In an increasingly digitized world, cybersecurity has become a paramount concern for individuals and businesses alike. The threat landscape is always evolving with new vulnerabilities and attack vectors. Read more
Moving can be a chaotic and stressful time when it comes to handling your valuable technology. Whether you are performing a home or office move, it is essential to take extra care both with fragile items and when packing and moving your devices and other tech items.
To help you navigate this process smoothly, we have put together a handy checklist. Use this to help ensure your technology remains safe and sound during the move.
Back Up Everything Before the Move
Before you start disassembling your technology, make sure to back up all your data. Create copies of important files, documents, photos and any other irreplaceable information. You can either use an external hard drive, cloud storage or both. By doing this, you will have peace of mind knowing that you have protected your data in case something unfortunate happens during the move and your files will be intact.
Organize and Label Cables
We all know the struggle of untangling a mess of cables. This is true especially when you are eager to set up your devices in the new place. To avoid this headache, take the time to organize and label your cables before packing.
Use cable ties or twist ties to keep them neatly bundled. Attach labels to identify which cable belongs to which device. This simple step will save you a lot of time and frustration later on.
Pack Devices Carefully
When packing your devices, opt for their original boxes whenever possible. If you have the storage space, this is why you don’t want to toss those out. The original packaging is designed to provide the best protection during shipping. There are usually specific compartments to secure each component.
If you don't have the original boxes, use sturdy cardboard boxes. Wrap each device in bubble wrap or anti-static foam to prevent any damage. Fill any empty spaces in the boxes with packing peanuts or crumpled paper to ensure a snug fit.
Remove Ink Cartridges and Batteries
It might seem easier to just load up your printers “as is” to move them. That is not a good idea. For printers and devices that use ink, it is crucial to remove those cartridges. Do this before packing the devices. Ink cartridges can leak or dry out during transit. This can cause a mess or render them useless.
Remove batteries from devices such as laptops, cameras or remote controls. This precaution prevents accidental power-on and potential damage during the move. Pack the cartridges and batteries separately in sealed bags and label them.
Take Photos of Cable Connections
Before unplugging cables from your devices, snap a quick photo of the connections. This visual reference will be very helpful when it is time to set up everything at your new location. You won't need to worry about remembering which cable goes where and won’t need to spend hours trying to figure it out. Simply refer to the photos and you will be back up and running in no time!
Pack Your Wi-Fi Equipment Separately
Reconnecting to the internet is usually one of the first things done for both home and office moves. To make it easier, pack all your Wi-Fi network equipment separately from other items.
This includes your modem, router, ethernet cables and other network connectors. Clearly label the box “Wi-Fi Equipment” so you will know right where to go first to get online.
Secure Fragile Screens
Are you moving devices with delicate screens such as TVs or monitors? Take extra precautions to protect them from scratches and cracks.
Place a soft cloth or microfiber cloth over the screen. Secure it with elastic bands or tape. This barrier will shield the screen from any accidental contact during transit. Additionally, make sure to pack these items in a vertical position to reduce the risk of damage.
Inform the Movers about Fragile Items
When enlisting professional movers, be sure to be clear about your technology. Inform them about the fragile nature of your devices and other tech items. Clearly label the boxes containing your valuable devices as "fragile." Provide any necessary instructions to handle them with care. By communicating your concerns up front, you reduce the chances of accidents while moving.
Test Everything After the Move
If you have moved offices, you don’t want to find out about problems on a busy Monday morning. Once you have moved your technology and reconnected cables, turn your devices on. Test them to ensure they work as usual and are not damaged.
Something may not look damaged on the outside. That doesn’t mean that there isn’t internal damage. You want to know this up front so you can file a claim and call in an IT service professional to help.
Need Help with a Safe Technology Move?
Moving can be a hectic and challenging process when moving office tech. With the right approach, you can ensure the safety of your devices from point A to point B.
Need help from the pros to move your technology securely? Give us a call today to schedule a chat.
As cyber threats continue to increase, businesses must take proactive steps (like threat modeling). They need to protect their sensitive data and assets from cybercriminals. Threats to data security are persistent and they come from many different places.
Today’s offices are digitally sophisticated. Just about every activity relies on some type of technology and data sharing. Hackers can breach these systems from several entry points. This includes computers, smartphones, cloud applications and network infrastructure.
It is estimated that cybercriminals can penetrate 93% of company networks.
