Multitasking has become common in the workplace. We often have our Web browsers using multiple tabs, switch between email, social media and work. Our attention is pulled in 50 different directions and we’re having trouble focusing on one task for more than five minutes. This lack of focus has led to longer, and less productive days.

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.

With these tips you should see an increase in your focus and productivity. If you would like to know more about how to improve your productivity please contact us, we can help.

Skype is the most well-known Voice over Internet Protocol (VoIP) program and is used by businesses all over the world. It offers many benefits including cheaper calls, a solid instant messaging platform that allows employees to communicate as a group, and the ability to conduct video calls with any user.

Skype has some excellent features but many businesses stick to the basics. Here are four ways you can better utilize Skype.

• Call forwarding. If you’re expecting an important call but have to step away from the computer for a bit you can forward any calls to your phone. To set up call forwarding: open preferences and select Calls. You will see the option to set up call forwarding at the top of the page. Press the Forward calls radio followed by Set up Forwarding. Be aware that regular call rates will be charged.
• Screen sharing. Skype is a terrific collaboration tool and many businesses take advantage of it by holding virtual meetings. You can take this one step further by sharing your screen with other parties you are chatting with. This is a fantastic way to give virtual presentations. To share your screen while in a chat press the plus symbol at the bottom of your screen, or right click, and select Share Screen.
• Customer service tool. Using Skype is a convenient way to get in contact with your customers. Ask your website developer to put a Skype button on your website. Be sure to add when you or your employees are available to be contacted.
• Add-ons. Skype has solid features but there are a multitude of add-on apps that can make it even better. Some apps allow for closer collaboration, let you broadcast pre-recorded messages, or record video and audio calls. The apps can be downloaded from the Skype Shop.

Skype has many useful features that when utilized allow businesses’ clients and employees to communicate with ease. If you would like to know more about using Skype or other VoIP services in your company please give us a call.

Written by Julian Crowley, Remote Support Specialist for Data Network Group.

You may already be familiar with using Libraries in Windows 7 to manage your media and documents on your computer, but just in case… I’ll let Microsoft explain:

Libraries—new in Windows 7—make it easier to find, work with, and organize files scattered across your PC or network. A library brings your stuff together in one place—no matter where it’s actually stored. The result? You get more done.

By default these library folders look at folders like My Music, My Pictures, and My Videos on your computer, but what if you want to be able to see not only the files stored within these, but also those stored on other computers in your household.

For example if you want to change the Music Library, you can open an Explorer window and right click on what you want to modify and select Properties. Once you are in the Music Properties window, you’ll have a list of the existing Library locations. Hit the ‘Include a Folder’ button and navigate to the desired location. In my case I store all my music on my home server at \\server\Music, but you just need to know the computer name, to put the \\ before that and, of course, have the folder(s) shared. Once you’ve finished adding folders to the list of locations, your work is done, as they will be continually monitored for any changes that occur so you don’t need to worry about constantly updating. The result? Easy access to your videos, music and more!

I ran across a story on Twitter, regarding the upcoming NFL Draft, which really captured my attention. As you are probably aware, tablet computers, especially the iPad, are reaching a lot of markets and now this includes the NFL. This year will mark the first time an NFL team will use an iPad for their playbook. Only three teams are handing out iPads to all players and coaches, and this includes the Denver Broncos.

Each week NFL players receive a roughly 500 page playbook that covers plays, players, situations, and the breakdown of the opponent. With the iPad, now players will receive the same break down only this will include photos, videos, and when changes are made at the top, such as a new goal line play, it is pushed down to every device instantly. Not only are they saving trees but players will have instant access to their own notes for the entire season.

I am sure you are thinking what if the iPad is lost or stolen, will the playbook be compromised? Don’t fret – the app, which was developed by PlayerLync, has the ability to completely wipe the device if network connectivity has been disabled for a period of time. Also there is the capability for the device to be remotely wiped entirely, if needed.

Since I’ve heard that Peyton Manning is a workaholic, he can now study the playbook digitally where ever he is. After hearing how Tablets are changing the NFL, how might a Tablet or Smartphone be able to change the way you do business and increase productivity while increasing profitability?

Joe came onboard at DNG in October 2011. He has worked in IT for 6 years with the last 5 years as a Field Engineer.

Joe grew up just north of the Denver metro, back when Denver metro ended somewhere between 120th Ave & 136th Ave. He studied Chemical Engineering at Colorado School of Mines but realized after school that IT was where his heart lived. After traveling for a while, Joe decided to start his career in the IT world.

