Coleman Technologies Blog

For this experiment, we’re going to assume that we are starting from scratch. The optimism and cautious excitement that goes into starting a new business endeavor is palpable. Let's assume for our purposes that you’ve determined that you need to support the following applications:

• Email
• Voice over Internet Protocol
• Line of business applications
• Productivity applications
• HR and operations software
• Storage (enough to support above)
• File sharing
• Backup

It’s not hard to ascertain the surface costs of implementing these technologies, but when trying to figure out the total cost of ownership, it may be a little more difficult. Objective comparison of the two platforms has to begin at their core needs. On one hand, In-house computing comes with several, including power, maintenance, management, and redundancy (and the management and maintenance of that platform), while cloud computing may need enhanced bandwidth and redundancy to work for a business. These costs have to be figured in when trying to plan your next steps.

Then there is the question of who is going to use your data, and what kind of protections need to be put in place as a result of that qualification. What compliance regulations does your organization have to meet? How many users does the network and infrastructure have to support? What software do you need to run? There are literally dozens of questions you have to ask before making any definitive decisions about what kind of hardware you are going to need, let alone what kind of hardware solutions you plan on using.

Once you’ve ironed out the particulars, you will then have to make the big choice. Do you want to buy physical hardware, cloud-based hardware, or some combination of both? Let’s analyze all three options:

In-House Computing

The first thing you have to be cognizant of is that once you decide that your organization needs in-house server infrastructure, you have to know that it is going to cost you a pretty penny. In order to support a full-scale communications solution, all the applications your business uses to do business, email, and backup you are looking at a seriously hefty price tag. Not only are you looking at a few thousand dollars per server, costs that are incurred in configuring the servers, warranties, and maintenance to that server could push the cost into untenable territory, especially if there isn’t a good deal of upfront capital available.

Beyond all that there are HVAC and security costs that need to addressed the first time around. The biggest expense, by far, is the cost of management. If you outsource your IT services management to a company like Coleman Technologies, you may be able to mitigate some of the recurring costs and get expert management, but ultimately the facts point to on-premise hardware rollouts costing a substantial amount more than utilizing cloud, especially with today’s IaaS costs.

Implementing an in-house server room does provide you with some pretty stark benefits, however. They include complete management over the systems within, the resulting comprehensive data security, and access to data without an Internet connection. It also front-loads the costs associated with the environment, so if the big capital expenses don’t cut into your operational budget considerations, you will be paying less per month. The infrastructure costs (which are fixed costs) and the management and maintenance of it, and operational costs (that are very often variable), all have to be taken into consideration, as does your organization’s regulatory compliance needs.

Cloud Computing

For the start-up that doesn’t have any overreaching data compliance issues, utilizing cloud computing is a no-brainer. Not only are there limited set up costs, there are so many different service-based computing plans that it is now possible to strictly use the cloud for all of your organization's central computing.

For the established company, it may be a little more difficult, so before we go “all hail the cloud!” on you, we have to admit that there are plenty of considerations you have to make if you were to go ahead with a completely virtualized computing infrastructure for your business. Here are a few:

• Migration Time and Cost: Getting started with cloud computing may not come with the enormous capital costs that an inhouse server would, but there is cost, especially if you are migrating data. For an established business to move from physical servers to cloud infrastructure there is a substantial investment. It takes a lot of bandwidth and time to move all if an organization’s data over, and in doing so, you will likely incur a fair amount of cost.
• Dependability and What Uptime Really Means: Cloud providers like to measure their effectiveness in uptime; and, in doing so, don’t properly represent what customers want from their cloud provider. Businesses need ubiquitous access to data and applications stored on a cloud construct, and sometimes that can be a problem. The VM running the server may be up, but if there isn’t access to critical information and applications, a business deals with their own downtime, which is a major problem.
• Problems Estimating Costs: The cloud’s cost to a business seems simple enough, but a lot of business owners do a poor job of estimating the true cost of the service. With cloud computing pricing costing businesses so many cents-per-service-unit, they often fail to multiply this cost over months and years. By moving the least utilized applications over first, a company can save more money than just moving it all over at once.
• Trusting Your Architect: Well before cloud implementation, a company would have a cloud architect make them a map (of sorts) so that decision makers can see how the data flows. A problem arises when you’ve trusted the plan and mid-implementation, the migration team wants to change everything. To avoid a complete cloud migration failure, your best bet is to consult with the architect to make certain that everything goes to plan.
• Cloud security: For companies that migrate over to the cloud, they will have to know beforehand that all of the solutions they had deployed to protect their systems from threats are probably not going to be deployed by the cloud provider. As a result, it may initially feel as if the cloud construct is lacking security. Hiring a third-party to test your security will go a long way toward alleviating (or reaffirming) the concerns you may have about your cloud’s security.

