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Google Drive is more than a file-sharing platform. It allows you to streamline your work in ways you never thought were possible. Learn how it can help boost workplace productivity. 

Did you know that something as simple as organizing your business is crucial to success?

The truth is that dealing with messy files and folders is of no help to you or your colleagues and clients. Instead, it keeps you unproductive and negatively impacts your business in so many ways. 

Fortunately, Google Drive can be of great help in this area. Especially when it comes to improving workflow in a business. This suite of apps has tons of features that can help the whole team be more effective at handling their workload. 

For example, you can organize your folders on a cloud platform starting with 15GB worth of space, do file backups, share files, etc. You can also share your PDFs, audio, photos, slides, and important work files in one place. 

Overall, you can maximize your productivity on Google Drive by tapping into several handy features. This article lists 7 of them.

The 7 Features

Feature #1.  Sharing Files While Controlling Access

Google Drive has robust sharing capabilities that allow for work collaboration. All you need to do is click on a file or folder you wish to share and create a shareable link or invite others to access that file. 

What’s more, every file and folder on this platform has its own sharing link that’s highly customizable. You can also determine user permissions for each item – whether the person with access can only view or can edit or comment. 

Additionally, you can add a time limit for file or folder access. To do so, follow the steps below:

1. Select the user who has access to your file or folder on Google Drive. 
2. Locate their email address and hover over to the right-hand side. A clock icon will appear. 
3. Enter the expiration time. 

Feature #2.  Publishing Files to the Internet

Google Drive is among the best platforms out there for publishing files online. You and your team can access the uploads from anywhere in the world so long as you have an internet connection. 

A great thing about published files is that they sync to all devices that use the Drive app. This means the files you uploaded to your computer will be visible on your phone app and vice versa. All it takes to access those files is signing into your Google account. 

Feature #3. Voice Typing

1.  Voice Typing

If you need to upload a written file on Google Drive, you can use Google Docs and dictate the text instead of typing. This will save you a lot of time when working with both short and longer files. 

So, how can you use this feature?

1. Navigate to “Tools” on your Google Docs file. 
2. Click on “Voice typing” from the dropdown menu. 

You can use words such as “period” and “next line” to let the recorder know how to organize your speech. Once you’re done recording, proofread your text to finish. 

Feature #4. Assigning Tasks to Employees With Comments

Google Docs makes it easy to tag a person and assign them a task for a specific file section. Whether they need to revise, proofread, manage sources, or rearrange their work, you can easily let them know what they need to do by adding comments. 

Here’s how you can do this:

1. Open the file that needs task assigning on Google Docs. 
2. Use your mouse to highlight the part that needs reworking and right-click on it. 
3. Select “Comment” for the Comment section to appear to the right of the highlighted text. 
4. Type “+” or “@” then a person’s name to tag them in that comment. You can also tag people by entering their email addresses. 

The tagged person will then receive a notification about this action and be invited to open the file. 

Feature #5. Using Templates

Google Drive supports free templates for all account levels. You can use Google Sheets, Docs, or Slides, all loaded with hundreds of templates for different project types. 

To choose or look for templates, open the tool and click on “Template Gallery” or use the search box to find templates that fit your project. 

You can also access these tools from your Google Drive – go to the homepage, click “New,” and select a file type you want to work with (slides, docs, or sheets). Then choose “From a template” to choose between templates offered by Google Drive. 

Additionally, you can use Google Forms templates to design event invitations and surveys in a matter of minutes. Simply visit Google Forms and choose from the template gallery. You can choose between Contact Information, RSVP, Party Invite, Event Registration, and other templates. 

Feature #6. Sorting Your Files by Size 

Google Drive sorts your uploaded files and folders by recently added or modified files by default. This is useful because it gives you quick access to files you work with often. 

But if you want to free up some Google Drive storage, you may want to sort the files according to their size and delete the ones you don’t use often that take too much space. 

You can do so by following the steps below:

1. Navigate to Google Drive and click on “Storage” at the bottom of the left-hand side menu. 
2. From here, you’ll see a list of files sorted by size, with the largest ones first on the list. Click on an unnecessary file and remove it from your Drive by clicking on the Trash Bin icon. 

Make sure to delete this file from the Trash folder to clear up space on your cloud. 