One approach that can help organizations fight these intrusions is threat modeling. Threat modeling is a process used in cybersecurity. It involves identifying potential threats and vulnerabilities to an organization's assets and systems.
Threat modeling helps businesses prioritize their risk management and mitigation strategies. The goal is to mitigate the risk of falling victim to a costly cyber incident.
Here are the steps businesses can follow to conduct a threat model.
Identify Assets That Need Protection
The first step is to identify assets that are most critical to the business. This includes sensitive data, intellectual property or financial information. What is it that cybercriminals will be going after?
Don’t forget to include phishing-related assets such as company email accounts. Business email compromise is a fast-growing attack. It capitalizes on breached company email logins.
Identify Potential Threats
The next step is to identify potential threats to these assets. Some common threats could be cyberattacks such as phishing. Others would be ransomware, malware or social engineering.
Another category of threats could be physical breaches or insider threats. This is where employees or vendors have access to sensitive information.
Remember that threats aren’t always malicious. Human error causes approximately 88% of data breaches. So, ensure that you are aware of mistake-related threats such as:
- The use of weak passwords
- Unclear cloud use policies
- Lack of employee training
- Poor or non-existent BYOD policies
Assess Likelihood and Impact
Once you have identified potential threats, take the next step. This is to assess the likelihood and impact of these threats. Businesses must understand how likely each threat is to occur as well as the potential impact on their operations, reputation and financial stability. This will help rank the risk management and mitigation strategies.
Base the threat likelihood on current cybersecurity statistics as well as a thorough vulnerability assessment. It is best this assessment is performed by a trusted 3rd party IT service provider. If you are doing your assessment with only internal input, you are bound to miss something.
Prioritize Risk Management Strategies
Prioritize risk management strategies next. Base this on the likelihood and impact of each potential threat. Most businesses can’t tackle everything at once due to time and cost constraints. So, it is important to rank solutions based on the biggest impact on cybersecurity.
Some common strategies to consider include implementing:
- Access controls
- Firewalls
- Intrusion detection systems
- Employee training and awareness programs
- Endpoint device management
Businesses must also determine which strategies are most cost-effective. They should also align with their business goals.
Continuously Review and Update the Model
Threat modeling is not a one-time process. Cyber threats are constantly evolving. Businesses must continuously review and update their threat models. This will help ensure that their security measures are effective as well as aligned with their business objectives.
Benefits for Businesses
Threat modeling is an essential process for businesses to reduce their cybersecurity risk. Identifying potential threats and vulnerabilities to their assets and systems is important. It helps them rank risk management strategies as well as reduce the likelihood and impact of cyber incidents.
Here are just a few of the benefits of adding threat modeling to a cybersecurity strategy.
Improved Understanding of Threats and Vulnerabilities
Threat modeling can help businesses gain a better understanding of specific threats. It also uncovers vulnerabilities that could impact their assets. It identifies gaps in their security measures and helps uncover risk management strategies.
Ongoing threat modeling can also help companies stay out in front of new threats. Artificial intelligence is birthing new types of cyber threats every day. Companies that are complacent can fall victim to new attacks.
Cost-effective Risk Management
Addressing risk management based on the likelihood and impact of threats reduces costs. It can optimize company security investments. This will help ensure that businesses divide resources effectively and efficiently.
Business Alignment
Threat modeling can help ensure that security measures align with the business objectives. This can reduce the potential impact of security measures on business operations. It also helps coordinate security, goals and operations.
Reduced Risk of Cyber Incidents
By implementing targeted risk management strategies, businesses can reduce risk. This includes the likelihood and impact of cybersecurity incidents. This will help to protect their assets. It also reduces the negative consequences of a security breach.
Get Started with Comprehensive Threat Identification
Wondering how to get started with a threat assessment? Our experts can help you put in place a comprehensive threat modeling program. Give us a call today to schedule a discussion.
Cloud account takeover has become a major problem for organizations. Think about how much work your company does that requires a username and password. Employees end up needing to log into many different systems or cloud apps.
Hackers use various methods to get those login credentials. The goal is to gain access to business data as a user as well as launch sophisticated attacks and send insider phishing emails.
How bad has the problem of account breaches become? Between 2019 and 2021, account takeover (ATO) rose by 307%.
Doesn’t Multi-Factor Authentication Stop Credential Breaches?
