Coleman Technologies Blog

The first considerations you need to make are fairly straightforward.

Cost

You really do get what you pay for. Rather than settling for a cheaper system with plans of replacing it later, make sure you select a system that can be upgraded and expanded (yes, there is a difference). That way, you can avoid doubling your costs by eliminating the need to procure more than one system. It also helps to seek out a vendor that can supply all the needs your business has - like additional hardware for your POS, or enhanced software to power it - to simplify your processes.

Integration and Implementation

As mentioned before, your POS system should have the ability to grow as your needs of it do. For instance, while you may want to implement customer pagers at some point, it is probably wiser to focus on the essentials - like receipt printers and cash drawers. However, you will also want to make sure that your POS system has the capability to be upgraded to incorporate more advanced features as your business grows.

Tracking

Although this isn’t too far off from integration, you may want your POS to integrate with your inventory system, your quoting system, your CRM software, or any other business app on your network. Depending on your needs, you might even want your security cameras to pull a feed from your POS system to record purchases.

Support

Let’s face facts… you don’t want to find your POS system experiencing technical difficulties without anyone available to help you resolve them. Whether its complications with the software itself or a hardware issue, you need to be sure that support is always available to you.

When running a business, it is crucial that you have the technology to properly take payments. Coleman Technologies can help ensure that you are prepared to do business with reliable solutions. Give us a call at (604) 513-9428 to get started.

As much as we try to structure our productivity throughout the day, there are always those moments that seem to slip by—both at work and in our personal lives. It can be tough to find time to commit to projects whether your goal is personal or professional.

So, let’s go over some tips that help make this time easier to find. 

The Truth is, the Time is There… You Just Need to Be Ready for It

Most people underestimate the amount of time they actually have available to them—although, to be fair, this time is often hiding in plain sight. Do you find yourself sitting through a long bus trip to get to work, or relegated to the back seat in an uncomfortably silent carpool arrangement? When working from home, how much time do you spend in the morning waiting for your coffee maker of choice to produce your preferred cup (or pot, no judgment from me) of joe? 

The fact of the matter is that in these little moments we chalk up to time wasted, there’s the opportunity for productivity. Small as these moments may seem, nobody said that productive work has to be of a certain duration. By taking advantage of the spare moments before a meeting starts, or when your usual breakfast is cooking, or any other time that would otherwise be lost to the ether, you can accomplish that much more.

How often do you find yourself having some of your best ideas during these moments?

You Just Need to Be Ready for When These Moments Arise

By having the right tools and strategies prepared, you’ll be in a good position to take advantage of every spare moment. Chances are good that you regularly have access to a mobile device with some form of a note-taking app. Get in the habit of quickly typing up your ideas.

If you’d rather rely on a low-tech option, make sure you’re always carrying a pen with you. Everything from a receipt to a napkin can be used to quickly store a thought until you have the opportunity to more permanently record it.

Furthermore, it is important that you manage your expectations. It’s very unlikely that your quick notes will be an earth-shaking idea. Much more likely, it’ll just be the first draft of many ideas that eventually become a real strategy or initiative.

While We Can’t Give You the Inspiration You Need, We Can Give You the Tools You’ll Need to Act Upon It

Reach out to us to learn more about our IT services and support options, and how we can help you and your team accomplish more. Give us a call at (604) 513-9428 to get started.

Operational problems can not only stymie growth, they can trigger a lot of other issues that can be detrimental to the long term success and sustainability of a business. Unfortunately, it’s often a little difficult to see while you are in the heat of battle. Let’s take a look at some of the solutions that can solve some of the common operational problems that small businesses run into.

Communication and Collaboration

With businesses using remote work more often, it requires efficient communication and collaboration tools. Technologies like video conferencing, project management software, and cloud-based document sharing enhance teamwork and communication.

Inventory Management

Inventory management software and systems can help organizations optimize a lot of different things such as managing stock levels, reducing carrying costs, and preventing overstock through real-time tracking and demand forecasting.

Data Management

Data overload and disorganized information can be overwhelming for users to deal with. Technology, including databases, data analytics, and data visualization tools, can help manage and make sense of large volumes of data for better decision-making.

Supply Chain Management

Technology can improve supply chain visibility, traceability, and coordination. IoT sensors, blockchain, and supply chain management software can help reduce delays and improve overall efficiency.

Customer Service

Chatbots, AI-driven virtual assistants, and customer relationship management (CRM) systems enable businesses to provide better and more efficient customer service, including self-service options for customers.

Risk Management

Risk assessment and management tools, including predictive analytics and cybersecurity solutions, help organizations identify and mitigate risks more effectively.

Asset Management

Tracking and maintaining physical assets and equipment can be challenging. IoT-based asset tracking and maintenance systems provide real-time monitoring and predictive maintenance.

Project Management

Project management software and collaboration tools help plan, execute, and monitor projects more efficiently, keeping teams organized and on track.

Running a business can be difficult, but with technology, you can accomplish more and do it more efficiently. If you are searching for help in your efforts to improve efficiency, give the IT professionals at Coleman Technologies a call today at (604) 513-9428.

Today’s businesses have more technology involved in their processes than ever, making it essential to have access to the support that will keep them in operation. Nowadays, that kind of support is best obtained through a relationship with a managed service provider.

