It’s a fair question. The language model behind Copilot is in fact from OpenAI, the same lineage that powers ChatGPT. If you only look at the model, the comparison makes sense.

But the model is the smallest part of what makes Copilot useful for a business. The bigger part is everything Microsoft has built around it: identity, permissions, data integration, and security controls that ChatGPT does not have. For a small business in BC trying to deploy AI without creating a data governance problem, that’s the part that actually matters.

How Copilot handles your data differently from ChatGPT

When an employee opens ChatGPT and pastes in a client contract to summarize, that document leaves the business environment. It goes to OpenAI’s servers. There is no audit log. No data loss prevention rule. No conditional access policy. No way for IT to know it happened.

When the same employee asks Copilot to summarize the same contract, Copilot reads it directly from SharePoint or OneDrive without copying it anywhere. The document stays inside the Microsoft 365 tenant. The permissions on the document still apply. The sensitivity label still applies. The retention policy still applies. If the IT admin runs a Microsoft Purview audit, that interaction shows up.

Same model under the hood. Very different security posture.

Copilot in Sales, Finance, HR, IT, and operations

The pitch about Copilot being “integrated across the business” sounds vague until you see it in a real organization. Copilot isn’t one product. It’s a layer Microsoft has stitched into every part of the suite, and each integration handles a different department’s work without people leaving the tools they already use.

• Sales: Copilot in Dynamics 365 reads CRM records, recent emails, and call notes to draft follow-ups, summarize account history before a meeting, and flag deals that have gone cold. The salesperson doesn’t paste anything into a chat window.
• Finance: Copilot in Excel can analyze a spreadsheet, suggest pivot tables, identify anomalies, and explain formulas in plain language. For accounting teams that live in Excel, this tends to land quickly.
• Operations: Copilot Studio lets non-developers build agents that automate repetitive workflows, all inside the existing tenant and with the same permissions model.
• HR: Copilot reads from Viva and SharePoint to answer employee questions about policies, benefits, and procedures, but only the documents that employee already has access to.
• IT and security: Copilot for Security reads from Defender, Sentinel, and Entra to help analysts investigate incidents faster, summarizing alerts and suggesting next steps based on the organization’s actual environment.

The thread tying all of this together is Entra ID. The same login, the same MFA, the same conditional access rules. There’s no separate AI account to provision, no separate billing relationship, no shadow IT to discover six months later.

Compliance: PIPEDA, PIPA, and where data lives

The bigger reason businesses in regulated industries are choosing Copilot over ChatGPT for sensitive work isn’t capability. It’s accountability. We covered the privacy implications of both tools in more detail in an earlier guide for Canadian executives.

Under PIPEDA and BC’s PIPA, organizations are responsible for personal information they collect, including how it gets processed by third parties. When an employee uses ChatGPT to handle client data, the business is trusting OpenAI’s processing terms, data residency, and audit practices. Most small businesses don’t have legal teams reviewing those.

Copilot processes data inside the existing Microsoft 365 commercial tenant. The same data residency commitments, the same compliance certifications (SOC 2, ISO 27001, HIPAA where applicable), and the same audit logs that already cover your email and SharePoint also cover Copilot interactions.

Microsoft has been explicit that Copilot does not use customer data to train its foundation models. ChatGPT’s enterprise plan makes a similar commitment, but the consumer version that most employees default to does not.

For a law firm in Surrey, a medical clinic in Langley, or any business handling personal information, that distinction tends to matter more than the price difference.

When ChatGPT is still the better tool

We’re not arguing nobody should use ChatGPT. There are real cases where it’s the right choice.

Standalone tasks where no business data is involved. Personal productivity. Coding help. Brainstorming where the inputs are public information. ChatGPT Plus also has more flexible model options for power users who want to experiment with different reasoning approaches. If you’re still weighing whether ChatGPT alone could meet your needs, our breakdown of whether your business should use ChatGPT is worth a read.

But for an organization that already runs on Microsoft 365 and wants AI woven into how the business actually operates, paying $20 per user for ChatGPT and then trying to bolt on data governance after the fact often turns out to be the expensive option, not the cheap one.

Four questions before rolling out Copilot

Most clients we work with are running Microsoft 365 Business Standard or Premium. The Copilot license adds roughly $30 USD per user per month. That’s real money for a 50-person business, so we usually walk through a few questions before recommending a rollout:

1. Is your tenant ready? Copilot is only as good as the data it can read. If permissions are too loose, Copilot will surface things you don’t want surfaced. If permissions are too tight, Copilot won’t be useful. A SharePoint cleanup is often step one.
2. Do you have sensitivity labels in place? If you handle confidential information, Microsoft Purview sensitivity labels are how you tell Copilot what it can and can’t reference. Worth setting up before deployment.
3. Who actually needs it? A common mistake is buying Copilot for everyone. Knowledge workers who spend hours in email, Word, and Teams get the highest return. Front-line staff often don’t.
4. What’s the training plan? Copilot only delivers value when people use it. Most teams need a structured rollout with real examples, not just a license assignment and a hope.

We’ve watched a few rollouts go sideways because the business treated Copilot like flipping a switch. The deployments that delivered real value were the ones treated like proper software rollouts, with change management and follow-up.

Why this matters for Microsoft 365 shops

What Microsoft is doing with Copilot is fundamentally different from what OpenAI is doing with ChatGPT. OpenAI is building a powerful general-purpose AI model. Microsoft is building AI integration into the operating system that most businesses already run on.

Both are valid strategies. But for a small business in the Lower Mainland trying to roll out AI safely, with proper governance, without creating new compliance problems, the integrated approach is hard to beat. The model is increasingly a commodity. The integration is the part you can’t easily replicate.

If you’re already on Microsoft 365 and wondering whether Copilot makes sense for your team, this is one of the conversations we have most often. Book a free consultation with Raxxos and we’ll walk through what a sensible rollout looks like for your business.

Call a plumbing company in Surrey at 7 PM on a Tuesday. If you get voicemail, you’ll probably hang up and try the next one on Google. Most people do. Research from Aira suggests roughly 62% of calls to small businesses go unanswered, and according to Dialzara, about 85% of those callers never try again. A significant number just call a competitor instead.

Now imagine calling that same company and a friendly voice answers on the first ring. It asks what you need, checks tomorrow’s availability, and books you a morning appointment. It even sends a confirmation text. You’d assume it was a receptionist. It might not be.

AI phone answering has quietly become a real business tool over the past year or so. And if you haven’t looked into it yet, there’s a decent chance one of your competitors already has.

This Isn’t the “Press 1 for Sales” You Remember

When most business owners hear “AI answering the phone,” they picture those clunky automated menus from the early 2000s. The ones where you’d say “representative” four times before the system understood you. Modern AI voice agents are a completely different category of technology.

Today’s AI receptionists carry on natural conversations. A caller can say “I need to get my furnace looked at sometime next week, probably Wednesday or Thursday” and the system will parse that, check a calendar, and suggest a specific time. It can answer frequently asked questions about your business, collect caller information, qualify leads based on criteria you define, and transfer calls to a live person when the situation calls for it.

The voice quality has gotten surprisingly natural. Most callers genuinely can’t tell the difference, at least for routine interactions. That said, transparency seems to matter here. Research from COPC found that customers who are told upfront they’re speaking with AI report 34 points higher satisfaction than those who find out later. Being honest about it isn’t just ethical, it actually works better.

What a Typical Setup Looks Like

The mechanics are simpler than most people expect. You sign up with a provider, connect it to your existing phone system (usually through call forwarding or a VoIP integration VOIP phone systems), and then “train” the AI on your business. That training usually means uploading your FAQ, service list, hours, pricing guidelines, and any workflows you want it to follow.

Most platforms are no-code. You’re not writing software. You’re filling out forms and toggling settings. A straightforward setup can be live in under an hour, though getting it properly dialed in (with the right escalation rules, the right tone, the right answers to edge-case questions) typically takes a bit more ongoing effort.

There are a growing number of providers in this space. A few worth knowing about:

• Dialbox is purpose-built for Canadian businesses, supports 26 languages with real-time switching, and is PIPEDA-compliant out of the box.
• Upfirst starts at $24.95/month, making it one of the lowest-cost entry points available.
• Smith.ai runs a hybrid model with AI handling routine calls and real humans stepping in for complex ones, though pricing starts around $600/month.
• RingCentral now offers an AI Receptionist at $35/month for 100 minutes, with enterprise-grade integrations behind it.

For most small businesses, you’re looking at somewhere between $50 and $300 per month for a solid AI answering setup. Compare that to a full-time human receptionist at roughly $3,750 to $4,000 per month including benefits, and the math gets interesting. On a per-call basis, industry estimates put AI at around $0.40 per call versus $7 to $12 for a human-handled call.

What Callers Actually Experience

The best way to understand AI phone answering is to think about what happens on the caller’s end. Here’s a realistic scenario for, say, a dental clinic in Langley using an AI receptionist.

A patient calls at 6:45 PM, after the office has closed. The AI answers with the clinic’s name, asks how it can help. The patient says they want to reschedule their cleaning. The AI pulls up available slots, offers two options, confirms the new time, and sends a text confirmation. The whole call takes about 90 seconds.

For the patient, it felt like talking to a helpful front desk person. For the clinic, that’s a call that would have gone to voicemail (and probably been forgotten about) turned into a kept appointment.

Now here’s where honesty matters. AI handles straightforward, routine interactions well. Booking, rescheduling, answering common questions, taking messages, routing calls to the right person. Current estimates suggest AI can manage 85 to 95% of routine business inquiries accurately when it’s been properly trained on your specific business information.

But it has real limitations. A caller with a heavy accent, someone who’s upset and talking fast, a question that requires judgment or context the AI wasn’t trained on… these are situations where AI can stumble. And when it stumbles, the caller experience can go downhill fast. This isn’t a technology you deploy and forget about. It needs monitoring and tuning, especially in the first few weeks.

This is why most of the businesses we talk to end up preferring a hybrid approach. AI handles after-hours calls, overflow during busy periods, and the routine stuff. Humans handle the complex, sensitive, or high-value conversations. It’s typically not an either/or decision.

How We’ve Seen This Play Out in Dealerships

Kelly, our founder, spent over 20 years in the automotive industry before starting Raxxos, including managing IT for several major Lower Mainland dealership groups like Wolfe Auto Group, Trotman Auto Group, and Preston. One thing he’ll tell you about dealerships: the phone is everything. A missed call on a Saturday afternoon could be a $60,000 truck sale that walks into the competitor’s showroom instead.

Dealerships typically have service advisors, parts counters, sales floors, and F&I offices all fielding calls at the same time. During peak hours, calls get dropped constantly. We’ve seen this across every dealership group we’ve worked with along the Fraser Highway corridor and out to Chilliwack. An AI receptionist that can answer overflow calls, route them to the right department, and take a proper message when someone’s busy could genuinely change the math on lost revenue for a business like that.

And dealerships aren’t unique here. The same dynamic plays out at medical clinics, law firms, real estate offices, and trades contractors across Surrey and the Fraser Valley. Any business where a missed call often means a missed customer is a natural fit for this technology.

Compliance in BC: What You Actually Need to Know

If you’re a BC business, there are two privacy frameworks to think about when implementing AI phone answering: PIPEDA (the federal law) and PIPA BC (the provincial one). BC is one of the few provinces with its own private-sector privacy legislation, and it can be stricter than the federal rules in some areas.

The practical requirements aren’t as complicated as they might sound:

• If calls are being recorded, you need to disclose that upfront. A simple “This call may be recorded for quality purposes” in the greeting typically satisfies this requirement.
• Your organization remains accountable for personal information even when it’s processed by a third-party AI provider. Choose a provider that stores and handles data in compliance with Canadian privacy law.
• Under PIPA BC, the collection of voice data needs to pass the “reasonable person” test: would a reasonable person consider it appropriate for a business to record and process their call in this context? For a receptionist function, this is generally straightforward.
• Penalties can reach up to $100,000 for organizations under PIPA, so it’s worth getting this right from the start.

Several providers (Dialbox and Voxs, for example) are specifically built for the Canadian market with PIPEDA compliance baked in. If you’re working with an IT provider to set this up AI automation, compliance evaluation should be part of that conversation from day one.

BC Is Behind on Adoption (Which Might Be Your Window)

Here’s an interesting data point. According to a recent report from the Greater Vancouver Board of Trade, only about 39% of BC businesses have even considered adopting AI, and just 15% say they’re actively using it or planning to. That puts BC behind both Ontario and Quebec.

Nationally, roughly 73% of Canadian SMEs haven’t adopted AI at all. The most common reason, cited by 69% of non-adopters, is that they can’t identify a clear business case.

AI phone answering might be one of the clearest business cases there is. The ROI calculation is relatively simple: how many calls are you missing, and what’s each one worth? For a contractor, a missed call could easily be a $5,000 job. For a law firm, it could be a $15,000 file. An AI receptionist that catches even a few of those calls each month can pay for itself many times over.

The BC government’s Regional Artificial Intelligence Initiative also offers grants to help local businesses adopt AI tools, which could offset some of the initial costs. Worth looking into if you’re on the fence.

If You’re Considering This, Here’s Where to Start

You don’t need to overhaul your phone system overnight. A reasonable approach for most small businesses looks something like this:

1. Figure out your actual missed call volume. Most phone systems and VoIP platforms can surface this data in their call analytics. If you’re missing more than a handful of calls per week, especially after hours, the case for AI answering gets strong quickly.
2. Decide what you want the AI to handle. After-hours only? Overflow during busy periods? All inbound calls with human escalation for complex issues? Start narrow and expand from there.
3. Choose a provider with Canadian data handling. For BC businesses, PIPEDA and PIPA compliance isn’t optional. A Canadian-focused provider simplifies this significantly.
4. Train it properly on your business. The difference between an AI receptionist that impresses callers and one that frustrates them usually comes down to how well it’s been configured with your specific services, pricing, hours, and common questions.
5. Monitor and tune. Listen to call recordings, check for patterns in what the AI handles well and where it struggles, and adjust. Plan to spend some time on this in the first month especially.

We’ve been helping Lower Mainland businesses with their phone systems and AI integrations AI automation for years, and this is one of the areas where we’re seeing the most interest right now. If you’re curious whether AI phone answering makes sense for your business, or you just want to hear what it actually sounds like in action, we’re happy to walk you through it. Reach out for a free consultation Book a free consultation and we can take a look at your current setup together.

Then the cloud happened, and the pitch was compelling: get rid of the box, stop worrying about hardware failures, access your stuff from anywhere. For most businesses, it was the right call. We moved hundreds of clients onto cloud platforms over the years, and the vast majority of them ended up in a better spot.

But something interesting is happening now. The same technology wave that made the cloud feel inevitable (AI, specifically) is creating reasons for some of that infrastructure to come back in-house. Not all of it. Not for everyone. But the pendulum is swinging, and it’s worth understanding why.

The cloud era made real sense

Let’s be clear about why businesses moved to the cloud in the first place, because those reasons haven’t disappeared.

Cloud platforms like Microsoft 365, Google Workspace, and AWS gave small businesses access to infrastructure that used to require a full-time IT person and a room full of equipment. Email, file storage, collaboration tools, backups. All of it handled by someone else’s data centre, updated automatically, accessible from a laptop at home or a phone on a job site.

For a 15-person office in Surrey, that was genuinely transformative. No more worrying about whether the backup ran last night. No more drive failures taking down the whole office for a day. The cloud solved real problems, and for most everyday business tasks, it still does.

So why is anything coming back?

Two things changed: AI got useful enough that businesses actually want to run it, and people started paying closer attention to where their data goes when they do.

When you use a cloud AI tool (ChatGPT, Copilot, Gemini, whatever your team has started playing with), your prompts, your documents, and your questions are typically being processed on someone else’s servers. For a lot of use cases, that’s fine. Asking an AI to help draft a marketing email isn’t a data sensitivity issue. (If you’re weighing those tools against each other, we compared the privacy implications of ChatGPT and Copilot here.)

But the moment you start feeding it client contracts, financial records, employee files, or proprietary business processes, the picture changes. That data is leaving your environment. It’s being processed on infrastructure you don’t control, in a jurisdiction you may not have thought about, under terms of service that can change without much notice.

This is where the on-premise conversation is coming back, and it looks nothing like the old server-in-the-closet days.

What “on-premise AI” actually looks like in 2026

When we say on-premise now, we’re not talking about going back to a noisy rack in the back room. The hardware has gotten remarkably small and quiet.

A Mac Mini sitting on a shelf can now run a capable AI model locally. Open-source language models (think of them as private versions of ChatGPT that run entirely on your own hardware) have gotten good enough that for many business tasks, they’re genuinely useful. Your team can ask questions, summarize documents, draft communications, and analyze data, all without anything leaving your office network. We wrote a deeper dive on what one of these setups actually looks like in practice.

The setup runs quietly, costs a few dollars a month in electricity, and once it’s configured, your team interacts with it the same way they’d use any other AI tool. The difference is that the data stays on your hardware, in your office, under your control.

We’ve been setting these up for clients who have specific data sensitivity requirements, and the reaction is usually the same: “Wait, this runs here? On that little thing?”

The data sovereignty angle (especially in Canada)

This matters more for Canadian businesses than a lot of people realize.

American companies control roughly 60% of Canada’s cloud market. AWS, Microsoft Azure, and Google Cloud dominate. Even when your data is stored in a Canadian data centre, if the provider is headquartered in the US, it may still be subject to American laws like the CLOUD Act, which can compel disclosure of data stored abroad.

Canada’s privacy framework is also shifting. PIPEDA, the federal privacy law, was written before cloud computing was a thing most people had heard of. New federal privacy legislation is expected soon, potentially with fines up to $25 million or 5% of global revenue. And here in BC, we have PIPA, our own provincial privacy law that’s stricter than what most other provinces require, particularly relevant for healthcare, legal, and financial services businesses.

For a law firm in Langley handling sensitive client files, or a medical clinic in Surrey processing patient records, where your AI processes data isn’t an abstract question. It’s a compliance question with real consequences.

This isn’t about abandoning the cloud

The important thing to understand is that this isn’t an either/or situation. Almost nobody is ripping out their cloud infrastructure entirely, and that wouldn’t make sense for most businesses.

What’s happening instead is a hybrid approach. Your email, your collaboration tools, your everyday file storage: those stay in the cloud, where they work well. But for AI workloads that touch sensitive data, for processes where you need to know exactly where information lives and who can access it, some of that is moving back onto local hardware.

Industry analysts are seeing this play out broadly. A recent Barclays CIO Survey found that 86% of chief information officers planned to move at least some cloud workloads back to on-premise or private cloud, the highest number on record. Gartner is projecting that 40% of enterprises will adopt hybrid compute architectures for critical work, up from around 8% previously. And organizations that have made strategic moves back are reporting 30% to 60% reductions in infrastructure costs for those specific workloads.

These are enterprise numbers, but the pattern filters down. When the tools get simpler and the hardware gets cheaper (and both are happening fast), small businesses start making the same calculations.

What this means if you run a small business

You don’t need to become a technology expert to navigate this. But there are a few things worth thinking about:

• Know where your data goes when you use AI tools. If your team is using ChatGPT or similar tools with client data, understand that information is being processed externally. That may be fine for some tasks and not fine for others.
• Understand your industry’s requirements. If you’re in healthcare, legal, financial services, or any field that handles personal information in BC, your obligations under PIPEDA and PIPA are real. AI doesn’t get an exemption from privacy law.
• Ask about local options. Private AI running on local hardware is no longer a big-company-only solution. The cost has dropped to the point where it’s realistic for a business with 10 or 15 people.
• Think hybrid, not binary. The goal isn’t to pick a side. It’s to put the right workloads in the right place. Cloud for what makes sense in the cloud. Local for what needs to stay local.

The pendulum keeps moving

Technology tends to swing back and forth like this. Mainframes gave way to personal computers. Personal computers gave way to cloud. And now cloud is giving way to something more nuanced: a mix of cloud and local that depends on what you’re actually doing with the data.

The businesses that handle this transition well won’t be the ones who pick one approach and stick with it out of habit. They’ll be the ones who actually understand what they’re working with and make deliberate choices about where things run and why.

We’ve been helping Lower Mainland businesses navigate these kinds of infrastructure decisions since 2006, from the server closet era through the cloud migration and now into this hybrid AI world. If you’re starting to think about where AI fits into your business and want to understand your options (cloud, local, or some combination), we’re happy to walk through it with you. Book a free consultation with Raxxos and we’ll take a look at what makes sense for your setup.

It’s called Google NotebookLM. And while it’s gotten some attention in tech circles, most small and mid-sized businesses in the Lower Mainland and across BC still haven’t come across it. That gap is worth closing, but with some important caveats for Canadian businesses, especially those of you who’ve made a deliberate choice to keep your data inside Microsoft 365.

What NotebookLM actually does

NotebookLM lets you upload documents (PDFs, Google Docs, meeting transcripts, web pages, audio files) and then have a conversation with them. You ask questions, it answers from the material you’ve provided. It summarizes, cross-references, pulls specific clauses, surfaces key points.

What makes it different from just pasting something into ChatGPT is that it’s grounded entirely in what you’ve uploaded. When it gives you an answer, it cites the specific source and page. You can click through and verify. It’s not mixing in outside information or making things up from its training data. It’s working from your documents and only your documents.

That grounding is the whole reason it works for business use. “Does our service agreement include a limitation of liability clause?” gets you a real answer tied to the actual text, not a generic explanation of what limitation of liability clauses usually say.

What businesses are using it for

The use cases tend to cluster around a few areas:

• Contract and document review. Upload a vendor agreement, lease, or service contract. Ask it to summarize key terms, flag unusual clauses, or explain a section in plain English. Not a replacement for a lawyer on anything consequential, but useful for getting oriented before you spend lawyer time on it.
• Meeting notes and project follow-up. Upload transcripts or notes from a series of client meetings. Ask it to pull all open action items, summarize what was decided on a topic, or identify themes across the last six months of conversations.
• Staff onboarding and training. Upload your operations manual, policies, or technical documentation. New employees can ask questions and get answers from your actual materials, rather than interrupting someone senior for every small thing.
• Research and competitive analysis. Upload industry reports, competitor materials, or market analyses and ask it to compare, summarize, or extract specific data points.

There’s also a feature called Audio Overview that surprises most people the first time they try it. NotebookLM can generate a podcast-style audio conversation between two AI hosts discussing the contents of your notebook. Upload a dense report, click one button, and a few minutes later you have a natural-sounding audio summary you can listen to on your commute. It’s more useful than it sounds.

