Craig Fouts, Author at Transcend Networks, Inc.

The 30-Minute IT Check Every Small Business Should Do Once a Month

Craig Fouts — Fri, 21 Aug 2026 18:48:57 +0000

Article Summary: Most IT problems don't appear out of nowhere. Backups quietly stop running, updates sit unfinished for weeks, and old staff accounts stay switched on for months. A short check once a month catches these while they're still cheap to fix. This post covers the six things to look at.

Most business owners only look at their IT when something has already gone wrong. A file won't open, a laptop won't start, or an invoice gets paid into a scammer's account. Fixing it at that point costs more than preventing it would have.

Almost none of it happens without warning. The backup that fails when you finally need it had been failing for weeks. The account a scammer used belonged to someone who left last year. Thirty minutes a month is usually enough to catch that kind of thing.

Why a monthly look is worth the time

Verizon's 2026 Data Breach Investigations Report found that 31% of breaches started with attackers exploiting unpatched software. That makes unpatched software the most common way in, ahead of stolen passwords. The same report found the median time to fully fix a known problem has risen to 43 days.

Most attacks use a problem that was already known, with a fix already available. Nobody had installed it yet.

The check

1. Updates

Check whether Windows updates are installing on your computers, or sitting at "restart required" week after week. Do the same for phones and for the software you use most, like your browser and your accounting app. If people keep clicking "remind me later," that's something to fix.

2. Backups

Open your backup tool and look at the last few runs. You want recent successful backups, not a list of errors. Then check when anyone last restored a file from it. If it's never been tested, you don't know whether it works.

3. Who has access

Pull up the list of user accounts in Microsoft 365 or Google Workspace and read through it. Every name should be someone who still works for you. Look for people who left, contractors who finished months ago, and shared logins like "office" or "admin" that several people use. Switch off anything you don't need.

4. Multi-factor authentication

Check that MFA is switched on, and that it's on for everyone, not just the people who set it up first. Pay closest attention to admin accounts and anyone who handles money. Microsoft's research shows MFA blocks more than 99.2% of account compromise attacks.

5. Devices

Look at what's connected to your systems. If there's a laptop or phone you don't recognize, find out whose it is. While you're there, check that laptops are encrypted and that any phone with company email on it has a passcode or fingerprint lock.

6. Subscription and licenses

Open your billing page and read what you're paying for. Businesses regularly pay for licenses belonging to people who left, or for two tools that do the same job. It's also how you find software somebody signed up for without telling anyone.

Make it a routine

Put it on the calendar for a fixed day, like the first Monday of the month, and assign it to the same person each time. That's you or whoever handles the admin side.

Keep a running note of what you checked and what you found. After a few months, you'll see whether the same problem keeps coming back. If it does, it needs fixing properly instead of clearing each time.

Thirty minutes only works if you don't stop to fix things along the way. Write down what you find and deal with it afterward.

Who fixes what

Most of it is small, like a laptop that needs restarting, a license to cancel, or an account to switch off. Handle those yourself.

Send the rest to your IT provider: backups that keep failing, MFA that won't turn on for someone, a device nobody recognizes, or updates that fail on the same machine every month. Those usually mean there's a bigger problem behind them.

What this check doesn't do

It isn't monitoring. Transcend Networks provides tools that watch your systems all day and flag things you'd never spot from a monthly glance.

The check covers what those tools can't know. You know who left, which subscriptions you approved, and whose laptop is whose.

Frequently Asked Questions

How often should a small business check its IT?

For most small businesses, once a month is enough for this list. Backups are worth a quick look more often if losing a day's work would seriously hurt, since that's the item most likely to fail quietly.

Who should do it?

You or whoever runs the admin side of the business. Most of the list needs no technical skill, just someone who knows who works there and what the business pays for.

What if I don't know where to find any of this?

Ask your IT provider, or reach out to us to walk you through it once and write down where each thing lives. Many will also send you a monthly summary covering most of it.

Isn't this my IT provider's job?

They handle the monitoring, the patching, and the fixing. The check is the part that depends on knowing your business, like who left last month or which subscription nobody approved.

If I only have ten minutes, what matters most?

Backups and updates. Without working backups you can lose everything you've stored, and unpatched software is now the most common way attackers get in.

Does this apply if everything we use is in the cloud?

Yes. Cloud tools still need updated devices, working backups, MFA switched on, and access lists that match who actually works for you.

Article used with permission from The Technology Press.

The post The 30-Minute IT Check Every Small Business Should Do Once a Month appeared first on Transcend Networks, Inc..

Tech For Humans Newsletter

Craig Fouts — Thu, 25 Jun 2026 16:27:05 +0000

You've probably scanned a few QR codes this week without thinking twice. Maybe a parking meter or a restaurant menu.

Hackers have noticed how casual we've become about it, and they've built an entire new scam around it.

In today's email, I'm showing you how "quishing" works and the 3 habits that will keep your team out of it.

You'll also find a 30-second Outlook fix that stops spam meetings from cluttering your calendar, a wild stat about how few small businesses have cyber insurance, and a gadget you’ll want to have in your office.

So grab your favorite beverage, get comfy, and let’s dig in.

THE BIG IDEA

Quishing: The New Phishing Scam

A few years ago, scanning a QR code felt suspicious. Today, you probably scan three or four a day without thinking about it... parking meters, restaurant menus, conference badges, charging stations, etc.

And because of that, there's now an entire category of attack called "quishing," which is just phishing delivered through a QR code instead of an email link.

The FBI started issuing public warnings about it in 2024. Since then, reported attacks have jumped over 600%, and small businesses are getting hit harder than anyone.

Think about what happens when a phishing email lands in your inbox.

Your email provider scans it for known threats, and your IT setup flags suspicious links.

But none of that exists with a QR code. You point your phone at a square of black-and-white dots, and you have no idea where it's about to send you until you're already there.

By the time the fake Microsoft 365 login page loads on your phone, you've also stepped outside your company's security stack.

And your personal phone isn't running the same protections as your work laptop.

So these attacks usually arrive in one of three ways.

Someone prints a fake QR sticker and slaps it over the real one on a parking meter, EV charger, or restaurant menu.

An attacker embeds a QR code inside a PDF attachment. The code slips past email filters that only scan text links.

Or a flyer, business card, or conference poster sends you to a fake landing page that drops malware on your phone or steals your login.

Three habits will keep your team safer:

Treat every QR code like an unknown link.If a code arrives in an email, a PDF, or a text message, don't scan it. Go to the company's real website yourself and find what you need from there.
Make accounts payable a QR-free zone.Any invoice, payment portal, or "click here to verify" that arrives as a QR code is a hard no. Your team should only pay through known logins they type into the browser themselves, never through a code embedded in a document.
Look for tampering on physical codes.Before you scan a QR in the wild, check if it's a sticker laid over another sticker. Run your fingernail along the edge. If it peels, walk away. Genuine QR codes are usually printed onto the surface, not stuck on top.

If you'd like us to check whether your team's phones and email gateway are set up to flag malicious QR codes, just reply to this email. We'll take a look.

JOHN'S TECH TIP

Stop Spam Meetings From Auto-Filling Your Calendar

By default, Outlook adds every meeting invite to your calendar the moment it arrives, even before you've responded. Turn off "Auto-process invitations" in Outlook settings so nothing lands on your calendar until you accept it.

THE LATEST NEWS

🔓 Same Crew That Hit ADT Just Stole Data on 275 Million Students

ShinyHunters (the same group behind the ADT breach) broke into Instructure, the company behind Canvas, the learning management system used by 41% of US higher education and a chunk of K-12. They claim 275 million individuals’ data stolen across nearly 9,000 schools.

🤖 Anthropic Drops 10 Pre-Built AI Agents for Financial Services

Anthropic released ten ready-to-run Claude agents that handle pitchbooks, KYC screening, month-end close, and seven other workflows that typically eat up junior analyst hours. The agents work inside Excel, PowerPoint, Word, and Outlook, with full audit trails for compliance. JPMorgan, Goldman Sachs, Citi, and AIG are already using them in production.

