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Your 2025 IT Checklist – The Next 3 Items

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IT Checklist

The Next 3 Items on Your 2025 IT Checklist

As we move into 2025, our businesses face a new set of challenges. Political and economic changes, rapidly emerging technologies, and increasing security threats will all demand our attention.  Where we focus, and the decisions we make, will impact our businesses, customers, and employees. Is your 2025 IT Checklist ready to help?

Your information technology services remain critical to your business operations. Pragmatic, thoughtful planning and decisions now, will empower your team and enable your business to address the coming challenges – and opportunities.  Here are the next three of six key areas to explore as you build your IT goals and objectives, and your 2025 IT checklist.

4 Enhance Security Measures and Compliance

Evolving threats and regulatory requirements keep cybersecurity a top priority for businesses. Beyond protection and prevention, focus on resilience. Ensure your business can maintain operations during and after a crisis.

  • Benchmark your security profile against recognized frameworks, like CIS or NIST, as well as industry standards and regulatory requirements. 
  • Conduct regular security assessments and penetration tests to identify vulnerabilities, scope risks, and prioritize solutions 
  • Implement a phased approach to security improvements; start with high-impact, low-cost changes. 
  • Educate employees on security protocols. Emphasize their role in maintaining a secure environment. 
  • Update your security profile, risks, and priorities over time with periodic assessments and penetration testing.

5 Streamlining IT Infrastructure for Efficiency 

As your IT environment becomes more complex, inefficiencies and costs will escalate. Simplify your IT systems and services to reduce redundancies and enhance productivity.

  • Identify and eliminate duplicate services to reduce license, admin, and support costs.
  • Focus on removing apps and tools that duplicate capabilities in your Google Workspace or Microsoft 365 services.
  • Identify and eliminate shadow IT services to lower costs and prevent data loss.
  • Address mismatched systems that may hinder productivity. Lack of integration between cloud and local applications, for example, requires extra time and effort to store, share, and secure files and information.

6 Prepare for the Future: Trends and Innovations

Stay ahead of technology trends to ensure your business remains competitive. 

  • Keep an eye on innovations in areas like cloud computing, artificial intelligence (AI), communications, and cybersecurity.
  • Invest some time to regularly assess how these trends might benefit your business – strategically or tactically.  
  • Invest in employee education and training so they can adapt quickly to technology and business changes. 
  • Prioritize building a flexible IT infrastructure and services that will adapt and incorporate future innovations. Ensure your business remains resilient and agile in an ever-evolving digital landscape.
  • Foster a forward-thinking culture. Anticipate challenges and capitalize on new or different opportunities.

Next Steps

For help with any part of your 2025 IT checklist, or to tap into our expert guidance, book a complementary  intro  call with our Cloud Advisors.  Ask for an IT Assessment Referral Code and request your IT assessment. 

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

The First 3 Items on Your 2025 IT Checklist

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IT ChecklistAs we move into 2025, our businesses face a new set of challenges. Political and economic changes, rapidly emerging technologies, and increasing security threats will all demand our attention.  Where we focus, and the decisions we make, will impact our businesses, customers, and employees. Is your 2025 IT Checklist ready to help?

Your information technology services remain critical to your business operations. Pragmatic, thoughtful planning and decisions now, will empower your team and enable your business to address the coming challenges – and opportunities.  Here are the first three of six key areas to explore as you build your IT goals and objectives, and your 2025 IT checklist.

1 Navigate the Windows 10 End of Life Transition

As we approach 2025, one of the most pressing IT challenges for businesses is the transition away from 

Windows 10 reaches end of life on October 14, 2025. Microsoft will no longer provide updates, support, or free security patches. Now is the time to prepare. The move to Windows 11 will impact your IT planning, budget, and operations.

  • Inventory all devices running Windows 10, including laptops, desktops, and any embedded systems in manufacturing or distribution equipment.
  • Evaluate each device for Windows 11 compatibility and identify machines that require replacement.
  • Determine if compatible machines can/should be upgraded or replaced to ensure performance.
  • Subscribe to the Extended Security Update program for systems that cannot or will not be replaced in time.

As you assess your needs and plan replacements and upgrades, be mindful of potential supply chain issues. Expect the current political and economic climate, and increased demand for new devices, to impact pricing and availability.

2 Maximize Your Productivity Suite Utilization

Your productivity suite – Microsoft 365 or Google Workspace – is the backbone of your business operation. And yet, studies show that over 65% of small businesses leverage less than 40% of their productivity suite’s features. 

Unlocking the full potential of these tools can drive efficiency and collaboration.

  • Encourage a culture of continuous learning and sharing within your organization. Share shortcuts, tips, and best-practices.
  • Help your team explore, utilize, and gain comfort with new features.
  • Identify and share ways new features can streamline existing workflows and tasks.
  • Set expectations for team members to learn and use their systems more efficiently and effectively, and to adapt to updated workflows.