Many organizations and individuals use multi-factor authentication (MFA). It is a way to stop attackers that have gained access to their usernames and passwords. MFA is very effective at protecting cloud accounts and has been for many years.
It is that effectiveness that has spurred workarounds by hackers. One of these nefarious ways to get around MFA is push-bombing.
How Does Push-Bombing Work?
When a user enables MFA on an account, they typically receive a code or authorization prompt of some type. The user enters their login credentials. Then the system sends an authorization request to the user to complete their login.
The MFA code or approval request will usually come through some type of “push” message. Users can receive it in a few ways:
- SMS/text
- A device popup
- An app notification
Receiving that notification is a normal part of the multi-factor authentication login. It is something the user would be familiar with.
With push-bombing, hackers start with the user’s credentials. They may get them through phishing or from a large data breach password dump.
They take advantage of that push notification process. Hackers attempt to log in many times. This sends the legitimate user several push notifications (one after the other).
Many people question the receipt of an unexpected code that they didn’t request. However, when someone is bombarded with these, it can be easy to mistakenly click to approve access.
Push-bombing is a form of social engineering attack designed to:
- Confuse the user
- Wear the user down
- Trick the user into approving the MFA request to give the hacker access
Ways to Combat Push-Bombing at Your Organization
Educate Employees
Knowledge is power. When a user experiences a push-bombing attack it can be disruptive and confusing. If employees have education beforehand, they will be better prepared to defend themselves.
Let employees know what push-bombing is and how it works. Provide them with training on what to do if they receive MFA notifications that they didn’t request.
You should also give your staff a way to report these attacks. This enables your IT security team to alert other users. They can then also take steps to secure everyone’s login credentials.
Reduce Business App “Sprawl”
On average, employees use 36 different cloud-based services per day. That is a lot of logins to keep up with. The more logins someone needs to use means the greater the risk of a stolen password.
Take a look at how many applications your company uses. Look for ways to reduce app “sprawl” by consolidating. Platforms like Microsoft 365 and Google Workspace offer many tools behind one login. Streamlining your cloud environment improves security and productivity.
Adopt Phishing-Resistant MFA Solutions
You can thwart push-bombing attacks altogether by moving to a different form of MFA. Phishing-resistant MFA uses a device passkey or physical security key for authentication.
There is no push notification to approve with this type of authentication. This solution is more complex to set up but it is also more secure than text or app-based MFA.
Enforce Strong Password Policies
For hackers to send several push-notifications, they need to have the user’s login. Enforcing strong password policies reduces the chance that a password will get breached.
Standard practices for strong password policies include:
- Using at least one upper and one lower-case letter
- Using a combination of letters, numbers and symbols
- Not using personal information to create a password
- Storing passwords securely
- Not reusing passwords across several accounts
Put in Place an Advanced Identity Management Solution
Advanced identity management solutions can also help you prevent push-bombing attacks. They will typically combine all logins through a single sign-on solution. Users then have just one login and MFA prompt to manage instead of several.
Additionally, businesses can use identity management solutions to install contextual login policies. These enable a higher level of security by adding access enforcement flexibility. The system could automatically block login attempts outside a desired geographic area. It could also block logins during certain times or when other contextual factors aren’t met.
Do You Need Help Improving Your Identity & Access Security?
Multi-factor authentication alone isn’t enough. Companies need several layers of protection to reduce their risk of a cloud breach.
Are you looking for some help to reinforce your access security? Give us a call today to schedule a chat.
Data visualization is a powerful tool for communicating complex data. It presents it in a simple and easily understandable format. However, it is not enough to simply create a graph or chart and call it a day. To truly make use of information, it is important to create insightful reports. These reports effectively communicate the story behind the data.
Insightful reports help decision-makers understand key trends and patterns, identify areas of opportunity and make informed decisions. If analytics graphs and bar charts are only telling part of the story, it can lead people to wrong decisions.
Creating holistic and insightful reports requires the use of several data points. One tool that enables this is Microsoft Power BI.
What Is Microsoft Power BI?
Microsoft Power BI is a business intelligence tool. It allows you to connect many data sources to one dashboard. Using Power BI, you can easily model and visualize data holistically.
The platform has over 500 different data connectors. These connectors can tap into sources such as Salesforce, Excel, Azure and more. Users can leverage pre-built report templates to save time in creating data-rich reporting. Teams can also collaborate and share dashboards virtually.
