The BBC ran a story recently that captured a simple but powerful moment. A farmer posted a short video of his sunflower fields on social media. It was nothing fancy. Just a peaceful clip of golden flowers in bloom. No marketing budget. No ad spend. Yet within days, crowds were turning up in person to see it for themselves.

The post went viral, the farm went from quiet to buzzing, and the takeaway for businesses couldn’t be clearer. Social media, when used with authenticity and a bit of timing, can transform visibility and drive real-world results.

So what does this have to do with your business?

Whether you’re running a law firm, a retail shop, or a growing service company, the lesson is the same. The right message, at the right time, on the right platform, can move the needle. It’s not just about likes or views. It’s about real engagement, real people, and real impact.

So, what is this shift in social media behaviour and what does it mean for business owners and leaders today? And more importantly, what should you do about it?

The Social Media Advantage for UK Businesses

Social media has come a long way from being just a way to stay in touch with friends. Today, it’s a serious growth lever for small and medium-sized businesses. Platforms like LinkedIn, Instagram, Facebook, and TikTok are offering a level playing field. A business with five employees and a great story can now reach the same number of people as a company with a massive marketing team… if the message connects.

Right now, 28% of UK SMEs say they generate more sales through social media than through any other channel. Whether it’s product launches on Facebook Live, success stories on LinkedIn, or customer videos on Instagram, social is proving its worth every day.

But it’s not just customers who are watching. Job seekers are using these platforms too. In fact, 73% of people aged 18–34 landed their most recent job via social media. So if your business is growing and hiring, your social media presence is already part of your recruitment strategy, whether you’ve planned it or not.

Behind-the-scenes videos. Team spotlights. Your company values in action. These aren’t just “nice content ideas.” They are assets that help people decide whether they want to work with you or for you.

Why an Outdated Social Strategy Could Be Holding You Back

Of course, it’s not all smooth sailing. One of the biggest mistakes businesses make is assuming that what worked five years ago still works now. The reality is, social media habits shift fast.

Younger users are spending less time on Facebook and more time on platforms like Instagram and TikTok. In the UK, people aged 18–24 spend an average of just 15 minutes a day on Facebook, but over an hour on TikTok. That’s a massive shift in attention.

Instagram has overtaken both Facebook and YouTube as the second-most visited app for people under 35 in the UK. For anyone targeting younger consumers or hiring early-career talent, these platforms are no longer optional extras. They’re primary channels.

Even LinkedIn, traditionally seen as the “corporate” network, has evolved into a vibrant space for storytelling, professional advice, and company culture. A well-timed post about your team’s success or a thoughtful comment on an industry trend can put your business in front of decision-makers and potential hires alike.

So if your business is still recycling the same posts on the same platform, or only active in one space, you could be missing out on an audience that’s already moved on.

How to Build a Future-Proof Social Strategy

Feeling behind? You’re not alone. Many business leaders we speak with tell us they know they should be doing more with social media, but they’re not sure where to start. The good news is you don’t need a massive marketing team or a trendy video editor to stay relevant. Just a few smart habits.

1. Get to Know Your Audience (Again)

Social platforms are constantly changing, and so are the people using them. Check your analytics regularly to see which age groups are engaging and where. Ask your customers where they spend their time online. Don’t assume they’re still on Facebook just because they were last year.

2. Stay Informed Without Overwhelm

You don’t have to read every industry report. Just stay curious. Follow a few marketing experts on LinkedIn, subscribe to a couple of useful newsletters, or check in with Ofcom’s digital usage reports a few times a year. You’ll start to notice patterns, like the rise of short-form video or the shift toward purpose-led content.

3. Diversify Your Platforms (but Do It Strategically)

Not every platform will suit your business. But relying on just one puts you at risk. Choose two or three that best align with your audience and business goals. For example, if you’re a recruitment agency targeting graduates, LinkedIn and TikTok might be your sweet spot. If you’re a café looking to grow footfall, Instagram Stories and Reels could be game-changers.

4. Adapt Your Content to What Works Now

Short videos. Live Q&As. Interactive polls. People engage with content that feels fresh, visual, and human. You don’t have to reinvent the wheel, but you do need to mix things up. Look at what’s working for others in your sector. Experiment. Learn. Repeat.

5. Track What Matters

Don’t just post and hope. Set time every quarter to review your social metrics. Are you seeing more enquiries? More clicks to your website? Higher engagement on one platform than another? Use that insight to shape your next steps.

6. Upskill Your Team

Social media moves fast, but your team can keep up. Free resources like BT’s Skills for Tomorrow are a great place to start. Encourage a culture of learning. Share tips, test ideas, and celebrate what works.

The Bottom Line: Stay Active, Stay Authentic

Social media will keep changing. That’s a given. But your strategy doesn’t have to be reactive. It can be proactive, people-first, and totally aligned with your growth plans.

You don’t need to jump on every trend or master every new app. But you do need to stay visible, stay aware, and most importantly, stay human.

