.

Data Loss or Corruption

In severe cases, outages can lead to data loss or corruption, which can mean expensive recovery efforts. If the data can’t be recovered, it can mean hours of staff time entering data to get you to where you were before the outage.

Compliance Issues

Depending on your industry, regulatory compliance might be at risk during an outage. If data is compromised, this could lead to fines and penalties.

Calculating the Cost: It’s More Than You Think

The exact cost of IT downtime varies depending on your industry, size, and the outage duration. Studies estimate the average cost to be in the thousands of dollars per hour. For larger businesses, this figure can skyrocket into the millions.

A Ponemon Institute study estimates the average IT downtime cost from $5,600 to nearly $9,000 per minute.

Prevention is Key: Proactive Measures for Business Continuity

The good news? Most IT downtime is preventable. Here’s how to be proactive:

Invest in Reliable IT Infrastructure: Focus on high-quality hardware and software. Look for a proven track record of reliability.
Regular System Maintenance: To identify and address potential issues, schedule regular maintenance. This prevents them from snowballing into outages.
Data Backup and Recovery: Install robust data backup and recovery to mitigate data loss during an outage.
Disaster Recovery Plan: Develop a comprehensive disaster recovery It should outline steps to take in case of an outage, ensuring a swift and efficient recovery.
Employee Training: Educate employees on cybersecurity best practices. This minimizes the risk of human error causing downtime.

Investing in Uptime: Building Business Resilience

IT downtime is a threat every business faces. However, by understanding the true cost and taking proactive measures, you can reduce the risk and build a more resilient business. Remember, downtime isn’t just an inconvenience. It’s a financial burden. It also has the potential to damage your reputation and customer relationships.

Don’t wait until you’ve incurred the cost of downtime to implement preventative measures. Our IT team at Yeo & Yeo Technology can help your business build an IT strategy that mitigates downtime. We’ll also implement systems to get you back up and running fast, should it happen. Contact us today.

The article is used with permission from The Technology Press.

How frequently should we perform backups?

Ideally, backups should be performed constantly to ensure that data is fully protected and can be quickly restored if needed.

Should we use VoIP phones or traditional phones in the office?

It depends on your needs. Most VoIP phones have more features, are more scalable, and cost less. Get in touch for more info.

What steps should we take to ensure our cloud services are secure?

Use strong access controls and encryption for all data, and regularly update all software. You can also monitor for suspicious activity. Contact us for help.

Information used in this article was provided by our partners at MSP Marketing Edge.

Artificial intelligence (AI) is rapidly transforming industries. It offers businesses innovative solutions and automation capabilities. But with this progress comes a growing concern: AI data breaches. As AI becomes more integrated into our systems, the risks increase. The data it collects, analyzes, and utilizes becomes a target.

A recent study on AI security breaches revealed a sobering truth. In the last year, 77% of businesses have experienced a breach of their AI. This poses a significant threat to organizations. A breach can potentially expose sensitive data, compromise intellectual property, and disrupt critical operations.

Why AI Data Breaches are Growing in Frequency

Several factors contribute to the increasing risk of AI data breaches:

The Expanding Attack Surface: AI adoption is increasing fast. As it increases, so does the number of potential entry points for attackers. Hackers can target vulnerabilities in AI models and data pipelines, as well as the underlying infrastructure supporting them.
Data, the Fuel of AI: AI thrives on data. The vast amount of data collected for training and operation makes it a tempting target. This data could include customer information, business secrets, and financial records. And even personal details of employees.
The “Black Box” Problem: Many AI models are complex, making identifying vulnerabilities and tracking data flow difficult. This lack of transparency also makes it challenging to detect and prevent security breaches.
Evolving Attack Techniques: Cybercriminals are constantly developing new methods to exploit security gaps. Techniques like adversarial attacks can manipulate AI models. This can produce incorrect outputs or leak sensitive data.

The Potential Impact of AI Data Breaches

The consequences of an AI data breach can be far-reaching:

Financial Losses: Data breaches can lead to hefty fines, lawsuits, and reputational damage. This can impact your bottom line significantly.
Disrupted Operations: AI-powered systems are often critical to business functions. A breach can disrupt these functionalities, hindering productivity and customer service.
Intellectual Property Theft: AI models themselves can be considered intellectual property. A breach could expose your proprietary AI models, giving competitors a significant advantage.
Privacy Concerns: AI data breaches can compromise sensitive customer and employee information. This can raise privacy concerns and potentially lead to regulatory action.

Protecting Your Company from AI Data Breaches: A Proactive Approach

The good news is that you can take steps to mitigate the risk of AI data breaches. Here are some proactive measures to consider.

Data Governance

Put in place robust data governance practices. This includes:

Classifying and labeling data based on sensitivity
Establishing clear access controls
Regularly monitoring data usage

Security by Design

Integrate security considerations into AI development or adoption. Standard procedures for AI projects should be:

Secure coding practices
Vulnerability assessments
Penetration testing

Employee Training

Educate your employees about AI security threats and best practices for data handling. Empower them to identify and report suspicious activity.

