Scheduling appointments is a common activity. Salespeople often set up virtual
appointments to answer questions about a product. Software companies allow people to
schedule live demos. Telehealth therapists allow clients to book video sessions.
Those are just a few examples of some groups that are going to love a new Microsoft
Teams feature. Virtual Appointments was recently added to the platform. It adds a new
meeting style tailored for engagements with customers.Have you’ve been using Teams and a different online appointment app? This new feature
will streamline the experience.
What Is Virtual Appointments in Teams?
Virtual Appointments gives you an all-in-one meeting platform for customer
engagements. You can schedule, manage and conduct B2C meetings in Microsoft Teams.
This new feature brings together the scheduling component with the video conference
interface. Anyone with the link can join the virtual appointment. They do not need a Teams
account. Image is from Microsoft The power of Microsoft’s scheduling app, Bookings, connects to Teams. This makes the
Virtual Appointments function as seamless as possible. 10
Some of the features below will be available with any Microsoft 365 plan. Some are
available with a premium plan.Teams Virtual Appointments FeaturesManage Scheduled Appointments
You can see your scheduled appointments in a single view. Manage cancellations and time
changes easily.
Send Customized Confirmations & Reminders
You can send customers a customized message via SMS or email. This personalizes the
experience for them. You can also use automation to give that personal touch without
having to send each one manually. Automated appointment reminders are another timesaving function.
Customized Waiting Room
Add a personal touch to your virtual engagements. You can customize the Teams waiting
room. You can use themes and logos to brand your business. You can also chat with
attendees while in the lobby waiting room. This is helpful if your current appointment is
running a little long. You can let them know you’ll be right with them.
Meeting Follow-ups
You can send meeting follow-ups after a virtual appointment. This helps you reduce the
time it takes to send any promised follow-up information. You also keep all details in a
single place. This makes your client communication trail easier to follow.
Organization & Department Analytics
How effective are your appointments? It’s hard to know if your demos are resulting in
sales if you don’t have a good tracking system. It’s also important to have visibility into
customer appointments across the organization.
You can do this with a premium analytics feature. It gives you helpful reporting. The
reporting provides insights into B2C virtual appointments in all departments.
How to Use Virtual Appointments
To start using Virtual Appointments in Teams, admins must set up a few things. Note, they
must be a Bookings admin to access these settings.
Create a Calendar
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In the Virtual Appointments app choose to “Create a calendar.” You can find this option on
the Home tab.
Larger organizations may wish to create different calendars for different departments.
Add Staff
Next, add staff members. You can add up to 100. You will also need to assign them a role.
Once you’ve added your staff, you can view their availability in both Teams and Outlook.
What's another nice thing about using an integrated platform like M365? It's the cross-app
compatibility. Your calendar syncs across apps.
Create Appointment Types
You’ll next set up your appointment types. You can choose from these two options: • Scheduled: You schedule the day/time. The system adds this information to the
email confirmation. • On-demand (Teams Premium): Customers can choose when to meet from your
booking calendarImage is from Microsoft Set Up SMS Notifications (If desired) If you choose to use SMS notifications and have the right Teams plan, you can set this up
next. This allows you to easily send appointment confirmations and reminders via text
message.
Note: Attendees currently need a valid U.S., Canadian, or U.K. phone number to receive the
SMS notifications. Link Forms (If desired)If you would like your attendees to fill out any forms, you can link them now. Virtual
Appointments allows linking up to four cloud-based forms. These would be forms you
have created in Microsoft Forms.Publish Your Booking Page 13
If you want to give customers the ability to book on-demand appointments, take this next
step. You will need to publish the booking page. You do this on the “Manage” tab of
Virtual Appointments. Select “Booking page,” and turn on “Publish booking page.”Get Help Using Your Microsoft 365 Tools More
EffectivelyMicrosoft 365 is a platform with many possibilities. Often, companies aren’t using all the
features they could. As a result, their team may be less effective. They could also be
wasting money on apps they don’t need.
Are you interested in help supercharging your Microsoft 365 experience? Give us a call
today to set up a meeting.