That’s what made that sunflower field go viral. And it’s what will keep your business connected to the customers, prospects, and talent that matter most.

Nxt Steps

At Nxt Gen IT, we help growing UK businesses build future-ready strategies that go beyond IT support. That includes supprting you in making smarter use of digital tools like social media, Microsoft 365, cloud platforms and more.

Need a fresh perspective on your tech usage? Let’s chat about what’s working, what’s changing, and what’s next for your business.

📩 Book a call today and let’s future-proof your growth.

“That’ll do for now. We’ll sort it properly later.”

It’s a phrase we’ve heard from founders more times than we can count. And we get it. When you’re just starting out, every penny matters. You’re focused on traction, sales and hiring your first few team members. Tech can feel like something to patch together and revisit when things calm down.

The truth? Later often costs more. Not just in money, but in time, efficiency, and missed opportunities.

At Nxt Gen IT, we’ve helped dozens of businesses navigate the journey from startup to scaleup and beyond. For this blog, we’ve brought together real experiences from three fast-growing companies we worked closely with. To keep things simple, we’ve rolled them into one story and called them Brightside.

Starting Out: Making Do, Moving Fast

Brightside began like so many ambitious startups. A great idea, a few driven founders, and a drive to move fast. Their tech setup reflected that early hustle:

  • Free tools patched together
  • Shared logins and personal accounts
  • No real structure around cybersecurity or user management
  • Everyone doing a bit of everything, often manually

At the time, it made sense. But as the business grew, the cracks started to show.

Manual lead processing was slow and inconsistent. Customer onboarding took longer than it should. Hiring new staff meant lost days just getting them set up with the right access and tools. Every shortcut they had taken to save time early on started slowing them down.

Phase Two: Scaling Without the Sprawl

As Brightside grew past ten employees, they knew things had to change. They were bringing in serious clients, hiring faster, and working across multiple locations. They needed structure, security, and systems that wouldn’t fall apart under pressure.

This is where we stepped in.

We helped Brightside:

  • Migrate to Microsoft 365 Business Premium, unlocking scalable email, document sharing, collaboration, and security—without breaking the bank
  • Choose licences based on user roles, so they weren’t overpaying for features some team members didn’t need
  • Introduce Mobile Device Management and Endpoint Protection to keep data secure across laptops, tablets, and phones
  • Standardise onboarding processes so every new hire had the right apps, access, and support from day one

Within months, Brightside had gone from firefighting tech issues to running a smooth, joined-up operation. New staff were onboarded in hours, not days. Clients were impressed with how polished and responsive the onboarding process had become.

And perhaps most importantly, staff stayed. People felt supported, equipped, and part of something that worked.

Building a Business That Buyers Want

By the time Brightside reached 60+ employees, they were in conversations about acquisition. And suddenly, the spotlight turned to IT, data, and process.

The potential buyer wanted to know:

  • Was the tech stack secure and scalable?
  • Were there proper access controls and backups in place?
  • Could new staff be added without disruption?
  • Were client processes repeatable and efficient?

Because we’d helped them make smart decisions along the way, Brightside had the answers ready. They had:

The result? The buyer was confident not just in what Brightside had built—but in their ability to keep building it at scale.

What Brightside Got Right (and Others Often Don’t)

  • They stopped treating IT as a cost centre. Instead, they saw it as a foundation for growth.
  • They spent wisely early on. Not lavishly, but strategically—choosing tools and support that could scale without rework.
  • They brought in experts early. Getting advice before the pain kicked in meant they avoided expensive cleanup jobs later.

So, What Can You Learn From Brightside?

If you’re growing a business, don’t wait for the wheels to come off before you invest in the tech that holds everything together.

  • Start with scalable tools like Microsoft 365 but get expert help to choose the right licences.
  • Build repeatable onboarding processes for both staff and clients.
  • Put security measures in place that don’t just tick boxes, but actively reduce risk.
  • And if you’re planning to sell one day, know that buyers are looking at your IT just as closely as your financials.

Nxt Steps

Whether you’re a startup on the rise or a scaleup ready for the next chapter, Nxt Gen IT helps you make smarter tech decisions that support long-term success.

We don’t do one-size-fits-all. We work with you to build the right IT foundation for your business. Balancing cost, security, and scalability from day one.

👉 Ready to build a business that grows smoothly and sells easily? Let’s talk.

Welcome To The Terror of TERRL in 365

“Why are some of our emails bouncing?”
“Our system says it sent the campaign, but no one received it.”
“Why is Microsoft throttling our emails?”

If your team relies on Microsoft 365 to reach customers, clients, suppliers (or anyone outside your organisation) you might be about to hit an invisible wall.

Microsoft has quietly rolled out a limit on how many external emails your organisation can email in a day. It’s called the Threshold for External Recipient Rate Limit, or TERRL.

❗️Heads up – there’s more to come.
While TERRL is the big change right now, it’s not the only one. Later this year, Microsoft is also enforcing a per-user external email cap, known as MERRL. We’ll cover what that means (and who it affects) at the end of this post.

