voIP for business

Unexpected Benefits of Using VoIP for Business

As more and more companies move in the direction of using VoIP for business, they are appreciating benefits that were not initially expected. Most businesses focus on lower cost and increased efficiency that come with taking analog signals and transforming them into digital data via the Internet. It is also quite apparent that advantages like skipping the phone company and less hardware are great perks that come with VoIP. Here we are discussing some unexpected benefits of choosing VoIP for business, whether your company is large or small.

Small Businesses Keep Up With Large Businesses

VoIP offers certain features that would make it virtually impossible for a caller to know that your small business is not a large conglomerate. These features are helping smaller companies stay on par with the big boys and leveling the playing field when it comes to communications. These features include:

  • Call routing for employees on the road (“Follow me/Find me)
  • Music on hold
  • Door buzzer integration
  • “Do not disturb” feature when important meetings are being held
  • Presence technology to find out if an employee is free and how to contact them
  • Auto attendant that directs calls to different departments or individuals
  • Virtual area codes that are used to differentiate between more than one location, making a company appear more international

Features like these can enhance the reputation of a small business and make them look more professional.

Virtual Faxing Feature of VoIP for Business

Virtual or IP Faxing is a great feature of VoIP that saves money, time and space. With virtual faxing, employees can use their VoIP system to send and receive faxes without an actual fax machine. All faxing is done through a web browser and it arrives as an attachment in your email. This saves money on the purchase of new equipment and upgrades when machines are out-of-date. It saves time without having to load paper and wait to receive the fax, as well as not getting stuck with busy signals. Virtual faxes via VoIP also free up space in the office without the need for a machine, paper or phone lines.

Seamless Integration

It has been found that VoIP solutions are able to be integrated seamlessly with other technologies. The reason for this is that they work over SIP protocols at the application layer. This means that VoIP can be unified with other types of communication systems in the infrastructure of an organization.

Free Extras

When you use a landline, there are a lot of extra features that come with hidden fees, which can add up on your monthly bill. With VoIP solutions, many of these features are included with the contract. A few of these extras include:

  • Call conferencing
  • Unlimited long distance calls
  • Call forwarding
  • Voicemail
  • Caller ID

If you have any questions about how VoIP for business can benefit your company, large or small, contact us today! One of our knowledgeable team members is ready to assist you with any questions or concerns you have regarding VoIP solutions and more.

 

MFP security

Should You Worry about MFP Security Concerns?

Many times complacency plagues the ability to transition, but are the concerns about technology, its power, and its security concerns founded? Our phones, household appliances, vehicles, and workstations are transforming before our eyes, and even our printers have jumped into the digital age. MFPs are showing up more and more in every industry, and the security concerns of taking the paper process online has many worried about the potential security threats. Should you worry about MFP security concerns?

What is a MFP, and why is Security a Concern?

An MFP, or Multifunction Printer, is an all-in-one machine that takes the paper process online and streamlines communication in offices. Standard machines typically print, copy, and fax. These machines are hooked up to the computer’s system, and wireless connectivity permits standard machines to print via a WiFi connection, while faxes still send and receive via a standard telephone line. MFPs take it to an entirely new level.

Because MFPs are integrated into a company’s larger infrastructure, new threats arise. MFPs experience a number of different security issues that do not concern traditional 3-in-1 printers.

  • Theft and misplacement of documents, scans, faxes, pictures, and other relevant data stored on the MFP
  • Excessive employee use
  • Unauthorized access, within the company, to confidential documents, faxes, data, and electronic correspondence
  • Information and data leaks
  • Hacks, malware and other security intrusions
  • Device decommissioning
  • Housing information for both compliance and regulatory purposes

As with anything else you do online, at your desk, in a meeting, or over the phone, a lapse in security and proper planning opens the device and the company to potential loss and intrusion. Companies that employ the use of MFPs must have a plan for use, a strategy for protection, and professional support. MFPs are computer machines, and it takes a team of experts, such as Matthijssen, to actively monitor and manage risks before they even occur and take a company down with them.