Tips for Designing Great Data Visualization Reports
Getting started in Microsoft Power BI entails:
- Signing up for the software
- Connecting your data sources
- Using its tools to create report visualizations
Creating great reports goes beyond that. We will go through several tips and best practices for getting the most out of your Power BI output.
Consider Your Audience
You should design reporting dashboards with the end user in mind. What is it that this audience wants to see? Are they looking for bottom-line sales numbers? Do they want to cover insights that can help target productivity gaps?
The use of clear and concise language and effective visualizations are important. These help to highlight the key takeaways from the data. Customize reports to the audience’s level of technical expertise and business goals.
Don’t Overcomplicate Things
Many times, less is more. If you find that your dashboard looks crowded, you may be adding too many reports. The more you add means the more difficult it is to read the takeaways from the data.
Remove all but the most essential reports. Look for ways to include different data sets in a single report like using stacked bar charts. Dashboards should show important data at a glance so do your best to avoid the need to scroll.
Try Out Different Chart Types
Experiment with presenting your data in different ways. Flip between bar, pie and other types of charts to find the one that tells the story the best. When building a new dashboard for your organization, get some input. Ask those who will review the reports which chart type works best for them.
Get to Know Power Query
Power Query is a data preparation engine. It can save you a lot of time in developing insightful reports. This engine is used in Microsoft tools like Power BI and Excel.
Take time to learn how to leverage this tool for help with:
- Connecting a wide range of data sources to the dashboard
- Previewing data queries
- Building intuitive queries over many data sources
- Defining data size, variety and velocity
Build Maps with Hints to Bing
Bing and Power BI integrate which allows you to leverage default map coordinates. Use best practices to leverage the mapping power of Bing to improve your geo-coding.
For example, if you want to plot cities on a map, name your columns after the geographic designation. This helps Bing identify exactly what you are looking for.
Tell People What They Are Looking At
A typical comment heard often when presenting executives with a new report is, “What am I looking at?” Tell your audience what the data means by using features like tooltips and text boxes to add context.
Just one or two sentences can save someone 5-10 minutes of trying to figure out why you gave them this report. That context can get them to a decision faster. It also helps avoid any confusion or misunderstandings about the data.
Use Emphasis Tricks
People usually read left to right and from top to bottom. Put your most important chart at the top, left corner. Follow with the next most important reports.
If you have specific numbers that need to stand out, increase the font size or bold the text. This ensures that your audience understands the key takeaways.
You can also use colors to emphasize things like a “High, Mid, Low.” For example, a low level of accidents could be green, a mid-level in yellow and a high level colored red. This provides more visual context to the data.
Need Help with Power Bi or Other Microsoft Products?
We can help you get started or improve your use of Microsoft 365, Power BI and more. Give us a call today to schedule a chat about leveraging this powerful platform.
It is hard to turn around online these days without running into ChatGPT. Both Bing and Google are leveraging this advanced artificial intelligence language model and you can expect it to show up in more business and personal tools that you use every day.
ChatGPT has revolutionized the way businesses interact with their customers. It has also affected how they get things done. Teams are using it for everything from emails to generating ideas for product names.
The tool’s personalized and informative responses in real-time definitely draw you in. However, integrating ChatGPT into your business operations requires careful consideration. You want to ensure that things don't get out of hand with employees using the tool irresponsibly.
In this article, we explore the best practices for using ChatGPT at your business.
Best Practices for Responsible Use of ChatGPT & Other AI
Understand ChatGPT’s Weaknesses
This is still very new technology and it makes mistakes. When you first use ChatGPT, you will see a warning about this. You shouldn’t use the responses it provides you without human review and editing.
It can write you an employee device use policy if you ask. However, there may be things in that auto-generated policy that aren’t quite correct. Use it as a prompt but not as a replacement for human-generated content.
Another weakness is potential bias. As the engine trains on vast amounts of content, it can pick up some bad habits. Thus, you could get biased or shocking responses from ChatGPT. Understand that, in human terms, the tool is still a toddler that needs supervision.
Define ChatGPT's Role
Before integrating ChatGPT into your business, it is essential to define its role. The role can range from answering customers to generating ideas for new products.
Defining ChatGPT's role helps you leverage its power. Just make sure that you put in guard rails. The technology still is very new so you don’t want your employees using it for everything.
Determine exactly which tasks the company approves for ChatGPT use and which it does not. This empowers your team to use it where you deem best and avoids improper use.