And once you hit that limit? Microsoft 365 starts rejecting emails. No warning. No exceptions.

Whether you’re in sales, marketing, customer support, or operations, this change could quietly derail your email comms unless you’re prepared.

Why TERRL Matters: Even If You’re Not a “Bulk Sender”

TERRL affects any business that sends a lot of emails to different people. Especially those using shared inboxes, CRMs, automation platforms, or even simple team-wide communications.

Here’s how it works:

If your emails are routed through Microsoft 365 (Outlook, CRM integrations, automated alerts, etc.), every email to anexternal address counts toward your daily TERRL.

It’s not just “mass emails.” Even one-to-one emails sent by your team (if sent at scale) contribute to the cap.

And here’s the kicker: the old “soft” limits of 10,000 emails per day, per user? Gone. Replaced by a calculated tenant-wide limit that’s often far lower than businesses expect.

What Is My TERRL?

Microsoft calculates your TERRL like this:

TERRL = 500 × (Number of Microsoft 365 Licences ^ 0.7) + 9,500

Let’s simplify that:

If you’ve got 100 Microsoft 365 licences, your limit is about 22,000 external emails per day. That sounds like a lot, but it adds up quickly:

  • Marketing campaigns
  • CRM sequences
  • Invoicing or client alerts
  • Sales prospecting
  • Customer support emails

Even five team members sending to the same 200 external addresses each day is 1,000 right there. One large campaign and you’re halfway to the limit, before your helpdesk or accounts team even logs on.

✅ Check Your Email Usage in 60 Seconds

Want to know if you’re at risk? You can check in just a few clicks.

  1. Log into your Microsoft 365 Admin account
  2. Open this report: Outbound External Recipients Report
  3. Set the date range to 7 or 30 days
  4. See how close you are to your TERRL each day

If you’re hovering near the line, it’s time to act.

Want to Skip the Math? Use Our Free TERRL Calculator

We’ve built a simple tool to help you:

  • Calculate your current TERRL
  • See how many more licences you’d need to increase it
  • Estimate costs using the lowest-cost Exchange Online licence (£3.10/month)

Use it to get clarity fast and share it with your team.

Try the TERRL Calculator now

TERRL Calculator

Already Near the Limit? Here’s What You Can Do

1. Increase Your Licences (Quick but Costly)

Each extra licence adds to your TERRL. This is the simplest fix but it’s not always the most cost-effective. We can help you review your 365 setup and avoid overpaying.

Want a second opinion on your current licence mix? Let’s talk.

2. Don’t Send Bulk from Microsoft 365

Microsoft 365 was never designed to be a mass mailing platform. Tools like CRMs or marketing automation software should be configured to send through dedicated email delivery services, not your business email server.

These platforms are purpose-built for high-volume sends and won’t count against your TERRL.

Need help reviewing your outbound setup or integrating external delivery tools? We’ve got the know-how.

3. Use a Relay Service (Best of Both Worlds)

Want to keep sending from Outlook or your CRM, but stay under the limit? You can connect services like SendGrid, Mailgun, or Postmark to relay emails. Bypassing the TERRL limit while keeping things seamless for your team.

It takes some setup but preserves your workflows and improves deliverability.

Not sure where to start? We can scope and implement the right relay for your needs. Reach out today.

Think It Doesn’t Affect You? Think Again.

This isn’t just a “recruiter problem.” We’re seeing it hit:

  • Finance teams automating client reminders
  • Marketing teams sending product updates
  • Sales teams running outreach sequences
  • Customer success teams managing onboarding

If you email lots of different people, this affects you.

Wait, Is That Everything? Not Quite – Meet MERRL

Just when you’ve wrapped your head around TERRL, there’s another important limit on the horizon: the Mailbox External Recipient Rate Limit, or MERRL.

Where TERRL is your tenant-wide cap on how many external emails you can email in 24 hours, MERRL applies at the individual mailbox level.

Starting from October 2025, Microsoft will enforce a hard limit of 2,000 external emails per mailbox, per 24-hour rolling window. That includes any message sent via Outlook, your CRM, automations, or integrations (as long as it routes through Microsoft 36).

This limit is designed to clamp down on “mass email” behaviour using standard user accounts. So if your team uses:

  • CRM platforms for candidate or client outreach
  • Email sequencing tools like Lemlist, Apollo, Sourcewhale, etc.
  • Shared mailboxes or delegated send-as permissions
  • Automated notifications or campaign triggers

…this limit applies.

Even worse? If a tool sends on behalf of your users using Microsoft 365, those emails count against that user’s MERRL. This means their mailbox can hit the cap without them even realising it.

Does It Affect Everyone?

No. And this is important.

If your team uses Microsoft 365 primarily for normal, person-to-person email? You’re probably safe.