Security Patch Management

Keep all AI software and hardware components updated with the latest security patches. Outdated systems are vulnerable to known exploits, leaving your data at risk.

Stay Informed

Keep yourself updated on the latest AI security threats and best practices. You can do this by:

Subscribing to reliable cybersecurity publications
Attending industry conferences
Seeking out online workshops on AI and security

Get Help Building a Fortress Against AI Data Breaches

AI offers immense benefits. However, neglecting its security risks can leave your company exposed. Do you need a trusted partner to help address AI cybersecurity?

Yeo & Yeo Technology’s team will examine your entire IT infrastructure, including AI and non-AI components. We’ll then help you implement proactive monitoring and protection measures. Contact us today to schedule a chat about your cybersecurity.

The article is used with permission from The Technology Press.

Robotic Process Automation is a technology that uses software robots or “bots” to automate repetitive, rule-based tasks typically performed by humans. These bots can interact with digital systems and software just like a human user but with greater speed, accuracy, and consistency.

It’s important to clarify that Robotic Process Automation does not aim to replace human workers; rather, it complements and enhances their capabilities. By automating mundane and repetitive tasks, RPA frees up employees to focus on more strategic, creative, and complex activities that require human insight and decision-making.

Key Benefits of RPA

Increased Efficiency: RPA bots can work 24/7 without breaks, significantly reducing the time required to complete tasks.
Improved Accuracy: RPA ensures higher accuracy in data entry and other repetitive tasks by eliminating human error.
Cost Savings: Automating routine tasks allows businesses to reallocate human resources to more strategic, value-added activities.
Enhanced Customer Experience: Faster processing times and fewer errors lead to improved customer satisfaction.

Applications of RPA in Business

RPA can be applied across various business functions:

Finance and Accounting: Automating invoice processing, reconciliations, and report generation.
Human Resources: Streamlining onboarding processes, payroll management, and employee data updates.
Customer Service: Handling routine customer inquiries and processing simple requests.
IT Operations: Automating system monitoring, user account management, and software installations.

Implementing RPA in Your Business

While the benefits of RPA are clear, implementing it effectively requires careful planning and expertise. It’s crucial to identify the right processes for automation, choose the appropriate RPA tools, and ensure seamless integration with existing systems.

At Yeo & Yeo Technology, we understand the challenges businesses face in adopting new technologies. Our dedicated Business Applications Group specializes in helping companies like yours harness the power of RPA to drive efficiency and growth. Whether you’re looking to automate a single process or transform your entire operation, our team can guide you through every step of the RPA journey.

What are some of the key differentiators that can propel businesses forward? They include efficiency, productivity, and innovation. Microsoft has expanded the availability of one of its most dynamic tools to SMBs. A tool that can be a real game-changer for growth.

Copilot for Microsoft 365 is a powerful new addition to the M365 suite. It was first offered to enterprise customers only. However, Copilot is now open to businesses of all sizes, as long as they have Microsoft 365 Business Standard or Business Premium accounts. Microsoft has positioned Copilot to revolutionize the way SMBs work. This innovative AI tool empowers users to generate creative content. It also streamlines workflows and unlocks new levels of productivity.

How Copilot Streamlines Workflows

Copilot leverages the power of large language models (LLMs). LLMs are AI models trained on massive datasets. This enables Copilot to understand natural language and generate contextual responses. It offers intelligent suggestions and content within your Microsoft 365 applications.

Here’s how Copilot translates this technology into real-world benefits for your business:

Effortless Content Creation

Struggling with writer’s block or repetitive tasks like email writing? Copilot can suggest text responses and complete sentences. It can even draft entire emails based on your initial input.

With just a few guiding prompts, your team can:

Craft compelling marketing copy
Write concise customer service responses
Create dynamic PowerPoint presentations

CoPilot

Image source: Microsoft

Enhanced Productivity

Copilot automates repetitive tasks and streamlines workflows by offering intelligent suggestions. This can free up valuable time for your employees. It allows them to focus on more strategic initiatives, high-value projects or core business activities. Imagine automatically generating reports or automating data entry tasks. This unleashes your team’s energy for creative problem-solving and innovation.

Improved Communication and Collaboration

Clear and concise communication is vital for any successful business. Copilot facilitates this by doing things like:

Suggesting relevant phrases
Correcting grammatical errors
Ensuring consistent messaging across different applications

Improved communication fosters better collaboration within teams. This can lead to streamlined project execution and enhanced client interactions.

Reduced Learning Curve for New Technologies

Copilot provides context-aware guidance and suggestions. All while you work with your familiar Microsoft 365 applications. This can significantly reduce the learning curve for new employees. It allows them to become proficient in using the full potential of the suite more quickly. Imagine onboarding new team members with ease and empowering them to contribute meaningfully from day one.

Real-World Applications of Copilot within Your SMB

Copilot’s capabilities extend beyond generic productivity enhancements. Here’s a glimpse into how different roles within your SMB can leverage Copilot:

Marketing and Sales Teams

Generate compelling marketing copy for social media campaigns. Craft tailored sales emails with targeted messaging. Develop engaging presentations with Copilot’s creative text suggestions and language model capabilities.

