If you’re like other managers you’ve sat through or given more presentations then you can remember. While presentations are an important part of business, many presenters fail to get their message across because of their slides. If you don’t have good slides, the probability of your presentation going well is pretty low.

Here are nine tips on how to prepare a good Microsoft PowerPoint presentation.

1. Choose a relevant layout. When you choose the layout or template for your slides, pick something that’s simple and non-distracting. If you’re presenting yearly earnings, a background of flowers probably isn’t the best choice. Under no circumstances should you put your company’s logo as a background, this can make slides incredibly distracting. Put it in the header or footer instead.
2. Colors. It’s important to pick a good colour scheme for your slides. The keyword here is, “contrast.” Pick colors that contrast and are easy on the eyes. A white background with black text is good, a red background with black text is bad. If you want to use your company’s colours and they don’t contrast well, pick one of your colors and another that’s a good contrast.
3. Images. Pictures and graphics capture our attention, text puts us to sleep. The general rule of thumb is to have more visuals than text. Don’t have images for the sake of images, instead pick ones that convey what you want to say. Many good presenters will have a slide with nothing but an attention grabbing image, and use it to talk about their main idea.
4. KISS your text. KISS stands for Keep It Stupidly Simple. Text should be kept to a minimum, at most five lines or bullet points per slide. The best presentations use only keywords or showcase the utmost important data and save explanations for the presentation.
5. Eliminate animations. It can be tempting to have text or images pop up every few seconds. Resist the temptation, as it’s incredibly hard to match your presentation speed with that of the animations. Having to speed up or wait for animation will make you look unprofessional.
6. Remain consistent. If there’s one key rule with presentations, it’s remain constant. This applies to everything in your presentation. Keep the font size, font, image type, colour scheme and layout the same throughout the presentation. If you put your logo in a header on one slide, it should be in the header on all the slides.
7. Audience. When developing a presentation you should always keep in mind who your audience is. If you’re presenting to a marketing firm, they probably don’t need to see more than one or two slides with financial information. Beyond that, be sure to prepare a version of the slides for your audience. Any explanations and extra information should be put in here as well.
8. Keep the file size down. If you’re presenting on another system or will be emailing the slides, it’s a good idea to ensure the file is as small as possible. The bigger it is, the slower it’ll load and the higher the chance it will stutter or crash.
9. Practice. Go over the slides ahead of time and be sure you know the content inside and out. Another benefit to practicing is you will often catch mistakes and knowledge gaps that you can fix before you present.

By following these tips, you should be well on your way to producing a good presentation that will captivate your audience and make you look like a star. If you have any other questions regarding PowerPoint, or any of Microsoft’s other products we are here to help, please contact us.

Security of data and networks, an issue that companies are taking seriously. They’re going to great lengths to protect themselves from external threats and are, for the most part, safe from them. And yet, there are still stories about how businesses are being infected by malware. If they’re safe to the external environment, where’s the threat coming from?

In recent years the majority of security threats and compromises have come from within the company. A common threat to companies is the logic bomb - malware that targets IT systems and deletes data. As a logic bomb is introduced from within the network, the blame often lies with a disgruntled employee with full access to internal systems.

Insider threats Giving employees full access to the network when they don’t need it is a common mistake often made by companies. There’s little need for an employee who does graphic design to have access to weekly sales records. This practice could set your company up for a considerable security problem in the future.

Dawn Cappelli, an insider-threat expert at the Carnegie Mellon Software Engineering Institute stressed, "These types of insider attacks happen to businesses of all sizes, from small companies to very large corporations." This is an important issue businesses should be aware of if they want to remain secure.

Take Precautions Security threats can be a particularly harsh nightmare for small businesses, as many don’t have an IT department or staff with the technical expertise needed to maintain a secure network. If you’re one of these organizations, it’s a good idea to hire an outside consultant to help you with your network security. With consultants, it’s important that you maintain close contact with them to ensure any issues that crop up are dealt with expeditiously.

If you don’t work with an external company there are a few things you should do when you have an employee leave the company. First, their accounts should be deleted immediately and their access privileges should also be revoked. Second, if you have accounts with shared passwords, you should change them to ensure an ex-employee can’t gain access to the system.

If you’d like to learn more about internal security, and measures you can take to ensure you are safe, we are ready to help you. Please contact us.

Business Continuity Plans (BCP), plans on how to provide a stable service, or recover after adverse actions, have become top of mind with many managers. Businesses have adopted such plans, or are in the process of implementing one, but owners may have missed some crucial elements that could result in an ineffective plan.

Here are six key non-IT functions and processes that need to be in place to ensure your company is ready to effectively execute your BCP.

Easy to use plans Many continuity plans have been developed mainly for the IT department, as such, they can be a little complicated to understand and follow if employees don’t have a technical background. You should aim to have a plan that’s easy to follow and can be understood by all employees.

Communicate plans Remember that your plan encompasses all facets of your organization. It’s crucial that every employee knows their role and the relevant actions to take when the plan is executed. To do this, you need to ensure that all employees have access to a copy of the plan and any changes or updates are clearly communicated.