But if your business leans on Outlook for mass outreach, this change could hit hard. Especially in sectors like:

  • Recruitment
  • Sales & Business Development
  • Marketing Automation
  • Customer Support teams using CRMs

These industries often rely on third-party tools that route bulk email via Microsoft 365 mailboxes. That’s where both TERRL and MERRL can combine to silently block or throttle outbound messages – killing your campaigns and damaging deliverability.

What Can You Do?

The good news is, this isn’t the end of email. Just a sign it’s time to adapt:

  • ✅ Stop using Microsoft 365 for mass email – offload campaigns to proper bulk services.
  • ✅ Use relay tools like SendGrid, Mailgun or Postmark to keep your delivery clean.
  • ✅ Review your CRM/marketing tool configs – make sure they’re not relying on user mailboxes.
  • ✅ Talk to us – we’ve helped recruitment agencies and sales teams build scalable, compliant outbound email workflows.

The future of outbound email in Microsoft 365 is changing. But with the right setup, you can stay ahead of it

Nxt Steps

The TERRL limit is a real, enforced cap that can silently block your outbound emails. And disrupt your business.

✅ Check your usage
✅ Use our calculator
✅ Review your email setup

And with MERRL on the way, you can’t sit back and relax just yet. If you’re anywhere close to the limit (or just want peace of mind) Nxt Gen IT can help. We’ll review your 365 usage, optimise your licensing, and recommend the right approach for your workflows.

Let’s make sure you stay in control of your comms.

👉 Speak to a Microsoft 365 expert today

Further Reading

If you’d like to learn more about TERRL, please see Microsoft’s updated announcement

Or, to learn more about MERRL, please see Microsoft’s updated announcement.

Don’t Ignore Those Software Updates

Picture this: You hear on the news that homes nearby are being broken into. You double-check your locks, close the windows, and probably leave a light on. Right?

Now imagine doing the opposite. Leaving your front door wide open and hoping for the best.

It sounds ridiculous, but that’s exactly what many businesses are doing when they delay fixing security vulnerabilities in their systems.

And it’s happening more than you might think.

Research shows that over two-thirds of businesses take more than 24 hours to resolve serious vulnerabilities. That delay can open the door to hackers, data theft, and serious downtime.

What counts as a vulnerability?

In IT terms, a vulnerability is a weakness or flaw in your systems that can be exploited by cyber attackers. These could be:

  • Unpatched or outdated software
  • Weak password policies
  • Misconfigured firewalls or access settings
  • Gaps in your antivirus or endpoint protection

Most modern tools are designed to flag these risks. The challenge isn’t finding the problem. It’s acting on it fast enough.

Why the delay?

Even with internal IT teams in place, many businesses still struggle to close vulnerabilities quickly. That’s because:

  • Manual processes slow everything down
  • Data is often incomplete or scattered across different platforms
  • Too many tools don’t communicate with each other

As a result, your team ends up overwhelmed, patching systems reactively instead of proactively. Meanwhile, your business stays exposed, sometimes for days. Or even weeks.

Time matters: every second counts

Here’s the bottom line: The longer a vulnerability is left open, the more time attackers have to find and exploit it.

Cyber criminals don’t wait. They scan for weaknesses constantly and move fast when they find one. What might seem like a small delay can quickly turn into a major breach.

There’s a smarter way to manage risks

You don’t have to handle this all on your own. Partnering with a Managed Service Provider (MSP) like Nxt Gen IT means you can take a more proactive, strategic approach to cyber security.

We use intelligent tools and automation to:

  • Spot vulnerabilities early
  • Prioritise the biggest risks
  • Patch issues quickly and efficiently
  • Keep your systems protected around the clock

That way, your internal team can focus on bigger-picture tasks, while we make sure nothing slips through the cracks.

Don’t wait until it’s too late

Cyber threats are evolving every day. And attackers are getting faster, smarter, and more relentless. Leaving known vulnerabilities unpatched is like inviting them in.

Nxt Steps

If you’re struggling to keep up, you’re not alone. But with the right support, you can fix weaknesses before they become problems. You’ll sleep easier knowing your business is protected.

Need help closing the gaps in your IT security? We’re ready when you are. Let’s talk.

AI-powered support built right into Microsoft 365

Running a business is demanding. From managing staff and staying on top of emails to analysing data and keeping everything moving, there is always something to do. That is where artificial intelligence (AI) comes in, and Microsoft Copilot is leading the way.

With the release of Copilot Wave 2, Microsoft has added more than 150 new features that aim to make everyday work simpler and more efficient. This guide explains everything you need to know, in plain English, with practical tips for small and medium-sized businesses.

What is Microsoft Copilot?

A virtual assistant built into Microsoft 365

Microsoft Copilot is an intelligent assistant embedded in Microsoft 365 apps such as Word, Excel, Outlook, Teams and PowerPoint. It understands natural language, which means you can type or say what you need and Copilot will do the rest.

For example:

  • “Summarise the notes from yesterday’s meeting.”
  • “Create a sales report for this month.”
  • “Draft an email to follow up with the new client.”

It saves time, reduces admin, and allows you to focus on more strategic work.