Now, I feel it is appropriate to acknowledge that all this is coming from a managed service provider… but that’s just because we feel strongly enough about the benefits of managed services to offer them over the traditional approach to business IT support and services.

Let’s discuss why we feel so strongly about the value managed services bring to businesses that utilize them for their IT needs.

Understanding Managed Service Providers (MSPs)

Managed service providers, or MSPs, like us are companies that manage IT infrastructure and systems. We offer a wide range of services tailored to each client's specific needs.

We are experts in IT, using advanced tools and technologies to support your network. Our services are scalable, making them suitable for the small and medium-sized businesses of British Columbia.

Here are some of the key benefits we offer:

• A proactive approach to IT management
• Scalable solutions
• Expertise in various IT domains

MSP Benefits for Modern Businesses

In today's digital age, IT is integral to business operations. However, managing IT can be a complex and daunting task. This is where MSPs like us step in. We manage your business’ IT, allowing you to focus on your core operations.

MSPs also play a crucial role in reducing downtime and improving business continuity. We’ll ensure your IT systems are always up and running, minimizing disruptions to your operations. Moreover, our services help British Columbia businesses stay up-to-date with the latest technology trends, giving them a competitive edge in the market.

What Services are Typically Offered by MSPs?

MSPs like us offer a wide range of services, each designed to meet businesses' diverse IT needs.

MSPs like us offer network management, cybersecurity, and cloud management services. We can also provide IT consulting and strategic planning and handle routine maintenance and updates, freeing up your internal resources and allowing you to focus on what you do best without worrying about IT.

What Value Comes from Partnering with an MSP?

Partnering with an MSP offers numerous benefits. These advantages can significantly enhance a business' operational efficiency and competitiveness.

Cost-Effectiveness and Budget Management

One of the main benefits of working with an MSP is cost-effectiveness. MSPs can provide high-quality IT services at a fraction of the cost of maintaining an in-house IT team. We offer fixed (and therefore predictable) pricing models based on a subscription, which can help businesses better plan their finances and lead to significant savings in the long run.

MSPs like us also help businesses manage their IT budgets more effectively by providing insights and recommendations based on data-driven analysis. This can help businesses allocate resources more efficiently, improving financial performance.

Focus on Core Business Functions

Another key benefit of partnering with an MSP is the ability to focus on core business functions. With an MSP handling IT, businesses can concentrate on their primary operations. This can improve productivity and efficiency and free up internal resources, allowing them to be used more effectively.

Our team at Coleman Technologies will handle routine maintenance and updates, freeing up internal resources. This allows businesses we work with to focus on what they do best without worrying about IT. Moreover, we can help businesses navigate digital transformation, allowing them to stay competitive in the digital age.

Access to Expertise and Advanced Technology

MSPs like us provide businesses with access to expertise and advanced technology. Our team of IT experts is well-versed in the latest technology trends. Therefore, working with us can give businesses a competitive edge and help them stay up-to-date with the latest IT opportunities.

We’ll also use advanced tools and technologies to monitor and manage IT systems. This can lead to improved IT health and performance and other benefits we’ll get more into shortly.

Moreover, MSPs like us can provide insights and recommendations based on data-driven analysis, which can help businesses make informed decisions about their IT strategy.

Proactive Approach to IT Management

MSPs take a proactive approach to IT management. We’ll monitor your IT systems to identify and resolve issues before they escalate, reducing downtime and improving business continuity. It can also minimize IT-related risks and vulnerabilities. We can also play a crucial role in disaster recovery and backup solutions. Coleman Technologies will do anything we can to ensure that your business can quickly recover from IT disasters.

Moreover, we can help businesses future-proof their IT infrastructure. We’ll ensure that your IT systems are up-to-date and capable of supporting future business growth.

Enhanced Security and Compliance

Coleman Technologies will also play a crucial role in ensuring cybersecurity and compliance. We’ll implement robust security measures to protect you from cyberthreats and comply with regulatory requirements. This can help you avoid penalties and protect your reputation.

We’ll also provide training and support to your in-house staff to enhance their understanding of cybersecurity and compliance requirements and help with compliance and regulatory audits.

Scalability and Flexibility

MSPs offer scalable and flexible IT solutions. We can adapt our services to the changing needs of British Columbia businesses, helping our neighbors scale their IT infrastructure as they grow and adapt to changing market conditions. Plus, the entire concept of managed services is based on flexible pricing models. This allows businesses that work with us to pay for only the services they need.

Work with Us to Enjoy These Benefits for Yourself!

Contact us at (604) 513-9428 to learn more about managed services and how we can use them to benefit your business.

For business managers, it can sometimes be difficult to create policies and procedures that allow for the efficiency that they’d like to see from their business. Business growth leads to more complex situations which in turn demand more complex procedures. This enhanced complexity can not only get constant in that you need to alter the way things are done, you also could fall into the trap of mistakenly putting productivity roadblocks up that can alter the way your business operates.

In this blog, we will discuss why creating a bureaucracy in business can often be inevitable, yet counterproductive nevertheless.

