The right MSP should help reduce risk, improve productivity, and provide long-term value, not just fix technology problems when they occur.

Prefer to watch instead? Here’s a quick video‍ ‍

Key Takeaways‍ ‍

• Compare MSPs based on experience and proven results.

• Look beyond basic IT support and security services.

• Evaluate their approach to co-managed IT if you have internal IT staff.

• Review response times, communication processes, and accountability.

• Understand how they approach cybersecurity and backups.

• Focus on long-term value rather than cost alone.‍

‍Compare Their Experience and Track Record

Hiring a Managed Service Provider can be a turning point for a business. Done right, it brings stability, security, and clarity to your technology. Done wrong, it can create frustration, hidden costs, and risk.‍ One of the best places to start when comparing MSPs is their track record. You should not be anyone's experiment.‍ ‍

A provider should be able to show how they have helped businesses similar to yours through case studies, references, or long-term client relationships. Experience, process maturity, and proven delivery matter more than flashy marketing or vague promises. If a provider cannot clearly explain who they help and how they deliver results, that may be a warning sign.‍‍ ‍

Compare the Services They Provide

Reliable support, backups, patching, and basic security are expected from modern managed service providers. These services have become table stakes.‍ What separates stronger MSPs is what they offer beyond the basics.‍ As technology becomes more complex, businesses increasingly benefit from services such as:‍ ‍

• Strategic guidance

• Cybersecurity awareness training

• Cloud optimization

• Services that scale with business growth‍ ‍

When comparing providers, look beyond what they manage today. Ask how their services evolve as your business changes and grows.‍ ‍

Compare Their Approach to Co-Managed IT‍ ‍

If your business already has internal IT staff, comparing co-managed IT capabilities becomes especially important.‍ ‍Many MSPs advertise co-managed IT services, but not all have a structured framework behind them. A successful co-managed relationship requires:‍ ‍

• Clearly defined roles

• Shared tools

• Documented responsibilities

• Mutual accountability‍ ‍

An MSP should be able to explain exactly how collaboration works between their team and your internal IT staff. If they cannot clearly articulate how they support internal IT teams without creating confusion or overlap, proceed cautiously.‍ ‍

Compare How They Deliver Support‍ ‍

Support quality is often where providers begin to separate themselves. ‍The strongest MSPs do not simply react to problems. They focus on preventing issues before employees ever notice them. ‍Important areas to compare include:‍ ‍

• Proactive monitoring

• Regular maintenance

• Employe training

• Technology guidance‍ ‍

Technology only creates value when people know how to use it effectively. Training and enablement should not be viewed as optional extras. They are an important part of helping employees stay productive and helping businesses get more value from their technology investments.

Compare Response Times and Communication

When systems go down or security incidents occur, every minute matters.Delays can lead directly to lost productivity, increased stress, and business disruption. That is why response processes and communication practices should be part of every MSP comparison.‍ Ask providers about:‍ ‍

• Response processes

• Service level agreements (SLAs)

• Escalation procedures

• Communication expectations ‍ ‍

The best MSP relationships are built on transparency. You should understand what to expect long before an emergency occurs.

Compare Security and Backup Strategies‍

Cybersecurity deserves special attention when evaluating an MSP.‍ Security is no longer optional, and it should not be treated as a one-size-fits-all service. Every business has different risks, compliance needs, and recovery requirements. ‍A strong MSP should discuss:‍ ‍

• Risk tolerance

• Compliance requirements

• Identity protection

• Security monitoring

• Backup strategies

• Recovery objectives

Rather than offering a generic security package, they should help design a strategy that fits your business. ‍Backups are equally important. They serve as a critical layer of protection and can help reduce the impact of ransomware and other disruptive events.

Compare How They Support Business Growth‍ ‍

A good MSP helps keep systems running. ‍A great MSP helps businesses work smarter. ‍Once stability is in place, providers should help organizations improve how they use technology by: ‍ ‍

• Improving collaboration

• Automating routine tasks

• Simplifying access to data

• Helping employees get more value from tools like Microsoft 365

The role of an MSP continues to evolve. Many businesses now look to their provider not only for support, but also for guidance on how technology can improve operations and support growth.‍

Real Talk: Most MSPs Sound Similar at First

Real Talk: Most MSPs Sound Similar at First

Almost every Managed IT Service Provider claims to be proactive, security-focused, and a trusted partner. That can make comparing providers difficult. ‍The real differences usually are not found in marketing language. They appear in the details: how providers communicate, how they respond during critical situations, how they support internal IT teams, and how they help businesses achieve their goals. ‍When comparing MSPs, focus less on broad promises and more on specific examples, documented processes, and clear explanations.

Frequently Asked Questions‍ ‍

How do I compare Managed IT Service Providers?‍ ‍Compare MSPs based on their experience, service offerings, support model, security practices, communication processes, and ability to support your business goals.‍ ‍

What questions should I ask a Managed IT Service Provider? Ask about their experience with businesses like yours, their response times, security approach, backup strategy, co-managed IT capabilities, and how they support long-term business growth.‍

What should a Managed IT Service Provider include? Most MSPs provide support, patching, backups, and security services. Some also provide strategic guidance, employee training, cloud optimization, and growth-focused technology planning.‍ ‍

Why is co-managed IT important? For businesses with internal IT staff, co-managed IT can provide additional expertise and resources. Successful co-managed relationships require clearly defined responsibilities and accountability.

Is the cheapest MSP the best choice? Not necessarily. Price matters, but value matters more. The right MSP should help move your business forward, reduce risk, and support long-term success.‍ ‍

Final Thoughts‍ ‍

Choosing a Managed IT Service Provider is not just an IT decision. It is a business decision.‍ The right partner can help reduce downtime, strengthen cybersecurity, improve productivity, and support future growth. The wrong partner can create unnecessary challenges and hold your business back. ‍As you compare Managed IT Service Providers, focus on experience, communication, support quality, security practices, and alignment with your business goals. ‍

To learn more about business technology and managed IT services, explore the Simplex-IT Learning Center.‍ ‍

Prefer to watch instead? Here’s a quick video‍.

Copying notes from one platform into another, checking whether data matches in different apps, rewriting prompts to give an AI tool more context, and manually correcting outputs that almost worked, but not quite.

Sound familiar? There’s a name for this: Human middleware. Employees end up acting like the glue holding disconnected systems together. Once you notice it, you’ll start seeing it everywhere.

Someone downloads information from one system because another can’t access it directly. A team member pastes customer details into an AI tool to generate a response, then copies the finished result somewhere else. Data gets checked manually because nobody fully trusts what the systems are producing automatically. It eats away at time.