🔋 80% of Top AI Users Say They're Doing Work They Couldn't Do a Year Ago

Microsoft published its 2026 Work Trend Index, based on trillions of productivity signals and a survey of 20,000 workers across 10 countries. 49% of Microsoft 365 Copilot conversations now handle the kind of thinking work that used to require deep expertise, and 80% of the most advanced users say they're producing work they couldn't have a year ago.

THE INTERESTING STATISTIC

Only 17% of Small Businesses Have Cyber Insurance, and the Average Claim in 2025 Was $79,000

According to industry research, only 17% of small businesses have cyber insurance, and 64% say they're not familiar with what it covers.

Meanwhile, the average small business cyber claim in 2025 came in at $79,000, the kind of bill that can end the business for a small team.

Most owners don't buy it because the policies feel confusing, premiums climbed roughly 14% over the past year, and brokers rarely explain in plain English what's covered.

The upside most owners miss is that insurers actively reward you for the security basics.

Multi-factor authentication, endpoint protection, and offline backups can knock 20-40% off your premium.

So the same things that protect your business from attack also make insurance affordable. If you've never quoted cyber insurance, it's worth 30 minutes to get a baseline.

If you are in the market for a cyber insurance policy or want to determine whether your security posture aligns with your current policy, we are happy to offer a free consultation.

THE GADGET OF THE MONTH

The Synology BeeStation is a plug-and-play personal cloud server about the size of a router.

Plug it in, set up an account, and your whole team gets private storage they can use through phone, desktop, and web apps that work just like the services you're paying for now.

The 4TB version runs around $300 (no monthly fees), and because the files live on a device in your office (not on someone else's server), you stop trusting sensitive client data to a third party.

It pays for itself inside the first year for most small teams, and faster if you've got more than a few users.

THE BOOK OF THE MONTH

If you've ever felt like every business book skips the part where running a company breaks you a little, The Hard Thing About Hard Things is the book to read.

Ben Horowitz (cofounder of Andreessen Horowitz, one of Silicon Valley's biggest venture firms) wrote it after running a company that came within 30 days of bankruptcy more than once.

The whole book is built around the moments business books usually skip. Firing a friend, laying off half your team, calling an investor with bad news, keeping your head when everything is on fire at the same time.

It's not a feel-good book. It's the one you'll wish you'd read before your hardest week as an owner.

DID YOU KNOW?

When the founders of Google built their search engine in 1996 as a Stanford project, they named it BackRub because it analyzed the web's "back links."

Thanks for reading!

The Transcend Networks team and I put this newsletter together to share tech advice that’s actually useful, and (hopefully) even fun to read 🙂

When we’re not writing these, we’re helping businesses like yours become more secure and stay productive without all the tech headaches.

If you ever need a professional opinion on anything IT-related, simply hit reply and let me know.

We're here to help 🙂

Get Your Free IT Consultation

The post Tech For Humans Newsletter appeared first on Transcend Networks, Inc..

Speedboats vs. Cruise Ships: The Hidden SMB Advantage in the AI Era

Craig Fouts — Fri, 29 May 2026 19:37:59 +0000

Why your small business can move faster, adapt smarter, and outmaneuver the corporate giants, if you act now.

Every week, another headline screams about AI. Another tool. Another "must-have" integration. Another warning that you're already behind. If you're leading a small business, stretched thin, wearing every hat, AI can feel like one more complex system thrown onto an already overflowing plate. Here's the truth: that feeling is costing you a once-in-a-generation opportunity.

Despite its science-fiction branding, AI is not magic; it's a fundamental shift in how businesses handle information. Think of it less like a robot takeover and more like the leap from paper ledgers to digital spreadsheets. That transition sped up calculations. This one allows you to organize ideas, automate repetitive tasks, and process information with mathematical precision, without immediately adding hours to your day or people to your payroll.

Below, we break down seven strategic takeaways every small business owner needs to understand right now, while the window is still open.

I. You Are the Speedboat. They Are the Cruise Ship.

There's a persistent myth that Fortune 500 companies will "win" the AI race because of their massive budgets and dedicated teams. That's not how this plays out, at least not yet.

Large corporations are weighed down by layers of management, legal review committees, procurement cycles, and board approvals. Integrating any new technology takes them years. Your small business? You can decide to adopt a new AI tool in the morning and have it running by the afternoon.

Right now, AI is reliable enough to be transformative but uncommon enough to deliver a massive operational edge. This window will not stay open forever.

This is what we call the Temporary Gap. Eventually, AI capabilities will become a baseline commodity, table stakes just to compete. But right now, the businesses that move are building advantages their slower competitors will spend years trying to close. The speedboat window is open. The question is whether you'll use it.

II. Don't Buy a Ferrari Just to Listen to the Radio

Most Common Mistake

Using AI only to draft a quick email or write a clever social post is like buying a Ferrari and never taking it out of second gear. The engine was built for far more. The real value lies in what we call Human-Augmented AI, where the machine provides raw processing power and the human provides strategic judgment.

Think of it like the construction industry's adoption of the excavator. The worker still decides what to dig, where, and why. The machine just makes it possible to do in an hour what once took a crew a week.

Minutes

AI can now predict complex 3D molecular structures, a task that once took scientists years of manual research.

80 hrs

Microsoft used AI to screen 32 million materials for a new battery, completing roughly 250 years of chemistry work in under a week.

Your business doesn't need to cure diseases or discover battery materials. But the same class of engine that does those things is available to you for a few dollars a month. Use it accordingly.

III. Decouple Growth from Headcount

In the traditional model, doubling your revenue usually meant doubling your staff. AI dismantles that equation entirely, and it does so at a scale that makes the math impossible to ignore.

Consider the Total Cost of Ownership (TCO) of a single employee. A $50,000 salary becomes roughly $70,000 when you factor in payroll taxes, insurance, benefits, and equipment. Now compare two firms competing for the same market:

THE OLD MODEL

3 Staff @ ~$70K TCO = $210K/yr

Growth is linear, limited by human hours. High overhead. High risk of "knowledge drain" when someone leaves.

THE AI-AUGMENTED MODEL

3 Staff + 1 AI Agent @ $3.6K/yr

By automating booking, marketing, and expense processing, the firm saves ~$146,000/year vs. hiring more staff, while doubling output capacity

AI is the Great Equalizer. It gives small firms access to capabilities that used to require entire departments; for pennies on the dollar, a few minutes at a time.

IV. Chatbots Talk. Agents Have Digital Hands.

Most business owners have encountered the basic chatbot model; you open a window, type a question, get an answer, and then manually copy it somewhere useful. That workflow has a name: the Copy-Paste Sandwich. You're the bread on both sides, doing the moving. It's a different form of manual labor.

The real frontier is the AI Agent, an AI that doesn't just advise, but executes. An agent has been given permission to use software tools: it can log into your accounting software, send an email, update a CRM record, or process an invoice, all without you touching a keyboard.

🧠

The Brain

The core language model (LLM) that plans, reasons, and decides next steps.

📚

The Memory

RAG technology lets the agent reference your documents — handbooks, SOPs, pricing — for accurate, fact-based answers.

🤝

The Tools

APIs give the agent "digital hands": the ability to act inside your software systems, not just talk about them.

Agents operate in a continuous loop: perceive a task, reason through the rules, act, then reflect and self-correct if something went wrong. That self-correction capability is what separates a true agent from a basic automation script.

V. It's Not a Librarian. It's a Probability Engine.

Critical Risk Alert

One of the most dangerous mistakes a business owner can make is treating AI like a digital encyclopedia that "knows" things. It doesn't look up facts; it predicts which words are most likely to follow one another based on patterns learned from billions of examples.

This is why AI hallucinates. When it doesn't have reliable data, it doesn't say "I don't know"; it generates a statistically plausible answer that may be entirely fabricated. This isn't a bug that will be patched. It's a feature of how the technology works.

In 2024, Air Canada was held legally responsible when its chatbot invented a bereavement refund policy that didn't exist, and a customer relied on it. The company paid the price.

The non-negotiable rule: Human-in-the-Loop. Any critical action, such as wiring funds, signing a contract, or sending a formal communication, must be reviewed and approved by a human before it is executed. AI augments your judgment. It does not replace it.