The question Canadian businesses should ask first

Before you start uploading client files and internal documents to any AI tool, there’s a question worth asking: where does your data go, and what happens to it?

For Canadian businesses, this has real implications under PIPEDA (Canada’s federal private sector privacy law) and under provincial equivalents in BC, Alberta, and Quebec. If you’re uploading documents that contain client personal information, you have obligations around how that information is handled and where it’s processed.

The good news on NotebookLM: Google has stated that your uploaded documents are never used to train its AI models. If you’re accessing it through a Google Workspace account (a paid work account, not a personal Gmail), your uploads and queries are shielded from human review entirely. That’s a meaningful distinction from using a personal account.

The less good news: your data is processed on Google’s servers, which for some regulated industries or clients with strict data handling requirements may not be appropriate. If you’re handling health information, legal files, or anything covered by a client confidentiality agreement, read the terms carefully before uploading.

Which brings us to the bigger question we get from a lot of the businesses we work with.

We’re a Microsoft shop. Is there a NotebookLM for us?

This is one of the principles we follow with the businesses we advise at Raxxos: pick one vendor ecosystem and stay in it. For most BC businesses, that means either Google Workspace or Microsoft 365. And for the majority of our clients, it’s Microsoft.

The argument for staying in your ecosystem isn’t just about simplicity. It’s about security and data governance. Every time you introduce a third-party AI tool that sits outside your primary vendor’s environment, you’re creating a new surface area for data to leave that environment. That’s a manageable risk in some contexts. In others, it’s not worth it.

So if you’re a Microsoft 365 shop and you want what NotebookLM offers, the answer is Microsoft Copilot Notebooks.

Copilot Notebooks is Microsoft’s direct equivalent. It’s an AI-powered workspace where you bring together files, meeting notes, chat history from Teams, links, and other content, and then use Copilot to query, summarize, and work with all of it. Because it lives inside Microsoft 365, your data stays inside your existing Microsoft tenant. The same data governance policies, the same compliance boundaries, the same security controls you’ve already set up apply automatically.

The tradeoff is cost. NotebookLM is free. Copilot Notebooks requires a Microsoft 365 Copilot license, which runs around $30 USD per user per month on top of your existing Microsoft 365 subscription. For a team of ten, that’s a real number to weigh.

But for businesses that have made Microsoft their platform and want to keep all their data there (which is the right call for most businesses from a security and simplicity standpoint) Copilot Notebooks is the better choice. You’re not introducing a new vendor, a new set of terms, or a new place for data to land.

Our own team uses it for exactly this kind of work. Georgy Johnson, one of our technicians, recently used Copilot to set up a structured Microsoft OneNote runbook for IT operations, something that would have taken hours to research and design manually. “It gave me a great template to follow,” he notes. That’s the kind of practical, in-workflow use case that makes Copilot worth the investment for a Microsoft-first business.

“The common concern I hear regarding AI tool use is data security, whether what you share is ever used externally. I tell our clients, who are all on Microsoft, to stick to using Copilot instead of other tools, as your data stays within the organization. Of course you need to put some guardrails in place, but overall Microsoft and Copilot have been great for troubleshooting, writing scripts, and assisting with other tasks.”

Georgy Johnson, Raxxos Technology Inc.

How to think about this decision

Here’s a simple framework:

• You’re on Google Workspace and handle relatively low-sensitivity documents: NotebookLM is free, works well, and is worth trying today. Start with notebooklm.google.com.
• You’re on Google Workspace and handle sensitive client data: Use NotebookLM through your Workspace account (not personal Gmail), review Google’s data handling terms, and consider whether specific document types should stay out of it entirely.
• You’re on Microsoft 365 and want to keep everything in your ecosystem: Look at Microsoft Copilot Notebooks. Factor the licensing cost into your decision, but take seriously the security benefit of staying inside a single vendor environment.
• You’re not sure what ecosystem you’re in or whether your current setup is actually secure: That’s a conversation worth having before you add any AI tools to the mix.

The broader point is that AI tools for document work are genuinely useful and not particularly complicated to start using. The question isn’t whether they’re worth trying. It’s whether you’re trying them in a way that’s appropriate for the kind of data your business handles.

If you want a straight answer on what makes sense for your specific setup, what tools are appropriate, what the actual security and privacy implications are, and how to introduce AI capabilities without creating new problems, that’s exactly the kind of conversation we have with businesses across the Lower Mainland every day. Book a free call with Raxxos and we’ll give you a straight answer.

⚠️ Important Notice from Raxxos

We do not recommend the use of OpenClaw for most businesses. While it is an impressive and capable piece of technology, OpenClaw is a complex, high-risk software platform that should not be operated without extensive cybersecurity experience and careful planning. There are documented cases of OpenClaw instances being compromised due to misconfiguration and security vulnerabilities. If you choose to deploy it, you do so at your own risk. We strongly encourage consulting with a qualified IT security professional before proceeding.

OpenClaw has attracted significant attention in tech circles — 60,000 GitHub stars in 72 hours, comparisons to JARVIS, and a wave of developers ordering Mac Minis specifically to run it. Most of the coverage has been aimed at developers and early adopters. This article is aimed at business owners who want to understand what it actually is, how it works, and — critically — why Raxxos advises most businesses to approach it with caution.

Georgy Johnson, a technician here at Raxxos, says that as of right now he hasn’t had clients come to him directly with questions about OpenClaw — but he’s noticed how fast it’s moving through conversations. “News about it is spreading like wildfire,” he told us. “It’s the hottest topic right now.” That tracks with what we’ve seen: the buzz is real, the questions are coming, and most of the information out there isn’t aimed at helping business owners make a clear-headed decision.

The Hype Machine Nobody Is Talking About

If you’ve been on YouTube recently, you’ve seen the videos. “Everyone should be using OpenClaw.” “Here’s how easy it is to set up.” “I built an AI employee in 20 minutes.” The thumbnails are bold, the energy is high, and the message is consistent: this is the future and you’re already behind.

What most of those videos don’t tell you is who’s paying for them.

A significant number of the most-watched OpenClaw tutorials are sponsored by VPS hosting companies — Hostinger being the most prominent example. The business model is straightforward: get as many people as possible to sign up for a VPS through an affiliate link, earn a commission on each signup. The more people who run OpenClaw, the more VPS subscriptions get sold. The incentive is volume, not accuracy.

One well-known AI YouTuber has publicly stated he was offered $30,000 to promote Hostinger on his channel — and turned it down specifically because he didn’t feel comfortable with the promotional angle. That’s a meaningful data point. For every creator who turned it down, plenty accepted.

The result is a YouTube landscape where the vast majority of OpenClaw content is financially incentivized to make the setup look easy, the risks look manageable, and the audience feel like they’re missing out if they don’t act now. Almost none of it addresses the real security questions in any depth.

We’re not saying OpenClaw is a scam or that everyone covering it is acting in bad faith. We’re saying the information environment around it is heavily distorted by financial incentives, and business owners making decisions based on that content are working with an incomplete picture.

One More Thing Worth Knowing: It Was Vibe-Coded

OpenClaw is open-source software, which means anyone can read the code. People who have done so have noted that significant portions of it appear to have been written with heavy AI assistance — what the developer community has started calling “vibe-coded” software. Code generated quickly with AI tools, iterated fast, shipped fast.

That’s not inherently a disqualifier. A lot of software is built this way now and works fine. But vibe-coded software that is being deployed with broad access to your business systems, your email, your files, and your network — and that has not been through the kind of rigorous security audit that enterprise software typically undergoes — is a different category of risk. The people qualified to evaluate whether a piece of software like this is safe to run in a business environment are cybersecurity professionals who can read the code, understand the architecture, and assess whether it’s been sandboxed correctly. That is not most business owners, and it is not most YouTube tutorial watchers.

What OpenClaw Actually Is

OpenClaw is an open-source AI agent that you install on your own hardware. Unlike ChatGPT or Microsoft Copilot, which are cloud services you log into through a browser, OpenClaw runs locally — on a computer in your office, on your home network, or on a private server you control.

Once it’s running, it acts as an always-on AI coordinator. It connects to the apps and data you already use, takes instructions through messaging apps, executes tasks autonomously, and builds up a memory of your preferences and context over time.

The key distinction from most other AI tools is that OpenClaw doesn’t just answer questions — it takes actions. It can read and write files, send messages, search the web, run scripts, draft and send emails, monitor things on a schedule, and coordinate tasks in the background without you manually prompting it each time.

One important note: OpenClaw is the agent layer, not the AI itself. It connects to AI models separately — either cloud-based ones like Claude or GPT-4, or models running locally on your own hardware. That distinction matters a lot when it comes to privacy and security.

How People Interact With It

You don’t interact with OpenClaw through a dedicated app or dashboard. You talk to it through messaging apps you’re already using — WhatsApp, Telegram, iMessage, Slack, Discord. You send a message the way you’d send one to a colleague, and OpenClaw responds and acts on it.

That interface simplicity is part of what makes it appealing. It’s also part of what makes it dangerous — because the ease of use can obscure how much access the agent actually has to your systems.

What Some Businesses Are Using It For

The OpenClaw community has shared a range of real-world use cases — inbox management, daily briefings, document drafting, research tasks, lead monitoring, and meeting prep. In the right hands, with the right configuration, some of these applications are genuinely useful.

We’re not going to walk through each one in detail here, because we don’t want to get ahead of the more important conversation: whether any business should be running OpenClaw at all without proper security infrastructure in place.

Why Raxxos Advises Most Businesses to Stay Away — For Now

We work with businesses across the Lower Mainland on IT and cybersecurity every day. When we look at OpenClaw through that lens, we see a tool with real capability and real risk — and the risk profile is serious enough that we want to be direct about it.

Georgy described the pattern he sees when businesses move quickly on new technology without thinking through the downstream effects: “A common oversight is failing to consider the broader implications. While the intended outcome may be highly beneficial, the process can introduce unforeseen security, compliance, or reputational risks. In some cases, those challenges only become apparent after significant progress has been made — which makes them much harder to address.” That’s a good description of what we’ve seen with OpenClaw deployments that went wrong.

There are documented cases of OpenClaw instances being compromised. Because OpenClaw is open-source and self-hosted, the security of any given deployment depends entirely on how it’s configured and maintained. Misconfigured instances have been exploited. This isn’t theoretical — it’s happened to real deployments run by people who thought they had it set up correctly.

An agent with broad access is a significant attack surface. OpenClaw is designed to have access to a lot — your files, email, calendar, browser, and the ability to run scripts and execute commands on your systems. That access is where its usefulness comes from. It’s also where a security failure becomes catastrophic. A compromised or misconfigured agent could expose sensitive client data, send communications you didn’t authorize, or make system changes that are difficult or impossible to reverse.

Prompt injection is a real and underappreciated threat. Because OpenClaw acts on instructions it receives and processes content from the web, email, and documents, malicious content in those sources can potentially be crafted to hijack the agent’s behaviour. This attack vector is active and not fully solved in any current AI agent framework, including OpenClaw.

Most setups transmit data to US servers. OpenClaw runs locally, but the AI models it connects to usually don’t. If you’re using cloud-based models like GPT-4 or Claude — which most people do — the content of your tasks, conversations, and file contents is transmitted to servers in the United States. For businesses handling sensitive client data under PIPEDA or BC’s PIPA, this is a compliance issue that needs a clear answer before deployment, not after.

Nobody is monitoring it by default. Like any software running on your infrastructure, OpenClaw needs to be kept updated, monitored, and troubleshot. Logs should be reviewed. Permissions should be audited. If something behaves unexpectedly, someone needs to notice and respond. Most small businesses don’t have the internal IT capacity to manage that ongoing vigilance — and without it, problems tend to compound quietly until they become serious.

There is no vendor accountability. OpenClaw is open-source software maintained by a community. There is no company standing behind it with a support line, an SLA, or liability if something goes wrong. You are on your own in a way that is fundamentally different from using an enterprise software product.

Who Should Be Running OpenClaw

Developers, security professionals, and technically sophisticated early adopters who understand what they’re taking on and have the skills to configure it safely. Specifically: people who can read and audit the source code, understand how to properly sandbox an application with broad system access, and have the expertise to evaluate whether a rapidly-developed, AI-assisted codebase meets the security standards required for their environment.

That is a small group. It does not describe most business owners, and it does not describe most people watching YouTube tutorials about how to set this up in an afternoon.

The way Georgy thinks about new technology decisions reflects how we approach this with clients generally: “My mindset is that you only need just enough tech to get the job done — nothing less, nothing more.” OpenClaw may well be the right tool for certain businesses eventually, as the ecosystem matures and security tooling improves around it. Right now, for most businesses, it’s more tech than the job requires — and more risk than the benefit justifies.

If that’s not you or someone on your team, we’d encourage waiting. The AI agent space is moving fast. Tools that deliver similar capabilities with better security guardrails, vendor accountability, and easier configuration are coming — and some already exist within platforms like Microsoft 365 Copilot that are built with enterprise security from the ground up.

If You’re Still Interested

We’re not here to tell you what to do. If you’re curious about OpenClaw and want to understand whether there’s a version of this that could work securely for your business, we’re happy to have that conversation. We can help you evaluate whether the use case makes sense, what a responsible deployment would actually require, and whether the risk-benefit calculation adds up for your situation.

What we won’t do is set it up for a client without that conversation happening first. The exposure is too significant for us to treat it as a routine implementation.

Book a free conversation with Raxxos if you want a straight answer on whether this is right for your business — and if not, what alternatives might get you where you want to go.

Five months later, a lot of businesses are still running it.

We’re not going to tell you that’s automatically catastrophic. But we are going to tell you what we actually tell our clients — which is a more nuanced conversation than most of what you’ll read about this.

What “end of life” actually means

When Microsoft stops supporting an operating system, it stops patching security vulnerabilities. New ones get discovered all the time, and attackers find out about them just as fast as anyone else. The difference is that on a supported OS, there’s a fix coming. On Windows 10 right now, there isn’t.

That doesn’t mean your computers will immediately get hacked. It means the risk profile is different, and it will keep getting worse over time as more unpatched vulnerabilities pile up.

Where things actually stand with our clients

Georgy Johnson on our team has been tracking this closely. “Right now we’re down to 3 clients and a total of 16 computers still on Windows 10,” he says. “Most of those computers are still getting updates because we applied the Extended Security Updates — ESU — so they are protected.”

The ESU program is worth knowing about if you’re in a position where upgrading right now genuinely isn’t possible. Microsoft offers paid extended security updates that keep the patches flowing for a limited period while you plan and execute a proper migration. It is not a permanent fix — but it buys time without leaving machines completely exposed. If you have a managed IT provider, they should already know whether this applies to your situation.

Why most businesses haven’t upgraded yet

We talk to a lot of businesses across the Lower Mainland who are still on Windows 10, and the reason is almost never cost or complexity. It’s that they don’t fully believe the risk applies to them.

And honestly, that’s understandable. If you’ve never been through a ransomware incident, it’s genuinely hard to feel the weight of one. You can read statistics but they tend to bounce off. The mental math of “this probably won’t happen to me” feels more real than the math of “if it does happen, here’s what it costs.”

The businesses we see take security seriously are almost always ones that have been through something. A colleague got hit. Their own files got encrypted once. They lost a week of work to a breach. That kind of experience changes how you think about risk in a way that statistics don’t. So when we’re having this conversation with a skeptical prospect, we try to make it concrete rather than just citing numbers.

Georgy put it plainly: “I have not seen a security incident occur because a client was still on Windows 10 — but only time will tell.” That is the honest answer. The risk is real and it grows over time, but it hasn’t bitten every business yet. The question is whether you want to wait until it does.

The honest advice: it depends on your risk tolerance

Here’s what we actually tell businesses who are still on Windows 10.

What would it cost your business if your computers were inaccessible for three days? A week? What if your files were encrypted and you had to decide whether to pay a ransom or rebuild from backup? Add up the realistic number. Then compare it to the cost of upgrading. That’s not rhetorical — it’s a real calculation, and it’s different for every business.

If you’d lose serious revenue from a few days of downtime, the answer is pretty clear. Upgrade now.

If you think your business could absorb it — or if the timing genuinely doesn’t work right now — there are ways to reduce your exposure in the meantime. A robust firewall, a decent third-party antivirus solution, and regular security awareness training for your team can meaningfully lower the chances that a vulnerability gets exploited. None of that makes Windows 10 safe. But it’s better than nothing while you plan. And if ESU applies to your situation, that’s worth exploring too.

What the upgrade actually looks like

The assumption most businesses have is that it’s going to be painful and disruptive. It doesn’t have to be.

We’ve been doing Windows migrations for 15-20 years across our clients here in the Lower Mainland, through every major version release. When it’s planned properly, it’s smooth. For businesses that need high uptime, we can migrate machines over a weekend or overnight. For most, a tiered approach works well — a few computers at a time, working through the fleet over a few weeks without disrupting day-to-day operations. Every client we’ve taken through this has said the process was painless.

The thing that makes upgrades complicated is when they’re reactive. Waiting until something goes wrong and then urgently migrating 20 computers while also dealing with an incident is a genuinely bad situation. Doing it on your schedule, with some lead time, is a completely different experience.

A note on managed IT relationships

For businesses with a managed IT provider, transitions like this should be largely a non-event. Keeping clients ahead of end-of-life deadlines is a core part of what a managed IT relationship is supposed to do. Most of our clients are already on Windows 11 or have a migration scheduled.

If you’re a managed IT client somewhere and your provider hasn’t brought this up, it’s worth asking why.

The short version: running Windows 10 isn’t automatically a crisis, but the risk grows over time and the upgrade is easier than most businesses expect. If you’d like to know which of your machines are still on Windows 10, whether they can run Windows 11, and what a realistic migration looks like for your business, we’re happy to take a look.

Every February, something predictable happens across Canada. Millions of people start thinking about taxes. And thousands of criminals start thinking about those people.

Tax season is the single most productive window of the year for phishing attacks. The Canadian Anti-Fraud Centre reported that Canadians lost $704 million to fraud in 2025 — and authorities estimate that only 5% to 10% of fraud actually gets reported. The real number is likely several billion dollars.

For small businesses in Surrey, Langley, and the Lower Mainland, the risk is compounding. You’re not just a potential victim as a taxpayer. You’re a target as an employer, a payer of invoices, and a custodian of employee and client data. Attackers know this, and they’ve built their playbook around it.

Why Tax Season Is Different

Phishing works best when it rides an existing expectation. And between February and April, every Canadian expects to receive tax documents, CRA correspondence, and financial paperwork. That expectation is the exploit.

The Ontario Provincial Police issued a warning in March 2026 about a surge in CRA-themed scams — fake emails, deceptive text messages, and impersonation phone calls designed to steal personal and financial information. The OPP isn’t issuing that warning because these attacks are rare. They’re issuing it because they work.

Here’s what makes tax season phishing particularly dangerous for businesses: the attacks don’t just target the owner. They target anyone who touches money or data — your bookkeeper, your office manager, your payroll administrator. One employee clicking one link can open the door to everything.

The Three Attacks Hitting BC Businesses Right Now

1. Fake T4 and Payroll Emails

This is the corporate version of the CRA refund scam, and it’s more sophisticated.

An employee in your office receives an email that appears to come from your payroll provider or accounting software. The subject line reads something like “2025 Employee Tax Documents Ready” or “Updated T4 Slips — Action Required.” The email contains an attachment or a link to download what looks like a tax document.

On March 19, 2026, Microsoft Threat Intelligence published a report documenting a campaign that sent tax-themed phishing emails to approximately 100 organizations in manufacturing, retail, and healthcare. The emails used the subject line “2025 Employee Tax Docs” and contained a Word document attachment with a QR code pointing to a credential-harvesting page. Each document was customized with the recipient’s name, and the phishing URL contained their email address — meaning every employee received a unique, personalized attack.

This isn’t spray-and-pray anymore. It’s precision targeting at scale.

2. The CEO Payroll Request

This one is a classic business email compromise (BEC) attack, and tax season gives it a perfect cover story.

Your payroll administrator receives an email that appears to come from the owner or a senior manager. The message is short and urgent: “Can you send me copies of all employee T4s? Need them for the accountant before end of day.” The email address looks right. The tone sounds right. The request makes sense — it’s tax season, after all.

The FBI has identified this type of BEC attack as one of the most financially damaging cybercrime categories affecting organizations. BEC attacks increased 171% in 2025, with an average loss per incident exceeding $160,000 before recovery. In Canada specifically, the average BEC loss was $21,000 — lower than the global average, but devastating for a 15-person company in Langley.

The employee sends the T4s. Now the attacker has every employee’s full name, address, social insurance number, and income. That’s enough to file fraudulent tax returns, open credit accounts, and sell the data on dark web marketplaces.

3. CRA Impersonation — The Business Version

Most people think of CRA scams as those robocalls threatening arrest. Those still exist, but the business-targeted version is more subtle.

A business owner receives an email or text that looks like it’s from the CRA, stating there’s an issue with the company’s GST/HST remittance, payroll deductions, or corporate tax filing. The message includes a link to “resolve the issue” before penalties are applied. The fake CRA portal looks convincing. The business owner enters their credentials. The attacker now has access to the real CRA account — or worse, the login credentials the owner reuses across other systems.

The CRA itself published a warning in 2026 about AI-generated tax scams, noting that generative AI has become “the most prevalent type of AI used in relation to tax scams and fraud.” The old tells — broken English, fuzzy logos, clumsy formatting — are disappearing. AI produces clean, professional-looking fraud.

The AI Problem Is Getting Worse

A year ago, we wrote about AI-powered attacks in Canada’s 2025 Cyber Threat Assessment. Since then, the problem has accelerated exactly as predicted.

The Government of Canada’s October 2025 report on financial fraud stated that “artificial intelligence is making the problem worse by allowing fraudsters to produce more convincing impersonations, fake communications, and deceptive marketing tactics.”

For tax season specifically, that means:

• Phishing emails that read like your accountant wrote them. AI can match tone, use correct terminology, and reference real deadlines. The days of spotting a scam by its grammar are over.
• Voice cloning on phone calls. An attacker can clone someone’s voice from a few seconds of audio — a LinkedIn video, a voicemail greeting, a podcast appearance. Imagine your bookkeeper getting a call that sounds exactly like you, asking them to wire a tax payment.
• Fake CRA portals that are pixel-perfect. AI can generate professional-looking websites in minutes. The phishing page your employee lands on may be indistinguishable from the real My CRA login.

