The dangers of app overload in businesses
Businesses today rely on countless apps and software for day-to-day operations. However, too many of these programs can do more harm than good. App overload brings confusion among employees, and a recent study shows that this costs more than companies realize.
How app confusion occurs
A new study conducted by CITE Research shows that a surplus of apps is causing a great deal of confusion in the workplace. Among the 2,000 workers from the US, UK, and Australia surveyed, 69% wasted as much as 32 days a year navigating between apps — that’s an hour of productivity lost every single day.
The same research — entitled From Work Chaos to Zen: How Application Overload Redefines the Digital Workplace — reveals the biggest problem is with communication apps and channels. On average, a single worker juggles four communication apps every day, which is pretty much like holding four conversations at one time. It’s even worse for 20% of the respondents who said they use six or more.
Furthermore, the average worker flips between apps as frequently as 10 times per hour, which means more time wasted. 56% of respondents felt that searching for information stored across different apps was disruptive while 31% said it caused them to lose their line of reasoning. It's tempting to see each individual app as a problem-solver, but when looking at the bigger picture, it could be causing problems.
Coming up with a solution
Clearly, app overload has an immense effect on productivity, and the gap between executive perception and employee perception doesn’t help. Before signing up for yet another app, give your workflow a second look and consider the impacts of disruptive activities and employee preferences.
In the CITE Research study, workers agree that having only one communication app would clear up all the confusion. Regardless of what the best solution is, it's probably more affordable than most small business owners realize. A managed IT services provider like us can provide guidance that puts you on track for long-term success. Give Multi IT a call on 011 435 0450 today for more info.
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Why fewer teenagers choose Facebook
Facebook’s 13-to-17-year-old users are declining despite the overall growth of the social media giant’s subscribers. A new survey by Pew Research Center found that only 51% of US teens are using Facebook, compared with Snapchat (69%), Instagram (72%), and YouTube (85%).
Reasons for user demographic shift
The same survey found that only 10% of US teens use Facebook most frequently, unlike other platforms like Instagram (15%), YouTube (32%), and Snapchat (35%). There are two main reasons why Facebook is no longer the first social media choice for US teenagers: visual content and control.
#1. Visual Content
The current youth demographic group favors visually appealing posts. As a result, teens prefer platforms like Instagram and Snapchat that allow them to beautify their photos and instantly share them with their friends. This is unlike Facebook where users can only upload, share, read, and like curated posts, which is deemed “uncool” by teenagers.
#2. Control
Youngsters are known to be highly expressive, but this is impossible to do if they’re friends with their mom, dad, or other adults on social media. Snapchat and Instagram solve this by allowing teens to control who’s able to see their posts. What’s more, Snapchat and Instagram stories allow users to send time-limited messages. Unlike regular Instagram posts, Instagram stories allow users to share images or videos on their app immediately. These images and videos will then be removed from the platform after 24 hours, similar to how Snapchat works.
These two features mean users can upload more “adult-oriented” posts without worrying that their parents will see them. Users can also get peace of mind knowing their uploaded photos or videos will be removed from the app after a period of time (usually 24 hours).
The next steps for SMB marketing
It’s crucial for small- and medium-sized businesses (SMBs) that have a limited marketing budget to understand which platforms reach which demographics. For example, SMBs targeting customers aged 13 to 17 years should rethink their marketing strategies if they’ve invested mainly in Facebook ads. They should consider reallocating their advertising funds to Snapchat, Instagram, or YouTube where their target customers are most active.
Is this the end for Facebook ads?
This doesn’t mean companies that have invested in Facebook marketing won’t see any more benefits. The survey discovered that 70% of US teens from lower-income households use Facebook, a much higher figure than those from middle income families or wealthy families.
But if you do decide to move your Facebook ad spending to other platforms, keep in mind the different preferences based on gender. More girls (42%) identified Snapchat as their go-to platform compared with boys (29%). On the other hand, more boys (39%) identified YouTube as the platform they used most frequently compared with girls (25%).
It is highly recommended that businesses of any size use more than one type of marketing channel to attract customers. Not only will your company’s search engine rankings increase naturally, but having more than one approach can also help you reach more of your target demographics and compete better with similar companies. We help SMBs make the best of their marketing funds by tailoring marketing strategies that reach the most teenagers, so if you’re interested in social media marketing, send Multi IT a message today.
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Flash to be stopped in Office 365
If you are one of the few Office 365 users who embeds Silverlight, Shockwave, or Flash content in your documents, your pastime will soon be a thing of the past. Over a week ago, Microsoft announced that Office 365 would completely block said media by January 2019.
