A new feature called Microsoft Hand Off is designed to make switching between devices effortless. It bridges the gap between your mobile phone and your PC, ensuring that you can pick up right where you left off. No matter the device.

How Hand Off Works

  1. Start on Your Phone: Let’s say you’re in a meeting or commuting and begin working. Maybe a Microsoft Word document, jotting down ideas in OneNote, or reviewing a PowerPoint presentation on your phone.
  2. Continue on Your PC: When you return to your PC, a notification will pop up asking if you want to continue working on the same document or file. With a simple click, you’re back in action without missing a beat.

This is all made possible through OneDrive, Microsoft’s powerful cloud syncing tool. This ensures your files are always accessible and up-to-date across devices.

Why This Feature Matters for SMEs and Remote Teams

For businesses, particularly small and medium-sized enterprises (SMEs), and remote teams, the “Hand Off” feature has immense potential. Here are just a few ways it can enhance productivity:

  • Save Time and Reduce Frustration: No more wasting precious minutes searching for a file you started on your phone. Hand Off takes you straight back to the task at hand.
  • Enable Flexibility: Whether you’re in the office, at home, or on the move, Hand Off ensures that your work seamlessly follows you.
  • Support Remote Work: For remote teams who often work across different devices, this feature offers a more streamlined experience, reducing barriers to productivity.

The Technology Behind Microsoft Hand Off

The Hand Off feature relies on OneDrive’s advanced syncing capabilities. OneDrive is already a key part of the Microsoft 365 ecosystem, automatically syncing your documents, photos, and other files across devices. Hand Off extends this functionality by tracking the apps and documents you’re actively using and prompting you to pick up where you left off.

Currently, Hand Off is compatible with Android devices and is expected to extend to iPhones, although official confirmation for iOS support is still pending.

Practical Use Cases for Microsoft Hand Off

  1. On-the-Go Meetings: You’re in a client meeting taking notes on your phone. When you return to the office, Hand Off pops up on your PC, letting you continue refining those notes or sharing them with your team.
  2. Collaborative Projects: You start brainstorming ideas for a proposal on your phone while commuting. Back at your desk, you can dive straight into the same document to add more details or polish it.
  3. Last-Minute Edits: You’re reviewing a presentation on your phone before a meeting. Hand Off lets you quickly open the same file on your PC to make last-minute adjustments.

How to Prepare for Hand Off

Although Hand Off is still in testing, there are steps you can take now to make the most of this feature when it becomes widely available:

  1. Ensure OneDrive is Set Up: Make sure OneDrive is active and syncing on all your devices. This is the backbone of Hand Off.
  2. Use the Same Microsoft Account: Ensure your phone and PC are signed in with the same Microsoft account to enable seamless integration.
  3. Keep Devices Updated: Regularly update your Windows 11 PC and your phone to ensure compatibility when the feature rolls out.
  4. Familiarise Your Team: If you manage a team, start educating them about the benefits of OneDrive syncing and the Hand Off feature to encourage adoption.

What Else Can Windows 11 Do for Your Business?

Hand Off is just one of the many ways Windows 11 is enhancing productivity and collaboration for businesses. Features like Snap Layouts, Teams integration, and improved virtual desktops all contribute to a smoother, more efficient workflow.

Nxt Steps: Stay Ahead with the Latest Tools

At Nxt Gen IT, we’re passionate about helping businesses unlock their full potential with the latest technology. Whether you’re looking to implement Windows 11, streamline workflows, or enhance remote collaboration, we’re here to help.

Want to learn how your business can benefit from Windows 11’s powerful features like Microsoft Hand Off? Get in touch with our team today to find out more.

When You Don’t Want to, But Have To

Let’s face it, as a small or medium-sized business owner, there are purchases you love making – the ones that help you grow, improve your services, or make your life easier. Then there are the ones you have to make, but would rather not. The dreaded “grudge purchase.”

Take replacing a key back-office system, for example. It’s not broken, it works well enough, and everyone’s used to it. But suddenly, you’re forced into action because the vendor stops supporting it, or your custom solution becomes unmanageable. Sound familiar? You’re not alone.

Navigating Grudge Purchases in Your Business

Technology isn’t forever, and even the best systems come with an expiration date. Vendors might retire a product (like Sage 1000), forcing businesses to find an alternative. Or perhaps your bespoke system relies on a single developer who’s decided to retire, move on, or just ghost you – unfortunately, this happens more often than you’d think.

No matter the cause, the result is the same: You’re left scrambling to replace something that feels perfectly fine. And it’s not just the cost that stings – it’s the disruption, uncertainty, and sheer hassle of the whole process.

Why These Changes Feel Like a Nightmare

When your old system is deeply embedded into your operations, replacing it can feel like ripping out the plumbing in a busy restaurant during dinner service. Everything grinds to a halt. People panic. And it can feel like chaos.

Here’s why it’s tough

  • Embedded habits: Your team has been using the old system for years. Change is hard, and they’ll let you know it.
  • Lack of expertise: Many SMEs don’t have the in-house resources or experience to tackle a major system overhaul.
  • Bottlenecks: Often, the old system’s secrets are locked in the heads of a few key people, making the transition even harder.

It’s easy to see how these factors can lead to stress, delays, and skyrocketing costs.

Turning a Grudge Purchase Into an Opportunity

Here’s the good news: A grudge purchase doesn’t have to feel like a funeral for your old system. It can be the start of something exciting. We’ve worked with clients who used the opportunity to unlock growth, win new business, and even boost team morale. It’s all about mindset and approach.