A 2025 Insurance Bureau of Canada survey found that 72% of Canadian small business owners are concerned that AI and new technology will complicate cyber protection — up from 65% the previous year. They’re right to be concerned. But concern without action doesn’t stop an attack.

The Numbers That Should Keep Business Owners Up at Night

Here’s where things stand for Canadian small businesses heading into the 2026 tax season:

• 73% of Canadian small businesses have already experienced a cybersecurity incident (BDC).
• Only 22% of Canadian SMEs carry any form of cyber insurance. Just 12% have a standalone policy (IBC, 2025).
• Only 48% have implemented any form of cyber defense (IBC, 2025).
• Only 45% have policies and training to help employees spot AI-generated scams (IBC, 2025).
• Canadian businesses spent $1.2 billion on recovery from cyber incidents in 2023 — double the $600 million spent in 2021 (Statistics Canada).

Read those numbers together. Nearly three-quarters of small businesses have been hit. Fewer than half have any defenses. Fewer than a quarter have insurance. And the attacks are getting smarter every month.

Tax season just concentrates all of this into a six-week window where everyone is distracted, stressed, and dealing with legitimate financial paperwork that looks a lot like the fraudulent kind.

What Your Business Should Do Before April 30

You don’t need a six-figure security budget. You need a few specific things done right, done now.

1. Brief your team — specifically about tax season scams.

This isn’t a generic cybersecurity training. This is a 15-minute conversation with anyone who handles payroll, finances, or sensitive documents. Tell them what to watch for:

• Any email requesting T4s, tax documents, or employee information — even if it appears to come from you.
• Any “CRA” communication that includes a link or requests login credentials.
• Any request involving urgency and money during tax season.

Establish a simple rule: any request involving tax documents, money transfers, or sensitive data gets verified by phone before anyone acts on it. Not by replying to the email. By picking up the phone and calling the person directly using a number you already have.

2. Lock down your payroll and accounting access.

Who in your organization can access employee T4s, social insurance numbers, and banking information? That list should be as short as possible. Every person on that list should have multi-factor authentication enabled. No exceptions.

If your payroll system allows it, set up alerts for bulk downloads or exports of employee tax documents. If someone downloads all your T4s at once, you want to know about it immediately.

3. Turn on multi-factor authentication everywhere.

If you’ve been putting this off, tax season is your deadline. MFA on your email. MFA on your CRA My Business Account. MFA on your accounting software. MFA on your payroll platform.

The Microsoft campaign we mentioned earlier specifically targeted credential theft. If those stolen credentials are protected by MFA, the attacker’s phishing page gets them a username and password that don’t work without the second factor. That’s the difference between a close call and a catastrophe.

4. Verify the CRA’s communication channels.

The CRA will never:

• Send refunds via e-transfer or text message.
• Ask for your social insurance number by email or phone.
• Request banking details through email.
• Threaten arrest or deportation.
• Demand payment via cryptocurrency, gift cards, or prepaid credit cards.

Print that list. Put it next to the phone. Make sure every employee who answers calls or reads company email has seen it.

5. Check your CRA My Business Account directly.

If you receive any communication claiming to be from the CRA, don’t click the link. Open a browser, type canada.ca yourself, and log into your account directly. If there’s a real issue, it will be there. If it’s not there, the communication was a scam.

This one habit neutralizes the vast majority of CRA impersonation attacks.

The Insurance Gap

Here’s a number that deserves its own section: 78% of Canadian small businesses have no cyber insurance at all.

That means if a phishing attack during tax season leads to a data breach — employee SINs stolen, client records exposed, ransomware deployed — most small businesses are paying for the response, the recovery, the legal fees, and the regulatory penalties entirely out of pocket.

Under PIPEDA, if employee personal information (like the data on a T4) is disclosed through a phishing attack, businesses may be required to report the breach to the Privacy Commissioner and notify affected individuals. In British Columbia, PIPA imposes additional obligations.

Cyber insurance doesn’t prevent attacks. But it can be the difference between a business surviving a breach and shutting its doors. If you don’t have a policy, get quotes before tax season ends. Many insurers will require basic security measures — like MFA and endpoint protection — as a condition of coverage. Those requirements aren’t arbitrary. They’re the minimum.

The Real Cost Isn’t the Ransom

When people think about cybercrime costs, they think about ransom payments. The actual financial damage is broader and quieter.

A successful phishing attack on your business during tax season might cost you:

• Direct financial loss from fraudulent wire transfers or misdirected payments.
• Employee trust when their personal information is compromised because your systems weren’t secure.
• Client trust if the breach extends to client data.
• Regulatory costs from mandatory breach reporting under PIPEDA and PIPA.
• Recovery costs. Canadian businesses spent $1.2 billion on cyber incident recovery in 2023. For a small business, even a fraction of that is existential.
• Operational downtime while systems are investigated, cleaned, and restored.

The average BEC loss in Canada is $21,000. That’s the average. For some businesses, a single incident costs far more — and for a company with 10 to 20 employees, $21,000 is a brutal hit to absorb in a single event.

This Is a Seasonal Problem With a Year-Round Fix

Tax season scams peak between February and April, but the defenses that protect you during this window protect you all year. MFA doesn’t expire in May. Employee awareness doesn’t become irrelevant in June. Proper access controls on your payroll system don’t stop mattering after the filing deadline.

The businesses that get through tax season without incident aren’t the ones who panicked in March. They’re the ones who built basic security into their operations months ago and maintain it consistently.

That said, if you haven’t done those things yet, today is better than tomorrow. And tomorrow is better than the day after your bookkeeper clicks a link in a fake T4 email.

How Raxxos Protects Lower Mainland Businesses

At Raxxos, we manage IT and cybersecurity for small businesses across Surrey, Langley, and the Greater Vancouver area. During tax season, we see these attacks hit our clients’ inboxes every single day. The difference is that our clients have the defenses in place to stop them.

Here’s what that looks like in practice:

• Email Security and Phishing Protection: Advanced filtering that catches fraudulent tax emails, CRA impersonation attempts, and BEC attacks before they reach your employees.
• Multi-Factor Authentication Setup: We configure MFA across your email, accounting software, payroll platform, and CRA accounts — and we make sure it actually stays turned on.
• Employee Security Awareness Training: Ongoing training that includes simulated phishing attacks so your team learns to recognize the real thing. We update the training scenarios for tax season every year.
• Endpoint Protection: If someone does click a malicious link, endpoint detection catches the malware before it spreads.
• 24/7 Monitoring: We monitor your systems around the clock. If something suspicious happens at 11 PM on a Tuesday, we catch it before your team arrives Wednesday morning.
• Incident Response: If something does get through, we have a response plan ready. Containment, investigation, recovery — all handled so you can focus on running your business.

We respond to support requests in an average of under 15 minutes. Our office is in Cloverdale, on the Surrey/Langley border, which means we can be on-site fast when you need us. And we price everything on a flat monthly rate per user — no surprise bills, no per-incident charges that punish you for calling when something looks wrong.

If your business doesn’t have these basics in place and tax season is making you nervous, we offer a free 30-minute IT consultation to assess where you stand. No obligation, no pitch. Just an honest look at your setup and what needs attention.

Book your free consultation or call us at (604) 260-6869.

Further Reading

• CRA: How to Recognize a Scam
• Canadian Anti-Fraud Centre — report fraud or check current scam alerts
• Canada’s 2025 Cyber Threat Report: What BC Small Businesses Need to Know
• Free Employee AI Usage Policy Template
• Restaurant Cybersecurity Guide for Lower Mainland Operators
• CRA: What You Need to Know About AI-Generated Tax Scams

Published: March 2026. For the most current scam alerts, visit CRA Scams and Fraud or contact the Canadian Anti-Fraud Centre at 1-888-495-8501.

The short version is that Microsoft has not actually announced Windows 12.

The reports were based on a speculative article that the publisher later retracted, saying it “should not have been published.” Multiple sources familiar with Microsoft’s roadmap have confirmed there are no plans to release it in 2026, and the company is not working on a subscription-based operating system.

Part of the reason the story gained traction is that AI-powered content sites picked up the original article, rewrote it, and republished the same claims as news. Those sites then cited each other as sources, which made everything look more credible than it was. It’s also worth noting that a lot of Windows users are frustrated with Microsoft’s recent push toward AI features, so the story lined up with what people were already expecting. That combination made it spread quickly.

Windows 11 is Still Solid For Years To Come

For those already on Windows 11, nothing about the Windows 12 coverage changes anything. Windows 11 is stable, supported, and receiving regular updates.

BUT, if any of your business’s computers are on Windows 10 – Microsoft ended support for Windows 10 in October 2025, which means machines still running it are no longer receiving security updates.

Newly discovered vulnerabilities won’t be patched on those systems, and that gap grows over time. Businesses that haven’t moved to Windows 11 yet, may want to prioritize that.

On the hardware question

One of the claims in the retracted story was that Windows 12 would require a dedicated AI chip that most current computers don’t have. That particular claim was not substantiated, and it’s not something to base purchasing decisions on, at least for now.

When Microsoft does release a new version of Windows, which most credible sources place at late 2027 at the earliest, there will be clear guidance on hardware requirements well in advance. Microsoft has historically given businesses extended timelines for major transitions, and there’s no reason to expect that to change.

AI features like Copilot are part of Windows now, but they’re optional. You can use them or not. If that changes down the road, there will be time to plan for it.

How stories like this spread

Tech headlines and actual product roadmaps don’t always line up. In this case, a speculative article turned into a Reddit post with thousands of comments within hours, and by the time it was corrected, fewer people saw the update.

It’s a pattern that’s becoming more common as AI-generated content sites make it easier for unverified claims to circulate quickly.

We hope this article clears up any confusion for business owners who might’ve been worried about the headlines.

Raxxos has been helping BC businesses plan Windows migrations, manage security, and sort real tech developments from noise for over 15 years. If you’re not sure where your machines stand or whether your Windows 10 migration is complete, that’s exactly the kind of thing we help with.

Sources

• PC Gamer: Windows 12 rumor retracted by its source
• Windows Central: No, an AI-focused Windows 12 is not coming this year
• Windows Latest: The rumors are AI hallucinations
• TechRadar: Windows 12 rumors aren’t going down well
• Brytesoft: Windows 12 – Everything You Need to Know

According to Rogers Cybersecure Catalyst, over 30% of hospitality businesses suffered at least one cyberattack in 2025, with breaches costing upwards of $3.4 million each. And HSB Canada reports that 46% of restaurant cyber losses come from malware and hacking alone.

The restaurant industry has embraced technology faster than almost any other sector. Online ordering. QR code menus. Integrated POS systems. Digital reservations. But as Trish Dyl from Rogers Cybersecure Catalyst puts it: “The restaurant industry is moving quickly to absorb digital innovations while missing the most essential step — cybersecurity.”

Here’s what you need to know to protect your business.

Why Restaurants Are Prime Targets

Restaurants check every box on a cybercriminal’s wishlist:

• High transaction volume: Toast reports that 88% of restaurant transactions are paid by credit card. Every swipe is data that can be stolen.
• High staff turnover: New employees mean new training gaps. According to IBM, 95% of security incidents involve human error.
• Complex technology stacks: Your POS system talks to your payment processor, which talks to your reservation platform, which connects to your delivery apps. Each integration is a potential entry point.
• Limited IT resources: Most restaurants don’t have dedicated IT staff. Technology decisions often fall to managers already juggling a dozen other responsibilities.
• Extended hours: Restaurants operate when most IT support doesn’t. A problem at 10 PM on a Saturday can’t wait until Monday.

This combination makes restaurants attractive to both sophisticated criminal organizations and opportunistic hackers using automated tools.

The Real Threats Facing Lower Mainland Restaurants

Let’s look at what’s actually happening to restaurants in our region and across Canada.

POS System Attacks

Your point-of-sale system is the heart of your operation and the primary target for attackers.

In 2014, a strain of malware called JackPOS compromised nearly 700 credit cards in Canada, with 400 of those coming from Vancouver alone. The attackers used a simple technique: they created a list of common passwords (POS1, Administrator, 123456789) and brute-forced their way into systems with remote access enabled.

More recently, the BlackCat ransomware group attacked Aloha POS software, impacting thousands of restaurants and stealing sensitive credentials.

The lesson: if your POS system is accessible remotely and protected by a weak password, it’s only a matter of time.

Ransomware Targeting Restaurant Chains

In 2018, Recipe Unlimited (the parent company of Swiss Chalet, Harvey’s, Milestones, Kelseys, Montana’s, and East Side Mario’s) was hit with a ransomware attack that forced multiple locations to close and left others unable to process credit or debit transactions.

The attackers claimed they had encrypted the company’s files “with the strongest military algorithms” and demanded Bitcoin payment. Every day of delay cost an additional 0.5 Bitcoin (over $4,000 CAD at the time).

This isn’t ancient history. In July 2025, Colabor Group, a major food wholesaler in Quebec, announced a cybersecurity incident. When your suppliers get hit, your supply chain gets disrupted.

The BC Hydro Scam Targeting Vancouver Restaurants

The Vancouver Police Department has warned about a scam specifically targeting local restaurants: callers claim to be from BC Hydro, saying the business has an outstanding electricity bill. They threaten to cut power within hours unless the restaurant makes immediate payment via cryptocurrency.

It’s a simple scam, but it works because it exploits the pressure restaurant staff feel to keep operations running. The lesson: legitimate service providers never demand cryptocurrency payments, and they don’t threaten to cut power without warning.

Internal Fraud and POS Manipulation

Not all threats come from outside. A BC Business Magazine investigation documented widespread fraud in BC restaurants, with investigators reviewing 1,500 POS transactions from roughly 300 local establishments.

One case: a server earned $32,000 by recycling a single bill throughout her shifts. Another: a former maître d’ at Vancouver’s 900 West returned wine bottles for cash refunds, stealing cases worth over $400 each.

The technology that makes your restaurant efficient can also be manipulated by those who understand it. Proper access controls and monitoring aren’t just about outside hackers. They protect you from internal threats too.

The AI Factor: Why Threats Are Getting Worse

As we covered in our analysis of Canada’s 2025 Cyber Threat Assessment, artificial intelligence is making attacks more dangerous across the board.

For restaurants, this means:

Better Phishing Emails

Attackers are using AI to craft personalized, grammatically perfect emails. That “urgent message from your landlord” or “complaint from a health inspector” might look completely legitimate. Your staff can’t rely on broken English or obvious formatting errors anymore.

Voice Cloning Scams

AI voice models have become good enough to spoof someone’s voice in real time. Imagine your staff receiving a call that sounds exactly like you, instructing them to wire money or share login credentials. This is happening now.

Automated Target Selection

Attackers use AI to scan for vulnerable systems at scale. They’re not picking your restaurant specifically. They’re identifying every business with an exposed POS system or unpatched software and attacking them all simultaneously.

Five Steps to Protect Your Restaurant

Here’s what you can actually do, starting this week.

1. Secure Your POS System

Your POS is your biggest vulnerability. Protect it:

• Change default passwords immediately. The JackPOS attacks succeeded because restaurants used passwords like “123456789.”
• Disable remote access unless absolutely necessary. If you need it, require multi-factor authentication.
• Keep your POS software updated. Vendors patch vulnerabilities regularly. If you’re running outdated software, you’re running with known security holes.
• Segment your network. Your POS system shouldn’t be on the same network as your guest Wi-Fi.

2. Train Your Staff (Seriously)

With 95% of security incidents involving human error, your team is both your biggest vulnerability and your best defense.

Train staff to:

• Verify unexpected requests. Any call or email asking for payment, credentials, or sensitive information gets verified through a separate channel. Call the person directly using a number you know, not the one they provided.
• Recognize phishing attempts. Modern phishing looks professional. Train staff to be suspicious of urgency, unusual requests, and anything that “just doesn’t feel right.”
• Report incidents immediately. The faster you know about a potential breach, the faster you can respond.

This isn’t a one-time training. It needs to be ongoing, especially given high turnover in the industry.

3. Separate Guest and Business Networks

Your customers expect Wi-Fi. But that guest network should be completely isolated from your business systems.

• Guest Wi-Fi: Separate SSID, separate VLAN, no access to internal systems.
• Staff network: Protected, monitored, with proper access controls.
• POS network: Ideally isolated from both, with strict firewall rules.

This prevents a customer with malicious intent (or malware on their device) from accessing your business systems.

4. Implement Proper Backup and Recovery

If ransomware hits, backups are your lifeline. But only if they’re done right:

• Automated, regular backups of all critical data.
• Offsite or cloud storage that attackers can’t reach if they compromise your main systems.
• Tested recovery procedures. When was the last time you actually restored from backup? Do it before you need to.

5. Get Cyber Insurance

Even with the best defenses, breaches happen. Cyber insurance provides a safety net for:

• Data breach response costs
• Business interruption losses
• Legal fees and regulatory fines
• Customer notification and credit monitoring

Review your policy carefully. Many require specific security measures (like multi-factor authentication) as a condition of coverage.

The Heritage Building Challenge

Many of the Lower Mainland’s best restaurants operate in heritage buildings. These spaces have character, but they also have infrastructure challenges.

We’ve worked with restaurants like Brix & Mortar in Yaletown, where 1912 brick walls hide decades of mixed wiring. Running modern, secure technology in these environments requires planning: hidden cabling, limited space for equipment, and the need to maintain reliable systems without disrupting service.

It can be done, but it requires experience with both the technology and the unique constraints of heritage properties.

Multi-Location Complexity

If you operate multiple locations, your security challenge multiplies. Each location needs consistent policies, standardized systems, and centralized monitoring.

We’ve supported over 20 Joseph Richard Group locations across Surrey and Langley. The key is standardization: same security policies, same POS configurations, same monitoring across every location. When something goes wrong at one site, you need to know immediately and be able to respond.

What to Look for in an IT Partner

Most restaurants don’t need (and can’t afford) full-time IT staff. But you do need a partner who understands the unique demands of the industry.

Look for:

• 24/7 monitoring and support. Problems don’t wait for business hours. Your IT support shouldn’t either.
• Restaurant experience. Generic IT providers don’t understand POS systems, kitchen display integration, or the pressure of a Saturday night service.
• Proactive security. You want issues caught before they disrupt service, not after.
• Local presence. When you need someone on-site, they should be able to get there quickly.

For more on selecting the right partner, see our guide on how to choose a managed IT provider in Vancouver.

The Bottom Line

Cybersecurity isn’t glamorous. It doesn’t bring customers through the door or improve your Yelp rating. But a breach can close you down. A ransomware attack during your busiest season can cost you thousands in lost revenue. A data breach can destroy customer trust you’ve spent years building.

The good news: the basics work. Strong passwords. Multi-factor authentication. Network segmentation. Staff training. Regular backups. These aren’t expensive or complicated. They just need to be done consistently.

The restaurants that thrive in this environment are the ones that treat cybersecurity as part of operations, not an afterthought. Just like you invest in food safety, staff training, and customer experience, security deserves attention.

How Raxxos Supports Lower Mainland Restaurants

At Raxxos, we’ve been providing managed IT services to restaurants in Surrey, Langley, and across the Lower Mainland for over 15 years. We understand that downtime during service isn’t an option and that your technology needs to work as hard as your staff.

Our restaurant clients get:

• 24/7 System Monitoring: We catch problems before they affect your kitchen or front-of-house.
• POS Support and Security: Proper configuration, monitoring, and protection for your point-of-sale systems.
• Secure Wi-Fi Management: Separate networks for guests and staff, with proper security protocols.
• Staff Security Training: Ongoing education so your team recognizes modern threats.
• Backup and Recovery: Immutable backups designed to recover from ransomware.
• Multi-Location Support: Consistent security across all your sites.

Whether you’re a single location or expanding across the region, we provide flat-rate, predictable IT support that scales with your business.

Contact Raxxos today for a free security assessment. Let’s find out where you’re vulnerable before someone else does.

Further Reading

• Brix Restaurant Case Study: How we’ve supported Yaletown’s Brix & Mortar for 15 years
• Canada’s 2025 Cyber Threat Report: What the national assessment means for BC businesses
• Cybersecurity Tips for Surrey and Langley Businesses in 2026: Practical guidance for local operators
• Raxxos Cybersecurity Services: Our full range of security solutions
• AI, Cybersecurity, and the Future of Dining: Rogers Cybersecure Catalyst’s analysis of industry threats
• National Cyber Threat Assessment 2025-2026: Full report from the Canadian Centre for Cyber Security

Published: January 2026. For the most current threat information, visit cyber.gc.ca or contact the Canadian Anti-Fraud Centre.

We should really get a name that covers both cities. Like Surlang. Let me know what you think in the comments.

Also, since the area is so new, it has a larger proportion of new businesses and startups than the Vancouver area. Less years of business experience unfortunately equals more risk.

So, it’s expected that cybersecurity is going to be a major challenge for Surrey and Langley BC in 2026 and beyond, especially while we’re currently seeing possibly the most exponential change in technology ever with the development of AI.

The baseline security we put in place for clients

Here’s what we do for our clients.

Take notes so you can DIY it into your business, make sure your current IT company is doing it, or just call us and we’ll take care of it for you.

For our clients, we start with a basic security stack that gives them a solid foundation, and while the exact setup can vary between businesses, the core pieces tend to stay pretty consistent.

That stack usually includes an enterprise-level firewall to protect the physical office from internet-based attacks, along with a unified system like Microsoft 365 or Google Workspace so company data stays contained inside a controlled environment instead of being scattered across personal accounts and devices.

On top of that, we deploy specialized antivirus that we can manage and monitor from a central portal, and that software goes on every company-owned laptop, PC, and server so nothing slips through the cracks.

We also make sure multi-factor authentication is enforced on as many systems as possible, because even simple extra steps can significantly reduce the risk of unauthorized access.

All of these things are relatively easy for us to implement and don’t require much ongoing effort from the client side, which most business owners appreciate, because once everything is set up, it just runs in the background.

Where attacks are actually getting through now

The harder part, and the part we see becoming the most important going into 2026, is employee security awareness, because more and more attacks are succeeding without doing anything technical at all.

One of the biggest examples of this is phone impersonation attacks, where AI voice models have become good enough that an attacker can spoof someone’s voice in real time and make the call sound exactly like a person the victim already knows.

In some cases, the attacker can even spoof the phone number, which removes another layer of suspicion and makes the situation feel normal in the moment.

We’ve already seen this work on both business users and home users, and it’s been surprisingly effective because it relies on trust instead of exploiting a system vulnerability.

