9 Ways to Build an IT Budget That Maximizes Value and Minimizes Waste

Most 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 is feeling the strain of rising costs due to ESTA, minimum wage increases, and other external factors, your IT budget may be tighter than ever. The good news is that you and your leadership team can take proactive steps to reduce IT expenses while maintaining efficiency and security.

1. Align IT Needs with Business Goals

Before diving into the numbers, aligning your IT budget with the company’s overall business strategy is crucial. Technology should support business growth, improve operational efficiency, and help solve pain points. Identify your organization’s key priorities and objectives for the upcoming year. For example, are you looking to improve cybersecurity, upgrade legacy systems, or invest in cloud services to support remote work? Once you understand your business goals, it becomes easier to allocate resources efficiently.

2. Assess Current IT Infrastructure

A thorough assessment of your existing IT infrastructure is critical to avoid wasting money on unnecessary upgrades or services. Identify which technologies still provide value and which may be underperforming or redundant. For instance, consider:

Can systems be consolidated or replaced with more cost-effective solutions?
Are all devices and software licenses being used, or could unused subscriptions be eliminated?
Is your hardware near the end of its useful life, or can it continue to be effective with some minor improvements?

Understanding what you already have allows you to avoid purchasing what you don’t need.

3. Prioritize Investment Based on Impact

Once you have a clear picture of your existing systems, you can prioritize IT investments based on their impact on your business goals. At this stage, making difficult decisions is necessary. While every department may have technology requests, not all of them will have the same level of impact on your business’s success.

For example, cybersecurity may take precedence over new software tools, given the increasing threats to digital security. Similarly, investing in cloud infrastructure for remote work may become a top priority if your organization embraces hybrid work models. By ranking initiatives based on importance, you ensure your budget goes towards the highest-impact projects.

4. Consider the Total Cost of Ownership

When budgeting for new technology, it’s important to consider not just the upfront cost but the total cost of ownership (TCO). TCO includes ongoing expenses such as maintenance, upgrades, training, and support. While an initial purchase may seem like a good deal, hidden costs could quickly add up and lead to waste.

5. Forecast Future Growth

It’s essential to build a budget that addresses current needs and anticipates future growth. Technology investments should be scalable to accommodate expansion without requiring a complete overhaul. A well-constructed IT budget should consider potential increases in employee headcount, data storage requirements, or the need for new software as the business grows.

6. Build in Contingency for Unexpected Costs

Despite careful planning, unexpected expenses can always arise — whether it’s a system failure, a security breach, or an urgent need to upgrade software. That’s why it’s wise to set aside a portion of your IT budget as a contingency fund.

A good rule of thumb is to allocate around 10-15% of your overall IT budget for unforeseen expenses. This allocation can help you avoid financial strain when surprises happen, ensuring your business can continue operating without disruption.

7. Invest in Employee Training and Support

Investing in your team is key to building a sustainable IT budget. Even the best systems can underperform without proper training, leading to wasted resources — factor in employee training costs to ensure they understand how to use new technologies effectively.

8. Track and Monitor IT Expenses

Once your IT budget is in place, it’s essential to track and monitor expenses regularly. With cloud-based tools and budget management software, you can easily keep tabs on where your money is going and spot areas where you might be overspending.

Regular monitoring allows you to adjust course if necessary, ensuring you’re continually optimizing your IT expenditures. Quarterly or monthly reviews can help catch budgetary issues early, providing the opportunity to pivot before problems become costly.

9. Optimize Vendor Relationships

Vendor management plays a crucial role in ensuring you get the best value for your IT spending. When negotiating with vendors, don’t just focus on price — look for opportunities to reduce costs through bundled services, long-term contracts, or multi-year agreements.

Additionally, be sure to review vendor performance periodically. Are they meeting expectations? Are there better options available in the marketplace? Staying proactive about vendor relationships ensures that you’re receiving the best value for your money and that your contracts are aligned with your changing needs.

Reduce IT Costs Without Compromising Performance

Building an IT budget that maximizes value and minimizes waste requires a careful balance of strategic planning, ongoing assessment, and adaptability.

Ready to dive deeper into how you can optimize your IT budget? Download our whitepaper for insights on reducing IT costs without compromising performance. Get your copy today.

Download the Whitepaper

With customer expectations reaching new heights, contact centers must find ways to deliver quick, efficient, and highly personalized support. Traditional service models often fall short, leading to frustration and rising operational costs. Conversational AI now offers a transformative solution, creating seamless and responsive customer experiences that align with today’s demands.

In this article, we’ll explore why conversational AI is poised to become a core element of modern contact centers, addressing key service challenges and driving both satisfaction and efficiency through advanced, cloud-based communication solutions.

