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7 Tips for a More Successful Meeting | GDM Xerox

7 Tips for a More Successful Meeting

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Meetings are held to exchange ideas, develop and enact business strategies, and communicate the inner workings of your organization to the relevant parties—yet according to a survey performed by salary.com, nearly half of employees say meetings are a waste of time. If you’re looking for ways to improve your meetings, raise enthusiasm among the ranks, and maximize time spent around the table, look no further; here are seven tips to help make your meetings more productive, efficient and memorable.

1. Start at the bottom. It has long been common practice to structure meetings with more trivial items at the beginning to ease into the decision-making process and allow time for late arrivals. By reversing your strategy and leading with the most important items you can instantly engage your audience and send a clear signal that being late means being left out.

2. Stick to the agenda. Set clear parameters about the purpose of your meeting by outlining and following a detailed agenda.

3. Bide your time. When possible, use time to your advantage, opting to avoid Monday morning meetings when employees are likely to be tired, distracted and unprepared. Clearly define the start and end time so attendees can plan their day accordingly and don’t wait for latecomers.

4. Plan ahead. Send out the agenda in advance to ensure employees have time to review and prepare for the meeting.

5. Get moving. Periodically switching seats, or having participants stand for the duration of the meeting can increase alertness and efficiency.

6. Be selective. Limit attendance to those who are relevant to the agenda rather than including all.

7. Follow up. Send out minutes of the meeting within 24 hours and recap your plan of attack, stating who is responsible for each action item and the due dates. This step helps to keep team members accountable, while informing those who are unclear about details or were unable to attend the meeting.

Successful meetings are the result of strategic planning and can lead to increased awareness, productivity and profits.

How to Safeguard Your Business From These Low-Tech Security Threats

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Today’s businesses face a number of security threats related to the use of modern technology in the workplace, and this is often highlighted by the media. Data theft is a a key concern, but it’s important to realize that physical data breaches can be just as detrimental to your business as digital data theft. Therefore companies must also protect against the low-tech security threats to data.

Examples of low-tech security threats include physical theft of data, sensitive documents being left unattended for all eyes to see, and eavesdropping on confidential conversations. Neglecting to take these vulnerabilities into consideration when creating your corporate security strategy could create some damaging ramifications for your business.

Here are several common low-tech security risks and ways you can help defend against them:

  1. Power related issues. An interruption in power such as an outage, surge, or spike result in data loss. This is why it’s imperative that your company is up-to-date with related power protection.
  2. Environmental concerns. Environmental factors such as extreme temperatures, moisture, and fire can damage data. To safeguard your data from environmental factors, use climate-conditioned computer closets to store your technology. To further protect your data, use environmental monitoring and alerting.
  3. Digital theft. Digital theft gets a lot of attention when it comes to data security, and this is because it’s easy for malicious hackers to steal data using a flash drive, file-transfer, or email. Implementing a Data Leakage Prevention (DLP) system will help prevent digital theft.
  4. Multifunction printers. Multifunction printers (MFPs) have become a popular target for hackers as these devices contain hard drives that often store sensitive data. Additionally, multifunction devices provide hackers with access to a company’s network. MFPs need to be on a secured network and require user authentication that restricts unauthorized user access.

As you can see, by not addressing these common low-tech security threats, you’re putting your business at risk of losing valuable data. Please contact us for more solutions to mitigate the risk of your business experiencing data theft.

 

Five Reasons to Hire Millennials

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The generation born between 1985 and 2000, known as Millennials. has recently surpassed Boomers as the largest age demographic in the workforce. They’re a unique generation with unique expectations of their employers.

If you’re hiring Millennials, you need to prepare for what experts refer to as the “job-hopping” generation. If you want to add Millennials to your team. You need to adapt your hiring approach to attract the most talented prospects.

Why You Should Hire Millennials

Millennials offer a unique skill set. Here are five reasons why you should be hiring them!

They’re Natural at Digital Marketing – Millennials are often criticized for spending too much time on social media, but the fact is, they use it to communicate more than any other generation. This makes them naturals when it comes to digital marketing. Want to grow your online busness? Task it to a Millennial and watch it happen!

Highly Educated and Tech Savvy – The best-educated generation in history, they’re the first generation to have grown up with technology since birth. They possess a detailed knowledge of all things tech, from designing and building websites to cyber security.

Motivated Team Players – Millennials value collaboration and are self-directed team players that cherish working on group projects.

Culturally Active and Socially Aware – Millennials are the most involved generation since Boomers. If your company is involved in public service projects, get your Millennials team members involved and watch them shine.