Bureaucracy is Meant to Provide Structure, But Can Often Detract from Essential Flexibility

The idea behind forming any kind of organizational hierarchy is generally one of efficiency. The thought is that the purpose of bureaucracy is to generate operational efficiency by keeping processes unambiguous and consistent. That being said, bureaucracy can often lead to rigid processes and inflexibility, which creates more inefficiencies through all the hoops that people need to navigate and jump through. It’s all a question of how much oversight a given bureaucracy relies on, and how that oversight is practiced.

Efficiency Produces More

In order to properly paint a picture of why too much oversight is a bad thing for your business all you have to do is look at how governments work. The more bureaucracy any government has, the less efficient it will be. The same goes for businesses. If you have too much in the way of middle management, progress can grind to a halt as workers will need several people in supposed authority to sign off on any of them. This only becomes a more prevalent problem as a business grows in size and operational scope. So, what can be done to focus on your efficiency without taking on these negative ramifications?

There are a few things:

Establish (and Continuously Evaluate) Consistent Systems

We’ve already mentioned that the entire bureaucratic system is intended—at least partially—to establish some level of consistency in an organization’s processes, which helps to ensure an acceptable quality of service is maintained. Issues arise, however, when these systems are followed so fanatically that no adjustments can be made…even when these adjustments would offer significant benefits over the existing process.

To avoid this outcome, it is important that your systems are designed to be adjusted as the need arises, or even altered as larger circumstances change.

Encourage New Ideas and Methods

On a related note, the kind of rigidity that we’ve been discussing often comes from an aversion to stepping up and taking risks, particularly if there has already been a pattern of new ideas being smothered or even punished. Let me ask you this: if you were berated each time you identified a problem for not doing so sooner, how long would it be before you simply gave up on identifying them? Encouraging your team members to try and come up with new solutions and giving them the freedom to make mistakes as they do so will empower them to more effectively improve upon the business.

Implement Training and Policy that Reflects Your Commitment to Improvement

Sure, it’s all well and good to list off these platitudes as though they mean something. It will do you no good, however, if your actions don’t line up to what you claim you want for your organization. Don’t be afraid to start teaching your team members to question existing processes and keep an eye out for opportunities to improve them from the very beginning. If the opportunity arises, keep these behaviors in mind when a role opens up that needs someone to be promoted to fill it. Rewarding the mindset you want to encourage is a very effective way to signal what it is you hope to see from your team.

This May Help with Your Organizational Efficiency…We Can Directly Help You with Your Technological Efficiency, Too

In order for your team to make the most of its time, it is also important for them to have reliable access to the right tools for the job. That’s our specialty. Give us a call at (604) 513-9428 to learn how our managed services can directly benefit your operations.

Make Your Inbox Do the Work for You

You’ve got better things to do than organizing and prioritizing your emails manually. Granted, you’ll still need to respond to important emails, but most email clients have everything you need to set up a system that automatically parses and sorts emails based on a whole slew of different factors. It will take a little time, and likely a few rounds of adjustments to get your inbox to work the way you want it to, but we’re going to show you the tools that will help get you there.

Most businesses either use Microsoft Outlook, or Google’s Gmail, so we’re going to cover these two email platforms.

Gmail’s Labels and Filters

If you use Gmail, there are two tools that you’ll want to get familiar with: Labels and Filters.

A label is exactly what it sounds like. Applying a label to an email will essentially categorize it. If you used to use Outlook in the past, think of these as Folders (we’ll get to Outlook next).

You can organize labels based on a wide variety of topics—maybe you have a label for each project you are working on, or a label for different types of correspondence (invoices, reports, employee evals, etc.). Organizing your email into labels makes it easier to pull up specific emails later without having to rely on searching for them. More than one label can be applied to any particular email.

To create a label, just select Create new label in the sidebar (hidden under the More link) in Gmail or select the Tag Icon Box that appears when an email is selected. You’ll be able to select any labels you already have or create a new one. You’ll also be able to color-code each label.

But remember, we want to save time, so instead of having to manually move emails to a label, you can create filters to automatically apply labels to certain types of messages. Once you have some labels created, go to Settings, and click the Filters and Blocked Addresses tab. Once there, select Create a new filter.

You can also start this process by doing a Search from the top of your Gmail. Click the little dropdown arrow in the search box at the top of your email, and you can fill out the form to search for specific emails. You can create filters based on who the email is from, what email address the email is sent to, the subject line, words within the email, and more. 

If I wanted to send all correspondence from Bob to a certain label, I’d just put his email in the To: line and click Create Filter. Then Gmail will allow me to choose what to do to all emails from Bob. I could star it to make it stand out, apply a label, or a variety of other options.

Microsoft Outlook’s Rules and Folders

Microsoft Outlook’s process is pretty similar. Instead of filters and labels, Microsoft calls them rules and folders. Here are the steps to set up new rules:

• Right-click the message and select Rules, then, select Create Rule.
• Then you need to select the conditions that activate the rule, and what that means. 
• Make sure you select Run this new rule now on messages already in the current folder (if you wish) and click OK to finalize your rule.

This means that you will need to have a folder to file these messages in. While the option will be presented to you as you create a rule, you can also set up your folders separately in advance.

• In the Mail pane, right-click where you want to add your folder and select New Folder… from the menu that appears.
• Name your folder, and press Enter.