VI. Stop Chatting. Start Programming.

Vague prompts produce generic, forgettable output. If you ask AI to "write an email about a refund," you'll get something that sounds like it was written by a committee. To get professional-grade results, shift from Conversation Mode to Programmer Mode using the C.G.R.F. Framework:

The C.G.R.F. Framework — Master Prompt Template

CONTEXT - Role: [e.g., Senior Account Manager] · Audience: [e.g., long-term client] · Background: [paste the relevant facts]

GOAL - What outcome do you need? [e.g., "Deny the refund request while preserving the client relationship"]

RULES - Tone: [e.g., firm but empathetic] · Length: [e.g., under 150 words] · Constraints: [e.g., "Do not use the word 'unfortunately'"]

FORMAT - What should the output look like? [e.g., a professional email, a bullet-point brief, a script]

Bonus move: Add "Think step-by-step and explain your reasoning before giving the final answer" to any rule set. This "Chain of Thought" prompt forces the AI to show its work, dramatically reducing logic errors on complex tasks like invoice auditing, contract review, or multi-step calculations.

VII. The Jevons Paradox: Measure Capacity, Not Hours

When most business owners implement AI, they ask: "How much time will this save me?" That's the wrong question. If you save four hours and use them to check email, your revenue doesn't move.

The right question is: "How much capacity has this created?"

The Jevons Paradox teaches us that as a resource becomes cheaper, we should naturally consume more of it. AI makes intelligence cheap. The winning strategy is to dramatically increase your consumption of that intelligence.

TIME-SAVED THINKING

An architect reduces proposal writing from 4 hours to 30 minutes. Still sends 2 proposals/week. Revenue stays flat.

CAPACITY-CRAFTED THINKING

Same architect reinvests that time to send 10 proposals/week.

Potential revenue quintuples; same team, same cost structure.

The bottleneck has been removed. Now it's a question of whether you have the vision to run through the opening.

The Permanent Asset

We are witnessing a workforce shift, from Doers to Managers. Your team will spend less time on repetitive execution and more time overseeing the digital workers that handle the 24/7 grind. And unlike a human hire, an AI agent represents a permanent asset: zero turnover, no benefits cost, no knowledge drain, no burnout.

The question is no longer whether AI will reshape your industry. It already has. The only question left is whether you'll be the one leading that transformation in your market or the one scrambling to catch up after the speedboat has already sailed.

Building Your Speedboat?

Transcend Networks helps small and mid-sized businesses create secure, AI-ready environments that enable innovation, protect critical data, and reduce risk as AI becomes part of everyday business operations.

Schedule a Free Strategy Call

The post Speedboats vs. Cruise Ships: The Hidden SMB Advantage in the AI Era appeared first on Transcend Networks, Inc..

Tech For Humans Newletter

Craig Fouts — Tue, 14 Apr 2026 20:45:43 +0000

Over the next 1-2 years, the way we trust information on the internet is going to fundamentally change.

With AI making it effortless to generate incredibly realistic fake documents, emails, and deepfakes, "seeing is believing" is no longer a valid business strategy.

Soon, proving that your content is real will be just as critical as protecting it.

In today’s email, I’m showing you why AI content verification is about to become the new antivirus software.

You’ll also find a hidden privacy shield in your web browser, a reality check on invoice automation, and a tiny gadget that puts a 100-inch screen in your laptop bag.

So grab your favorite beverage, get comfy, and let’s dig in.

THE BIG IDEA

The Coming AI Content Verification War

For the past thirty years, cybersecurity has focused almost entirely on keeping the bad guys out.

We built firewalls to block unauthorized access and antivirus software to stop malicious code.

That’s going to change.

Cybercriminals have evolved past simply breaching networks.

They are now using AI to convincingly clone your identity, forge your invoices, and fabricate your data.

Within the next 1-2 years, we can expect the tech industry to launch a massive counter-offensive, which will properly start the era of mandatory AI content verification.

Think back to the early 2000s, when having antivirus software went from a "nice to have" to an absolute necessity.

We are at that exact threshold right now with digital authenticity.

Because AI has made it trivial and practically free to clone a CEO’s voice, forge a legal contract, or generate a hyper-realistic fake news story about a competitor, "seeing is believing" is no longer a viable business strategy.

To combat this, major browsers, email providers, and software platforms are rapidly adopting "authenticity watermarks".

Since detecting AI forgeries is becoming nearly impossible, this system takes the opposite approach by explicitly proving that content is authentic.

Soon, when you create a document, record a video, or send an invoice, your software will embed an invisible cryptographic signature tied to your verified identity.

The business impact of this will be massive.

In the near future, if your digital documents don't carry one of these cryptographic signatures proving a verified human at your company generated them, client spam filters, banks, and web browsers could flag them as suspicious or fraudulent by default.

Preparing your business for this change means understanding that proving who created a file will soon be just as critical as the contents of the file itself.

How do you feel about all this?

JOHN'S TECH TIP

AI-Assisted Software Updates

Before blindly clicking "Update" on software patches, try asking an AI tool like ChatGPT or Copilot to summarize the release notes so you know exactly what's changing and whether it could impact your workflow or existing systems. This is especially useful for IT admins managing updates across multiple machines or enterprise environments. A 30-second AI summary can save hours of unexpected troubleshooting down the road!

THE LATEST NEWS

🤖 Microsoft Rolls Out AI Content Verification

Microsoft is testing new watermarks and cryptographic signatures to prove which content is real, which is AI-generated, and which has been tampered with to combat the rise of deepfakes.

🧾The Invoice Automation Gap

A 2026 invoice-automation report shows more companies than ever are using AI in accounts payable workflows. However, 68% of firms still manually key in invoice data, highlighting a massive efficiency gap that small businesses need to close.

🌐 Europe Accelerates Mandatory E-Invoicing

The shift toward e-invoicing in Europe is accelerating rapidly, with 2026 marking a major turning point. Governments across the EU are moving toward real-time reporting, structured invoice formats, and mandatory digital systems.

INTERESTING STATISTIC

AI Phishing Success Rates Are Skyrocketing

According to recent academic risk analyses, AI-generated phishing emails achieve a staggering 54% click-through rate, compared to just 12% for traditional human-crafted emails.

For decades, IT departments trained employees to spot scams by looking for obvious red flags: terrible grammar, misspelled words, and generic greetings like "Dear Customer."

AI has completely eliminated those errors, allowing hackers to instantly generate flawlessly written, highly persuasive emails.

More than that, cybercriminals are now using AI to rapidly scrape your employees' LinkedIn profiles and company websites to craft hyper-personalized messages that reference their actual job titles and coworkers.

So as always, stay vigilant!

THE GADGET OF THE MONTH

If you travel for client pitches or need to set up a presentation in a room without a TV, the Kodak Luma 350 Smart Pocket Projector is an absolute lifesaver.

It’s a tiny, battery-powered projector that easily fits in your laptop bag alongside your mouse, yet it can throw a sharp, bright 100‑inch screen onto a blank wall from just a few feet away.

It features built-in Wi-Fi and Bluetooth, meaning you can wirelessly mirror your laptop or phone screen without hunting for the right HDMI dongle, making you look incredibly prepared and professional in any environment.

THE BOOK OF THE MONTH

While written by a surgeon, The Checklist Manifesto by Atul Gawande is arguably one of the most effective books on building bulletproof business and IT processes.

Gawande explains how the simple, analog act of using a checklist prevents massive, unforced errors in highly complex, high-pressure environments.

He argues that the knowledge to do the job often exists, but the discipline to execute it flawlessly every single time is what fails.

It is a must-read for any business owner looking to standardize their operations and eliminate costly mistakes.

DID YOU KNOW?

Wi-Fi was nearly branded "FlankSpeed" (naval term for maximum speed) before marketing chose the catchier name.

Thanks for reading!

The Transcend Networks team and I put this newsletter together to share tech advice that’s actually useful, and (hopefully) even fun to read 🙂

When we’re not writing these, we’re helping businesses like yours become more secure and stay productive without all the tech headaches.

If you ever need a professional opinion on anything IT related, simply hit reply and let me know.

We're here to help 🙂

Get Your Free IT Consultation

The post Tech For Humans Newletter appeared first on Transcend Networks, Inc..

