Author: Ubiq

Why You Need A Centralized Dashboard?

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For a company that has a headcount between 50 to 500 employees, more often than not, there are usually between 3-5 IT administrators who are tasked to tare care of anything from support tickets related to infrastructure to doing simple administration.  IT departments need to work under SLAs that require more work hours than the job description specifies for an IT admin.  They often need to drop everything that they are working on to fix emergency issues such as the corporate email not working. To reduce the amount of time they want to spend fixing the problems, IT managers look for solutions that can give them an up to date information and a “heads-up” about what is going on with the technology in the office space. This is where dashboards come into play. The primary focus of a dashboard is to show real-time information about a given tool or a service that is in production. This would give an idea for the IT manager to delegate resources depending on where they foresee the problems to occur. We at Ubiq truly believe that dashboards can do so much more than just display the usage patterns and statuses of a said tool or a service. This belief stems from experience as well as talking to our customers; not the end-users, but IT admins who have to manage the tool/service once it goes into production and is being used internally.
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When the IT department is tasked to pilot any new technology such as a Ubiq hive, in their office space, IT admin’s may not have enough patience for a product that takes them more time to setup or understand what the technology is trying to solve. In addition, once the product goes to end-users, IT admins can be bombarded with tickets if the solution presented is not intuitive. At Ubiq we wanted to address and prioritize these concerns and are in the process of building a unified solution that makes the IT admin’s life easier as well as the end-user will get the best seamless experience that is intuitive for giving a wireless presentation. First thing we are working towards is building a solution that is easy to deploy across the meeting rooms and also provide a way for the IT admin to be able to manage the Ubiq devices on the cloud! We are integrating this management of the devices with a centralized dashboard. This dashboard will allow the IT admin’s to be able to control everything that is going on in a meeting room from anywhere. This will help IT admins keep up with their support requests related to any issues that arise in the meeting rooms without having to leave their office. They can be notified of anything going wrong in the meeting room before a support request has been submitted. This will allow IT departments to focus more of their attention to other important issues in their office space. The power of a centralized management dashboard is endless.

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Your 7-Item Priority List to Manage Your IT Department

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Setting priorities for your IT Department can be a challenge. At the same time, that listing priorities gives your team direction on how to manage their projects and responsibilities. Here are 7 items to have on your priority to-do list to help your team perform more effectively.

  1. Manage Time. Time management is essential for IT employees. If a help desk ticket takes days, rather than hours, to resolve, your team should inform you. You may need to find another team member or resource to assist.
  2. Balance Human Resources. If your department is understaffed, make sure you’re not overworking your staff. Create a simple spreadsheet, noting your employees and the current and upcoming projects they’re working. It acts as visual representation to allow you to make the appropriate adjustments.
  3. Monitor Usage. Dedicate time and team members to review how technology is being used at your company. For example, Ubiq’s wireless presentation system comes with a dashboard to stay on top of how employees are engaged with it
  4. Security Check. Security breaches can pummel your business. As companies are creating BYOD policies and opening up their network to external teams, it is critical to make sure your infrastructure is protected from viruses, hacks and more.
  5. Team Check. Your IT department should be engaged and motivated. However, as a leader, you need to take the step to check in with them on current work situations, their vision and opportunities to grow the department.
  6. Speak with Vendors. Chances are that your technology is not all “in-house.” Reach out to your vendors to address concerns, get updates on new releases/upgrades and review performance and optimization. Those conversations should then be shared with your team to prepare for any new tasks or projects.
  7. Benchmark Trends. Is it time to upgrade technology or implement something new? Look at the industry landscape for the latest hardware and software. You may not be able to make changes right away. However, it gives you an opportunity to create a roadmap with other departments, and set priorities and timelines in the future.

As a leader, having your own checklist helps you to set the right expectations with your employees. In turn, you will have their support to perform to the best of their abilities. Managing your priorities will help others manage theirs.

