IT and the office: how to ensure maximum efficiency
When managing the daily work of several members of staff, it is only natural to wonder how we can bring IT and the office together to best effect. The first point to consider is the external internet connection.
Great attention must be paid to this aspect, bearing in mind that without an internet connection, it would be impossible to work. In order to satisfy all related needs, it is therefore necessary to be equipped with a high performance line, which may be either fibre or ADSL.
It is also essential to have access to a secondary back up line. This could be on a Hyperplan WIFI network or 4G. Another fundamental part of the system is a modem and router able to offer an automatic switch in the event of network problems. Another central feature must also be the firewall, the main defence against external attack.
By using these solutions, VoIP communication, now widespread in both private firms and the public sector, can also be easily utilised, with virtual switchboards, thereby avoiding system breakdowns and downloads.
How to manage workplace devices
For those who do not possess Windows based systems and are used to working with cloud, a very interesting solution is the Linux operating system. It is sufficient to use the mouse and interact via onscreen windows, quite similar to those seen in Windows.
There are, obviously, some differences, for example the option to use Thunderbird instead of Outlook and LibreOffice in place of the Microsoft Office suite. Another important feature is the possibility to navigate the web using the Firefox browser in complete security.
Please note. The above list of recommended systems is not intended to suggest that in order to optimise IT in the office, one should not use Microsoft solutions, or that their quality is in any way inferior to other systems.
Other important aspects to take into consideration include the cost of the licence. It soon becomes apparent that there are more than enough valid alternatives available to enable all objectives to be reached.
Furthermore, when working with Linux, you can say goodbye to one huge issue: the risk of viruses. Devices do not necessarily need to be high performance. In some cases, older equipment may be sufficient. In fact, currently there are many devices with adequate compatibility, ranging from laser printers to photocopiers.
Another important tip to optimise the management of devices used on a daily basis is to remember to provide some valid continuity groups for the computers. It can be very dangerous to omit these. Overlooking them is similar to driving a car without using a seatbelt.
How to manage email.
To provide an efficient IT office performance, how you manage email is also important.
Nowadays, it is not worth going to the trouble of long and time-consuming back up procedures. There are solutions available which allow you to save time and to get the system to manage its own back up operations.
To make this management really efficient, the IMAP protocol can be used, which permits perfect synchronisation with mobile devices, now essential for companies wanting to work in an agile way.
As far as data received by email is concerned, it is essential to have a network NAS or a centralised server, which may be accessed via specific credentials which allow the user to visualise and modify the various folders.
Finally, we must also mention the network cabling system, which must be designed and monitored by a professional with IT knowledge, so as to avoid future slowdowns during the copying of files or damage to the copies, which can be frequent occurrences when such work is carried out by unqualified personnel.
Translated by Joanne Beckwith