Feature #7. Doing Advanced Search

Maybe you’re searching for a document with specific keywords appearing in multiple files. In this case, you can use the advanced search on Google Drive. The platform allows you to filter your results by location, file type, owner, shared with, date modified, and more. 

All you need to do is click on the “Search Options” icon at the far right of the search bar. 

Get the Most Out of Google Drive

Organizing your files is crucial to making you and your employees more productive in running your business. And Google Drive more than proves its worth in this aspect.

Google Drive is a great tool that comes with numerous features to help you organize your files and folders, share them with the world, assign tasks, exchange valuable information, and more. 

The seven features mentioned above will help you streamline your work processes and make file creation, sharing, and search more straightforward. 

If you’d like to learn more about how Google Drive can help you improve your business, I’d be happy to tell you about it. Get in touch with us today to have a 10-15-minute chat on this topic. 

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Printing devices are often overlooked when it comes to security. But the reality is, cybercriminals can hack your printer to get confidential information.

Your printer is probably the last piece of computer equipment you thought needed protection from cybercriminals. 

But the truth is very different. 

Attackers actively try to locate the weakest links in security to gain access to and exploit valuable data. And among the weakest links is the printer.

The thing with printers nowadays is that they have access to your devices, network, and the internet. This new open-access functionality makes them an ideal target for cyberattacks. 

Unfortunately, many business owners overlook the importance of securing their printers and mainly focus on computers and mobile phones. 

Most people still perceive printers as internal devices that serve basic functions. For this very reason, they are an easy target for cybercriminals.

Other than performing unauthorized print jobs, hackers can access confidential information as well as all connected computers and networks all through a printer. 

You may also not be aware of the amount of valuable data your printer can store about you – tax files, bank details, financial records, employee information, personal information, etc. All a hacker needs to do is get into the operating system of your printer, and they can collect this sensitive data. 

If you’ve just realized the importance of securing your printer, keep reading. This article shares eight tips to help you do just that.

The 8 Tips

Tip #1. Make Sure Your Printers Are Configured Correctly

Many things can make a printer vulnerable to cyber threats and security breaches. So, you want to get the basics right to ensure the attacks don’t happen to you. 

To start with, make sure to change the default password on your printer. Since anyone can access a printer remotely, a simple “123456” code won’t suffice. 

Second, make sure you’re using your own router to print files remotely. Never connect to “Guest” networks.

Tip #2. Inspect Print Trays Regularly

This one is a no-brainer, but everyone could use it as a reminder. Make sure to check your print trays and get rid of unused pages carrying sensitive information. There’s no easier way to prevent data leaks than this. 

Alternatively, you can get a shredder for your office and shred the papers you don’t want anyone to see.

Tip #3. Install Malware and Firmware Updates

Invest time and effort to ensure that your malware and firmware protection are up to date and can handle all types of hacks. 

The good news is that many printers come with pre-built malware protection. 

HP, for example, installs the HP “SureStart” software in their printers that monitors approaching targets when the printer is on. The software can shut down the device if an attack comes its way. This is a great way to prevent attacks from spreading further within the network. 

Tip #4. Limit Access to the Network

Unprotected printers in a network are an extremely easy target for cybercriminals. Sure, businesses and offices require printers to access networks to perform remote prints. But if you can do the job by disabling the network access, make sure you do that. 

If not, tweak the printer and network settings to only allow the device to take print jobs from the network you trust. This will help avoid outside interference and security breaches. 

Tip #5. Update Your Printers

Updating a printer is equally as important as updating your phone to the latest software. Much in the way iOS developers look for bugs and fix them in a new update, printer manufacturers work toward known device vulnerabilities and update the software for added protection. 

Look for printer updates so you can easily overcome known threats to the printer. Ideally, update your printers every quarter to get the most out of the security benefits. 

Tip #6. Install a Firewall

If you run an office, chances are you already have a firewall. But in case you missed this requirement, now’s the time to do it. 

Using a reliable firewall helps keep printers safe from cybercriminals. 

Your computers most likely come with pre-built firewalls, and all you need to do is keep them enabled. But there are also specialized firewalls for homes and offices that offer advanced security and make it virtually impossible for anyone to break in. 

