Websites: Costs + Hosting

The costs of owning a website are complex, and a lot of people are surprised by the number of hidden costs. Let’s break it down:

1) Hosting: this can be either a monthly or annual fee. 

2) Regular maintenance, security, and updates: A service provided by your ITA member to help stop your site failing, glitching or getting hacked.

3) Routine backend maintenance of your site.

4) Keeping your website updated and fresh: This includes adding fresh content and articles, for example updating photos and keeping product details updated. 

5) Small change requests: Whilst many web development companies might build you a site, they may not be equipped or even well suited to handling small change requests. Finding someone who handles IT tickets all the time every day means that you can just email your request and it will be done.  

6) Knowing who is visiting your website. This is crucial to the success of your website. You must analyse who is visiting and how you can improve your organic reach. You can get reports for as little as $5 a month, or more detailed custom report which help to understand who is visiting your website. 

7) Marketing your website: In other words, actually getting visitors to your website 

  • Marketing can be as simple as having standard SEO added during the website build and then updated as things change. 
  • Having your website on your business card and email signature.
  • More advanced options include: Advanced SEO (Search Engine Optimisation)
  • Ad campaigns.
  • Remarketing goggle ads set up.  

This list helps to give you a more realistic distinction around “website costs” . While the costs are not huge, some customers are surprised because they assume that after they have built the site there are no more costs. 

More on website Hosting:

Once your website is developed you may find that there are so many web hosting options, that it feels slightly overwhelming. 

Before you go with the one with the cute adverts, or the cheapest ones, here are a few crucial things to consider:

  • Having a strong and reliable web host is important for an effective website.
  • The right web hosting should be considered the foundation of your website. 
  • The wrong web hosting can cause loss of sales and security nightmares. 

What you need to know about Web Hosting?

  • A web host provider is a company that will host those files for you on their servers.
  • Going with a reliable web host ensures your website is web-accessible 24/7. 
  • Web hosting providers guarantee server maintenance by making sure that all the software and equipment is always updated and tested for functionality. 
  • The right web hosting keeps your website up and running with limited issues.

Ultra IT will ensure that the hosting they provide for you is high functioning and gives you good value. With the myriad of options that are available, this saves you valuable time and money.   

In Summary:

Knowing some of the costs of owning a website at the outset helps with budgeting for success with your website. 

The advantages of having a good quality web host are many. It really does help with the success of your website in the long run, as well as stand you in good stead with your website security. For more information or help, feel free to contact us here for a friendly chat.

Cyber Security – What you need to know!

By Paul Caldwell – Microsoft Security BDM 

What should I be doing to secure my business? 

One of the first things about Security is realizing that security is much more than stopping people “hacking in”. 

It is fundamental to any business to have a business continuity plan (BCP). If you plan for a power outage what happens? Your IT systems will be down.  

Can I use the same plan if an outage occurs to my IT systems and it’s not a power problem?  

Security is the foundation of resilience. 

The hardest part about security is getting started. Often, it’s on the “to do list” until it’s too late.  

Hopefully you have already talked to your IT partner and had the security business continuity conversation.

If not “What should I do first” is a common question? Rather than recommend one single thing, the answer should be – “Have a plan”  

So, what does your plan need to cover? 

  • Firstly, look at any existing business continuity plan. Is it up to date has it been tested? 
  • Look at not just the worst case but also the best case and know that when an incident occurs it will lie somewhere in
  • Most importantly have a plan, know what to do and who to call. 
  • Understand your risks and apportion the appropriate resources to minimize those risks.
  • Make the plan proactive. Be a fence at the top of the cliff and don’t rely on an ambulance at the bottom. 
  • Prevent rather than recover.
  • Inventory is a crucial starting point of any plan. What equipment do you have? what software do you have? What data do you have?
  • Then look at where are the biggest risks. Is there a single point of failure?

Look at your plan as being a holistic business continuity plan, that is a living document. Continually revisit, update, fire drill, and improve.  

Many of the incidents we see disrupt business are due to poor Cyber hygiene not some advanced nation state hack.  

Do the following to enhance your security: 

  1. Keep the software for your devices and applications up to date.
  2. Access? How do I verify my user is in fact who I think they are? Is MFA (Multi factor authentication) on!!!
  3. What information do I have? Where is it stored? Who has access?
  4. What are my essential services?
  5. What are the financial implications of these risks?
  6. What are my obligations to customers, employees, and shareholders?
  7. If I was breached, how would I know and when?
  8. Am I running Microsoft 365 Business Premium?

Can my staff trust that the Cyber workplace is as safe and secure as possible? If it is, you will see productivity and creativity flourish, staff retention rises as well as the ability to recruit new staff. 

“She’ll be right” –  Is not a plan! “No surprises” is a plan. 

For further advice, contact us here to discuss creating a plan for your business.  

How “Software as a Service” can help your business:

How SaaS Can Save Your Business Money

When you see the acronym SaaS you may not immediately think of dollar signs, though the S’s are pretty close. Yet Software as a Service, what SaaS stands for, can save business money.

What is SaaS?