The strange thing is that businesses can still feel more productive overall while this is happening. AI genuinely does help people move faster in many situations. Emails get drafted quicker, reports take less time, and information becomes easier to summarize. But new layers of admin appear around it.

AI tools often arrive faster than the systems underneath them evolve. A company adds one assistant here, another automation there, a separate AI-powered feature somewhere else… but the tools don’t naturally connect in a smooth way. So, people bridge the gaps manually. That creates an odd working environment where employees spend increasing amounts of energy translating between systems instead of doing the work those systems were meant to support. And that can quickly become exhausting.

You end up with busy days that feel productive on the surface, but a lot of effort is going into coordination rather than progress. If systems don’t integrate properly, if data quality is inconsistent, or if processes still rely heavily on manual handoffs, AI can sometimes layer extra complexity on top rather than removing it. That’s why you may need to approach it differently.

Instead of adding isolated tools everywhere, focus on how information moves through the business. Look at where data lives, how systems connect, and whether people are still spending too much time acting as the translator between technologies. Ultimately, your team shouldn’t be spending their day helping software talk to other software. They should be spending their time solving problems, helping customers, making decisions, and doing the work that creates value.

If your employees are constantly switching between apps, correcting AI outputs, or manually stitching workflows together, that’s a sign the technology strategy needs tightening up a little.

Is it time you reviewed your technology to make sure it’s reducing workload, rather than creating more of it behind the scenes? We can help. Get in touch.

Published with permission from Your Tech Updates.

iPhones are typically easier to manage, more consistent across devices, and known for reliable updates. Android devices offer more variety, more price options, and more flexibility, but they often require more oversight to keep security and updates consistent.‍ The better choice depends on your business needs, employee workflows, and overall IT strategy.‍ ‍

Prefer to watch instead?  Here’s a quick video explaining the difference between iPhone and Android for business.

Key Takeaways‍

• iPhones offer consistency, strong security, and reliable updates.

• Android provides more device options and cost flexibility.

• Security and update management differ significantly between iPhone and Android

• The right choice depends on your organization’s priorities and workflows.

Why Businesses Compare iPhone and Android‍ ‍

People love to debate whether iPhone or Android is better, but business owners need to look beyond personal preference. The real question is not which phone has the best camera, the newest features, or the most customization. The real question is which platform works best for your business.‍ ‍

For businesses, smartphones need to support productivity, protect company data, and fit into your existing tools and workflows. That means looking at factors like:‍ ‍

• Security

• Ease of use

• Device management

• Cost

• Flexibility

• Software updates

• Integration with business tools‍ ‍

Both iPhone and Android can work well for business, but they take very different approaches.

Benefits of iPhone for Business

Apple is known for its tightly controlled ecosystem. The hardware, software, and services are all managed by Apple, which creates a consistent and easy-to-use experience.‍ For businesses, that consistency can reduce confusion and make devices easier to support.‍ ‍

iPhones Are Simple to Use‍ ‍

One of the biggest advantages of iPhone is usability. iPhones tend to work well right out of the box, without a complicated setup or a lot of customization.‍ ‍

That can be helpful when employees are not especially tech-savvy or when your business wants to keep device management simple. A familiar and consistent experience can reduce training time and make it easier for employees to stay productive.‍ ‍

iPhones Offer Strong Update Consistency‍

Apple also has a strong track record with software updates. Updates come directly from Apple and typically roll out to supported devices at the same time.‍ ‍

For businesses, this matters because security updates help protect company data. If employees are using devices that receive regular updates, there are fewer gaps for IT teams to worry about.‍ ‍

iPhones Are Easier to Standardize‍ ‍

Because Apple controls both the hardware and software, there is less variation between devices. That can make life easier for IT teams.‍ ‍

When employees are using similar devices with similar settings, support and troubleshooting are more predictable. For businesses that want fewer variables to manage, iPhone can be a good fit.‍

Drawbacks of iPhone for Business‍ ‍

iPhone can be a strong business choice, but it is not perfect for every company.‍ ‍

iPhones Usually Cost More‍ ‍

One of the biggest drawbacks is cost. iPhones are often more expensive upfront than many Android options.‍ ‍For a business buying devices for multiple employees, that higher price can add up quickly.‍ ‍

iPhones Are Less Flexible‍ ‍

Apple’s locked-down approach is helpful for security and consistency, but it can feel limiting if your business wants more customization.‍ If you need more control over device types, settings, or specialized use cases, iPhone may not offer as much flexibility as Android.‍ ‍

iPhones May Not Feel as Integrated Outside Apple’s Ecosystem‍ ‍

Microsoft 365 and Google tools can absolutely be used on iPhone. However, if your business relies heavily on Microsoft or Google platforms, those tools may not feel as naturally integrated as Apple’s own apps and services.‍ That does not mean iPhone will not work. It just means the experience may not be as seamless depending on the tools your business uses every day.‍ ‍

Benefits of Android for Business

Android is different because it is not tied to one device manufacturer. It is an operating system used by brands like Samsung, Google, Motorola, and many others.‍ That gives businesses more options when choosing devices.‍ ‍

Android Offers More Device Variety‍ ‍

Android gives businesses a wide range of devices to choose from. You can find budget-friendly phones, premium devices, and rugged models built for industries like construction or manufacturing.‍ That flexibility can be useful if different employees need different types of devices.‍ For example:‍ ‍

• Field staff may need durable, lower-cost phones.

• Executives may need higher-performance devices.

• Certain teams may need larger batteries, more storage, or faster charging.‍ ‍

Android makes it easier to match the device to the role.‍ ‍

Android Can Be More Budget-Friendly‍ ‍

Because there are so many Android manufacturers and models, businesses often have more pricing options.‍ If your company needs to buy dozens or hundreds of phones, the cost difference between Android and iPhone can become significant.‍ ‍

Android Works Well with Google and Microsoft Tools‍ ‍

Android also works well with Google’s ecosystem and Microsoft 365. If your business already relies heavily on those tools, Android may fit naturally into your existing workflows.‍ That can make it easier for employees to access the apps and services they already use.‍ ‍

Drawbacks of Android for Business

Android’s flexibility is useful, but it also creates some challenges.‍ ‍

Android Updates Can Be Inconsistent‍

Unlike iPhone, Android updates depend on the manufacturer and sometimes the carrier. That means not every Android device receives updates at the same time.‍ In some cases, one employee’s phone may be fully updated while another employee’s phone is behind. For businesses, that can create security concerns.‍ ‍

Android Requires More Management ‍

Because Android devices vary so much, businesses may need stronger management tools to keep everything secure and consistent.‍ Mobile device management, often called MDM, can help businesses enforce policies, manage updates, and protect company data. Without that kind of oversight, Android can become harder to manage.‍ ‍

Android Environments Can Be Less Consistent‍ ‍

Since Android devices come from many different manufacturers, the experience can vary from phone to phone.‍ That variety is helpful for flexibility, but it can also create more work for IT teams when supporting different models, settings, and update schedules.