Tip #7. Encrypt Your Storage

Printers with shared networks can perform distance printing. And when a print job is in transit and travels from a computer to a printer, hackers can intercept the data and exploit it. 

To keep this from happening, encrypt your print jobs. Also, make sure the sensitive data on your printer’s hard or internal drive is encrypted as well.

Keep in mind that when you print a document, that file is often stored as an image within the printer and makes it an easy target for hackers. It’s why you should use an encryption tool to protect your data. Luckily, many modern printers have this tool pre-built. 

You can use the tool to set up a secure password that allows printer storage encryption, remove user IDs and ex-employee access, delete documents from the print queue once they’re printed, and much more.

Tip #8. Educate Your Employees

If you work in an office, chances are you aren’t the only person using the printer. Everyone that has access to it needs to be aware of the responsibilities that come with its usage. Make sure to talk to your employees about ways to ensure both the physical and virtual safety of the printers. 

Your staff should also be careful when using their mobile devices to print, as smartphones are easier to hack. Explain to them what phishing scams are and how they can avoid being the victim. 

Finally, make sure it’s clear to them how they can use confidential information in your company.

It’s Time to Ensure Printer Security

Printers are the most overlooked devices when it comes to security. Given how most business owners consider them as merely internal devices whose sole function is to print documents, it’s no wonder they are a weak spot security-wise. 

Whether you use printers in your office or at home, take a moment to see how you can enhance its security before your next printing job.

As cybercriminals are a growing concern, each of us is responsible for protecting our data. Luckily, the tips from this article will help you bring your printer’s security to another level. 

If you need more insight into protecting the security of your printers, get in touch with us today. We can set up a 10-15-minute chat to discuss how you can implement these changes and keep cybercriminals away. 

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Low productivity can be a massive obstacle to growing your business. Luckily, there are many ways to solve this problem.

Many people struggle to finish the task at hand. No matter how long they’ve been in the business, productivity seems to evade them regularly. 

And this probably happens to you, too, even if you’re an experienced business owner. 

Your to-do list is long… but you can’t focus when you try to get down to work. 

You try to concentrate… but you can’t make any headway. 

You might have been doing something all day… but none of your tasks are finished. 

Simply put, you’ve been busy but not productive. 

Luckily, there are many methods to get out of the slump. You need to work on your productivity, and this article will provide some of the best ways to do so. 

7 Methods to Boost Productivity 

Method #1. Improve Your Focus

When you have many obligations, you can easily get overwhelmed by the sheer number. As a result, you end up sitting idle and unable to do anything. 

Instead of tackling many things at once, choose the most important task. Hone in on it, and don’t let anything else distract you. Your mission should be to complete the job to make your day successful. 

Once it’s out of the way, you’ll get a powerful sense of accomplishment that will drive you to keep going. 

Method #2. Don’t Forget the Importance of Good Sleep

One of the main reasons affecting your productivity is a potential lack of sleep. Working while feeling sleepy is counterproductive, and the only way to combat it is through this:

Get some sleep. 

Experts recommend getting at least seven hours of sleep every night to improve workplace productivity. It lets you wake up fresh and ready to take on your office assignments. 

Furthermore, avoid going to work as soon as you get out of bed. Prepare yourself mentally for about half an hour before starting your workday. 

You should also figure out your ideal bedtime. Most people go to sleep early and wake up early, but that may not be effective for you. You’ll need to determine the most suitable timing. 

Method #3. Give Intelligent Planning a Shot 

Intelligent planning teaches you how to boost productivity by enhancing your time management. Research suggests your working intervals shouldn’t last more than 1.5 hours. Rest periods should be distributed between, allowing you to recharge your batteries. 

That said, trying to leave work early might be tempting, but it’s usually counterproductive. You skip your rest time, and job quality plummets. 

To remain productive and focused throughout the day, clear your mind by doing exercises. They can improve your performance while benefiting your mental and physical health massively. 

Some of your best options include yoga and a short gym session. They help reset your brain and fill you with positive energy to help you handle the rest of your workload. 

Method #4. Get Rid of Distractions

Another great way to increase productivity is to weed out distractions, such as chatting with your team members and surfing the web. The urge might be strong, but you’ll need to resist it to enhance your workplace efficiency. 