A New Approach – To grow your business today you need to recruit members who view problems as opportunities. Millennials offer a fresh perspective that can foster innovation.

According to recent demographic studies, Millennials will grow to be 46% of the workforce by 2020. If you’re ready to embrace this unique generation, they can help you to build a highly-motivated, educated, tech savvy workforce that will grow your business into the future!

Six Hacking Terms You Should Know, GDM Xerox

Six Hacking Terms You Should Know

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Data beaches happen almost every day. In today’s connected world, every business is at risk and it’s important to educate yourself about the risks. There are plenty of trade websites, newsletters and blogs where you can learn about today’s threats. Like every industry, IT security professionals have a language they use when discussing these issues.

If you’re new to IT, or just educating yourself, here are six common hacking terms you should know when conversing with your IT security team.

  • Denial of Service (DoS) – DoS attacks are used to lock resources like a network or website by flooding them with rapid requests that can’t be serviced. This effectively shuts down the resource by crashing the network or website.
  • Dictionary Attack – This is a sophisticated version of the brute force password attack. Hackers will run literally thousands, or even millions of randomly generated passwords in order to break through a network’s password security.
  • Logic Bomb – A logic bomb is triggered by a specific event or sequence of events. Hacked systems are loaded with software that is waiting for a specific event, date, or series of actions to begin the attack.
  • Malware – Malware is short for malicious software. It is a program that is designed to disrupt a computer or network with malicious intent.
  • Phishing – The most common type of cyber attack,  a common example includes those emails from international lotteries that tell you you’ve won, and then ask you to pay the taxes on your winnings in return for a cheque. Often sent from a trusted email address which was attacked by a virus that hijacked the address book.
  • Zero-Day Attack – A common term, a zero-day attack uses a flaw in an application or OS to gain access and control a systems resources. “Zero-Day” refers to the day the first attack occurred.

There are new threats coming online every single day. Regardless of your industry, you need to stay informed and on top of IT trends, risks and vulnerabilities to mitigate your risks of attack. Contact us to learn more.

Printer Security Assessment

How ConnectKey Technology Will Keep your Data Safe , GDM Xerox

How ConnectKey Technology Will Keep your Data Safe

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As more data goes digital, cyber thefts are on the rise. Did you know that the office multifunction printer is often a weak point in network security? Unprotected, an MFP can allow hackers access to the sensitive data stored on it’s hard drive and elsewhere in your network. However, with Xerox’s ConnectKey technology your data remains secure with several layers of protections. Here’s how:

Prevention against Intrusion

Hacking threats can come from both external criminals and internal employees. ConnectKey works to protect you from both with user authentication and transaction logging. No one is allowed to access your ConnectKey-enabled MFP without proper credentials, and once logged on every action is recorded. Any detected attempts to install malicious files are rejected by the ConnectKey software.

Detection and Notification

Though the ConnectKey software is an effective means of blocking intrusions, your Xerox MFP is also equipped with McAfee solutions that can detect any attempts to install malicious software or other suspicious activities. A report is automatically generated and immediately sent to your contact person to alert them so further actions can be taken to protect your network.

Encryption

If despite other security measures your information is intercepted, Xerox still has you covered. All data travelling to or from your MFP is encrypted, making it useless to hackers. This makes sure your data is safe both within and outside your network.

Pull Printing

Documents are an easy target for theft if you leave them sitting on the print tray. To prevent this, Xerox ConnectKey-enabled MFPs are equipped for pull printing, delaying the printing of a job until the user enters an authentication code at the print device. This eliminates any sensitive data remaining unclaimed at the printer. Combined with the audit trails that are created, this helps keep your data safe.

In today’s world, security has to be at the top of your company’s priority list. Xerox makes this easy with their exclusive ConnectKey software. With multiple levels of protection, Xerox protects your data throughout the print process, and helps keep hackers out of your network.

If you’d like to learn more about Xerox technology, and how it can keep your data safe, contact us today and we’ll be happy to answer any questions you may have!

Do you know how secure the printers are in your office? Take our quick assessment to see if your office printers may be putting you at risk and qualify for a chance to win 1 of 3 Google Assistants!

Printer Security Assessment

 

Overcoming Workplace Procrastination, GDM

Overcoming Workplace Procrastination

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It’s happened to all of us… that big project deadline is looming and you’ve got a list of work that needs to get done. But it’s just not working for you. Maybe you’re lacking focus, or mental energy. Maybe you get started only to find distractions everywhere.