Customer Service Representatives

Respond to customer inquiries with increased efficiency and accuracy. Use Copilot’s AI-powered suggestions to craft clear and concise responses. Imagine resolving customer issues faster and fostering a more positive customer experience.

Project Managers

Develop comprehensive project plans. Automate progress reports with a few text prompts. Collaborate seamlessly with team members using Copilot’s intelligent features. Streamline project management. Ensure everyone is on the same page from conception to completion.

Content Creators

Overcome writer’s block and generate fresh ideas for website copy. Teams can leverage Copilot’s help in brainstorming and content creation in many areas. Imagine producing high-quality content consistently. All while keeping modern audiences engaged and driving brand awareness.

Finance and Accounting Teams

Automate data entry tasks and improve data analysis with Copilot’s intelligent features. Generate reports with prompts for enhanced clarity. Imagine no more struggling to create reports. Gain valuable insights from data faster.

Getting Started with Copilot for Microsoft 365

The good news is that Copilot for Microsoft 365 is readily accessible to SMBs. It integrates seamlessly with your existing environment. Here’s how you can empower your team to leverage this powerful tool:

Ensure Compatibility: Copilot is currently available for businesses with Microsoft 365 Business Premium or Business Standard accounts.
Activate Copilot: Buy the Copilot add-on to your subscription. Then, as needed, contact your IT support team for help using it within your Microsoft 365 apps.
Explore and Experiment: Microsoft Copilot offers intuitive features, all within your familiar Microsoft 365 applications. Start experimenting with its capabilities. Discover how it can enhance your workflow and productivity.
Invest in Training: Copilot is user-friendly, but you should still consider providing brief training sessions for employees. This helps ensure they understand the tool’s full potential and assists them with leveraging its capabilities effectively.

Improve Your Team’s Use of Microsoft 365

Copilot for Microsoft 365 is not just another software update; it’s a game-changer for businesses. By embracing this innovative AI tool, you can unlock a new level of efficiency and empower your employees to achieve more. Our team can guide you in using this resource to the fullest. Contact us today to learn more.

The article is used with permission from The Technology Press.

Should I let my employees use company apps on their personal phones?

Ideally, no, because you have less control over the security of personal devices. However, threats can be mitigated by using VPNs and multifactor authentication.

Should I ban my team from working in coffee shops because of public Wi-Fi dangers?

You don’t have to. Just ensure they’re aware of the risks of using public Wi-Fi and vigilant when connecting to new networks.

Should we delete phishing emails, or should they be reported?

Any spam or phishing emails should be flagged as such because it teaches your email provider what spam looks like. You can also forward such emails to the Federal Trade Commission at reportphishing@apwg.org.

Information used in this article was provided by our partners at MSP Marketing Edge.

Technology is crucial in maintaining competitiveness and efficiency in today’s fast-paced business environment. However, managing IT infrastructure can be challenging, especially for small and medium-sized businesses. Here are seven signs that indicate your business might benefit from partnering with a Managed Service Provider (MSP):

1. Your IT Team is Overwhelmed

Many small businesses lack a dedicated IT team, and those who do often find their team stretched thin. If your IT staff constantly deals with issues like printer problems, software updates, or cybersecurity threats, it might be time to seek additional support. MSPs provide proactive management and monitoring, allowing your team to focus on their primary responsibilities.

2. Rising IT Costs

As your business grows, so do your IT needs. Hiring skilled IT personnel can be expensive, and managing emerging technologies can strain your budget. MSPs offer cost-effective solutions by providing expert services at a predictable monthly cost, helping you manage expenses more efficiently.

3. Frequent Downtime

Downtime can severely impact your business operations and reputation. If your business experiences frequent outages or technical issues, an MSP can help design a robust IT strategy to minimize disruptions and ensure high system availability.

4. Security Concerns

With the rise of cyberthreats, maintaining robust security measures is essential. If you’re worried about your company’s data security, an MSP can offer advanced security solutions and 24/7 monitoring to protect your systems from potential breaches.

5. Limited IT Staff

Businesses often struggle with understaffed IT departments, leading to inefficiencies and unmet technology needs. MSPs can supplement your existing team, providing the necessary expertise and support to manage your IT infrastructure effectively.

6. Need for Advanced Technology

As technology evolves, businesses must keep up with the latest advancements. If your company struggles to implement new systems or cloud-based solutions, an MSP can guide you through the process, ensuring a smooth transition and optimal use of technology.

7. Strategic Growth Plans

A strategic IT plan is crucial if your business is in growth mode. MSPs can help you develop a technology roadmap that aligns with your business goals, ensuring your IT infrastructure supports your future expansion.

Yeo & Yeo Technology: Your Trusted MSP Partner

Yeo & Yeo Technology offers customized technology solutions tailored to meet the unique needs of your business. Whether you require a full managed service provider or an extension of your current IT team, Yeo & Yeo provides comprehensive services to help you achieve your business objectives. With a focus on proactive management, cost-effective solutions, and advanced security measures, Yeo & Yeo Technology ensures your IT infrastructure is robust, secure, and scalable for future growth.