To do so, turn off computer and smartphone notifications. You may still encounter some interruptions, but they won’t be caused by social media or other trifles. 

Method #5. Do the Most Challenging Tasks First

Most productive days start by taking care of the most difficult task first. 

You’re at your best in the morning, which is the perfect time to address the biggest problem for the day. It’s during this period where your mental energy surges and you’re more likely to produce innovative ideas to solve tough challenges. 

After tackling the most complex tasks, the rest of the day will be much easier. You’ll be left with routine activities (e.g., checking and answering emails) that require no creative efforts. 

Method #6. Don’t Work Without a Break

This might sound counterproductive, but you need to take breaks during your workday. Remember, you’re not a machine that can work non-stop and produce impressive results. And if you try to be like one, your productivity is bound to plunge. 

To avoid mental exhaustion and productivity lapses, get up from the desk and stop working for a couple of minutes. 

As previously mentioned, you can perform a few exercises to refresh your energy. Another option is to have a cup of coffee or go for a walk. You should return more focused and ready to complete your tasks. 

But don’t go overboard with your breaks. Try to limit them to about 30 minutes and avoid watching YouTube or going to entertaining websites. It can lead to further procrastination and less productivity. 

Method #7. Learn to Delegate

Everyone needs help, even the most skilled business owner. 

So, delegating your assignments should be a staple of your workday, as it helps you save time and remain productive. Best of all, it allows you to focus on complex duties that can make or break your business. 

The easiest way to delegate duties is to assign them to trustworthy team members. 

After entrusting your responsibilities, don’t supervise your workers closely. Otherwise, you may start micromanaging them, which may cripple their motivation and confidence. 

Instead, provide your employees with all resources necessary to complete the task and let them work in peace. If possible, teach them how to automate the assignment using modern technology. 

Again, this can help take your productivity to new heights by enabling you to deal with essential duties only. 

Don’t Let Your Workplace Performance Suffer 

Running a company is satisfying, but you need to perform consistently to obtain the best results. Hence, your productivity should remain high, and we’ve given you the seven best ways to increase it. 

The key takeaway is to eliminate distractions, take appropriate breaks, and tackle the most daunting tasks early. Don’t forget to allocate some of your workload to your team members and get a good night’s sleep to keep a sharp focus. 

For more tips on staying productive in your office, contact us today. Let’s arrange a 10-15 non-salesy chat to figure out the biggest productivity challenges your business faces and how to overcome them. 

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Managing data and IT solutions in-house can be challenging and expensive. That’s why many organizations turn to MSPs. 

Digitalization has forced businesses to alter their operations and make IT a huge part of their day-to-day affairs. Still, some owners can’t cope with the change effectively, so they hire a managed service provider, or MSP, to take care of the work. 

But what exactly is an MSP? 

Simply put, this is a third-party company you can collaborate with to help manage parts of your business, such as your IT or cloud needs. It provides technology and expertise to boost your organization’s scalability. 

Working with MSPs can have tremendous benefits for your enterprise. 

For instance, their profound understanding of cutting-edge technology can help you improve performance, operations, and security while reducing overheads. In addition, they can offer several creative solutions to help you navigate the evolving landscape of the big data world. 

But the strongest suit of any MSP is usually their ability to deliver tailor-made solutions that fit your company perfectly. 

Their expertise allows them to analyze your business thoroughly and render their services according to your strengths and weaknesses. Plus, they consider the regulatory environment and compliance to safeguard against legal issues. 

Another great thing about MSPs is that they can support your business even after hours. 

They offer support measures and staff to maintain and protect your organization 24/7. MSPs can even tap into your system to resolve issues and deploy updates without going to your office using remote technology. 

Overall, MSPs can help take your company to the next level. However, you can’t work with just any service provider. You need to select the right team for your enterprise, and this article will show you how. 

Choosing an MSP – What to Look For

Hiring an MSP shouldn’t be a hasty decision. Instead, you want to take a variety of factors into account.

Here are the six important factors to keep in mind: 

Factor #1. The MSP’s Track Record

Prospective MSPs should provide case studies and success stories to demonstrate they’re suitable for your business. You can also look for testimonials, references, and endorsements. These will help you determine if the team has been operating for a while and if their reputation is solid. 