We all do it. Procrastination is a common affliction. Fortunately, there are some simple ways to beat it and get the job done on time! Here are a few ideas to help get you started:

• Find Your Focus – The best way to beat procrastination is to know your peak work times. Working on a project when you’re naturally most productive and focused is the best way to get your work done. ,Avoid setting meetings and stay away from distractions during your peak productive periods. Stay in focus and go with the flow to get the job done!

• Avoid Multitasking – It’s a myth! You can’t do two things at once well. Turning your brain on and off of a task is mentally exhausting. The best approach is to break complex tasks into simple manageable steps. Pick one and work on it until it’s complete without interruptions or distractions. Focus on each small task instead of the overall project.

• Practice Discipline and Develop Routines – Sometimes your workload can seem overwhelming, especially with a big deadline on the horizon. To avoid procrastination, develop healthy routines and practice discipline. Manage your time and don’t forget to delegate. When you do delegate, make time to follow up!

• Make Boring Tasks Fun! – When you’re creative, sometimes simple tasks can seem boring. Unfortunately, they need to get done. Consider making it a game. Set a time limit for each task and then try to beat it. When you do, give yourself a reward.

• Pick Your Top Three Priorities Each Morning – Choose your top three tasks every morning and do them first. By making your top three tasks a priority, you’ll get them done everyday.

Procrastination can be beaten! Start with these tips and add a little time management and you’ll eliminate procrastination from your work day. Delegate whenever possible. Prioritize your top three tasks and break big jobs down into smaller manageable pieces and focus. In the end, you’ll find yourself more productive than you’ve ever been.

4 Reasons Why Your Business Needs to Move to the Cloud, GDM

4 Reasons Why Your Business Needs to Move to the Cloud

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A simple definition for cloud computing is using the Internet to store and access data and software versus relying on your computer’s hard drive to access this information. As you can imagine, the benefits that the cloud provides can allow you to enhance the way that your business operates.

Here are several key ways that cloud computing will allow you to take your business to the next level:

  1. Provides Cost Savings – Prudent business owners are always looking for ways to trim costs. Since you’ll no longer need servers when moving to the cloud, you can eliminate the maintenance costs, staffing costs, replacement costs, and infrastructure costs associated with having servers. Further, cost savings can be realized by taking advantage of a “pay as you go” cloud services model, which will ensure that you never pay for more than you need.
  1. Evolves with Your Business – A common concern for SMB owners is if they’ll have enough computing power and capacity to support the needs of their business. The cloud alleviates this concern as it’s designed to expand as your company’s needs evolve, allowing you to focus on growing your business.
  1. Improves Accessibility  – By definition, files and software stored on the cloud are accessed via the Internet, making this critical information accessible from any location which is key to improving productivity and collaboration, especially if your organization has employees that work remotely.
  1. Strengthens Security – Security is hot topic among business owners, and the cloud can help to strengthen security for your organization in two ways. First, since the cloud serves as the ultimate backup system with multiple backups and redundancies built into its data system, moving to the cloud will minimize your risk of hardware failure and file loss. Second, cloud users benefit from having a team of security professionals that stay up-to-date on the latest threat environment to keep data safe from hackers and malicious cybercriminals.

The way you store your data matters more now than ever before, and cloud computing can provide you with a secure solution while also reducing costs and improving productivity. At GDM we not only understand all that the cloud entails, but we know how it can help your business. Contact us to learn how we can help.

Electronic Document Management: The Benefits!

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Today, more and more companies are turning to digital document management and process automation to control costs and better manage increasing amounts of information. With greater regulations and more compliance issues along with due dates, reports, and audits, managing paper information is more challenging than ever. Companies are often facing the challenge of managing more information with fewer employees. That can mean more lost documents, more employee time spent on meeting compliance needs and bottlenecks. It’s becoming the new normal.

But it doesn’t have to be that way.

Document management software and business process automation addresses these issues. Here are some of the benefits of deploying a digital document management solution!