As costs go, it’s pretty evident after considering all the factors, that deploying new infrastructure is always going to be costly. An organization can save money by moving to the cloud as long as the migration is done properly and meets all the file sharing, data security, and deployment needs that an organization has. In fact, most organizations have some sort of cloud project on the books for this very reason. The benefits outweigh the detriments for a lot of what companies do.

The Hybrid Approach

Nowadays, the Hybrid Cloud approach is becoming more popular. As data regulations increase and legacy software is still mightily functional, the best option is often to deploy both a cloud platform and keep an on premise server. Essentially, finding ways for the two to work in unison is called a hybrid cloud. While this seems like a match for nearly every business, it comes with a great deal of design and implementation headaches, and can cause significant cost overruns.

In order to design and deploy an effective hybrid cloud, you first have to know what the potential pitfalls can be. Two include:

• Utilization uncertainty: When moving part of an organization’s data and infrastructure to the cloud, there should be a baseline of utilization that is acceptable. If you overplanned for cloud utilization, you could be looking a pretty hefty bill in the face for computing resources your organization will never use.
• Development costs: The two computing constructs often won’t “play nice” and as a result you may be looking at substantial development costs during the integration. These costs are variable and are difficult to plan for, so like everything else IT, plan to spend more than you will and you won’t be left disappointed.

To solve the challenges that come with significant hybrid cloud costs, many organizations will abandon the idea, but really it’s about simplifying the whole process. New strategies, practices, and products are being formed that will simplify the hybrid cloud process, while allowing an organization to get the most out of their IT infrastructure. It won’t be long before there will be hybrid cloud services that will marry the two ends into one secure and dynamic IT infrastructure. Until then, however, controlling your computing costs, no matter the platform, will take careful consideration and thoughtful planning.

At Coleman Technologies, we have years of experience designing, implementing, managing, and supporting powerful IT infrastructures for businesses of all sizes. To learn more about cloud computing, including hybrid cloud implementations, reach out to us today.

Public vs Private

The public cloud is typically used by businesses that don’t have the infrastructure, or the budget to acquire said infrastructure, for hosting cloud-based applications or services. Public cloud solutions are those which are hosted by the provider and accessed remotely through an Internet browser, mobile client, and associated account. They are particularly valuable for businesses that don’t have the means to reliably host their own solutions.

On the other hand, a private cloud solution is used by small businesses that have a means of affording and maintaining the solution. This means administering maintenance to the software and hardware associated with the system, as well as monitoring it for security purposes. Basically, when you go with a private cloud solution, it’s much more involved than a simple public cloud system, so you should be prepared to deal with plenty of issues that wouldn’t be an issue if the solution was hosted elsewhere.

What to Consider

When considering the implementation of a private cloud infrastructure, be sure to consider the following:

• Security: You’ll have more control over your solution if you host it privately onsite, but you’ll also need to adequately protect it.
• Access: Will employees have access to your organization’s cloud solution while out of the office? Hint: They better, otherwise there isn’t a reason to have a cloud. Since your cloud-based applications are stored on your in-house infrastructure, you’ll need to make sure accounts are set up properly and protected.
• Management: Managing a cloud solution is no joke, and since you’re hosting it on your own private server, it comes with all the annoyances and benefits. You can customize your cloud solution to suit your needs, so be sure to understand what you need beforehand so you can leverage it to the best of your ability.
• Maintenance: Taking care of a cloud solution is also a major responsibility, so expect any in-house IT technicians to have a lot more on their plate than they already do.

Coleman Technologies can help you mitigate the issues of a private cloud infrastructure by hosting your private cloud on our own servers, thereby removing the burden it places on your organization. To learn more about this cloud strategy, reach out to us at (604) 513-9428.

Microsoft’s Dedication to Security

Microsoft has as good of a handle on the nature of cybersecurity as any other major software company. The sustainability of their business and the effectiveness of their products are dependent on it. If their security software didn’t work well, there is no way they could sustain their place as the world’s most important software company, right?

One problem they are running into is that their security is SO effective, that hackers had to shift the ways they tried to infiltrate networks and steal data. The establishment of phishing is a social engineering term for duping a victim into downloading software that’s only purpose is to gain access to their personal data, which leads to data and identity theft, and in the case of business computing, access to much more.

Businesses Have Trouble with Security

Today’s business has to deal with a lot of different security issues. First, they are responsible for having the technology protections connected to each part of their computing infrastructure. This can be as simple as having the router-supplied firewall and an antimalware program loaded on their server. It’s likely, however, that the average business will need more coverage over their network to secure it, and the data stored behind those security platforms.

Next, and maybe most crucially, it is the business’ responsibility to train its staff on what kind of issues to look out for. Today, most malware infections and other infiltrations are the result of a mistake made by a person that has credentials and access to data. If your organization doesn’t properly train your staff on how to eliminate these threats, there is a fair chance that your network will be inundated with some type of malware at some point.