For SaaS to save you money, you need to understand what this solution involves. Think back to a few years ago: installing software from discs was one of the first things you had to do with a new computer. Depending on how old you are, you might remember doing so from a CD or maybe even a floppy disc!

A business might have paid for several licenses and uploaded the software to many computers, but each copy was unique, whether uploaded to on-premises computers or laptops.

The SaaS solution offers greater flexibility. The business user gains online access to whatever software applications they need. There is no need to install each specific app on Jamal’s computer and then do the same for Janice. Instead, the software is available whenever users want and on the device they choose. It doesn’t matter, as long as they have internet connectivity.

This means workers no longer have to be on-site to use all business tools. Plus, since applications aren’t installed on business machines, you don’t need the same storage space or processing power.

How SaaS saves you money

Software as a Service reduces your upfront costs. Under the old model, you needed to pay for the physical disc or download the software from the internet. You also needed to ensure you had the appropriate hardware to run the applications. Plus, you would pay to maintain the license and support the software.

With SaaS, you pay only the monthly or annual subscription fee. The vendor providing the software has the servers and hardware. That means they cover the costs for its maintenance and upkeep. Meanwhile, you get the advantage of a set fee that covers licensing and support.

Cloud-based SaaS is also economically priced for the number of users you want to access that software. Since it is in the cloud, you can scale up or down as your business needs change. If you’re not using the software as much as you expected, drop that application. You’ve paid only a subscription fee rather than investing in a lifetime license, hardware, and maintenance.

Starting with SaaS

The one big concern businesses have about SaaS is data security. Having control of the software on-site can feel safer. But SaaS providers invest more in cybersecurity than your small business could. Their business depends on reliability and resilience. They build in redundancy, have backup tech, and keep the software upgraded and secure.

Making the move to SaaS doesn’t have to be difficult, especially if you partner with another acronym, an MSP. A managed service provider can help you find software solutions for your needs. We’ll advise you on SaaS options and support your transition to the convenience and cost savings of SaaS.

To find out more please contact us here

Bad Weather? How to protect your IT equipment

Given the recent spate of storm events in Northland and NZ wide, and weather experts saying we’re going to get more in the future, now is the time to check your IT gear is protected.

New research from NIWA (National Institute of Water and Atmospheric Research) has shown that extreme events have occurred four to five times more frequently in the last decade.

Many IT technicians had call-outs from clients after the recent storms. Thunderstorms can literally fry electronics, and this causes not just replacement cost, but also work disruption and even possibly data loss. 

Many technicians carry surge protectors in their cars, so that whenever they are working, they can ensure that sensitive IT equipment is at least surge protected. But for clients we see less often, or who are not on a managed service agreement, it’s easy for IT devices to not be surge protected. Your staff, cleaners or others will sometimes move plugs about. Be aware that this does matter.

Now is a good time to have a look at your computer equipment, or ask our team to do it for you next time they are onsite.

Here are our top tips to protect your IT – how do you stack up?

Surge protectors

A surge protector guards against the damage that sudden power surges can cause.

  • It’s recommended for almost any piece of IT hardware plugged into a power outlet.
  • It will help protect against power spikes which can sometimes happen, especially if the power suddenly goes off. This happens more often than you might think; for example, your local lines company may be doing maintenance or upgrades to their system and will turn the power off for a period overnight.
  • The surge protectors can protect against more distant lightning strikes but will not provide protection from a close or direct strike.
  • Surge protectors can be built into power boards, so several devices can be plugged into them.
  • Do NOT plug anything other than IT equipment into surge protectors / surge protected power boards. We have seen heaters plugged in to surge protectors! These types of devices can fry your electronics. Make sure non-IT gear uses a separate power point.

Things that people often forget to surge protect

  • The Optical Network Terminal (ONT) that brings your fibre internet into your premises. The ONT is the little box that your provider installs. If the ONT blows will have no fibre Internet until they replace it.
  • Network gear in the cupboard, or wherever it is located at your place – routers, powered network switches, etc. If the network gear blows up, you will lose the network around your premises.
  • Phones – while they are not as mission-critical as your ONT and network gear, it’s still annoying when they get fried.

UPS or Uninterruptible Power Supply

An uninterruptible power supply (UPS) is an electrical apparatus that provides emergency power when the mains power fails.

  • Critical pieces of IT hardware, such as servers, key computers and network storage devices, should normally have a UPS between them and the wall power supply
  • The UPS does more than a simple surge protector, but they do also provide some surge protection.
  • This article does not cover UPS devices, but do make sure that they are regularly checked and batteries replaced.

Unplug IT from the wall

  • This can be difficult to achieve as computer equipment is often in use. If you are concerned enough about an approaching storm, then consider properly turning it off and then physically removing the plug from the wall.
  • If in any doubt – ALWAYS check with Ultra IT first, as some IT equipment should not be unplugged.

Last thoughts

  • If the surge protector has experienced a significant power surge, or a lightning strike, it may have done its job and no longer work. Replace it. Often they will have a little light which indicates they are working, so if the light goes out – probably time to replace.
  • Don’t use the very cheapest devices and expect them to protect you.