Here are some practical ways to make the most of the situation:

  1. Reframe the narrative.
    Instead of focusing on what’s being lost, highlight the opportunities the change brings. A new system can mean faster processes, happier customers, and a more competitive edge.
  2. Get everyone on board.
    Communicate early and often. Explain why the change is necessary, how it will benefit the business, and what’s in it for your team. Transparency builds trust and buy-in.
  3. Think customer-first.
    Use this as a chance to rethink your business through your customers’ eyes. What do they value most? How can a new system help you deliver better service? Let their needs guide your decisions.
  4. Reduce reliance on individuals.
    Don’t let one person be the gatekeeper of your old system’s knowledge. Use this opportunity to document processes, cross-train your team, and reduce single points of failure.
  5. Innovate and learn.
    Explore what other businesses in your industry are doing. Look for best practices and new tools that could give you an edge. Be open to fresh ideas and new ways of working.
  6. Invest in leadership.
    If you don’t have someone internally who can lead the project, bring in outside expertise. A skilled IT leader can make all the difference in turning chaos into calm.
  7. Focus on talent development.
    A new system often requires new skills. Use this as an opportunity to upskill your team, building confidence and capability across your business.

Real-Life Examples

Here’s how it can play out in different scenarios:

  • The stuck system: A mid-sized retailer moved from a legacy system to a modern ERP. It was a tough sell at first, but the streamlined processes helped them win contracts with larger suppliers.
  • The one-person show: A consultancy firm replaced their custom software after their developer retired. They used the transition to improve processes, train their team, and reduce reliance on external support.
  • Customer-driven growth: A logistics company replaced their ageing software with a customer-focused platform, enabling faster service and better communication – a game-changer for client satisfaction.

A Mixed Bag, But Worth It

Let’s not sugar-coat it: grudge purchases are never going to be fun. But with the right approach, they can lead to meaningful improvements that make your business stronger, more agile, and better equipped for the future. Think of it as an unplanned pit stop – annoying in the moment, but essential to keep you on the road to success.

Nxt Steps on the Roadmap to Success

If you’re staring down the barrel of a grudge purchase, remember: you’re not alone. At Nxt Gen IT, we specialise in helping businesses navigate transitions like these, turning potential headaches into strategic wins. From planning to implementation, we’ve got your back.

Need help making sense of it all? Get in touch – let’s turn that grudge into a growth opportunity

No one likes to dwell on the inevitability of death. It’s an uncomfortable subject, and planning for it can feel even harder. Yet, many of us take steps to ensure our loved ones are looked after, from wills to life insurance. But in today’s world, there’s another area of life that often goes overlooked—your digital end-of-life planning. Have you considered what happens to your online accounts, subscriptions, and critical passwords when you’re no longer here? While it may not seem as urgent as other matters, taking the time to plan your digital legacy can make a world of difference for your loved ones and your business.

Embracing Digital End-Of-Life planning

Japan’s National Consumer Affairs Center recently urged its citizens to embrace “digital end-of-life planning.” Their recommendations came after numerous cases where families struggled to cancel subscriptions or access digital accounts because they didn’t have the required usernames or passwords.

The agency suggested the following steps to simplify the resolution of digital legacies:

  1. Ensure loved ones can unlock your devices – Share instructions or access codes for smartphones and computers in case of emergencies.
  2. Keep a list of your subscriptions and login details – Document your user IDs, passwords, and subscription services.
  3. Store these details securely for posthumous access – Consider creating a document or digital file to be shared with trusted individuals or legal representatives.
  4. Use legacy access tools – Some services allow you to designate trusted contacts who can manage your accounts after your passing.

When planning your digital legacy, it’s crucial to balance accessibility with safeguarding against misuse. For instance, while sharing smartphone or computer access with a trusted family member can be helpful in emergencies, ensure this trust is well-placed and documented to avoid potential misuse. Maintaining a secure list of subscriptions, user IDs, and passwords is practical, but storing this information safely—whether encrypted, in a physical safe, or with a solicitor—adds an extra layer of protection. Designating a trusted person or using services to manage your digital accounts posthumously is invaluable, but it’s important to formalise this relationship, potentially with legal agreements, to prevent misunderstandings or misuse of your digital assets. Thoughtful planning can ease the burden on loved ones while ensuring your privacy and legacy remain protected.

Actionable Steps for Individuals

  1. Centralise Passwords: Use a secure password manager to save all your account details in one place. Ensure trusted family members know how to access the manager in an emergency.
  2. Plan for Device Access: Write down or share instructions for unlocking your phone or laptop. This could be a physical note stored securely or a digital note in your password manager.
  3. Document Digital Subscriptions: List all the services you use, from streaming accounts to utility payments, so they can be cancelled or transferred if needed.
  4. Nominate Legacy Contacts: Platforms like Facebook and Google offer features to assign trusted individuals who can manage your account when you’re gone. Take advantage of these tools to make life easier for your loved ones.

Planning for Business Continuity

For businesses, ensuring continuity after the loss of a key team member is even more critical. If critical accounts are tied to a single individual without proper safeguards, the organisation could face serious disruptions.