Managing Cloud Waste as You Scale

Craig Fouts — Thu, 05 Mar 2026 21:11:23 +0000

Article Summary: Unchecked cloud resource management transforms the cloud’s promise of agility into a source of bloated and unpredictable spending known as “cloud waste” that eats into your bottom line. As such, business leaders need to adopt FinOps strategies that treat cloud spend as a business variable that requires continuous cost optimization to identify and eliminate waste. The goal is to ensure that each dollar is directly spent on initiatives that power your business objectives instead of just vanishing into unused resources.

When you first move your data and computing resources to the cloud, the bills often seem manageable. But as your business grows, a worrying trend can appear. Your cloud expenses start climbing faster than your revenue. This is not just normal growth, it is a phenomenon called cloud waste, the hidden drain on your budget hiding in your monthly cloud invoice.

Cloud waste happens when you spend money on resources that do not add value to your business. Examples include underused servers, storage for completed or abandoned projects, and development or testing environments left active over the weekend. It is like keeping every piece of equipment in your factory running all the time, even when it is not needed.

The cloud makes it easy to spin up resources on demand, but the same flexibility can make it easy to forget to turn them off. Most providers use a pay-as-you-go model, so the billing meter is always running. The team at Transcend Networks understands that cloud waste is not just about saving money. Every dollar you save can be reinvested in innovation, stronger security, or your team.

The Hidden Sources of Your Leaking Budget

Cloud waste can be surprisingly easy to overlook. A common example is over-provisioning. You launch a virtual server for a project, thinking you might need a larger instance just to be safe, and then forget to scale it down. That server keeps running and billing you every hour, month after month.

Orphaned resources are another common drain, especially in companies with many projects or large teams. When a project ends, do you remember to delete the storage disks, load balancers, or IP addresses that were used? Often, they stay active indefinitely. Idle resources, like databases or containers that are set up but rarely accessed, quietly add up over time.

According to a 2025 report by VMWare that drew responses from over 1,800 global IT leaders, about 49% of the respondents believe that more than 25% of their public cloud expenditure is wasted, while 31% believe that waste exceeds 50%. Only 6% of the respondents believe they are not wasting any cloud spend.

The FinOps Mindset: Your Financial Control Panel

Fixing this level of cloud waste requires more than a one-time audit. It requires a cultural shift known as FinOps, i.e., the practice of bringing financial accountability to the variable spend model of the cloud. It is a collaborative effort where finance, technology, and business teams work together to make data-driven spending decisions.

A FinOps strategy turns cloud cost from a static IT expense into a dynamic, managed business variable. The goal is not to minimize cost at all costs, but to maximize business value from every cloud dollar spent.

Gaining Visibility: The Non-Negotiable First Step

You can’t manage what you don’t measure, so start with the native tools your cloud provider offers. Explore their cost management consoles and take these steps to create accountability and track what’s driving expenses:

Use tagging consistently to make filtering, organizing, and tracking costs easier.
Assign every resource to a project, department, and owner.
Consider third-party cloud cost optimization tools for deeper insights. They can automatically spot waste, recommend right-sizing actions, and consolidate data into a single dashboard if you’re using multiple cloud providers.

Implementing Practical Optimization Tactics

Once you have visibility, you can act, and the easiest place to start is with the low-hanging fruit. For example:

Automatically schedule non-production environments like development and testing to turn off during nights and weekends.
Implement storage lifecycle policies to move old data to lower-cost archival tiers or delete it after a set period.
Adjust the size of your servers by checking how much they are actually used. If the CPU is used less than 20% of the time, the server is larger than necessary, replace it with a smaller, more affordable option.

Leveraging Commitments for Strategic Savings

Cloud providers offer substantial discounts, like AWS Savings Plans or Azure Reserved Instances, when you commit to using a consistent level of resources for one to three years. For predictable workloads, these commitments are the most effective way to reduce unnecessary spending at full list price.

The key is to make these purchases after you have right-sized your environment. Committing to an oversized instance just locks in waste. Optimize first, then commit.

Making Optimization a Continuous Cycle

Managing cloud costs is not a one-time project, it’s an ongoing cycle of learning, optimizing, and operating. Set up regular check-ins, monthly or quarterly, where stakeholders review cloud spending against budgets and business goals.

Give your teams access to their own cost data. When developers can see the real-time impact of their architectural decisions, they become strong partners in reducing waste.

Scale Smarter, Not Just Bigger

The cloud offers elastic efficiency, but managing waste ensures you capture that benefit fully. It frees up capital to invest in your real business goals instead of letting it disappear into unnecessary cloud spend.

As you plan for growth in 2026, make cost intelligence a core part of your strategy. Use data to guide provisioning decisions and set up automated controls to prevent waste before it starts.

Reach out today for a cloud waste assessment, and we’ll help you build a sustainable FinOps practice.

Article FAQ

What is the most common type of cloud waste?

The most common type of cloud waste is idle or underutilized compute resources, such as virtual machines, containers, or databases, that are running but not actively serving a meaningful workload, often left on accidentally or “just in case.”

Can cloud waste really make a big difference to my bottom line?

Absolutely. Industry reports consistently show that enterprises waste an average of 30% of their cloud spend. For a growing small business, reclaiming even 15–20% of your cloud bill can translate to thousands of dollars annually for reinvestment.

Are reserved instances always the right choice to save money?

They are excellent for stable, predictable workloads running 24/7. However, they are not ideal for spiky, experimental, or short-term projects. The key is to analyze your usage patterns for at least a month before making a commitment.

Is automating shutdowns safe for my production systems?

Automation should be applied cautiously to production. Focus initial automation efforts on non-production environments (development, testing, staging). For production, use scaling policies that automatically add/remove capacity based on real-time demand (like auto-scaling groups), which is safer than blanket shutdowns.

Article used with permission from The Technology Press.

The post Managing Cloud Waste as You Scale appeared first on Transcend Networks, Inc..

Tech For Humans Newsletter

Craig Fouts — Wed, 04 Feb 2026 21:57:50 +0000

There is one specific task that every business owner tries to put off for as long as possible.

I’m talking about replacing your company hardware.

Buying new computers is painful. It’s expensive, setting them up takes time, and moving all your files over is a hassle nobody enjoys.

While hardware does eventually wear out, most business laptops die earlier than they should because of a few bad habits.

In today’s email, I’m sharing 5 simple things you (and your team) can do to squeeze an extra year or two out of your company machines.

You’ll also find a fun mouse trick to declutter your screen, a scary statistic about customer trust, and a book recommendation that might change how you run your client meetings.

So grab your favorite beverage of choice, get comfy, and let’s dig in.

THE BIG IDEA

5 "Hidden" Habits
That Kill Modern Laptops

A good business laptop should easily last four or five years.

But we often see them failing around the two-year mark.

It is rarely a manufacturing defect. It is usually the result of physical wear and tear that accumulates from how we open, carry, and charge these devices every day.

Here are the 5 most common mistakes that shorten the life of your hardware, and how to fix them:

1. Stop opening it from the corner

This is the #1 killer of modern thin-and-light laptops.

When you lift the lid by one corner, you are twisting the delicate display assembly.

Over time, this torque snaps the hinge or cracks the internal screen layers. Always open the lid from the center, right where the webcam is.

2. The "Hot Bag" Syndrome

Modern laptops (especially those with "Instant On" features) often wake up from Sleep mode while bouncing around in a backpack.

If a laptop wakes up inside a padded bag, it has zero airflow. It cooks itself.

If you are commuting for more than 20 minutes, fully shut down the laptop. Do not just close the lid.

3. The 15% Storage Rule

Solid State Drives (SSDs) are fast, but they need "breathing room" to manage data efficiently.

If you fill your drive to 99% capacity, the drive has to work 10x hard just to save a simple file, which wears out the memory cells significantly faster.

Aim to keep at least 15-20% of your hard drive empty to prolong its lifespan.

4. Relieve the "Port Tension"

The charging port is now soldered directly to the main motherboard on most laptops.

If you sit with your laptop while it’s charging and the cable is pulled tight or bent at a sharp 90-degree angle, you are putting physical stress on the motherboard.

Give your charging cable some slack. If the port feels "wobbly," get it checked immediately before it shorts out the board.

5. Be careful with "Clamshell Mode"

Many people plug their laptop into a dock and work with the lid closed.

However, many laptops vent heat through the keyboard or the hinge area. If you run heavy software with the lid closed, you might be trapping heat that degrades the battery and CPU.