Joe still lives in Denver and enjoys spending time with his wife and 11 month old son. He also enjoys wakeboarding, camping, fishing, hunting, and working on projects around the house.

by Steve Maurer, Account Manager for Data Network Group.

Typing on a touch-based smartphone can be slow and frustrating at times, so how would you like to have a smart phone that reads your mind? SwiftKey X a new predictive keyboard for the Android does just that according to Dr. Ben Medlock , co-founder and CTO of TouchType Ltd “Swift key learns from you, what you get are these moments that its reading your mind.”

SwiftKey X makes typing much easier on your phone, replacing your touchscreen keyboard with one powered by smarter natural language technology, that understands how words work together, giving much more accurate corrections and predictions than other keyboards. SwiftKey learns as you use it to make typing easier and even more accurate over time, predicting the word you may want next.

With versions available for both Android handsets and tablets, it works with a library of your previous input, based on emails and texts. There are two typing styles you can choose from. Precise, which is optimized for careful typists, who often choose predictions, and is intended to reduce the number of keystrokes when you type by predicting and/or completing each word. Rapid style is optimized for very fast typists who want to type quickly without checking predictions frequently. The correction algorithm in this mode will focus on typos, and provided you roughly get the character length and position of the letters right, SwiftKey should work out what you are typing at lightning speed. SwiftKey includes social media integration for instant personalization, which will learn from your writing style in Facebook and Twitter as well as Gmail and offer tailored predictions – out of the box.

SwiftKey 3 beta now offers 42 languages and multiple skins to choose from. Also in this beta is Smart Space which can detect, in real time, mistyped or omitted spaces across whole phrases of poorly typed text. You can also type a whole sentence without spaces and at the end of the sentence press the space bar and SwiftKey will add them in the correct places. New to this beta is Back-up, which uses the Android backup service to save your learned language data.

I down loaded the trial version (SwiftKey 2) and have been using it for a few days. The trial statistics, accessible in the settings, states that I am 51% more efficient with the SwiftKey keyboard and has saved me 248 keystrokes so far. The full version currently costs $3.99 and is available on the Google Play site. If you want to demo SwiftKey 3 beta, you need to join the VIP community, where you can down load it.

http://www.swiftkey.net/
http://vip.swiftkey.net/

Technology has advanced at a rapid pace over the past 30 years, with many devices moving from physical systems to digital versions, including one of the most useful: the telephone. While the use of landlines is still prevalent among some businesses, many have started to turn to the digital version, Voice over Internet Protocol, or VoIP.

VoIP has become the main backbone of voice communication for a growing majority of companies, offering numerous benefits including potentially large cost savings, and decreased maintenance costs. When it was first introduced, the technology needed to run a VoIP system was expensive, limiting it to MNCs and other large organizations. However, over the past few years, the technology has come down in price and is now available for next to nothing, allowing SMEs to make the switch to VoIP. If your company is thinking of ringing the changes, there are some necessary requirements you should meet before you migrate.

Foundation A solid foundation for VoIP is key, as without a good foundation you’ll find that network speed and call quality are poor during heavy use. Most SMEs aim for a VoIP system that can handle around 10 employees on the phone at any given time. Before you start the integration, you should track your current call volume by keeping a note of the number of calls in and out, while paying close attention to call volume during peak hours and days.

You should also investigate the speed and stability of your current Internet connection. While a fast DSL or cable connection is good for browsing, it may not be robust enough to handle VoIP communications, which need a connection that is both quick and stable. Look at your downstream (traffic into your network) and upstream (traffic out of your network) connection speed during a time when the network is experiencing heavy data use. Anything over 1.5 Mbps in both directions should be enough to handle the majority of VoIP systems. Most Internet service providers offer a connection speed well above that, but it’s important to check it out first.

Framing When you have a solid foundation that will support your needs, the next step is building the frame for VoIP. You should determine exactly what’s required from your new system. Some good questions to ask include: Am I going to need to make international calls? How many VoIP connections am I going to need? Am I going to want to make video calls? What’s my budget?

Once you’ve determined your needs you can move on to picking equipment. If you’re a business that typically sticks to local, and some long distance calls, you shouldn’t require much in the way of equipment. The vast majority of companies use a device called a media gateway that allows normal phones to interface with an Internet connection - essentially turning a regular phone into a VoIP phone. If you’re a business that would like to take advantage of the more advanced features of VoIP, like portability, you’ll need more state-of-the-art equipment.