Here are steps to mitigate these risks:

  1. Adopt a Password Manager for the Business: Centralise credentials for all shared accounts in a password manager. This allows authorised team members to access accounts securely when needed.
  2. Use Multiple Administrator Accounts: Avoid reliance on a single admin account. Create additional administrator accounts or a “break-glass” account that is only accessed in emergencies.
  3. Store Break-Glass Details Securely: Keep the details of critical accounts in a secure location such as a physical safe, with a solicitor, or with a trusted third party under contract. Ensure access protocols are clear and well-documented.
  4. Educate Your Team: Train staff on the importance of secure password management and create policies around handling 2FA and recovery options.

Tools to Consider

  • Password Managers: Tools like LastPass, Dashlane, or Bitwarden allow secure sharing of account details with authorised individuals.
  • Legacy Contact Features: Meta and Google offer features to assign someone to manage your accounts posthumously.
  • Dead Man’s Switch Apps: These apps automatically send information to designated contacts if you fail to log in after a specified period.
  • Legal Advice: Work with a solicitor to incorporate your digital legacy into your will or estate planning.

Nxt Steps

Planning for the unexpected can save your family or business from unnecessary stress and disruption. At Nxt Gen IT, we help organisations manage their digital assets securely and efficiently, ensuring peace of mind for every eventuality. From setting up secure password management systems to creating robust business continuity plans, we’re here to help.

Need advice on securing your digital legacy? Contact us today to learn how we can help protect your business and loved ones.

With Black Friday and Cyber Monday just around the corner, retailers are gearing up to offer incredible deals to shoppers. Unfortunately, cybercriminals are also preparing—crafting clever scams to exploit trust and trick people into handing over their money or personal details. This is why it’s important to stay safe This Black Friday and Cyber Monday

This high-risk season sees a spike in online threats like phishing emails, fake websites, and too-good-to-be-true social media ads. Scammers thrive on urgency and excitement, making it easier for them to catch even the savviest shopper off guard.

At Nxt Gen IT, we’re committed to helping our customers stay safe. That’s why we’ve created a free downloadable PDF packed with actionable tips. You can print it out for your office or shop, share it with colleagues, or even keep it on hand at home. This guide equips you with simple yet effective advice to avoid falling victim to scams this shopping season.

How Scammers Operate During Black Friday and Cyber Monday

Cybercriminals use the chaos of deal-hunting to launch sophisticated attacks. Here are the common tactics they employ:

  • Phishing Emails: These fake emails mimic popular retailers, urging you to “act fast” on deals or resolve a fake account issue. Clicking the link takes you to a malicious site that steals your login credentials.
  • Fake Shopping Sites: Scammers set up convincing websites offering massive discounts. Once you pay, your money—and personal information—is gone.
  • Social Media Scams: Fraudulent ads on platforms like Facebook and Instagram lead you to fake shops or malware-laden links.
  • Too-Good-To-Be-True Offers: Unrealistic deals, especially for high-ticket items like electronics, are often a trap.
  • Payment Fraud: Scammers encourage direct bank transfers to avoid traceable payment methods, leaving victims with no recourse.

Practical Tips to Stay Safe

To help you navigate this high-risk shopping period, here are actionable steps to protect yourself and your team:

1. Pay by Credit Card or PayPal

Using a credit card or PayPal adds an extra layer of protection. These methods offer fraud protection, making it easier to dispute transactions if something goes wrong. Avoid direct bank transfers unless you know and trust the recipient.

2. Be Wary of Social Media Links

Scammers often use platforms like Facebook, Instagram, and Twitter to post fake deals or promote malicious sites. Instead of clicking on ads or links, visit the retailer’s official website directly.

3. Verify Website Authenticity

Before entering personal or payment information, double-check the website address. Scammers often use URLs that look similar to trusted brands, such as “https://www.currrys.co.uk” instead of the correct “https://www.currys.co.uk”. Don’t just check the spelling. Also ensure the website begins with “https://” and look for a padlock icon in the address bar.

4. Assume Phishing First

Treat unsolicited emails or texts with caution. Ask yourself, “Is this genuine?” Look for red flags like poor spelling, urgent language, or unexpected attachments. Hover over links (but don’t click!) to see where they lead.

5. Shop Directly from Trusted Retailers

Whenever possible, go directly to a retailer’s website instead of relying on links from emails or ads. Bookmark trusted websites to ensure you’re visiting the right place.

6. Research Unknown Websites

If you come across a new retailer offering an irresistible deal, do your homework. Search for independent reviews or feedback on trusted platforms like Trustpilot. If reviews are non-existent or overwhelmingly negative, steer clear.

7. Educate Your Team

Ensure your team knows the risks and how to spot scams. Sharing the downloadable PDF in your workplace can be a great starting point.

What to Do If You Think You’ve Been Scammed

If you suspect you’ve fallen victim to a scam, act fast:

  • Contact Your Bank: Notify your bank or payment provider immediately to stop or reverse the transaction.
  • Change Passwords: Update any passwords associated with the compromised account. Use unique, strong passwords and enable two-factor authentication (2FA).
  • Report the Scam: Report phishing emails to Action Fraud or forward them to report@phishing.gov.uk. Social media scams should be reported directly on the platform.
  • Monitor Your Accounts: Keep a close eye on your bank and email accounts for any suspicious activity.

Download Your Free Guide

Our free Black Friday and Cyber Monday Safety Guide is packed with all these tips and more. It’s perfect for your office, shop, or home. Equip yourself and your team to stay safe this shopping season—because a great deal isn’t worth the risk of losing your hard-earned money or sensitive data.

Nxt Steps

At Nxt Gen IT, we’re passionate about keeping you secure—whether it’s protecting your workplace, safeguarding your team, or educating your customers. Need help strengthening your cyber defences? Contact us today to learn more about how we can help protect your business from scams and cyber threats. And remember, stay safe This Black Friday and Cyber Monday.