Article used with permission from The Technology Press
At the beginning of each year, a group of global innovators meets. They introduce and
show off breakthrough technologies. It’s done at the Consumer Electronics Show (CES),
which is typically held each January in the U.S
This year, over 3,200 exhibitors from 173 countries showed off the future. Giving us a
glimpse of what could show up in our homes offices, living rooms, or kitchens. The show
includes both wacky and very sensible inventions. All designed to push the limits and
expand how we use technology.People love their gadgets, so it’s always exciting to see the new tech that CES showcases.
It’s estimated that the global smart home household penetration was 14.2% in 2022. By
2027, it’s expected to more than double to 28.8%. What new gadgets did innovators introduce at this year’s Consumer Electronics Show?
Here’s a rundown of some standouts that you may want to check out.Loona – Intelligent Petbot Do you love the thought of having a pet, but not the mess? Can’t have one because of
where you live? Loona might be your answer. The developer promotes this smart gadget
as “the most intelligent petbot.” It’s currently gathering funding through a Kickstarter
campaign. Image from Loona’s Kickstarter page The cute little motorized pseudo pet can welcome you. It can also follow you when you
walk around, sneeze, scratch, and much more. Just like a dog or cat, Loona investigates
suspicious objects. Unlike most pets can beatbox, pose for pictures, and dance.
Ring Car Cam
Another consumer IoT device displayed at CES is already for sale on Amazon. It’s the Ring
Car Cam, which takes the popular doorbell cam concept on the road with you.
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This small internet-connected video cam has dual-facing cameras. It can capture images in
the car and on the road. It includes two-way talk to connect with loved ones at home. It
also has motion detection and real-time motion alerts.
AtmosGear Electronic Skates
If you’re feeling brave, you can soon strap on a pair of electric inline roller skates.
AtmosGear introduced the skates at CES. It expects to begin shipping them starting in May
of 2023.
The skates can get up to speeds of 25 km/H (15.5 MPH) and can reach a full charge in
about an hour. The “skate” is actually a motorized frame that you can attach to “all roller
boots.”
Tilt Five Augmented Reality Glasses
If you’ve been waiting to use augmented reality (AR) outside a video game, your chance
may be here. Tilt Five introduced an AR glasses system that connects to a computer
device. It can be used on board games as well as video games. Ready to bring some holographic life to your tabletop play? The system includes the
glasses and a board game. The glasses look somewhat like heavy-duty safety glasses. Both
interact to bring an AR element into the real world. Image is from Tilt Five
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Jabra Enhance™ Plus
This earbud/hearing aid combo can be very helpful to those with hearing loss. Jabra
Enhance Plus are earbuds that offer a 3-in-1 experience. You can use them for listening to
music, phone calls, and for hearing enhancement.
The small design makes them discrete, and they are also designed to be easy to use. They
include state-of-the-art technology to provide superior audio clarity.
Hasbro Selfie Series Figures
Have you secretly wished to have your own action figure…of you! Hasbro has you covered
with its new Selfie Series. You can use your phone’s camera to upload a pic and choose
from figures based on several franchises.
Make a figure of yourself from these universes:
• G.I. Joe
• Ghostbusters
• Power Rangers
• Marvel
• Star Wars
Use your smartphone and Habro’s app to customize your new digitized figure. Then all
you have to do is buy it and wait for it to arrive.
Twinkly Squares
Twinkly Squares are like the Lite-Bright toy all grown up. The squares allow you to add
panels of colored and automated lights to any wall. They’re great for a home office or to
add a pop of color to any space.
Because these are IoT gadgets, you can also program and control them. Create digital
artwork, have them sync with music, or use their voice feature.
Xebec Tri-Screen 2
Do you wish you had more screen space on your laptop? Don’t like the uneven feel of
using a second monitor that is higher than your laptop screen? Then Xebec’s Tri-Screen 2
may be your answer. 12
Image from Xebec site This gadget enables you to expand your laptop screen on both sides. It sits behind the
screen and expands the screen space both left and right.
Don’t Introduce Smart Tech Into Your Home without
Security
New electronic gadgets and home tech can be great. They can also expose your network
to security risks. Get help from a pro. Give us a call for a home security audit.