Microsoft recently announced plans to eventually stop the activation of Silverlight, Shockwave, and Flash content in Office 365. This is not just the developers disabling bugs with an option to click a link or button to look at content. Within a few months' time, Flash will be gone from Office 365 for good.
What media will be affected once this is implemented?
Microsoft Silverlight and Adobe Flash or Shockwave content that uses Microsoft’s OLE (Object Linking and Embedding) platform and the “Insert Object” feature will be blocked. However, media that uses the “Insert Online Video” control via an Internet Explorer browser frame will not be affected by this change.
The following timeline shows the various changes that will take full effect by January 2019:
Controls in the Office 365 Monthly Channel will be blocked beginning June 2018.
Controls in the Office 365 Semi-Annual Targeted (SAT) Channel will be blocked beginning September 2018.
Controls in the Office 365 Semi-Annual Channel will be blocked beginning January 2019.
Why did the developers choose to take out the embedded content?
Microsoft pointed out various reasons for making their decision. It cited that malware authors have been exploiting systems through Word, Excel, and PowerPoint files with embedded content, and that most Office 365 users did not use or rarely use the controls anyway.
Aside from this, the developers at Microsoft decided to take action after Adobe announced that Flash would reach its end-of-life cycle by 2020. Silverlight was discontinued in 2016, where enterprise customers would have support for the medium until 2021.
For businesses that still need to look at or embed Silverlight- or Flash-based content in an Office 365 document, Microsoft has provided a support page to guide users on re-activating the controls.
As more websites are transitioning away from Flash in favor of HTML5, Microsoft's once-popularplatform has experienced a steady decline over the years. According to Google, Chrome users who loaded a single web page per day that has Flash media had gone down from an estimated 80% during 2014 to below 8% in early 2018.
For more information about utilizing Office 365 features and other IT related concerns, such as Flash. Feel free to get in touch with Multi IT today on 011 435 0450!
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How to make Alexa your office assistant
Amazon’s Alexa has come a long way from performing basic functions like setting alarms, streaming music, and providing weather updates, to an all-around office assistant superstar. As Amazon continues to develop Alexa, businesses can expect to see her become more relevant in an office setting.
Create and manage to-do and shopping lists
You have meetings to attend and deadlines to meet. Alexa has a straightforward To-do List feature that helps you stay on top of all your tasks. It’s ideal for busy professionals who prefer a no-frills checklist that allows them to simply view completed items, or to edit or delete items on the list.
You can also seamlessly sync third-party applications like Any.do and Todoist, which offer more features for organizing tasks, adding subtasks and folders, creating reminders, setting due dates, attaching files, and prioritizing items.
To connect to a third-party app:
Go to alexa.amazon.com or access the Alexa app
Go to Settings > List, click Get Skill
Click Enable
Log in to authorize the app
Alexa also has a default Shopping List that works exactly like the To-do List. It lets you add or delete items that can be browsed in the Amazon store and searched for in Bing.
Reorder office supplies
Ordering supplies on an Amazon smart home device is especially convenient because you would have already set up an Amazon account. When voice shopping with Alexa, you can either add items to your Amazon cart (“Alexa, add toner to my cart”) or directly order a single item (“Alexa, reorder toner”) without having to lift a finger.
When you place an order, Alexa checks product availability, walks you through Amazon search results, and asks you to confirm or cancel the order. Voice shopping is enabled by default, but it can be disabled in Settings > Voice Purchasing in the Alexa app.
Sync your calendars
One of the best ways to maximize Alexa in the office is to sync it up with your calendars. You can view scheduled appointments, set meetings, or have Alexa read the day’s entries with simple commands like “Alexa, what time is my next meeting?” or “Alexa, when is the company barbecue?”.
To add a calendar:
Go to alexa.amazon.com or access the Alexa app
Click Settings > Calendar
Select a calendar from the available platforms: Google (Gmail and G Suite), Apple (iCloud), or Microsoft (Office 365 or Outlook)
Log in to your account
Set a timer
A Pomodoro timer is a productivity enhancement tool that works by prescribing ideal work intervals and breaks. For example, you can set a timer that reminds you to take a 15-minute break for every hour worked, and setting this up in Alexa is easy.
To set a single timer:
Say “Alexa, set a work timer for 60 minutes.”
After the work timer finishes, say “Alexa, set a break time for 15 minutes.”
To set several timers at once, say:
“Alexa, create a work timer for 60 minutes.”
“Alexa, create a break timer for 15 minutes.”
The commands we’ve included here work for simple instructions, but you can modify them and use tons of other Alexa commands to suit your purpose. If you need recommendations on how you can work smarter with AI and other productivity tools, get in touch with Multi IT today on 011 435 0450.