In summary

Thunderstorms and lightning are real threats to IT and can cause not just cost, but also disruptions to your business. Surge protectors can last for years and all your IT equipment should use them. 

While surge protectors can last for years, it pays to keep a close eye on them and replace them if needed. 

If you need help making sure your IT is protected against weather events contact Ultra IT here .

IT Hardware: Tips for planning and budgeting

Nothing is more true than the fact that IT moves quickly these days! 

Part of keeping up with IT and the rapid changes is making sure that your business has the right equipment to do the task. 

In this article we will be providing a few ideas for how to make a plan/budget for new or replacement equipment, as well as offering you some information on leasing.  

Firstly budgeting for IT hardware

Most businesses will have a budget for IT hardware and other goods and services that they need to operate. 

Our advice is that if you have more than a handful of computers, you will benefit from forecasting and budgeting for IT expenditure. 

Once your business is established, there is a very good chance that you will need to replace your IT equipment every few years. Such a good chance, in fact, that you can plan on it! 

Drawing up an IT replacement schedule helps you plan well, and helps ensure you have the funds when you need them.

This can be done in conjunction with the team at Ultra IT. If you have a list already, we can do an audit of the IT equipment that you have, the date it was installed, and therefore when it is likely to need replacing based on its expected life. 

This asset management plan needs to be revised every year for budgeting purposes.

We strongly suggest that you do this years in advance of when you actually require upgrades. It’s not hard to do. 

This list can help you have a clear and actionable plan on existing equipment, when warranties expire, and the requirements for a staggered plan for new hardware.

A look at leasing

Whilst many of our clients purchase outright as the overall cost is lower, leasing can be a good option for when you are starting out, if your business is expanding rapidly, or if cash flow is wrapped up in other parts of the business. 

Leasing turns capital expenditure which has to be depreciated, into a monthly payment that is immediately expensed. It can also be an advantage in keeping assets off your balance sheet – speak with your accountant or advisor about this.

Obviously the disadvantage of leasing is that you are using someone else’s money and so they will need to charge you for that, as well as for their efforts! You could arrange your own finance and purchase, instead of leasing, in which case it pays to do your research on interest rates. 

Upgrading your technology for modernisation and expansion and to get more reliable up-to-date technology is very important, as using outdated technology can cost money and time (and expensive IT call outs!). Sometimes it is a case of weighing up your options here. 

Using leasing options, your business may be able to move forward more quickly then it otherwise may have been able to, financed in a way that suits your budget or cash flow. 

Whilst leasing is more costly than buying in the long run, one of the advantages is that you can establish predictable payment structures aligned to your needs, taking the stress out of an upfront payment. 

This all means that you can get the technology you need with the budget you have today by utilising IT leasing arrangements.

“When I became self-employed 20 years ago, I got my first laptop and setup via Flexirent, as it meant I didn’t need to spend the cash and then have the asset/depreciation. Instead, I kept the cash, and the entire cost was a relatively small monthly expense. So, sometimes, especially for new start-ups, it means you can save your cash for something you do need, or as a reserve. For more mature companies, taking a lease for gear, means that the cash can stay with you, which can help with liquidity.” Comment from ITA member.

Leasing options: 

These are just a few of the leasing options that some of our clients use. This is by no means conclusive, and we are not aligned with any of these companies. All of our advice is simply that, advice. Please make sure you do your own thorough research on this subject.  Never before has the saying ‘read the small print’ been more applicable. We strongly advise that you speak with your financial advisor and or accountant about this. 

Feefunders
From Fee Funders website: Your business receives 100% of the customer invoice paid upfront, whilst your customers enjoy the flexibility of monthly installments. Fee Funders manages the monthly customer’s payments by direct debit over three, six, nine or twelve months . Your business achieves upfront cash flow at no cost. Your clients pay a basic interest rate to achieve a spread of their outgoings. It’s like outsourcing a spread payment option for free!A simple, hassle free approach to funding for your business and your clients.Your business has the money in the bank within three working days of the customers first direct debit, giving enhanced cash flow with no debtor management distractions. Staff can remain focused on core business activities.
Flexicommercial
Flexicommercial offers your business flexible equipment finance solutions. The credit criteria for finance varies depending on whether you are an existing or new business and the required amount of finance.Choose the equipment you need.Choose the type of lease that best suits your needs.Select the payment term to best suit your budget.Apply over the phone or through your supplier in store.Sign and return the paperwork for approval

Of course these are just suggestions and all leasing arrangements should be thoroughly considered before being entered into. 

Hint – Leasing companies will usually be quite happy to include IT engineer setup costs in the value of the lease. For larger or more complicated systems, this can be quite a substantial part of the project costs. This means you can also expense those costs as well.

In summary 

Working closely with Ultra IT to do an audit of your current equipment, and make a plan for future expenditure, makes good business sense. 

Something that makes this type of IT cash-flow of forecasting easier, is if you work with an MSP (managed service provider). Being on a Managed Service agreement removes many of the fluctuations of IT budgeting as generally you pay a fixed monthly fee for IT support. 

Please feel free to reach out to us here to speak about this further.