Why Your Business Doesn't Need IT Support

Why You Don’t Need IT Support For Your Business

By | blog, IT Solutions

An IT company telling you that you don’t need IT support… wait, what?

Hear us out…

It’s a nightmare when something goes wrong with your business’ IT. Whether it’s a laptop breaking, your network going down or a lost internet connection, an unexpected problem can disrupt your day and cost you time and money.

A common attitude is “Let’s get IT support in quickly and get it fixed so we can get back to what we were working on”. 

We get it. Downtime is costly and you really need to get that project finished by close of business on Friday.

But, what if we told you that there was a way to have more control over your IT so you don’t have to worry about unforeseen tech issues?

IT support is not the answer. Managed IT Solutions is. Here’s why.

Proactive rather than reactive.

Waiting until something breaks to fix it might appear to be less expensive and easier. But, in the long run, additional problems will arise if you continue to use the same setup and ignore underlying issues.

A proactive IT company gets to know how your team works and what technology you rely on. This is beneficial for two reasons:

  1. We can pick up on any issues and nip them in the bud before they become a real problem.
  2. We know your IT environment inside out, so can resolve issues more promptly.

Added value rather than a one-time fix.

And, because we work with you to get your IT right, we can advise you on the services, apps, software and hardware that best suit your business.

Managed IT Solutions give you a chance to develop your own technology roadmap and strategy, so you can stay ahead of the game and look forward to how your business is going to grow in the future.

If you only ever get your old technology fixed, how are you going to move things forward in this ever-evolving digital world?

Fixed monthly fees rather than surprise invoices.

One of the worst things about an IT issue is that they always seem to crop up at the most inconvenient time. It could be during a quiet month when funds are slightly lower than usual, or maybe during a busy month where you have landed a few big contracts.

With Managed IT Services, you can enjoy a fixed monthly cost, instead of erratic and unwelcome bills.

One point of contact rather than multiple IT support companies.

Of course, with Managed IT Solutions, problems still rear their ugly heads.

Still, you’ll know exactly who to call when they do – in fact, your Managed IT Solutions company may have picked up on the problem before you.

When you opt for a break/fix approach, you may end up wasting even more time trying to get an IT company to come out to you.

Meanwhile, with a managed solution, a dedicated account manager – who already knows your systems and team – is on hand and committed to resolving your problem.

Still not convinced? Check out the infographic below or get in touch with us to tell us why.



How to Create a Strong, Memorable Password

How To Create Unique, Strong Passwords You Will Remember

By | blog, Security

When was the last time you remembered your password correctly on the first try?

You probably can’t remember.

We all know that we’re supposed to have long, complicated and unique passwords for each account we own.

But, when the average user has around 23 online accounts that all require a password (and that number is only increasing), there becomes a point where we must accept that we’re only human and simply not able to master that many quirky combinations.

Especially alongside remembering to floss daily and take the bins out on time…

What if we told you that you can create a unique, secure password without needing a photographic memory?

Introducing the concept of passphrases…

This sketch has been circling the internet for some time.

Passwords V Passphrases

It shows you that choosing found random, common words for your password is a highly efficient way of protecting yourself from brute-force attacks.

This is because four, random words are just as hard for supercomputers to crack than a series of obscure letters, punctuation marks and numbers.

Also, because they are easier for humans to remember, we’re not tempted to change our passwords to something like ‘JustGilbey19’ – which could be cracked by a computer in seconds and a hacker in minutes.

We’d also recommend adding a few letters and symbols in there for good measure. For example, “PineappleTeaCrunch78!”.

You can try out the four common word passphrase trick here to see how long it would take for a computer to guess it.

With this being said, you can never sit too comfortably when it comes to your business’ cybersecurity.

Technology will rapidly advance, supercomputers will get smarter and hackers will become wise to our tricks.

So, it’s important to combine your powerful passphrase with at least one of the following:

Two-Factor or Multi-Factor Authentication.

Nowadays, most online services and platforms boast this security feature. All you need to do is spend a couple of moments switching it on and setting it up.