Why it matters to business owners

Whether you are leading a growing business or managing a remote team, Copilot can help you:

  • Free up time by automating repetitive tasks
  • Make more informed decisions based on data
  • Improve communication with your team and customers
  • Support collaboration with intelligent, shared workspaces

What Copilot already offers

In Word

Copilot helps with drafting letters, reports and proposals. It also improves tone, fixes grammar and rewrites content to make it clearer and more professional.

In Excel

Ask questions in plain English, such as “Which of our services were most profitable last quarter?” and Copilot will analyse the data, build charts and highlight trends without needing formulas.

In PowerPoint

Turn notes or documents into ready-made presentations complete with formatting and branding.

In Outlook

Summarise long email threads, write responses, and highlight key points, helping you keep your inbox under control.

In Teams

Copilot takes notes during meetings, highlights decisions and tasks, and helps ensure that nothing is missed or forgotten.

What is new in Wave 2?

Microsoft has enhanced Copilot with significant upgrades based on user feedback. Here are some of the most useful features for business users.

Copilot Pages

This new feature acts as a digital project space. Instead of juggling Word documents, spreadsheets and emails, you can pull everything into one place. If you are planning a campaign or launching a new product, Copilot Pages lets your team collaborate live on one page with notes, charts, tasks and feedback all visible and editable in real time.

For more detail, see Microsoft’s announcement on Copilot Pages

Python integration in Excel

Data analysis becomes much more accessible thanks to built-in Python support. Ask advanced questions in simple language, and Copilot uses Python to deliver data insights. This is ideal for forecasting, performance tracking or financial modelling without needing a specialist.

BizChat

BizChat makes it easier to find answers across chats, meetings and emails. For example, you can ask “What did we agree with this client in our last meeting?” and get a direct, accurate summary. It brings together unstructured information from across your business and makes it instantly usable.

Upgrades to Word, PowerPoint and Outlook

Each app in Microsoft 365 now benefits from smarter automation:

  • Word writes faster, clearer content
  • PowerPoint builds slide decks from existing documents or ideas
  • Outlook manages long email threads and suggests replies

You tell it what you want, and it takes care of the rest.

Smarter meetings in Teams

Copilot now captures spoken and written discussion during meetings and summarises outcomes and action points. If someone shares an idea in the chat, it gets picked up and included in the meeting summary automatically.

You can also check out our article on running better meetings in Teams for more practical tips.

How to get started with Copilot

Step 1: Check your Microsoft 365 plan

Copilot is not included with every Microsoft 365 subscription. If you are not sure whether your current plan supports it, contact the Nxt Gen IT team and we can check for you.

Step 2: Enable Copilot

If your plan supports it, you can enable Copilot in the Microsoft 365 admin centre. If you need assistance, we can walk you through the process.

Step 3: Run a pilot

Start by giving Copilot access to a small group of users, such as your managers or team leads. This allows you to collect feedback and adjust your approach before deploying it across your whole business.

Why training matters

Copilot is most effective when your team understands how to use it properly. A little training goes a long way.

Useful training topics include:

  • How to write effective prompts
  • Examples of real-world use cases
  • How to fine-tune Copilot’s suggestions

We offer tailored training for small and medium-sized businesses.

Copilot in everyday use

Here are some examples of how your team can use Copilot daily:

AppEveryday Use Case
WordDraft letters, proposals, and reports
ExcelSpot trends, forecast sales, and generate charts
PowerPointCreate presentations from notes or briefs
OutlookManage your inbox and draft messages
TeamsCapture meeting notes and assign tasks
Copilot PagesRun collaborative projects in real time
BizChatSearch business conversations for information

Is Copilot worth it?

If your team is able to:

  • Get more done in less time
  • Make faster, data-informed decisions
  • Reduce time spent in meetings
  • Lower stress and focus on meaningful work

Then yes, Microsoft Copilot is already providing value.

Need help getting started?

Copilot Wave 2 is more than just a software update. It is a new way to work.

At Nxt Gen IT, we help UK-based businesses get the most from Microsoft 365 and AI tools like Copilot. Whether you need help with licensing, configuration or training, we are here to support you every step of the way.

Contact us today and let us help you take advantage of what Microsoft Copilot can offer.

FAQs

We get asked these questions by clients on a regular basis. If you have any queries beyond this, please contact us.

Do I need a specific Microsoft 365 plan to use Copilot?

Yes. Copilot is only available on specific Microsoft 365 plans such as:
– Microsoft 365 E5, E3, F1, F3 
– Office 365 E5, E3, E1, F3 
– Microsoft 365 Business Basic, Busines Standard, Business Premium

Is Microsoft Copilot secure?

Yes. Copilot follows the same security, compliance, and data protection standards as the rest of Microsoft 365. It only accesses content you already have permission to view, and data never leaves your Microsoft 365 environment.

Can Copilot work with our existing files and documents?

Absolutely. Copilot integrates directly with your existing emails, documents, spreadsheets, and Teams chats. It uses this content to generate responses and insights based on your own data, not generic information.