The Current Challenges Contact Centers Face

1. High Call Volumes and Long Wait Times

Contact centers often face a surge in call volumes, which contributes to extended wait times. According to Salesforce, 61% of customers prefer self-service for simple issues. Conversational AI offers a way to deflect routine inquiries and allow agents to focus on complex issues. A well-implemented AI system ensures that customers can access self-service confidently, easing call volume pressures without sacrificing customer satisfaction.

2. Limited Personalization in Interactions

Customers today expect more personalized interactions, yet traditional contact centers still rely on scripted responses. This lack of individual attention not only impacts customer loyalty but also limits the center’s potential to deliver valuable and engaging support.

3. Cost Efficiency and Staffing Constraints

Maintaining a skilled support team within tight budgets presents a daily challenge for contact centers. Rising operational costs require a sustainable approach that balances resource allocation with the demand for high-quality service.

What is Conversational AI and How Does It Work?

Conversational AI combines artificial intelligence technologies, such as natural language processing (NLP) and machine learning, to enable human-like interactions between machines and users. Designed to understand, process, and respond to customer queries, conversational AI goes beyond simple chatbots by recognizing intent, analyzing sentiment, and adapting responses based on context.

Key features of conversational AI for contact centers include:

Intent Recognition:Allows the AI to identify the purpose behind a customer’s message.
Sentiment Analysis: Helps gauge the customer’s emotions to ensure an appropriate response.
Contextual Awareness:Enables the AI to remember details from past interactions, enhancing the continuity and personalization of each conversation.

By integrating seamlessly with cloud communication platforms, conversational AI works alongside existing systems, supporting both self-service options and agent-assisted interactions. This capability allows contact centers to provide a unified customer experience, ensuring smooth and efficient support at every touchpoint.

Future-Proofing Contact Centers with Conversational AI

As customer expectations continue to evolve, conversational AI enables contact centers to keep pace with rising demands for fast, personalized service. With AI technology that constantly learns and improves, contact centers can adapt to changing customer needs and emerging digital trends, positioning themselves for long-term success.

24/7 Availability: Unlike human agents, conversational AI operates around the clock, ensuring customers have access to support anytime they need it.
Scalability and Flexibility: Whether call volumes increase during peak seasons or customer inquiries grow in complexity, AI tools can adapt seamlessly, expanding capacity without the need for additional staffing.
Enhancing Operational Efficiency: By automating routine interactions, contact centers can allocate human agents to more complex tasks, leading to a balanced and efficient service model.

Discover how Elevate Contact Center can empower your team to deliver fast, personalized support that meets modern customer expectations. Learn more about our AI-powered tools or request a demo today!

Information used in this article was provided by our partners at Intermedia.

According to Nordpass, the average person juggles over 100 online accounts. Remembering unique, strong passwords for each one is daunting—but essential for protecting your data. That’s where password managers come in, offering a secure and convenient solution for managing your passwords. But are they truly safe? Let’s explore the benefits, risks, and best practices for using password managers effectively.

Why Use a Password Manager?
Password managers are like digital vaults: they securely store all your passwords and manage multiple accounts effortlessly. Instead of remembering dozens of passwords, you only need to recall one master password. Here’s why they’re worth considering:

Convenience: Quickly log in to your accounts without memorizing or writing down passwords.
Security: Generate strong, unique passwords and store them in an encrypted database.

How to Protect Your Password Manager
Even the best password managers need safeguarding. Follow these steps to ensure your digital vault stays secure:

Create a Strong Master Password: Use a unique combination of letters, numbers, and symbols. Example: $OceanView!3020.
Enable Multi-Factor Authentication (MFA): Tools like Google or Microsoft Authenticator provide an additional layer of protection.
Stay Updated: Regularly update your password manager to patch vulnerabilities.

What to Do If a Password Manager Gets Hacked
Though rare, breaches can occur. If this happens:

Change your master password immediately.
Evaluate the accounts stored in your manager and update passwords for critical ones.
Consider switching to a more secure platform with advanced features.

Are Password Managers Worth It?
Despite potential risks, the benefits of password managers far outweigh the drawbacks. They reduce the chances of weak or reused passwords, a leading cause of data breaches. Research your options and choose a reputable manager with strong encryption and positive reviews.

Are you ready to implement more robust cyber security measures, like password managers, for your business? Contact our cybersecurity specialists for personalized guidance today.

Article used with permission from The Technology Press.

Encryption is a method of securing information. It converts readable data into secret code, which only the right key can decode. This guide will help you understand different encryption methods.

Symmetric vs Asymmetric Encryption

There are two main types of encryption: symmetric and asymmetric.

Symmetric encryption uses the same key for encryption and decryption. The same key is shared between the sender and receiver. It’s fast but less secure when the key is shared.
Asymmetric encryption uses two keys: a public key and a private key. A public key can encrypt a message, while a private key can decrypt it. It’s more secure since only the private key unlocks the message.