Should You Worry About MFPs?

It is not enough to plug in and go. In the US and Western Europe, nearly 30 million printers and MFPs are installed in homes and businesses, which means they are all connected the network on which they operate. The potential for intrusion is high, yes, and it is because security and care are often practiced only on PCs and laptops. Honestly, MFPs do not receive the professional attention they need to reduce the risk. Everyone from hackers to employees put these systems at risk. Only 6 percent of employees feel their MFPs are a security risk to their companies. Without a management and audit strategy, a data breach can cause a company thousands, or even millions of dollars.

How to Protect Your MFP

MFP security must be a part of the daily habits. Lock it up and secure it as you would your device, desktops and confidential files. Include the company’s MFPS in the daily network and security habits, consult the experts at Matthijssen to protect the data, secure the network, restrict access, manage the MFPs, and create a security wall that eliminates the risk for a devastating loss.

strategic technology planning

How to Make Strategic Technology Investments

As a business owner, it is necessary that you understand the importance of advanced technology. By just adding technology to automate routine tasks and streamline your processes you can increase business efficiency and expand your operations. Here’s what you need to know to make educated strategic technology investments:

Develop a Strategic Technology Plan

Smart companies develop a process to evaluate their technology goals and requirements before implementing anything new. The first step is to conduct an audit to inventory the technologies already in place and how they meet your goals. This will reveal the strengths and weaknesses of your current system and the overall importance to your business objectives. Your audit should address business requirements and the correlating technology; hardware, software, and service solutions currently in place. Matthijssen can help you with this process.

Evaluate Technology to See if it’s Time to Upgrade

Computers. Computers are most likely to need an upgrade after a software update. If you’ve recently begun using the latest version of your preferred software and computer performance seems detrimentally slow, it may be time to consider new hardware. Having employees working on slower systems can end up costing more than replacing or upgrading the equipment in productivity loss. There are things you can do to get your old hardware back up to speed:

 

  • Add external hard drives
  • Upgrade your processor
  • Install additional memory

 

Telephone systems. As the cornerstone of your communications network, your telephony should be upgraded or replaced quickly if a problem develops. Complaints about lengthy hold times or calls not being answered may require you to put in additional lines or even hire additional phone agents. If you are expecting the volume of calls to rise significantly, consider upgrading your system before any issues arise. Be sure that you have enough time to implement the new system and properly train employees.

 

Purchase New Technology. If it has been decided that your company will need to do more than upgrade your current hardware and systems, it is important to answer these key questions when considering making any new technology purchases:

 

  • Will my company see an immediate gain from added technology?
  • What benefits are possible?
  • How long will it take for us to achieve our goals?
  • What is required to implement and manage the technology?
  • Will new hardware and applications support future growth?

 

In addition, when conducting research on potential solutions, be sure to read customer reviews. Get feedback from business owners you know before making any final purchase decision. Matthijssen will help you strategically plan for your technology to meet your current needs and your needs in the future.

 

By using strategic planning in developing and implementing a technology plan, you will avoid bad investments, decrease spending, and provide your employees with the right tools to provide customer satisfaction. By outlining your objectives first, you will have a greater chance of success that positively impacts the people in your company.

 

 

 

MFP Security

MFP Security with AccessLock App Keeps You Secure and in Control

When you decide to incorporate new mobile, cloud, and IT solutions into your company’s stratagem, the system has to be efficient, affordable, and versatile. You have to be careful not to lose control… while trying to get your IT under control! One of the ways to increase efficiency and security while reducing costs is to utilize the various functions MFPs provide. MFP security is assured with the AccessLock app, which permits you to do both.

 

What is an MFP?