When 2-factor is activated, you’ll be sent a unique code via text message or email each time you log in. Simply enter that code to access the application or service.

We understand these extra few seconds could slow productivity, but we’d definitely encourage you to take advantage of this security feature – if only for your more sensitive accounts, such as online banking.

Authenticator applications.

An easier way to manage 2-step authentication is using a special app, such as Google Authenticator or Authy.

New codes are generated on your phone or tablet every few minutes and it means that even if someone does crack your password, they’ll have to access to your authentication app in order for them to successfully get into your account.

Touch ID.

More and more laptops, phones, tablets, and apps are supporting biometric security tools – we’re talking thumbprint, face and eye recognition.

This is possibly the quickest way to stay secure – it’s faster than entering a passcode, so you have no excuses!

And, finally, brush up on your password habits.

Unfortunately, the weakest link in the security chain is often human behaviour and silly slip-ups.

Please be wary of the dangers of password sharing and not storing your passwords securely.

If you do need to write your details down, avoid using notebooks and stick notes. Instead, opt for a password manager, such as LastPass.

This affordable tool enables you to securely store your login credentials. Additionally, it tells you if your password is weak and can generate new unique combinations.

If you would like more information about staying secure, please do get in touch with us today and we’d be happy to advise you.

Woman typing on a Windows Laptop

Automatically Sync Important Folders To The Cloud With New Feature

By | blog, Business Updates

OneDrive Known Folder Move – AKA Autosave – is a relatively new feature of Microsoft’s file hosting service but one that could make your work day a whole lot easier.

This nifty tool allows you to automatically sync desktop files to the cloud, with little-to-no disruption to your team’s productivity.

Most of us know the advantages of the cloud by now…

When your files are stored on OneDrive you benefit from being able to access them on any connected device, as well as having a protected version of that data stored on a Microsoft server.

If someone loses their laptop, all synced files are safe. If hardware fails or is damaged, your synced files are safe. When you wish to upgrade your machine, all of your documents are waiting in the cloud ready to access on the new computer from day one.

However, whilst we all know that it’s good to sync and store files to the cloud, the task is a bit like flossing your teeth; many of us forget when we’re going about our day-to-day business.

Windows Known Folders


The default setting for most Windows machines is to dump files to the Documents or Desktop folders. So, before OneDrive Autosave, we had to manually import them, which is a bit of a faff.

Once configured, Autosave syncs your Known Folders to OneDrive automatically, without any input from you, so you can go about your day, saving files without worrying if they’re synced in the cloud.

Note: ‘Known Folders’ include Documents, Desktop and Photos, but doesn’t include Downloads.

So how can you set this up?

This feature is not enabled by default and is currently supported for eligible OneDrive For Business users.

If this is you – great! You can switch on Autosave via your OneDrive settings.

Meanwhile, if you have a larger office, your IT admin will be able to enable Autosave across your whole organisation. This will prompt users to auto-sync files the next time they log in.

Set Up Protection of Important Folders OneDrive

Choose which files you would like to Autosave in OneDrive

Don’t confuse syncing to the cloud with backups.

Whilst syncing your files automatically with Autosave gives you some form of protection against data loss, you should never fully rely on it as it isn’t the same as backups.

OneDrive should always be used in tandem with additional backup methods.

For instance, one we like to use is Spanning Backups. Hosted in AWS, you can backup all of the above vendors and set up an offsite copy. It’s also a great choice as it stores multiple copies of the files.

Want to read about how to set up and maintain backups, please check out a previous blog of ours here.

So, are you going to try this new tool from Microsoft? If you need any more advice on setting it up or even getting Office 365 For Business, please don’t hesitate to get in touch – we’d be happy to advise.

Person sending an email from a laptop

Why Managed Email Signatures Are Essential For Your Business

By | blog, IT Solutions

Managed email signatures are pretty much essential for every business, whether you’re a startup or large corporation.