What Are Some Common Encryption Methods?

There are numerous encryption methods in use today. Here are some of the most common ones:

AES (Advanced Encryption Standard): AES is one of the most secure forms of encryption. It is symmetric encryption. AES can have 128, 192, or 256-bit keys. The longer the key, the harder it is to break.
RSA (Rivest-Shamir-Adleman): RSA is an asymmetric encryption method that uses two keys: a public and a private key. It is widely used for secure data transmission.
DES (Data Encryption Standard): DES was once a popular symmetric encryption method. It uses a 56-bit key, which is now considered weak. AES has mostly replaced DES.
ECC (Elliptic Curve Cryptography): ECC is an asymmetric technique that offers better security and more compact key sizes. It is efficient and widely adopted in various mobile gadgets.

When deciding which type of encryption is best for your data, ensure that the chosen method adheres to relevant regulations and industry standards. Also, consider compatibility and efficiency. Ensure the encryption solution will work with your existing systems and meet security needs without compromising system performance.

How Do We Use Encryption in Everyday Life?

Encryption plays a major role in our daily lives. When you purchase online, your payment information is encrypted, protecting your credit card information against hackers. Apps like WhatsApp use encryption to keep your messages private. Only you and the person you are chatting with can read them. Many email services also use encryption to protect your emails from being read by others.

What Are the Challenges of Encryption?

Encryption has many benefits, but it also faces challenges. One is key management. If someone loses their key, they probably will lose their data. Encryption could also slow down the systems since it needs processing power for encryption and decryption.

How Can You Stay Safe with Encryption?

Use Strong Passwords: Always use strong passwords for accounts and devices. That will make hacking difficult as it will take time to access.
Keep Software Up to Date: Regularly update your software to protect against security vulnerabilities in software.
Use Caution with Public Wi-Fi: If you need to use public Wi-Fi, avoid sensitive transactions unless you can encrypt your internet connection using a VPN.

Ready to Secure Your Data?

Encryption helps protect your personal information from threats. Understanding different methods can help you choose the right one for your needs. If you want more information or need help securing your data, contact us today!

Article used with permission from The Technology Press.

Where do I start using AI in my business?

Trying out Copilot is a great place to start if you’re interested in using AI. It works alongside many of your Microsoft apps to make things easier. We can help you get started with Copilot—contact us.

How do I stop my team from using their personal phones for work tasks?

Educate them on the dangers of doing so and explain the consequences if they keep doing it.

Should I restrict access to business files for certain employees?

The most secure thing is to allow employees only to access files relevant to their role. Microsoft 365 Business Premium comes with tools to help.

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

We deal with data every day, from personal photos to work files that hold a lot of value. What happens if you lose that? Well, this is the reason behind doing secure backups of data. Let’s go through some best practices to keep your data safe and secure.

Why Is Secure Backup Important?

Data backup refers to the creation of a copy of your data. The copy can be used in the event of loss or destruction of the original data. Backups can be stored on various devices, such as external hard drives, or in the cloud. Sometimes computers crash, or get viruses. Other times, you may delete some important files accidentally. If you do not have a backup, then you could lose everything. Backing up your data keeps it safe from these problems.

How Often Should You Back Up Your Data?

Backing up your data is very important and should be done regularly. Some people back up their data every day, while others do it on a weekly basis. It depends on how often your data changes. If you have important files that change daily, then you should back them up every day. Regular backups mean you will always have the latest version of your files.

What Are the Different Types of Backups?

Full Backup: A full backup copies all your data. It takes more time and space but is very thorough.
Incremental Backup: An incremental backup only copies new or changed files since the last backup. It saves time and space.
Differential Backup: A differential backup copies all changes made since the last full backup. It’s faster than a full backup but takes more space than an incremental one.

Where to Store Your Backups?

The place of storage for your backups is an important consideration. External hard drives are physical devices you can store at home or at work. It’s convenient, but they can get lost or damaged. Cloud storage keeps your backups online, so it is safe from any form of physical damage. It’s also easily accessible from any location. Similarly, offsite storage means keeping backups in a different location than your main data. This protects against theft or natural disasters.

Common Data Backup Pitfalls

Not Having Multiple Copies: Always have more than one copy of your backup in different places.
Ignoring Security Updates: Keep all backup software and devices updated to protect against new threats.
Not Having a Data Backup Plan: Determining what data should be backed up and how often. Test your backups regularly.

Don’t wait until it’s too late to protect your data. Start backing up today! Secure your important files by following these best practices for data backup. If you need help setting up a secure backup system, contact us today.

Article used with permission from The Technology Press.