Check where your vents are. If in doubt, keep the laptop slightly open, even when using an external monitor.

These small adjustments cost nothing, but they can save you thousands in premature hardware replacements.

JOHN'S TECH TIP

AI to Tame Your Email Threads

Use AI email assistants built into tools like Gmail and Outlook to generate quick summaries of long threads so you can see key decisions and action items at a glance. Pair that with an inbox‑agnostic AI tool (like forwarding a thread to a general AI assistant) to get concise recaps and suggested follow‑up replies you can edit instead of writing from scratch.

THE LATEST NEWS

💊 AI-Designed Medicine Goes Mainstream

We hear a lot about AI writing emails or faking photos, but the real revolution is happening in healthcare. Insilico Medicine just hit a massive milestone by listing on the stock market, proving that AI-driven drug discovery is a real, viable business. They use AI to simulate how molecules fight disease, cutting years off the research process.

⚠️ The "Scam Center" Economy is Here

A new report lists organized scam centers as a top threat for 2026. The report predicts a sharp rise in "AI-driven" fraud, where scammers use tools to automate attacks on a massive scale. If anyone asks for money or login details urgently, assume it's a scam until you verify it yourself.

📅 Microsoft 365 Updates: Voice & Speed

Microsoft is finally fixing two common headaches for business owners. First, Copilot's "Voice Input" is now smarter; you can dictate brain dumps, and the AI will format them into structured documents automatically. Second, for anyone juggling multiple businesses, the new "Multi-Tenant" update finally makes switching between Teams accounts seamless.

THE INTERESTING STATISTIC

55% of Consumers Would Leave You After a Breach

We often talk about the financial cost of a cyberattack: paying for IT recovery, legal fees, or ransomware.

But the hidden cost is much higher... Reputation.

According to a recent study, 55% of consumers say they would stop doing business with a company that suffered a data breach.

For a business, trust is everything.

Your clients trust you with their data, their plans, and their money. Protecting your network is both an IT task, and a marketing strategy to keep your customer base.

THE GADGET OF THE MONTH

If you carry a laptop charger, a phone charger, and a tablet charger in your bag, you know how heavy (and tangled) things get.

There is a new type of charger tech called GaN (Gallium Nitride) that makes chargers much smaller and cooler.

The UGREEN Nexode 100W is tiny, about the size of a standard phone plug, but it has enough power to fast-charge a laptop and a smartphone at the same time. It has foldable prongs, fits in your pocket, and replaces that heavy brick you’ve been lugging around.

THE BOOK OF THE MONTH

Will Guidara is the former co-owner of Eleven Madison Park, which was named the #1 restaurant in the world.

In his book, Unreasonable Hospitality, he explains that they didn't get there just by serving good food. He got there by going to extreme lengths to make guests feel seen and cared for.

While the story is about fine dining, the lessons are essential for anyone who deals with clients.

Guidara argues that in a world where everyone offers a "good product," the only way to truly win is by how you make people feel. It’s a great read on how to turn a transaction into a relationship.

DID YOU KNOW?

For nearly 20 years, the launch code for US nuclear missiles was apparently set to just 00000000 so it could be entered quickly in an emergency.

Thanks for reading!

The Transcend Networks team and I put this newsletter together to share tech advice that’s actually useful, and (hopefully) even fun to read 🙂

When we’re not writing these, we’re helping businesses like yours become more secure and stay productive without all the tech headaches.

If you ever need a professional opinion on anything IT related, simply hit reply and let me know.

We're here to help 🙂

Schedule Your Free IT Consultation

The post Tech For Humans Newsletter appeared first on Transcend Networks, Inc..

The Server Refresh Deadline: Why Windows Server 2016’s End of Support Should Drive Your Cloud Migration Plan

Craig Fouts — Fri, 23 Jan 2026 21:59:51 +0000

Time moves fast in the world of technology, and operating systems that once felt cutting-edge are becoming obsolete. With Microsoft having set the deadline for Windows Server 2016 End of Support to January 12, 2027, the clock is ticking for businesses that use this operating system.

Once support ends, Microsoft will no longer provide security updates or patches, leaving your business systems vulnerable. It’s not just about missing new features, continuing to use unsupported software significantly increases the risk of cyberattacks.

If your systems are still on Windows Server 2016, now is the time to plan your upgrade. With about a year until support ends, waiting until the last minute can lead to rushed decisions and higher costs.

Understanding the Security Implications

When support ends, the protection provided by security updates and patches disappears, as Microsoft will no longer fix bugs or vulnerabilities. Hackers often target unsupported systems, knowing any new exploits will go unpatched and open the door to attacks.

Legacy systems put IT administrators in a tough spot. Without vendor support, defending against threats becomes nearly impossible, compliance with industry regulations is compromised, and running unsupported software can lead to failed audits.

Additionally, customer data on servers running this operating system is vulnerable to theft and ransomware. The cost of a breach far outweighs the cost of upgrading. Using unsupported systems is like driving a faulty, uninsured car, failure is inevitable. The question isn’t if it will happen, but when.

The Case for Cloud Migration

With the end-of-support deadline approaching, businesses face a choice: either purchase new physical servers running the latest Windows Server editions or migrate their infrastructure to the cloud. Investing in new hardware and software comes with substantial upfront costs and locks you into that capacity for five years, the typical span of mainstream support for Windows Server, plus an additional five years for Long-Term Servicing Channel (LTSC) releases.

On the other hand, a cloud migration strategy offers a more flexible alternative. Platforms such as Microsoft Azure or Amazon’s AWS cloud services allow you to select virtualized computing resources such as servers and storage, which can scale as needed. On these platforms, you only pay for what you use, transforming your IT spending from capital expenditure to operating expense.

The cloud provides greater reliability and disaster recovery, eliminating concerns about hard drive failures in your server rack. Cloud providers handle the management and upgrades of the physical infrastructure, freeing your IT team to focus on driving business growth.

Analyze Your Current Workloads

Before moving to the cloud, it’s essential to know what you’re working with. Take inventory of all applications running on your Windows Server 2016 machines. While some are cloud-ready, others may need updates or reconfiguration.

Identify which workloads are critical to your daily operations and prioritize them in your migration plan. You may also discover applications you no longer need, making this an ideal time to streamline and clean up your environment.

When in doubt, consult with your software vendors to confirm compatibility, as they might have specific requirements for newer operating systems. Gathering this information early helps you to avoid surprises during the actual migration.

Create a Phased Migration Plan

When transitioning to a new system, moving everything at once is risky; ‘big bang’ migrations often cause downtime and confusion. The best approach is a phased migration to manage risk effectively. Begin with low-impact workloads to test the process, then proceed to medium and high-impact workloads once you’re confident everything runs smoothly.

Set a realistic timeline that beats the server upgrade deadline by a significant margin, and then work backward from the end-of-support date. This approach allows for plenty of buffer time for testing and troubleshooting, since rushing migrations often results in mistakes and security gaps.

Communicate the schedule to your staff clearly, they need to know when maintenance windows will occur, so that they can also manage their workflows effectively. Managing expectations is just as important as managing servers, and you don’t want to get in your own way. A smooth transition requires everyone to be informed and on the same page.

Test and Validate

Once you migrate a workload, it’s essential to verify that it functions as expected. Key questions to ask include: Does the application launch correctly? Can users access their data without permission errors? Testing is the most critical phase of any migration.

After migration, run extensive performance benchmarks to compare the new system with the old one. The cloud should offer equal or better speed, and if things are slow, you might need to adjust resources. Optimization will be a normal part of the migration process, until you find the perfect balance that works for you.

The summarized steps for a successful migration include: ·

Audit all current hardware and software assets
Choose between an on-premise upgrade or a cloud migration
Back up all data securely before making changes
Test applications thoroughly in the new environment
Do not declare victory until users confirm everything is working.

The Cost of Doing Nothing

Ignoring the end of support deadline is not a viable strategy. Some businesses hope to delay until the last minute and then rush a migration, but this is extremely risky. Cybercriminals constantly target outdated, vulnerable systems, often using automated bots to scan for weaknesses.

If you continue using Windows Server 2016 past the extended support dates, you may need to purchase 'Extended Security Updates.' While Microsoft offers this service, it is extremely costly, and the price rises each year, making it more a penalty for delay than a sustainable long-term solution.