CEO and finance impersonation is a major risk

A common version of this type of attack involves someone impersonating a CEO and calling a CFO with a request for a wire transfer, often framed as urgent and time-sensitive so there’s pressure to act quickly.

Because the voice sounds real and the request feels familiar, people sometimes follow through before stopping to verify, and unfortunately this has worked many times across different organizations.

That’s why employee awareness training has become such a big focus for us, because these attacks don’t rely on breaking into networks or bypassing software controls, they rely on convincing a real person to take action.

What awareness training actually looks like

Security awareness training does take time from the company and from employees, and that part can be inconvenient, but these risks can’t be ignored anymore.

Some of the safeguards we recommend are straightforward and practical, like approving large transactions in person, hanging up and calling a trusted number to verify a request, or adding additional approvers so financial decisions don’t rest with just one person.

For larger transactions, we often recommend having both the CEO and the CFO involved in the approval process, because even small delays and extra checks can stop an attack before any money leaves the business.

These steps don’t require advanced tools or complicated systems, they just create enough friction to prevent most impersonation attempts from succeeding.

Why cyber insurance still matters

Even with strong technical protections and trained employees, no system is ever 100 percent secure, and that’s just the reality of running a business today.

That’s why having a cyber insurance policy is still important, because if something does get past the protections, insurance can help cover the financial impact while the business works through recovery.

It’s not a replacement for security measures, but it does provide a level of protection when something unexpected happens.

How we think about cybersecurity for Surrey businesses

Cybersecurity today is layered, and it works best when each layer supports the others instead of standing on its own.

It includes the firewall and systems that protect the network, the way employees respond to requests and verify information, and the insurance coverage that’s there if something still goes wrong.

All of those pieces matter, and leaving any one of them out creates a gap that attackers are more than willing to take advantage of.

For local Surrey and Langley businesses (Surlang), the goal isn’t to overcomplicate things or overwhelm people with tools, it’s to put the right protections and habits in place so the business can keep operating smoothly even when something unexpected happens.

But no matter what, do something, and always be improving.

Stay safe!

The Canadian Centre for Cyber Security just released its National Cyber Threat Assessment 2025-2026, and if you run a business in Surrey, Langley, or anywhere in the Lower Mainland, you need to pay attention.

The report is Canada’s official intelligence assessment of the threats targeting Canadian organizations right now. The findings are sobering, especially for small and medium-sized businesses that often assume they’re “too small to target.”

Here’s what the report says, what it means for your business, and what you can actually do about it.

The Headline: Ransomware Is Canada’s #1 Cyber Threat

According to the Cyber Centre, ransomware is the top cybercrime threat facing Canada’s critical infrastructure, and it’s not slowing down.

The numbers are stark:

• Global ransomware incidents rose 74% in 2023 compared to 2022
• Global ransom payments hit a record $1 billion USD
• The average ransom paid in Canada in 2023 was $1.13 million CAD, up almost 150% in two years
• Ransomware incidents in Canada have grown an average of 26% year-over-year since 2021

What’s worse: these numbers are almost certainly underreported. Many businesses don’t report ransomware attacks due to reputational concerns or because they quietly pay the ransom and move on.

Why Small Businesses Are Prime Targets

If you’re thinking “we’re just a 20-person company in Langley, why would hackers care about us?” that’s exactly the mindset attackers exploit.

Small and medium businesses are attractive targets because:

• Weaker defenses: Unlike large enterprises, SMBs often lack dedicated security staff, advanced monitoring, and robust backup systems.
• Faster payouts: A $50,000 ransom is devastating to a small business but small enough that many will pay rather than lose weeks of downtime.
• Supply chain access: Attackers know that compromising a small vendor can give them access to larger clients.

The Cyber Centre specifically notes that ransomware actors are exploiting digital supply chains, targeting software vendors and service providers to cascade attacks across multiple victims. If your business uses third-party software or cloud services (and you do), you’re part of someone’s supply chain.

AI Is Making Attacks More Dangerous

The report highlights a trend that should concern every business owner: artificial intelligence is supercharging cyber attacks.

The Cyber Centre states that AI technologies are “almost certainly lowering the barriers to entry and enhancing the quality, scale, and precision of malicious cyber threat activity.”

Here’s how attackers are using AI right now:

1. Better Phishing Emails

Remember when phishing emails were easy to spot because of broken English and obvious formatting errors? Those days are over.

Attackers are using large language models (like ChatGPT) to craft personalized, grammatically perfect phishing emails at scale. These emails mimic human writing styles, reference real business contexts, and are increasingly difficult for employees to identify.

2. Deepfake Voice and Video

The report warns that cybercriminals are creating realistic audio and visual content impersonating trusted individuals: your CEO, your accountant, your IT provider.

We’ve already seen cases in Canada where employees received phone calls that sounded exactly like their boss, instructing them to wire money or share credentials. The voice was AI-generated.

3. Automated Attack Scaling

Skilled attackers are using AI to automate parts of the attack chain, allowing them to target more organizations simultaneously. What used to require a team of hackers can now be partially automated.

The “Cybercrime-as-a-Service” Economy

One of the most important findings in the report: you don’t need to be a skilled hacker to launch a cyber attack anymore.

The Cyber Centre describes a thriving Cybercrime-as-a-Service (CaaS) ecosystem where:

• Specialized criminals sell ready-to-use ransomware kits
• Online marketplaces trade stolen credentials and leaked data
• Attack infrastructure can be rented by the hour
• “Customer support” is available for would-be attackers

This has dramatically lowered the barrier to entry for cybercrime. A teenager with a credit card can now rent sophisticated attack tools that would have required nation-state resources a decade ago.

For business owners, this means the threat isn’t just from elite hacking groups. It’s from a distributed network of opportunistic criminals looking for easy targets. And “easy” usually means “unprotected.”

What This Means for BC Businesses

Let’s translate this into practical terms for a business in Surrey, Langley, or the Lower Mainland.

You’re Not Too Small

The CaaS model means attackers can target thousands of businesses simultaneously with automated tools. They’re not picking you specifically. They’re scanning for vulnerabilities and exploiting whatever they find. Size doesn’t protect you; security posture does.

Your Employees Are the Front Line

With AI-enhanced phishing and deepfakes, technical controls alone aren’t enough. Your team needs to understand the threats and know how to respond. Regular security awareness training is no longer optional. It’s essential.

Backups Aren’t Enough

Many businesses assume that if they have backups, they’re protected from ransomware. But modern ransomware attackers have adapted:

• They often lurk in systems for weeks before encrypting, ensuring backups are also infected
• They steal data before encrypting, threatening to publish it unless you pay (double extortion)
• They target backup systems specifically

You need immutable, tested, offsite backups and a recovery plan you’ve actually practiced.

Your Vendors Are a Risk Vector

The MOVEit attack mentioned in the report impacted 2,750 businesses and 94 million individuals through a single software vulnerability. If you’re using cloud services, SaaS applications, or third-party vendors, you’re inheriting their security posture.

Ask your vendors about their security practices. Get it in writing.

Five Actions to Take This Week

Reading about threats is one thing. Doing something about them is another. Here are five concrete steps you can take immediately:

1. Enable Multi-Factor Authentication (MFA) Everywhere

If you do nothing else, do this. MFA blocks the vast majority of credential-based attacks. Enable it on:

• Microsoft 365 and Google Workspace
• Banking and financial accounts
• Remote access and VPN
• Any system that stores sensitive data

2. Test Your Backups

When was the last time you actually restored from backup? Do it this week. You might discover your backups aren’t as reliable as you assumed.

3. Train Your Team on AI-Enhanced Phishing

Your staff needs to know that phishing emails no longer have obvious tells. Implement a policy: any unexpected request for money, credentials, or sensitive data gets verified through a separate channel (call the person directly using a known number, not the one in the email).

4. Review Your Cyber Insurance

If you have cyber insurance, review your policy. Many policies have exclusions or requirements (like MFA) that could void coverage. If you don’t have cyber insurance, get quotes. The ransomware statistics make the case.

5. Get a Professional Security Assessment

You don’t know what you don’t know. An external assessment can identify vulnerabilities before attackers do. The goal is understanding your actual risk, not checking a compliance box.

The Uncomfortable Truth

Here’s what the Cyber Centre report makes clear: the threat is growing faster than most businesses are adapting.

Ransomware is up 26% year-over-year. AI is making attacks more sophisticated. The barrier to entry for cybercrime is dropping. And small businesses remain the soft targets that fund the entire ecosystem.

The businesses that will navigate this environment successfully are the ones that treat cybersecurity as a business priority, not an IT afterthought. That means investing in the right tools, training, and partnerships before an incident forces your hand.

How Raxxos Helps Lower Mainland Businesses Stay Protected

At Raxxos, we’ve been providing managed IT services to businesses in Surrey, Langley, and across the Lower Mainland for over 15 years. Cybersecurity is woven into everything we do.

Our approach includes:

• 24/7 Monitoring: We detect and respond to threats before they become incidents.
• Managed Backups: Immutable, tested, and designed to recover from ransomware.
• Security Awareness Training: Ongoing education to help your team recognize modern threats.
• Microsoft 365 Security: Proper configuration and monitoring of your cloud environment.
• Vendor Risk Management: Helping you understand and manage third-party risks.

Our goal is to give you an honest assessment of where you stand and what it would take to close the gaps.

Contact Raxxos today to schedule a free security assessment. Let’s find out where you’re vulnerable before someone else does.

Further Reading

• National Cyber Threat Assessment 2025-2026: Full report from the Canadian Centre for Cyber Security
• ChatGPT vs. Microsoft Copilot: A Privacy Guide for Canadian Executives: Our guide to using AI safely in your business
• How to Choose a Managed IT Provider in Vancouver: What to look for in an IT partner

Published: December 2025. This article is based on the Canadian Centre for Cyber Security’s National Cyber Threat Assessment 2025-2026. For the most current threat information, visit cyber.gc.ca.

We’re excited to share some big news:

Raxxos Technology Inc. has been ranked the #1 IT Services provider in Surrey, BC by ThreeBestRated.ca, a trusted independent review platform that evaluates local businesses across Canada.

This recognition means a lot to our team, and we want to thank the clients who made it possible.

What Is ThreeBestRated.ca?

ThreeBestRated.ca is an independent review platform that identifies the top three businesses in various categories across Canadian cities. Unlike directories that accept paid placements, ThreeBestRated uses a rigorous 50-Point Inspection process to evaluate businesses.

Their inspection criteria includes:

• Reviews and ratings from multiple platforms
• Reputation and history in the community
• Customer complaints and satisfaction records
• Trust and transparency in business practices
• Pricing fairness and value

Businesses can’t pay to be listed or to improve their ranking. The score is earned through consistent performance and customer satisfaction.

Why This Recognition Matters

This ranking validates what we’ve been building since 2008: a local IT company that actually shows up when clients need us.

Here’s what ThreeBestRated highlighted about Raxxos:

• 4.8 out of 5 score on their inspection
• In business since 2008 (17 years serving the Lower Mainland)
• Over 34,000 support tickets resolved
• 200+ clients served across Surrey, Langley, and the Fraser Valley
• Free 30-minute IT consultations for new businesses

What Our Clients Are Saying

ThreeBestRated also features reviews from real Raxxos clients. Here are a few that were highlighted:

“Raxxos handles all of Search + Rescue Marketing Agency IT needs, from managing our software subscriptions to helping our team with any IT needs they have. They are very responsive, helpful and most importantly, they are able to handle any of our issues that may arise! We highly recommend them for any IT needs!”

“Quick, efficient and very productive. Ola was great and her communications and response. Appreciate it!”

“Brandon does great work and managed to solve an ongoing networked computer/printer problem that had been plaguing me for about 9 months with just one visit. Until he came along, no one else had been able to figure out that issue! Thank you, Brandon! Thank you, Raxxos!”

These reviews reflect what we strive for every day: fast response, real solutions, and technicians who actually solve problems.

What Sets Raxxos Apart

We’ve always believed that IT support should be simple: when something breaks, someone should answer the phone and fix it quickly. Here’s how we deliver on that promise:

Local Presence in Surrey

Our office is in Cloverdale Surrey, right on the Surrey/Langley border. Our technicians can reach most Surrey and Langley businesses in 15-30 minutes.

Fast Response Times

We respond to support requests in an average of under 15 minutes. For critical issues, we treat every minute like it’s costing you money. Because it usually is.

No Overseas Outsourcing

When you call Raxxos, you get our team. We don’t route calls to overseas call centers or hand you off to third-party contractors.

Flat-Rate Pricing

No surprise bills. No per-incident charges that punish you for needing help. Just predictable monthly pricing that lets you budget with confidence.

Industry Expertise

We cut our teeth on automotive dealership IT, an industry where every minute of downtime costs deals. That urgency-driven approach is now part of our DNA. We serve auto dealerships, restaurants, professional services, construction companies, and retail businesses across the Lower Mainland.

Our Clients Include

We’re proud to have worked with some of the best-known businesses in Surrey and the Fraser Valley:

• Preston GM
• Mainland Ford
• Joseph Richard Group
• Wolfe Auto Group
• Trotman Auto Group

For these businesses, IT downtime directly impacts revenue. They trust us because we understand that urgency.

Thank You to Our Clients

This #1 ranking wouldn’t be possible without the businesses who’ve trusted us with their IT over the years. Every five-star review, every referral, every “thanks for the quick fix” message. It all adds up.

We don’t take this recognition for granted. It’s a reminder to keep doing what we’ve always done: answer the phone, fix the problem, and treat your business like it matters.

Because it does.

Ready to Work With Surrey’s #1 IT Provider?

If you’re looking for managed IT services in Surrey, Langley, or the Lower Mainland, we’d love to chat. We offer a free 30-minute IT consultation to understand your needs and see if we’re the right fit.

Schedule Your Free Consultation →

Or call us directly: (604) 260-6869

See Our ThreeBestRated Listing

You can view our full profile and the 50-Point Inspection results here:

Raxxos on ThreeBestRated.ca →

Raxxos Technology Inc. is a managed IT services provider based in Cloverdale, Surrey. Since 2008, we’ve helped over 200 businesses across the Lower Mainland with IT support, cybersecurity, cloud solutions, and more. Learn more at raxxos.com.

You’ve likely heard the buzz about ChatGPT writing emails, coding websites, and even passing bar exams.

But as a Canadian executive, you probably have two burning questions: “How can this actually help my business make money?” and “Is it safe to put my company data into it?”

The short answer is: Yes, it can revolutionize your productivity, but only if you navigate the unique privacy landscape we have here in Canada.

Why AI Matters for BC Businesses

In a competitive market like British Columbia’s Greater Vancouver area with a population of over 3 million, efficiency is everything.

AI tools like ChatGPT (and its business-grade cousin, Microsoft Copilot) aren’t just for tech giants. They are practical tools that can save your team hours every week.

Here are three immediate ways executives are using AI:

• Drafting Communications: Turning a bulleted list of points into a polished client email or internal memo in seconds.
• Summarizing Meetings: Taking a transcript from a Teams meeting and generating a concise list of action items.
• Analyzing Data: Uploading a spreadsheet to identify trends in sales data without needing a data scientist.

The Canadian Context: PIPEDA and Data Privacy

This is where many Canadian business owners get stuck. Canada’s privacy laws, specifically the Personal Information Protection and Electronic Documents Act (PIPEDA), set strict rules on how businesses handle personal data.

When you use the free version of ChatGPT, your data may be used to train the model, and it resides on servers primarily in the US. For a law firm in Vancouver or a medical clinic in Surrey, this can be a compliance nightmare.

Even The Office of the Privacy Commissioner of Canada has raised concerns about data usage in public AI models. Always assume anything you type into free ChatGPT is public.

The Solution: Enterprise-Grade AI (Microsoft Copilot)

For most businesses already using the Microsoft ecosystem, the answer isn’t the public ChatGPT – it’s Microsoft Copilot.

Copilot uses the same powerful technology as ChatGPT (GPT-4) but wraps it in enterprise-grade security. Crucially for Canadian businesses:

1. Your data is your data: Microsoft does not use your business data to train its public models.
   • Data Residency: Microsoft has committed to data residency in Canada for many of its core services, with data centres in Toronto and Quebec City.
2. Integration: It lives right inside Word, Excel, Outlook, and Teams.

How to Get Started Safely

If you’re ready to integrate AI into your workflow, don’t just open the floodgates. Follow these steps:

1. Create an AI Policy: Define what data can and cannot be put into AI tools. (e.g., “No client names or financial data in public ChatGPT”).
2. Upgrade to Business Licenses: Ensure you are using enterprise versions of tools that offer data protection.
3. Train Your Team: AI is only as good as the prompts you give it. Invest in training so your staff knows how to get the best results.

Need Help Navigating AI for Your Business?

Adopting AI doesn’t have to be a gamble. At Raxxos, we help businesses in Surrey, Langley, and across the Lower Mainland implement secure, productive IT strategies.

Whether you need help configuring Microsoft 365 Copilot or want a security audit of your current setup, our local team is here to help.

Contact Raxxos IT Support Today to future-proof your business.

The answer mostly depends on two things: which productivity platform your company is already using, and what kind of tasks you want AI to help with.

What Are Gemini and Copilot

• Microsoft Copilot is the AI assistant built into Microsoft 365 — Word, Excel, PowerPoint, Outlook, Teams, OneDrive/SharePoint, and more. When you open a document, spreadsheet or email, Copilot can help you draft, edit, summarize or analyze it.
• Google Gemini (under Google Workspace / Gemini Enterprise) brings Google’s AI tools into Gmail, Google Docs, Sheets, Drive, and other Google services. It also supports advanced AI features — like multi-modal input (text, images, context), collaborative workflows, and “AI agents” for business tasks.

What Each Tool Does Best

🛠 Copilot — Strong for Structured Workflows & Business Data

• Copilot works right inside your existing Office files — Word, Excel, PowerPoint, Outlook, Teams. That makes it good for creating reports, drafting formal documents, building spreadsheets, summarizing emails, and doing data analysis.
• Because your files are already stored in OneDrive or SharePoint, Copilot can read them (with permissions) and provide context-aware output — for instance summarizing a project’s documents, or generating a presentation from spreadsheet data.
• Copilot tends to shine for tasks where structure, consistency, and integration with enterprise security is important — good for businesses handling sensitive data or regulated workflows.

✨ Gemini — Flexible, Creative & Multi-Modal

• Gemini handles not just text, but also creative or complex tasks. It’s good for brainstorming, drafting, summarizing, researching — even working with images or mixed media (text + images + context) when your workflow involves that.
• If your company already uses Gmail, Google Docs, Sheets, Drive — Gemini fits naturally. That means less friction for employees switching between tools and fewer separate vendors handling your data.
• Gemini can be beneficial for teams that value flexibility, creative output, research, and broader context over rigid workflows.

Why Ecosystem Matters for Security and Simplicity

One of the biggest advantages of both Copilot and Gemini is that they keep your data within a single ecosystem.

If you already rely on Microsoft 365, using Copilot means your files, emails, calendars, chats and AI processing stay within Microsoft’s infrastructure.

If your business uses Google Workspace — Gmail, Docs, Drive and more — Gemini keeps data inside Google’s environment.

That design reduces the number of different platforms where your sensitive business data is stored or processed. Fewer platforms equals fewer opportunities for leaks or mishandling.

For Canadian businesses — especially small to mid-size firms — minimizing data exposure and vendor sprawl isn’t just smart, it’s responsible.

Which One Should You Use: Guidelines

Here’s a quick flow to help decide:

• If your company already uses Microsoft 365 (Word, Excel, Outlook, SharePoint, Teams), choose Copilot.
• If your company is built around Google Workspace (Gmail, Docs, Drive, Sheets), go with Gemini.
• If you need structured document creation, spreadsheets, data analysis, enterprise security, Copilot likely serves you better.
• If you prioritize creative work, flexibility, research, mixed-media tasks, or just simplicity in Google tools, Gemini could be the better fit.

What This Means for Raxxos Clients (and Other Local Businesses in Surrey / BC)

As an IT partner serving small and medium businesses, we see a lot of mixed setups.

When a business has already committed to Microsoft 365 or Google Workspace, switching AI tools to match that platform is often the safest, smartest move.

That reduces risk. It simplifies training. It keeps data governance cleaner.

If you don’t yet have a clear workspace platform, we can help evaluate which ecosystem, Microsoft or Google, matches your business needs, then implement AI safely with a policy that protects your data.

Final Thought

There’s no universal “best” AI, only the best match for your business setup, goals and risk tolerance.

Choose the assistant that fits your existing platform. Keep your data in one place. Train your team to stick to approved tools.

The right AI doesn’t just make you faster. It keeps you safer.

If you want help mapping this out for your company, Raxxos is ready to support you. Contact us for a free consultation.

Most companies in Surrey and across the Lower Mainland are wondering the same thing right now…

Should we be using ChatGPT or some other AI tool at work? And if so, which one?

The honest answer is pretty boring: It depends on the systems you already use today.

And for most businesses, ChatGPT isn’t the answer! Keep reading and we’ll explain why.

The Real Question: Where Does Your Data Live

Every AI tool needs data to work well. The moment your employees paste information into an AI system, your business is now trusting that company with whatever they typed in.

This is where most businesses get themselves into trouble. They jump between ChatGPT, Gemini, Claude, and whatever random tool pops up.

Every jump creates another place your company’s data can sit.

More places means more exposure, and more exposure means more risk.

If You Use Microsoft 365, Use Microsoft Copilot

For most Canadian businesses running on Microsoft 365, the best choice is Copilot.

Here’s why:

• Microsoft already holds your email, files, calendars, Teams messages, and SharePoint data.
• Copilot works inside that same environment, so nothing new is being shared with a new company.
• You stay within one trusted ecosystem that is already covered by the same security and compliance rules your business relies on.

Instead of copying your data into ChatGPT, Copilot can work directly inside Word, Excel, Outlook, SharePoint, and Teams.

It’s safer, cleaner, and much easier to manage at a company level.

If You Use Google Workspace, Use Google Gemini

Same idea here: If your business runs on Gmail, Google Drive, and Google Docs, then Gemini is the safest pick.

Google already has your data.

There’s no reason to add another vendor into the mix when Gemini can work inside the tools your team already uses every day.

Security-first Approach

It’s not about which AI tool is “best”.

It’s about using the system that keeps your data in the fewest places possible.

AI is opening a gigantic new level of risk and it’s happening at break-neck speeds. In fact, many experts are calling it a black-box of risk because there are still so many implications we have yet to discover.