It’s estimated that over three billion phishing emails are sent daily, making them a significant threat to small and mid-sized businesses (SMBs). Unfortunately, phishing often leads to business email compromise (BEC), which the FBI has said is companies’ primary source of financial loss.

What’s more, the attacks are becoming more sophisticated by the day, targeting companies and individuals alike. Threat actors are now utilizing AI to automate the creation of convincing phishing emails.

SMBs must practice proactive prevention to protect their financial assets, business operations, and sensitive data. Following the phishing prevention tips below should help your organization stay vigilant against these persistent threats.

What is phishing?

Phishing generally begins with someone pretending to be a person or an organization you trust. Once they’ve established trust, they’ll attempt to get you to give out information or use a link/file to infect your devices with malware.

Common phishing red flags

Even though phishing attacks are becoming more sophisticated, you can still train your employees to spot certain telltale signs. Here are some things to look for when identifying phishing attacks:

Urgency and pressure tactics
Message inconsistencies, including misspellings and poor grammar
Low-quality visuals like blurry brand logos
Messages that come when team members are out of the office
Requests to make financial decisions or changes
Messages asking you to do something unusual or outside normal operating procedures
Messages that require you to click a link to gather more information

Always exercise caution with emails like these, as there’s a good chance they are phishing attempts or related to other malicious activities.

Phishing prevention tips

Preventing phishing attempts goes far beyond simply monitoring emails. It requires a comprehensive, multi-faceted strategy that addresses various aspects of cybersecurity. Like other cyberthreats, phishing attacks use methods that are constantly changing and becoming more sophisticated. So, your team must always stay alert and adaptable while simultaneously developing mitigation plans and carrying them out if a phishing incident occurs.

To that end, here are eight cybersecurity tips to help you prevent phishing:

1. Seek direct confirmation

Whether it’s the email itself or the message it contains, if anything seems off to you, don’t ignore your gut. Instead, reach out to the company or individual directly by other means (phone, a valid email address you know and trust their website) so you don’t accidentally click on a malicious link or respond to a bad actor.

2. Implement comprehensive email security solutions

Implementing comprehensive email security services is an effective way to block phishing emails. Advanced email filters and spam protection tools can identify and manage malicious content.

3. Regular employee training and simulated phishing exercises

It’s also important to educate employees on the most current phishing attacks and how to handle them if they’re targeted. One way you can do this is to send out fake phishing emails to team members and see which ones they fall for or don’t. If anyone takes the bait, let them know and retrain them on your security policies and what to do should they get another phishing email. Simulated phishing tests will help keep your team vigilant and prepared to ward off any attacks.

4. Use multi-factor authentication (MFA)

MFA adds an extra layer of protection—even when login credentials have been compromised—by requiring users to verify their identity through multiple methods, such as a text message or authentication app. This is particularly important for protecting professional email accounts, which are common targets for phishing attacks.

5. Keep software and systems updated

This is a simple yet essential step in preventing the impact of phishing emails. Companies often release updates that include bug fixes and patches for security problems. Regularly updating software helps prevent vulnerabilities that phishers can exploit. Whenever possible, set up automatic updates to streamline the process.

6. Set up network monitoring and incident response protocols

Developing an incident response plan can help minimize damage in the event of a phishing attack by outlining clear steps to contain and remediate threats. In addition, advanced monitoring tools will alert you to any unusual behavior so you can rest assured that all potential issues are addressed quickly.

7. Limit access to sensitive information

The more information employees have, the greater the risk of accidental disclosure. IBM reported that 95% of cyberattacks were caused by human error. To mitigate this risk, embracing the concept of least-privilege access is essential. This approach only provides access to sensitive information on a need-to-know basis. Restricting access minimizes the risk of internal phishing attacks, as fewer individuals are privy to sensitive information.

Implementing role-based access controls (RBAC) can also help ensure that employees only access information relevant to their job functions. They don’t need access if the information is not part of their job function.

8. Secure communication channels

Encrypted communication helps guarantee that data remains safe during transmission, reducing the risk of exposure. To further strengthen security, consider adopting secure file-sharing and communication platforms that provide end-to-end encryption. Then, you can rest easy knowing that only authorized parties can access your information.

Stay vigilant and use the right tools.

Don’t get caught off-guard. Follow the phishing prevention tips outlined above and established industry best practices, including deploying comprehensive email security services, educating employees about phishing risks, and actively monitoring for threats.

Your best defense as an SMB is to implement a multi-layered approach that combines advanced technology, employee training, and regular monitoring. If you’re looking for cybersecurity management software, contact us today to see how ConnectWise can keep your company safe and secure.

Information used in this article was provided by our partners at ConnectWise.

Information technology (IT) is constantly evolving. As the owner of a small to midsize business, you’ve probably been told this so often that you’re tired of hearing it. Yet technology’s ceaseless march into the future continues and, apparently, many companies aren’t so sure they can keep up.