They save you time, ensure consistency, look professional and allow you to quickly add marketing copy, legal requirements and disclaimers to all outbound emails.

In this post, we round up some of the key benefits, as well as explain how you can set up managed email signatures for your company.

What are the core benefits of managed email signatures?


If you want to present your business as professional and consistent, a managed email signature is a must, whether you’re a freelancer or have a large team.

As they are centrally-managed in the cloud,  a standard signature is attached to any outbound email.

This removes the ‘Sent From iPhone’ default when you’re sending emails from your phone and ensures that your business is presented in the best light.

Update instantly.

Once set up, your staff can update their own contact details with ease from a central location.

There’s no need to contact your IT guy!

Of course, this allows your IT team to focus on their other tasks, whilst members of staff quickly update and make changes when necessary.

Everyone can get on with their work, without having to worry about their email signatures.


David Gilbey Email Signature


Always legal.

Legal statements are always attached – or ‘stamped’ – onto every email that leaves your business.

This is great if you need to add a disclaimer on every outbound email.

Meanwhile, it’s easy to update this disclaimer, add marketing copy and make changes to everyone’s signature from that centralised location. You don’t need to ask everyone to stop what they’re doing to make a change – one person can do this via a central control.


What’s more, with most managed email signature software, you can apply different signatures to different groups of people. This is super handy if you have different teams – sales staff, marketing, IT – who need a variation in their signatures.

In most cases, you can also set a signature to run for a certain period of time. This feature is great for promoting campaigns, discounts or highlighting specific services you offer.

For example, we’ve recently changed ours up to support a good friend of ours, Josh Barnfather, and the campaign #DoItForJosh to help raise funds for his life-extending treatment.

#DoItForJosh Email Signature

How do I set up managed email signatures?

We use and recommend Exclaimer, which is compatible with Office 365 and – more recently – G-Suite. A monthly subscription allows you to create and design your own email signature. On top of this, it allows you to manage all of your signatures centrally, syncing with your mail client and ensuring all staff contact details are correct.

If you’d like to find out more about managed email signatures, please get in touch with us today.

A man and a woman discussing something in front of a laptop

Why Proactive IT Support Is Crucial For Your Business In 2018

By | blog, IT Solutions

Here at Just Gilbey, we take a proactive approach to IT.

But, what does this mean exactly?

Well, rather than constantly fire-fighting IT issues, we work with our customers to implement long-term systems and solutions.

We believe that this is the best way to ensure your business and its technology continues to run smoothly without any unexpected costs or downtime.

However, there are a lot of companies out there who still adopt a reactive break/fix approach to IT, believing it to be a more cost-effective choice for small and medium-sized businesses.

Whilst it’s true that a one-off cost if something goes wrong sounds more appealing than a regular monthly bill, it can mean that more serious (not to mention more expensive) issues crop up later down the line.

Today, we’re talking about the top reasons why you should consider a managed solutions package as opposed to waiting for IT problems to rear their ugly heads.

We can prevent issues from happening.

As we’ve briefly mentioned, a proactive approach means that we can deal with issues before they become damaging to your business.

A qualified, dedicated IT consultant should ensure that your systems and infrastructure are set up correctly from the start, following best practice and reducing the risk of future issues.

Meanwhile, by actively monitoring your systems, we can flag up a problem before it becomes a real problem for your team.

This preventative approach will cost a regular fee, however, surely a fixed, monthly cost is more appealing than a large bill landing on your doorstep after a major IT issue affects your business?

We get to know you and your team.

At Just Gilbey, we pride ourselves on becoming an extension of your team. We’re not just in your office to fix one thing that isn’t working. Instead, we sit with you and discuss, at length, how you work best and what systems and services you already use.

After gathering this information, we then use our experience to draw up a tailored solution that suits your needs.

We’re always on hand to advise you on any aspect of IT, happily recommending products that are right for you. On the other hand, we look to see if you’re shelling out for services that aren’t quite working for you.

We can add value to your business.

And, this brings us to our next point.