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4 Tips for Assembling Your IT Dream Team

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Collaboration tools have made working in teams easier and more effective than ever. However, finding the right members to create your own IT “dream team” is one obstacle all organizations must overcome. In the tech sector, it can be even more difficult. Several studies report that there is a shortage of skilled workers in IT. Secondly, even with highly talented members, a team can fail when not assembled strategically. Below are some essential tips for assembling your IT dream team.
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Recruit by talent and culture

Building a dream team is similar to building a dream house. If you don’t have all the right materials, then it is most likely not going to turn out the way you want. Configuring a strong group dynamic is essential to making it work. The key to attracting talent is discovering what motivates the types of people you want, but also, whether or not those individuals will thrive in your company culture. For instance, many organizations have looked towards building a fun company culture in order to attract fresh talent.
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Know your players

The most successful groups consist of members that complement each other’s skills and working style. How can organizations find out individual’s skills and working style? One way is simply from observation and previous work experience. But, there are other ways to learn more about your employees. Some companies ask job candidates or new employees to take a behavior and skills assessment at the start of a business relationship.
For more seasoned workers, organizations can track individual performance. Instead of conducting the outdated, once-a-year performance review, leaders meet with employees for feedback sessions four or more times a year. During these, they can learn more about individual motivations, gauge experience levels, and identify strengths and areas of improvement. The more that an organization knows about how its employees work, the better. This insight will be key in forming groups whose members have skills and attitudes that complement each other.

Define goals and roles

For any project or business, a clear, well-defined goal should be established at the start. It can be easy to fall into the day-to-day execution frame of mind, which can give way to micro-management. Reminding teams of the “big picture” helps prevent them from getting off track or missing deadlines.
Furthermore, defining roles can be essential to teamwork. When each individual understands his or her purpose–and how it fits into the bigger picture–they are more likely to achieve goals. Establishing roles is another way to assure that the workload is evenly distributed and that each member contributes. For instance, leaders are crucial for setting the example and uniting the rest of the team.

Use data to improve

There are dozens of factors that can affect whether or not a company or a project is a success. However, when businesses track the progress of a goal from idea to execution, they can make adjustments in real-time. At the end of a project, reflect on group performance data, use wireless presentation software to visualize the top takeaways, and improve future teamwork.
Building an IT dream team that continuously tackles projects and champions their industry space won’t happen overnight. However, organizations that devote the time and resources into strategically recruiting and fostering productive team dynamics will rise above their competition.

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How Simplicity Leads to Better Collaboration for Your Users

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Advanced technologies like cloud adoption, collaboration tools, wireless projection, and mobile devices are changing how organizations reach their bottom line. In working environments around the world, collaboration is becoming the norm. Instead of working alone in cubicles, more offices are adopting open floor plans or sharing coworking spaces.
According to Queens University of Charlotte, 3 out 4 employers view teamwork as very important to business success. Many companies are implementing technologies to make it easier for employees to work together on projects and increase overall efficiency. However, the question many face is how to get them to use it effectively.
Whether you’re deploying a new wireless presentation software, internal employee site, or interactive displays, simplicity is key. How can simplicity help foster collaboration in your organization?

Anyone can use it

The success of collaboration ultimately relies on end user usage. Tools should never get in the way of tasks. Most collaboration tools are designed to improve processes. They are meant to increase productivity and flexibility by allowing users to work together in real-time from anywhere, not just workstations and huddle spaces. If a new software or program is too complicated or has too many features, it could have the opposite effect. A product that is meant to make a process easier and more efficient can actually end up slowing individuals down.
Furthermore, a complex system often requires users to go through hours or days of training in order to use it effectively. Simplicity allows users to bypass any learning curve and jump straight into projects.

It encourages users

Having a high-tech device or expensive software available doesn’t guarantee that people will take advantage of it. The ultimate goal is for it to be a valuable resource that they consistently want to use. Part of successful adoption of any service is in realizing the value it provides, but another crucial part some organization forget is making it easy to use.
Simplicity helps make users more open to trying a new tool. For instance, collaboration tools should be able to integrate with other systems that they commonly use. This streamlines the workflow, saves time, and increases productivity.