Microsoft 365 Security and Compliance

Microsoft, acknowledging the need for an enterprise product that combines the power of their Windows 10 operating system, the productivity options presented from Office 365, and powerful security and compliance controls, has launched Microsoft Office 365. The cloud-based solution presents the core computing resources that any business could use in a product that is available right now from Coleman Technologies.

Our knowledgeable technicians can help you find the right security platform for any of your business’ computing needs. Call us today at (604) 513-9428.

There are a few kinds of vendors, offering various things to businesses like assorted supplies, equipment, and services. One kind of vendor that has grown increasingly crucial in particular, is that which delivers cloud services to businesses. Due to the expansion of the cloud’s utility in all kinds of business purposes, the choice of a vendor has also expanded in importance.

How to Select the Right Vendor, for Cloud Services and Otherwise
This is going to require some preemptive research and consideration of your own goals. Once you’ve determined your priorities in both the short and long-term, you and your IT resources should examine your available options to see which vendor is most compatible - and that’s in more ways than one.

Not only should your vendor offer what you need at a reasonable rate, there should be some consistency in the goals that your organization and theirs have. You also need to be able to trust your vendor to attend to the services agreed upon, whether that’s a managed agreement or a simple equipment procurement.

How Cloud Services are Different
However, your vendors for your cloud services should be held to a somewhat higher standard - after all, your data is going to be at stake. Therefore, it is important that they be graded differently than your other vendors would be.

Before committing to a cloud service provider; or a cloud strategy in earnest, there are two considerations that must be examined. First, what data is your vendor going to be able to access, and second, what applications can your vendor access as well?

After this initial consideration, you need to also take other factors into account, like how business-critical a said process is, how compliant they are to certain policies, and how much risk is involved in a given action. From there, you can establish if a particular cloud vendor is a good fit or not.

At Coleman Technologies, we can technically be considered a vendor ourselves, as we provide our managed services to other businesses. As such, we’d like you to consider us a candidate for your IT needs. Give us a call at (604) 513-9428 for more information.

Wish One: Security Awareness
Some IT professionals feel like their job never ends, particularly in the realm of cybersecurity. They might feel that training employees to be aware of their actions is an uphill battle that just never stops. Increasing awareness of security is one of the key roles that an IT department plays for your organization, and if you can make their lives easier by shifting any of this responsibility from them, they’ll greatly thank you for it.

Wish Two: More of the Cloud
The cloud is a great way for organizations to get more out of their technology as it allows them to access services that might be exceptionally time-consuming to manage in-house. Saving this time is something that your IT department would relish, as they likely have their hands full with their current responsibilities. The cloud alleviates many of these pains, as it improves operations by enabling your business’ employees to access solutions on any device they want. The cloud gives your organization the opportunity to eliminate waste and deliver assets in a much more convenient and accessible way.

Wish Three: Improved Working Relationships
IT often has to deal with much more than just keeping your business running; it also involves communicating with other workers in your office. To put it in simple terms, the IT department is going to be on the receiving end of all your employees’ frustrations. You can give your IT the gift of a policy in which they must hear IT out. This gives them the ability to learn a little bit about the process, and it could potentially save several contacts with the IT department, meaning more time for them to spend on other initiatives. An outside perspective is helpful for helping people understand each other.

Does your business need the gift of managed IT? Coleman Technologies can help. To learn more, reach out to us at (604) 513-9428.

Of course, moving to a cloud-based email solution might seem a little intimidating--especially if you’ve never dealt with a cloud-based service before. We’ll help you make the jump with four tips and tricks to consider for this process.

How is Your Email Being Hosted?
First, you’ve have to determine whether the solution will be hosted in your own personal on-site cloud or if a service provider will host it. If you opt out of managing your own cloud-based email solution, you’ll have to determine if a public cloud is the best place for your email, or if you’d rather have it hosted privately by a managed service provider like Coleman Technologies.

Be Sure to Include Archiving and Backup
If you’re not taking advantage of archiving and backups for those archives, you could be putting your business in jeopardy. What if you ever have to refer back to past emails to determine who said what in the event of a disaster? You should be sure that you are routinely archiving your emails, as well as backing up those archives to make sure they are always available when you need them.

Don’t Forget About Security
If you’re storing your organization’s email infrastructure online in the cloud, you’ll have to worry about the security of it. Make sure that it’s protected--a firewall, antivirus, and especially encryption. With the amount of sensitive information found in most inboxes, you need to keep it secure.

Consider the Devices Used
When choosing an email solution, you should think about which devices will be accessing it. Most of the common email applications out there, including Gmail, Microsoft Outlook, and so on, will have mobile applications that can be downloaded to devices for on-the-go access. After all, if you’re implementing cloud-based email to improve access, you want to make sure your employees actually have access to it.