3 Integrate AI Effectively into Your Business Operations

Artificial Intelligence (AI) is becoming a cornerstone of modern business operations. Beyond the hype and hyperbole, AI can benefit your business when part of realistic, practical use cases.

In 2025, prioritize practical AI applications while safeguarding data security and managing costs.

  • Refine your data governance policies to protect sensitive information. 
  • Identify and prioritize use cases for AI, such as automating repetitive tasks or enhancing customer service. 
  • Explore AI capabilities in your existing systems before investing in new solutions. 
  • Provide thorough training to ensure employees understand AI tools and their role in streamlining workflows.

Next Steps

For help with any part of your 2025 IT checklist, or to tap into our expert guidance, book a complementary  intro  call with our Cloud Advisors.  Ask for an IT Assessment Referral Code and request your IT assessment. 

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

Google Workspace: Gemini AI Features and Pricing Changes

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Updated January 22, 2025, at 2:00 pm et: See the easier to read chart and text that is in bold italics.

Google Premier PartnerOn January 15, 2025, Google announced a major shift for Google Workspace. Going forward, all Google Workspace licenses will include Gemini AI features and functions. Specific capabilities will vary by license type.  

While customers will no longer need to pay as much as $30 per user per month for these capabilities, the cost for most Google Workspace subscriptions will increase by about 17%. This increase affects all subscriptions, even those opting not to use the newly embedded Gemini AI features.

For new customers purchasing directly from Google, the price increase took effect immediately.

For existing customers, Cumulus Global customers, and those working with other Google partners, the price increase takes effect on March 17, 2025.

  • If you have a Flexible Plan subscription, you will see the increase as of March 17, 2025.
  • If you have an Annual Plan subscription, or a multi-year agreement, you will see the increase at their next subscription renewal. You will not be charged for the additional Gemini AI functionality until this renewal (see below).

Product Update Highlights:

The product highlights, and caveats are as follows:

  • The Gemini App (gemini.google.com) remains
  • Gemini for Google Workspace is replaced by the embedded features based on your subscription.
  • All versions of Google Workspace will now include Gemini AI features. 
  • Google is deploying the Gemini AI features to existing customers in phases between January and March, 2026
    • The Gemini AI features will be enabled, by default, for all users
    • Enterprise Tier subscriptions can manage and disable Gemini AI features
    • Business Tier subscriptions must request access to Gemini AI admin controls

Pricing and AI Features Matrix

The following table summarizes the price increases and Gemini AI features for both the Google Workspace Business and Enterprise tiers with Annual Plan Pricing. Flexible Plan prices increase similarly, reflecting a 20% upcharge.

Google Workspace: New Pricing and Gemini AI Features

Note that your pricing for Archived Users, Vault, Pooled Storage, Voice, and other products will not change at this time.

Billing Changes

Google has indicated that it will cease billing for Gemini for Google Workspace licenses as of the end of January 2025.

As these services are billed in arrears, expect to see Gemini for Google Workspaces included on February 2025 invoices that cover January 2025.

If you have an existing single or multi-year agreement that includes Google Workspace and Gemini for Google Workspace, expect the Gemini for Google Workspace line item to be removed once service for January 2025 has been invoiced. If you prepaid for the year, you may be eligible for a credit or a refund.

We will update this blog post, and communicate with affected customers as we are able to confirm how these issues will be resolved.

Managing Gemini AI within Google Workspace

Admins with appropriate permissions can manage Gemini AI features. Users have limited ability to control AI options.

Admins

Admins have the following options to control AI settings:

  • Manage access to Gemini features in Workspace services (Enterprise editions only at this time)
  • Turn access to the Gemini app (gemini.google.com) on or off. (Note: this has no effect on other AI features in Google Workspace services.)
  • Turn NotebookLM on or off as an additional service.
  • Turn access to Google Vids on or off.
  • Control whether users can let Google AI take notes in meetings.
  • You can turn Google Workspace smart features on or off.
Users

Users can control the following AI options:

  • Smart features in Google products

Cumulus Global clients should contact our Service Team for assistance. If you are self-service with Google direct, or have licensing through another Google partner, schedule a call with one of our Cloud Advisors.

Time Sensitive Opportunities

If you have considered upgrading your Google Workspace subscription to a higher tier, we recommend doing so before March 15, 2025. 

  • We can upgrade your service with a one-year commitment. You still get the newly embedded Gemini AI features while locking in the current subscription price. We can also explore incentives for multi-year commitments.

If you are on a Flexible Plan, consider moving to an Annual Plan. 

