Phone Technology can Level the Playing Field for SMBs

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shutterstock_243312694Advances in technology offer a variety of benefits to businesses looking for ways to service their customers as efficiently and effectively as possible. New technologies are introduced every day that improve phone communications and make businesses processes simpler and more meaningful.

The amount of choices and the pace of change are enough to make even the most tech savvy companies dizzy. Large companies with staff dedicated to evaluating and deploying technology have an advantage over small companies in that they have not only the personnel resources to keep up with changing phone technologies, but also the money to invest in them.

Small and medium-sized businesses should be careful not to let these challenges stop them from deploying phone technologies that fit their budget and make sense for their operational needs. Doggedly hanging on to systems and technologies that slow the company down can ultimately cost more in the long run in terms of customers lost. Phone technology is one area where it pays to let go of yesterday’s technology.

Out with the old

New phone technologies and systems gain traction for a reason; they make things easier, better, more efficient or more effective. Most companies have transitioned away from paper filing systems and typed memos to electronic filing and email. Some companies hang on to these systems out of familiarity and reluctance to tamper with a system that has always worked. If they made the transition to new technologies, however, they might realize significant time savings and efficiencies.

Storage and manipulation of data is another area where companies get stuck in technologies they are reluctant to change. Not that long ago, many companies maintained customer phone numbers and other contact information in spreadsheets that allowed them to share and manipulate the data in ways that served them well. But times have changed and better options exist.

Right-sized solutions

SMBs shouldn’t be disheartened about the phone system buying task, nor should they assume that there won’t be solutions available within their budget. When it comes to phone solutions, older is almost never better.

A good phone system is a worthwhile investment and can reap benefits that can bolster the company’s bottom line. For SMBs, business phone systems exist that can provide big business benefit on a small business budget.

VoIP systems are a great example of a robust phone technology that is scalable to the budget and requirements of companies of all sizes. The systems support the growing need for mobile services and provide advanced applications via their Internet architecture.

It’s easy to opt for the familiar and stay the course when it comes to making technology choices, but sometimes this option can actually be detrimental. SMBs have valid reasons to be cautious but also might have more at stake if they don’t embrace new phone technologies.

Taking advantage of technology advances, particularly with communications technologies, not only can make business processes more efficient but can also put an SMB on a level playing field with large companies in a way that wasn’t possible in the past. The question is not can SMBs afford new phone technology; it’s can they afford not to have it.

SMBs: Creating a Simple Cyber-Security Plan

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Cyber securitySome SMBs make the mistake of thinking that security breaches only happen to the big names. Despite all the attention that the Home Depot, Anthem, and Target data breaches are getting, cyber-attacks are an equal opportunity threat for every size of business. In 2013, approximately 44 percent of SMBs were the victims of a cyber-attack, according to the National Small Business Association.

Large enterprises are just as vulnerable to cyber threats as smaller companies, but some SMBs can’t afford the incredible cyber security measures that enterprises use to protect their data and customers. Instead, SMBs must stay sharp and focused when it comes to protecting themselves on a small scale against a broad range of cyber-threats– from phishing attempts to full-blown brute force.

The Basic Steps of a Cyber Security Plan

Although there are a wide variety of different tools and software available, the most important cyber-security tool is a good plan. The following outlines these three crucial steps toward strengthening a company’s cyber security without a detrimental effect on the bottom line or employee productivity:

  • Create a thorough inventory of both physical and digital assets. These physical assets include devices used on a daily basis to interact with and manipulate important data, especially that which is stored in the cloud. Companies also should inventory any valuable data that can be accessed by employees.
  • Develop a comprehensive computer privacy and security policy. Such policies can help strengthen company-wide efforts to promote cyber security on an employee-level basis. By carefully and comprehensively defining how, when, and where employees can be exposed to certain types of data, cyber-security experts can prevent thieves from making off with digital gold.
  • Always be on the lookout for unusual cyber activity. Eternal vigilance through monitoring IT systems on a 24-hour basis is a necessity for foiling most, if not all, cyber-attacks. However, hackers are just as vigilant, which is where the latest lines of anti-virus software and other countermeasures come in. These assets must be kept up-to-date in order to deal with ever-evolving threats.

What Else Can Be Done?

Training employees to be more vigilant when it comes to cyber security is an excellent idea. Unfortunately, many SMBs simply cannot afford the time and effort that in-house training entails; in addition, these companies often lack the experience that is necessary for comprehensive training.

As a result, SMBs meet their cyber security needs by contracting with third-party experts and managed network security services. These outside service providers represent an added expense, but the costs are minimal compared to the tremendous costs that a security breach can have on a business.

Creating a concrete cyber-security plan can mean the difference between a successful company and one that is hobbled by a lack of basic cyber-security protections. The former is, of course, the more appealing option.