How accurate is Copilot’s output?

Copilot is remarkably accurate for summarising, generating content, and analysing data, but it is still AI-based and should be reviewed. It is best used to accelerate work, not to replace human judgment.

How can I try Copilot before rolling it out company-wide?

We recommend starting with a small group of users, such as project managers or team leads. Monitor how they use Copilot, gather feedback, and then expand the rollout. Nxt Gen IT can help with pilot projects and rollout planning.

What Your Business Can Learn From It

You expect dodgy links in emails or random pop-ups to be risky. But what if the danger comes from a website you trust?

One of our clients recently had a close call. A member of their team went to book a venue for a company event. They had used this venue before and had a great relationship with them. It was a well-known business with a professional website. Everything looked normal at first. The web address was correct. The landing page looked familiar, but something was off. The design seemed broken, like the page had not fully loaded.

Still, they carried on.

They clicked on the booking link and were met with a Captcha request. You know the ones. “Click here to prove you’re human.” It looked normal too. But after clicking “Verify,” a new window popped up with strange instructions.

It told the user to copy a code
Open the Windows Run box (by pressing Windows + R)
Paste the code
And press OK

It all seemed a bit odd. But the instructions looked official. The user nearly followed them.

What they did not realise was that this code would hijack a legitimate Windows process called mshta.exe. In the background, it would try to install malware and gain admin access to their system.

This is where the story could have gone very wrong.
But it didn’t.

How SentinelOne and Nxt Gen IT Saved the Day

Thankfully, our client had SentinelOne Endpoint Detection and Response (EDR) running on all devices. As soon as the malware tried to hijack the process, SentinelOne blocked it.

It killed the process immediately
Prevented any changes to the system
And sent us an instant alert

Our techs jumped on it straight away. We called the user to walk through what had happened, made sure no other steps had been taken, and ran a full check on the device. Everything was clean. No damage was done.

We also contacted the venue. At first, we got a recorded message saying, “We are currently experiencing issues with our website.” That confirmed our suspicions. When we eventually spoke to someone, we explained what we had seen and shared advice on how to secure their site and get help resolving it.

The Bigger Lesson: Trusted Sites Can Be Hacked Too

The most important part of this story is this:

  • It was a legitimate website
  • From a trusted business
  • That had been used before

The attackers had found a weakness in the venue’s website and used it to trick people who trusted it. This is more common than many people think.

Hackers do not always build fake sites. Sometimes, they go after real websites that have poor security or outdated software.

What You Can Do to Protect Your Business

1. Use EDR software like SentinelOne
It stops threats in real time and gives your IT team the visibility to act fast.

2. Train your staff to pause and ask questions
In this case, the user ran a strange command. Encourage your team to stop and check if anything feels off.

3. Keep websites fully patched
If you run a website, make sure it is up to date. That includes
All plugins and modules
Content management systems like WordPress or Joomla
Any third-party code or integrations

Out-of-date software is one of the easiest ways in for hackers.

4. Use security monitoring on your website
Even small businesses can now use tools that alert them when something changes on their site. This helps spot issues before customers do.

5. Regularly test your systems
Penetration testing, vulnerability scans, and patch audits are not just for big companies. They are key for spotting holes before someone else does.

Nxt Steps

This could have been a disaster. But with the right systems in place and a fast response from our team, nothing was lost. No data stolen. No systems infected.

It was a close call—and a reminder that good cyber security is not just about avoiding obvious scams. It is about expecting the unexpected and having tools that step in when people make honest mistakes.

If you are not sure whether your systems could handle something like this.
Or if your website is up to date and secure.
Let’s talk

We will help you spot the gaps before someone else finds them.

How Tech Strategy Works Without Compromise

“We want to offer flexibility. But how do we know people are productive? Are they secure? Are they even sitting in a safe workspace?”

As the debate around remote work heats up again (with headlines like “Half of UK professionals might quit if ordered back to the office full-time”)business leaders are facing a familiar dilemma.

On one hand, employees are clear: they want flexibility, autonomy, and trust. On the other, organisations still need to manage risk, ensure productivity, and provide a duty of care. No matter where people work.

At Nxt Gen IT, we hear this from both sides every day. The conversation is no longer about remote vs office. It’s about how to create a setup that actually works, both for the business and the people powering it.

So let’s unpack some of the real challenges employers face with hybrid and remote models and show how IT done right can unlock the best of both worlds.

🎯 The New Reality: It’s Not Just About Preference

Yes, the “return to office” push can sometimes feel like micromanagement dressed up as culture. But let’s be fair. Many leaders are genuinely grappling with questions like:

  • Are home setups actually safe and compliant?
  • How do we protect data when staff are working on personal devices?
  • What happens to team culture, collaboration and learning?
  • Are we exposed if our policies haven’t caught up?

The good news? These aren’t problems of place. They’re problems of process, protection and planning. And that’s exactly where a strong IT partner makes the difference.