  1. Document Availability – When paper is transitioned to digital format, access is guaranteed 24/7. Documents can be easily searched, quickly recovered and less likely to be misfiled.
  2. Manage Re-Certification and Track Due Dates – With date tracking abilities, you’ll never miss another due date. Re-certifications can happen automatically with no spread sheets or paper files.
  3. Eliminate Redundancy – With a digital document management system, workflows and document management integrate seamlessly into existing software. That means no more duplicate entries, eliminating redundant data entry.
  4. Reliable Document Routing and Tracking – Documents can be automatically set-up to go through a pre-planned approval process. Notifications can be sent automatically to the appropriate party when they need to take action. Document edits and updates can be automatically tracked with version control.
  5. Better Organization – Keep tasks organized and in-view. Nothing drops off the radar. Because notifications are automatically delivered via email or pop-ups, you’ll eliminate the need for post-it-notes, whiteboards and the effects of memory lapses.
  6. Keep the Audit Process Stress Free – When compliance is an issue, record keeping takes on greater importance. When documents can be viewed, tracked and accessible 24/7 information is easier to compile and due dates are manageable. Audits become easier and more efficient.
  7. Grow Your Business While Reducing Your Costs – Reducing human error, improving communication, and automating processes can improve productivity, reduce lost time, and cut costs. It also means better customer service.

The fact is, managing documents digitally and automating processes means easier access and management of documents when you need it the most. With benefits like these, switching to a digital document management solution is a smart business decision! Contact us today to learn more!

 

 

Protect Your Business From Cyberattack

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No matter what the size of your business, you need to include cyber security in your business toolkit. Forty-three percent of cyberattacks target small businesses and the threats, techniques and tactics are changing as fast as online technology.

Here are seven types of cyber attacks criminals are using against small businesses today:

  1. Denial of Service (DOS) – Attackers overwhelm your network using multiple hijacked computers to overload your system and shut it down. The best way to prevent these types of attacks is to monitor unusual traffic patterns using analytics and keep your security software updated.
  2. Insider Attack – Some of the worst breaches occur when past employees decide to misuse data access and information you’ve left in place. When people leave your company be sure to terminate their network access.
  3. Malware – Malware is malicious software that lurks online looking to gain access to your system. Malware includes viruses, Trojan Horses worms, and other attacks like ransomware. Antivirus software and never opening unknown emails is the way to avoid problems.
  4. Password Attacks – Strong passwords are important. Birthdays and “1234” are not solid passwords. Password attacks are so common, the last three cyberattacks are all password related.
  5. The Brute Force Attack – Modern day hackers use software that runs different common passwords until one clicks. If your attackers has an employee list they’ll start there and work down the list until they gain access.
  6. The Dictionary Attack – Pretty much the same as a brute force attack, but with a different focus. A dictionary attack gets its name because it attempts to defeat an authentication mechanism by systematically entering each word in the dictionary as a password.
  7. Key Logger Attack – Hackers use software capable of tracking every keystroke. If you’ve ever logged into a portal using a username and password, you’re vulnerable. Use multi-factor authentication to slow hackers down. Access codes can add protection.

Security is a need for every business. Taking simple precautions to thwart attacks can help keep your network safe. Be aware of the risks and stay diligent to protect your network from attack!

How secure are the printers on your network? Take our printer assessment and find out!  You could win one of three Google Assistants!

How Attract and Retain Talented Millennials

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Millennials aren’t like any generation that’s come before them. Money is not their motivation. They seek to work for companies that they can believe in and offer them the flexibility to work their way. They are really looking for a work/life balance in their lives.

If you’re having trouble attracting and retaining millennials for your team, read on. Here are four ways to meet their needs and reap the benefits.

  1.  Think Flexibility – Those born between 1980 and 2000 are mostly looking for flexibility in the workplace. They’re seeking a good work/life balance and value their  happiness more than money.They are technically proficient device-driven people, but seek an open creative social environment. They’re not interested in cubicle dwelling. If a task is clearly outlined and has a hard deadline, they want the freedom to do it their way, in the style and location they choose. To keep them happy, focus less on the time clock and more on the final result.
  2. They Seek Personal and Professional Development – When it comes to their personal careers, they seek personal development even more than flexibility. They want challenging work and are eager to advance…quickly. The average time on the job for Boomers is 7 years, Gen-Xers is 5 years and Millennials just 2! They will not hesitate to leave if they feel they’re not receiving substantial personal development.
  3. Be a Mentor, Not a Manager – Millennials aren’t interested in over or under management. The right balance gives them the freedom to express themselves, even when they’re bored, and it gives them the mentorship they seek. Studies have shown that millennials who are mentored rather than managed have a 23 percent higher retention rate.
  4. Tangible Opportunities for Growth and Advancement – Millennials want to be challenged and when they meet those challenges, promoted. If they don’t feel that their work is being recognized and working towards advancement, they will get frustrated.

If you want to retain talented millennials, find ways to acknowledge their contribution and reward their talent. Adding additional titles or levels, and creating rotational assignments can help structure momentum into their careers and keep them on your team, happy and productive.