Managing your print infrastructure efficiently will minimize your IT budget. It sounds impossible, but it can be done. Many small and big enterprises don't realize that they are using ineffective printing models, but you can make a difference if you follow these tips. Replace outdated printers Outdated and cheap printers may be functional, but they are putting a huge dent in your IT budget. Any piece of equipment that is seven years old (or older) requires frequent repairs and causes more trouble than it’s worth. Because old printers are no longer under warranty, fixing them is more costly and challenging. It’s also difficult to replace parts for old printers because manufacturers have stopped carrying them for models that have been phased out. When you replace outdated equipment with newer, multi-functional printers, you’re investing in hardware that will pay for itself with increases in productivity and efficiency. Avoid purchasing unnecessary supplies A poorly managed printer environment could result in a stockpile of cartridges, toners, and reams of paper. This happens when, for example, an employee uses a printer that’s about to run out of ink and makes an unnecessary request for new ink or toner. This is more common than you may think, and definitely more expensive. In the absence of a dedicated printer manager, you can avoid this situation by automating supply replacement. Assign a point person to proactively place orders when supplies are about to run out, so your company can avoid needless purchases. Impose strict process workflows Submitting expense reports, filing reimbursements, and other administrative tasks require a proper document workflow. Without a guideline, employees and administrative staff tend to print an unnecessary amount of documents. Automate your company’s document-driven processes to reduce or prevent redundant print jobs that result in stacks of abandoned documents. Not only are these printouts wasteful, they're also a security and privacy concern. Go paperless Designing a document management solution that reduces paper consumption is the best way to save money. It may not be possible in every department, but those who can do their jobs without printing should be encouraged to do so by management. Printing lengthy email chains that can be discussed in a meeting is just one example of a wasteful practice that should be avoided. Reduce IT support calls for printing issues Calling your company’s IT guys to assist with problems like paper jams, printer Wi-Fi issues, and other concerns reduces employee frustration. You and your IT personnel could avoid dealing with these productivity killers by identifying the problem areas of your print environment. Then, you can work on solutions specific to your office, such as drafting a printing workflow, or getting help from document management experts who can recommend time- and budget-saving solutions. Having a group of experts manage your IT workflow can make your day-to-day operations more efficient and help you save on printing costs. Our experts will gladly recommend best practices and tips on document management. Contact Multi IT today or give us a call on 011 435 0450

Migrating your business operations to the cloud isn’t a decision you can avoid. If you’re not among the 96 percent of businesses that are already leveraging multiple cloud solutions, it’s time to recognise that the cloud is here to stay, and your business needs to plan your cloud strategy – one step at a time. 5 Essential Steps to Moving Workloads to the Cloud Step 1: Consult with an expert The first step toward successful cloud migration is to find an IT partner with a holistic approach who can architect a solution that serves your strategy, business needs and budget. As one of Microsoft’s Top 100 Partners, Multi IT & Telephony Solutions is committed to Microsoft solutions, particularly Azure, Microsoft’s public cloud platform. Multi IT & Telephony Solutions is one of a select few managed service providers with a dedicated Microsoft Partner Development Manager (PDM) to provide essential, exclusive resources for ProviDyn clients. Step 2: Assess readiness Assessing your readiness to move additional workloads to the cloud helps determine what parts of your operations will benefit the most from the transition. You don’t have to move all functions to the cloud all at once or at all – your needs may be met with a hybrid combination of on-premise and cloud solutions. Our assessment also considers the anticipated ongoing costs. Metered cloud usage via Microsoft Azure allows businesses to pay as they go without incurring expenses for resources not currently being used. The assessment also determines if the timing is right for your business to begin moving new workloads to the cloud. Step 3: Plan the cloud migration project After assessing your readiness for this initiative, the next step is to decide how to execute your migration project. Will you have your in-house IT team take it on or would it be more streamlined to work with a consultant who has years of experience working in a wide variety of cloud environments? Problems could arise if your IT provider has no experience moving functions to the cloud. Challenges with keeping staff working and moving forward with your business may result in unplanned or excessive downtime. We use a project sharing tool that allows users to see and collaborate on migration projects in progress, increasing efficiency across departments. Our process also means Zero Downtime during migration. Step 4: Identify the right cloud solution The cloud readiness assessment and project