It takes time to build all of the rules (or filters) you need to streamline your inbox, but it will ultimately save you hours of time that would otherwise be wasted sifting through your inbox by hand. It’s all about becoming more efficient!

For more tips and tricks, bookmark our blog, and if you need help with your technology, give us a call at (604) 513-9428.

Have you ever felt like there was simply too much to do and unless you light a fire under your butt, you have no chance to get it all done? What if this state is standard operating procedure? For many small business owners and employees, this is the reality of going to work every day. In this week’s blog we thought we would discuss three strategies that work to lighten the load when it seems like the to-do list is just too big.

Work When You Are Most Productive

When there is a lot to do, it is easy to get distracted trying to get everything done. One of the best ways to gain the focus needed to get this work done is to work when you work best. Different people are more productive at different times of the day. Scientifically this is called biorhythm.

A person’s biorhythm is separated into three parts. There is the physical cycle that measures energy levels, endurance, strength, and dexterity. The emotional cycle covers your emotions, stress levels and moods. The intellectual cycle measures things like decision making, problem solving, and your ability to concentrate. These three biorhythm cycles work on different timelines, but if you can pinpoint the maximum highs and lows, you can plan to work on tasks that take a certain skill at the time you can maximize your ability to complete them. 

Prioritize Importance of Tasks

One of the best things to do before you get down to business is to ensure that you do the most important tasks first. The simple reason for this is that when you set out, you don’t have the hours and hours of work under your belt that could kill your concentration. If you come at the most important parts of your day with the vigor you have when you first start it will certainly benefit your overall productivity. 

One very simple and effective way to prioritize tasks is through what is called the Eisenhower decision matrix. Named for former U.S. President and Commanding General of the Allied forces in World War II, the basic gist is that you prioritize tasks based on this criteria:

• Important
• Urgent
• Important and Urgent
• None of the Above

By focusing on the important and urgent tasks first, you will be able to get a good start whittling down the task list and do so while your brain is fresh. 

Stop Reacting to Everything

Distractions can hinder progress like nothing else; and, today, there are more distractions than ever. If you are facing a mountain of work and need to get things done, you will want to limit the amount you change what you are doing as to give your best attention to the thing you are working on at the time. Business may not allow you to simply ignore things while you are working, but it doesn’t have to keep you from being productive. 

The best way to accomplish this is to set aside time in the day to respond to situations. You can’t possibly do your best work if you are stopping mid-task just to answer questions and handle other situations. Your best bet is to set time out of your day where you turn your notifications off and utilize the do not disturb functions that you have available to you. The more you set your sights on accomplishing the planned tasks, the better you will perform. 

At Coleman Technologies, we help businesses by helping reduce downtime and proactively keep an organization’s technology working effectively. Give our professional technicians a call today to get the technology your business needs to be its most productive.

To start, let’s consider the situation that we find ourselves in.

With COVID-19 still spreading, the general consensus is that spending time around other people is currently a bad thing, making the workplace a less-than-ideal environment in which to spend one’s time. As a result, many people have self-quarantined themselves in their homes. With today’s available technology, however, this does not mean that they cannot get work done, with the cloud offering great opportunities for collaboration and remote work. This plays into VoIP’s benefits quite nicely.

For instance…

VoIP Can Simplify the Remote Process

Consider what your team might require in order to complete their tasks while out of the office. They should have a workstation of some sort, naturally, whether that be a laptop that travels between their home and the office, or a desktop device set to securely access their work resources. However, another piece of equipment that is generally necessary for many employees is an office phone… something that was once a much less portable solution.

Today, VoIP can change that, by allowing you to use the phone through the Internet, not the traditional dedicated phone lines. This means that your employees can continue to make their typical business calls, without the need to be in the office. Using the same business number, an application on their workstation or mobile device can take or make calls (along with a wide variety of additional features) from anywhere that they can establish an Internet connection.

VoIP is a Secure Means of Communication

When your workforce has the opportunity (or, as we’re now experiencing, need) to work from home, they will still need to communicate with one another. However, many residential Internet services lack the inherent security that many business conversations will require. No matter how efficiently you want your business to operate, no productivity is worth sacrificing security for.

VoIP allows you to enjoy the best of both worlds. By combining the cloud-hosted nature of VoIP with the use of a virtual private network (VPN), you can be confident that any conversations held over the VoIP system are private and secure. This is handy, as your employees could find themselves having to share protected data over the phone with their teammates. A VPN will protect their conversations from being listened in on, as the connection will be distorted to any outside observers by the inherent encryption of the VPN.

VoIP Incorporates Other Forms of Collaboration

Namely, video conferencing. Many VoIP platforms offer some kind of video conferencing feature, permitting a face-to-face interaction between callers, regardless of the distance between them. A big concern that is common amongst remote workers is the feeling of isolation that can develop from working alone.

By using the conferencing capabilities that the right platform has to offer, your team can interact with each other in a more personal way. This reinforces the idea that they are a part of a team, keeping up their morale and encouraging them to work collaboratively to accomplish their shared goals.

To learn more about implementing a VoIP solution for your team’s use, reach out to the professionals at Coleman Technologies by calling (604) 513-9428.