There’s less room for confusion

In a study by Salesforce.com, 97 percent of employees and executives agreed that the outcome of a task is directly impacted if there is a lack of alignment or understanding within a team. As a project grows in complexity, the likelihood of all the team members understanding it often decreases.
When simplicity is at the core of any job function, it leaves little room for confusion. In other words, it helps to ensure that all members involved in a project or business know the objectives and goals and how to reach them.
Businesses that adopt a collaborative work environment can increase productivity and even improve the quality of end products. However, many organizations realize the value of collaboration to their success, but still aren’t sure how to implement it. This is where simplicity is crucial. In order to foster beneficial collaboration in your organization, simplicity needs to be the driving force behind it.

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4 Ways to Increase Employee Engagement

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Let’s be honest! Your employees don’t only work for you. They are your brand’s ambassadors. People talk about what they do and where they work. Those experiences give an impression to others as to whether they want to be connected to your brand.
It can be a challenge to motivate teams. Think about it how you integrate new technology and how quickly the company adopts a new system or process. It may lead to a shift in company culture to get employees more involved beyond their day-to-day responsibilities.
Here are 4 ways to increase employee engagement:

  1. Be the example. You cannot expect employees to engage, if you’re not willing to do it yourself. “If you build it, they will come” is not enough.
    • Ask honest and relevant questions to begin conversations
    • Set up a wireless presentation for teams to share work, ideas, etc.
    • Share your ideas and be open to others sharing theirs. A great opportunity to test new concepts and approaches to work
  2. Know your people. While employee feedback surveys and polls can give some insights, it’s what you do with that information that will show employees that you care about them:
  • Put faces to names, and learn what they do for your business
  • Create an employee social network and share contacts through your unified communication system
  • Host internal “focus groups” to understand your team members’ vision and future goals for your business
  • Promote professional development by coordinating classes and workshops, based on team interests
  1. Acknowledge efforts and successes. Take “a job well done” to the next level.
  • Create a team newsletter/blog to recognize team and individual achievements
  • Highlight your team’s work to executives and share the feedback with your employees
  • Say “Thank You”
  1. Developing incentives can increase motivation and productivity.
  • Reward employees with company-sponsored event, like free lunch or an early dismissal
  • Feature employees on company blog. For example, show how employees are using the latest presentation software
  • Develop employee referral programs to attract new talent

The common denominator will be authenticity. Employees are attracted to managers and colleagues who are genuine in their interests and work. That encourages motivation and helps employee feel like they are making a difference at work, and not just a hired hand.
It is extremely important to build solid and loyal relationships with your employees. To do that, you should engage with them from gaining feedback on a proposed campaign to developing new ideas to optimize your business. As your business grows, so will your employees.

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IT’s Impact On Your Overall Business

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Technology is constantly evolving with new products hitting the market daily. However, the latest hardware and software may not be the best fit with your company’s needs. Before undertaking any IT initiative, it is important to examine the impact of change on the overall business.

  • Company objectives and goals. Your executive team has a vision for the business that may cover a few years. A proposed IT change may impact timelines for approved projects and campaigns. It is important to understand expectations of the business and place them against the benefits of the proposed technology such as wireless presentation. You should explore if the change will help to reach goals more efficiently.
  • Business processes. Across the company, each team or individual may have its own way of doing business. If documented, standard operating procedures should help IT understand how changes can enhance or hinder existing processes. Business intelligence, systematic workflows and resource management need to be reviewed to get a clear picture of the current operational landscape. You should also include any third parties to limit any disruptions in services.
  • Employee satisfaction. Employees rely on technology for their performance. Changes in hardware and software will often require time for training, based on skill and comfort level. Therefore, it’s important to understand who will be impacted by the change, how they are currently working and why the initiative is necessary. By acknowledging the employee in the decision-making process, it will be easier to adopt new technology across the company.
  • Customer satisfaction. Your end-user may be outside of the company. Technology changes can impact your back-end processes as much as your front-end display. For instance, if your business has an e-commerce site, it is important to make sure those changes are seamless to the customer. A disruption in their access to your brand can be hurt your company.