Consider Customer Privacy
Privacy is a crucial aspect of any business and ChatGPT should not be an exception. As you integrate the tool into your work, it is important to consider customer privacy. In March, Italy actually banned ChatGPT due to data privacy concerns.
Be aware of any exposure of employee or customer data to ChatGPT. Limit the potential for data leakage.
For example, you can configure ChatGPT to stop collecting customer data (like after data collection reaches a particular threshold).
Ensure Human Oversight
ChatGPT is a powerful tool but it is not a substitute for human interaction. It is crucial to have human oversight to ensure the output it gives is relevant and accurate. Human oversight can help stop inappropriate responses that may negatively impact your business.
Integrate ChatGPT Into Your Existing Customer Service
Integrating ChatGPT into your customer service channels can benefit customers. It can improve customer experience while also reducing workload. You can integrate it into your website, social media and other support channels. It can provide real-time responses to customer queries. However, human beings need to watch ChatGPT and its responses.
Leveraging it intelligently reduces the waiting time for customers. It can also improve their experience with your business.
Measure Performance and Optimize
Measuring ChatGPT's performance is crucial to ensure that it is providing value. Measure its performance by analyzing customer satisfaction, response time and responses handled.
You can also look at productivity statistics. Is using ChatGPT to write the framework for customer emails saving time? Does it take just as much time for your team to edit responses?
Based on the analysis, you can optimize ChatGPT to improve its performance. This helps it to be a better support for your business.
Be Transparent About Using It
Be transparent if you are using ChatGPT for email responses or other things. Your customers will appreciate your honesty. For example, you could simply state in your policies the following:
“We leverage AI for certain content and always edit and fact-check its outputs.”
The use of AI-generated content is a murky area right now. Responsible companies tell their customers exactly where and how they are using it.
Get Help Navigating the Changing World of Business Technology
ChatGPT is an excellent tool for businesses looking to leverage its AI power. This tool is still in its infancy. Integrating ChatGPT into your business requires careful consideration. You need to ensure that it is effective and secure.
Need help navigating the changing technology landscape? Give us a call today to schedule a chat about AI, where to leverage it and business concerns.
Many people worry about someone hacking their computer. However, they are not really thinking about their wireless printer getting breached. It is a tool that most individuals use sporadically like when you want to print out tax forms or mailing labels.
Printers tend to be out of sight, out of mind. That is until you need to print something and run out of ink. They not out of the mind of hackers. In fact, unsecured printers are a classic way for criminals to gain access to a home network.
To illustrate this point, Cybernews purposely hacked printers. It hijacked nearly 28,000 unsecured printers globally. The success rate was 56%. What did it do once it gained access? It made the printers print out a guide on printer security.
Are you wondering how exposed your network is from your printer? We have some security tips below to help. These tips can enable you to better secure your network and keep data on all devices more secure.
1. Change the Default Login Credentials
When you buy a new wireless printer, it will likely have included default information. Manufacturers give you a way to connect and set up your device. This usually involves default login information.
Immediately change that information during set up. Hackers use a master list of all these defaults. They plug it into an automated script and just keep trying them all until they get a hit. Change these and make sure you create a strong password.
2. Keep Printer Firmware Updated
Keeping firmware updated is vital to keeping your wireless printer secure. Hardware needs updating just like computers, software and apps do. Those updates often contain important security patches.
Firmware updates aren’t usually as visible as software updates. Software and OS updates usually give you a popup notification. However, updates to the drivers and firmware that run printers aren’t so visible.
Some of the places you can check for firmware updates are:
- The PC manufacturer’s utility app on a connected device
- The printer’s information panel
- The printer manufacturer’s app installed on a PC
3. Use a Network Firewall
A network firewall is important to ensure the monitoring of traffic. Firewalls can block suspicious activity to keep hackers out of your network. You should configure the firewall to watch incoming and outgoing printer traffic.
4. Put Your Printer on a Guest Network
Most of today’s home routers allow you to set up a guest network. This is a separate Wi-Fi that runs from the same router you use for your main network. It is harder for hackers to get from one network to another.
Keeping a less secure device separated from computers and phones improves security. You can still print to your printer from devices on another network. You just need to have things configured correctly. If you need help with that, let us know.
5. Disable Unused Ports or Services
IoT devices (like printers) often have many ways to connect. You may not need all the ports or services that come with your printer. These ports are risk areas where hackers could find a way in.