How to Choose Between iPhone and Android‍

The right choice depends on what matters most to your organization.‍ ‍

Choose iPhone if:‍ ‍

• Security and consistency are top priorities.

• You want devices that are simple for employees to use.

• You want fewer variables for IT to manage.

• You are comfortable paying more upfront for a more standardized experience.‍ ‍

Choose Android if:‍ ‍

• You want more flexibility in device types and budgets.

• You need different phones for different employee roles.

• Your business relies heavily on Google Workspace or Microsoft 365.

• You are prepared to manage updates and security across different devices.

Both platforms can work well. The key is making sure your choice supports your employees, protects your data, and fits your long-term IT strategy.‍ ‍

Real Talk: There Is No Universal Better Option‍ ‍

There is no one-size-fits-all answer.‍ iPhone is like a reliable, high-end sedan. It is consistent, secure, and does not need much fuss. Android is more like a garage full of different vehicles. Some are affordable, some are powerful, and some are built for tough environments, but you may need to do more maintenance to keep everything running smoothly. ‍If your business wants simplicity and consistency, iPhone may be the better fit. If your business wants flexibility and more device choices, Android may make more sense. ‍The best option is the one that supports productivity, security, and long-term business growth.

Frequently Asked Questions‍ ‍

Is iPhone or Android better for business? Neither is automatically better for every business. iPhone is often stronger for consistency, security, and ease of use. Android is often stronger for flexibility, device variety, and cost options.‍ ‍

Is iPhone more secure than Android for business? iPhone offers a more consistent security experience because Apple controls both the hardware and software updates. Android can also be secure, but businesses may need more management to keep updates and policies consistent across different devices.‍ ‍

Is Android cheaper than iPhone for business? Android often gives businesses more budget-friendly options because there are many manufacturers and device models available. This can be helpful for companies buying phones for multiple employees.‍ ‍

Can businesses use Microsoft 365 on both iPhone and Android? Yes. Microsoft 365 can be used on both platforms. The best choice depends on how your business uses its tools and how much integration, flexibility, and management control you need.‍ ‍

Should my business standardize on one phone platform? Standardizing on one platform can make support and management easier. However, some businesses may choose different devices for different roles depending on budget, work environment, and employee needs.‍ ‍

Final Thoughts ‍

Both iPhone and Android can be good options for business. iPhone offers simplicity, reliable updates, and strong consistency. Android offers more flexibility, more device choices, and more budget options.‍ Before choosing, consider how your employees work, which tools your business already uses, and how much management your IT team is prepared to handle. ‍To learn more about business technology, visit the Simplex-IT Learning Center. If you want help evaluating the right device strategy for your business, contact Simplex-IT for a free IT assessment.

Prefer to watch instead?  Here’s a quick video explaining the difference between iPhone and Android for business.

That’s why this latest direction from Microsoft is interesting. Instead of pushing more new features, they’re starting to focus on fixing some of the things that have been frustrating people. And to be fair, a lot of it reads like feedback straight from everyday Windows users.

One of the biggest shifts is around AI. Over the past year, Microsoft has been adding AI (often under the Copilot name) into more parts of Windows. Some of it has been genuinely helpful. Some of it has felt a little unnecessary, especially when it shows up where you don’t need it.

Now, they’re scaling that back. You’ll start to see fewer of these AI touchpoints across Windows and in apps like Photos and Notepad. Windows should feel less cluttered and less pushy.

That’s a good thing in a business environment, where consistency and focus matter more than experimentation. There’s also a move to make the interface calmer. Widgets (the panels that show things like news and weather) are being toned down, with better control over what appears. If your screen feels busier than it needs to be, this should help.

Updates are another area getting attention. Windows updates are essential for security, but they haven’t always been convenient. Restart prompts at the wrong time, updates kicking in mid-flow, or not having much say in when things happen. Microsoft is working on making updates less disruptive, with more flexibility to pause or delay them. That gives you a bit more control, which can make a real difference during a busy workday.

Then there’s File Explorer, the part of Windows you use to find and manage files. It’s one of the most-used tools on any PC, but it hasn’t always been the quickest. The upcoming improvements aim to make it faster to open, smoother to navigate, and more reliable overall.

You’ll also see more flexibility returning to the taskbar, the strip of icons at the bottom of your screen. Being able to move it to the side or top is coming back, which was something many of us missed from earlier versions of Windows.

Individually, these changes might not sound groundbreaking. But taken together, they’re improving the experience and making teams more productive. You want systems that feel reliable, predictable and quick. You want your team to spend less time waiting, clicking around, or dealing with distractions, and more time getting their work done.

Windows 11 is already a solid platform, but now it will become smoother to work with day in, day out. If you’re not sure whether your current setup is helping your team work efficiently, it may be time for a review. Get in touch.

Published with permission from Your Tech Updates.

After all, updates are there to protect your system, not cause problems. That’s exactly why this latest scam is catching people out. There’s a fake Windows 11 update doing the rounds that looks almost identical to the real thing. The page is designed to look like an official Microsoft support site, right down to the layout and language. At a glance, there’s nothing obvious that gives it away.

It presents what appears to be a normal update for Windows 11 and invites you to download it. But click the button, and you’re not installing an update. You’re installing malware. Now, here’s where it gets a bit more concerning. It isn’t a rough, badly put-together scam. The file itself is built using legitimate tools that developers use every day. It’s packaged in a way that looks genuine, with familiar labels and properties that suggest it’s from Microsoft. Even security software can struggle to flag it straight away, because on the surface, everything checks out.

Attacks have evolved. In the past, fake updates were easier to spot. The designs were poor, the wording odd… something always felt off. But now, they’re designed to blend in. Updates often happen quickly and without much thought. Someone on your team sees a prompt, clicks to install, and carries on with their day. That habit is normally fine.

But when attackers start mimicking trusted processes, that same habit becomes a risk. So, what’s the safer approach?

Keep updates inside Windows. If you’re using Windows 11, the safest place to manage updates is through the built-in Settings app. That’s where genuine updates are delivered and installed. If you ever need to download something manually, go directly to Microsoft’s official website rather than following links from emails or unfamiliar pages. It’s also worth reminding your team of a simple rule: If something unexpected appears asking you to install an update, pause and double-check before doing anything.

You don’t want to make your team paranoid. But they do need to recognize that even the most routine actions can be turned into an entry point if the timing and presentation are convincing enough. The more normal something looks, the less likely people are to question it. And attackers are counting on that.