In October of last year, IT infrastructure services provider Kyndryl released its 2024 Kyndryl Readiness Report. It disclosed the results of a survey of 3,200 senior decision-makers across 25 industries in 18 global markets, including the United States. The survey found that, though 90% of respondents describe their IT infrastructures as “best in class,” only 39% believe their infrastructures are ready to manage future risks.

A tricky necessity

The concept and challenge of keeping business technology current is called “IT modernization.” And to be clear, the term doesn’t refer only to IT infrastructure — which includes your hardware, software, internal networks, cloud services and cybersecurity measures. It also refers to your company’s IT policies and procedures.

To stay competitive in most industries today, some more than others, you’ve got to modernize everything continuously. But here’s the tricky part: You have to approach IT modernization carefully and cost-consciously. Otherwise, you could wind up throwing money at the problem, severely straining your cash flow and even putting the business at financial risk.

4 tips for getting it right

So, how can you develop an effective IT modernization strategy? Here are four tips to consider:

1. Begin with an IT audit. Many small to midsize businesses develop their technology improvisationally. As a result, they may not be fully aware of everything they have or are doing. If you really want to succeed at IT modernization, a logical first step is to conduct a formal, systematic review of your infrastructure, policies, procedures and usage. Only when you know what you’ve got can you determine what needs to be upgraded, replaced or eliminated.

2. Align modernization with strategic objectives. It’s all too easy to let IT modernization become a game of “keeping up with the Joneses.” You might learn of a competitor investing in a certain type of hardware or software and assume you’d better follow suit. However, your modernization moves must always follow in lockstep with your strategic goals. For each one, ensure you can clearly rationalize and project how it will bring about a desired business outcome. Never lose sight of return on investment.

3. Take a phased, pragmatic approach. Another mistake many small to midsize business owners make is feeling like they’ve fallen so far behind technologically that they must undertake a “big bang” and effectively recreate their IT infrastructures. This is a huge risk, not to mention a major expense. Generally, it’s better to modernize in carefully planned phases that will have the broadest positive impact. Prioritize mission-critical areas, such as core business applications and cybersecurity, and go from there.

4. Train and upskill your people. As funny as this may sound, IT modernization isn’t just about technology; it’s also about your users. If your employees don’t have the right skills, attitude and security-minded approach to technology, the most up-to-date systems in the world won’t do you much good. So, as you mindfully develop every aspect of your IT infrastructure, policies and procedures, pay close attention to how modernization initiatives will affect your people. Be prepared to invest in the training and upskilling needed to roll with the changes.

Tech support

The evolution of business technology will be ongoing — especially now that artificial intelligence has taken hold in nearly every sector and industry. The good news is that you don’t have to undertake IT modernization alone. Be sure to leverage external relationships with trusted consultants and software vendors. And don’t forget our firm — we can provide tailored cost analysis and financial insights to support your company’s technological evolution.

While it’s not vital, it does make room for better consistency, support, and security. Whatever people use, make sure to check the security and privacy settings.

My team doesn’t have time to sit down for cybersecurity training together. Is it necessary?

Yes, training is critical for everyone. But it doesn’t have to be classroom style. You can use interactive or online training that people can do when it suits them best.

What’s the best way to back up my data? And what should I back up?

The answer to this depends on your individual business needs. We can assess them for you and make recommendations – get in touch.

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

In the rush to stay competitive, businesses have been trying out new tech tools left, right, and center. It’s great to embrace change. But here’s the thing: Having too many tools – or the wrong kind – can create more headaches than solutions.

That means many businesses are now stuck with a mess of software that doesn’t work well together, making work slower and more frustrating than it should be.

Over the past few years, companies have thrown tools at every problem:

HR needed a way to track time off requests … there’s software for that.
Finance needed help with tax compliance … another tool added to the mix.
Add in the scramble adapting to remote work and AI, and suddenly, every department has its own tool.

The result? A patchwork quilt of systems that just don’t connect.

Now, the focus is shifting to working smarter, not harder, and those cracks in your tool stack are showing. Instead of helping your team, too many disconnected tools are slowing them down. Data gets stuck in silos, workflows feel clunky, and employees are juggling software. To make matters worse, you’re likely paying for tools no one uses.

So, what can you do?

Look at the bigger picture. Think about consolidating your tool stack. Cut out the extras and focus on systems that work together smoothly. When your tools are aligned, your data flows properly, and your team can do what it does best.

It’s not just about saving money (though you’ll probably do that too). It’s about making work easier and more efficient. Automation can also help you spot inefficiencies and connect the dots between systems so everything runs smoothly.

If your team isn’t working as efficiently as they could, consider that your stack might be the reason before you start pointing fingers. Yeo & Yeo Technology can help you create a tool stack that helps, not hinders, your workflow. Get in touch.

