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Should You Hire Or Outsource to an External IT Service Provider?

Most small business owners handle all aspects of their businesses, including acting as the Information Technology department. This will work for as long as you remain a small business without employees. When you grow and start hiring staff, will it make more sense to use your business-building time on handling IT issues or outsource to an external IT Service Provider?

Unless you are an Information Technology Service Provider yourself, chances are your time will be much better spent marketing your products and/or services, establishing relationships with your clients, providing exceptional customer service and just otherwise growing your business – so why not outsource to an external IT Service Provider?

How do you know when it’s time to get IT help? If the information technology demands are affecting your day and negatively impacting your actual business related activities – it’s definitely time to consider finding an IT resource. If you start adding new employees and computers, it’s probably a good time to look into adding IT help, as well.

Should You Hire Internal IT Staff or Outsource to an External IT Service Provider?

When you make the decision to find an IT resource, your first decision will be whether you need to hire one or more staff to fulfill the role, or if you’re going to outsource IT services. Having dedicated IT staff means they are 100% committed to your business. They’re not splitting their time among numerous clients the way a contracted company might. One of the benefits of having an IT department is that the staff develops a strong understanding of your unique business needs and should be in a good position to manage your short and long term IT requirements. With your own IT staff on payroll, you know you’ve always got someone available (unless they’re out sick or on vacation!) should an emergency or urgent situation present itself.

The primary disadvantage of hiring IT staff is that you’ll be paying for their benefits, their training, and a variety of other costs associated with hiring a new employee. Not to mention, you have to pay them the agreed upon salary regardless of how much IT work you end up having, which means you may be overpaying based on workload!

There are a variety of advantages of outsourcing to an external IT service provider over hiring staff. You can choose to outsource your information technology needs to a flat rate IT service provider and reduce your monthly and overall costs. Having a virtual IT department lets you focus more on running your business rather than the technology that supports it. You aren’t stuck paying employee benefits or other employee costs, and you aren’t responsible for making sure the IT team remains up to date with their training and knowledge.

The Bottom Line

Finding the right information technology help for a growing business needs is challenging. When you think strategically about your business’ unique IT requirements, you can make sound decisions that further promote its growth and profitability.

Click here to learn how DigaCore can help you with your IT outsourcing needs. The first step is to schedule a meeting to go over our Technology Consulting Services for your business in Lakewood, NJ and surrounding cities with you.

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Technology Increases Small Business Profitability

During times of economic struggle, most small businesses end up making cuts and changes to keep their businesses in the green. From laying off staff to decreasing business travel, reducing marketing efforts and ending bonuses and raises temporarily – there are a variety of ways small businesses look to cut their expenses. At the same time, they look for ways improve Small Business  Profitability – especially when operating with reduced staff. Technology becomes even more useful as small businesses strive to increase productivity and efficiency.

There are so many gadgets and technology solutions out there that it can be easy to buy more than you need, or to buy the wrong types of products that just don’t deliver the solutions your business needs. When deciding what types of technologies can help your business reach its goals, here are a few things to look for

Ways Technology Increases Small Business Profitability

Communications – technology is well known for its capability to improve the ability for people to communicate with one another. Whether you’ve got employees on the road or down the hall, virtual phone systems can route calls to cell phones and keep everyone in touch regardless of location. Instant messaging and email provide quick ways to communicate with the written word and keep documentation of these conversations for future reference. Social media and networking sites provide a way to keep in touch with co-workers, customers, and the competition at a glance.

Data Storage, Warehousing and Search – If you find employees are spending a lot of time looking for certain reports, forms or other data that they need to perform their job responsibilities, investing in network hardware and software to keep track of the whereabouts of your data can be useful.

Telecommuting – many small businesses also find that there isn’t a need for all employees to work in the same office building in order to get their work done. Having employees who telecommute requires the technology to make that happen (a secure network for employees to access data they require to do their job; improved communication systems to receive incoming phone calls at their homes or on their cell phones and the ability to keep in touch with co-workers in different locations). Having employees telecommute can save you from needing a larger office space, which keeps your overhead costs lower, too.

Customer Relationship Management – having some sort of CRM software to help you manage your database of clients and prospects is well worth the investment. Many businesses will tell you the “money is in the list”; meaning the amount of money a company earns is directly proportional to the number of people on their mailing list. Some companies use software like ACT, Goldmine or SalesForce to track their clients and leads. Others have custom-built software developed to handle unique needs that can’t be addressed with existing software.

Technology makes it possible for small business to increase productivity and compete with larger businesses on a smaller budget, thereby increasing profitability. Efficiency and organization is improved through the use of appropriate data storage, search and mining, customers are better managed through customer relationship management systems, and it is possible for money to be saved when employees telecommute from home. Before investing in any new technology, identify the unique needs of your business and determine which technology will best meet your needs.

Click here to learn how DigaCore can help you increase small business profitability with our Technology Consulting Services for your business in Lakewood, NJ and surrounding cities.