That’s why it’s important to be extra cautious, because we don’t even know how bad a breach could be yet.

Set a Clear AI Policy for Your Staff

Pick one AI system for your business and standardize on it.

Then make a simple rule:

Employees must only use the company-approved AI tool.

No copying and pasting company data into ChatGPT, Claude, or any other public AI system.

This protects your customer information. It protects your intellectual property. And it keeps your business from spreading sensitive data across the internet without realizing it.

Where Raxxos Comes In

At Raxxos, we support dozens of businesses across Surrey and the Lower Mainland. We see how quickly AI tools are being adopted on the fly with no structure.

That’s usually the moment where problems start.

If your business wants help:

• Choosing the right AI platform
• Locking down access
• Creating an internal AI policy
• Training staff on safe use

We can set that up for you and keep things simple.

Final Thoughts

AI is a powerful tool for small and medium-sized businesses in BC. But it only works safely when your team uses it the right way.

Stick to the ecosystem you already live in, keep your data in one place, and have a clear policy so everyone stays on the same page.

If you want to sort out the best path for your company, Raxxos can walk you through it. Call us at (604) 260-6869 or click here to schedule a free consultation.

This isn’t just your standard spam folder noise. This specific warning is trending globally right now, from Newsweek headlines to the front page of Reddit, because of its timing. We are days away from Black Friday 2025, and cybercriminals have launched what experts are calling their most sophisticated campaign yet.

At Raxxos, we’ve already fielded calls today from clients in Surrey and Langley asking if their accounts are safe. The short answer: Amazon hasn’t been breached, but the attacks targeting you have evolved.

Here is exactly what is happening today, what the internet is saying, and how to keep your credit card safe this weekend.

Why Is This Trending Right Now?

Yesterday and today (November 24–25), Amazon issued a critical security advisory regarding a surge in “impersonation scams.” According to reports from Forbes and The Economic Times, the alert was triggered by a massive uptick in credential-stuffing attacks and browser-based push notifications designed to steal login details.

The numbers are staggering. Cybersecurity analysts have reported a 232% increase in fake Amazon websites popping up just in time for this week’s sales. These aren’t just “Prince of Nigeria” emails; these are pixel-perfect replicas of Amazon’s “Your Orders” page.

What Is Reddit Saying Today?

To see how these attacks are looking in the wild, we dove into the conversations happening on Reddit today. The frustration is palpable, but the community is spotting the patterns.

In a trending thread on r/amazonprime, users are discussing how difficult it has become to distinguish between real “limited time deals” and scam urgency. One user noted that the “fake urgency” of the sales makes the phishing emails much harder to spot:

“The ‘deal’ is paying extra for a yellow label… fake urgency, fake ‘original’ prices. It honestly feels like they’re A/B testing how cooked our brains are.”

Meanwhile, over on r/Scams, users are reporting a specific text message scam hitting phones today. The texts claim a “routine quality inspection” failed on a recent order and offer a refund link. As one user warned: “They offer a refund if you click a link… but there is no refund. Instead, it’s a phishing scam to steal your money.”

How to Stay Safe (The Raxxos Checklist)

We know you want to get your Black Friday shopping done without a headache. Here is how to navigate the chaos of the next few days:

1. The “App Rule” (Golden Rule)
If you receive an email, text, or browser notification claiming there is a delay or issue with your order—do not click it. Close the message and open the official Amazon app on your phone. If there is a real problem, it will be flagged in your “Your Orders” section.

2. Watch for “Urgency”
Scammers rely on panic. As noted in the Amazon warning email cited by Newsweek, be skeptical of any message demanding you act “immediately” to save your account. Real security teams rarely panic; scammers always do.

3. Switch to Passkeys
Amazon is urging users to move away from passwords entirely. If you haven’t yet, enable Passkeys in your account settings. This allows you to log in using your face or fingerprint, which is significantly harder for a hacker to steal than a password.

We’ve Got Your Back

For our business clients in the Lower Mainland, this is a good reminder to alert your team. A compromised personal Amazon account often shares a password with a business email, creating a backdoor for attackers.

If you’re unsure about a notification or think you might have clicked a bad link, give Raxxos a shout. We’re here to help you navigate the tech headaches, so you can get back to the holiday deals.

If you’ve ever tried comparing MSPs in Vancouver, you’ve probably noticed they all sound the same. Everyone promises fast response times, 24/7 support, great service, strong security.

From the outside, it feels impossible to tell the difference.

But inside the industry, there are a handful of things that separate a true MSP from someone who’s just trying to look like one. These are the little gotchas that people usually only learn the hard way.

Let’s break them down so you don’t have to.

1. Response Times: The Most Misleading Number in the Industry

You’ve probably seen MSPs brag about a “3-minute response time” or something close.

Sounds incredible. And technically, it might even be true. But here’s the part no one explains.

What does “response” even mean?

Some MSPs count the tiniest action as a “response,” like:

• an automated email
• a ticket confirmation
• a quick “got it, thanks”
• a bot pinging you back

Technically, they responded.
But nothing is fixed. Nothing is moving.

The number that actually matters

If you want a clear picture of how an MSP performs, ask for two numbers together:

• Average response time
• Average resolution time

Response is just “we heard you.”
Resolution is “problem solved.”

If someone tells you they respond in under five minutes but won’t share resolution time, that’s a yellow flag. When you look at both stats side-by-side, you see how the operation really runs.

At Raxxos, we tell clients straight up—response times mean nothing without resolution to back them up.

2. 24/7 Support: Everyone Claims It, But It Means Three Different Things

“24/7 support” is one of the most abused marketing claims in the MSP world.

From a business owner’s perspective, it sounds great.
From inside the industry, it can mean three completely different things.

Option 1: The owner sleeps with his phone on

Seriously. This happens more often than you think.
The MSP is basically one guy who promises “after-hours support” by keeping his phone on his nightstand.

It’s well-intentioned, but it’s also chaotic and unreliable.

Option 2: Outsourced overseas call center

This is super common.

When you call after hours, you get routed to a team in another country that doesn’t know your systems, doesn’t know your network, and can’t actually roll someone on-site.

They mostly log the ticket for the local team to look at in the morning.

The quality varies a lot here – some are just glorified call-centers, others are more integrated into the MSP and can perform remote system administration tasks to fix problems. The big thing is that you clarify with the MSP, what they actually mean by 24/7, who’s working after-hours, and what are their real capabilities.

Option 3: A real local team working in shifts

Very few MSPs actually do this because it’s super expensive.

But this is the only true definition of 24/7 support.

Do you even need 24/7?

A lot of businesses think they do, but actually don’t.

If your team runs 9-5, Monday to Friday, paying for genuine around-the-clock support usually doesn’t make sense.

At Raxxos, we always ask clients what their actual operating hours are. There’s no point in selling something you don’t need. And, most MSPs today even if they are not truly 24/7, they have software and automations that do run 24/7, which is a heck of a lot better than having nothing!

3. Team Size: The Difference Between a Real MSP and a One-Person Show

Team size is another area where the details get fuzzy.

The solo-operator problem

Some IT consultants operate alone, which is fine. There’s nothing wrong with being a one-person shop.

The problem is when a solo operator presents themselves like a full MSP.

If they get sick, take a vacation, or get slammed by a big emergency, everything slows down. Things fall through the cracks. Phones go unanswered.

This creates expectations they simply can’t meet.

On the flip side, big doesn’t automatically mean better

The right size depends on your business. Some small companies do great with a solo consultant. Others genuinely need a team of specialists working around the clock.

At Raxxos, we’re transparent about our team because it sets the right expectations from day one.

4. Do They Have a Real Office… or Just a Mailing Address?

Not every MSP needs a massive office. Many helpdesk technicians are now working from home and MSPs are more distributed than ever!

But having a real, secure physical space still matters more than most people think.

Why a real office matters

A proper MSP needs space to:

• store equipment
• stage and image laptops
• receive hardware shipments
• work on repairs

If everything’s being done out of someone’s spare bedroom, you’re taking on risks you can’t see.

Raxxos didn’t start in an office either

In the early days, we had pallets of laptops show up in the driveway. If rain was coming, we’d have to time it right so we were outside during delivery so we could break down the pallet and rush everything inside as quick as possible.

It worked, but it definitely wasn’t ideal!

Now imagine ordering 100 laptops through your MSP.

Do you want those delivered to someone’s home driveway… or a properly secured business location?

5. Insurance: The Most Overlooked (and Most Important) Question

This one hardly ever comes up in MSP shopping, but it matters massively.

You should ALWAYS ask:

• Do you carry business liability insurance?
• How much?
• Do you carry cyber insurance?
• Does your cyber policy extend to client incidents?
• Do you have E&O (Errors & Omissions) coverage?

If something goes wrong – data loss, breach, downtime, anything… you want to know the MSP can survive the hit and keep supporting you.

The simple way to verify an MSP is actually legitimate

Anybody can claim to be an MSP – it’s not a protected industry, unlike things like lawyers, doctors, and CPAs. You don’t need a special license or be board-approved to be an MSP. That’s why it’s so important to ask these questions.

That’s also why MSPAlliance created the MSP Verify certification. It’s the only independent third-party audit designed specifically for MSPs.

If someone has gone through that process, you can trust they’re operationally sound and properly insured.

Final Thoughts: You Don’t Need to Be an IT Expert to Pick the Right MSP

You don’t need to be an expert, but you do need to ask the right questions! It’s about knowing which questions reveal how the MSP really operates.

Here’s the quick checklist:

• Ask for response and resolution times
• Ask what 24/7 support actually means
• Check team size and structure
• Confirm they have a real, secured office
• Verify insurance and cyber coverage
• Look for third-party audits like MSP Verify

If you want help comparing MSPs or want a straight, pressure-free opinion on what your business actually needs, reach out to us at Raxxos Technology Inc.

We’re a friendly bunch, and we’ve been doing this across Vancouver and the Lower Mainland for 15+ years.

Gumloop’s story began when Max Brodeur-Urbas and his co-founders built their first product out of a bedroom in Vancouver. Since then, Gumloop moved its headquarters to San Francisco and grew into an advanced AI platform that helps businesses automate workflows without needing technical expertise.

The opening of the Vancouver office is important for local startups and entrepreneurs. It provides new opportunities for Canadians to work on high-growth technology projects without having to relocate. Gumloop also intends to use the new location to host tech events and support the Canadian startup community.

Raxxos Technology Inc. welcomes Gumloop’s decision. As a managed IT provider for small businesses in the Lower Mainland, we believe this move strengthens our city’s position in the tech industry. We encourage local businesses to engage with Vancouver’s growing innovation community and explore new possibilities in AI and automation.

For help with secure IT solutions and more information about local tech opportunities, reach out to Raxxos Technology Inc.—your partner in Vancouver’s tech future.

“There is a significant lack of capital available at the moment. Most of the available funds are going to companies that have a modicum of profitability, or line of sight to profitability. The startups with higher levels of risk or that are at a very early stage are the ones that are struggling the most,” writes one local Reddit user with a background in fintech.

Another puts it simply: “In Canada a startup is not really allowed to fail. Whereas in places like Silicon Valley it is totally Okay to fail.”

Put yourself in an investor’s shoes. Which startup would you invest in…

1. One with a crazy idea nobody’s ever done before, no MVP, and no customers.

OR…

2. One with a profitable MVP?

Many founders want local investors to become more adventurous, to start writing checks for bold ideas the same way San Francisco once did during its wildest years.

Paul Graham has written about these “gold rush” cycles. Each new wave of technology brings a flood of money, but after some time, investors and the market get more cautious and raise the bar for what gets funded.^[1]

A recent comment from Hacker News states, “venture capital is moribund except AI… and even that is hyper-concentrated in giant, late-stage rounds”.^[2]

So, rather than wishing investors would be riskier, maybe founders in Vancouver, BC need to change their approach.

Startups can take control by simply becoming less risky.

Today’s AI tools and no-code platforms make it easier than ever to bootstrap and launch a minimum viable product quickly. With early user traction, founders can pitch proof instead of just hope. This is what Y Combinator and many top investors now look for today in 2025 and beyond..^[3]

Another Redditor summed it up with, “You could have the best idea in the world but if you don’t have the best talent at your fingertips, you aren’t going to get the money you need.”

This is a reminder that showing real progress makes all the difference.

That is why the launch of Althra, a new Vancouver incubator, is pretty interesting for the city’s early-stage scene.

Althra runs a four-month cohort where founders can build a working prototype, have free office space, get personal mentorship from experienced local entrepreneurs, and connect to real feedback.

Incubators like Althra can help founders by providing support to build and test products quickly, gather real market feedback, and develop a track record before looking for serious investment.

From their site, under their benefits section, “Get help securing your first 3 customers”. They understand how important it is to prove an idea with actual paying customers before pitching investors.

These kinds of programs can help early-stage startups to reach profitability or at least show strong momentum, which in turn gives investors something solid to back.

But, whether or not you’re in an exclusive incubator like Althra, you can take these principles to your own startup- move fast, fail often, get customers, and present evidence to investors that will make your pitch a slam dunk.

So, maybe the best way for Vancouver to see more investments is not to wait for the old era of wild speculation to return… but to de-risk your idea and work with investors where they’re at today, because VC is likely to become even more risk averse as time goes on.

References linked:

• Paul Graham on Startup Investing Trends
• Y Combinator’s Guide to Seed Fundraising
• Hacker News: In 2025, venture capital can’t pretend everything is fine any more
• BetaKit: Former Graphite Ventures analyst to launch new Vancouver incubator Althra

This article was written by and reflects the opinions of Raxxos Technology Inc., a Managed IT Services provider located in Surrey, BC and serving small to medium size businesses across the Lower Mainland and Greater Vancouver Area.

If you run a startup, or a business in British Columbia at any stage, and you need help managing or scaling your IT infrastructure, we offer free consultations with no strings attached. Access our expertise supporting the IT infrastructure for hundreds of local businesses over the past 15+ years.

Why is Windows 10 support ending important for your business?

After mid-October, Windows 10 devices will stop getting critical security and feature updates (Microsoft official notice). This increases your risk. Cyberattacks become easier, data breaches are more likely, and the software you depend on might stop working. For essential industries in BC, such as automotive dealerships and hospitality, staying secure and compliant is non-negotiable.

Can you pay for Microsoft’s Extended Security Updates?

You can, but it’s expensive and temporary. Microsoft’s Extended Security Updates (details here) add yearly costs that double every year, just to get emergency patches. There are no feature updates, no tech support, and no guarantee vendors will continue supporting you. Most Surrey and Langley businesses we work with find a full upgrade to Windows 11 is the smart and future-ready move.

What are the real benefits of Windows 11 for small business?

Switching to Windows 11 brings improved security, better support, and smoother performance. You get new protections against ransomware, more control over your data, and lasting compatibility with modern business software. Upgrading now puts you ahead of the curve and gives you peace of mind.

What are businesses talking about right now?

There is a surge of concern online. Local business owners and IT professionals see update warnings pop up and ask if they can wait. In one Reddit sysadmin discussion a user reports,

“If you are running Windows 10, you are on a clock now. Don’t put this off.”

Another adds,

“After our last-minute panic during the Windows 7 deadline, we’re not taking chances. Our org started planning six months in advance and it’s been much smoother this time.”

Forums like r/Windows11 are full of migration experiences, with consensus that planning ahead is the safest path.

What are the most common challenges with a Windows 11 migration?

Some older PCs might not be compatible due to hardware requirements like TPM 2.0 (official specs). For many Surrey and Langley businesses, migrating business-critical data safely is a challenge, especially if you want zero downtime. Training your team and deciding when to invest in new devices can also feel stressful. These are real challenges for busy dealerships, restaurants, and professional service firms.

Why choose a Microsoft-certified partner like Raxxos?

Upgrading is not always simple. As a Microsoft partner based in Surrey, Raxxos has helped over 200 businesses across the Lower Mainland and BC seamlessly migrate to new versions of Windows over the past 15 years, including dozens who have already moved to Windows 11 this year.

Our clients include well-known organizations like Trotman Auto Group, Joseph Richard Group, White Rock Volkswagen, Preston GM, and a variety of engineering, marketing, and construction firms throughout the region.

You can see us in action supporting Trotman Auto Group with seamless onboarding and proactive IT support in our case study.

As Leigh Heppner, General Manager at Preston GM Langley, says:

“We’ve been dealing with Raxxos for many years for our dealership. They’ve managed several large IT projects and always help us with our day-to-day needs and inevitable technical issues. They always work hard to keep us up and running and are fair!”

Here is what you get with Raxxos: a free hardware compatibility check, a personalized upgrade plan, safe and secure migration of your data, friendly training for your staff, and local support from people who understand BC business. Raxxos makes sure you do not have to worry about security, lost data, or hidden fees.

What happens if you wait too long?

Businesses that put off upgrading can face real trouble. Cybercriminals target outdated systems. Some companies have lost days of work fixing problems after support ended. Costs, stress, and headaches go up if you rush. Planning ahead keeps you protected and helps you avoid last-minute disruptions.

What should your next step be?

Start by booking a free evaluation with Raxxos. We will walk you through your options, check your equipment, and help you make a smart transition before the deadline. You get peace of mind and a partner who cares about your success.

Raxxos Technology Inc. is proud to help businesses across Surrey, Langley, and Vancouver make safe and stress-free IT upgrades. Contact us today to get ahead of the Windows 10 deadline and keep your business running strong.

Out of the total, over $9 million will go to a program called “AI Pathways: Energizing Canada’s Low-Carbon Workforce,” which is led by the Alberta Machine Intelligence Institute (Amii).

The goal is to train nearly 5,000 workers who are already in energy jobs or are looking to move into areas such as wind, solar, geothermal, and hydrogen. The training will include both in-person and online options, making it flexible for workers across the country.^[2][4]

At Raxxos, we are happy to see the Canadian government investing in AI and skills training. This type of support helps keep Canada competitive in the global marketplace, ensuring our businesses and workforce have the tools they need to lead and succeed.

This program focuses on helping mid-career and transitioning workers build new skills in AI and machine learning, which are quickly becoming important tools in the clean energy sector. The funding comes from Canada’s Sustainable Jobs Training Fund and will run over four years, aiming to prepare workers for the growing push toward green jobs.^[4][5][2]

Nearly $20 million from the total investment will help Amii expand its advanced computing capacity, making it possible for researchers and businesses—not just the largest companies—to access stronger AI tools and resources. This means more opportunities for companies in the energy sector to modernize and stay competitive with new technology.^[3][1]

The government says these measures will help make sure Canadian workers are ready for the future, support clean energy innovation, and keep Canada’s economy strong as it shifts toward net zero emissions.^[5][1]

Key Points:

• $28.7 million total investment in AI and clean energy job training
• Nearly $9 million for Amii’s “AI Pathways” to train about 5,000 energy workers in AI and green tech skills
• Program targets people in wind, solar, geothermal, and hydrogen sectors, using online and in-person learning
• $19.7 million for improved advanced computing resources for AI research, supporting both businesses and researchers

If you’re a Canadian business owner and want to know how you can start using AI safely in your business, check out our free guide: AI for Canadian Business Owners: How to Start Leveraging It.

If you’d like more hands-on help, you can also book a free consultation with our team. We’re here to help you take the next step with confidence.

References:
1. Government of Canada (Official News)
2. BetaKit – Amii receives $9 million for AI skills training
3. Yahoo Finance – $28.7 million investment news
4. Amii – Program launch details
5. Data Center News – Context and program summary

This comprehensive guide looks at real experiences from small business owners, paired with our expertise at Raxxos as a Microsoft Partner who installs & supports Microsoft 365 for small businesses here in BC, to provide a balanced perspective to help you make an informed decision for yourself and your team.

The bottom line: Microsoft 365 offers significant productivity and collaboration benefits for most BC small businesses, with businesses typically seeing 10-20% productivity gains and substantial cost savings compared to traditional IT setups.

However, success depends heavily on proper implementation, adequate training, and realistic expectations about migration costs and time investment. While the monthly subscription model provides predictable costs and enterprise-grade features, it’s not automatically the best choice for every business scenario.

The shift to cloud-based productivity tools has accelerated dramatically, with remote work and collaboration becoming essential, especially since the transformation of the workplace which began in 2020 but is definitely here to stay.

Microsoft 365’s integration with Canada’s digital infrastructure, combined with full data residency in Canadian data centers, makes it particularly attractive for BC businesses concerned about compliance and data sovereignty. (Microsoft)

What Small Business Owners Really Say About Microsoft 365

The real test of any business software lies in daily use by actual entrepreneurs and their teams. Here’s what REAL small business owners are sharing about their Microsoft 365 experiences from forums, reviews, and case studies.

Occasional issues, usually reliable

A network administrator supporting 30-40 small business clients says: “It is very reliable, stable and easy to manage.” However, they caution about OneDrive and SharePoint: “There are some flaws with syncing and file naming conventions that can bring a business down.” (Quora) (Techjockey) This mixed feedback reflects a common theme – the core productivity features work well, but some advanced features require careful implementation.

Microsoft Teams emerges as the standout feature

Multiple business owners consistently praise Microsoft Teams for transforming their operations.

One G2 reviewer said this: “Teams collaboration is hands down the best thing that’s happened to our organization.” (G2)

The platform’s ability to centralize communication, file sharing, and video meetings has proven especially valuable for BC businesses managing remote workers or multiple locations.

Cost predictability provides peace of mind

Small business analysis consistently highlights that “Office 365 allows businesses to sign up with a predictable monthly fee, avoiding large upfront costs of purchasing hardware servers, software licenses, and server operating systems.” (Agile IT)

For cash-flow-conscious small businesses, this subscription model eliminates the boom-bust cycle of major technology investments.

Training and adoption challenges are real

Forum discussions reveal that successful Microsoft 365 adoption requires significant time investment. Business owners report needing 8-16 hours per user for full adoption, with some noting that “while small businesses may not face the same volume of threats as large enterprises, they remain frequent targets for cyberattacks, often due to perceived vulnerabilities.” (Sharegate)

That migration window can be shortened significantly by working with a local, trusted Microsoft Partner such as Raxxos Technology Inc.

Despite some challenges, the productivity benefits typically outweigh the frustrations. Businesses report being “two times as profitable, three times more likely to experience revenue growth, and five times more likely to reach new international customers” when leveraging digital tools effectively. (Cox BLUE)

With our small business clients across the Lower Mainland at Raxxos, we’ve had very few issues with Microsoft 365, but tons of upside. All of our clients speak positively about it.