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5 Social Media Marketing Tips
Nearly everyone uses social media. And whether you run a small- or medium-sized business (SMB) or multinational conglomerate, social media platforms are great for their broad audiences, low costs, and high returns. But without careful planning, marketing in these communities can do more harm than good. Here are five tips on how to use your social media effectively.
#1. Choose the right platform
Between Facebook, Twitter, Instagram, YouTube, and LinkedIn to choose from, you may be tempted to sign up for more social media accounts than you’re ready to manage. It may not seem like much at first, but you'd be surprised by how quickly you can be overwhelmed by statuses, commenting on existing posts, and answering inquiries on every platform, which is why it’s better to adopt only a few platforms that can effectively attract your target customers.
Ask yourself these questions before deciding which platform to use:
Who is my target customer and what channels do they use?
What do I hope to gain by opening a social media account?
What kind of content do I want to share and create?
How much time can I devote to social media management?
#2. Know when to update
Are most of your customers online at 8am or 8pm? With a better understanding of your target users' habits, you can schedule your posts so they create more traffic, increase brand engagement and, eventually, generate new leads and customers.
Depending on which platform you choose to invest in, you should post a new update during these times for maximum engagement:
Facebook: 1pm - 3pm on Thursday and Friday
Twitter: 3pm - 8pm, Monday - Friday for B2B, & Wednesday, Saturday, and Sunday for B2C organizations
YouTube: 12pm - 3pm, Thursday - Sunday
LinkedIn: 8am - 5pm, Monday - Friday
#3. Use attractive, professional-looking visuals
One of the simplest ways to get followers to share your posts is by uploading high-quality photos, videos, and reliable infographics along with your messages. Studies have shown that Facebook posts with images result in 39% more engagement while tweets with images or videos create 200% more engagement.
#4. Engage with your followers
It’s important for businesses to maintain a healthy back-and-forth on social media. This means beyond sharing useful content, you should also respond to their comments and private messages as quickly as possible. You can build stronger relationships with customers by writing thank you comments to anyone who shared positive experiences with your business, and by addressing negative comments with personalized and helpful responses.
#5. Pump the brakes on promotional materials
With social media becoming important tools for customers and businesses to connect and interact, it is important not to muddy the water with too many promotional posts. A rule of thumb for social media promotions is that 80% of your posts should be shareable and interactive content, while the remaining 20% should be about your business. This will result in more engagement, a more consistent brand image, and a healthier bottom line.
Social media can help your business succeed, but only if it’s used correctly and effectively. If you’re interested in adopting the right social media platform to increase engagement and create a stronger brand reputation, contact Multi IT today on 011 435 0450 and we’ll help you get started.
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More leaks from Equifax breach
The Equifax breach in 2017 exposed the personal information of 145.5 million people in the US and some parts of the UK and Canada, but the number of victims keeps increasing. In the beginning of March, the credit-reporting company revealed that more personal information was leaked. Read on to find out more about this latest development.
What happened?
On March 1, Equifax reported that the names and driver’s license numbers of approximately 2.4 million Americans were stolen. According to the company, sensitive information like home addresses, home states, or the license issue and expiration dates were not leaked. Equifax said these breaches were discovered only recently because their forensic investigations primarily focused on stolen Social Security numbers.
In response, the company said that anyone affected would be notified directly. They’re also now offering a security program designed to prevent identity theft and credit tampering. However, given the company’s poor track record, not many are willing to enroll.
When the company first announced the breach in September last year, the tool used to check whether an account had been hacked didn’t work and came up with false positives. Fortunately, there are other things you can do to protect yourself.
Monitor your credit
Consider looking through your credit reports for any suspicious spending. If you spot any new accounts, loans, and other payments you don’t recognize, contact your credit card company to report fraudulent transactions.
Check the dark web
Compromised data is often sold to the highest bidder on the dark web, so most data can probably be found there in the case that it is breached. Sign up for dark web monitoring services to cover this outlet of information.
Place a credit freeze
One way you can prevent hackers from opening credit cards and making payments in your name is to freeze your credit. When you implement this, anyone masquerading as you will be required to provide a PIN to unfreeze your account. Contact the credit bureaus to activate this service.
Set fraud alerts
When you set a fraud alert, credit card companies and businesses must verify your identity before opening an account or making any payments. Together with a credit freeze, alerts will make it extremely difficult for hackers to steal your identity.
Learn to identify phishing scams
Because Equifax is notifying data breach victims directly through email, hackers could take this opportunity to send fake messages that direct users to dangerous websites. As such, knowing how to identify phishing scams (suspicious URL links, attachments, and spelling errors) is vital.
Dealing with data breaches is a long and frustrating process, especially for businesses that just want to focus on growing their operations. So if you have any security concerns, call Multi IT today on 011 435 0450. We have the cybersecurity expertise to protect you.
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