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Why Your Company Needs an Email Policy

Email is an important and necessary part of your business. It provides an economical and instant means of communicating with staff, customers, and vendors – that’s both simple to use and enables increased efficiency. An email policy is required to protect this necessary business tool.

An email policy is a legal document that details your organization’s definition of acceptable use for the company email system. It should indicate who emails can be received from or sent to, as well as outline what constitutes appropriate content for work emails.

In addition, having a company email policy will:

Protect the Organization from Liabilities: When all employees read and sign an email policy, it proves they are aware and agree to the information contained in that policy. Should an email be sent that is not considered appropriate content according to the email policy, the employee, not the business, would bear the brunt of liability for any damages or suits brought as a result of their sending an inappropriate email.

Promote a Professional Environment: If email is used only in a professional manner in the workplace, you can be sure that embarrassing mistakes will not occur. For example, if staff are using work email to communicate with friends, the content in those emails are likely to be sloppy, unprofessional, and informal. If those emails accidentally get sent to clients or other professionals – the company image may become damaged. If an email policy does not allow for personal use of the work email system, your staff will remain in a professional mindset and eliminate the potential of personal emails going out to customers.

Increase Productivity: Email tends to be a distraction for employees who are using it for non-professional reasons. If an email policy prohibits the use of work email for personal use, your employees will stay on task more and avoid the distractions that come from sending and receiving personal emails during work hours.

Establish Systems for Email: If the email policy outlines appropriate content for an email sent during work hours over the company email system, it can also help establish systems to ensure all staff members are contributing to the brand or image of the company. Have each staff member use a template for email responses and set up signature lines that appear in all outgoing emails to further establish the company’s professionalism and image in the eyes of individuals who may receive email from your staff. Setting guidelines for content and use of email creates a single, comprehensive image of the company that helps keep the organization aligned with its mission.

An email policy is a document that provides your business with certain legal protections involving misuse of the email system by employees. Because it is a legal document, many businesses elect to have a lawyer draw up the email policy, or at the very least, review the policy before it is implemented within the organization. Having a lawyer review or prepare an email policy may seem like an unnecessary upfront cost, but has the potential to save you in legal fees in the future.

Click here to learn how DigaCore can help you implement and maintain a company email policy with our Email Messaging and Archiving Solutions for your business in Lakewood, NJ and surrounding cities.

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Why Your Company Needs An Internet Use Policy

email-stampWith computers and Internet access such an integral part of every business, and the Internet filled with everything from gambling to x-rated websites, it is critical that every business has an Internet Use Policy in place. This policy can help prevent your employees from accidentally or intentionally causing harm to your company or your company’s reputation. While you don’t want to give your employees the idea that they are living in George Orwell’s 1984, you want them to have a clear understanding of practices that are and are not appropriate during work hours. It is necessary for companies to create an Internet policy that everyone can live with.

Why Have An Internet Use Policy?

The purpose of a business is to make money. In order to accomplish this, the company has to have productive employees. The Internet can be a time drain and often prevent employees from being as productive as they should be. With such a wide range of information available on the Internet, it is necessary to clarify the company’s expectations of its employees regarding Internet access. With a strong policy in place, the employee, as well as the employer, will find Internet use less confusing and frustrating.

Another important reason to have a strong Internet Use Policy is to save your company from unnecessary lawsuits. Unless you have a clear policy on what is and is not acceptable on the Internet in your company, you can risk having an unfair dismissal lawsuit on your hands when an employee is abusing the company’s Internet.

What Elements Should Your Internet Usage Policy Contain?

When planning your Internet Use Policy, it should contain certain key elements such as:

  • The company Internet is for company business only and to be used only during company business hours
  • All work done on company computers during business hours, including all emails, is company property and can be accessed by the employer at any time.
  • Establish what type of computer use is unacceptable such as accessing personal social media accounts, personal email, pornographic websites, etc.
  • Employees must refrain from accessing websites, creating, or forwarding email that promotes any type of discrimination such as racial or sexual discrimination, or that is defamatory or harmful towards another person or group.
  • Employees are not allowed to gain access to or attempt to access other employee’s computers, employee stored information, or any information unauthorized by the company.

In addition to the guidelines above, inform your employees that whatever is done by the company, for the company, and on the company computers should remain confidential and within the confines of the company. In addition, let employees know that when they access unapproved sites, they risk infecting the company computer system with viruses that could possibly shut down the entire company network.

Having an Internet use policy in place helps to eliminate any confusion and possible abuse that could prevent a company from functioning productively. A solid Internet use policy help to make the work environment more pleasant and more conducive to getting the necessary work done in order to have a successful business. Creating a safe and productive environment is important for any business, and one way to ensure that is to implement an Internet use policy.

Click here to learn how DigaCore can help you benefit from an Internet Use Policy with our Technology Consulting Services in Lakewood, NJ and surrounding cities.

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