The final issue you need to address is security. On its own, VoIP is not the most secure of connections, as it’s open to all the same types of security breaches that computers and networks can fall prey to. To combat this, many good VoIP service providers will have security measures in place to protect VoIP calls on their network. On your end, it also helps to keep your Internet security up-to-date and conduct regular system scans.

Once you’ve addressed the internal requirements it’s time to start looking for a VoIP service provider. Take your time, shop around, ask competitors and other businesses what service they use. One question to ask a prospective provider is if they will be able to migrate your current number onto their system? While most can switch over your existing numbers, it can take a while, depending on your location and local legislation. So be sure to check if the provider can migrate your numbers and how long it will take.

From there, you should be ready to switch over to VoIP. If you’re still unsure of the process, there are consultants available who can help with the preparation, selection and integration. Good luck, and if you need more information about VoIP, we are here to help you.

Business continuity planning - an important consideration companies have been looking into, and adopting in increasing numbers. It’s vital that businesses can operate in any condition and that they won’t be affected by disasters. One of the steps in implementing a successful protection strategy involves working out whether to use software or templates.

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.

By Angie Hammond, Administrative Assistant for Data Network Group.

Taking care of your four-legged friends has never been easier with these great apps which have been made specifically for animal lovers. These apps give you access to detailed, accurate information about what is safe for your pets to eat, as well as guides to dog friendly travel locations and hotels. And when it come to saving your pet’s life during an emergency, these apps can buy you those precious seconds you need or point you to the nearest emergency facility for help.

HungryPet – Free
Quickly and easily look up the health impact of common foods on both dogs and cats. For example: is it safe for a dog to eat onions? As this app will tell you, no – onions are very dangerous for dogs to eat.
This app helps you to easily determine whether foods are safe, dangerous, or somewhere in between. Also you can find local help quickly by viewing nearby animal emergency facilities and directly accessing contact information. Never worry again if what your pet just ate is safe, help is now just a few clicks away! HungryPet has a food database with more that 400 different foods, stored locally on your device for offline use, and automatic database syncing ensures your information is always current.

DogFriendly.com – Free
This FREE app is a great guide to thousands of dog-friendly destinations, which are researched, described and reviewed by the professionals at DogFriendly.com and their army of readers. Available in the app is a complete travel guide for the United States and Canada which is updated monthly with new places and any changes. From large cities to small towns, this app shows you thousands of pet-friendly destinations. This app also gives you access to DogFriendly.com’s pet-friendly highway travel guides. These guides tell you where you can stop for the night with your four-legged travel companion.

Pet First Aid – $2.99

This app is loaded with detailed videos and step-by-step illustrations so you’ll know exactly what to do when caring for your pet in an emergency. Videos include: restraint, muzzling, CPR, bandaging, and more. All articles, videos, and illustrations are bundled with the application for offline access.

Pet Tech’s PetSaver – $4.99

The PetSaver app is a quality reference guide and educational tool for all pet lovers and Pet Care Professionals. With just a swipe of your finger you can have access to comprehensive first aid information, a first aid kit checklist, emergency pet help locator, ICE (in case of Emergency) and a poison directory just to name a few.

Now even though these last two apps aren’t free, it seems a small price to pay when you consider they could save your pet’s life in an emergency. I hope these apps help you to have a long and happy life with your four-legged friends.

Peer-to-peer networking (P2P) and cloud storage services have both been hot topics in the news lately. Whether it’s about the seizure of servers or security threats, both have been causing businesses problems with regards to recoverability and security of data. Does your company use P2P or cloud storage? If so, there are a number of things you should be aware of.

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.

What Should I do? With regards to cloud services, as with anything that comes with a contract, the first thing you should do is gain an understanding of it by utilizing reading material such as blogs, news articles and Wikis. It’s a pain in the neck, but it’ll help you understand the boundaries of the program and your responsibilities. Remember that if you go to court to get files back from a company, and it becomes known that you didn’t read the agreement, you’ll probably end up losing that case.

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.

The most important thing is that whatever the situation is, you take action to try to solve the problem while frequently revisiting the actions to ensure that they are working. If you’d like to learn more about document sharing over the cloud, or via P2P networks, give us a buzz. We’re more than happy to help.