management decisions bring you to Step 4 – figuring out which cloud solution is right for you based on your industry, business size, future growth projections and desired outcomes. The three options include: Infrastructure as a Service (IaaS) This is where you transition physical server and data centre assets to the cloud. You’re getting rid of your hardware, but still, managing your operating systems and software in the cloud. This option may include Rackspace, Amazon EC2 and Microsoft Azure. Platform as a Service (PaaS) You’re shifting operating systems and applications to the cloud, along with the management of those applications and systems. Planning is particularly critical if you choose this route. Examples are Microsoft Azure and AWS Elastic Bean Stalk. Software as a Service (SaaS) SaaS is simply your applications in the cloud and reduces or eliminates the need for supporting infrastructure; applications are accessed through a browser. This could be Dropbox, Box, Microsoft Office 365, G Suite, QuickBooks and Salesforce. Step 5: Determine how you’ll support your cloud After completion of your cloud migration project, the management and maintenance of your cloud solutions can be self-supported in-house or through Multi IT & Telephony Solutions ongoing fully managed services, which include 24/7 monitoring, cyber security protection, integration with other applications, proactive troubleshooting, help desk support, data backup and disaster recovery as well as managing the overall health of the environment. Where to start Check off Steps 1 and 2 with a cloud readiness assessment by Multi IT & Telephony Solutions expert IT team. Contact us by phone at 011 435 0450 or contact us online

Installing antivirus software and setting strong passwords are no longer considered the bare minimum in cybersecurity. With hackers, third parties, and ISPs constantly monitoring networks and your online habits, hopping onto a virtual private network (VPN) is crucial for keeping your surfing habits private. Here’s why. What is a VPN? The best way to describe a VPN is as a secure tunnel between your device and destinations you visit on the internet. Once you’ve established your PC’s connection to a VPN server, your computer acts as if it’s on the same local connection as the VPN making it seem you moved to a different location. As far as websites are concerned, you’re browsing from that server’s geographical location, not your computer’s actual location. When you surf the web through a VPN, all the data transmitted and received is also encrypted, preventing anyone — from hackers to government agencies — from monitoring your online activities. Why should you have one? Of course, security and privacy are major reasons why you would want a VPN. For example, if you’re connected to a public Wi-Fi network — like the ones you typically encounter at local cafes and airports — using a VPN encrypts the information you’re sending or accessing online. This means your credit card details, login credentials, private conversations, or other sensitive documents can’t be intercepted by a third party. VPNs are also useful for accessing geo-restricted websites. If you’re traveling abroad and certain US websites are blocked in that region, you can connect to a VPN located in the US to access the sites you need. Which VPN should you choose? Given the increasing demand for secure online privacy, VPNs are surging in popularity. The following considerations can help you find the right one. 1. CostWhile free VPNs are available, we strongly suggest you avoid them as they could keep logs of your internet activity, and in some cases sell them to data brokers or worse, cybercriminals. Maintaining a VPN service is also expensive, which means the free ones will likely plaster ads on your browser to make a quick buck. Paid VPNs like SurfEasy and StrongVPN often come with more robust features and configurations that keep you secure. Prices differ depending on a VPN’s features and subscription length, and remember that how you pay is also important. Some VPNs offer anonymous payment systems like bitcoin while others allow you to use gift cards to avoid giving out your personal information. 2. LocationThe physical location of VPN servers is important if you want to access region-blocked websites. So if you’re planning on accessing a UK-based service, your VPN provider must at least have servers installed in London. 3. CapacityRead through a VPN provider’s terms of service to determine how much data you’re allowed to use. If possible, find out how many servers a VPN provider has. If they have plenty of servers online, you can rest assured that they have the capacity to support your internet browsing. 4. Device compatibilityAnother important factor to consider is whether the VPN can be used across multiple devices. Nowadays, employees work on laptops, tablets, and smartphones, so you’ll want a VPN that’s compatible with all these. 5. IP leakingBeyond the fundamental nuts and bolts of the VPN protocol, there are other challenges like dealing with leaky tunnels, which means your IP address could be tracked. A great way to evaluate a VPN service is to sign up for their free trial service and visit https://ipleak.net. This will allow you to check whether your real IP address is actually being leaked. If it tracks your physical location, you should opt for a more reliable VPN service. VPNs are now a vital component of cybersecurity, and if you need help selecting the right one for your business, consult with our security experts today. Give Multi IT a call on 011 435 0450, we’ll assess your tech needs.