QR codes are a handy way to direct someone to the right place online, like your business’ website, but did you know that they are also pretty easy to make? Let’s go over how you can whip up your own with the help of Microsoft Excel.

First, You Need to Build a Table

In Excel, you’ll want to create a table. Under the Insert menu, select Table and make one with two columns. Rename Column1 as Text and Column2 as QR Code.

The result should look like this:

Next, You Populate It With Your Links

In the Text column, paste the links for which you want to generate a QR code.

Then, You Add the Formula

Then, selecting the top empty space in the QR Code column, paste in the following formula: 

=IMAGE("https://api.qrserver.com/v1/create-qr-code/?size=150x150&data="&[@Text]&"")

Finally, You Have Your QR Code

This will generate a QR code for each link in the corresponding cell. While we have edited the screenshot somewhat to show you the result more clearly, all of these codes will direct to the associated link, and can be copied and used elsewhere.

It’s Really That Simple!

Stick around for more handy tips and discussions about numerous IT topics and happenings. To learn more about what we can do to assist your business with its IT directly, contact us at (604) 513-9428.

Your business only has so many resources, from its budget to its time to its employees’ capabilities. This is what makes it so crucial to properly manage all of them.

Let’s run through some basic practices that can help you make the most of what your business has at its disposal.

Resource Management Practices for Business Success

Focus More on High-Demand Resources, and Prioritize Appropriately

As we’ve established, you’re only going to have so much of any given business resource at your disposal. Your circumstances will dictate where you have feast and where there is famine.

As such, it is important that you are aware of where your resources are needed the most for your operations, and where they will be able to contribute the most to your success. The 80/20 principle is helpful to keep in mind.

Think about it this way: 80% or so of your resource shortages are going to refer to just 20% of your resources—the people, materials, time, or what have you that are in highest demand. Carefully planning how these resources should be allocated, based on which processes and outcomes are most important, will ultimately help your business accomplish more.

Apply Strategic Planning

Different tasks will need different levels of investment, in terms of your resources, and organizing them based on the aforementioned priorities we discussed earlier will help you to adjust your processes accordingly.

It’s important that this process takes the different levels of your tasks into consideration, with more resources spent where they are needed. 

Track Time

Tracking your time greatly helps define how resources are being used, giving you the data that you need to better plan for the future. 

Evaluate and Adjust

Finally, it’s important that you take the time periodically to take account of your progress and make improvements. Where did conflicts appear in workflows, specifically where your priorities and goals are impacted? Take note of these conflicts and address them in future repetitions of your given process.

We Can Help Equip Your Business with the Tools for Success

From the IT support to keep you in operation to the strategic investments to improve your technology as a means to further grow, you can turn to Coleman Technologies. Give us a call at (604) 513-9428 to learn more.

Businesses struggle with a lot of different issues, but when a problem hits you hard in the pocketbook, it can be disastrous for the whole organization. Let’s take a look at some technology that can help you make the most out of your time and effort.

Streamlined Operations

Efficiency is the cornerstone of a successful business. Implementing technology can help streamline various operational processes, reducing manual errors, saving time, and lowering operational costs. Here are a couple examples:

• Automation - Businesses can automate repetitive tasks such as data entry, invoicing, and inventory management. This not only reduces the risk of errors but also allows employees to focus on more value-added tasks.
• Data Analytics - Advanced analytics tools can provide valuable insights into customer behavior, market trends, and operational inefficiencies. This data-driven approach enables businesses to make informed decisions and optimize their strategies.

Improved Customer Engagement

Technology enables businesses to connect with customers more effectively, resulting in increased revenue opportunities. Here's how:

• Personalization - With the help of AI and machine learning algorithms, businesses can analyze customer data to deliver personalized experiences. This can boost customer satisfaction and lead to higher conversion rates.
• Chatbots and AI-driven Customer Support - Implementing chatbots and AI-driven customer support systems can improve response times and provide 24/7 assistance, ultimately enhancing customer satisfaction.

Enhanced Decision-Making

Informed decisions are pivotal to revenue generation. Technology empowers businesses with access to real-time data and analytics that can guide strategic choices.

• Predictive Analytics - Predictive models can forecast future trends and customer behavior, allowing businesses to proactively adapt to changing market conditions.
• Risk Management - Technology aids in identifying and mitigating risks, ensuring that businesses can protect their revenue and assets effectively.

Are you Ready to Get More Done Through the Use of Modern Technology?

Coleman Technologies is here to help. Give us a call today at (604) 513-9428.

Once you have your content selected, whether it’s text or an image, all you have to do is press two keys.

To cut a word or phrase from one place in your content, press Ctrl + X. To copy this content instead, keeping the original and duplicating it elsewhere, press Ctrl + C. Pasting your content is just as simple - with the place you want the content added selected, press Ctrl + V. This will insert your content where you want.

If you happen to be copy-pasting from a website to another document, it may not be a bad idea to paste it without bringing any formatting from the website over. Otherwise, it is apt to look funny on your documents. Pasting without formatting is almost as simple as regular pasting, you just add another keystroke in the middle: Ctrl + Shift + V.