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

Cyber hygiene means the care you give to your online presence. This includes keeping your devices and information clean and safe. Washing your hands prevents germs, and good cyber behavior prevents digital germs like viruses and hackers. It’s like brushing your teeth but for your online life. Here are some easy ways to stay safe online in 2025.

1. Improve Your Passwords

Passwords are like keys to your online home. You want them to be strong. Here are some tips:

Use Long Passwords: Longer passwords are harder to guess. Try using a sentence. For example, “I love eating pizza on Fridays!” is a good password.
Mix it Up: Use different types of characters. Mix in numbers, symbols, and both big and small letters. “I<3EatingPizza0nFridays!” is even better.
Don’t Reuse Passwords: Use a unique password for each account. If someone steals one, the others stay safe.

2.Update Your Software

Updating your software is like getting a flu shot. It protects you from new threats. When you make necessary updates, you not only fix problems and close holes that bad guys use to get in, but you also typically get new system and app features.

We recommend setting up automatic software updates so that you don’t have to remember to make them manually as they arise.

3. Use Two-Factor or Multifactor Authentication

Two-factor authentication (2FA) needs two things to prove it’s you. Usually, one is your password. The second might be a code sent to your phone or your fingerprint. 2FA is important because if someone steals your password, it prevents cybercriminals from getting in because they do not have a second validation point. We recommend using 2FA or multifactor authentication on all your important accounts. These include email, banking, and even social media.

4. Take Caution When Using Public Wi-Fi

Public Wi-Fi can be very dangerous. It’s like yelling in a crowded place. Anyone could listen. Here’s how to stay safe:

Using a VPN: A VPN is like a secret tunnel to the internet. It keeps your information private, even on public Wi-Fi.
Avoid Sensitive Tasks: Don’t do banking or shopping on public Wi-Fi. Wait until you’re on a safe network.
Turn Off Auto-Connect: Don’t let your device connect to any Wi-Fi network by itself. It might connect to a fake, bad network.

5. Learn How to Identify Phishing Scams

Phishing is when a bad guy tries to trick you into giving away your information. It’s like a fake fisherman trying to catch you. Here’s how to avoid the hook:

Check the Sender: Look closely at who sent the message. Scammers often use names that look real but aren’t.
Don’t Click Suspicious Links: If a link looks weird, don’t click it. Move your mouse over it to see where it really goes.
Be Wary of Urgent Messages: Scammers often say you need to act fast. Real companies rarely do this.

6. Back Up Your Data

Backing up is like making copies of your important papers. If something bad happens, you don’t lose everything. The best practice is to use the 3-2-1 rule. Keep three copies of your data on two different types of storage, with one copy off-site. If you back up your data correctly, it can help protect you from the negative impacts of ransomware and other accidents, as your data is safely stored in a place where you can easily recover it.

7. Review Your Privacy Settings

We recommend reviewing your privacy settings every few months. This includes old accounts. If you’re not using something, the account should be closed. Also, limit what you share to only those who need the information. The less you share, the safer you are.

Want to Level Up Your Cyber Hygiene?

Good cyber hygiene protects you and your organization from online bad guys. Use strong passwords, update your software, and be careful on public Wi-Fi. Watch out for phishing scams. Always back up your data. Check your privacy settings.

Want to know more about staying safe online? Yeo & Yeo Technology can help. Contact us for more cybersecurity tips. Let’s make your online life easier and safer together!

Article used with permission from The Technology Press.

Are you still using Windows 10? It’s time to start planning for a big change. Microsoft has announced that October 2025 will mark the end of support for the operating system.

That means no more security updates, no bug fixes, and no technical support. While your computers won’t suddenly stop working, staying on Windows 10 after its end-of-life date could put your business at serious risk.

Without regular updates, your systems will be more vulnerable to cyberattacks. Cybercriminals love to exploit old, unsupported systems because they know the weaknesses won’t be fixed. If you handle sensitive customer data or financial information, this is a huge red flag.

On top of that, software compatibility could become a problem. New applications will be designed with Windows 11 and future systems in mind, meaning your current setup might not be able to keep up. The result? Slower workflows or even critical tools that stop working entirely. And if something goes wrong, you’ll be on your own – Microsoft won’t be there to help.

But Windows 11 is here, and it’s built to make your business run more smoothly. From stronger security features to smarter productivity tools, the upgrade is packed with benefits … and it’s free!

Before making the move, you’ll need to check if your current computers meet the requirements for Windows 11. Not all Windows 10 devices will be compatible, but it’s easy to find out using Microsoft’s PC Health Check tool.

If some devices don’t make the cut, it might be time to invest in new hardware. While that sounds like a big step, newer machines offer better performance and security, saving you headaches down the line.