Test plans Beyond communication, it’s important to conduct regular tests, with every quarter being sufficient. The tests should be as real as possible and span all departments within the organization. This will ensure that employees are aware of how they, and the systems, will react under duress. It’ll be beneficial to your business if the first time the employees execute the plan isn’t during an emergency.

Short term and long term plans Your BCP should consist of both long term and short term elements that can be easily adapted to meet changing business environments and the emergence of new threats. You should aim for an even mix of short and long term solutions that cover as wide a variety of situations as possible.

Ensure buy-in from all levels If you’re in the process of instituting a BCP you should ensure that the whole organization is onboard with the plan. If an employee is unsure about the validity of a part of the plan, take the time to find out why and ask for suggestions. An uninformed or uncooperative employee could be the difference between survival and failure in a disaster situation.

Update and Review After every test, staff turnover and technological update, you should review the plans and make changes if necessary. Essentially, if anything in the company changes, review and update the plan. Remember: just because you have an effective plan this month, doesn’t mean it’ll be so in the future.

Continuity plans are only as strong as the weakest link. In an emergency, the last thing you want is an employee following the wrong process or be unsure of what they should be doing. If this happens, you could see an exponential growth in recovery time and costs. We’re ready to tell you more, so please contact us if you would like to talk continuity planning.

In April 2011 VMware purchased SlideRocket, an online tool that lets users create and share presentations. By itself it’s a useful tool for users who give presentations, which let’s face it, is almost every business owner and manager. SlideRocket’s recent partnering with Google’s cloud storage app has provided users with an even more powerful way to share and collaborate on presentations.

Google has recently released its cloud storage and collaboration app, Google Drive. What does this have to do with SlideRocket? Well, SlideRocket’s full set of content authoring tools have been integrated into Google Drive. This means that users of SlideRocket can use Google Drive as another way to create, collaborate on, and store presentations.

Chuck Dietrich, Vice President of SlideRocket by VMware, commented, “Together with Google, VMware is helping individuals and businesses embrace new technologies for collaboration in the cloud era.” He went on to note that SlideRocket and Google Drive provide users with a great way to do just that.

If you use SlideRocket and would like to work with other users over Google Drive, simply log into both services with the same account and in Google Drive select Create and More followed by SlideRocket. Once you log in and integrate your accounts, you’ll have access to your presentations without having to log in to SlideRocket.

If you’d like to know more about how you can virtualize your business, or the different products offered by VMware, we’re ready to tell you more. Let’s talk virtualization.

Social media is one of the most important communication tools of the modern era. Companies use it to connect with customers and like minded individuals, all in the name of building trust in their brand and products. While almost every company has a social media presence, they have been slow to trust employees to use personal social media at work. On average, 31% of companies block employees from accessing their accounts.

There are four distinct advantages to allowing social media:

• Increased productivity. There have been a number of studies that have found that judicious use of social media in the workplace will actually increase productivity. A study conducted by the University of Melbourne found that employees with access to social media are 9% more productive than those without.
• Increased buy-in. Employees like to feel trusted and empowered. If they don’t you can expect to experience higher turnover and lower morale. A good way to gain trust is to allow employees to use social media in the workplace. If an employee feels like they are trusted, they’ll be more likely to stay with the company.
• Recruiting. Small businesses have started to use social media for recruitment, but limit efforts to one account. If you have 10 employees in your organization, each with a social media account with 100 friends, you have the potential to reach 1,000 people. This is achievable if employees are allowed to access social media at work and are encouraged to share posts.
• Identification of business opportunities. Through the use of social media, employees in charge of sales and business development can source new clients and build fruitful relationships.

There are many advantages to allowing access to social networks at the office. If you‘re hesitant to completely open the social media floodgates, try doing so in short periods, like the final three hours of the working day.

No matter what you decide, allowing access to social media is a good practice for your business. If you would like to learn more about social media and how you can leverage it in your business, we are happy to talk with you.

Collaboration isn’t a new concept. Managers and employees have been working together towards a common goal for as long as we can remember. With the heavy integration of modern technology, businesses have been taking advantage of all the various virtual options available. However, problems arise when it’s time to work together, as employees can sometimes find it tough to do so.

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

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

With a team that interacts effectively you’ll see happier employees and higher profits: a win-win situation. If you have any questions regarding collaboration tools, or other ways to increase business value please don’t hesitate to contact us.

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

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

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

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

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

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

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

While the patch will prevent Flashback from working, it won’t delete the program if you’ve been infected. The Internet security company F-Secure has developed a script that scans your computer and removes Flashback if found. Once you have downloaded the script, open and run it. The script will search your computer and place the infected files in an encrypted ZIP folder labeled Flashback_quarantine.zip.

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

It used to be that your work and personal time had clearly defined separation. You spent the day at work focused on your job and at the end of the day you’d turn your brain off, go home, cook dinner and relax. As a collective whole we seem to have lost our ability to focus. We spend most of our days worrying about the work that needs to be done.

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.

Communication is arguably the single most important aspect to a successful business. One of the most familiar forms of communication is the telephone, and with advances in technology, it’s unsurprisingly gone digital. The most commonly used digital voice system being 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.

With the increasing severity of natural disasters in recent years, many larger companies have started to develop and implement a continuity plan to ensure that they can still conduct business, no matter what happens. Businesses in the process of developing a plan will eventually need to decide if they want 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.