To learn more about how your business can take advantage of cloud-hosted email solutions, reach out to us at (604) 513-9428.

The types of cloud storage are:

Public
A public cloud is the most accessible form of cloud storage (and cloud computing) for most individuals and small businesses. It comes equipped tied to productivity, management, and other utility applications and is relatively affordable compared to all other types of computing/storage, coming in at just cents per gigabyte. Whatever gains you get from the public cloud, it typically loses in terms of flexibility and customization, as many providers charge a flat rate per user or have static service levels that must be adhered to.

Private
Private clouds differ in that the management of the cloud platform is delegated to your business (or to an outsourced provider like Coleman Technologies), which means that if you’re not taking care of it, nobody is. On the other hand, since your business is the one in control, you have freedoms that you wouldn’t have otherwise, including complete and total control over your cloud infrastructure.

Hybrid
A hybrid cloud storage system is one that takes the customization and flexibility of the private cloud and combines it with the accessibility and ease of use of the public cloud. Since some aspects of your business’ computing need more diligent care than others, hybrid cloud storage melds the cost-effective computing of the public cloud with the more hands-on private cloud to create a computing infrastructure that works the way your businesses needs it to work, while allowing for a pretty significant cost reduction in the places where it’s possible.

The Benefits
The main benefit of cloud computing is always going to be accessibility. You can get access to the files you need from anywhere in real time. Public cloud solutions allow your organization to forgo burning your available capital on the often-enormous upfront hardware costs, while adding the benefit of scalability. You can purchase the storage space you need and scale down and back as needed, but, as mentioned above, with public cloud solutions this benefit may be broken in to static tiers of available space.

The best way to take advantage of this is by working with a managed service provider like Coleman Technologies who can host and manage the cloud on their own infrastructure. To learn more, call us today at (604) 513-9428.

According to Walters, there are three trends which we can expect from the cloud for modern businesses:

• Algorithms will replace certain workflows.
• Mobility in the office will grow.
• Access to data will improve.

Automation Simplifies Tasks and Workflow
In several industries, there are positions which require monotonous repetitive actions, like assembly line workers and phone support. Instead of paying these people for being physically present for these tasks, these positions can simply be fulfilled with algorithms and technology based in the cloud.

Walters compares this trend to electronic payment systems. Prior to these automated processes, humans had to stuff envelopes with checks and send them through the mail. Furthermore, instead of taking down credit card numbers and processing the information manually, we now have machines that process all of the information for us. While people still have to manually input information on occasion, the point stands that the majority of the time, automated tasks are far easier and more efficient.

Leave the Office Behind
Technology has progressed so far that mobility is the key to business. It enhances productivity no matter the work environment. Previous generations had to work in the office, but with the increased prevalence of mobile technology, we are no longer limited by the boundaries of the office. According to Walters, "Business cycles will still be normal, 24/7 affairs, but we'll be selling from the beach, presenting from the living room, and securing shipments in the den. These traditional office functions will not need an office presence."

Break Down Data Barriers
Data will be much easier to access in the future, all thanks to cloud computing. The boundaries which previously limited access to data will all come down, allowing access whenever it is needed. Information will be located within the cloud, rather than what Walters calls "information silos," where individuals can easily access it.

Employees might no longer need to partake in tasks which waste time and energy that could be better spent somewhere else. According to Walters, "It would be a sea [of] change in how workers see themselves. We would no longer work for a single company, yet have a profession, working with many companies at the same time - a sort of hypercharged freelancer."

The cloud is a powerful business tool today, but can you imagine how valuable cloud technology will be in the future? Coleman Technologies can help your business take advantage of all the cloud has to offer. We can equip your business with productivity solutions to help your business access information both on-the-go and in-house. For more information, contact us at (604) 513-9428.

The cloud has proven to be an extremely useful tool for the modern business. Not only does it provide anywhere-anytime access to applications, processing, storage, et al; it also delivers those products as a service, allowing you to budget for recurring costs rather than major upfront ones. This provides your organization with functional, supported, and secure computing environments that eliminate a lot of the support costs that traditional computing environments require. It sounds like a perfect scenario for small and large businesses alike, but things aren’t always what they seem, as a lot of cloud users have found that they have incurred several hidden costs by using cloud platforms. Today, we take a look at these hidden costs.

Profitability is less the measure of being able to turn a profit, and more the measure of how much profit you can make. For the successful small business, the integration of technology can dictate what kind of annual margins you are looking at. For the new company, however, it can be something even more critical: the difference between setting a course for success, or wallowing in failure. Today we analyze the cost difference between hosting your IT in-house, or choosing to host it in the cloud.