Resetting your Microsoft 365 password can sometimes feel like more of a challenge than a simple update. While it’s a crucial step to keep your account secure (along with MFA), password resets can lead to a few common issues with logging back into apps and devices. We’ve experienced a wide range of 365 password reset issues and we’re here to share our experience.

Sorting Out 365 Password Reset Issues

Here’s how to troubleshoot, with some tips to get you back working smoothly in no time.

How To Fix It

Step 1: Logging Back into Your PC

If you log into your work PC using your Microsoft 365 account, after a password reset, it’s essential to log out of your computer completely (if you haven’t already). When logging back in, choose the Password option rather than the PIN option. Using your updated password will help sync your login with other apps and avoid password-related errors.

Step 2: Resolving App Login Issues

Once you’re signed in, Windows does something called pass-through authentication. Essentially, this feature lets you sign into your account just once, and then Windows automatically handles logins for other apps, like Outlook, OneDrive, and Teams. However, after a password reset, some users find that apps keep asking for their password, even though they’ve already signed in.

Fix: Try logging out of the app or apps that are repeatedly requesting the password, then sign back in with your new password. If that doesn’t resolve the issue, log out of your PC completely and log back in using the password again. This refreshes the login session for all connected apps and usually resolves any lingering issues.

Step 3: Troubleshooting Mobile Devices

If you use Microsoft 365 apps on your mobile device, you may also need to log back into these apps individually with your new password. Sometimes, you might not get a prompt for your password even though your apps aren’t connecting to the server.

Solution: In cases like this, your IT administrator can help by resetting session connections. Think of this as a “refresh” for all open apps, giving them the green light to ask for your new password and establish a secure connection again.

Other Common Issues and Fixes

Issue 1: Access Denied to OneDrive Files

Sometimes OneDrive may still have issues loading or syncing files even after you’ve logged in with your updated password.

Fix: Sign out of OneDrive, then log back in. If issues persist, try disconnecting and reconnecting your OneDrive account from the OneDrive settings menu.

Issue 2: Authentication Requests in Other Office Apps

If Word, Excel, or PowerPoint ask for your password repeatedly, even after you’ve signed into your PC and Microsoft 365 account, you may need to sign in directly to each app again.

Fix: Open each app, go to the account sign-in area, and enter your new password if prompted. You can also check the app settings to make sure you’re signed into the correct account.

Issue 3: Problems with Shared Drives or Network Resources

After a password reset, accessing network drives or shared resources might fail if these are also tied to your Microsoft 365 login.

Fix: Disconnect and then reconnect to the shared drive, or reach out to IT support if the issue persists, as they may need to update permissions for the drive.

Wrapping Up

A password reset should be a quick and secure way to keep your account safe, but it’s not uncommon to experience a few login challenges afterward. By following these simple steps to solve 365 password reset issues, you’ll have your apps and devices back up and running in no time. And remember, if issues persist, your IT admin is always there to help troubleshoot and make sure everything’s working as it should.

If you’re after advice on good password hygiene, check out this article here.

Nxt Steps

At Nxt Gen IT, we understand that even a small disruption to your Microsoft 365 setup can impact productivity. Our team provides seamless support, from password management to setting up secure access across all your devices. We offer tailored IT solutions to keep your business running smoothly and securely, including proactive management, troubleshooting, and data protection. If you’re looking for reliable, expert IT support that grows with your business, let’s chat.

VPNs (Virtual Private Networks) have become essential tools for businesses of all sizes. They allow employees to securely connect to company resources from anywhere in the world. But what exactly is a VPN, why do they sometimes fail, and what do I need to know when fixing VPN issues?

Understanding And Fixing VPN

Let’s explore how VPNs can benefit your business and share some practical troubleshooting tips on fixing VPN issues, including a recent example where a simple network driver update made all the difference.

What is a VPN?

A Virtual Private Network (VPN) is a secure connection between a device and a network over the internet. This connection acts like a “tunnel” that encrypts the data passing between your device and the company’s servers, ensuring no one else can see or intercept it. VPNs are widely used for secure remote access, allowing employees to access network resources such as files, databases, and applications from virtually anywhere. If you really want to get into the tech side, there’s a great article here on Wikipedia.

How VPNs are Used in Business

VPNs serve several important purposes, including:

  1. Secure Remote Access: Employees working remotely or travelling can connect to the company’s network securely, accessing resources as if they were in the office.
  2. Data Protection: VPNs encrypt data, providing a higher level of security, especially when using public Wi-Fi.
  3. Privacy: VPNs hide your IP address, masking your physical location and providing an additional layer of privacy.

These features make VPNs crucial for companies with remote teams, distributed offices, or employees who need secure access to sensitive data.

Fixing VPN Issues and Troubleshooting Tips

Despite their many advantages, VPNs can sometimes be frustrating due to connectivity issues. Below are some of the most common issues we encounter, along with troubleshooting advice.

1. Incorrect Login Credentials

Symptoms: Connection fails with an authentication error.
Solution: Double-check usernames, passwords, and any one-time codes. If using multi-factor authentication (MFA), verify that it’s configured correctly. In some cases, password resets may be required if credentials are not up to date.

2. Firewall or Security Software Blocking the VPN

Symptoms: VPN client cannot establish a connection or connects but cannot access network resources.
Solution: Many firewall or antivirus programs block VPNs by default. Temporarily disable your firewall or security software to see if it resolves the issue. For a more permanent solution, configure the firewall to allow VPN connections, specifically on UDP or TCP ports used by your VPN provider.