Of course, any of the tasks can be accomplished with the mouse alone. Right clicking on a word, an image, or a group of selected text will bring up a menu that includes all of the above options. However, your cursor is generally more accurate than the mouse, so you may have to undo your efforts (Ctrl + Z) a few times before it’s right.

Real World Example:
Let’s say you want to send a webpage link to someone in an email or instant message. In your web browser, click the address bar (that’s the part with the ‘http://… “). That will highlight the URL. Hold down Ctrl and press C. Then go into your email or instant messenger, click where you want to paste the URL, and hold down Ctrl and press V.

Whichever you use, it’s bound to be more time-efficient than rewriting anything that needs to go in a different spot. Make sure you subscribe to our blog, so you can be alerted whenever we upload more content!

Operations change over time. It’s likely that your business’ operations don’t even remotely resemble what they were in previous years. For example, mobile technology first became more popular for computing around the year 2013, and “unified communications” was a hot commodity in the business world. Nowadays, productivity and collaboration solutions using mobile devices are some of the most basic solutions out there.

Many organizations fall into the trap of believing their past successes guarantee their future, but this isn’t necessarily the case. The reverse could be true. Here are some questions to ask if you suspect that your organization could be falling into complacency:

• Are any potential changes or growth opportunities avoided or rebuffed through the use of highly selective facts?
• Do conversations amongst your team skirt around topics like new markets, possible competition, or other developing business opportunities?
• Are failures used to postpone new attempts instead of as learning moments?
• Do meetings frequently end in a holding pattern?

Any of the above questions indicate whether or not a business has gotten too comfortable, preventing them from making sound decisions. Thankfully, once you’ve identified this complacency, it becomes easy to resolve it. Try asking these questions about your business, its policies, and its culture:

• Is there any way that your processes could be made more efficient?
• Does your business plan reflect the goals that your business is currently striving for?
• Is your service offering a good fit for your current audience? What needs will they have in the near future?
• Are there any technologies that could soon cause a disruption in your market, or could be used as an invaluable tool?
• How engaged are your employees?

Answering these questions will give you all the ammunition you need to put together a solid understanding of what your business needs to do on both a local and industrial level. Of course, this can be challenging as well, as you might encounter issues that need to be resolved before you can make progress as a business.

Coleman Technologies can help your business implement IT solutions designed to keep your business running efficiently while still maintaining the status quo. To learn more, reach out to us at (604) 513-9428.

Business technology can sometimes seem like a hedonic treadmill: you maintain a baseline level of operation with your IT, but it will inevitably fail, leaving you in the tough situation of having to replace it. Today, we want to help you get ahead of the curve a bit with a technology needs assessment. We’ll discuss the benefits of a needs assessment, as well as what it focuses on both now and in the future.

Why Conduct a Needs Assessment?

Simply put, a needs assessment ensures that your business is using its technological assets to their fullest potential.

A needs assessment provides a full picture of how each of your IT solutions are used, as well as the challenges that you face with your infrastructure. It can offer a bird’s eye view of your infrastructure and expose troublesome issues that you haven’t yet addressed. You’ll learn more about how your infrastructure is working, as well as what could be improved upon.

For example, if you discover a persistent problem, you can consider new solutions that can help you address the issue.

Considering the Past, Present, and Future of Your Business

Look, we’ve all made mistakes—especially in business, where one bad decision years ago can influence things even now.

Business IT is the same, and poor decisions or investments that seemed fine at the time could have led to significant challenges. Think about your past decisions and whether they have yielded a return on investment. But don’t dwell on them—we’re simply looking for opportunities for better decision-making, not for reasons to beat yourself up or question your skill as a business owner.

Here’s a list of questions you can ask for your needs assessment:

• Were certain solutions worth the investment?
• Were staff receptive to the implementation of these solutions?
• How much capital was lost during the implementation process?
• Did the solution yield the expected outcome, and if not, why?

Of course, you should also consider the present and future for your business, too, with these questions:

• Can your employees effectively do their work?
• If not, is it a policy issue, a motivation issue, or a technology issue?
• Could a technology solution present a real and tangible opportunity for improvement?
• Where do you want to take your business over the next five or ten years?
• How can you prepare for the unexpected?

What goes Into a Needs Assessment?

Finally, we want to impart a couple of general tips that can help you conduct an effective needs assessment:

• Note your current resources: Before you implement any new solution, it’s crucial that you have an inventory of what currently exists.
• Consider workflows: Sometimes the issue isn’t the technology, and adding more technology will only make it worse. Think about your policies, procedures, and workflows to see if there are any bottlenecks stymying progress.
• Understand your current technology: If you have identified certain goals for your business, consider if the technology you have will support those goals, or if an implementation is needed.
• Explore alternative options: In business IT, there is rarely a silver bullet or a cure-all. Just because one solution works for other businesses doesn’t mean that it will also work for yours. Don’t be afraid to experiment and learn more about other opportunities, and above all else, ensure an appropriate fit before implementation.

If all this sounds overwhelming, don’t worry… we’ve got you covered.

Coleman Technologies can help your business conduct a needs assessment. To learn more, give us a call at (604) 513-9428.

There are multiple add-ons and browser extensions available to help boost your email templates with more dynamic options, but today, we’ll be focusing on the baked-in capabilities that Gmail comes with.

What is a Gmail Template?