1. Health & Safety Still Matters (Even at the Kitchen Table)

A surprising number of businesses don’t realise they still have a legal duty of care for remote workers. If your employee is hunched over a laptop on a dining chair with no external monitor and poor lighting, that’s not just uncomfortable. It’s a liability.

We’ve seen long-term issues like back pain, eye strain and stress stack up. And without a clear DSE (Display Screen Equipment) process in place, companies risk falling short on their obligations.

How Nxt Gen IT can help:

  • Remote DSE assessments (video, guided, or self-assessment tools)
  • Equipment recommendations for ergonomics (chairs, screens, laptop risers, etc.)
  • Deployment and logistics support. Getting gear to people efficiently

🟢 This isn’t just about ticking a compliance box. It’s about keeping your team happy, healthy, and productive.

2. Security: The Weakest Link Might Be the Home Wi-Fi

When your workforce is scattered across home networks, cafés, co-working spaces (and maybe even the occasional caravan), you need to think beyond the traditional firewall.

We’re still seeing companies where:

  • Staff use personal devices without endpoint protection
  • VPNs aren’t enforced (or even used)
  • MFA isn’t switched on across critical systems
  • There’s no real visibility of who’s accessing what, or from where

It only takes one click on a dodgy link for your business to end up in real trouble.

How Nxt Gen IT protects your people, wherever they work:

  • Managed Endpoint Protection (we set it up, monitor it, and respond)
  • Mobile Device Management (for controlling lost/stolen devices)
  • Multi-Factor Authentication (MFA) across Microsoft 365, CRM, and more
  • Email Filtering & Phishing Protection
  • Dark Web Monitoring, so you know if credentials leak

🟢 Security shouldn’t come at the cost of flexibility, and with the right tools, it doesn’t have to.

3. Collaboration That Works, Without the Commute

You don’t need a desk in the same building to work closely together. But you do need the right digital toolkit—and to make sure people are using it effectively.

It’s not enough to “have Teams”. You need:

  • Clear channel structures
  • Document sharing that makes sense
  • Shared calendars and task management tools
  • Video, voice, chat. Used the right way at the right time

And crucially, policies and onboarding that show people how to make the most of the tools available.

Nxt Gen IT can help you:

  • Optimise Microsoft 365 and Teams for your business
  • Automate admin tasks and approvals
  • Set up cloud file access with proper permissions
  • Train your people to collaborate with confidence

🟢 We don’t just hand over the tools. We make them work for your workflows.

4. Visibility Without Micromanagement

One fear that crops up time and time again: “If we can’t see what people are doing, how do we know they’re delivering?”

That’s not a trust issue. It’s a systems issue.

With the right reporting and dashboards, you can monitor performance, resolve blockers, and identify opportunities (without creeping into creepy surveillance territory).

We support with:

  • SLA Reporting for service desks and project work
  • Productivity dashboards (without overstepping)
  • Real-time alerts and trend spotting
  • Reporting you actually understand. Not just data for data’s sake

🟢 Trust your people, and give your managers the clarity they need to lead well.

5. Strategic IT Planning for a Flexible Future

Whether you’re moving to a smaller office, going fully remote, or experimenting with hybrid—you need IT that scales and adapts.

That’s why we offer IT Director-as-a-Service, working with leadership teams to plan, budget, and align tech with business goals.

You get:

  • Quarterly strategy sessions
  • Roadmap development and ROI tracking
  • Expert advice on licences, platforms, migrations and more

🟢 Because flexible working needs flexible thinking. That’s what we bring to the table.

Final Word

You don’t need to pick sides in the “return to office” debate. You just need a setup that works—for your business, your people, and your future.

The world of work has changed. The companies who thrive are the ones who adapt intentionally, not react emotionally.

At Nxt Gen IT, we help you design that new normal. Secure, compliant, and built for real-world flexibility.

Nxt Steps

Want to make sure your remote and hybrid setup is safe, secure, and scalable?

Let’s have a chat.
Whether it’s a DSE compliance check, security review, or full IT strategy refresh. We’re ready to help.

👉 Book a free 30-minute consult

Is Your Team Ready?

It’s a worrying trend that many business owners aren’t fully aware of: employees are falling for phishing scams at three times the rate they were just a year ago.

Think about that for a moment.

These scams aren’t new – but they’re becoming more convincing, more frequent, and far more dangerous to your business.

What is phishing, and why is it so effective?

Phishing is a form of online fraud where cybercriminals try to trick people into handing over sensitive information. Things like passwords, login credentials, or even banking details.

They often do this by posing as trusted companies. For example, an employee might receive a very convincing email that appears to be from Microsoft, asking them to “verify” their login. One click and a bit of typing later, and your business data could be in the hands of criminals.

What’s changed recently is how sophisticated and widespread these attacks have become.