If you’d like some simple ways to reduce this kind of risk, we can help. Get in touch.

Published with permission from Your Tech Updates.

VPN and Remote Desktop both let people connect to work from home, but they do it in very different ways. Choosing the right one matters for security, productivity, and making sure your team doesn’t spend half their day fighting with technology.

So, what exactly are they, and how do you decide which one fits your business? A VPN, short for Virtual Private Network, is like a secure tunnel between your computer and your company’s network. When you connect to a VPN, it’s as if your laptop is virtually sitting in the office, even if you’re at home or in a coffee shop. The VPN encrypts all the data going back and forth, so hackers snooping on public Wi-Fi can’t see what you’re doing. With a VPN, you can access shared drives, applications, or printers on your company’s network just as if you were plugged in at your desk. The key thing to know: a VPN gives you access to the network itself, not to a specific computer.

Remote Desktop works differently. Instead of creating a tunnel to the network, Remote Desktop actually lets you control your work computer from somewhere else. When you log in with Remote Desktop, you’re basically looking at your office computer’s screen on your home laptop. Every click you make, every key you type, it’s happening on the office computer, not on the device in front of you. This can be great for businesses that rely on specialized software or systems that are only installed on office machines. But here’s the catch: Remote Desktop doesn’t make your laptop more powerful. If your work computer is slow, your remote experience will be slow too.

So, what’s the real difference? VPN equals a secure tunnel to the company network. You’re working directly on your laptop, but now you can access files and systems at the office. Remote Desktop equals remote control of your office computer. You’re not running programs locally; you’re controlling another machine from afar. Both can be secure, both can enable remote work, but they solve different problems.

When should you use which? VPN is best when your business uses cloud apps, shared drives, or tools that employees can run directly on their own laptops once they’re connected securely. It’s generally faster and more flexible for modern workplaces. Remote Desktop is best when your business uses cloud apps, shared drives, or tools that employees can run directly on their own laptops once they’re connected securely Sometimes businesses use both together. For example, using a VPN to connect securely to the network and then a Remote Desktop connection to control a specific server or workstation.

Here’s why this matters for business owners: neither option is better in every situation. It depends on what your business needs. VPNs tend to be more user-friendly, faster, and work great for cloud-first companies. Remote Desktop gives more control and can be cheaper if you don’t want to buy every employee a high-powered laptop - they just connect into their office workstation. But Remote Desktop can require more setup and bandwidth, and if your office internet goes down, so does everyone’s access.

So, to recap: VPN gives your device secure access to the company network. Remote Desktop lets you control your work computer from anywhere. One gives you the keys to the network, the other gives you the keys to a specific machine. The right choice depends on your applications, security requirements, and how your team works.

Still have questions or need assistance with your remote work setup? Schedule a call with us or visit our Learning Center for more information. We're here to help!‍ ‍‍ ‍

If you use Microsoft 365 every day, you’ve probably noticed that Copilot hasn’t stood still.It’s been evolving in the background, gradually becoming more embedded in the way Word, Excel, Outlook and the rest of your tools work.

Microsoft tends to roll these changes out in “waves”, which is their way of grouping together bigger updates rather than releasing everything at once. We’re now into the latest phase… and this one feels a little different. Earlier versions of Microsoft Copilot were mostly about helping you. Drafting emails, summarizing documents, creating presentations. Useful, time-saving features that still relied on you to guide every step.

Now, the focus is shifting. Instead of just helping with tasks, Copilot is starting to take on more responsibility within workflows. One of the biggest changes is the ability to create your own AI agents inside Microsoft 365. In simple terms, that means you can build small, task-focused assistants that handle specific parts of your day. Think of something that can manage repetitive processes, follow a set of rules, and carry out actions without needing constant input.

That opens up some interesting possibilities. You could have an agent helping with routine admin, keeping documents organized, or supporting internal processes. Alongside that, Copilot’s chat experience has become more capable. You can now make changes to documents, emails, spreadsheets and presentations directly from a conversation, without jumping between different screens.

There’s also a new layer being introduced called “Work IQ”. That’s Microsoft’s way of helping Copilot understand your business context better. It uses your business’s data, communication patterns and internal content to make responses more relevant to how your team works. In theory, that means less generic output and more tailored support.

Microsoft is also expanding the underlying AI models Copilot can use, bringing in technology from different providers. You don’t need to worry about the technical side of that, but it does mean the system should become more flexible and capable over time.

Looking slightly ahead, there’s another feature worth keeping an eye on. Something called “Copilot coworker”, which is currently being tested. This takes the idea of AI agents further, allowing them to carry out longer, multi-step processes rather than just responding to a single request. So instead of asking for help with one task, you could assign something more involved and let it run.

To support all of this, Microsoft is also introducing tools to help businesses manage these agents properly. That includes visibility over what they’re doing, how they’re being used, and how they fit into your wider systems. Which is important, because as Copilot becomes more powerful, it needs to be properly controlled.

If you’d like help understanding how to use these changes safely and effectively, get in touch.

Published with permission from Your Tech Updates.

Microsoft 365 is packed with tools that can save your business time, improve teamwork, and make your operations smoother, but most companies barely scratch the surface. Here are a few features you probably already have but aren’t using to their full potential. Power Automate makes repetitive tasks disappear. Things like:

• Send an automatic thank-you email every time a customer fills out a form.

• Move email attachments straight to the right SharePoint folder.

• Get a Teams notification when a key sales lead comes in.

You don’t have to be a tech wizard to set it up. And once you do, you’ll wonder why you didn’t start sooner. Teams is more than just chat. You can:

• Create channels for specific projects or clients so conversations stay organized.

• Use the built-in Approvals app to sign off on documents or requests without leaving Teams.

• Run polls and quick surveys right inside the chat.

It’s like having your email, file storage, project tracking, and meeting software all in one place.

SharePoint is the organized filing cabinet you didn’t know you had. You can:

• Store and organize documents by project, client, or department.

• Control who can access what, so sensitive files stay private.

• Make sure everyone is always working on the latest version of a document.

No more hunting for “FINAL-final-v2” in your downloads folder. OneNote is your digital brain. You can use it to:

• Keep meeting notes in one place, with pictures, links, and even voice recordings.

• Share notebooks with your team so everyone’s on the same page.

• Search across all your notes instantly - way faster than flipping through paper.

Planner keeps projects on track without the complexity. Use it to:

• Create boards for different projects.

• Assign tasks, set deadlines, and track progress visually.

• Sync with Teams so your task list is always in view.