A template is Gmail’s digitized version of a form letter—a stock piece of correspondence that doesn’t change much (if at all) each time it is sent. Naturally, by eliminating the time it takes to repeatedly re-type what is essentially the same message over and over, a template can make your more routine correspondences much more efficient.

As a result, you can spend more time on your more important tasks, without short-changing your communications.

Activating Gmail Templates

In Gmail, access your Settings by clicking on the gear-shaped icon. From there, select See All Settings, and then Advanced. On the page that appears, you should find an option for Templates. Enable it and Save Changes.

Now, you’ll have the capability to create whatever template you need for your usual correspondence.

Creating a Gmail Template

Generating a new template is very simple. All you must do is start a new email and write it out the way that your template should replicate. Once your template is written to your liking, click the message’s three-dot menu and navigate to the Templates option. In the sub-menu that appears, you can Save draft as template (which also gives you the option to overwrite your old templates if they need an update). The Templates sub-menu is also where you’ll find all the templates you have saved in the past, when you’re ready to use them, as well as the option to Delete template if one is no longer applicable.

Hopefully, this will help you make much faster use of Gmail in the future. To learn more time-saving technology tricks, make sure you subscribe to our blog!

Running a business today without technology is pretty much impossible. Whether it’s email or messaging for communication or point-of-sale software for stores, every business depends on tech. Where there’s tech, there has to be someone to manage it.

If you own a small business, you might not have the budget for a full IT team. That means your employees might be left to figure things out on their own. Sounds like a money-saver, right? Not really. Most employees aren’t trained to handle IT issues, and if something goes wrong, it could cost more time and money than you expect.

For example, let’s say an employee tries to update their computer with the latest security patches but messes it up. Now their computer isn’t working, and they can’t do their job. You’re paying them for the day, but they’re just waiting around for someone to fix the problem. This wasted time is called downtime, and it’s a huge reason why IT maintenance should be handled by experts.

Even if you have an in-house IT team, they can easily get overwhelmed. If they spend all day dealing with basic tech issues instead of focusing on bigger tasks, it functions like not having an IT department at all.

That’s why many businesses choose to outsource their IT support. Working with a managed service provider like Coleman Technologies means you get professional IT help when you need it, without overloading your staff. Whether you have an IT department or not, outsourcing can save time, money, and headaches.

Want to learn more? Contact our consultants today at (604) 513-9428.

A Rose by Any Other Name
Frankly, it’s pretty easy to observe that “busy” and “productive” are anything but synonymous. We all know those people who seem to be constantly running around, working on this or that. Are these people busy? Certainly. Are they actually accomplishing anything? Maybe, maybe not.

Look at it this way - you can be ‘busy’ doing anything. However, in order to be ‘productive,’ you need to actually produce something. It doesn’t matter if it’s a completed sales proposal, an email explaining away the confusion around a particularly convoluted subject, or… anything else, really, as long as it helps to advance the business’ goals.

The Inherent Issue in Comparing the Two
Unfortunately, much of our context for determining between busyness and productivity comes from the least objective source there is - our own perception.

Look at it this way: let’s say that you gave a research assignment to two employees, with a deadline of an hour. If you left, only to return and see one employee watching YouTube videos, and the other one typing away, who would you see as being the productive one? In the moment, you would probably say that it was the employee who was still typing, and not the one watching videos on the Internet. However, what if I told you that the employee watching videos was actually watching videos related to the task you had assigned, and the other was working on what would likely be their fourth unpublished novel? Or that the employee watching the videos had long since completed the assignment, and was taking a well-deserved break, while the employee who was still typing was only doing so because they had goofed off for much of the time you were away?

This illustrates two considerations: how much different productivity really is than pure busyness, as well as how similar they have the potential to be. In order to keep from fooling yourself into thinking you’re being productive when you’re really just looking busy, try asking yourself a few questions as you commence.

For example, you can take a look at how you spend your time, and compare it to what your responsibilities really are at their core.

For instance, let’s say that Bill’s job was to ensure that the company remained secure. If Bill was able to complete all of his day’s tasks in the morning, but then spent the rest of his day reading things online, what would that be considered? Well, that depends. If Bill was reading the latest Bowling Enthusiasts Weekly articles at his desk for the rest of the afternoon, that’s hardly productive. However, if Bill was researching improved cybersecurity practices to enact in the company... that’s a pretty productive way to spend the time.

A Few ‘Keeping Busy’ Red Flags
Of course, none of the following activities have to be time-wasters, they just happen to be in most situations, or require a very specific job responsibility to be considered productive. For instance, many job responsibilities don’t actually require the Internet to be used, so any time spent on it is arguably a waste. The same can be said of social media, and especially email.

Of course, there are also many exceptions to this rule. In essence, you have to use your best judgement, evaluating if a given activity is actually the best use of your time or not.

Don’t forget, Coleman Technologies has plenty of solutions to help you boost your productivity. Reach out to us at (604) 513-9428 to learn more!

One of the biggest things that businesses need to consider today, from an IT front, is how artificial intelligence fits in. One way many companies are integrating AI into their businesses is through chatbot technology. Today, we will tell you everything you need to know to get started with chatbot technology.