Phishing goes beyond email now

While phishing emails are still a major threat, scammers are now casting a wider net. They’re targeting employees through:

  • Fake search engine results
  • Sponsored adverts on social media
  • Malicious links in blog comments or online forums
  • Text messages or mobile app pop-ups

Attackers are fully aware that people are getting better at spotting dodgy emails, so they’re finding new ways to sneak through. They’re not just imitating well-known brands – they’re cloning entire websites that look practically identical to the real thing.

Why are people falling for phishing scams more often?

There are a few key reasons:

  1. Alert fatigue – With constant warnings and regular scam attempts, it’s easy for employees to let their guard down.
  2. Better bait – Scammers are now creating highly realistic emails, ads, and websites. Even experienced users struggle to spot the difference.
  3. Targeting trusted platforms – Services like Microsoft 365, Google Workspace, and cloud storage tools are rich in data and often poorly protected.

Your team could be your biggest strength… or your weakest link

No matter how advanced your tech stack is, your people are still the first line of defence.

An informed, cautious employee is far less likely to be fooled by a well-crafted scam. But if your team lacks awareness, it only takes one wrong click to cause serious disruption – whether it’s stolen data, financial losses, or malware spreading through your network.

How can you protect your business?

The good news? There are clear steps you can take to stay ahead of these threats.

1. Prioritise cyber security awareness

Training shouldn’t be a one-off activity. Regular updates and practical sessions keep the risks top of mind and help staff recognise the latest tactics being used.

Your training should include:

  • How to identify suspicious links and fake emails
  • Why it’s important not to share login credentials – even if the request seems legitimate
  • How to report anything unusual

Even a quick monthly refresher can make a big difference.

2. Use stronger security tools

Multi-Factor Authentication (MFA) is a must. It adds a second layer of protection beyond a password – like a mobile code or fingerprint scan – making it far harder for criminals to get in.

Also make sure:

  • Devices and software are kept up to date
  • Antivirus and anti-malware protection is running and current
  • Access to sensitive information is limited to only those who need it

3. Have a response plan in place

If someone in your business does fall victim to a phishing attack, you’ll need a clear plan for what happens next. That might include revoking access, alerting clients, restoring backups, or investigating how the breach occurred.

Don’t wait until it’s too late

Phishing attacks are no longer rare or easily spotted. They’re frequent, well-crafted, and designed to fool even the most careful employees.

But with the right mix of awareness, training, and technical defences, you can stay a step ahead.

Want expert help securing your business from phishing threats? We’re here to help – just give us a call or send us a message.

Don’t Let Your Tech Take a Holiday Too!

Ahh, the sweet relief of a bank holiday. Whether you’re planning a BBQ (weather permitting), escaping for a long weekend, or simply enjoying a well-earned lie-in, there’s something magical about those extra days off.

But while you might be off, your business tech doesn’t clock out unless you tell it to.

With that in mind, here’s your friendly Nxt Gen reminder to prep your phone system and Outlook before you head off into the bank holiday bliss.

When are the UK Bank Holidays in 2025?

Here’s the full list for England and Wales:

  • New Year’s Day – Wednesday 1 January
  • Good Friday – Friday 18 April
  • Easter Monday – Monday 21 April
  • Early May Bank Holiday – Monday 5 May
  • Spring Bank Holiday – Monday 26 May
  • Summer Bank Holiday – Monday 25 August
  • Christmas Day – Thursday 25 December
  • Boxing Day – Friday 26 December

(Scotland and Northern Ireland friends, yours may vary – don’t get caught out!)

Update Your Phone Systems

We’ve seen it time and time again… a company closes for the bank holiday, but their phone system didn’t get the memo. Customers are left listening to endless ringing or being told the office is open when it’s not.

👉 At Nxt Gen, we can set up automated messages, holiday call routing, and voicemail forwarding. so even when you’re out, your callers aren’t left hanging.

Pro tip: If you’re using a cloud-based VoIP system like 3CX, changes can be made remotely. It’s literally a few clicks.

Don’t Forget the OOO (Out of Office!)

Setting your Out of Office email reply in Outlook should be as routine as grabbing your umbrella before a May bank holiday weekend.

How to Set Your Out of Office in Outlook:

  1. Go to File → Automatic Replies
  2. Choose “Send automatic replies”
  3. Set your message and your date/time range

🎉 BONUS TIP:

Did you know you can set your OOO directly from the Outlook app on your phone?
Just head to:

  • Outlook App → Tap the menu (top left)
  • Tap the Settings cog → Select your account
  • Tap Automatic Replies and set it from there

Even if you’re halfway to Cornwall, you’re still covered.

Final Thoughts

Taking time off is important, but so is making sure your tech is prepped. It’s a small task that avoids confusion, missed calls, and awkward “sorry, we’re closed” moments.

“Success is where preparation and opportunity meet.” – Bobby Unser

Nxt Steps

Need help setting your phone system up for bank holidays? Not sure where to find that pesky Out of Office setting on your phone?

We’ve got you.

Get in touch with the team at Nxt Gen IT – we’ll walk you through it or do it for you. Simple, stress-free, and sorted before your weekend even starts.