Working with a reputable MSP can give you peace of mind with the knowledge that your system will be appropriately managed. Moreover, you’ll feel confident that the MSP will do all in its power to preserve its name. 

The MSP’s success hinges on yours in some respect, which is why they’ll view you as a valuable partner. 

Factor #2. The Range of Services It Provides

MSPs offer a wide array of services. Some teams are full-service companies, meaning they address your cloud and IT needs comprehensively. In contrast, others may help you with different pieces of your tech puzzle. 

Therefore, consider your needs carefully and ensure your MSP can meet them. 

Regardless of your service package, the MSP needs to keep up with the latest technology trends. Otherwise, numerous security issues may compromise your company and allow the competition to prevail over you. 

Factor #3. Support

As previously indicated, MSPs can work round the clock to ensure your business is compliant and maintained adequately. However, they should also increase their support quickly and adjust staff schedules as your company grows. 

That’s why you should consider an MSP that offers training for your employees.

It lets them understand the necessary changes and encourages them to train other team members as they join your business. But if your employees are too busy, you can instruct the MSP to carry out all the training. 

Factor #4. Response Time

Your network can go down for any number of reasons, preventing your employees from working and your clients from reaching you. This situation can even cripple your reputation, customer base, and revenue. In the worst-case scenario, it can even make you shut down your business. 

Fortunately, a high-quality MSP can help you avoid this scenario. They can identify threats to your system and neutralize them before hurting your company. 

Moreover, if an incident takes place, they should respond immediately. They need to mitigate the risks as soon as possible to keep your organization from crumbling. 

Factor #5. Security and Backup

One of the most important duties your MSP should perform is to shield your data from cyberattacks. This is critical to protecting your company and customers. Besides, safe data storage might be mandatory in your industry, which is why your IT department could use all the help they can get. 

Once you work with an MSP, they should recommend robust security solutions and endpoint protection to combat harmful software. And throughout their engagement, they should consider compliance to help prevent legal issues. 

Another major part of their mission should be the implementation of backup software. It enables you to retrieve your data in case of a breach. Such implementation may involve automation, a restoration plan, and a no-downtime policy. 

With a failproof backup and security strategy in place, you should be able to run your company more confidently. The risk of downtime will be drastically lower, allowing you to operate smoothly, maintain high sales, retain customers, and preserve your brand. 

Factor #6. Guidance on Workflow Options

Your MSP shouldn’t just deal with cybersecurity – they should also suggest adopting the best practices across the entire tech landscape. 

For example, they should advise you on various CRM solutions and project management applications. They should also help you revamp your approach to workflow and data to create efficiency in all departments. 

The fact is, you can yield tremendous results from their guidance. Your team can work faster, collaborate in real-time, and be more tech-savvy. 

Recruit Your MSP Carefully

While price is important when selecting an MSP, it pales in comparison to all the factors listed above. Be sure they’re a perfect fit for your enterprise, even if you need to pay more. 

With high expertise, customized services, and an understanding of threats, a reputable team can help you stay ahead of your competitors. 

If you need more assistance choosing your MSP, get in touch with our experienced team. Let’s schedule a quick 15-minute chat and figure out the ideal MSP for your company. 

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.

Getting used to Windows 11 shouldn’t be too challenging. On the contrary, the OS comes with several intuitive features to enhance productivity.

Microsoft recently introduced Windows 11 as the company’s latest operating system. And compared to Windows 10, this OS has various features that can increase your productivity and provide a better user experience. 

As soon as you start using Windows 11, you’ll see a marked improvement over its predecessors. 

For example, it has refined several household features, such as video conferencing and video management. You also get enhanced note-taking, data input, and a user-friendly interface that should help you complete your duties more efficiently. 

Many other features can help boost your productivity, and this article will talk about them in detail. We’ll also look at some features Microsoft didn’t include in the new version. 

Windows 11 – What’s New?

Feature #1. New Taskbar

Previous Windows versions feature an iconic taskbar, but it can sometimes get clunky. Windows 11 deals with the cruft and provides a streamlined solution. 

The new taskbar is perfect for expediting work, as it can contain a list of recent cloud and local files. You can also pin various apps to improve access and utilize a search bar that allows for convenient web browsing. 

Another highlight of the taskbar is clean lines and widgets that display essential information (e.g., weather, photos, and news). 