Whilst break/fix is a quick way to get rid of pressing IT issues, it doesn’t add value to your company.

By getting under the bonnet of your organisation, we can help you to put together a strategy that moves you forward, equipping you for the future.

We bridge the gap.

For many SMEs and startups, a full-time IT director or department isn’t a realistic option – and often not necessary.

Meanwhile, having no technical support can leave you very vulnerable. It increases your risk of business downtime, malicious attacks, data breaches, data loss and an overall fragmented system.

By outsourcing your IT, you enjoy the benefits of a dedicated engineer without the hefty price tag of employing fulltime.

If you would like to discuss proactive IT solutions or managed services packages, please get in touch with a member of the Just Gilbey team today


A productive team high-five

3 Ways To Improve Business Productivity

By | blog, IT Solutions, IT Tips

A key focus for a lot of our clients is boosting office productivity.

This blog is a snapshot of some of the projects we’ve completed to increase efficiency with various organisations. Regardless of the size of your business, these solutions will help your team to collaborate, communicate and get more done.

Embracing Office 365.

Several companies we work with have now adopted Office 365, a subscription-based service that encompasses email with a suite of the latest Microsoft applications.

Both startups and established firms have made the leap and enjoyed more consistent and guaranteed access to their mailboxes. Larger firms have had to move away from their own on-premise Microsoft Exchange servers to the cloud solution.

On top of this, they have cut down expenditure as the cost for Office applications and reliable email hosting is now combined.

Adopting SharePoint Online.

Many of our clients already have a clear vision and direction.

For example, some of the words and phrases that crop up when we speak with businesses about their requirements include:

  • More collaboration.
  • Access from anywhere.
  • Improved security.
  • Version control.

If this sounds like you, SharePoint Online is a great solution for your company.

The teams at these businesses now have instant access to the latest edited version of documents and can work on them in and outside of the office. This removes the need for re-sending documents and reduces the risk of the wrong information being circulated. The move to SharePoint improves productivity across the board as it enhances collaboration capabilities.

Additionally, everything is stored in one place and can be updated from anywhere by anyone with the right permissions.

Refining backup strategies.

We’ve already dedicated a whole blog post on common backup mistakes, but getting your backup and disaster recovery strategy right can seriously save you time and money as a startup and large corporation.

In our experience, clients are often under the impression that their data is safe and regularly backed up.

But, who is checking and what if your backup fails? Will you know about it?

After taking a closer look, we found that several of our clients’ backups weren’t as effective as they first thought.

For example, some common problems include:

  • No backups at all.
  • Backups not monitored.
  •  The wrong data being backed up.
  • Data backed up to inappropriate areas and devices.

We looked at what applications can be used to provide a productive, cost-effective and secure solution to successfully back up their business. By doing this, you can decrease the risk of business downtime, avoid hefty costs caused by data loss and protect your organisation’s reputation.

Discover how your team can become more productive and effective by contacting us today. 

How To Setup and Maintain Backups

How To Set Up and Maintain Backups

By | IT Solutions, IT Tips

Whether you’re a startup or global corporation, backups are an essential part of any business’ IT strategy.

Creating and storing multiple copies of your data is key to preventing file loss due to device theft, malicious attacks, or even a fire or leak in your office.

We understand that backups and disaster recovery can be confusing and that duplicating and managing files is time-consuming for business owners.

This is why we’ve rounded up some basic tips on how to set up and maintain backups successfully.


It’s as easy as 1, 2, 3.

A key factor that discourages people from maintaining backups is the lack of knowledge of how to do so properly.

The standard recommendation is the 3-2-1 method; three copies of your data, stored on (at least) two different types of device, with one of these located offsite.

Many make the mistake of having only one backup of files. Of course, this is a lot better than having none at all, yet having two extra duplicates significantly reduces your chance of complete data loss.

You must ensure that these are stored on two different types of medium, such as a USB stick and an external hard drive. This protects you against device malfunction or physical damage to the storage units.