  • While the Flexible Plan allows your monthly cost to directly reflect the number of active accounts, the vast majority of small businesses save money with an Annual Plan. 
  • Most businesses do not see the number of account removals needed to overcome the 20% surcharge on top of the price increase. 
  • Please schedule time with a Cloud Advisor to calculate which plan is best for you and your business. 
About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

Be Ready for 3 Things in 2025

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Be Ready for 3 Things in 2025As we head into the new year, we face an uncertain business landscape. Politics, the economy, and technology advances create new tech-related challenges and opportunities. As you make your plans, be ready for these 3 things in 2025.

Windows 10 End of Life

Windows 10 reaches its end-of-life on October 14, 2025. As of this date, Microsoft will stop releasing new features, free security updates, and support.  You must decide when and how you will transition to Windows 11. 

Staying on Windows 10 without subscribing to the Extended Security Updates (ESU) program exposes your systems to increased vulnerabilities, potentially impacting compliance with cybersecurity regulations.

While many devices currently running Windows 10 can support Windows 11, older machines may struggle with performance due to inadequate resources. You should expect to invest in some new hardware or upgrade existing components, such as memory, to ensure smooth operation. Given the anticipated surge in demand for new devices, early planning and procurement can mitigate potential cost hikes and supply chain delays.

More Info:

AI in 2025: From Hype to Practical Applications

The realm of artificial intelligence (AI) is poised to transition from theoretical enthusiasm to practical implementation. 2025 is the time to focus on AI’s tangible benefits, such as enhancing employee productivity and streamlining customer interactions. Rather than replacing human labor, use AI as a tool for augmenting capabilities and achieving efficiency gains.

Security remains a critical consideration as AI becomes more integrated into your business processes. Protecting your sensitive data and ensuring your compliance with regulatory standards is paramount, especially when using AI tools within Microsoft 365 or Google Workspace. 

Assess the cost-effectiveness of AI investments, ensuring they provide a clear return on investment without duplicating existing capabilities. As AI tools continue to evolve, balance cost, security, and practicality to leverage AI effectively.

Resources:

Heightened Security and Evolving Threat Landscape

In an era where cybersecurity threats are ever-evolving, small businesses like yours should adopt a robust security framework to safeguard your operations. A comprehensive approach—encompassing communication, prevention, and recovery—is critical as new threats emerge. With incidents like business email compromise posing significant financial risks, maintaining a strong security posture is non-negotiable.

For smaller businesses, Resilience becomes a key focus of your cybersecurity strategy. Ensuring your operational continuity, even during cyber incidents, is crucial for minimizing disruptions. Resilience is not only protecting data but also enabling swift recovery and business continuity. 

As cyber insurance requirements become more stringent, Compliance with evolving security benchmarks and standards will increase coverage and lower premiums. The savings is a bonus to improved protections against potential threats. Penetration testing, or Pen Testing, can be an affordable way to benchmark and track your security profile against relevant industry and regulatory standards.

Dive Deep: 

Your Next Steps

If you are interested in planning your Windows 10 to Windows 11 upgrade, your use of AI, or your security improvements, book a free, no-obligation session with one of our Cloud Advisors. Or, send us a quick note and let us know how we can help.

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

* Discount RSA offer requests must be received prior to 3:00 PM EST on Dec. 31, 2024.

Prepare for Windows 10 End of Life and Windows 11

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Windows 11A Guide: From Windows 10 End of Life to Windows 11

Support for Windows 10 ends on October 14, 2025. After this date, Microsoft will no longer provide:

  • Free software updates, including updated or new features
  • Security patches and fixes
  • Technical assistance

Although you can continue to use Windows 10, doing so dramatically increases your risks of cyberattacks, security breaches, and other issues.

Know Your Windows 10 Options

Microsoft recommends that you upgrade all systems to Windows 11 before the deadline. While we generally agree, we understand that challenges such as software dependencies and costs may complicate this transition. Your current software may not function properly on Windows 11, and older PCs or laptops might not meet its requirements, potentially leading to significant expenses for hardware replacement.

You will need to assess whether your devices can run Windows 11 as-is or with upgrades. If they cannot, there are alternatives to purchasing new devices.

Plan your move to Windows 11 Free Consultation Schedule a free, no-obligation meeting with one of our Cloud Advisors.  

Microsoft recommends that you upgrade all systems to Windows 11 before the deadline. While we generally agree, we understand that challenges such as software dependencies and costs may complicate this transition. Your current software may not function properly on Windows 11, and older PCs or laptops might not meet its requirements, potentially leading to significant expenses for hardware replacement.

You will need to assess whether your devices can run Windows 11 as-is or with upgrades. If they cannot, there are alternatives to purchasing new devices.