And these aren’t just theoretical benefits. Businesses right here in Northeast Ohio are already putting these tools to work. A Cleveland accounting firm uses Power Automate to send automatic reminders to clients who haven’t sent tax documents - cutting follow-up time in half. ‍ A small law practice in Akron stores all case files in SharePoint so attorneys can securely access documents from court, home, or the office without emailing attachments back and forth.‍ A manufacturing supplier in Kent uses Planner to coordinate production schedules between sales, operations, and delivery teams. ‍A marketing agency in Hudson runs all client approval requests through Teams, saving them from losing feedback in messy email threads.

You’re already paying for Microsoft 365 - so why not squeeze every bit of value out of it? These tools aren’t just “nice to have.” They can streamline your workflows, keep your team on the same page, and help you get more done without adding more people. ‍The trick is knowing what you have and setting it up in a way that makes sense for your business.‍ ‍

Still have questions or need assistance with Microsoft 365? Schedule a call with us or visit our Learning Center for more information. We're here to help!‍ ‍‍

You’ve seen them hundreds of times. “Click here to prove you’re not a robot.” It’s one of those things you don’t really think about. You tick a box, maybe select a few images, and move on with your day. That’s why this new scam works.

There’s a growing number of fake CAPTCHA pages designed to trick people into doing something slightly unusual… but not unusual enough to raise alarm bells in the moment. Instead of clicking a box or selecting images, the page asks you to confirm you’re human by sending a text message. That might already feel a bit odd, but the way it’s presented makes it seem like part of a normal verification process. You tap the button, your phone opens a message that’s already written, and all you need to do is press send. Simple.

Except behind the scenes, that single action can trigger multiple texts to international numbers. In some cases, dozens of them. Each one adds a small charge to your bill, and because those charges don’t show up immediately, the connection isn’t obvious. A few weeks later, the bill arrives… and by then, you’ve probably forgotten all about the “verification” you completed. That delay is what makes this scam particularly effective.

There’s another layer to it as well.

Some of these fake CAPTCHA pages don’t appear out of nowhere. You can be redirected to them through compromised websites or advertising networks. You click something that looks legitimate, land on a page that feels familiar, and follow the instructions without thinking too deeply about it. In some cases, even the browser behaves in a way that nudges you forward, making it harder to simply go back or exit. This one doesn’t rely on technical knowledge; it relies on habit.

Your team is used to seeing CAPTCHAs. They expect and trust them. And when something looks routine, people move quickly. But remember this: CAPTCHAs should never ask you to send a text message. If you ever see that, stop. Close the page and don’t interact with it further. And remind your team of this, especially as more of these scams start to appear.

A lesson in awareness can save a lot of confusion (and unexpected charges) later.

If you’d like help making sure your team knows what to look out for (and what to avoid), let’s talk. Get in touch.

Published with permission from Your Tech Updates.

The first and biggest risk is theft. Cars are one of the top places thieves look for electronics, and a smash-and-grab can happen in seconds. Even if your laptop is tucked into a bag, a thief might assume it’s valuable. Parking garages and lots are especially common targets. Sure, you can try hiding it under a seat or in the trunk, but hiding it doesn’t make it safe.

Then there’s the weather. Your car can turn into an oven in the summer or a freezer in the winter, and laptops just aren’t built for that. Heat can damage the battery, warp the components, and even cause data loss. Extreme cold can drain the battery quickly, and when you bring the laptop back inside, condensation can form inside the device. If that ever happens, the safest move is to let the laptop come back to room temperature before turning it on.

And don’t forget about data security. If someone does steal your laptop, it’s not just the hardware that’s gone - it’s everything stored inside it. Even with a password, a determined thief can still get to your files. That’s why full-disk encryption, like BitLocker or FileVault, is so important. And of course, keeping regular backups ensures you don’t lose critical information forever.

Even without theft or temperature issues, leaving your laptop in a car adds wear and tear. Vibration from driving, changes in humidity, or even spills from other things you’ve stored nearby can all cause problems over time.

Now, sometimes you may not have a choice. If you absolutely must leave your laptop behind, there are a few precautions you should take. Power it completely off instead of just closing the lid. Store it in the trunk or somewhere out of sight. Park in a secure, well-lit area. And don’t ever leave it overnight.

At the end of the day, the safest option is always to bring your laptop with you. Leaving it in your car puts both the device and your data at risk - from theft, extreme temperatures, or simple accidents. If carrying it with you isn’t possible, take the extra steps to protect it. Your laptop - and your files - are worth it.

Still have questions or need assistance with taking proper care of your laptop? Schedule a call with us or visit our Learning Center for more information. We're here to help!‍ ‍

But the pace changes. Volume increases and interruptions become more frequent. It takes more effort to keep everything moving steadily. The day starts to feel more reactive, with less room to get ahead of things.

You’ll recognize the pattern. A few extra requests come in, or something takes longer than expected. Before long, the queue feels more overwhelming, and you’re working harder to keep up. The workload doesn’t arrive evenly. Some days are manageable, others come in waves, and it’s those peaks that shape how the service feels. From your perspective, that has a wider impact.

When the help desk is under pressure, it pulls attention away from everything else. Projects slow down and decisions get delayed. You end up stepping in more often than you’d like to keep things moving. Scaling starts to feel more relevant.

Adding another person can help, but it doesn’t always line up with how the workload behaves. The peaks still happen, and the time it takes to bring someone fully up to speed means the pressure doesn’t ease straight away. So, instead of looking only at headcount, it becomes about how the help desk is supported when demand changes.

That’s where co-managed support can make a real difference. It gives you the flexibility to absorb those peaks without everything backing up. Additional support can step in alongside your team when volume increases, helping keep response times steady and preventing the knock-on effect across the rest of your workload.

It also brings more consistency. Tickets are handled in a structured way, follow-through improves, and the service feels more predictable for users, without your team needing to stretch to cover everything. You’re no longer relying on a fixed level of capacity to handle a variable workload. When that balance is right, the help desk becomes easier to manage, because it isn’t constantly reacting as pressure builds.

If you’d like to stop the help desk demand dictating what the rest of your day looks like, let’s talk. Get in touch.

Published with permission from Your Tech Updates.

Passwords weren’t built for how we work or live today. They expect people to create something unique, remember it, never reuse it, never share it, and never type it into the wrong place. Honestly, that’s not realistic. Most cyberattacks don’t start with some elite hacker smashing through systems. They start because someone’s password gets stolen, reused, or tricked out of them. Once someone has your password, they’re not breaking in, they’re logging in as you.

This is where passkeys change everything. Passkeys remove passwords entirely. There’s nothing to type, nothing to remember, and nothing to steal. Instead, your device proves it’s really you. You unlock your phone or computer with your fingerprint, face, or PIN, and that’s it, you’re in. No password ever leaves your device. In fact, there’s no password at all.