This should be a tremendous upgrade from the busy display of Windows 10. 

Feature #2. Windows Grouping and Snapping

The enhanced Snap Group and Snap Layout features allow you to resize and manage windows more easily. You also get to keep essential apps grouped to maintain high productivity. 

Using the features is relatively straightforward: Just hover the mouse over the maximize button on the desired app to reveal your layout options. You can choose between several arrangements, such as four-app grids and side-by-side layouts. 

And if your team needs to perform basic window management, they can still grab and pull windows to the edge of their screen. 

This feature improves desktop organization, which is especially useful for people working with two or more monitors. They can reduce clutter rapidly, enabling them to focus on their tasks. 

Feature #3. Improved Accessibility Options

Windows 11 follows in the footsteps of many smartphones to simplify setting changes and make them easily accessible. Pulling up your control panel now only requires one tap or click in the taskbar coroner, replicating Apple’s Control Centre. 

Furthermore, Windows 11 apps feature aesthetic, curved corners, and your Settings incorporate more options you can tweak. For instance, blind or vision impaired users can take advantage of cutting-edge audio cues. There are also desktop themes to help reduce eye strain, which is essential if you work long hours. 

On top of that, the new operating system has revamped voice typing. You can activate this with a simple keyboard shortcut. This feature supports most major languages, including English, German, Italian, French, Spanish, Simplified Chinese, and Portuguese. 

Windows 11’s better accessibility means your team will no longer have to keep relying on your IT service provider to set things up for them.

Feature #4. Better App Store 

Many apps can enhance workplace productivity, but you’ll first need to find them on your PC’s app store. Fortunately, Windows 11 came up with an organized and coherent platform to make the search easier. 

Besides universal apps, you can check out the applications compatible with your devices. The platform can also handle programs from third-party stores and manage app installation on the internet. 

Feature #5. Smooth Notetaking

If you’re using a touchscreen device, taking notes in Windows 11 should now be highly satisfying. This feature offers haptic feedback to generate physical sensations when drawing lines on the screen or checking boxes with your pen. 

Moreover, the Ink Workspace allows you to add preferred apps instead of using the standard snipping tool and Whiteboard. It gives you easy access to creativity tools the moment you pull out your pen. 

Which Features Were Left Behind?

Overall, Windows 11 should work great for your business. But bear in mind that Microsoft left out some features that were a staple in previous versions: 

Excluded Feature #1. Taskbar Customisation

Windows 10 users can move their taskbar from the horizontal position to the left, right, or upper part of their screen. In contrast, the Windows 11 taskbar is fixed at the bottom of the display, and you can’t customize the dimensions. 

The taskbar customization feature would have been helpful because it would let you use space more efficiently. 

Another significant change is that you can no longer move the Time and Date on your taskbar. Windows 10 didn’t have this problem since you could toggle off the Clock feature in your Settings. 

The default taskbar layout might be fine, but some users prefer higher customizability than what Windows 11 offers. 

Excluded Feature #2. Drag-and-Drop Features

Windows 10 and some earlier versions allowed you to drag several items to change their position. For example, you could drag a Word document onto your Word icon on the taskbar to open it. 

This function is disabled in Windows 11. There’s no way to drag and drop or save any program or file onto your taskbar. 

Excluded Feature #3. Cortana

Cortana is a voice assistant counterpart of Siri, Alexa, and Google Assistant. Many people are used to it and may be disappointed to hear that it’s not a part of the Windows 11 system setup. You can’t even locate it in your start menu. 

The good news is that the Cortana application can still be found – it’s just hidden away. And you can enable it by visiting Settings and navigating to Apps & Features.

A Wise Investment

While Windows 11 isn’t perfect since it removed many valuable features, it’s still an excellent platform to help increase your productivity.

 Whether you need to organize your desktop more conveniently or take enjoyable notes, the OS won’t let you down. Plus, you get a revamped taskbar and powerful Voice Typing compatible with most major languages. 

Overall, Windows 11 can be a terrific asset for your business.

If you want to find out more about incorporating this new OS to boost productivity in your organization, contact us today. We can have a 10-15-minute chat to help you address key productivity issues in your company with the help of Windows 11. 

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Featured Image Credit

This Article has been Republished with Permission from The Technology Press.