The key to a smooth transition is starting early. Back up your data, check compatibility, and plan your upgrade timeline so it doesn’t disrupt your team. Making the move now means you’ll avoid scrambling later. And, of course, you’ll set your business up for success with a system designed for the future.

If you’re feeling overwhelmed about where to begin, we can help every step of the way. Get in touch.

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

Cybersecurity is more critical than ever for manufacturers as they increasingly integrate advanced technologies such as the Industrial Internet of Things (IIoT), robotics and automation into their operations. While these innovations boost efficiency and productivity, they also expand potential areas for a cyberattack. But there are things you can do to protect your manufacturing company.

Identify challenges

The convergence of information technology (IT) and operational technology (OT) in manufacturing presents cybersecurity challenges. IT systems traditionally handle data management, while OT systems control physical processes and machinery. A breach in one can affect the other, amplifying the impact. The end result may include production downtime, financial losses and reputational damage.

For example, a hacker who gains access to internet-connected machinery could shut down operations or intentionally cause defective products. The criminal could also introduce ransomware into a manufacturer’s systems, blocking access until a ransom is paid.

Something else that can make manufacturers more vulnerable to cyberattacks is the supply chain. It’s complex, with an intricate network of suppliers, logistics firms, distributors, retailers and others, often connected by the internet. Members may have access to each other’s systems, so a vulnerability in one link of the supply chain can expose the entire chain to cyber risks.

Cybercriminals can also steal valuable intellectual property stored on a manufacturer’s computer systems and sell it on the black market. Examples include patents, designs, manufacturing processes, research and development documents, customer lists, contracts, bidding information, business plans, marketing plans, and proprietary software.

Manufacturers are still vulnerable to ordinary fraud as well. For example, a cybercriminal may send a phony email from an actual vendor, updating its payment information and asking the manufacturer to send all future payments to a bank account that the criminal controls.

Mitigate risks

The first step to protect your manufacturing company against potentially devastating cyberattacks is to conduct a risk assessment. Take inventory of your hardware, software and data, and identify any vulnerabilities. It’s also critical to examine all the ways employees, vendors and other partners can access your network.

Then consider adopting a robust cybersecurity framework that includes real-time monitoring, employee training and secure network architecture to protect assets and help ensure operational continuity.

One key measure is network segmentation, which isolates critical OT systems from IT networks. This helps ensure that if a breach occurs in one area, attackers can’t easily access your entire system. Firewalls and secure gateways that control data flow between IT and OT environments further reduce vulnerabilities.

Moreover, prioritize securing your supply chain. Establish stringent cybersecurity standards for suppliers and integrate them into your risk management frameworks.

Finally, employee training and awareness are crucial. Human error is a leading cause of security breaches. Reduce risk by regularly educating employees about recognizing phishing attempts, using strong passwords and following security protocols.

Form a response plan

Manufacturers should also develop incident response plans and regularly test them to help speed recovery in the event of an attack. By combining proactive measures, continuous monitoring and a culture of security awareness, you can reduce the risk of cyberattacks — and their impact if they do occur — on your manufacturing company.

The Internet of Things is growing day by day. More devices are connecting to the internet. And with that growth comes new security risks. Let’s look at some new ways to keep your IoT devices safe.

What are the security risks for IoT devices?

IoT devices are vulnerable to many types of threats. Here are some of the common risks and solutions to help prevent them:

Poor passwords: Most IoT devices have default passwords. Many users do not update them. Thus, this vulnerability makes their lives easy to hack.

Solution: Always change the default password provided. Use long and complicated passwords and use different passwords for different devices.

Outdated software: Old software is vulnerable to bugs, which can allow hackers in. Most IoT devices remain unpatched for a pretty long time.

Solution: Ensure your device is updated and enable automatic updates when possible.

Lack of encryption: Some IoT devices transmit data without any encryption. Anybody can read the data.

Solution: Turn on encryption when it’s an option. This scrambles data so others cannot read it.

How Can Companies Improve the Security of IoT?

For companies, there is an additional layer to consider regarding IoT. If you have remote employees, chances are they are working around smart home devices and may inadvertently open up your business to a potential data breach. Here are some ways organizations can prevent this and improve IoT security:

Developing a Security Policy: Establish regulations regarding the use and security of IoT devices and ensure that all employees are properly trained on these regulations.
Regular security audits: Conduct regular security and vulnerability checks to ensure your organization is secure.

What can consumers do to protect their IoT devices

For the average user, there are ways to improve their security in IoT devices:

Do your homework before buying: Choose devices from companies that take security seriously and offer regular updates.
Secure your home network: Choose a strong Wi-Fi password. Enable network encryption.
Think twice about what you connect: Only connect devices you need. Disconnect devices when not in use.