The biggest difference is that passkeys can’t be phished. This part matters more than anything else. A password can be typed into a fake login page. A passkey can’t. Even if someone sends you a very convincing email and you click the link, your passkey simply won’t work unless it’s the real site. There’s nothing for attackers to trick you into giving up. That alone stops a massive number of real-world attacks.

What about data breaches? Here’s another big difference. When passwords are stolen in a breach, attackers can often reuse them elsewhere. That’s how one small incident turns into a much bigger problem. With passkeys, there’s nothing usable to steal. The secret part of the login never leaves your device. Even if a system is breached, attackers don’t walk away with something they can use.

So, let’s simplify it. Passwords can be guessed, reused, phished, and stolen. Passkeys can’t be guessed, can’t be reused, can’t be phished, and are useless if stolen. That’s the difference.

Are passkeys actually easier? Yes, and that’s important. Security only works if people don’t fight it. Passkeys are faster than typing passwords. There are no resets, no lockouts, and no “what was that password again?” moments. You just unlock your device and move on with your day. Better security, less friction.

Are passkeys perfect? No security solution is perfect, but passkeys remove the most common ways attackers get in. They don’t rely on memory. They don’t rely on people spotting fake emails. And they don’t rely on passwords staying secret forever. That’s a big step forward.

And this isn’t some future idea. Passkeys are already supported by Apple, Google, and Microsoft. This is where logins are headed.

So, are passkeys better than passwords? Yes. Absolutely. They’re more secure. They’re easier to use. And they remove one of the biggest security risks people deal with every single day. Passwords aren’t just annoying anymore, they’re dangerous. Passkeys are what replacing them looks like.

Still have questions or need assistance with passwords and passkeys? Schedule a call with us or visit our Learning Center for more information. We're here to help!‍ ‍

So, it’s interesting to see Microsoft take a slightly different tone with recent Windows 11 preview updates. Instead of cramming in more AI, the focus seems to be on something far less flashy: Making Windows smoother, faster and less irritating to use.

Let’s start with something simple. You’ll soon be able to run a network speed test directly from the taskbar. If your internet suddenly feels slow, you won’t need to open a browser and search for a speed test site. You can check performance straight from Windows. For SMBs, that’s practical. If a member of staff says, “The system’s crawling”, you can quickly see whether it’s the connection or something else.

There are also small but welcome tweaks to how apps behave on the taskbar. If you’ve ever had multiple windows of the same app open, for example, several Word documents, you might have noticed them being tucked away awkwardly into an overflow area. Now it makes better use of the space available, so things feel less cluttered and easier to manage.

Performance improvements are another key area. Microsoft has optimized how Windows resumes from “sleep” mode. Sleep mode is what happens when you close your laptop lid or leave your PC idle. It goes into a low-power state but keeps your work ready to go. If you’ve ever opened your laptop in a meeting and waited that slightly uncomfortable few seconds for it to wake up, this update is designed to make that process feel snappier. That might not sound dramatic, but in a business setting, small delays add up. A faster resume means fewer awkward pauses and less frustration.

There’s also a subtle shift in how Microsoft is handling AI. Instead of pushing it everywhere, they’re adding more control. For example, if your webcam has automatic AI framing, where it tries to zoom and follow your face during calls, you’ll have manual controls to adjust pan and tilt in settings. If you’ve experienced the camera zooming in at the wrong moment, that’s a welcome change.

Other updates are less glamorous but still useful. The Storage Settings page now scans faster when looking for temporary files, making it easier to free up space. 

The Windows Update page responds more quickly when you check for updates. You can even set modern image formats like .webp as your desktop wallpaper. 

Small details, but they improve day-to-day usability. For SMBs, reliability and responsiveness matter more than experimental features. If Windows feels quicker, cleaner and less intrusive, your team works more smoothly. And that’s where real productivity happens.

These updates are rolling out gradually, so you may not see everything immediately, but it won’t be long. If you’d like to learn what other Windows features could give your team a productivity boost, we can help. Get in touch.

Published with permission from Your Tech Updates.

Buying laptops can feel like you’re standing in two completely different aisles at the tech store. On one side, you’ve got sleek consumer laptops. Shiny ads, celebrity endorsements, and “back-to-school” deals that make them look irresistible. On the other side, you’ve got business-grade laptops. They’re not flashy, they don’t have influencers hyping them up, and they come with a much bigger price tag. So what’s the real difference? And more importantly, which one makes sense for your business?

Let’s start with design and build quality. Consumer laptops are made for everyday users. Students, families, casual users. They’re designed to look nice, be lightweight, and keep costs low. That usually means plastic materials, hinges that aren’t reinforced, and a design that’s not built for constant travel. Toss it in a bag every day or haul it back and forth between the office and home, and it’s going to show wear and tear fast.

Business-grade laptops? Totally different story. They’re built for durability. We’re talking tougher materials like magnesium alloy, reinforced hinges, and in many cases, military-grade testing for drops, spills, and extreme temperatures. Why? Because businesses expect these devices to last years, not months. If someone drops their laptop in the airport or spills coffee on the keyboard, a business laptop has a much better chance of surviving than a consumer model.

Now, performance. Consumer laptops are typically configured for light use. Web browsing, streaming, email, maybe some light productivity apps. That means lower-end processors, minimal RAM, and smaller hard drives to keep prices down. Perfect for Netflix, not so great for running multiple applications, video calls, spreadsheets, and business software all at once.

Business-grade laptops usually come with faster processors, more memory, and larger SSD drives. They’re designed to handle heavy workloads like running multiple business apps, crunching data in Excel, or even creative work like editing and design. Plus, they often have better battery life because manufacturers know professionals can’t afford to hunt for an outlet halfway through the workday.

Security is another big difference. Consumer laptops usually come with the basics. Maybe a fingerprint reader or password protection. Business laptops, though, are built with security in mind. Many include hardware-level encryption, smart card readers, facial recognition, secure boot processes, and even tamper detection. They’re also compatible with enterprise-level tools that let IT teams remotely wipe or lock devices if they’re lost or stolen. In today’s world where cyber threats are constantly evolving, those protections aren’t optional, they’re essential.

Support and warranty often get overlooked, but they matter. Consumer laptops usually come with a standard one-year warranty. If something breaks, you ship it back and wait weeks for a repair. Not ideal when an employee is stuck without a computer in the middle of a client project. Business-grade laptops often come with longer warranties and options for next-day onsite support. That means if something fails, a technician shows up at your office with parts in hand, minimizing downtime.