Core Features That Actually Matter for Small Businesses

Microsoft 365’s feature list can seem overwhelming, but small businesses typically find value in a focused set of core capabilities that directly impact daily operations. (DHRP)

Professional email with custom domains forms the foundation. Outlook provides 50GB to 1TB of email storage per user, depending on your plan, with built-in spam, phishing, and malware protection. The ability to use your business domain (you@yourbusiness.com) instead of generic email addresses significantly enhances professional credibility and brand consistency.

Real-time document collaboration eliminates version confusion. The web-based versions of Word, Excel, and PowerPoint allow multiple team members to edit documents simultaneously, with changes appearing instantly. This feature alone can save hours of work previously lost to emailing document versions back and forth. One business owner shared: “If I get an email about a document that needs editing, I can download it from online storage, make the edits, and send a link back to my colleague to check out the updated version, wherever I happen to be working.” (SpamKill)

Cloud file storage enables remote work flexibility. OneDrive provides 1TB of personal storage per user, while SharePoint creates team collaboration spaces for shared documents. (Microsoft) This cloud-first approach proves especially valuable for BC businesses dealing with challenging weather conditions or staff working from multiple locations across the province.

Microsoft Teams centralizes communication and meetings. Rather than juggling separate tools for chat, video calls, file sharing, and project coordination, Teams provides a single platform supporting up to 300 meeting participants. The integration with other Microsoft 365 apps means you can edit a document during a Teams call and immediately share it with meeting participants.

Built-in security features protect business data. Multi-factor authentication, data encryption, advanced threat protection, and mobile device management provide enterprise-grade security. These features are particularly important for BC businesses handling sensitive customer information or financial data, helping meet provincial privacy requirements under PIPEDA.

Mobile apps ensure productivity anywhere. Full-featured mobile versions of all major applications mean work doesn’t stop when you’re away from your desk. (IT Pro) This mobility proves crucial for BC businesses serving clients across the province’s diverse geography.

The key insight: start with these core features and expand gradually. Many businesses make the mistake of trying to implement every available feature immediately, leading to complexity and user resistance.

British Columbia Businesses Leading the Way

BC companies across industries are successfully leveraging Microsoft 365 to improve operations, reduce costs, and enhance collaboration. These real-world examples demonstrate practical applications and measurable results.

British Columbia Investment Management Corporation (BCI) provides an excellent showcase of Microsoft 365’s potential, even though they’re larger than typical small businesses. BCI achieved remarkable results with early adoption of Microsoft 365 Copilot: 84% of users reported 10-20% productivity increases, job satisfaction improved by 68%, and they saved over 2,300 person-hours through automation. (Microsoft) While BCI manages billions in assets, their experience shows what’s possible with committed implementation.

Western Canada Marine Response Corporation (WCMRC) successfully upgraded from legacy Dynamics NAV to cloud-based Dynamics 365 Business Central. Their experience highlights how BC businesses can modernize complex systems while maintaining operational continuity. Leo Raudys noted their implementation partner “leveraged their talent, connections within Microsoft, and network of allies in the Partner community to help us achieve our goals.” (EFOQUS)

Professional services firms across Victoria and Vancouver consistently report strong results with document collaboration features. Training companies, consulting firms, and legal practices find that SharePoint document libraries and Teams channels dramatically improve client service delivery while reducing administrative overhead.

Regional patterns emerge clearly. Urban centers like Vancouver and Victoria show higher adoption rates and more sophisticated feature implementation, while smaller BC communities focus on core email, file sharing, and basic collaboration features. However, as internet infrastructure improves throughout the province, smaller communities are increasingly adopting advanced features like Power Platform automation and Copilot.

The common thread across successful BC implementations: businesses that invest in proper planning, training, and gradual feature rollout see the best results, regardless of size or industry.

Alternatives Deserve Serious Consideration

While Microsoft 365 dominates business productivity discussions, several alternatives offer compelling advantages for specific business needs and situations.

Google Workspace provides superior real-time collaboration with cleaner, more intuitive interfaces. Current Canadian pricing starts at $8.00 CAD monthly for Business Starter (30GB shared storage) versus Microsoft’s $6.40 CAD Business Basic.

Google’s strength lies in simultaneous editing capabilities and mobile-first design, making it attractive for businesses with younger workforces or heavy mobile usage.

The collaboration experience feels more natural in Google’s ecosystem, with changes appearing instantly and conflict resolution handled automatically.

However, Google Workspace limits offline functionality and provides fewer advanced desktop features compared to Microsoft Office applications. For businesses heavily dependent on Excel’s advanced functions or PowerPoint’s presentation capabilities, Google’s alternatives may feel limiting.

Apple Business solutions work well for Mac-heavy environments, though Apple Business Essentials remains unavailable in Canada. (Apple)

Apple’s strength lies in device management and seamless integration across Apple devices, but lacks the comprehensive productivity suite offered by Microsoft or Google. Businesses primarily using Apple hardware often choose Microsoft 365 or Google Workspace for productivity while leveraging Apple’s device management tools.

Open-source alternatives like LibreOffice cost nothing upfront but require significant IT expertise for deployment and maintenance. LibreOffice offers excellent Microsoft Office compatibility and full offline functionality, making it attractive for privacy-conscious businesses or those with limited internet connectivity. (Libreoffice) (Digital Trends)

However, collaboration features lag significantly behind cloud-based alternatives, and the total cost of ownership often exceeds cloud solutions when factoring in IT support requirements.

Traditional on-premise Microsoft Office 2024 offers a one-time purchase option around $249-$439 CAD per device. (Microsoft) This approach appeals to businesses preferring to avoid subscription fees, but eliminates cloud collaboration features, automatic updates, and modern security capabilities. The three-year total cost of ownership for on-premise solutions typically exceeds cloud alternatives when including IT support, hardware, and backup requirements.

Cost comparison reveals surprising insights. For a 10-user small business over three years, Microsoft 365 Business Standard costs approximately $7,442 CAD including migration, while Google Workspace Standard totals $7,760 CAD. LibreOffice with basic IT support reaches $18,000 CAD, and Office 2024 with traditional IT infrastructure costs $21,490 CAD. There is not much of a cost difference between Microsoft and Google cloud solutions, however, both cloud solutions provide significantly better value than the traditional softwares (LibreOffice and Office 2024) while offering superior collaboration and security features.

Decision criteria should drive choice, not price alone. Choose Microsoft 365 for heavy Excel/PowerPoint usage, desktop application preferences, advanced security requirements, or Windows-centric environments. Select Google Workspace for real-time collaboration priority, mobile-first workforces, cost sensitivity, or startup cultures. Consider on-premise solutions only when data sovereignty requirements are absolute or internet connectivity remains unreliable.

Honest Assessment of Costs and Migration Challenges

Understanding the true cost of Microsoft 365 implementation requires looking beyond monthly subscription fees to include migration expenses, training time, potential productivity losses, and ongoing support requirements.

Migration costs vary dramatically based on complexity. Professional migration services typically charge $50-$200 CAD per mailbox, with total data migration ranging from $2,000-$15,000 CAD for small businesses. Email migration usually completes in 2-3 days, but document migration and system integration can extend timelines significantly. One migration specialist noted: “Issues include not allocating sufficient storage space to users and not activating their OneDrive prior to migration, which can extend migration time and require manual intervention.” (VaultMe)

Training represents the largest hidden cost. Businesses should budget $100-$300 CAD per user for comprehensive training, with 8-16 hours required for full adoption. This time investment is crucial—businesses that skimp on training report ongoing productivity issues and user resistance. Successful implementations typically use a phased approach: basic email and file sharing first, followed by collaboration features, then advanced capabilities. (Templafy)

Ongoing subscription costs require careful planning. Microsoft 365 Business Standard at $15.10 CAD per user monthly seems reasonable, but a 25-person business pays $4,530 CAD annually. (Microsoft) Additional costs often include extra storage ($6-$12 CAD monthly per user), third-party backup solutions ($3-$10 CAD monthly per user), and managed IT support ($1,000-$3,000 CAD monthly). Provincial taxes add 5-15% depending on location.

Productivity losses during transition are inevitable. Most businesses experience 1-3 weeks of reduced productivity as users adapt to new workflows. Planning for this disruption helps manage expectations and maintain customer service levels. One business owner noted: “The learning curve exists, but the long-term benefits far outweigh the initial adjustment period.”

Currency fluctuations affect pricing. Microsoft displays some pricing in USD, requiring currency conversion that can impact budgeting. Google Workspace clearly lists CAD pricing, providing more predictable costs for Canadian businesses.

Common cost optimization strategies include right-sizing licenses based on actual usage patterns, eliminating redundant third-party tools, and leveraging included security features rather than purchasing separate solutions. Many businesses discover they can reduce overall IT costs by 20-30% while gaining superior functionality.

Realistic timeline expectations prevent frustration. Cloud solution deployment typically requires 1-4 weeks, with full user adoption taking 1-3 months. ROI realization usually occurs within 6-12 months, assuming proper implementation and training. Businesses rushing the process often experience setbacks that extend timelines and increase costs.

Exit costs deserve consideration. While Microsoft 365 data export is possible, migrating away from the platform requires similar time and cost investments to the original migration. This factor makes the initial choice particularly important for long-term planning.

Maximizing Value for Current Microsoft 365 Users

Many businesses already using Microsoft 365 significantly underutilize their investment. Strategic optimization can dramatically improve ROI without additional licensing costs.

Usage analytics reveal optimization opportunities. The Microsoft 365 admin center provides detailed reports showing which applications and features users actually employ. Most businesses discover that users stick to familiar email and basic document editing while ignoring powerful collaboration and automation capabilities. Regular usage reviews help identify training needs and feature adoption opportunities.

Microsoft Teams deserves central focus. Businesses achieving the highest satisfaction rates treat Teams as their primary collaboration hub rather than just another communication tool. This means moving project coordination, file sharing, and even customer communication into Teams channels. The integration with other Microsoft 365 apps creates powerful workflows that eliminate duplicate data entry and improve information sharing.

Power Automate enables significant time savings through workflow automation. Simple automations like automatically saving email attachments to specific SharePoint folders, creating calendar events from email requests, or generating reports from Excel data can save hours weekly. Start with basic workflows and gradually expand automation scope.

SharePoint document libraries replace traditional file servers more effectively when properly organized. Implement consistent naming conventions, use metadata for document organization, and establish clear permission structures. Well-organized SharePoint sites become powerful knowledge management systems that improve as they grow.

Security features require active management. Enable multi-factor authentication for all users, configure appropriate sharing permissions, implement sensitivity labels for confidential documents, and regularly review access permissions. Many security breaches occur because businesses don’t configure available protection features.

Mobile apps extend productivity significantly. Encourage users to install and configure mobile apps for key applications. The ability to approve workflows, review documents, or join meetings from mobile devices increases responsiveness and customer service quality. Microsoft Lens app can scan whiteboards and documents directly into SharePoint, eliminating manual document handling. (Microsoft)

Regular feature training maintains momentum. Microsoft continuously adds new capabilities to the platform. Quarterly training sessions introducing new features keep users engaged and help identify additional optimization opportunities. Focus on features that directly support business processes rather than trying to cover everything available.

Integration with existing business systems multiplies value. Connect Microsoft 365 with accounting software, CRM systems, and other business applications through Power Automate or third-party integration platforms. These connections eliminate duplicate data entry and improve data accuracy across systems.

Cost optimization through license management involves regularly reviewing user assignments and right-sizing plans based on actual needs. Some users may need Business Premium for security features while others function well with Business Standard. Annual license reviews typically identify 10-20% savings opportunities.

Decision Framework for BC Small Business Owners

Choosing the right productivity platform requires systematic evaluation of business needs, technical requirements, and growth plans. This framework guides decision-making with practical criteria and clear evaluation steps.

Start with business needs assessment. Document current productivity pain points, collaboration challenges, and IT support issues. Identify whether your business needs basic email and file sharing or requires advanced security, compliance features, and system integrations. (Microsoft) Consider your growth trajectory—will you add employees, locations, or services that change technology requirements?

Evaluate technical readiness carefully. Assess internet connectivity quality and bandwidth across all locations. Review current device compatibility and replacement timelines. Document existing software integrations and data migration complexity. Consider your IT support capabilities—do you have internal expertise or need external assistance?

Calculate total cost of ownership over three years including subscriptions, migration, training, support, and potential productivity losses. Compare this against your current IT costs and factor in the value of new capabilities you’ll gain. Remember that cloud solutions often reduce overall IT costs while providing superior functionality.

Consider your workforce characteristics. Teams comfortable with technology adapt faster to cloud platforms and benefit more from advanced features. Traditional workforces may prefer familiar desktop applications and require more extensive training. Remote or distributed teams benefit significantly from cloud collaboration, while office-based teams might prioritize different features.

Plan implementation approach. Decide between gradual migration (moving one function at a time) or complete cutover (switching everything simultaneously). Gradual approaches reduce risk but extend transition periods. Complete cutovers minimize dual-system management but require more extensive preparation and training.

Industry-specific considerations matter. Professional services firms benefit most from document collaboration and client communication features. Retail businesses need point-of-sale integration and customer communication tools. Manufacturing companies require field worker solutions and supply chain integration. Healthcare organizations need compliance features and secure communication capabilities.

For businesses under 10 employees, start with Microsoft 365 Business Standard or Google Workspace Business Standard. Both provide excellent core functionality at reasonable costs. Focus on email, file sharing, and basic collaboration before expanding to advanced features.

For growing businesses (10-25 employees), Microsoft 365 Business Standard offers the best balance of features and cost. Plan for Business Premium upgrade as security and compliance requirements increase. Invest in proper SharePoint organization and Teams governance early to avoid reorganization later.

For established businesses (25-50 employees), Microsoft 365 Business Premium provides enterprise-grade security and device management capabilities. Consider integration requirements with existing systems and plan for advanced features like Power Platform automation and compliance tools.

The decision timeline should allow adequate evaluation. Pilot programs with 5-10 users over 30-60 days provide realistic experience with daily usage patterns. Include power users and typical users in pilots to understand training requirements and identify potential challenges before full deployment.

Your Next Steps Toward Better Productivity

The productivity platform decision represents a strategic investment in your business’s operational foundation. Taking action requires balancing thorough evaluation with decisive implementation to avoid analysis paralysis.

Begin with a current state assessment by documenting your existing IT costs, productivity pain points, and collaboration challenges. Survey your team about their daily technology frustrations and wish lists. This baseline helps measure improvement and justify investment decisions to stakeholders.

Conduct focused pilot programs rather than attempting comprehensive evaluations. Select 5-10 representative users across different roles and run 30-day trials of your top two platform choices. Focus pilots on real work scenarios rather than artificial test cases to understand true usability and productivity impact.

Develop realistic implementation timelines that account for your business seasonality and capacity constraints. Avoid major technology changes during busy periods, budget cycles, or other organizational priorities. Plan for 2-3 months of reduced productivity during transition and communicate expectations clearly to customers and partners.

Invest in comprehensive change management beyond just technical training. Help users understand why the change benefits them personally, not just the organization. Identify champions who can provide peer support and feedback during implementation. Celebrate quick wins and early adoption successes to maintain momentum.

For BC businesses specifically, leverage local Microsoft Partners who understand provincial business environments and regulatory requirements. Companies like Victoria-based Regroove provide specialized expertise in Microsoft 365 implementation and can accelerate successful adoption while avoiding common pitfalls.

Budget realistically for total cost of ownership including migration, training, support, and optimization over three years. Cloud productivity platforms represent operational transformation, not just software purchases. The businesses seeing highest ROI invest adequately in implementation and ongoing optimization rather than minimizing upfront costs.

Plan for continuous improvement rather than one-time implementation. Microsoft 365 and Google Workspace continuously add new features and capabilities.

Successful businesses establish regular review cycles to identify optimization opportunities and ensure they’re maximizing their platform investment.

The evidence strongly suggests that well-implemented cloud productivity platforms deliver significant value for BC small businesses through improved collaboration, enhanced security, reduced IT complexity, and increased operational flexibility. (Microsoft)

However, success requires commitment to proper implementation, adequate training, and realistic expectations about the transformation process.

Your business deserves productivity tools that enhance rather than hinder daily operations. Whether you choose Microsoft 365, Google Workspace, or alternative solutions, focus on solving real business problems rather than implementing technology for its own sake. The right choice supported by proper implementation will strengthen your competitive position and enable sustainable growth in BC’s dynamic business environment.

Conclusion & Next Steps

Microsoft 365 continues to shape how small businesses in British Columbia collaborate and grow. At Raxxos, we’ve seen first-hand how the right setup and training can turn it into a real advantage for local companies. As a certified Microsoft Partner, we’ve been helping businesses across Surrey, Langley, Abbotsford, Vancouver, and beyond get the most out of Microsoft 365 and the broader Microsoft ecosystem.

If you’re considering a move to Microsoft 365, or you’re already using it and want to unlock more of its potential, reach out to our team at Raxxos. We’ll help you plan, implement, and support the right solution so your business can run smoothly and securely.

“Running unsupported systems in 2025 isn’t just risky—it’s a liability. We’re helping businesses upgrade before it costs them more than money.” – Kelly Massey, CEO, Raxxos Technology Inc.

SURREY, BC, June 30, 2025

Microsoft is officially ending support for Windows 10 on October 14, 2025. Raxxos Technology Inc., a Managed IT Services provider based in Surrey, BC has launched a new upgrade initiative to help small and mid-sized businesses in Surrey, Langley, and the Lower Mainland transition smoothly to Windows 11.

After October, Windows 10 devices will stop receiving critical security updates – leaving businesses vulnerable to cyberattacks and out of compliance. While Microsoft will offer Extended Security Updates for a fee, starting at $61 USD (~$85 CAD) per device and doubling each year, upgrading to Windows 11 is the more secure, cost-effective solution.

“Many local businesses still aren’t aware of this looming deadline,” said Kelly Massey, CEO of Raxxos. “We’re making it easy to upgrade without disruption.”

Raxxos’s Windows 11 migration package includes:

• Hardware assessments – Check device compatibility
• Custom upgrade planning – Minimize downtime
• Data backup & security – Protect important information
• Staff training – Help employees adapt quickly
• Ongoing support – Continued IT help after the upgrade

What This Really Means for Small Business Owners

For small businesses, failing to upgrade before the deadline doesn’t just mean forgoing some fun new features. It means exposing the entire organization to unnecessary risk.

Without regular security updates, systems become vulnerable to ransomware, phishing attacks, and other cybersecurity threats that can disrupt operations or compromise sensitive data.

There’s also the issue of compliance.

Businesses in industries like healthcare, legal, or finance may find themselves out of step with regulatory standards if they continue using unsupported software. It’s also possible their cyber insurance policies don’t cover them unless they’re using an in-support operating system.

On top of that, as more vendors phase out support for Windows 10, commonly used tools like accounting software, scheduling apps, and internal platforms may start to malfunction or stop updating altogether.

Some companies might consider paying Microsoft’s Extended Security Updates as a temporary fix, but the cost quickly adds up. The price doubles every year per device, turning what seems like a stopgap measure into an expensive recurring fee.

“We’ve seen companies wait too long and end up paying more to fix the fallout than they would’ve spent upgrading early,” said Massey. “Running unsupported systems in 2025 is a real liability for any business.”

Raxxos is already helping several Surrey and Langley businesses—including car dealerships, retailers, and restaurants—upgrade with minimal disruption.

Free Evaluation Available: Local businesses can contact Raxxos for a free readiness check and migration plan.

About Raxxos Technology Inc.

Founded in 2008, Raxxos Technology Inc. provides managed IT services to businesses in Surrey, Langley, and across the Lower Mainland & Greater Vancouver area in British Columbia, Canada. Services include cybersecurity, cloud migration, IT support, and hardware management.

Media Contact

Kelly Massey, Raxxos Technology Inc., +1 (604) 260-6869, kelly@raxxos.com, www.raxxos.com 

SOURCE Raxxos Technology Inc.

High-profile breaches have hit Canada’s economy: for example, London Drugs (a Canadian pharmacy chain) was forced to shut down all 78 stores in Western Canada in April 2024 after detecting a ransomware attack (bitdefender.com). Even small municipalities felt the impact – the Town of Orangeville, ON, discovered on Feb 27, 2025 that a cyber-attack had crippled its library and theater services, forcing IT staff to take systems offline and bring in external security experts (citizen.on.ca). These cases show that no one is too small to be targeted.

As we head into 2025, the threat landscape is evolving with new AI-driven scams and more aggressive attackers. This guide (from Raxxos Technology Inc., a managed IT services provider in Surrey, BC) covers recent Canadian attacks, top cyber threats this year, practical DIY cybersecurity steps (like MFA, strong passwords, updates and backups), and how/when to bring in a managed IT provider.

Recent Cyberattacks in Canada

Canadian businesses and public agencies have seen a string of cyber incidents in the past year. These real-world examples underline that any organization can be vulnerable:

• London Drugs (April 2024) – The BC-based pharmacy chain discovered on April 28, 2024 that it was the victim of a cyberattack (bitdefender.com). All 78 of its stores across British Columbia, Alberta, Saskatchewan and Manitoba closed “until further notice” to contain the breach, which turned out to be a ransomware incident. London Drugs immediately hired cybersecurity experts, sealed off affected networks, and later assured customers that there was “no reason to believe” patient data was stolen. This week-long shutdown left customers without prescriptions and illustrated how ransomware can disrupt essential services.
  
• Ganong (March 2025) – In March 2025, Ganong Bros. (a chocolate candy maker in St. Stephen, NB) announced that it had suffered an “IT security incident” in late February (country94.ca). The attack (later identified as ransomware) was discovered on Feb. 22, 2025. Ganong immediately implemented countermeasures, engaged third-party cyber experts and legal counsel, and began a forensic investigation. Although the company did not say whether a ransom was paid, it did say operations were restored to normal soon after, and it would notify anyone if personal data was compromised.
  
• Orangeville, ON (Feb 2025) – The Town of Orangeville (pop. ~30,000) was struck by a cyber-attack on Feb. 27, 2025 that affected municipal systems including the public library and Theatre Orangeville (citizen.on.ca). Town officials “took immediate actions to safeguard information” upon detecting the breach, and have worked with cybersecurity experts to investigate and add extra safeguards. As of early March, it was still unclear if personal data was stolen. The incident forced Orangeville to suspend some services while it rebuilt its network and security measures.
  