Securing Your IoT Devices: Take Action Today

IoT security is necessary; it safeguards data privacy. Take an example from the tips in this article and make your devices safer. If you would like help securing your company’s network or devices, contact Yeo & Yeo Technology.

Article used with permission from The Technology Press.

Passwords unlock our digital lives. We use them for email, bank accounts, and more. Remembering all these passwords is hard. Password managers help us keep our accounts safe and make our lives easier.

A password manager keeps all your passwords in one place. Think of it as a digital safe for your login information. You only need to remember one password, the master password, which lets you access all your other passwords.

Type of Password Managers

Password managers come in different forms:

Apps you download on your phone or computer
Tools that work in your web browser
Some offer both options

Password managers encrypt your information strongly. When you save a password, the manager scrambles it, making it unreadable to anyone who tries to steal it.

Why Use a Password Manager?

It Helps You Create Strong Passwords: Most people use weak passwords because they can remember them. But weak passwords are easy for bad guys to guess. Password managers generate long, random passwords that are hard to crack.
It Remembers Your Passwords: With a password manager, you don’t need to memorize many passwords. The tool does this for you. You can use a unique, strong password for each account without forgetting them.
It Keeps Your Passwords Safe: Password managers use high-level security to protect your data. They encrypt your passwords. If someone hacks the password manager company, they can’t read your information.

How to Choose a Password Manager

Look for these things when picking a password manager:

Security Features: Find one with strong encryption and two-factor authentication. These features keep your information extra secure.
Ease of Use: The best password manager is one you will use. Find one that’s easy for you to understand and use.
Device Compatibility: Ensure the password manager works on all your devices, including your phone, tablet, and computer.
Price: Some password managers are free, while others cost money. Paid ones often offer more features. Research what you want and what you can afford.

How Do Password Managers Compare to Browser Password Saving?

Browsers often offer to save your passwords. This is convenient but less secure than a dedicated password manager. Here’s why:

Browsers don’t always encrypt saved passwords as strongly
They don’t offer as many features
They don’t work across all your devices and browsers
They’re more vulnerable if someone gets your computer

Secure Your Digital Life Today

Password managers are powerful tools for online security. They make it easy to use strong, unique passwords for all your accounts, greatly reducing your risk of a cyberattack.

Consider using a password manager today to improve your online security. If you need help choosing or setting up a password manager, ask for help. We’re here to make your digital life safer.

Article used with permission from The Technology Press.

Phishing attacks remain one of the most pressing cybersecurity challenges for organizations worldwide, affecting even the most vigilant IT and security leaders. According to Arctic Wolf’s 2024 Human Risk Behavior Snapshot, an alarming 64% of IT and security leaders admitted to clicking phishing links at some point. This underscores a crucial point: no one is immune to the sophisticated social engineering tactics that cybercriminals deploy.

The implications for businesses are profound. When leaders tasked with implementing cybersecurity measures are susceptible to such tactics, it becomes clear that continuous education and adaptive defense strategies are essential. Practical training must go beyond traditional methods and foster a culture of constant vigilance. IT leaders must lead by example, demonstrating humility and a commitment to improving their own security awareness, which in turn encourages the rest of the organization to stay alert and proactive.

Additional key findings of the report include:

Consequences for Human-Related Security Failures are Steep: 27% of IT leaders have witnessed an employee termination for falling victim to a scam.
Password Reuse is Still a Significant Challenge: 68% of IT and cybersecurity leaders admit to reusing system passwords.
AI Policies Still in Early Adoption: 60% of IT leaders say their organization has an AI policy—but less than a third (29%) of end users are aware of it.

These findings stress the importance of ongoing investment in cybersecurity training and awareness programs. A robust approach that integrates phishing simulations, real-time feedback, and up-to-date threat intelligence can significantly reduce the risk posed by human error. Cybersecurity professionals must adapt and evolve, acknowledging that threat actors continuously refine their techniques to exploit any gap in human defenses.

For companies seeking to strengthen their cybersecurity posture, these reports remind them that complacency is not an option. Regular training and a proactive mindset can make a substantial difference, ensuring that even those at the highest levels of security leadership are prepared to identify and thwart the next phishing attempt before it compromises valuable data and operations.

Source: https://arcticwolf.com/resources/press-releases/arctic-wolf-2024-human-risk-behavior-snapshot-reveals-nearly-two-thirds-of-security-and-it-leaders-have-fallen-for-phishing-attacks/

Should I embrace AI like Copilot?

Technology is advancing, and it’s important to keep up. If you’re unsure if AI could benefit your business, contact us.

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.

How can I make sure employees aren’t fooled by phishing emails?

Invest in regular cybersecurity awareness training for everyone. This can be interactive and doesn’t have to be classroom-style (or boring!).

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

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.