It is best to disable any ports and sharing features that you don’t need. This reduces the risk of a breach.
6. Unplug It When Not in Use
Most home printers aren’t used as much as work printers. People may only use them once a month or a few times a year. If you are not using your printer constantly, unplug it when not in use.
One surefire way to cut off a hacker’s access is to unplug the device. When it is shut down, no access is available at all.
7. Teach Your Family Cybersecurity Best Practices
Your printer is one device on your network. Most families connect several devices to their home Wi-Fi. In 2022, the average number of connected devices per U.S. household was 22.
Families need to know and adopt good cyber habits. This keeps everyone’s data more secure. It also helps you avoid costly identity theft breaches or the takeover of things like baby monitors.
Some standard best practices to follow for good cyber hygiene are:
- Always use strong passwords (at least 10-12 characters & include a mix of letters, numbers and symbols).
- Keep software & firmware on devices updated.
- Use multi-factor authentication wherever possible.
- Enable device firewalls & other protections.
- All devices that should have a good antivirus installed.
- Never login to an account from a link you receive via email or text.
- Learn how to identify phishing & get a second opinion before clicking.
- Get a security checkup from a pro at least every year or two.
Get Some Help Keeping Your Family’s Data Secure
IT pros don’t only work with businesses. We also help families ensure their data is safe & devices are running smoothly. Give us a call today to schedule a home security checkup.
Once data began going digital, authorities realized a need to protect it. This resulted in the creation of data privacy rules and regulations to address cyber threats. Many organizations have one or more data privacy policies they need to meet.
Those in the U.S. healthcare industry and their service partners need to comply with HIPAA. Anyone collecting payment card data must worry about PCI-DSS. GDPR is a wide-reaching data protection regulation. It impacts anyone selling to EU citizens.
Industry and international data privacy regulations are just the tip of the iceberg. Many state and local jurisdictions also have their own data privacy laws. Organizations must be aware of these compliance requirements. They also need to know about updates to these rules.
By the end of 2024, about 75% of the population will have its data protected by one or more privacy regulations.
Authorities enact new regulations all the time. In 2023, four states will have new rules. Colorado, Utah, Connecticut and Virginia will begin enforcing new data privacy statutes.
Businesses must stay on top of their data privacy compliance requirements. Otherwise, they can suffer. Many standards carry stiff penalties for a data breach and if security is lacking, fines can be even higher.
The Health Insurance Portability and Accountability Act (HIPAA) uses a sliding scale. Violators can be fined between $100 to $50,000 per breached record. The more negligent the company is means the higher the fine.
Does all that sound scary?
Don’t worry. We have some tips below for you. These can help you keep up with updates coming your way.
Steps for Staying On Top of Data Privacy Compliance
1. Identify the Regulations You Need to Follow
Does your organization have a list of the different data privacy rules it falls under? There could be regulations for:
- Industry
- Where you sell (e.g. if you sell to the EU)
- Statewide
- City or county
- Federal (e.g. for government contractors)
Identify all of the various data privacy regulations that you may be subject to. This helps to ensure that you’re not caught off guard by one you didn’t know about.
2. Stay Aware of Regulation Updates
Don’t get blindsided by a data privacy rule change. You can stay on top of any changes by signing up for updates on the appropriate website. Look for the official website for the compliance authority.
For example, if you are in the healthcare field, you can sign up for HIPAA updates at HIPAA.gov. You should do this for each of the regulations your business falls under.
You should have updates sent to more than one person. Typically this should include your Security Officer or equal and another responsible party. This ensures that they don’t get missed if someone is on vacation.
3. Do an Annual Review of Your Data Security Standards
Companies are always evolving their technology. This doesn’t always mean a big enterprise transition. Sometimes you may add a new server or a new computer to the mix.
Any changes to your IT environment can mean falling out of compliance. A new employee mobile device that is added but not properly protected is a problem. One new cloud tool an employee decides to use can also cause a compliance issue.
It is important to at least do an annual review of your data security. Match that with your data privacy compliance requirements to make sure you’re still good.
4. Audit Your Security Policies and Procedures
Something else you should audit (at least annually) is your policies and procedures. These written documents tell employees what is expected from them. They also give direction when it comes to data privacy and how to handle a breach.
Audit your security policies annually. Additionally, audit them whenever there is a data privacy regulation update. You want to ensure that you’re encompassing any new changes to your requirements.