Article used with permission from The Technology Press
Customers look for convenience. In today’s world that means technology that makes their
life easier. From webforms to POS systems, you need to keep the customer experience in
mind in all you do.
When people aren’t happy with their experience interacting with a company, they leave.
And their experience might not have anything to do with your products or services. Maybe
they found it hard to navigate your website. They may have a question, but no one was
around to answer it.Customers expect you to make it easy for them to do business with you. Companies that
do that, reap the benefits. Customer-centric companies are 60% more profitable than
those that aren’t.
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Technology is key to converting website visitors into clients. It’s also key for keeping
customers happy and returning to buy again.
Where should you focus? Below are several ideas for all business budgets.
Cloud FormsAre you still emailing forms in Microsoft Word to your customers? Using cloud-based
forms makes the experience much better. Your customer doesn’t need to save a form to
their computer and remember to email it back. Instead, they can follow a link and fill out
the info online from any device. Moving your forms to the cloud makes it easier for you as well. The form data comes in
automatically. These systems also collate forms and provide analytics.If you use Microsoft 365, then you already have a cloud form tool. Look for Microsoft
Forms in your available applications or visit Microsoft’s site.Digital Signatures
Experts expect the use of eSignatures to grow by 69% by 2024. The ability to digitally sign
documents means more contracts get signed. People don’t have to print out a form, sign
it, then scan it back in. Any of those activities could mean a bump in the road.
Printers run out of ink. People have trouble with a scanner they rarely use. The list goes on.
Any problem can mean a customer rethinks signing a document that you need.
Using digital signatures streamlines the process. You can handle the transaction online.
You also ensure you have a legally binding signature.
Smart Chatbot
When someone makes a buying decision, they often have a question. If they don’t have a
quick and easy way to get an answer, they may go elsewhere.
Chatbots are really smart these days. If you program them right, they can answer a large
percentage of repeat questions. They’re there 24/7 on your website ready to help in a
moment of need.
Many customers actually like them. About 68% of consumers are happy using helpful
chatbots. They say they like that they get a fast answer from a bot. This isn’t always the
case when customers send an email.
SMS Notifications
SMS notifications are another type of technology that can improve customer experience.
Emails have become flooded with junk mail. When someone needs to know about a
shipment or purchase, they often prefer it by text. This way the message isn’t missed.
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Think about implementing SMS notifications for important customer alerts. Make sure you
have an opt-in and opt-out method. It’s also a best practice to let the customer choose
which alerts they want to receive. Such as payment notifications, sales, or shipping details.
Business Mobile App
People have been in a transition from websites to apps for a while. Of course, the internet
isn’t going away, but apps are gaining ground. A big reason for this is the rise of
smartphone use.
Smartphone searches are overtaking web searches. And when people are on a mobile
device they prefer apps over websites. Studies show that mobile users spend 90% of their
time using apps, and just 10% using an internet browser.
Think about implementing a mobile app for your business. This can make it easier for
customers to do business with you. It also gives you more marketing and service
capabilities, such as push notifications.
If you’re on a tight budget, you could start with a “wrapper” app. These are solutions that
take your existing website and transform it into an app.
FAQ Kiosk
For retail stores, having an FAQ kiosk available can provide a positive experience. It can
allow customers to get questions answered quickly. It could also help them look up sales
and coupons.
Service businesses can also benefit by using this digital tool. They can use it for commonly
asked questions. They can also use it to direct clients to staff offices.
VoIP Phone System
You might think of your phone system as an internal piece of IT. But it’s also one of your
most customer-facing technologies. The experience people get when they call is a vital
part of how they view your business.
VoIP phone systems give staff the flexibility to help customers anywhere. This is true even
when away from their desks. They also enable things like group ring, auto-attendant, and
voicemail to email. All these features make for better caller interaction with your business.
Get Help Planning Your Technology Roadmap
Which technology upgrades will benefit your bottom line the most? How should new
systems integrate into existing solutions? These are some of the things we look at when
helping you look ahead to the future. Give us a call today to schedule a chat.
Article used with permission from The Technology Press.