Lastly, you must always store one of your backups away from the other copies. By using different locations, you can cover yourself if there is a fire, burglary or another unfortunate event in your office space.  


But, there’s an alternative for SMBs.

You may be thinking “But, I don’t have access to an additional site to store a backup!”

Startups and small businesses can still use the 3-2-1 method, without having to hire out another office or storage space. Cloud services provide a more affordable – yet secure – service, which gives companies the opportunity to store their files on a remote server.  The files are then managed by a trusted company like Amazon and Microsoft.

These services are a great option for you if you are already using OneDrive, Google Drive or Dropbox to store documents and data because they can be seamlessly integrated.

Just remember, file sharing sites like the aforementioned are not a backup solution and should always be used in tandem with other backup methods.

For instance, one we like to use is Spanning Backup. Hosted in AWS, you can backup all of the above vendors and set up an offsite copy. It’s also a great choice as it stores multiple copies of the files.


Check up on them.

It’s all well and good backing up your files, but you must make sure that you are checking them regularly.

If you do not actively monitor them, how can you be certain that they are working correctly?

Depending on what systems you have in place, we’d recommend taking a look at your backups from anywhere between each month to every six months. This makes sure everything is running smoothly and that your data can be restored in full if a disaster occurs.


Disaster recovery.

On a similar note, outlining a disaster recovery plan is essential to limit the amount of downtime your business will experience if data loss occurs. It’s no use having a backup of your data if you have no idea how to restore it.


Consider automation.

Manual backups are a great way to ensure your documents are safe whilst still keeping costs low. This makes them an excellent solution for individuals and small businesses.

However, automation is something to think about sooner rather than later. Automating your backups guarantees no file is left behind. Manually copying your files is not only time consuming but can be a hotbed for human error.

This list includes just a few tips for maintaining backups and is by no means a complete guide. If you would like to discuss your backup and disaster recovery strategy further, please get in touch today

C4DI Hull

A New Look for Just Gilbey Ltd

By | Business Updates

As you can probably tell, our brand new website went live very recently!

Equipped with bright animations and plenty of space to talk about what we do, the site is everything we dreamed of and more.

We’d like to say a huge thank you to the Mattix Design Ltd team, who supported us from the very beginning until the final product, pushing us out of our comfort zones in terms of design.  

Their expertise and knowledge enabled us to not only redesign our digital presence but also reposition our business and refine our services for clients.


Refining our services.

It’s safe to say that we learned a lot during this process, especially when it comes to showcasing our services in a way that helps and engages our customers.

We have narrowed down our four key offerings to fit in with the following:

  • Backups and disaster recovery.
  • IT strategy.
  • Cloud services.
  • IT solutions and support.

By honing in on these areas, our clients know exactly what they are getting, whilst at the same time, they are supported fully in their IT strategy and roadmap.

To find out more, we encourage you to have a quick flick through the site and see if you love the simplicity as much as we do.


Passion is at the heart of everything we do.

Whilst we may look a little different, we’re still the same old friendly IT guys.

Being able to work well with our clients remains at the core of what we do, and we pride ourselves on being approachable and providing a personable service.

We quickly adapt to become a trusted extension of your team, working with you to understand your requirements and offer the best solutions to meet your needs.


Connections with Hull’s tech hub.

Meanwhile, being based at the Centre for Digital Innovation (C4DI) gives us direct access to some of the best talent and creative minds in Hull’s tech industry.

Our membership has served as an invaluable springboard for Just Gilbey, connecting us with all sorts of brilliant individuals and companies.

There may be something that you need that you can’t find within our main services, however, but our close relationships with other professionals – such as web developers, designers, marketers and hardware experts – allows us to link your business with the right people.


What’s next?

In short, we’re looking forward to the future of Just Gilbey Ltd and how we can evolve to further assist our clients.

We’ll be filling this space with useful IT tips to boost the productivity of all sorts of businesses, whether you work in a large office or from home. So watch this space!

To find out more about our new website redesign, head over to to the Mattix Design website, where our Director David Gilbey discusses the process in more detail.