An MFP is a multi-function peripheral. That is great, but what does that mean for your company? It means your company can purchase a singular device that performs a multitude of actions and services. MFPs can scan, copy, print and fax. An MFP does not need only a desktop to perform its various tasks. MFPs can scan to the remote devices, upload to cloud-hosted services, print from cloud-hosted services, scan to USB, print from USB, print online material, and much more. MFPs combine the efficiency of multiple devices with the ease, access and smarts of a smartphone. These elite systems provide businesses with added convenience, increase productivity, unmatched security, and they assist with cost control. One of the most important apps for an MFP device is AccessLock. With so many users having access to the MFP device, the company needs to have immediate control of who can access and what he/she can control.

 

What is AccessLock?

AccessLock is an MFP app that does exactly what the name suggests. The AccessLock app provides essential personnel with the ability to maintain and control a user or group’s access to certain MFP functions.

 

MFP Security and Benefits of AccessLock App?

Different departments within the company have different document needs and workflow demands. What one department needs is not what another department requires. So why provide every user with the same level of access? When employees and all departments have unrestricted access to the many MFP functions, security breaks down, costs soar, and redundancy plagues productivity. AccessLock allows owners, managers, and other essential personnel to limit and control access to certain MFP functions. If one department frequently faxes while another does not do any faxing at all, AccessLock permits managers to provide access only to the departments that require the services.

 

AccessLock is ideal for all small, medium and large-scale operations, including healthcare, legal, government, education, and finance fields. Its password-protected features and scalability ensure maximum security and cost-efficiency. Administration can adjust or terminate access at any time.

 

The AccessLock app permits essential personnel to establish access and permissions for copy, fax, print, and scan functionality. The AccessLock app is compatible with HyPAS-enabled Kyocera MFPs, and it uses Cryptek CAC/PIV, Kyocera’s Card Authentication Solution, and Active directory to provide a more controlled and effective identification and monitoring system.

 

Matthijssen will help you with your MFP needs – give us a call or contact us to learn more about what an MFP can do for your organization.

 

Managed Services

Benefits of Managed Services

The benefits of enlisting an IT company to manage your business’ services are extensive. Often times these companies provide you with a flexible service that is tailored to your needs. Providing you with a highly-sophisticated, resilient, and reliable service that will ensure your company is running efficiently, effectively, and at optimum performance.

  1. Efficiency: Providers of Managed Services are equipped with a better tool set to handle and react to the events or issues that are causing users problems. Which makes them more suited to fix and address the problems in an efficient manner, effectively remediating the situation upon discovery. Often businesses are not aware the extent to which their prior way of dealing with these problematic events was inefficient.
  1. Decreased Risk: Managed Service providers have the resources to foresee imminent failures. This allows the providers to eliminate the possibility and mend the situation before the failure even occurs, effectively preventing problems before they start. Thus, resulting in lowered risk and downtime for the client’s company in the long run.
  1. Ability to Monitor Productivity/Performance and Capacity: The tools that the Managed Service provider has access to gathers information on the performance and storage space of the client’s file system. The client has the ability to check this information and gain insight into performance trends in regards to a certain device or database, which allows the client to make an informed decision about future IT endeavors and changes that can be made to enhance later productivity. This information is contained and thought of as historical data, so the client will be able to reflect upon it over time as well.
  1. Patch Management: Client’s companies have IT staffs that are often overwhelmed with responsibilities. This leads to a neglect regarding patch management, which in turn further leads to vulnerability where security is concerned. Managed Service providers take the time to ensure that patches are up-to-date and fully functional, preventing harmful threats to the client’s system and reducing the chance that downtime or risk will occur.
  1. Periodic Reviews: Managed Service providers ensure that nothing hinders or puts the client’s IT at risk. When devices are slowly declining in efficiency, or there are software updates that need to be done, they are included in the discussion within periodic reviews. This allows the client to actively make decisions about the future before the problem actually surfaces, giving the client excess time to ponder the most beneficial route to take.

Overall, Managed Service providers take the tasks off of the client’s hands that they simply do not have time for, but are essential to ensuring that their business runs smoothly. These task are often overlooked and the importance of them is not considered, so by turning to a Managed Service provider, the customer is free to focus on other aspects of their company, while receiving the peace of mind that their IT environment will remain stable.