3. Unstable Internet Connection

Symptoms: Frequent disconnections, slow browsing speeds, or inability to connect.
Solution: Check your internet connection speed and stability. A weak or intermittent Wi-Fi signal can disrupt VPN sessions. If possible, switch to a wired connection, which is generally more stable than Wi-Fi.

4. VPN Protocol Mismatch

Symptoms: VPN connects but cannot access resources or load certain websites.
Solution: VPNs operate using various protocols, such as OpenVPN, IKEv2, and PPTP. Check your VPN settings and try changing the protocol; some networks only support certain protocols. Typically, VPN clients have a settings menu where you can switch protocols and test each for compatibility.

5. Outdated VPN Client or System Software

Symptoms: VPN client crashes, fails to connect, or experiences frequent errors.
Solution: Ensure your VPN client and operating system are up to date. Many connectivity issues are resolved in software updates, so it’s essential to keep everything current.

VPN Troubleshooting Best Practices

While VPN issues can be disruptive, following a methodical troubleshooting process can make them easier to resolve. Here are some tips for addressing VPN connectivity issues:

  • Restart Devices: Often, a simple restart can resolve connectivity issues by clearing temporary settings and freeing up resources.
  • Update Network Drivers: As shown in our recent example, network drivers can cause connectivity issues. Check for driver updates if you encounter recurring problems.
  • Check System Logs: Many VPN clients offer diagnostic logs, which can provide more details on why a connection failed. Reviewing these logs can sometimes point you in the right direction.
  • Contact IT Support: If all else fails, get in touch with your IT provider, who can identify the root cause and ensure your VPN is set up correctly.

Nxt Steps

VPNs are essential tools in today’s business world, but connectivity issues can cause frustration and downtime. You may be asking, Do I Need A VPN? We have another great article here that might help.

At Nxt Gen IT, we help businesses configure and maintain reliable VPN connections, ensuring your team can work securely from anywhere. From fixing VPN issues to providing connectivity solutions for your company, our team has you covered.

Need help troubleshooting VPN issues or want to set up secure access for your remote team? Get in touch with us today and let’s keep your business connected!

As Microsoft Teams continues to solidify its place as an essential communication tool, more businesses are exploring ways to enhance productivity with its newest add-ons: Microsoft Teams Premium and Copilot for Microsoft 365. With nearly two-thirds of businesses using Teams, understanding how these options differ and which features they bring can help organisations determine the best fit for their unique needs. Copilot vs Teams Premium? Let’s see if there’s a winner

Understanding Microsoft Teams Premium

Launched in early 2023, Microsoft Teams Premium is an add-on designed to extend the core functionality of Microsoft Teams. It provides an extensive suite of features for branding, enhanced meeting experiences, and large-scale event management. This is particularly valuable for companies hosting webinars or large meetings where control, customisation, and management features are paramount. Here’s a breakdown of what Teams Premium offers:

  • Custom Branding for Meetings
    Create a branded experience within meetings, enhancing professional image and customisation.
  • Advanced Host Controls and Content Sharing
    Get additional management options, such as controlling who can share content, making large meetings easier to manage.
  • In-Meeting Closed Captioning with Translation
    Improve accessibility with automatic translation and closed captioning for real-time support.
  • Webinar and Audience Management Features: Tools like reporting and attendee management help streamline webinar events and large meetings.
  • Bandwidth Optimisation with Content Delivery
    This feature supports enterprise content delivery, which is ideal for town halls and all-hands meetings, providing smooth experiences with minimal disruption.
  • AI-Powered Meeting Insights: Access OpenAI’s GPT-3.5 model to enable intelligent meeting summaries, AI-generated action items, and real-time translation of transcripts.

Microsoft Teams Premium costs around £8 per user per month as an add-on. A very accessible option for businesses needing enhanced meeting and event capabilities.

What does Copilot add to Microsoft Teams?

Copilot, a generative AI tool within Microsoft Teams, is part of the larger Copilot for Microsoft 365 license. This tool leverages AI to assist with personal productivity, helping individuals maximise their time during meetings and streamline communication. Copilot uses data from Microsoft Graph and Microsoft 365 to enhance productivity by automating tasks, summarising content, and creating actionable items. Here’s what Copilot brings to the table:

  • Automatic Meeting Summaries
    Provides quick summaries of key meeting points and discussions for easy reference.
  • Interactive Chatbot for Attendees
    Attendees can catch up on missed details or ask questions via a chatbot feature, saving time during meetings.
  • Meeting Agenda Creation
    Generates agendas from chats, keeping meetings structured and on-point.
  • Capture and Assign Action Items
    Instantly capture decisions and action points, ensuring responsibilities are clear.
  • Channel and Chat Summarisation
    Helps users navigate Teams channels by summarising previous discussions, allowing for more efficient collaboration.
  • Cross-Platform Capabilities
    Copilot spans the entire Microsoft 365 suite, with additional features like creating PowerPoint slides from Excel data, suggesting email responses in Outlook, and summarising content across applications.