Running a small business comes with many challenges: managing customers, handling inquiries, scheduling appointments, and marketing your services, just to name a few. While these tasks are mandatory for the creation of a successful business, they can also be extraordinarily time-consuming. That’s where chatbots come in.

Chatbots are AI-driven assistants that can automate various aspects of customer interaction, freeing up your time and improving your business operations. Here are some of the most practical ways small businesses can use chatbots.

Customer Support

Customers expect quick responses, but it’s not always possible to answer inquiries immediately, especially outside business hours. A chatbot can provide instant responses to frequently asked questions, assist with basic troubleshooting, and guide customers to relevant resources. This ensures that customers feel supported even when your team isn’t available.

Sales Assistance

A chatbot can act as a virtual salesperson, helping customers navigate your products or services, offering recommendations based on their needs, and even upselling related items. It can also assist with the checkout process, making the purchasing experience smoother and more efficient.

Appointment Scheduling

If your business relies on scheduled appointments, a chatbot can automate the booking process. Customers can check availability, schedule, reschedule, or cancel appointments without needing to speak with someone directly.

Lead Generation and Marketing

Chatbots can engage visitors on your website or social media pages, collect contact information, and sign them up for newsletters or promotions. By guiding potential customers through the sales funnel, they can help increase conversions with minimal effort on your part.

Internal Support for Employees

Chatbots aren’t just for customer interactions, they can also assist your employees. They can provide quick access to HR policies, answer common workplace questions, track schedules, and remind staff of important deadlines.

Technical Support

For businesses that sell tech products or software, chatbots can offer basic troubleshooting tips before escalating issues to human support teams. This reduces the volume of support tickets and helps customers resolve common issues quickly.

Why Your Business Should Consider a Chatbot

Chatbots improve efficiency, enhance customer experience, and reduce the workload on you and your team. Whether it’s handling inquiries, processing sales, or managing appointments, a chatbot can take care of routine tasks while you focus on growing your business.

Keep in mind that in most cases, an AI chatbot isn’t going to be as simple as installing it and letting it loose. You will need to take time configuring it, training it, and testing it to make sure it doesn’t go off the rails when customers make requests it doesn’t expect. 

Implementing a chatbot doesn’t mean replacing human interaction—it means streamlining processes so your business can operate more smoothly. If you’re looking for ways to improve customer engagement and save time, a chatbot could be a valuable addition to your small business.

For help with utilizing other modern technology throughout your business processes, lean on Coleman Technologies! Give us a call at (604) 513-9428 to learn more about what we can do for you.

What is Data Automation?

In so many words, data automation is the collection and transcription of data using software, rather than the outdated and time-consuming manual processes that were once necessary.

Rather than one of your valuable employees being committed to data entry instead of the other tasks that are better suited to their talents and abilities, data automation utilizes technology to attend to it. As a result, your team can focus on their other responsibilities, while your data is managed more efficiently and accurately.

How Does Data Automation Assist Businesses?

There are many ways that your business could directly benefit from data automation processes. For instance:

• Time (and thereby, money) is saved
• Your team is free to focus on other responsibilities
• Data can be entered more accurately and efficiently

Consider the checkout aisle of the grocery store, and the barcodes that are scanned to identify a shopper’s intended purposes. Think about how long it would take to ring up a cartful of groceries if each item must be manually looked up, and how many mistakes will be made in the process. The modern checkout line is a prime example of the basic benefits of data automation in this way.

Want to Learn More?

Reach out to Coleman Technologies at (604) 513-9428! We can discuss the many ways that technology can be used to boost your business, including through data automation and other solutions. Give us a call today to learn more.

Every business is trying to do what they do with fewer interruptions and reduced costs. The more you can do with less, the more profitable your business can become. Building efficient processes is essential for the growing business, so this week will explore various strategies and practical tips to help you build more efficient processes.

Identify Bottlenecks

The first step towards building efficient processes is to identify bottlenecks. These are areas inside your business where there is a slowdown or obstruction that hinders productivity. By analyzing your processes and identifying bottlenecks, you can focus on improving those specific areas to enhance overall efficiency.

Streamline Workflow

Building a highly efficient workflow is crucial for building efficient processes. Start by mapping out your current workflow and identifying any unnecessary steps or redundancies. Look for ways to automate or eliminate these inefficiencies to streamline your processes. Utilizing technology and digital tools can significantly contribute to streamlining your workflow.

Communication is Key

Efficient processes rely on effective communication across all levels of an organization. Establish clear channels of communication and encourage transparency. Regular team meetings, status updates, and feedback sessions are essential to keep everyone informed and aligned. Effective communication reduces misunderstandings, minimizes delays, and enhances overall efficiency.

Invest in Employee Training and Development

Investing in the training and development of your employees can greatly contribute to building more efficient processes. Offer training programs that enhance their skills and knowledge, enabling them to perform tasks more effectively. Providing opportunities for personal and professional growth not only boosts employee morale but also empowers them to contribute to the organization's efficiency.

Keep Improving with Help from Coleman Technologies

Our consultants work with all types of companies that are looking to use technology to create a more efficient business. If you have a good idea about how our experts can help you improve your workflow, or if you would like to have a conversation about how you can improve your business, give us a call today at (604) 513-9428.