Consider the following when creating a proposal for an IT initiative:

  1. Present performance data on current situation where a change may be necessary
  2. Speak with colleagues and partners about current processes to identify opportunities for improvement
  3. Review standard operating procedures and workflows
  4. Outline the potential benefits and disadvantages of proposed initiative
  5. Create a schema and timeline of implementation/integration


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5 Hacks To Boost Productivity In The Office Space

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The average rate of productivity in the workplace is said to have improved slightly in the past year, according to the Department of Labor (DoL). However, many organizations are still challenged in this area. For instance, another survey by Salary.com found that 89 percent of employees waste time each day, with some losing at least 30 minutes by doing non-related work tasks.
When it comes to increasing worker efficiency, several factors from health and sleep patterns to office design and desk plants have been said to influence it. Year over year though, a few hacks have continued to prove effective in boosting office productivity.
1. Take Control of Technology
Several studies have shown that technology can boost worker productivity, but only when used effectively. One example of effective technology usage is to save time. For example, implementing wireless presentation software can open up time that was once wasted on setting up meetings, implementing digital signage that sends your conference room calendar to all of your interactive displays can help increase meeting room attendance, and using video conferencing can save you from traveling across the globe.
The key is to guide and control how certain technologies are used to create engagement and avoid distraction. For example, online collaboration tools allow workers to share, proofread, and edit projects in real-time from anywhere, accelerating the entire process. However, relying on them too much or using them unnecessarily can decrease efficiency. Organizations need to find the balance that works best for them.
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2. Set Performance Goals and Track them  
One basic factor that can hurt productivity is that employees simply don’t know what is expected from them. When organizations give their employees specific, clear and realistic goals, it can help boost motivation and competition. This is especially true when individuals are rewarded or recognized publicly for meeting and exceeding goals. In fact, not recognizing achievement is the number one reason that people leave their jobs. Companies can even increase engagement by tracking and gamifying performance milestones. Several online applications and programs like GamEffective can help track productivity and transform it into a game or employee engagement tools like OfficeVibe, that can engage your employees in less than 5 minutes a month.
3. Measure Productivity Consistently
Every business is unique, which means that not every productivity tool or policy will produce substantial results. This is one reason why establishing a consistent method of measurement is essential.
Another, perhaps more important reason, is that it creates the opportunity for company leaders to give employees meaningful feedback and to receive feedback from them. Measuring efficiency in your office should be designed in a way that helps employees grow personally and professionally.
4. Let them Work from Home, Occasionally
The Harvard Business Review published results from a study on Chinese travel company, Ctrip’s remote workers. The company compared the efficiency of employees allowed to work from home to in-office employees for a nine month period. It found that the at-home workers made 13.5 percent more calls per week on average than their in-office counterparts.
The study claimed that giving employees a break from the daily monotony of their workstations, meeting rooms, and huddle spaces can actually boost happiness and productivity. It wasn’t that the at-home group worked harder than the on-site one. It was all about having flexibility. Maintaining a healthy balance between on-site and remote options can increase overall performance.
Employees are the driving force behind every organization’s success. With so many devices and gadgets, they can easily lose focus and fall behind. Organizations that take control of their office environment and engage workers are the ones that will maintain increased productivity and growth year after year.

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Are you Creating Engagement for your Users or Distractions?