5. Update Your Technical, Physical & Administrative Safeguards As Needed
When you receive a notification that a data privacy update is coming, plan ahead. It is best to comply before the rule kicks in if possible.
Look at three areas of your IT security:
- Technical safeguards – Systems, devices, software, etc.
- Administrative safeguards – Policies, manuals, training, etc.
- Physical safeguards – Doors, keypads, building security, etc.
6. Keep Employees Trained on Compliance and Data Privacy Policies
Employees should be aware of any changes to data privacy policies that impact them. When you receive news about an upcoming update, add this to your ongoing training.
Good cybersecurity practice is to conduct ongoing cybersecurity training for staff. This keeps their anti-breach skills sharp and reminds them of what is expected.
Include updates that they need to know about so they can be properly prepared.
Remember to always log your training activities. It is a good idea to log the date, the employees educated and the topic. This way you will have this documentation if you do suffer a breach at some point.
Get Help Ensuring Your Systems Meet Compliance Needs
Data privacy compliance can be complex but you don’t have to figure it all out yourself. Our team is well-versed in compliance needs. Give us a call today to schedule a chat.
Microsoft Teams is a lot of things. It is a video conferencing tool, a team messaging channel and a tool for in-app co-authoring. During the pandemic, the popularity of Teams skyrocketed.
User numbers for MS Teams jumped from 20 million in November 2019 to 75 million in April 2020. As of this year, Microsoft reports a user count of 270 million for the platform. This makes it the most popular business tool for team communications.
One of the things that makes the app popular is also one that can make the setup complex. Microsoft Teams has many moving parts. To use them effectively, they need to be well organized. Additionally, users need to have a chance to learn the system and train on best practices.
What Can Microsoft Teams Do?
Let us look at the different areas of Microsoft Teams and what it can do. Then we will give you a simple setup checklist to help your team get up and running productively.
You can think of Teams as a virtual office in the cloud. It is a centralized hub where teams can communicate, collaborate and manage tasks. There is also an external communication component to Teams. You can use the app to video conference with anyone. You can also invite guests to a chat channel.
Here are some of the features of MS Teams:
- Siloed chat channels
- Security for team communications
- Integration with Office apps
- Integration with 3rd party apps
- File sharing
- Video and audio conferencing
- VoIP phone system (with an extra add-on)
- Keep all team resources in a single place
Microsoft Teams Versions
Some good news for small businesses is that there is a free version of Microsoft Teams. If you sign up for a Microsoft 365 business plan, you get the app included with a few extra features.
Microsoft has also been pushing MS Teams for personal use. You can use it to keep your departments better coordinated at work, manage family video calls or collaborate for a PTA meeting. It is a versatile and scalable virtual office platform.
Easy Checklist for Setting Up Microsoft Teams
1. Set Up Your Teams/Departments
One of the advantages of Teams is that it allows you to set up specific areas for your groups to collaborate. You do not want everyone to set these teams up on their own or you could end up with an unorganized mess.
Some ideas for setting these up:
- Set up teams by department (accounting, marketing, etc.)
- Add a company-wide team (where everyone can collaborate)
- Set up teams by role (office managers, executives, etc.)
Typically, if you mirror the hierarchy of your organization, that is a good place to start. Team areas are secured so that only those users who are invited can see or access any of the content in that team.
2. Add Team Members
For each team, add the members allowed to take part in that team. These would be people that can see the resources posted in that team area. It would normally be the members of the department or group that the team is designed for.
3. Set Up Team Channels
The next level beneath the Team is the Channels. These team channels help organize conversations. For example, within a team set up for your marketing department, you may decide to add three channels. This keeps conversations more focused and makes it easier to find things.
For instance, you could have channels for:
- Website Management
- Social Media
- Offline Advertising
Team channels are another area that you want to control. Don’t let everyone set up channels without a plan. Otherwise, things can get messy fast.
4. Set Up Team Labs
Tabs are a great way to foster productivity. Say that employees on your accounting team need to access a tax reporting website. Inevitably, there can be time wasted asking for that link or a login. This is especially true if someone is filling in for a co-worker.
You can add that website link and info to the Tabs area at the top of the team channels. Just click the plus sign to add a new resource and consolidate things for your team members.
5. Schedule MS Teams Training
One of the reasons that company initiatives fail is that users weren’t properly enabled. If users aren’t trained on using MS Teams, then they will revert to using whatever they used before. This negates the benefits of moving to Teams when not everyone is on board.