• Fort St. John, BC (Feb 2025) – On Feb. 25, 2025, the City of Fort St. John learned that it was under a “cyber incident” that knocked out email, phone lines and internet access across City Hall (brokentypewriter.ca). The city “immediately severed [its] connections to limit unauthorized activity” , but the outage meant residents could not pay bills in person or use online services for days. City officials worked with cyber specialists to restore critical services, highlighting how even smaller municipal governments need robust incident response plans.
  
• Pharmascience (June 2024) – In June 2024 the Quebec-based generic drugmaker Pharmascience disclosed that it had discovered an intrusion in its IT systems on June 1, 2024 (lapresse.ca). The company did not fully detail the attack, but confirmed its systems were compromised. La Presse reported that the incident “recalls the fragility of the country’s drug supply chain”. This shows that critical industries (even pharma) are being targeted by ransomware and other cyber threats.

These incidents underscore the range of victims – from pharmacies and manufacturers to local governments and unions – in the past year.

They show that cybercrime is no longer limited to tech giants; even modest operations can face very costly downtime. In each case above, impacted organizations had to call in outside help (forensic investigators, security consultants, or police) to recover.

“Hackers target small businesses too,” notes a recent BDC report. For example, 73% of small businesses surveyed had already experienced a cyber incident (bdc.ca) – yet many still assume “it won’t happen to me.” Attacks are on the rise with new tactics (AI-enhanced scams, supply chain intrusions, etc.), so awareness is critical in 2025.

Common Cyber Threats (2025)

Canadian small businesses face many of the same threats as larger firms, but often with fewer resources to defend against them. The most common cyber threats today include:

• Phishing & Social Engineering: Phishing (fraudulent emails or messages) remains one of the top entry points for attacks. Victims click a malicious link or attachment, unknowingly installing malware or handing over passwords. The Canadian Cyber Centre warns that “phishing is one of the most reported types of fraud in Canada”, and even sophisticated “spear phishing” (targeted emails to executives) leads to major losses (cyber.gc.ca). New tools make phishing easier: criminals can buy Phishing-as-a-Service kits or use AI chatbots to generate convincing emails. For example, fake invoices or shipping notices often trick employees into entering credentials into fake websites. Beware of unexpected attachments, urgent payment requests, or offers that seem too good to be true. Training your team on the “7 signs of phishing” (suspicious sender, poor spelling, odd URLs, etc.) and encouraging them to verify unusual requests can help stop these scams in their tracks.
  
• Ransomware: Ransomware remains the most disruptive cyber threat for organizations. It involves malware that encrypts your files (or locks systems) and demands payment for the decryption key. The Cyber Centre reports that “ransomware is one of the most disruptive forms of cybercrime facing Canada” (cyber.gc.ca) and that attacks “increased in scope, frequency, and complexity” since 2020. In practice, a single click or unpatched vulnerability can let attackers lock up critical data overnight. Businesses end up paying ransoms or spending huge amounts to restore backups and rebuild systems. The London Drugs and Ganong cases above were ransomware incidents. Without good backups, a single attack can shut you down for days or weeks. To mitigate ransomware, maintain offline backups of all data (see below) and apply patches promptly; this way you can restore systems without paying extortionists (getcybersafe.gc.ca).
  
• AI-Driven Deepfakes and Vishing: Artificial intelligence has given criminals powerful new tools. Voice and video cloning can create “deepfakes” that impersonate real people. In a recent Hong Kong case, fraudsters engineered a video conference with an AI-generated CFO and coworkers, convincing an employee that his real finance team was on the call (globalnews.ca). The victim made 15 wire transfers (totaling HK$200 million, about $35M CAD) before realizing the voices were fake. The U.S. Federal Trade Commission now warns that “someone who sounds just like your friend or family member” may actually be a scammer using AI voice-cloning (npr.org). In short, criminals can mimic CEOs, vendors or even a boss’s voice to request fund transfers or confidential info. The lesson: always verify unusual payment requests through a second channel. For example, confirm any large wire transfer by calling the requester at a known number, or use a pre-agreed secret passphrase on calls. As FTC advises, if you feel even slight doubt (or hear a familiar voice asking for money), “hang up and call the person directly to verify their story” (npr.org).
  
• Weak Passwords & Identity Attacks: Password reuse and easy guesses remain a problem. Even without phishing, attackers use credential stuffing (trying stolen passwords on many sites) and brute-force attacks to compromise accounts. For small businesses, a single leaked password can unlock email, bank logins or cloud storage. Canadian guidance stresses using unique passwords for every account, stored in a password manager , and enabling multi-factor authentication (MFA) wherever possible. This way, even if one password is phished, the attacker still cannot log in without the second factor (text code, app, or security key).
  
• Software & Hardware Vulnerabilities: Unpatched software (like old Windows, Office, or network gear) is a free entry for malware. Cyber-attackers continually exploit known bugs in operating systems or VPNs. If you don’t apply security patches, “cyber criminals can use the vulnerabilities to compromise your device” (getcybersafe.gc.ca). Similarly, Internet-of-Things (IoT) devices (cameras, printers, smart thermostats) often have weak or default passwords. Insecure IoT gadgets can provide backdoors to your network. The Get Cyber Safe guide advises checking a device’s security features and privacy (for example, changing default passcodes) before installing anything in the office.
  
• Business Email Compromise (BEC): This is a form of social engineering where scammers hack or spoof a CEO’s email to authorize bogus invoices. Even without AI, fraudsters have long used email spoofing to trick finance staff. Combined with the rise of remote work and cloud email, BEC is a top threat for small businesses. Always verify any email asking for funds or sensitive changes, and don’t rely solely on the appearance of the email header (it can be faked).

The table below summarizes these threats, their impacts, and key DIY protections:

By understanding these evolving cyber threats (2025), Canadian small businesses can prioritize defenses and spot danger early. The key takeaway: attackers exploit human and technical weak spots. Strengthening processes (like verifying requests) is as vital as technical controls.

Practical DIY Cybersecurity Tips

Small businesses can implement many protections now without spending a fortune. These DIY cybersecurity steps will greatly reduce risk:

• Enable Multi-Factor Authentication (MFA) on every account that supports it. MFA requires a second factor (like an app code, SMS code or hardware key) beyond a password. As the Cyber Centre notes, “even if a criminal gets hold of a password, they will not be able to access the account without the additional factor” (getcybersafe.gc.ca). Protect critical logins – email, online banking, cloud services – with MFA.
  
• Use a Password Manager and Strong, Unique Passwords. Never reuse passwords across accounts. Good password managers (e.g. 1Password, Bitwarden) generate and store complex passwords so you don’t have to remember them all. This way, a breach on one site won’t break into others. For example, if someone phishes your Amazon password, a unique password prevents them from also logging into your email.
  
• Regularly Update Software and Enable Automatic Patches. Keep all PCs, servers, and even smartphones updated with the latest security patches. The Get Cyber Safe guide warns that out-of-date software “can have security vulnerabilities” that give attackers a backdoor. Where possible, turn on automatic updates so patching isn’t forgotten. Also update or replace any unsupported (end-of-life) software and hardware.
  
• Maintain Offline Backups of Your Data. Have full backups of all important files, and store at least one backup offline or offsite (not connected to your network). In a ransomware scenario, a clean backup means you can restore your business operations without paying a ransom. Ideally, automate daily backups and periodically test them. For example, use both cloud backup (like Azure/Google with versioning) and an external drive stored in a safe.
  
• Keep Anti-Virus / Anti-Malware Software Active. Make sure every computer and server has reputable anti-virus or endpoint protection installed and kept up-to-date. While not bulletproof, these tools can catch known malware. Also enable firewalls on devices and network routers to block suspicious traffic.
  
• Train Employees and Enforce Security Policies. People are often the weakest link. Conduct a quick training session or share a checklist so employees know to “not open suspicious attachments” and to recognize phishing signs. Establish a simple internet/email usage policy: for instance, employees should only download trusted software and double-check any unusual payment request (e.g. by phoning the sender). Encourage staff to report any odd emails or problems immediately.
  
• Secure Your Network. Change default credentials on your router, and consider segmenting your network (e.g. separate guest Wi-Fi). Use WPA3 or WPA2 Wi-Fi encryption. Disable remote administration on devices if not needed.
  
• Limit Administrator Privileges. Operate daily work accounts with standard user rights, not administrator/root accounts. Only use admin accounts for system changes. This prevents easy install of malware if a normal user account is compromised.
  
• Monitor and Verify Requests. As mentioned, always independently verify requests for money or sensitive actions. For any unusual wire transfer or data change, call the person making the request. Use pre-agreed secret phrases on calls between executives and finance – a simple step our team at Raxxos strongly recommends. In one real case, attackers used an AI-cloned voice of a CEO to fool a CFO into wiring funds. The scheme was only thwarted because the CFO insisted on the secret phrase that the attacker did not know. Practices like these cut off social-engineering attacks at the pass.

These steps are often called “DIY cybersecurity”: measures you can do yourself in-house. By implementing them, you raise your baseline security dramatically. For example, as the Get Cyber Safe guide advises, use complex passwords and MFA, enable automatic updates, and be cautious with downloads (getcybersafe.gc.ca). Each of these actions addresses one of the major vulnerabilities small businesses have.

DIY vs. Managed IT Services

Some small business owners can handle basic security themselves. A DIY cybersecurity approach means the owner or in-house staff buys security software, applies updates, and follows the tips above. This can work for very simple setups, but it has limits: you may lack 24/7 monitoring, expertise on complex threats, or time to keep up with the latest attacks.

For many SMBs, hiring a Managed IT Services provider is worth considering. An MSP brings in specialized knowledge and resources at a predictable cost. Here’s how DIY security compares to professional management:

When to consider hiring an MSP:

• You lack internal IT staff or expertise.
• You need guaranteed uptime and fast response (e.g. ecommerce site, billing systems).
• You want predictable budgeting (pay one flat monthly fee).
• You must comply with regulations or handle sensitive data (healthcare, finance, etc.).
• You prefer to focus on your business while leaving tech details to pros.

For example, Raxxos Technology Inc. is a Surrey, BC managed IT firm that helps local Canadian businesses. We provide 24/7 helpdesk support, proactive security monitoring, network management, cloud services and more (raxxos.com). Our people-first approach (we’re one of Surrey’s top-rated IT support teams) emphasizes clear communication and fast response.

An MSP like Raxxos can set up and manage firewalls, patch servers overnight, train employees on security, and restore backups after an attack – tasks that are hard to do reliably in-house. When Raxxos manages your IT, you benefit from a whole team of experts and tools that many small businesses could not afford on their own.

DIY or MSP? It’s not all-or-nothing. Many small businesses blend both: they follow the basic DIY tips above, and also partner with an MSP for advanced services (security audits, managed antivirus, incident response, etc.). If you start feeling overwhelmed by technology or security demands, it’s a good signal to reach out for professional help.

Raxxos Insight: Voice-Cloning Scams

One emerging threat we’ve seen up-close involves AI voice cloning. A case in point: fraudsters used AI to mimic a CEO’s voice on the phone, instructing a company CFO to send a large payment. The call sounded nearly identical to the real CEO’s voice. In that incident (fortunately caught in time), the CFO paused and asked for a secret code word that only the real CEO would know.

The scammer didn’t know the code, so no money was sent. This example underlines why we always advise executives to use out-of-band verification or “secret phrases” for money transfers. It’s now common advice: even the U.S. FTC warns that a call sounding like a loved one could actually be a cloned voice and urges people to hang up and verify the story (npr.org). For small businesses, setting simple rules (e.g. “I will never authorize a transfer by phone without code X”) can thwart high-tech scams.

Stay Vigilant and Build Resilience

Cyber threats will keep evolving, but taking action now will greatly strengthen your defenses. Remember: investing in cybersecurity is not just about avoiding losses, it’s about protecting your reputation and customer trust. CIRA reports that businesses suffering breaches face lost customers and revenue as a direct fallout. In fact, 50% of customers say they would stop doing business with a breached company (strongdm.com).

Start by implementing the easy wins above (MFA, updates, backups, training). Review your progress annually or whenever major changes happen (new staff, new software). Keep an eye on reputable sources for small-business security guidance – for example, the Canadian Centre for Cyber Security and GetCyberSafe.ca offer free checklists and updates.

If threats seem daunting, remember that help is available. A managed IT provider can act as your security partner. In Surrey and across the Lower Mainland, Raxxos has helped many local small businesses build cyber hygiene and recover from incidents. Our goal is to make technology understandable and secure so you can run your business with confidence.

In summary: Canadian small businesses cannot afford to ignore cyber threats in 2025. By learning from recent incidents, understanding common threats, and applying basic protections (MFA, updates, backups) along with expert support when needed, you can dramatically reduce your risk. Stay proactive, train your team, and don’t hesitate to seek professional help if a DIY approach is not enough. Cybersecurity is a journey, and taking the first steps now will safeguard your business well into the future.

Sources: Statistics and guidance are drawn from authoritative Canadian and global cybersecurity publications. Wherever possible we’ve linked to original news reports and official guides above to ensure you have the latest, credible information.

Why AI Matters to Small Businesses in Canada Today

What’s more is that AI can level the playing field for local businesses. Nearly half (46%) of Canadian entrepreneurs believe AI will help them compete with larger companies (newswire.ca). By automating tedious tasks and uncovering insights in data, even a 10-person company can punch above its weight. Working with small business clients every day at Raxxos, we’ve seen how quickly AI is changing the game. From chatbots to smarter marketing, these tools can unlock serious efficiency—if you know how to use them right. In this article, I’ll share some examples and tips on using AI without putting your business at risk.

Before diving into the success stories, let’s take a quick look at what embracing AI can mean for your business. The table below highlights how businesses using AI are already outpacing those that aren’t:

Source: GoDaddy Venture Forward 2025 data on Canadian small businesses. These numbers speak volumes: companies that leverage AI feel more optimistic about growth and are even more likely to expand their team, thanks to the productivity and revenue boosts AI provides. 

Now, let’s explore how real businesses, including small and mid-sized companies, are actually using AI to achieve these kinds of results. From AI tools for customer service that delight customers to AI-powered marketing and operations, the examples below illustrate what’s possible for a forward-thinking small business in 2025.

AI-Powered Customer Service: 24/7 Support with a Personal Touch

Imagine being able to offer your customers instant, 24/7 support without hiring an overnight team. That’s what AI-powered chatbots and virtual agents are making possible for small businesses. These AI tools for customer service can handle common questions, help track orders, and even process returns, all in natural language. Businesses are already doing it and the result is happier customers and less strain on their human teams. 

Take the example of e-commerce customer service. Many online stores now use AI chatbots to greet visitors and answer FAQs in real time. One popular platform, Tidio, has a conversational AI agent (“Lyro”) that can automatically handle up to 64% of customer inquiries without human help (slashdot.org). This kind of AI agent pulls information from your knowledge base (like shipping policies or product info) and provides instant answers. If the question is too complex, the AI smoothly hands off the conversation to a human rep, but by that point it has already gathered context to save the agent’s time. 

The impact on customer satisfaction can be striking. In one analysis of 14,000 brands, adding automation to customer support led to faster responses (first replies 37% quicker on average) and a slight increase in customer satisfaction (CSAT) scores (gorgias.com). And with next-generation AI chat agents, the gains are even higher: Assembled, a workforce management provider, reports that companies using AI chat agents have seen 10-15% lifts in CSAT thanks to faster, better support (assembled.com). In other words, customers actually end up more satisfied when an AI handles the easy questions, likely because they get help immediately, while human staff focus on the tougher issues. 

Even well-known firms are embracing this approach. Klaviyo, a marketing automation company, has been exploring AI assistants to complement (and sometimes replace) live chat agents on their customer support team. Early reports suggest that by using AI to instantly answer routine inquiries, Klaviyo improved its support CSAT scores and freed up human agents for high-value interactions. This aligns with industry trends: 85% of customer service leaders plan to pilot conversational AI in 2025 (klaviyo.com), seeing it as the future of customer support. 

From our perspective at Raxxos, this is a win-win scenario. You deliver speedy service to your clients (which they’ll love), and your team gets to focus on complex requests that truly need a human touch. We’ve helped clients set up AI-driven chat support on their websites and saw the volume of after-hours emails plummet overnight – because customers could get answers from a bot at 10pm on a Sunday! The key is to integrate these chatbots with your existing systems (CRM, order databases) so they can give accurate, personalized answers and know when to escalate to a real person. When done right, AI customer service agents can provide small businesses with big-league support capabilities at a fraction of the cost.

Smarter Marketing and Sales: Personalization at Scale with AI

Marketing used to require either guesswork or a big budget for market research. AI is changing that. Today, even a small retail or services business can use AI-driven analytics to understand customer behavior and deliver personalized campaigns. In our conversations with small business owners around Surrey, I often hear a common pain point: “How do I know what my customers really want, and how do I engage them without working 24/7?” AI offers a solution by crunching customer data and automating responses in a way that feels tailored and personal. 

AI for small business marketing often starts with the data you already have – purchase histories, website analytics, email interactions – and finds patterns. For example, AI can segment your customers into groups and help predict what products or services each group is likely to be interested in next. Predictive analytics like this were once the secret sauce of huge corporations, but now platforms like Salesforce, HubSpot, and Klaviyo include these features for all their users. Salesforce’s Einstein AI, for instance, can analyze past customer interactions to identify future buying trends and high-value leads (salesforce.com). One small B2B company, BACA Systems, used AI to automatically summarize customer emails and phone call notes, which helped their sales team focus on the best follow-up opportunities (salesforce.com). Similarly, a real estate firm called Crexi tapped an AI platform to prioritize outreach, letting their sales reps target the most promising prospects instead of chasing cold leads (salesforce.com). The outcome is more efficient sales cycles and higher customer lifetime value. 

Personalization isn’t only for sales – it transforms customer experience, too. E-commerce brands are using AI to personalize what each visitor sees. Think of product recommendations (“Customers like you also bought X”) or tailored email promotions based on browsing history. Done manually, this would be impossible for a small team, but AI automation handles it with ease. The co-founder of fashion retailer Ministry of Supply noted that new AI-driven customer hubs create a “curated one-to-one experience” that he believes is “the future of shopping” (klaviyo.com). In practice, this means when a customer logs into their account, an AI can greet them with their own order status, suggest products that fit their preferences, and even offer support or tips relevant to them. It’s like giving each customer a personal concierge. 

The numbers back up how powerful AI-enhanced marketing can be. GoDaddy recently shared data from thousands of small business websites, and the AI users vastly outperformed the rest: businesses that used GoDaddy’s AI marketing tools saw up to 30% more online sales compared to those that did not (newswire.ca). These AI tools help create targeted ads, optimize email send times, and even adjust website content on the fly. When you can deliver the right message to the right customer at the right time (all automatically), the payoff is higher conversion and retention. No wonder AI for Canadian businesses has become a key strategy to drive growth. 

At Raxxos, we advise our clients to start with one or two marketing AI tools that address a specific need. For example, a local restaurant might use an AI-driven email platform to send automated “happy birthday” discount offers to patrons (personalized engagement that increases loyalty). Or a boutique retail shop could deploy an AI that analyzes point-of-sale data to flag which items are likely to run out next week – so they can proactively run a sale or re-order stock. These small enhancements add up. With AI, marketing and sales automation is no longer a luxury; it’s an accessible advantage to deepen customer relationships and boost revenue, even on a small business budget.

Content Creation and Design: Your AI Copywriter & Designer on Duty

Ever struggle to come up with fresh content for your website, blog, or social media? Many small business owners wear multiple hats – and creating marketing content often gets pushed to the back burner due to lack of time or resources. This is where AI can be a lifesaver (and budget-saver). Modern generative AI tools can produce polished writing and eye-catching designs in a fraction of the time it takes a human, helping even the smallest businesses maintain a professional image online. 

AI tools for content creation have exploded in popularity. Among Canadian entrepreneurs already using AI, a whopping 73% use it for writing tasks like copywriting, 52% use it for summarizing information, and 35% use it to generate content such as images or videos (newswire.ca). In practical terms, this means you can have AI help draft your blog posts, product descriptions, or social media captions. Platforms like ChatGPT or Jasper can generate ideas and first drafts – you just review and tweak to add your personal touch. The result is consistent content output without hiring a full-time writer. For example, you could ask an AI tool to “Write a friendly Facebook post about our new coffee flavors for fall” and get a ready-to-post paragraph within seconds. Many small businesses are already doing this to keep their social channels active and engaging. 

AI isn’t just good with words; it’s getting pretty creative with visuals, too. Need a logo or a flyer but can’t afford a graphic designer? AI design tools (like Canva’s AI features or Adobe’s Sensei) can help generate logos, social media graphics, even video edits based on your prompts. One great success story is Royal City Tile Works, a small tile installation business in Guelph, Ontario. The founder, Jeff Dodge, used GoDaddy’s AI website builder (called GoDaddy Airo) to create a dynamic, professional website for his new business without having to hire a web designer. He said using the AI was “like having an experienced web designer sitting beside you” (newswire.ca) – it guided him through choosing layouts, colors, and even wrote polished text for the site. The end result looked as if a pro agency built it, but Jeff did it himself in a short time. This authentic example shows how AI empowers entrepreneurs to punch above their weight in branding and design. 

The payoff from AI-assisted content is not just a prettier website – it’s more traffic and engagement. GoDaddy’s data revealed that small businesses who leveraged AI for creative tasks saw significant jumps in their online visibility. Websites that used AI to create their logo and branding got up to 45% more web traffic than those that didn’t (newswire.ca). And businesses that let AI generate some of their social media posts experienced 81% more Instagram impressions and 18% more Facebook impressions on average (newswire.ca). Those are huge increases in reach, driven largely by consistent, quality content and efficient use of keywords/hashtags (AI is very handy at optimizing those details for you!). In short, AI can help you market like a pro – designing eye-catching materials and writing click-worthy copy – without the need for a big marketing department. 

From the Raxxos perspective, we often encourage clients to try these content AI tools for routine needs. AI automation in content creation means, for example, a dentist’s office can auto-generate a monthly blog post about dental hygiene tips, or a local tour company can quickly produce a YouTube video script highlighting seasonal attractions. This keeps their audience engaged continuously. Of course, you’ll want to review AI-generated content to ensure it matches your brand voice and is factually correct, but that’s a quick edit job compared to writing from scratch. By offloading first-draft duties to AI, small business owners free up time to focus on strategy and personal interactions – the areas where your human touch matters most.