Manageability is another area where business laptops shine. Consumer laptops are sold as-is: you buy it, you use it. Business laptops are built to be managed. IT teams can remotely push updates, manage settings, deploy software, and monitor health across an entire fleet. This centralized control saves massive amounts of time and ensures every device is secure and up to date. If your business works with a Managed Service Provider like us, this is a game-changer.

Finally, let’s talk price and total cost of ownership. Consumer laptops are cheaper upfront. Sometimes half the price of a business-grade model. But what you save upfront, you often lose later. Consumer laptops wear out faster, fail more often, and don’t come with strong support options. Replacing them every 18–24 months adds up. Business-grade laptops cost more in the beginning, but they’re designed to last 3–5 years, come with better support, and reduce downtime when something does go wrong. Over the life of the device, businesses usually end up saving money, and headaches, by investing in the higher-quality machine.

So, which one is right for you? If you’re buying a laptop for personal use, email, Netflix, maybe some light work, a consumer laptop is fine. But if you’re buying for your business and you want reliability, security, and support, a business-grade laptop is almost always the smarter investment. Ask yourself: can you afford for an employee’s laptop to be down for two weeks waiting on a warranty repair? Can you afford to lose critical data because the device didn’t support enterprise security tools? If the answer is no, you need business-grade.

And remember, this isn’t about making your life difficult with extra costs or confusing IT requirements. It’s about making things easier in the long run: fewer failures, less downtime, and a smoother experience for your employees. That means more productivity and fewer emergency calls to IT when something inevitably breaks.

Still have questions or need assistance with buying laptops for your business? Schedule a call with us or visit our Learning Center for more information. We're here to help!‍ ‍

That’s where the conversation often stops. What isn’t always explored is how confident you are in recovery. If a system needed to be restored tomorrow, how clear is the path? How long would it take? What would need to happen first? And how closely would the outcome match what the business expects?

Those questions don’t always have immediate answers, even in well-managed environments like yours. Backups are designed to be unobtrusive. When they work, they sit in the background and don’t demand attention. Over time, that can create a sense of reassurance that everything is covered.

Recovery is different. It brings timing into the equation. It introduces dependencies between systems. It forces decisions about priority and sequence. It often involves working under pressure, with the business waiting for updates. And that’s where uncertainty can surface, because the process hasn’t been fully walked through end to end.

In many cases, recovery confidence is based on assumption rather than recent experience. A restore may have been tested at some point, but not in a way that reflects current systems, current workloads, or current expectations. That gap is easy to overlook. Everything looks fine, until you start asking more detailed questions about what would happen.

For IT directors, that uncertainty tends to sit in the background. It’s not urgent enough to displace other priorities, but it’s there. The challenge is finding the time to validate it properly. Running meaningful recovery tests takes planning. It requires coordination, attention, and often a bit of disruption. It’s important work, but it rarely feels like the most immediate task on the list.

This is where co-managed support can help in a practical way. Not by changing your backup strategy, and not by taking over responsibility, but by helping you turn assumption into certainty. 

That might mean supporting structured recovery testing, working through realistic scenarios, or helping document what happens when systems need to be restored. You still define what good looks like. The difference is that you’ve seen it play out.

Backups are essential, but they only tell part of the story. What matters is how confidently you can recover when the business needs it.

If that’s something you haven’t looked at closely for a while, maybe extra support would help. Get in touch.

Published with permission from Your Tech Updates.

These challenges aren’t just “IT problems.” They impact productivity, profitability, and your ability to compete.

Manufacturing often feels like a time machine. You’ve got a decades-old CNC machine on one side of the shop and the latest production scheduling software on the other. Getting them to play nicely? That’s tricky. Legacy equipment wasn’t built with cybersecurity in mind. Production systems and ERP software often speak different languages. And every minute of downtime costs money. Cybercriminals know this, which makes industrial control systems tempting targets.

So, what helps? Isolate older machines from critical systems with industrial firewalls and network segmentation. Use integration tools that act as translators between old equipment and modern software. Schedule preventive maintenance windows to patch and test connected devices. And set up real-time monitoring so you catch performance issues before they become outages.

Professional services have a different challenge. Law firms, accounting offices, consultants, marketers, their product is information. That means security and reliability are everything. One breach can ruin your reputation. Teams need secure remote access. Collaboration gets messy when multiple people edit the same document. And if systems crash before a deadline, you could lose the client.

Solutions here include encrypted cloud storage with role-based permissions, multi-factor authentication for every login, and standardizing on one collaboration platform like Microsoft 365. Automatic backups that run multiple times a day are a lifesaver when something goes wrong.

Both industries share common pain points too. Cybersecurity threats like phishing and ransomware hit everyone. The fix? Regular employee training, phishing simulations, and up-to-date security software.

Software overload is another big one. Too many disconnected apps waste time. Audit your tools, consolidate where possible, and integrate the rest. Skill gaps matter too. Technology is only as good as the people using it, so keep training simple and ongoing. And scalability? Choose cloud-based services that can flex up or down as your business changes.

At the end of the day, technology should do three things: protect your data, keep your team productive, and adapt as your needs change. The fastest way to get there? Audit your systems, fix the security gaps, standardize your tools, and train your people. It’s not about buying the newest thing, it’s about making the tech you already have work harder for you.

Still have questions or need assistance with Tech Challenges? Schedule a call with us or visit our Learning Center for more information. We're here to help!‍ ‍

In fact, nearly seven in ten rank it at the top of the list. Yet only around a third say they feel extremely confident they would pass their next regulatory audit. That’s a big confidence gap.

As a business owner, you might not describe what you’re doing as modernizing hybrid infrastructure, but that’s effectively what’s happening in most companies. Over the years, you’ve added cloud software. Maybe Microsoft 365, cloud accounting, CRM systems, file sharing platforms. At the same time, you may still rely on older systems or servers that have been in place for a long time. That mix is completely normal. But it’s also where things get complicated.

When data lives in multiple places, it becomes harder to answer simple but important questions. 

• Who has access to what? 

• How does information move between systems? 

• Are old platforms still holding sensitive data? 

• Are access permissions regularly reviewed?

None of this feels dramatic day to day. Everything works. The team logs in. Emails get sent. Files get shared. But under the surface, complexity builds up. The research also highlighted another pressure point: Many organizations still rely on legacy systems for critical operations, and more than half are struggling to find people with the right skills to manage today’s technology properly. That combination makes it harder to feel fully in control.

Then there’s AI. Lots of businesses are exploring AI tools to improve efficiency, detect fraud, or streamline processes. That can be a positive step. But AI depends on clean, well-managed, accessible data. If your data security foundations aren’t strong, adding AI can amplify the problem.