The cost for the Copilot for Microsoft 365 license, which includes Copilot for Teams, is approximately £23 per user per month (edit: Microsoft have now launched Copilot Business at around £16 pupm)

Comparing Microsoft Teams Premium and Copilot

While both Teams Premium and Copilot bring valuable features, their primary functions and target users differ. Here’s a comparison to help clarify which might be best for different business needs:

  • Personal Productivity (Copilot)
    Ideal for individuals or teams focused on task automation, summarising discussions, and managing communications across the Microsoft 365 suite.
  • Event Management and Branding (Teams Premium)
    Perfect for companies that conduct large-scale webinars, host external meetings, or need branded, controlled meeting environments.

For example, marketing teams or training departments in businesses that frequently run webinars might find Teams Premium’s customisation tools essential. Conversely, a project management team coordinating ongoing tasks across multiple channels might find Copilot’s summarisation and task automation features invaluable.

Copilot vs Microsoft Teams Premium

Making the Choice: Copilot vs Teams Premium? Or Both?

Businesses don’t need to choose between Teams Premium and Copilot exclusively. In fact, many organisations may find that adopting both provides a comprehensive solution. Teams Premium for structured, branded event management, and Copilot for day-to-day task automation and productivity support.

Consider these tips to make the best choice for your team:

  1. Identify Core Needs
    Determine whether the primary need is for large-scale event management and branding or if individual productivity tools will drive better outcomes.
  2. Evaluate Costs vs. Benefits
    Both solutions add monthly costs. However, for tasks requiring streamlined organisation or large-scale meetings, the ROI on these tools can be high.
  3. Test Before Committing
    Consider running pilot programs with small groups within the organisation to test features and measure impact before a wider rollout.
  4. Hybrid Use Cases
    For those needing both individual and organisational support, integrating both solutions can provide benefits across all levels, from everyday collaboration to high-stakes presentations and events.

Nxt Steps

Choosing the right Teams add-on can transform how your business manages communication, collaboration, and events. If you’re looking to determine which solution aligns best with your unique needs, Nxt Gen IT can guide you through setup, support, and seamless integration.

We hope we’ve settled the Copilot vs Teams Premium debate for you but if want to explore further, contact Nxt Gen IT for expert advice on Teams solutions.

The Right People Connected With The Right Tools

When hiring new employees, their technology experience can have a surprising impact, especially when your business has a specific tech setup. Have you thought about whether your hiring for Mac skills of Windows skills? You might love your Macs but are your taregt employees in an industry that uses them? While it might seem like all computers work the same, there are distinct differences between Macs and Windows PCs that can affect productivity and employee satisfaction. For certain roles, familiarity with the right platform can save a lot of time, increase efficiency, and ensure a smooth transition into the job.

Here’s a closer look at how Mac and PC experience aligns with various industries, why some employees might find it hard to “get on with” a particular platform, and how keyboard layout even becomes a factor in the user experience.

Macs and PCs by Industry: Which Platform Fits Best?

Creative Industries: Favouring Macs

  • Industries: Graphic design, video production, marketing, and web design.
  • Why Macs? Macs have long been the go-to platform for creative professionals. Adobe Creative Suite (Photoshop, Illustrator, Premiere Pro) and Apple’s own Final Cut Pro are highly optimised for macOS, offering smooth performance and intuitive features.
  • Experience Matters: Professionals in creative fields tend to have years of experience on Macs, particularly with Apple-specific keyboard shortcuts that help them navigate creative tools more quickly. They’re accustomed to the layout, and switching to a PC often disrupts their workflow and productivity.

Corporate and Administrative Sectors: Favouring PCs

  • Industries: Finance, accounting, law, and general corporate environments.
  • Why PCs? Windows PCs dominate corporate environments due to their compatibility with Microsoft Office, financial software (e.g., Sage, QuickBooks), and data-heavy programs like Excel. Many business-specific apps are either unavailable or have limited functionality on Macs, so Windows is often the default.
  • Experience Matters: For employees used to PCs, transitioning to Macs can be frustrating, as familiar shortcuts and options are often in different places. The Windows keyboard layout also aligns with their workflow, as many business software tools have been built around it.

Technical and Development Roles: Favouring PCs (and sometimes Linux)

  • Industries: Software development, data analysis, and IT support.
  • Why PCs? Tech professionals generally work on PCs because they offer more customisation options, compatibility with a wider range of developer tools, and access to systems like Linux, which is often required in development environments. Windows PCs also provide greater control over system settings, which is crucial for developers.
  • Experience Matters: IT and software professionals often find Macs restrictive. Familiarity with the Windows interface and keyboard shortcuts for terminal commands and other software can be vital in these roles.

Education and Public Sector: Mixed Environment

  • Industries: Schools, colleges, government offices.
  • Why Mixed? In the education sector, the platform often depends on the type of work. Macs are popular among design and arts departments, while PCs are widely used for administrative work and STEM (science, technology, engineering, and mathematics) subjects. Public sector environments also typically favour Windows due to its affordability and compatibility.
  • Experience Matters: In a mixed environment, employees familiar with both systems will have an advantage, especially in roles where cross-platform compatibility is required. Those new to a platform may experience slower productivity initially due to the adjustment period.

Why Keyboard Layouts Matter More Than You Think

One often overlooked aspect of the Mac vs PC debate is the difference in keyboard layout. Here’s why it’s important:

US vs UK Layout:

  • Macs: Macs generally come with a US-style keyboard layout by default, even in English-speaking countries outside the US. This can be frustrating for users in the UK who are used to the UK layout, where certain keys are positioned differently.
  • PCs: Windows PCs, on the other hand, give businesses the option of both UK and US keyboards, so they can match their employees’ preferences more easily.