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According to a frequently cited Gallup Survey, only about 13% of employees worldwide are engaged at work. High levels of disengagement have been linked to high turnover rates and poor company performance. Engaging workers at every level is one of the top priorities for CIOs, CEOs, and other company leaders. Businesses and organizations from every industry acknowledge the importance of engagement but struggle with how to foster it. One theme emerging from the initiative to engage audiences is the use of technology.
Whether it is in the classroom or in the boardroom, technology can be influential in promoting user engagement. However, it also risks crossing the line from engagement to distraction.
How can you tell if your technology is a useful tool for engagement or a harbinger for distraction? Here are some ways that you can tell the difference and tips for avoiding distraction.
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1. Define your purpose
One of the biggest mistakes that organizations can make is buying the latest devices or high-tech software before having a clear, defined purpose for using them. For instance, if you frequently hold meetings and lose valuable time setting up cables or troubleshooting installation problems, investing in a new wireless presentation software might be worthwhile.
Leaders of an organization should first ask what do we need? Then, how will it help make users and workers more productive? If it’s possible to achieve your purpose efficiently without the use of the proposed hardware or software, then it is more likely to become a source of distraction than engagement.
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2. Establish Guidelines
Today’s workforce is showing an increased desire for engagement technologies in the workplace. In the 2015 Mobile Trends in the Workplace survey, a significant percent of Millennial and Generation X respondents stated that the technology that employers use to communicate with them matters. In another study, 70 percent of employees said engagement software would improve their work performance.
It is important for organizations to fill this growing desire for technology. In order to avoid the tech from becoming distracting though, they need to establish a clear set of user guidelines. Leaders can even set user parameters for some tools.
An example of this is the growing use of social media at work as a successful method of engaging workers. This can easily become a distraction. Facebook has recently launched “Facebook at Work”, a platform designed specifically for organizations to work together, but with a similar social media model.
3. Limit your usage
Too much of a good thing can always turn bad. There are hundreds of gadgets and tech for users to choose from, which can make it hard to choose the right ones. Narrow the number of gadgets, collaboration tools, and tech-driven programs that you implement to a few at a time.
Leaders can set specific hours and times for employees to use a new e-learning program, technology, or other tool. These new devices are meant to enhance performance, but relying on them too often can backfire.
In the end, how you implement these new gadgets will determine whether or not they will engage or distract your workers. If you communicate your expectations to users from the beginning, set clear parameters, and don’t grow heavily depend upon them, you’re less likely to turn a tool for engagement into a source of distraction.

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6 Ways To Ensure That Your Meeting Rooms Are Secure

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A top concern for CIOs, CEOs, and IT personnel is the leaking of sensitive or proprietary information revealed during exclusive meetings. Now that everyone owns a mobile device and data breaches are on the rise (up 40 percent last year), information security in meeting rooms is even more difficult to maintain.
Ensuring that your data is safe before, during, and after meetings is crucial for any organization, especially for those in government, healthcare, and technology sectors. Below are some tips for ensuring that your meeting rooms are under lock and key.
1. Control preparation materials
When preparing materials for a presentation or conference, limit the use of physical data as much as possible. In many cases, losing or leaking physical data can be more likely due to the lack of control. If you are using collaboration tools or software to pull together figures, graphics, and presentations, make sure that it is with a secure provider and only select individuals have access to it. If it’s online, never use an insecure network or public Wi-FI.
2. Assess the space
One of the best ways to ensure your meeting rooms are secure is to assess them beforehand. If it is located in your office space or another entity that you control, this is easier to accomplish. If it is located elsewhere, try to do a security walkthrough before the event. Get to know the security staff and any meeting policies.
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3. Using wireless presentation systems
It is easier to limit possible security leaks if you own or control the meeting space. But oftentimes, you may need to present at other locations off-site with another company’s AV equipment. In these instances, using a wireless presentation system can allow you to upload data straight from your device to any pre-existing audio visual setup. This limits the access points and narrows the chance of a breach.
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4. Verify attendees
For bigger meetings, having a list of approved participants is key. Some may go as far as giving each attendee an ID badge or other mode of identification to ensure that only select individuals are allowed in. This can prevent any competitors or leaks from entering, and it can track participants in case one does occur.
5. Brief participants
Before beginning a meeting that may contain restricted information, quickly inform participants. Let them know that it is sensitive, give them a tip sheet on how to protect data after the meeting ends, or have them sign a short, to-the-point contract regarding the release of information and responsibilities.
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6. Restrict the devices used
Another threat to security in meeting rooms is the use of mobile devices. In a Ponemon Institute study, leakage of information was the top risk of insecure mobile devices. In some cases, restricting the use of a smartphone, tablet or any mobile device, can be extremely difficult to impossible, especially when it comes to larger events. However, you can still ask participants to refrain from using these devices during all or some restricted parts of the meeting. Personnel can help monitor the room and enforce the rule when a meeting is in session.
In an age where everyone has a smartphone camera or recording device, it can be difficult to keep sensitive information released in meetings a secret for long. However, companies can take control of the situation and increase security with these best practices.

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