  • Extended Security Updates (ESU): Microsoft will offer an ESU subscription providing critical security updates for Windows 10. While pricing details are not yet available, ESU programs for Windows 7 were more than $100 per device annually. We expect the ESU program for Windows 10 will be more expensive.
  • Virtual Desktop Services: You can also mitigate the cost of upgrading by moving to virtual desktop services. This option is best if you are facing multiple system replacements.

Determining the right path forward depends on your unique IT environment, budget, and business needs. 

Plan for Windows 11

Regardless of the strategy you choose, proactive planning is crucial. Follow these steps to ensure a smooth transition to Windows 11:

  1. Assess Your Current IT Environment:
    • Review your inventory of all devices running Windows 10. This includes computers, laptops, servers, and any embedded systems.
    • Identify which devices can run Windows 11, which can be upgraded, and which devices you should replace.
    • Identify the business-critical applications and tools you currently use and whether they are compatible with Windows 11. You may need to upgrade some of your software.
  2. Create Your Budget:
    • Budget the cost of upgrading and/or replacing devices that cannot run Windows 11. Keep in mind that older systems may require replacement soon, even if upgraded now.
    • Include the cost of any tech support or professional services you may need to transfer applications and data to the new devices.
  3. Develop a Transition Plan:
    • Plan on the timing for upgrades, purchases, and migrations.
    • Remember that you may need to test some of your software on Windows 11 before upgrading or replacing devices.
  4. Train Your Team:
    • Provide learning resources to help your team learn and become familiar with Windows 11.
    • If you need to upgrade any of your business software, consider providing training on new features and capabilities.
  5. Stay Informed:
    • Monitor Microsoft’s official updates and announcements to ensure you have the latest information about Windows 10 end of life.

Your Next Step

As with any major operating system upgrade, we expect demand for PCs and laptops to increase during 2025. Prices will likely increase and availability may become an issue. Plan now and execute soon.

For assistance, schedule a brief, free call with one of our Cloud Advisors to discuss your assessment, plan, and upgrade needs, priorities, and budget.

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

You Win in Microsoft’s $129 Billion Give-Away

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Windows 10 Logo
At this summer’s Worldwide Partner Conference, several Microsoft executives mentioned that they expect 1 billion users to download the Windows 10 for free.  With a “street price” of about $129, this equates to $129 billion give-away. The cynics among us might argue that this is a great strategic play for Microsoft as a way to maintain its customers base amid increasing competition from other operating platforms, including Chrome, Linux, Android, and iOS.

You, however, are the real winner in this give-away. And here is why …

  • Windows 10 is the first Microsoft operating system that is truly a single environment across all hardware platforms, from servers to smartphones. For software developers, it means that apps written for Windows 10 easily run across mobile and traditional (desktop and server) platforms.

    • You win: Expect better functional and operational equivalence for applications; no more waiting for phone and tablet versions to catch up to the desktop version.

  • Windows 10 is the first Microsoft operating system that is truly network-first. Microsoft has made a huge shift to a cloud-first, mobile-first strategy, and Windows 10 is part of this shift. Network services now launch with the core operating system, not as a service later in the boot cycle.

    • You win: Expect faster boot times as your networked and cloud apps will no longer ‘sit and spin’ while waiting for the network to come online.

  • Windows 10 is the first Microsoft operating system designed to evolve. The age of the monthly updated and periodic service packs is coming to an end. Microsoft will update, patch, and enhance Windows 10 as part of a continuous process. While domain system managers can still control when different types of updates propagate, updates will now happen “when ready and when needed”.

    • You win: Expect more feature and capability enhancements and a more secure/robust environment, as Windows 10 will more nimbly adapt to changing needs.

  • Windows 10 is the first Microsoft operating system with a user interface that matches user preferences. Let’s face it, Windows 8.x was a great experiment in a mobile-friendly user interface that was welcomed with mixed results. Windows 10, however, gives users the option of creating the environment that is most effective from them. Yes, you still have live tiles. But you also have desktops (yes, more than one if you want).

    • You win: Expect to create efficient workspaces for your different roles and tasks.  Separate desktop environments (including settings and apps) for personal versus work activity on your laptop. Customize desktops for different roles you may fill — manager, finance, marketing, operations — throughout your workday. In short, create environments that make life easier for you, and switch between them as y0u see fit.

With these firsts, and others, Microsoft is demonstrating that it “gets” the new cloud and mobile centric world order and  that Microsoft is ready to be a significant player. Microsoft’s Office 365 and Azure services, and many others from many vendors, are already moving to leverage the new capabilities of Windows 10. Regardless of your overall strategy, you should be prepping to move your Windows ecosystem to Windows 10.

Interested in discussing your go to strategy for Windows 10 and the cloud? Drop us a note; we are happy to listen, learn, and share.