2MyInbox

Simplify Business with 2MyInbox

As a business owner, you know how important it is to document workflow and share vital information about your company. It’s pretty much an absolute must if you want to be efficient and maintain success. However, given the high demands that come with running a business, it can be difficult to actually keep stats regarding workflow and to share important information. Well, fortunately for you, these two imperative aspects of your business just got a whole lot easier, thanks to the 2MyInbox Feature.

What is the 2MyInbox Feature?

Kyocera, one of the most innovative software and electronics manufacturers, saw the need for businesses to streamline document workflow and share vital information. For that reason, they created the 2MyInbox Feature.

This cutting edge application has made it possible to streamline sending emails via an MFP. The application uses data from a user’s login details to pre-populate, or pre-enter data in form fields, the email addresses that documents need to be sent to via the field found within the control panel of the MFP.

In order to enable this application, all a user has to do is input their information or activate their HID card in order to prepare email scans directly to them. This application operates on all Kyocera MFPs that are HyPAS enabled.

How the 2MyInbox Features Benefit Business

In the world of business, simplifying tasks is beneficial for a variety of reasons. Thanks to the 2MyInbox feature, your business will reap the following benefits:

  • Speeds up the process of emailing documents that have been scanned to a user from a Kyocera MFP.
  • Increased productivity of employees, as the application simplifies the process of emailing from the MFP.
  • Provides users with an exponentially faster experience because it integrates with HID proximity cards.
  • Reduces the risk of sending emails to the wrong recipient, as it utilizes a user’s login information to fill in the ‘send-to’ email address field on an MFP control panel, which also saves time.
  • Greatly increases the efficiency of Document Workflow.
  • Makes it possible to integrate the most cutting edge solutions for your business’ document imaging requirements.
  • Reduced costs, as it allows for the full optimization of document imaging devices.
  • Offers a seamless integration of the MFP with existing network systems, which increases integrity, as well as security.

As a business owner, your number one goal is to increase the success of your business. Given the benefits of the 2MyInbox feature from Kyocera, sending documents from an MFP has never been easier, and that can have a tremendous impact on the success of your business.

Samsung Galaxy 6

The Samsung Galaxy 6: Is it Worth the Price?

Entering the market with a hefty price tag, Samsung’s latest contender in the smartphone wars has been the object of some speculation, especially when compared to its competitor, the iPhone 6. There are currently many, many blogs where combatants are fighting over the merits of the Android versus iOS 8, but this post won’t rehash any of those points. Let’s assume that you have decided that Android is the operating system for you, does that mean that the Galaxy 6 the right phone for you? Is it worth the price? Let’s have a look at the features Samsung presents with the Galaxy 6.

 

Let’s start with the bad stuff first: the battery life of the Galaxy 6 doesn’t stack up to that of last year’s predecessor and can’t be replaced, either, as it can’t be removed. This is a massive strike against Samsung as the prerogative to tinker is more or less built into the promise of Android phones. On top of this, storage is no longer expandable; you’ll have to plug in an SD card to enlarge the HD. Last but not least, it kind of looks like the iPhone 6, embarrassingly so, making it look like it’s maker was looking to join the cool kids’ club in some schoolyard gambit.

 

But, then again, that’s it: of all the possible things that can be wrong or bad about a phone, these are Samsung’s sins, all of them. The Galaxy 6 is a good phone, so good, in fact that these flaws can be forgiven. First of all, the new Exynos processor, made in-house by the Korean giant, is a true beast and effortlessly crunches the numbers that make the phone tick. It’s a fast machine that can run any app you can imagine quickly. The processor is housed not in conventional plastic but in a stylish and sleek metal cover that keeps the phone looking slim.

 

The phone’s OLED screen is also amazing, currently the sharpest resolution on the market, the colors are rendered crisp and bright making for an eye-catching display. The 16-megapixel camera is also amazing and takes better pictures than any competitor, and is better even than some actual photo cameras, an achievement in and of itself.