Once data began going digital, authorities realized a need to protect it. Thus, the creation of data privacy rules and regulations to address cyber threats. Many organizations have one or more data privacy policies they need to meet.
Those in the U.S. healthcare industry and their service partners need to comply with HIPAA. Anyone collecting payment card data must worry about PCI-DSS. GDPR is a wide-reaching data protection regulation. It impacts anyone selling to EU citizens.Industry and international data privacy regulations are just the tip of the iceberg. Many state and local jurisdictions also have their own data privacy laws. Organizations must be aware of these compliance requirements.By the end of 2024, about 75% of the population will have its data protected by one or more privacy regulations. Authorities enact new data privacy regulations all the time. For example, in 2023, four states will have new rules. Colorado, Utah, Connecticut, and Virginia will begin enforcing new data privacy statutes. Businesses must stay on top of their data privacy compliance requirements. Otherwise, they can suffer. Many standards carry stiff penalties for a data breach. And if security was lacking, fines can be even higher. The Health Insurance Portability and Accountability Act (HIPAA) uses a sliding scale. Violators can be fined between $100 to $50,000 per breached record. The more negligent the company is, the higher the fine. Does all that sound scary? Don’t worry, we have some tips below for you. These can help you keep up with data privacy updates coming your way. Steps for Staying On Top of Data Privacy Compliance 1. Identify the Regulations You Need to FollowDoes your organization have a list of the different data privacy rules it falls under? There could be regulations for: · Industry · Where you sell (e.g., if you sell to the EU) · Statewide · City or county · Federal (e.g., for government contractors) Identify all the various data privacy regulations that you may be subject to. This helps ensure you’re not caught off guard by one you didn’t know about. 2. Stay Aware of Data Privacy Regulation UpdatesDon’t get blindsided by a data privacy rule change. You can stay on top of any changes by signing up for updates on the appropriate website. Look for the official website for the compliance authority For example, if you are in the healthcare field you can sign up for HIPAA updates at HIPAA.gov. You should do this for each of the regulations your business falls under. You should have updates sent to more than one person. Typically, your Security Officer or equal, and another responsible party. This ensures they don’t get missed if someone is on vacation. 3. Do an Annual Review of Your Data Security StandardsCompanies are always evolving their technology. This doesn’t always mean a big enterprise transition. Sometimes you may add a new server or a new computer to the mix. Any changes to your IT environment can mean falling out of compliance. A new employee mobile device added, but not properly protected is a problem. One new cloud tool an employee decides to use can also cause a compliance issue. It’s important to do at least an annual review of your data security. Match that with your data privacy compliance requirements to make sure you’re still good. 4. Audit Your Security Policies and ProceduresSomething else you should audit at least annually is your policies and procedures. These written documents that tell employees what’s expected from them. They also give direction when it comes to data privacy and how to handle a breach. Audit your security policies annually. Additionally, audit them whenever there is a data privacy regulation update. You want to ensure that you’re encompassing any new changes to your requirements. 5. Update Your Technical, Physical & Administrative Safeguards As NeededWhen you receive a notification that a data privacy update is coming, plan ahead. It’s best to comply before the rule kicks in, if possible. Look at three areas of your IT security: · Technical safeguards – Systems, devices, software, etc. · Administrative safeguards – Policies, manuals, training, etc. · Physical safeguards – Doors, keypads, building security, etc. 6. Keep Employees Trained on Compliance and Data Privacy Policies Employees should be aware of any changes to data privacy policies that impact them. When you receive news about an upcoming update, add this to your ongoing training.Good cybersecurity practice is to conduct ongoing cybersecurity training for staff. This keeps their anti-breach skills sharp and reminds them of what’s expected. Include updates they need to know about so they can be properly prepared. Remember to always log your training activities. It’s a good idea to log the date, the employees educated, and the topic. This way, you have this documentation if you do suffer a breach at some point. Get Help Ensuring Your Systems Meet Compliance Needs Data privacy compliance can be complex. But you don’t have to figure it all out yourself. Our team is well-versed in compliance needs. Give us a call today to schedule a chat. Article used with permission from The Technology Press.
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