The key issue isn’t whether security is important. Everyone agrees it is. The real question is whether your current setup has kept pace with how your business has evolved. Could you clearly explain where your sensitive data is stored? Are you confident that access rights reflect how your team works today, not how it worked three years ago? Would an external audit feel manageable rather than stressful? These are business risk questions.

Good security is about understanding your own environment well enough to trust it. And if you’re not completely sure how solid the foundations are, that’s usually a sign it needs some attention.

Simplex-IT can help you with that. Get in touch.

Published with permission from Your Tech Updates.

That’s where the terms spam and phishing come in. They both land in your inbox, they’re both unwanted, but they’re not the same thing - and knowing the difference can save your business a lot of headaches.

Spam is basically the digital version of junk mail. Think endless emails about miracle weight-loss pills, discount sunglasses, or “limited time” offers from companies you’ve never heard of. They’re annoying, they waste time, and they clog inboxes. But most of the time, spam isn’t designed to hurt you - it’s about volume. Scammers send out millions of emails hoping a few people click, open, or buy. For businesses, spam is a nuisance, not a catastrophe.

Phishing, on the other hand, is much more dangerous. Phishing emails are designed to trick you. Instead of offering you cheap sunglasses, they pretend to be something legitimate - maybe a notice from your bank, a password reset from Microsoft, or even a request from your boss. The goal is to get you to hand over sensitive information or click a link that installs malware. Phishing isn’t about filling your inbox - it’s about deception and theft. And the consequences can be devastating: stolen funds, ransomware infections, even a full-on data breach.

Here’s the easiest way to think about it: spam is annoying, phishing is dangerous. Spam tries to sell you junk you don’t need. Phishing tries to steal something you can’t afford to lose. One’s a hassle, the other could take down your entire business.

Now, spam filters and security tools are better than ever, but attackers are getting smarter too. That’s why technology alone isn’t enough. Training employees to spot phishing attempts - checking sender addresses, hovering over links, questioning urgent messages - is just as critical as having firewalls, antivirus, or Managed Detection & Response. Because at the end of the day, the best defense is a combination of strong tools and informed people.

So, to wrap it up: spam fills your inbox, phishing empties your wallet. Spam is a nuisance, phishing is a threat. And if your team can spot the difference, you’re already a step ahead of the attackers. At Simplex-IT, we don’t put these protections in place to make life harder for you - we do it to make life harder for hackers. And honestly, that’s exactly where the difficulty belongs.

Still have questions or need assistance with Spam and Phishing? Schedule a call with us or visit our Learning Center for more information. We're here to help!‍ ‍

It comes from a real Microsoft domain, and it lands in your inbox without being flagged as suspicious. That’s why it’s catching people out.

Azure Monitor is a tool businesses use to keep an eye on their systems. It tracks performance, spots problems, and sends alerts when something needs attention. If you’re running cloud services, especially in Microsoft Azure, these kinds of notifications are completely normal. So, when an email arrives saying there’s a billing issue, suspicious activity, or a problem with your account, it doesn’t immediately raise alarm bells.

That’s where the problem starts. These scam emails are designed to look urgent. They might mention unexpected charges, invoices you don’t recognize, or even say your account has been suspended. Then they push you to act quickly, usually by calling a phone number to “resolve” the issue. The email itself can be genuinely sent through Azure Monitor. That means it isn’t spoofed in the usual way.

It’s not pretending to be Microsoft. It’s using Microsoft’s own system to deliver the message. And because of that, many email security tools let it through without question. Azure Monitor allows users to create alerts based on certain triggers. For example, a new invoice being generated or activity on an account. Whoever sets up the alert can also customize the message that gets sent out. Attackers are taking advantage of this. They create alerts with very basic triggers, write their own warning message (which looks like a billing issue), and then send it out to mailing lists they control.

The result is a convincing, legitimate-looking email. It’s simple and it works. We’ve seen similar tactics before using other trusted platforms like PayPal and Google tools. The pattern is the same: Take a service people already trust and use it as the delivery method for the scam. If you receive one of these alerts, pause. That’s the most important step.

If an email is pushing you to act urgently, especially to call a number or share information, take a moment to verify it properly. Go directly to your Azure account through your browser (not via any links in the email) and check for alerts there. If there’s a real issue, it will show up inside your account. And if you’re not sure, ask your IT support provider to check before you do anything.

This is a good reminder of how phishing attacks are evolving. It’s no longer badly written emails with obvious spelling mistakes. Some of these messages are polished, well-timed, and delivered through trusted systems. Awareness is more important than ever.

If you’re not completely confident your team would spot something like this, we can help. Get in touch.

Published with permission from Your Tech Updates.

You start by signing in like you normally would. Log into a website or app the same way you always have, usually with your username and password. This is often the last time you’ll need that password. Once you’re signed in, you’ll see an option that says something like “Create a passkey” or “Use a passkey next time.”

Next, you choose the device you want to use. Most people pick their phone, their laptop, or both. This device becomes your key going forward.

Then you confirm it’s really you. Your device will ask you to unlock it just like you already do every day. That might be Face ID, a fingerprint, or a device PIN. This step is important because it ties the passkey to you, not just the device.

And that’s it, you’re done. Seriously, that’s the whole setup. Behind the scenes, your device creates a secure digital key and stores it safely. The website never gets your secret, only proof that your device has it. From now on, when you go to log in, you choose “Sign in with passkey,” you unlock your device, and you’re in. No password typing. No remembering. No guessing.

What does this look like day to day? Let’s say you’re logging in tomorrow. You go to the site, click “Sign in with passkey,” and your phone or computer pops up asking for Face ID or a fingerprint. You confirm, and you’re logged in. That’s it.

Can you have passkeys on more than one device? Yes, and you should. Most people set them up on their phone, their work computer, and maybe a personal laptop. This gives you flexibility and backup just in case. Your passkeys are usually encrypted and securely synced, so switching devices doesn’t mean starting over.

What if a website doesn’t support passkeys yet? Then you’ll still use a password for now. Passkeys are being rolled out gradually, and more sites are adding support all the time. When the option appears, you can usually enable it in account settings under security or sign-in options.

Who supports creating passkeys? You may already have everything you need. Passkeys are built into platforms from Apple, Google, and Microsoft. If you use a modern phone, browser, or operating system, you’re likely ready.

The big picture is that creating a passkey isn’t a technical process, it’s a behavior change. Instead of proving who you are by typing a secret, you prove it by unlocking a device you already trust. Once people use a passkey for the first time, the reaction is usually the same: “Oh… that was way easier.” And that’s exactly the point.

Still have questions or need assistance with Passkeys? Schedule a call with us or visit our Learning Center for more information. We're here to help!‍ ‍