 

The Galaxy 6 also comes pre-loaded with some great apps from Samsung, such as Samsung Pay, which will make it even easier for customers to live a life on the go, really making it a great all-around companion for anyone who likes to be prepared for anything. It is also a secure phone, thanks to its state-of-the-art fingerprint scanner that is almost impossible to crack.

 

So, is the Samsung Galaxy 6 worth it? To sum up in one word, yes. It may be a bit pricey, but you are getting some serious bang for your buck. If it fits into your budget and you like Android, purchase the Samsung 6.

hypas technology for mfp

HyPAS Technology

Businesses need technology that is user-friendly, customizable, and cost-effective. HyPAS applications are designed to cut company costs, while improving efficiency. It is the base technology that vastly expands the core capabilities of the existing MFP. An array of companies and industry sectors benefit from the vast, affordable technology.

What is HyPAS?

HyPAS stands for Hybrid Platform for Advanced Solutions. What does that mean for your company? It utilizes two key technologies: Java™ and Web Services, which is the hybrid portion. The platform is the Software Development Platform that permits tech developers to design a system that runs on the hardware. Finally, the advanced solutions represents the customization, business-tailored applications, web services and enhanced functions the technology provides the business.

Java™ is a program that which many people are familiar. Java™ is used primarily on mobile devices for mobile applications. The language permits developers to customize business apps and integrate Web-services enabled apps. Web services-enabled apps with HyPAS permit integrators to accommodate an array of programming language, permitting communication, fluency, and functionality across multiple platforms. The configurations allow systems to communicate with various Web Services-enabled devices such as Apple products.

HyPAS applications may be standalone, embedded applications inside devices, including the MFP devices we offer. The embedded technology encourages easier use, operation, and functionality. HyPAS may also serve as connectors to management systems or server-based applications. Client connectors establish a connection to external application(s). HyPAS configurations may be either standalone, client connectors, or a customized configuration of both applications.

Benefits of Java™

Java™ programming language provides a wealth of benefits. Apps with Java-embedded technology can run without a server or the presence of an external application. The application will continue to run even if the connection inside the application is broken. Java™ supports a variety of functions.

Benefits of Web Services

Web services rely on a connection to the central server. The benefits of using Web Services include the ability to utilize a different server application, seamless updating and upgrading via the server, increased functionality, low impact on MFP, and easier implementation of platform support.

 

How Does a Business Benefit from HyPAS?

Businesses need simplicity and access to business solutions. Businesses experience immediate gratification when utilizing HyPAS, which creates a seamless interaction with devices. When work is easier, communication, productivity, and efficiency increase tenfold. So, what does the hybrid technology offer businesses as whole? HyPAS is the best of both worlds, which results in a developer possessing the ability to design an approach that accommodates a user’s individual needs. HyPAS maximizes the investments in infrastructure and technology by aligning need and technology. For business owners, HyPAS provides a swift return on investment, protects company data, aligns with comprehensive compliance regulations, and it does not require companies to delve out budget dollars, as implementation does not require new hardware or software.

 

Once established, company teams and individuals have access to comprehensive user-friendly features, one-touch options and scanning, collaborative environments and abilities, and effective control panels.

technology you can wear

Wearable Technology Makes You More Productive

Devices have improved our quality of life and connectivity tremendously. Wearable devices provide users with health information, work communication, and personal notifications. There is an app for every part of your daily lives, from counting calories at breakfast and tracking activity during the day to monitoring sleep at night. Wearable devices are extensions of who we are, and they improve our lives and productivity as well.

 

Devices that Improve Productivity

At work or home, these devices will allow you to do work more efficiently. Robert Half Technology released a study that revealed 81% of CIOs in the US believe wearable devices, watches, glasses, sensors, will be routine in businesses in the next five years. According to Entrepreneur.com, productivity increased by as much as 8.5% among workers with wearable devices, and employee satisfaction increased 3.5% as well. Employees want to work better, reduce redundancy, and not have to worry about ineffective systems. Wearable devices are the answer.