Act Now to Modernize Your Infrastructure

If your business still relies on Windows Server 2016, the end of support marks a pivotal moment for your IT strategy, upgrading your technology stack is no longer optional. Whether you choose new hardware or a cloud solution, decisive action is required.

Take this opportunity to enhance your legacy system’s security and efficiency, ensuring your modern business runs on a modern infrastructure. Don’t let time compromise your data’s safety, plan your migration today and safeguard your future.

Concerned about the approaching Windows Server 2016 end-of-support deadline? We specialize in smooth migrations to the cloud and modern server environments. Let us take care of the technical heavy lifting, contact us today to begin your upgrade plan.

Article used with permission from The Technology Press.

The post The Server Refresh Deadline: Why Windows Server 2016’s End of Support Should Drive Your Cloud Migration Plan appeared first on Transcend Networks, Inc..

Tech for Humans Newsletter

Craig Fouts — Mon, 29 Dec 2025 21:10:06 +0000

Happy Holidays! If you receive a smart thermostat, a Wi-Fi printer, or even a fancy coffee maker as a gift this holiday season, this email is for you.

IT experts call these devices the "Internet of Things" (IoT), and while they make life easier, they are becoming a massive target for hackers.

Ignored smart devices can open doors into your network. One weak camera password can give a cyber-criminal access to your entire business, expose sensitive data, or even let ransomware spread through your systems.

Don't panic though. In today’s email, I’ll show you three simple steps to lock these devices down without needing a degree in computer science.

You’ll also learn how to protect your data in the event of a stolen laptop, why a vertical mouse might fix your wrist pain, and the science behind why some ideas stick while others fail.

So grab your favorite beverage of choice, get comfy, and let’s dig in.

THE BIG IDEA

Is Your Smart Coffee Machine Secretly Spying on You?

IoT (Internet of Things) devices are everyday smart gadgets connected to the internet to make your business life easier.

I'm talking about smart thermostats, security cameras, Wi-Fi printers, voice assistants, smart lighting, and even the smart fridge in the breakroom.

They automate tasks and improve efficiency (which is great), but they also are potential entry points for cybercriminals.

The reality is that many of these gadgets come with weak security.

People tend to overlook them in their security plans because they see them as appliances, not computers.

The problem is… hackers use these to access business networks more often than you’d like to know.

No need to panic though, as you can lock them down effectively with these three steps:

Change Default Passwords Immediately.

Most devices come with factory settings like "admin" and "password." Hackers have lists of these for almost every manufacturer out there.

Change these to strong, unique passwords the moment you take the device out of the box. Use a password manager so you don't have to remember them all.
Isolate IoT Devices on a Separate Network.

This is the single most important step. Do not connect your smart lights or breakroom TV to the same Wi-Fi network as your accounting software and client files.

Create a separate "Guest" or "IoT" network on your router. This acts like a quarantine zone. If a hacker gets into your smart coffee machine, they are trapped there and can't jump over to your servers or laptops.
Keep Software and Firmware Updated.

Manufacturers find security holes constantly and release updates to fix them. However, unlike your laptop, your printer won't always tell you when it needs an update.

You need to check the settings regularly or turn on automatic updates if the option exists.

Bonus Tip: If you aren't using a feature, turn it off. Does your printer really need "remote access" enabled so you can print from another country? Probably not.

Disabling unused features gives hackers less options for them to hack into your network.

SANTA JOHN'S TECH TIP

Lock IT Down: Why BitLocker Matters

If you have travel plans this holiday season, BitLocker helps protect your business data by encrypting your entire drive. So, if a laptop is lost or stolen, your information stays secure and unreadable.

Turn it on by going to Settings → Privacy & Security → Device Encryption (or BitLocker) and be sure to securely save your recovery key in a safe location. Without it you will not be able to recover your data.

THE LATEST NEWS

🗣️ Hidden Code Reveals ChatGPT Ads

Code strings found in the latest Android beta version of ChatGPT suggest that OpenAI is experimenting with a new "marketplace" ad feature. While nothing is live for the public yet, the leaked "bazaar" and "search ad" labels hint that contextual product suggestions might be coming to your chats in the future.

🤝 Google and AWS Finally Play Nice

In a rare move, Google Cloud and AWS are collaborating to simplify networking between their platforms. This new "Cross-Cloud Network" means businesses using both services can finally move data between them easily, without the usual connection headaches or complex workarounds.

🧠 AI Tools for Mental Health

SonderMind has launched a new suite of clinically backed AI tools designed to assist therapists rather than replace them. The AI handles heavy admin tasks like note-taking and even helps generate treatment plans. It frees up clinicians to focus on the patient, but it begs the question: Would you trust a treatment plan put together by AI?

THE INTERESTING STATISTIC

75% of Organizations Hit by IoT-Related Breaches in The Last 12 Months

According to the State of IoT Adoption 2025 Report by Eseye, a staggering 75% of organizations experienced an IoT-related security breach in the last 12 months.

These connected devices have become the definitive weak link in corporate networks, often providing hackers with easy backdoors simply because default passwords aren't changed or firmware remains outdated.

We actually saw a massive real-world example of this recently with the BadBox 2.0 botnet.

Disclosed by Google and security partners in 2025, this botnet infected over 10 million IoT devices, including smart TVs, digital picture frames, and even in-car infotainment systems.

Cybercriminals used these compromised devices to launch large-scale attacks and hijack accounts, causing damage far beyond just the devices themselves.

We’ve also seen hackers break into smart security cameras, like Ring devices, by exploiting reused credentials to spy on premises.

These incidents underscore that unsecured devices can compromise your entire business.

THE GADGET OF THE MONTH

If wrist pain or discomfort from traditional mice is slowing you down, the Logitech Lift Vertical Mouse offers an ergonomic solution designed for business owners and office workers.

Its unique “handshake” design keeps your hand and wrist in a natural, neutral position, dramatically reducing strain during extended computer use.

It connects effortlessly via Bluetooth, works on multiple devices, and fits medium and small hands perfectly. It’s a small affordable investment that saves you from experiencing Carpal Tunnel Syndrome down the road.

THE BOOK OF THE MONTH

Ever wonder why some business ideas, slogans, or strategies seem to catch on like wildfire while others fizzle out and are forgotten?

Made to Stick breaks down the science behind what makes ideas memorable and effective.

The Heath brothers explain the six principles of “sticky” ideas: simplicity, unexpectedness, concreteness, credibility, emotion, and stories. They offer practical steps you can apply to your marketing or leadership communications right away, whether you’re pitching a new product or rallying your staff around a vision.

DID YOU KNOW?

The first webcam was invented at Cambridge University to monitor a coffee pot. Researchers were tired of wasting trips walking down the hall to an empty pot, so they set up a camera to check the coffee levels remotely.

Thanks for reading!

My team and I wish you a safe and happy holiday season. 🙂

May the New Year bring you and your businesses much success and continued growth!

If you ever need a professional opinion on anything IT related, simply hit reply and let me know.

The Transcend Networks Team is here to help 🙂

The post Tech for Humans Newsletter appeared first on Transcend Networks, Inc..

Using a Password Manager and Virtual Cards = Zero-Risk Holiday Shopping

Craig Fouts — Mon, 01 Dec 2025 19:55:23 +0000

Have you ever been concerned about your credit card or personal data getting stolen while shopping online? You’re not alone. Each holiday season, as millions of shoppers flock online for convenience, hackers ramp up their activity. The Federal Trade Commission (FTC) has warned that scammers often create fake shopping websites or phishing emails to steal consumers’ money and personal information, especially during the holidays.

If you’re planning to shop this holiday season, now is the perfect time to boost your online security. Two simple tools, password managers and virtual cards, can make a big difference. But how exactly? This article will show you how to use them to enjoy zero-risk online holiday shopping..

Why People Prefer Password Managers and Virtual Cards for Online Shopping

Shopping online is quick, easy, and often cheaper than going to physical stores. However, it is fraught with security risks. Many people now use password managers and virtual cards for safer transactions.

A password manager creates and keeps complicated, distinct passwords for all accounts. This minimizes the chance of unauthorized access and theft. The Cybersecurity and Infrastructure Security Agency (CISA) recommends using password managers to reduce password reuse and protect sensitive data from hackers.