Streamlining Operations: AI Behind the Scenes in Inventory, Finance, and More

Not all AI wins are as flashy as a talking chatbot or a snazzy social post. Some of the biggest returns come from AI automating the behind-the-scenes tasks that keep a business running. Think inventory management, scheduling, bookkeeping, customer analytics – the “unseen” work that often eats up hours of a small business owner’s week. Here’s the good news: AI is really, really good at number crunching, pattern recognition, and repetitive workflows. By deploying AI in these operational areas, small businesses can save a ton of time and money, and reduce human error to boot. 

Consider inventory and supply chain management. A small retail business in Montreal (profiled in a Canadian AI case study) faced chronic challenges with stockouts and overstocking, hurting their cash flow. By partnering with an AI solutions provider, they implemented a forecasting tool that analyzed sales trends, seasonality, and even local events and weather.

The AI started predicting which products would surge or slow down, allowing the owner to optimize orders. The outcome was less wasted inventory and far fewer “sorry, we’re out of that item” moments for customers. This scenario echoes what we see broadly: AI can automate repetitive tasks and improve efficiency in operations (bdc.ca).

In the BDC’s 2024 study, 27% of business owners using AI said it directly led to reduced operating costs – often by streamlining inventory, scheduling, or production processes – and 22% said AI reduced their need to hire additional staff for routine work (bdc.ca). For a small business, that’s huge. It means you can grow or reallocate your existing team to more important jobs, instead of bringing on extra hands just to handle administrative load. 

Another area where AI shines is data analysis and decision support. Small companies often don’t have a dedicated analyst to sift through sales figures or customer feedback for insights. Now AI tools can do the heavy lifting. For example, Bombardier (a large manufacturer) used a low-code AI tool to break down data silos and run predictive analyses on their sales data (salesforce.com).

If AI can help a company that complex, imagine what it can do for a lean small business with simpler datasets. Even without an in-house data guru, you can use AI services (many are built into software you may already use) to automatically generate reports and answer questions like “Which product is most profitable this month?” or “What factors are driving my online ad traffic?”. We had a client – a local e-commerce store – who started using an AI analytics add-on for their Shopify site. It began highlighting customer trends (like “customers who buy product A often buy product B two weeks later”) that the owner had never noticed. This insight led them to create a targeted cross-sell promo, which immediately bumped up their average order value. The owner joked, “It’s like I suddenly have a data scientist on staff, but one that works 24/7 and doesn’t require a salary.” 

Even mundane office tasks are being simplified. AI scheduling assistants can handle the back-and-forth of setting appointments via email. Accounting software now uses AI to categorize expenses or flag anomalies (potentially catching fraud or errors faster). And customer service platforms offer AI “triage” that sorts incoming emails or tickets by urgency so you address the most critical ones first. These improvements may seem small individually, but together they create a more efficient, responsive operation. Small efficiencies add up – save 15 minutes here, 30 minutes there – and suddenly you’ve freed a few hours each week. 

From an IT management standpoint, Raxxos has been leveraging AI to help our clients in Langley, Surrey, and the rest of the Lower Mainland run smoother. We use AI-powered monitoring tools that keep an eye on our clients’ networks and systems after hours.

These smart systems detect anomalies (like a server acting weird or unusual login attempts) and alert us instantly – or sometimes even take automated action to prevent an issue. For example, one client’s office network was targeted by an automated malware attack at 2 AM; our AI-driven security software identified the malicious behavior and blocked the threat in real time (pymnts.com), well before it could do damage.

The next morning, the business owner got a report of the incident, and importantly, their operations were never disrupted. This kind of proactive defense used to be available only to big companies with dedicated security teams, but AI has democratized it. Now any small business can afford enterprise-grade protection by using AI-based cybersecurity tools (many of which are available as affordable subscriptions). It’s a great example of how AI in operations – whether it’s inventory or IT security – gives small businesses new levels of control and resilience.

The Raxxos Approach: Partnering to Harness AI for Your Business

With all these exciting possibilities, it’s natural to also feel a bit overwhelmed. You might be thinking: “Which AI tools do I choose? How do I implement them correctly? What about security and training my staff?” 

This is where having a trusted IT partner comes in. At Raxxos Technology Inc., our philosophy is that technology (including AI) should serve your business strategy, not complicate it. As a local provider of Managed IT Services with headquarters in Surrey, BC, we see ourselves as an extension of your team – helping you choose, implement, and manage tech solutions that make sense for your operations. 

When it comes to AI, our experience managing IT infrastructure and consulting for our clients has taught us a few key principles, as its not completely different than evaluating a traditional software business stack:

• Start with a specific pain point or goal. We work with clients to identify areas where AI can have an immediate impact. Maybe it’s reducing your customer support response times, automating your email newsletters, or tightening your network security. By zeroing in on a goal (e.g. “handle more after-hours customer inquiries” or “cut weekly inventory processing time in half”), we can pick the right AI tool for the job and measure its success.
  
  
• Integrate AI into your existing workflows. AI works best when it’s woven into the software and processes you already use, rather than standing alone. Our team helps ensure that your AI chatbot is connected to your ticket system, or that your new AI analytics tool pulls data from your sales platform. This integration is crucial so that the AI outputs are relevant and actionable. We’ve helped a local service company connect an AI scheduling assistant to their Outlook calendar, for example, so appointments magically appear without anyone on staff lifting a finger. It wasn’t about changing how they worked – just doing the busywork for them.
  
  
• Keep the human in the loop. One of Raxxos’s core beliefs is that AI should augment, not replace, the human element that makes your business unique. We help you set up AI with proper oversight: dashboards that let you review AI-generated content before publishing, alerts that notify you when the AI encounters something it can’t handle, and policies for when a customer should be handed to a human agent. This maintains quality control and builds trust in the AI system among your team. For instance, when deploying an AI customer service agent, we usually start it in a “assist mode” (suggesting answers for a human to approve) until it learns your business well enough – only then do we let it reply directly to customers. Your staff gradually comes to trust the AI as a coworker, not a threat to their jobs.
  
  
• Stay secure and compliant. AI tools are powerful, but they also need to be managed with security in mind – especially when customer data is involved. Raxxos ensures that any AI integrations follow cybersecurity best practices. We implement AI-powered security measures for clients as well, like advanced email filters that use machine learning to detect phishing attempts (far more accurately than standard filters). We understand the data privacy regulations in Canada and make sure your use of AI stays on the right side of them. Our role is to handle the technical complexity so you can enjoy the benefits worry-free.

In short, we don’t just drop some software into your lap and leave – we partner with you through the entire AI journey. From selecting the right vendor (there are many AI tools out there!) to configuration, staff training, and ongoing support, Raxxos is here to make AI adoption smooth and effective. We also draw on our network and experience to share best practices. For example, we often host short workshops for our clients’ teams on topics like “Using AI tools to save time on routine tasks” or “How to interpret AI-driven reports”. This empowers your employees to get comfortable with AI and even champion new ideas. 

Our ultimate goal is to help Canadian business owners use technology to drive success. AI is simply the latest tool in that mission. We’ve seen how a bit of automation or a dash of predictive insight can transform a business owner’s day-to-day life – freeing them from grinding tasks and allowing them to focus on growth, innovation, and customer relationships. That’s the real promise of AI, and we’re excited to help our clients realize it.

Conclusion: Embrace the AI Opportunity – We’re Here to Help

The case studies and examples we’ve explored paint a clear picture: AI is no longer a distant future concept; it’s a present-day advantage for businesses of all sizes. Whether it’s an AI chatbot resolving customer issues in minutes, a smart algorithm predicting your next hot-selling product, or a creative AI tool designing your new logo, these technologies are helping small businesses achieve results that would have been unimaginable just a few years ago. Crucially, they’re doing so in a way that is accessible and often surprisingly affordable for the average business owner. 

So what are the key takeaways for a small business owner in Canada? First, AI can save you time and money by automating repetitive tasks – think of it as an extra pair of (virtual) hands on deck. Second, AI can help you grow revenues through better customer engagement, whether by personalized marketing or improved service that keeps customers coming back. Third, adopting AI early can give you a competitive edge in your niche, helping you stand out against larger competitors. And lastly, you don’t have to do any of this alone. With the right guidance and support, implementing AI is not only doable – it can be smooth and even fun. 

At Raxxos Technology, we’re passionate about demystifying AI and putting its power into the hands of our local business community. We believe that with the proper strategy and support, AI for small business becomes a game-changing tool, not a gimmick. Our message to fellow business owners is simple: you have the opportunity to innovate and streamline like never before. The successful real-world examples we’ve discussed are not out of reach – they’re happening all around, and your business could be the next success story. 

Ready to explore how AI could work for your company? Let’s talk. As a leading Managed IT Services provider in Surrey, Raxxos can evaluate your needs, recommend the right AI solutions, and handle the technical heavy lifting to get them up and running. We’ll ensure everything is secure, seamless, and tailored to your goals. Whether you’re curious about adding an AI chatbot to your website, using AI analytics to find new sales opportunities, or any other idea from this article, our team is here to help you make it a reality. 

Get in touch with Raxxos today to start a conversation about bringing the benefits of AI into your business. Together, we can craft an AI game plan that keeps you ahead of the curve and drives your success in the years to come. The future of business technology is here – and it’s an exciting time to innovate. Don’t miss out on the AI advantage. Let us help you harness it and take your small business to new heights! (Give us a call or drop by our Surrey office anytime – we’re always happy to chat about the latest tech over a cup of coffee!)

That’s not really how it works.

Let me show you what’s actually happening behind the scenes at Raxxos when you’re home sleeping and we’re watching over your business technology from our office in Cloverdale, Surrey.

What Monitoring Actually Means

Think of it like a really smart security system for your technology. Except instead of watching for burglars, we’re watching for signs that your computers, servers, and network might be getting sick.

Your computer is constantly creating data about how it’s performing. How much memory it’s using, how hot the processor is getting, whether the hard drive is responding normally.

We capture all that data and feed it into monitoring software that knows what normal looks like for your specific setup.

When something starts looking abnormal, the system alerts us immediately. And I mean immediately – usually within minutes of a problem starting.

A Real Example From Last Week in Surrey, BC

Last Saturday at 2:47 AM, our monitoring system detected that one of our Surrey, BC client’s servers was running low on disk space. Not completely full, just getting close.

Most businesses wouldn’t notice this until the following Monday when employees started getting error messages trying to save files. By then, people would be frustrated and potentially losing work.

Instead, our technician got an alert on his phone. He remotely connected to the server from his location, cleaned up some old log files, and scheduled a proper disk cleanup.

The business owner never knew anything happened. His employees came to work Monday morning and everything worked perfectly.

The Types of Things We Watch For

Our monitoring systems track hundreds of different metrics, but here are the big ones that actually matter for your business…

Server Health

• Is the server responding to requests normally?
• Are all the important services running?
• Is memory usage climbing toward dangerous levels?
• Are there any failed login attempts that might indicate someone trying to break in?

Network Performance

• Is internet speed what it should be?
• Are there any devices on the network that shouldn’t be there?
• Is the firewall blocking suspicious traffic?
• Are backups completing successfully every night?

Individual Computer Issues

• Hard drives showing early signs of failure
• Software that’s stopped responding but hasn’t crashed yet
• Security updates that failed to install
• Antivirus software that’s stopped working

The Stuff That Breaks Gradually

This is where monitoring really shines. Most technology problems don’t happen suddenly – they develop slowly over weeks or months.

Your server might start taking 5% longer to respond to requests. Then 10% longer. Then 15%. By the time you notice it’s slow, it’s been degrading for months.

Our monitoring catches that 5% slowdown and alerts us to investigate. Maybe the hard drive is starting to fail. Maybe there’s a memory leak in some software. Maybe the server just needs more RAM because your business has grown.

What Happens When We Get An Alert

Let’s say it’s 3 AM and our monitoring system detects that your email server isn’t responding properly.

The alert goes to our on-call technician’s phone. They get detailed alert that tells them exactly what’s wrong and how urgent it is.

They can usually tell immediately if this is something that needs to be fixed right now or if it can wait until morning. A completely down email server gets fixed immediately. A server that’s running a little slower than normal might get investigated first thing in the morning.

If it needs immediate attention, they connect remotely and start troubleshooting. They have access to all the diagnostic tools and can usually fix the problem without ever coming to your office.

This is different from basic IT support where you have to call and wait for someone to get back to you. Our Langley & Surrey tech support team can address issues immediately, often fixing problems before they affect your business operations.

Most of the time, your email is working normally by the time you check it at 7 AM. You never knew there was a problem.

The Difference Between Monitoring and Checking

Some IT companies will tell you they “monitor” your systems, but what they really mean is they check on things once a week or once a month.

Real monitoring through our Langley & Surrey IT support services is continuous. Our systems check your servers every few minutes around the clock. If something goes wrong at 11:47 PM on a Saturday, we know about it by 11:50 PM.

We also keep historical data going back months. So when something does go wrong, we can see exactly when it started and what might have caused it.

Why This Prevents Bigger Problems

Here’s a story that shows why monitoring matters for Langley businesses…

One of our clients runs a small manufacturing business in the Township of Langley. Their main server handles inventory, order processing, and payroll – basically everything important for their growing operation.

Our monitoring started showing that the server’s main hard drive was developing bad sectors. This wasn’t causing any problems yet, but it was a warning sign that the drive might fail soon.

We scheduled a hard drive replacement for the following weekend. Ordered the new drive, backed up everything, and our technician drove over from Cloverdale to swap it out on Saturday morning.

The old drive completely failed two weeks later. If we hadn’t been monitoring and replaced it proactively, that Langley business might have been down at a critical moment.

Of course they had backups, but not all backups recover immediately – it could have been an hour or two to restore it. And honestly, most IT companies don’t check backups often enough. That’s why we even monitor our backups. Our top -ier backup systems actually simulate a backup recovery every single night! But that’s for another article.

What We Don’t Do

We’re not watching your personal stuff or spying on your employees. The monitoring systems only look at technical performance data.

We can see that someone’s computer is using a lot of memory, but we can’t see what websites they’re visiting or what documents they’re working on.

We can see that your email server processed 347 messages yesterday, but we can’t read any of those messages.

The monitoring is focused entirely on keeping your technology healthy and secure, nothing else.

The Tools We Actually Use

Our monitoring software runs in the cloud. These systems connect to small monitoring agents installed on your computers and servers.

The agents are lightweight – they use less resources than a typical web browser. You’ll never notice them running.

They collect performance data and send it back to our monitoring servers every few minutes. If the internet connection goes down, they store the data locally and send it once connectivity is restored.

We use different monitoring tools for different things. Server monitoring, network monitoring, security monitoring, backup monitoring. Each tool is specialized for what it does best.

The Human Side of Monitoring

Even with all this automation, there’s still a human element. Our technicians review the monitoring data regularly to look for trends and patterns.

Maybe your server CPU usage has been gradually increasing over the past six months. The individual daily increases are too small to trigger alerts, but the overall trend suggests you’ll need more processing power soon – especially important for growing Surrey, BC and Langley, BC businesses that are scaling up their operations.

Or maybe we notice that certain types of network errors happen more often on rainy days. That might indicate a physical cable problem that only shows up when moisture gets into something – not uncommon in our Pacific Northwest climate.

This kind of pattern recognition helps us prevent problems before they become emergencies.

What This Means for Your Langley or Surrey Business

The goal of all this monitoring isn’t to impress you with fancy technology. It’s to keep your business running smoothly whether you’re located in Willoughby, Cloverdale, Newton, or anywhere else in the Fraser Valley.

When your employees come to work in the morning, their computers start up quickly. The network is responsive. Email works. The database is available. Everything just works like it’s supposed to.

You don’t get surprise IT emergencies that shut down your business for half a day. You don’t lose important data because a hard drive failed without warning. You don’t have angry customers because your payment processing system went down during the lunch rush.

The Real Value for Local Businesses

Most businesses in Langley, BC and Surrey, BC think about IT support as something you call when things break. But monitoring flips that around – we fix things before they break.

Your employees stay productive because their technology works reliably. You avoid the stress and cost of emergency repairs. You can plan IT upgrades and maintenance during convenient times instead of dealing with crises.

Since we’re located right in Cloverdale on the Surrey & Langley border, we can respond quickly for any on-site work that might be needed. But most of the time, our remote monitoring and repair capabilities mean problems get solved before you even notice them.

When we tell you that Raxxos provides 24/7 monitoring for your business, we mean that your technology is being watched over by professional tools and experienced technicians around the clock.

While you’re sleeping, we’re making sure you’ll have a good day at work tomorrow.

Most people have no idea what happens on the other end.

Today I’m going to walk you through exactly what happens at Raxxos when someone calls our Langley & Surrey managed IT services team with a problem.

This is the real process, from start to finish.

The Call For IT Support Comes In

Let’s say Sarah from accounting at a Surrey, BC manufacturing company calls because her computer is running super slow and she can’t open Excel. She’s frustrated because she has a deadline in two hours.

Our phone system at our Cloverdale, Surrey office immediately shows us who’s calling. We can see Sarah’s name, her company, what computer she uses, and her recent ticket history, and even company-wide ticket history, before we even pick up.

This is part of what makes our IT support team so efficient – we already know your setup and history before the conversation starts.

The first thing our technician does is listen.

Sarah might say “my computer is broken” but we need to figure out what’s actually happening. Is it slow to start up? Freezing when she opens certain programs? Blue screen of death?

We ask specific questions that might sound basic but they help us narrow down the problem fast…

• When did this start happening?
• Is it happening with all programs or just Excel?
• Did anything change recently – new software, updates, anything?
• Can you still access your email and internet?

Each answer eliminates whole categories of possible problems.

The Ticket Gets Created

While we’re talking to Sarah, we’re already creating a support ticket in our system. This is how we make sure nothing falls through the cracks.

The ticket includes:

• Exact description of the problem in Sarah’s words
• Her computer specs and network information
• Priority level based on how this affects her work
• Initial troubleshooting steps we want to try

We also check if other people at her company have reported similar issues. Sometimes what looks like one person’s computer problem is actually a server issue affecting everyone.

This systematic approach comes from our founder Kelly’s background working with major Langley and Surrey based dealership groups like Wolfe Auto Group and Trotman Auto Group. In those fast-paced environments, when technology goes down, it’s very expensive.

Every minute counts, so we can’t afford to be random with our approach.

Remote Access and Quick Checks

Most of the time, we can connect to Sarah’s computer in Surrey remotely while she’s still on the phone from our Cloverdale office.

We start with the obvious stuff first. Is her computer actually slow or is it just Excel that’s being weird? We open a few other programs to test.

We check her available memory, see what programs are running in the background, and look for any error messages she might not have noticed.

Most of the time, we find the problem in the first five minutes. Maybe Excel has been running for three weeks straight and just needs to be restarted. Or there’s a Windows update that downloaded but never finished installing.

When It’s Not That Simple

If the quick fixes don’t work, we move to deeper troubleshooting. This is where having access to professional tools makes a huge difference.

We can see her computer’s performance over the past week. Did something change on Tuesday that started causing problems? We can literally see when the performance dropped.

We check the event logs – these are like a diary your computer keeps of everything that happens. Most people don’t know these exist, but they tell us exactly when something went wrong and often why.

Sometimes we need to run diagnostic tools that take a few minutes. We explain what we’re doing so Sarah doesn’t think we just disappeared.

The Fix (Or The Plan)

Let’s say we find that Sarah’s hard drive is starting to fail. The computer isn’t broken yet, but it’s going to be soon.

We have a choice here. We could just restart her computer and tell her it’s fixed. It would work for maybe another week or two.

Instead, we explain what’s happening. Her hard drive is wearing out and needs to be replaced. We can do it over the weekend so she doesn’t lose any work time.

We help her back up her important files right now, just in case. We also set up a temporary fix so she can finish her Excel project today.

Documentation and Follow-Up

After we hang up with Sarah, the work isn’t done.

We update the ticket with exactly what we found and what we did to fix it. If another technician needs to help Sarah next time, they can see the whole history.

We also flag her computer for that hard drive replacement. Our system will automatically remind us to order the part and schedule the work.

If this was a complex problem, we might set a follow-up reminder to check with Sarah in a day or two. Make sure the fix actually worked and she hasn’t had any other issues.

Why This IT Support Process Matters

You might wonder why we don’t just tell everyone to restart their computer and call back if it doesn’t work. Some Langley & Surrey IT support companies do exactly that.

The difference is that our proactive managed IT services approach means we’re trying to solve the actual problem, not just make the symptoms go away for a while.

When Sarah called about her slow computer, we could have just restarted it. The computer would have run better for a few days. But then her hard drive would have failed completely on a random Tuesday, and she would have lost all her work.

What You Can Do To Help

The better information you give us upfront, the faster we can fix your problem.

Don’t just say “my computer is broken.” Tell us exactly what you were doing when it stopped working. Were you opening a file? Printing something? Installing an update?

If you see any error messages, don’t just click “OK” and forget about them. Take a screenshot or write down what it said.

And please don’t restart your computer before calling us unless we ask you to. Sometimes the error messages or symptoms help us figure out what’s wrong.

The Human Side Of Our IT Support

Here’s something most people don’t realize… we actually want to solve your problem as much as you do.

When someone calls frustrated because they can’t get their work done, we feel that pressure too. We’re not just checking boxes or following scripts.

We know that Sarah has a deadline in two hours. We know that when the computer in the reception area stops working, patients start getting upset. We know that when the server goes down at a Langley, BC auto dealership, the whole sales process basically stops.

This understanding comes from our years of providing helpdesk support to businesses throughout Surrey, BC and Langley, BC – we’ve seen how technology problems affect real business operations.

That’s why we ask all those questions and take the time to figure out what’s really wrong. Because a five-minute fix now is better than a five-hour emergency repair next week.

What Happens Next

After Sarah’s call, her ticket stays open until we’ve completely resolved everything. If we need to replace that hard drive, we’ll schedule it and follow up.

We also add what we learned to our knowledge base. If someone else calls with the same symptoms, we’ll be able to fix it even faster next time.

Sometimes we’ll notice patterns too. If three people call about slow computers in one week, maybe there’s a bigger issue we need to investigate.

The goal isn’t just to fix individual problems. It’s to keep your whole technology system running smoothly so you can focus on your actual work.

When you call Raxxos for IT support, you’re not just getting someone to restart your computer. You’re getting a whole process designed to actually solve problems and prevent them from happening again.

That’s what you’re paying for with our Langley & Surrey managed IT services, and that’s what makes the difference between good tech support and just okay tech support.