  • Wearable glasses

Wearable glasses may look odd, but the technology can provide medical professionals, disaster relief organizations, and first responders with immediate information required to jump into action. Wearable glasses may provide users with critical data in at a moment’s notice, without fumbling with smartphones, tablets, charts, or large desktop computers. Think of how quickly critical care can be dispatched or delivered when a provider has complete, immediate access to medical charts, medication information, and vitals.

  • Wearable sensors

Wearable sensors have proven to be most effective in production and assembly lines. Employers incorporate wearable sensors on clothing and accessories to track employee productivity and to monitor employee health. Embedded sensors are a cost-effective tool for employers and employees. Neither employer nor employee has to spend hundreds of dollars on single devices to track employee activity and motion. Embedded sensors can be incorporated into company-issued ID badges, uniform shirt collars, or anything other part of the employee uniform. Wearable sensors reduce employee privacy concerns while tracking employee health and productivity throughout the day. The data collected permits employers to make informed decisions about health plans, daily operations, and employee policies.

  • Wrist wearables

Wrist wearables such as watches and fitness trackers allow employers to analyze data, monitor employee activity, and streamline order fulfillments. Employers configure wrist wearables to maximize employee productivity and access, permitting users to view data, review orders, remind employees about healthy activity, monitor employee stress, and to guide employees through miles of warehouse aisles. The goal of the wrist wearable is to improve the quantity and quality of employee work. Employees are happier when they can work more efficiently, and management can run a better business by establishing policies and systems that accommodate both the business and employee needs.

 

technology pioneers

5 Leading Business Pioneers in Technology

Though it does help to be youthful and an inexperienced outsider in business to make a change in the computing world and the Internet, you don’t have to meet those qualifications. Believe it or not, more than half of the leading pioneers in this industry have founded their own companies before they were 27 years of age. In fact, some of the most successful pioneers in this industry, including Mark Zukerberg, who created Facebook when he was just 19, Bill Gates, who created Microsoft at the age of 19 and Akio Marito, who was just 25 (an old-timer compared to the two previously listed) when he created Sony.

It’s not that the technology industry is biased to people who are over the age of 27; it’s just that it seems to be that younger people bring a fresh perspective to the industry, which is the reason why these youngsters tend to come out on top.

While software and Internet industries tend to be powered by younger generations, in electronics and hardware, it’s quite the opposite. In fact, Thomas Watson was 40 when he teamed up with the business machinery company that he later gave the name IBM. A former officer of the Chinese army, Ren Zhengfei, was 43 years old when he created the world famous communications company Huawei.

So, who are the leading business pioneers in technology? Here’s a look at the 5 most influential founders of technology:

  1. Bill Gates – In 1980, a 24-year-old Bill Gates dropped out of Harvard so that he could go into business with his school chum Paul Allen. However, at that point, he had already started one of the first software companies for the revolutionary (at the time) microprocessors that would eventually come to define the age of the personal computer. Together, Gates and Allen struck a deal that would enable them to create the operating systems for IBMs PCs.
  2. Andy Grove – The Hungarian-born and bred co-founder of Intel fled to the United States after the Hungarian uprising of 1956. After attending university, he moved to California and joined forces with Robert Noyce and Gordon Moore and the trio developed Intel, the largest semiconductor company.
  3. Steve Jobs – As the co-founder of Apple and the chairman of Pixar, Steve Jobs had an immense impact on the world of technology. He took a company that had a very unpromising future and transformed it into what is still one of the leading corporations in the technology industry.
  4. Akio Morita –As the co-founder of Sony, Morita completely transformed the face of technology in Japan. He helped to create what he affectionately called ‘the Cadillac of electronics’ and devices that forever changed how the world listened to music and watched TV. Some of the most notable innovations he created include the Trinitron color TV and the Walkman cassette player.
  5. Narayana Murthy –This pioneer of the Indian software company Infosys, Murthy not only created and served as the chairman of the company, but he returned it to its former glory after it lost a lot of its former power when he stepped down from the chairman position. His most notable achievement is helping to bring India into the success in the information technology industry.