Virtual cards also add an extra layer of protection when shopping online. Although the card numbers are linked to your real credit or debit card account, the merchant never sees your card details. This helps prevent identity theft and financial fraud.

Tips for Using Password Managers and Virtual Cards for Zero-Risk Holiday Shopping

Before you start adding items to your cart, the safety of your money comes first. Here are smart ways to use these tools to improve online security during the holidays.

Choose a Reputable Password Manager

Select a trusted provider with strong encryption and a solid reputation. Popular options include 1Password, Dashlane, LastPass, and Bitwarden. Fake versions are everywhere, so make sure you only download from the official website or app store.

Create a Strong Master Password

Your master password protects all your other passwords and should be the most secure. “Secure” means making it unusual and not something that can be guessed. You can achieve this by combining letters, numbers, and special characters.

Turn On Two-Factor Authentication

2FA adds another protection step by requiring two verification steps. Besides your password, you can choose to receive a verification code on your phone. Even if hackers steal your password, they can’t access your account without your verification code.

Generate Virtual Cards for Each Store

Set up a separate virtual card for each online retailer, many banks and payment apps offer this feature. That way, if one store is compromised, only that temporary card is affected, your main account stays safe.

Track Expiration Dates and Spending Limits

Virtual cards often expire after a set time or after one purchase. This is good for security, but make sure your card is valid before placing an order. Set spending limits as well, as this helps with holiday budgeting and prevents unauthorized charges.

Shop Only on Secure Websites

Be sure to purchase only from websites you are familiar with. Don’t shop from any link in an advertisement or email. You may end up on phishing sites that target your information. The URL of a safe site starts with “https://.”

Also, pay attention to data encryption. Look for the padlock symbol on your browser address bar. This indicates that the site has employed SSL/TLS encryption, which encrypts data as it is passed between your device and the site.

Common Mistakes to Avoid for Safer Online Shopping

Even with the best security tools, simple mistakes can put your data at risk. Developing strong security awareness is key to safer online habits. Here are some common pitfalls to watch out for when shopping:

Reusing Passwords

One hacked password can put all your accounts at risk. Keep them safe by using a different password for every site, your password manager makes it easy.to generate and store strong, distinct passwords for each one.

Using Public Wi-Fi for Shopping

Hackers can easily monitor public Wi-Fi networks, making them unsafe not just for shopping but for any online activity. To protect your data, avoid using Wi-Fi in coffee shops, hotels, or airports for online shopping. Instead, stick to your mobile data or a secure private network.

Ignoring Security Alerts

Many people overlook alerts about unusual activity but ignoring them can be risky. If your bank, password manager, or virtual card provider alerts you to suspicious activity, act immediately. Follow their instructions to protect your data, for example, changing your password and reviewing recent transactions for any signs of fraud.

Saving Card Details in Your Browser

While browsers allow card information to be saved, it is less secure than virtual cards. If hackers access your browser, your saved cards are compromised.

Shop Smarter and Safer This Holiday Season

The holidays should be about celebration, not about worrying over hacked accounts or stolen card details. Using tools like password managers and virtual cards lets you take control of your online shopping security. These tools make password management easier, protect you from phishing scams, and add extra protection against cybercriminals. As you look for the best holiday deals, include security in your shopping checklist. Peace of mind is the best gift you can give yourself.

Need help improving your cybersecurity before the holiday rush? Transcend Networks can help you protect your data with smarter, easy-to-use security solutions. Stay safe, stay secure, and shop online with confidence this season. Contact us today to get started.

Article used with permission from The Technology Press.

The post Using a Password Manager and Virtual Cards = Zero-Risk Holiday Shopping appeared first on Transcend Networks, Inc..

Tech for Humans Newsletter

Craig Fouts — Thu, 13 Nov 2025 20:25:56 +0000

What's the one thing that's almost guaranteed to punch a massive security hole in your business?

An employee leaving.

It sounds simple, but it's a bigger, more expensive problem than most people think.

In today's email, I'll run you through a simple 7-step checklist for when an employee leaves (it'll also save you a fortune on wasted software licenses).

You'll also find out about your options to VMware's fundamental changes, what's new in the tech world (including some wild AI stuff), and why a physical key for your online accounts is a good idea.

Plus, as usual, I'll share a book that's a genuinely useful for business owners and a fun fact you can use at your next BBQ.

So grab your favorite beverage of choice, get comfy, and let’s dig in.

THE BIG IDEA

How to Securely Offboard Employees in Just 7 Steps

When it comes to an employee leaving, most businesses log into M365, disable their account, and call it a job done.

But that’s just the first step, and it leaves a lot exposed.

What about all the other stuff they had access to? The accounting software? The password manager? Your project tools, your marketing platform, the company LinkedIn account?

Not only is that a massive security hole, but you're probably still paying for their licenses.

Here’s a repeatable checklist you can use to keep your business secure every time you offboard an employee:

Get or Wipe the Company Hardware. On their last day, get their company laptop, phone, key card, and any physical office keys back. If they're remote, remotely wipe and lock their company-issued devices immediately. This is step one.
Forward Their Email Inbox. Before you nuke their email account, forward it to their manager or a teammate. This stops any client emails or important vendor messages from disappearing into the void.
Disable the Primary Account. Now you can disable their main login (Microsoft 365 or Google Workspace). This is what locks them out of their email, cloud storage, and calendar.
Go Down the Software Master List. This is the step everyone misses. You must have a master list of all the software your company uses. Go down that list and remove their access from every single app (accounting, marketing, sales, project tools, everything). This is what stops that "software waste."
Change All Shared Passwords. Did they know the password to the company's social accounts, the main support inbox, or a vendor portal? Change them. All of them.
Handle Their Phone Number. If they had a company phone number or extension, forward it to their replacement or a manager. You don't want clients calling a dead line.
Remove Them From Payroll. After you're 100% sure their final pay and any reimbursements are sorted, remove them from your payroll system. This is the last step that officially closes the loop.

Without a written checklist, you're almost guaranteed to miss something.

If you'd like to chat about building a secure process for your business, reach out to us.

JOHN'S TECH TIP

Check If Your Password Has Been Stolen

Ever wonder if your email has been exposed in a data breach? You can check for free in seconds.

Visit haveibeenpwned.com and enter your email address. It will instantly tell you if you've been part of a known data leak. If your email is on the list, change the password for the affected site immediately, and for any other account where you've used the same one.

IN THE KNOW

VMware’s Broadcom Shake-Up: What SMBs Must Know Now

Broadcom’s VMware Acquisition: What It Means for SMBs

In 2025, Broadcom’s acquisition of VMware fundamentally changed the landscape for small and mid-sized businesses (SMBs) relying on virtualization. This move has led to dramatic pricing increases and strategic shifts favoring big enterprises over smaller clients. Many SMBs are now facing renewal fees that are 3x to 10x higher than what they paid under VMware’s old model, as affordable “perpetual” licenses were eliminated in favor of costly subscriptions tied to the number of CPU cores in use. Basic version free licenses have also disappeared, making it increasingly tough for SMBs operating on tight budgets

Open-Source Alternatives: Proxmox Leads the Way

Affordable virtualization alternatives, led by Proxmox VE, are now in high demand among SMBs. Unlike VMware, Proxmox is open-source and free, with enterprise support available at low annual subscription rates. Businesses gain features like clustering, live migration, and high availability for no extra fee. Proxmox supports a wide range of hardware, offers simple web management, and lets businesses dodge vendor lock-in and runaway license costs.

Other strong alternatives include Microsoft Hyper-V and Nutanix AHV, which suit organizations with more advanced needs or those who are already invested in Microsoft infrastructure.

Migration: Pros and Cons of Making the Switch

Pros

Massive Cost Savings: Businesses can save 80% or more compared to VMware’s new pricing.
Freedom and Flexibility: No vendor lock-in; open standards let you adapt and pivot with less risk.
Feature-rich Environment: Most enterprise-grade virtualization features (clustering, high availability) come included.
Vibrant Community: Big user base and clear development roadmap mean strong support.
Hardware Flexibility: Works on a wide range of server types.