Shortcut Differences:

  • Creatives and Designers: You’ll most likely be hiring for Mac skills with creative roles. For them, keyboard shortcuts are used constantly to navigate through complex programs. On a Mac, the “Command” key is essential for these shortcuts, while on a Windows PC, the “Ctrl” key takes precedence. Switching from one to the other requires re-learning which key combinations work, slowing down seasoned users who are used to their Mac-specific shortcuts.
  • Office-Based Roles: In finance or data-heavy roles, keyboard shortcuts in Excel are vital, and many shortcuts work differently on a Mac. Employees switching from Windows to Mac may find this disruptive, as they need to relearn the shortcuts, impacting productivity.

Cloud-Based Solutions: Making a Mixed Environment Feasible

The choice between Macs and PCs doesn’t have to be an all-or-nothing decision, thanks to modern cloud services. Cloud-based tools make it easier for businesses to run a mixed environment without disrupting workflows.

How Cloud Solutions Help

  1. Seamless File Sharing:
    Platforms like Microsoft 365 and Google Workspace allow employees on both Macs and PCs to collaborate on documents in real-time without worrying about software compatibility. A designer on a Mac can share files easily with an admin on a PC using these cloud-based tools.
  2. Universal Software Access:
    Cloud services, like Adobe Creative Cloud, allow access to the same suite of creative tools on both Macs and PCs. Likewise, CRMs, project management tools, and HR software like HubSpot, Monday.com, and BambooHR are web-based, meaning employees can access them from any device.
  3. Remote and Hybrid Work Compatibility:
    Cloud solutions provide an adaptable infrastructure that supports remote work, allowing employees to use their preferred platform at home without sacrificing security or functionality. Teams can work on the same projects regardless of whether they use a Mac or a PC.

Deciding Which Platform Fits Your Business Needs

When choosing between Macs and PCs, consider your industry’s demands, your team’s experience, and your company’s budget. Athough three quarters of the world use Windows over other operating systems, don’t just go with the flow. Make informed decisions for your business.

Key Takeaways for Business Leaders

  1. Industries and Workflow: Look at your industry’s standard practices. Creative and design-heavy roles will often find Macs more user-friendly, while technical, financial, and administrative staff typically find PCs more functional.
  2. Employee Preference: The time it takes for an employee to get comfortable on a new platform impacts productivity. If you hire creatives who are used to Macs, switching them to PCs may require an adjustment period. Conversely, IT and finance professionals may struggle with Macs due to limited customisation and software incompatibilities.
  3. Cloud Solutions for Flexibility: Modern cloud services make mixed environments more manageable, enabling a seamless workflow for businesses with both Mac and PC users. This can be an excellent solution if your business relies on a diverse tech setup.

Nxt Steps

Choosing the right device for your business isn’t just a matter of price and specifications. It’s about understanding your industry’s demands, your employees’ preferences, and the tools you need to stay competitive. By considering both the benefits of each platform and the flexibility of cloud-based solutions, you can create an environment where your team has everything they need to succeed. And remember, be explicit on those job adverts about whether you’re hiring for Mac skills, Windows skills, or maybe even both.

Want advice on setting up Macs, PCs, or both? Reach out to us, and we’ll help you design the perfect tech setup for your business.

Still deciding on Mac vs PC or your business? Check out our Mac security-focused article here.

Choosing The Right Computer For Your Needs

Choosing between Apple Macs and Windows PCs for your business goes far beyond price and personal preference. Although Windows accounts for nearly 75% of the worlds computers, Mac is the second big player in the market. It’s reported that brand strength and perception drive many to decide on purchasing an Apple Mac over a Windows PC. But both platforms have unique strengths and offer value in different ways, making the best choice a matter of your business’s needs, industry focus, and team needs. This ultimate Mac vs Windows guide explores how these operating systems compare, discusses specific business applications, and highlights how modern cloud technology has made mixed environments more practical than ever.

Cost Comparison and Total Value for Money

Cost is one of the first factors most businesses consider. Macs typically come with a higher initial price tag than equivalent PCs due to Apple’s design, build quality, and hardware choices. However, Macs’ hardware durability, coupled with their resale value, can make them an excellent investment for specific industries and use cases.

Real-World Examples of Cost Benefits

  • Design and Creative Studios: Creative agencies and design studios often find Macs to be worth the investment. Their high-resolution Retina displays, optimised colour accuracy, and robust performance with software like Adobe Creative Suite and Final Cut Pro X make them ideal for photo editing, video production, and graphic design. These businesses may only need to replace Macs every five to seven years, which makes the initial expense more manageable.
  • Other industries: Most businesses find it more cost-effective to use Windows PCs. PCs offer a wide variety of hardware options and customisability, meaning they can find budget-friendly models suitable for administrative tasks and invest in higher-spec devices only where needed.

User Experience and Interface

Both macOS and Windows provide distinct user experiences:

  • macOS: Known for its clean, streamlined interface, macOS is ideal for users who value a simplified, intuitive experience. Design consistency across apps makes it easy to switch between different Apple products.
  • Windows: Provides customisation and control favoured by tech-savvy users or those in industries that rely heavily on advanced settings and controls, like IT and software development.

Industries Where User Experience Matters

  • Marketing and Creative Services: Many marketing firms prefer Macs for the user-friendly experience and the high-quality display, which aids in creating and presenting visual content.
  • Finance and Accounting: Windows PCs are generally preferred in finance, accounting, and data-heavy industries, thanks to the broad array of financial software that needs to be installed and the robust capabilities of Excel for Windows, which supports features not available on Mac versions.