Work with a Microsoft professional to train your teams. We can provide tips on the most productive features as well as short-cut their learning curve quite a bit! Make sure to have a realistic timeframe. You should also survey users on whether they feel they need more training.
Need Some Help Implementing Teams in Your Organization?
We can help you over many of the roadblocks that organizations face when starting with Teams. Contact us today for a free consultation to enhance your collaboration and productivity.
Have you ever bought a new computer and then had buyer’s remorse a few months later? Maybe you didn’t pay attention to the storage capacity and ran out of space. You may have glossed over memory and experienced constant freeze-ups.
An investment in a new PC isn’t something you want to do lightly. Doing your research ahead of time and consulting with a trusted friend or IT shop can help. It will keep you from making major mistakes that could come back to haunt you later.
Here are several things to consider before you put down your hard-earned money on a new computer.
The Amount of Memory (RAM)
One of the big mistakes that people make when looking for a new computer is to ignore the RAM. Random access memory may be called RAM on the specification or “memory.” If your system has low memory, you run into all sorts of problems.
These issues can include:
- Browser freezing up when you have too many tabs open
- Issues watching videos
- Some software not working properly
- Sluggish behavior
- Inability to open multiple applications
- Constant freezes
Memory is the “thought process” of the PC. If there isn’t enough, it can’t take on another task until it completes the current processing tasks. This can cause frustration and ruin your productivity.
People often go for those low-priced computer deals when looking for a new device. However, these can include only 4GB of RAM. That is not a lot if you do much more than staying in a single application or just a few browser tabs.
The higher the RAM means the more responsive the system performance. Look for PCs with at least 8GB of RAM or higher if you do any graphics/video or other processing-intensive activities.
User Reviews for Longevity
Buying a new computer is an investment. It is natural to want that investment to last as long as possible. You don’t want to spend $700 on a new computer only to begin experiencing problems when it is just two years old.
Take your time to research user reviews on the specific models that you are considering. You will begin to see patterns emerging. Steer clear of models that have consistent complaints about breakdowns sooner than expected.
You may need to pay a little more for a system that has a better track record of performance but it will save you in the long run when you have more years of usable life before that device needs replacement.
Whether the PC is for Personal or Business Use
If you have a small business or are a freelancer, you may try to save money by buying a consumer PC. This could end up costing you more in the long run.
Consumer PCs are not designed for continuous “9-to-5” use. They also often lack certain types of firmware security present in business-use models. The price gap has also shortened between good consumer computers and business versions. If you’re not looking at the cheap systems, you will find that it is not that much more to get a business-grade device.
The Processor Used
It can be confusing to read through the processor specifications on a computer. How do you know if Intel Core i7 or i3 is best for your needs? What is the performance difference between AMD and Intel processors?
If you don’t want to do the research yourself, you could call up your local IT shop. We will be happy to steer you in the right direction. We will explain the differences in layman’s terms as well as which processor makes the most sense for your intended use.
For Laptops: The Case Type
If you’re looking for a laptop computer, it is important that it is durable. Laptops have some unique characteristics that differ from desktops. For example, the screen is often folded down one or more times per day. Additionally, the keyboard is part of the case and is not easily replaced by the user.
If you get a laptop with a cheap plastic case, it is likely to break during normal use. Keys could also easily pop off the keyboard which will require a trip to a computer repair shop.
You want to consider the materials used for the case. Paying an extra $20-$30 upcharge for a better casing is definitely worth it. It can help you avoid unneeded headaches.
Storage Capacity
Storage capacity can be a pain point that you experience after the fact. If you buy a computer without paying attention to hard drive space, you could regret it. You may not be able to transfer over all of your “stuff” from the old system.
Storage capacity can also be an area where you can save some money. If you store most of your files in the cloud, you may not need a lot of hard drive space. The less space you need means the lower the price.
Hard Drive Type
If you can get a computer with a solid-state drive (SSD) rather than a traditional hard disk drive (HDD), you should. SSDs are faster and less likely to have read/write issues. They have no moving parts so they are quieter as well.
Solid-state drives have come down in price quite a bit recently. There are many affordable options and you will also find some PCs with both a hard drive and SSD.
Come to Us Before You Spend Money on a New Computer
Don’t blindly invest in a new computer without some expert guidance. Contact us today for a free consultation to save you from a bad new PC experience.