Cons

Learning Curve: Teams must learn new management tools and processes if moving off VMware.
Software Compatibility: Not all third-party enterprise software may support Proxmox or similar platforms out-of-the-box.
Conversion Complexity: VM migration may require manual file conversion and downtime, especially for disk formats.
Support Differences: Paid support is available, but might not match VMware’s extensive partner ecosystem.
Feature Trade-Offs: Some niche VMware features may not be replicated.

Take Action: What Should SMB Owners Do?

Review your VMware renewal and licensing status immediately.
Evaluate your virtualization needs and research alternatives like Proxmox before next renewal.
Plan for a phased migration, and work with experienced partners or MSPs to make transitions smooth.
Pilot test any migration before going business-wide.

This new era is forcing SMBs to reconsider and future-proof their IT strategies. By acting early and being informed, owners and operators can regain control over technology budgets and ensure a stable, predictable platform for the future. Transcend Networks can help, having setup and supported virtual environments for many years, we can consult with you on a strategy that works best for your business.

THE LATEST NEWS

Google Replaces Assistant with Gemini on Home Devices

Google is rolling out "Gemini for Home," upgrading the Google Assistant on Nest speakers and displays. This update makes the voice assistant more conversational and capable, allowing users to have more natural, back-and-forth chats about complex topics without using the "Hey Google" wake word for every follow-up question.

Proton Launches Free 'Data Breach Observatory'

Proton has launched the Data Breach Observatory, a free, public-facing hub that tracks business data leaking onto the dark web in real-time. The tool (which has already identified over 300 million exposed records) shows which industries are being targeted, helping businesses get a more accurate picture of their real-world cyber risks instead of relying on self-reported data.

UT Dallas Demos Brain-Inspired Computer Prototype

Researchers at UT Dallas have built a neuromorphic computer prototype that learns patterns more like a human brain. This new hardware design is far more efficient, requiring significantly fewer computations and less power for AI tasks than conventional systems, potentially paving the way for more powerful and efficient AI on mobile devices.

THE INTERESTING STATISTIC

The Average Company Wastes 37% of its software budget

How many software tools does your company pay for, and how many are actually being used?

An analysis by Zylo found that the average company wastes 37% of its software budget on applications that are unused, underutilized, or completely forgotten.

This waste happens in a few common ways:

Shadow IT: An employee signs up for a free trial with a company credit card. The trial expires, the subscription automatically starts, and you begin paying for a tool you never formally approved.
Redundant Subscriptions: Your sales team uses Dropbox while your operations team pays for Google Drive. You are now paying two different companies for the exact same function.
Orphaned Licenses: An employee leaves the company. Their email is deactivated, but their recurring software licenses for tools like Slack or Adobe are never canceled. These "ghost charges" can continue for months or even years.

These tools are often a security risk, as the may hold sensitive company data, are rarely configured with proper security settings like multi-factor authentication, and are not included in security updates.

A data breach in one of these forgotten apps could compromise your entire business.

Getting control of your software stack is one of the fastest ways to cut costs and reduce risk. A professional software audit identifies every application your company pays for, eliminates wasteful overlap, and makes sure every tool is secure and properly managed.

THE GADGET OF THE MONTH

We all know passwords can be stolen, and even the security codes sent to your phone aren't foolproof. For your most important accounts, like your email, financial software, and cloud storage, a physical security key is probably the best multi-factor authentication solution.

A YubiKey 5C NFC is a small, durable device that you put on your keychain. When you log in somewhere, you plug it into your computer's USB port or tap it on your phone as your second step of verification.

With this key, even if a hacker successfully steals your password, they still can’t get into your account. Without the physical key in their hand, the stolen password is useless to them.

It adds a physical, real-world layer of security to your digital life. It's a simple, affordable one-time purchase to make sure only you can access your most critical business information.

THE BOOK OF THE MONTH

Ever feel like you're just stuck?

Like your business is growing, but you're dealing with the same problems over and over?

People issues, processes that don't stick, no one seems to know what the main goal is. It's a total headache, and it feels like you're just spinning your wheels.

Traction by Gino Wickman is pretty much the antidote. Wickman lays out a simple system for running your business called the Entrepreneurial Operating System (EOS). Don't let the fancy name scare you off.

It's a set of practical, real-world tools to get your head screwed on straight across six key parts of your company.

The whole point is to get everyone, from you down to your new intern, all paddling in the same direction. Everyone knows what the goals are, and everyone knows exactly what their job is.

It's a guide for owners who want a more structured and consistent way to run their business.

DID YOU KNOW?

The first thing ever sold online wasn't a book or a CD, like most people would guess. It was a large pepperoni pizza from Pizza Hut. The order was placed back in 1994 through a website the company had createdcalled PizzaNet.

Thanks for reading!

My team and I put this newsletter together to share tech advice that’s actually useful, and (hopefully) even fun to read 🙂

When we’re not writing these, we’re helping businesses like yours become more secure and stay productive without all the tech headaches.

If you ever need a professional opinion on anything IT related, simply hit reply and let me know.

We're here to help 🙂

The post Tech for Humans Newsletter appeared first on Transcend Networks, Inc..

Craig Fouts, Author at Transcend Networks, Inc.

The 30-Minute IT Check Every Small Business Should Do Once a Month

Why a monthly look is worth the time

The check

1. Updates

2. Backups

3. Who has access

4. Multi-factor authentication

5. Devices

6. Subscription and licenses

Make it a routine

Who fixes what

What this check doesn't do

Frequently Asked Questions

How often should a small business check its IT?

Who should do it?

What if I don't know where to find any of this?

Isn't this my IT provider's job?

If I only have ten minutes, what matters most?

Does this apply if everything we use is in the cloud?

Tech For Humans Newsletter

THE BIG IDEA

Quishing: The New Phishing Scam

JOHN'S TECH TIP

THE LATEST NEWS

THE INTERESTING STATISTIC

Only 17% of Small Businesses Have Cyber Insurance, and the Average Claim in 2025 Was $79,000

THE GADGET OF THE MONTH

THE BOOK OF THE MONTH

DID YOU KNOW?

Speedboats vs. Cruise Ships: The Hidden SMB Advantage in the AI Era

Why your small business can move faster, adapt smarter, and outmaneuver the corporate giants, if you act now.

I. You Are the Speedboat. They Are the Cruise Ship.

II. Don't Buy a Ferrari Just to Listen to the Radio

Minutes

80 hrs

III. Decouple Growth from Headcount

IV. Chatbots Talk. Agents Have Digital Hands.

V. It's Not a Librarian. It's a Probability Engine.

VI. Stop Chatting. Start Programming.

The C.G.R.F. Framework — Master Prompt Template

VII. The Jevons Paradox: Measure Capacity, Not Hours

TIME-SAVED THINKING

CAPACITY-CRAFTED THINKING

The Permanent Asset

Building Your Speedboat?

Tech For Humans Newletter

THE BIG IDEA

The Coming AI Content Verification War

JOHN'S TECH TIP

THE LATEST NEWS

INTERESTING STATISTIC

AI Phishing Success Rates Are Skyrocketing

THE GADGET OF THE MONTH

THE BOOK OF THE MONTH

DID YOU KNOW?

Managing Cloud Waste as You Scale

The Hidden Sources of Your Leaking Budget

The FinOps Mindset: Your Financial Control Panel

Gaining Visibility: The Non-Negotiable First Step

Implementing Practical Optimization Tactics

Leveraging Commitments for Strategic Savings

Making Optimization a Continuous Cycle

Scale Smarter, Not Just Bigger

Article FAQ

What is the most common type of cloud waste?

Can cloud waste really make a big difference to my bottom line?

Are reserved instances always the right choice to save money?

Is automating shutdowns safe for my production systems?

Tech For Humans Newsletter

THE BIG IDEA

​5 "Hidden" Habits That Kill Modern Laptops

JOHN'S TECH TIP

THE LATEST NEWS

THE INTERESTING STATISTIC

55% of Consumers Would Leave You After a Breach

THE GADGET OF THE MONTH

THE BOOK OF THE MONTH

DID YOU KNOW?

The Server Refresh Deadline: Why Windows Server 2016’s End of Support Should Drive Your Cloud Migration Plan

5 "Hidden" Habits
That Kill Modern Laptops