When hiring new employees, their technology experience can be a surprisingly impactful factor, especially when your business has a specific tech setup. While it might seem like all computers work the same, there are distinct differences between Macs and Windows PCs that can affect productivity and employee satisfaction.

We explore this further in this article, Why Mac and PC Experience Matters Across Industries.

Security and Privacy

When it comes to security, both platforms have taken significant strides in recent years, but each has its unique approach.

Security Myths and Realities

The myth that “Macs don’t get viruses” has persisted for years, but it’s just that. A myth. It gets used in the Mac vs Windows debate all the time but both macOS and Windows require robust cybersecurity practices. Macs were less targeted due to lower market share, but as their popularity has grown, so has the frequency of malware targeting macOS. Windows, being the more popular OS, has faced more significant security threats historically, which led Microsoft to develop a range of advanced security features for Windows 10 and 11, such as Windows Defender and BitLocker.

Key Security Features

  • Macs: Features like Gatekeeper, which blocks unauthorised apps, FileVault for encryption, and System Integrity Protection (SIP) make macOS a strong choice for security-conscious businesses.
  • Windows PCs: Microsoft has focused on developing enterprise-level security features, such as advanced threat detection and regular updates. Windows also offers control over security updates, allowing businesses to time them to minimise disruption.

Software and Hardware Integration

A significant consideration for businesses is software compatibility. Both systems support many common business tools, but each has particular advantages for certain industries.

Software Compatibility

  • Creative and Media Companies: Macs are optimised for creative tools such as Adobe Creative Suite and Final Cut Pro X, making them the default choice for graphic designers, filmmakers, and media companies.
  • Engineering and Architecture Firms: PCs are more compatible with industry-specific software like AutoCAD, MATLAB, and SolidWorks, used widely in engineering and architectural design.

Apple Ecosystem Integration

The Apple ecosystem’s integration is a big selling point for many businesses. The seamless connection between devices like iPhones, iPads, and Apple Watches allows for a fluid workflow, enabling users to transfer files through AirDrop, respond to iMessages, and use features like Universal Clipboard. However, using personal iCloud accounts for business data can create privacy and data separation issues, highlighting the importance of Apple Business Manager for companies using multiple Apple devices.

Customisability and Control

For businesses prioritising flexibility, Windows typically offers more customisability, particularly valuable in highly regulated sectors or in larger enterprises with complex IT needs.

  • Windows: Allows extensive customisation, from user settings to device configurations, which can be essential for IT administrators.
  • Apple Business Manager: For businesses wanting to manage multiple Macs, iPads, or iPhones, Apple Business Manager simplifies the setup and deployment of Apple devices, allowing IT departments to control settings, apply apps, and monitor compliance in a structured environment.

Mac vs Windows? Have both, thanks to the Cloud

For businesses needing the best of both worlds, modern cloud services like Microsoft 365, Google Workspace, and cloud-based file storage (e.g., OneDrive and Dropbox) have made working in a mixed environment far easier.

Real-World Mixed Environment Examples

  • Consulting Firms: A consulting company might use Macs for their design team and Windows PCs for administrative roles. Cloud services like Google Workspace and Microsoft 365 bridge the gap, ensuring collaboration is seamless, regardless of the operating system.
  • Education and Training Businesses: Educational institutions might provide Macs to teachers for multimedia tasks while using Windows for administrative functions. Cloud platforms enable both groups to share documents, collaborate, and communicate effectively.

Performance and Maintenance

The initial performance and long-term upkeep of a device can significantly impact business productivity and cost efficiency.

  • Maintenance and Repair Costs: Macs tend to have higher repair costs, and recent models are not easily repairable or upgradable, with components like RAM and storage often soldered onto the motherboard. PCs are generally easier to service, which can be a cost-saving factor for businesses.
  • Longevity and Upgradability: Macs are known for their longevity, but they are less upgrade-friendly than PCs. PCs allow users to upgrade RAM, storage, and sometimes even processors, extending device lifespans.

Employee Satisfaction and Productivity

Employee satisfaction directly impacts productivity. Macs tend to be favoured by creative and younger employees, while PCs are often preferred by those in traditional sectors. Your team might answer the Mac vs Windows debate for you.

Examples by Industry

  • Marketing Agencies: Many marketing agencies favour Macs because of their creative software ecosystem, which supports employees in creating high-quality visual content.
  • Financial Institutions: Windows PCs are preferred in finance and legal settings, where customisable settings and support for business-specific software are essential.

Future-Proofing Your Investment

Both Macs and PCs offer unique ways to adapt to future changes in technology, but their approaches differ.

Scalability

  • Macs: Great for small to medium-sized teams that don’t need hardware upgrades frequently but benefit from the stability and support of Apple’s ecosystem.
  • PCs: More scalable for growing companies that may need to upgrade specific components to meet increasing performance demands.

Nxt Steps

So, any clearer on the Mac vs Windows debate? Choosing the right platform for your business is an investment in productivity, security, and employee satisfaction. Macs offer excellent creative tools and a streamlined experience within the Apple ecosystem, making them ideal for creative and design-oriented industries. PCs, on the other hand, provide flexibility, a wider range of software, and customisability, which suit data-driven or enterprise environments. Cloud solutions make mixed environments increasingly viable, letting you create a setup that combines the best of both worlds.

Looking to decide which is best for your business? At Nxt Gen IT, we can guide you through the pros and cons and help tailor the best solution for your setup. Find out more about our IT support services.