Returning to Work: Prioritizing Safety with IT Too

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Your business has the OK to go ahead and get back to work on-site. You want to return to your office, but you don’t want to risk people’s health by doing so. After all, some say it’s too soon to go back. Plus, others predict a second wave of COVID-19 is likely. These suggestions can help you return to work while prioritizing safety.

Not everyone will welcome the call back to the corporate environment. Some employees may still be in a population vulnerable to the virus. They may want to take leave instead of returning to the work environment. Others may simply not show up.

Have your HR team send out a written notice informing employees of the timeline for returning to the office. Educate them about precautions you’re taking to provide a safe work environment. Ask for a written response of people’s intentions. Then, IT can start establishing procedures for getting everyone back to work.

You may have had great success with remote working during the quarantine. This could position you to allow workers to stay home if they are at risk or oppose the idea of returning “too soon.”

For those coming back, support social distancing by phasing in people’s return. Your business could also use a hybrid IT solution to allow people to come in just three days a week, and they could continue to work two days at home. This allows staggered re-entry and reduces the numbers of people on-site at the same time.

Back-to-Work Technology

You may be thinking you already have all the tech you need to go back to the office. C’mon, you were already working from there before this whole thing started. Plus, now you have all the new tools you added to support remote-employee productivity.

Still, you may not have invested in a long-term remote-work solution that will now support a hybrid model. Or perhaps the on-site tech you’ve long relied on isn’t meant to handle remote working for the long haul.

To achieve a flexible hybrid model, go with cloud solutions or expand on-site IT. Do you need to add infrastructure to handle remote employees using virtual private networks (VPNs)? Both on-site staff and off-site workers might need to securely access systems at the same time.

Adopting cloud collaboration software allows co-workers to access network resources simultaneously, regardless of location. Or with virtual desktops, employees can access the same files and business applications on their work machine or on a personal device.

Bringing people back to the office, you’ll want to rethink the physical setup. Support social distancing by spreading employees’ seating arrangements out more. This will require moving around computer hardware, too.

If you were previously sharing technology, you’ll also need to add more desktops. Or you might invest instead in more laptops or portable devices. This could mean securing more software, too.

Added IT Precautions

Finally, cybercriminals are opportunistic. They’re already exploiting people with malware promising vaccines or cheap masks. These bad actors are also looking to exploit the tech demands on businesses. Many businesses adapted to a new way of doing things: they moved files to the cloud, and they allowed employee access from personal devices, but they did so quickly.

Explore any new vulnerabilities from your transitions. This is a good time to double-check permissions. Ensure that accountant Jane can access staff wage data but that receptionist Jenny can’t. Also, confirm that all virus protection and security patches are current.

Active planning is the answer to a smooth return to work. While offering protective coverings and ramping up cleaning in the office is important, make sure that you don’t overlook your technology needs.

Our IT experts can help you adapt nimbly. Contact us today at (515)422-1995!

Improve Your IT Cashflow

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The economy is one more victim of the COVID-19 coronavirus. The global lockdown has many businesses feeling the pain. As finances grow tighter, business leaders are looking to improve cashflow. These key areas can help IT curtail spending.

First, take a look at the way you’re working now. Chances are it’s changed. If users are working from home, you may have migrated business applications to the cloud. This offers opportunities to reduce costs:

  • You may no longer need licenses that your on-site server isn’t using.
  • There may be overlap now with the new cloud-based solutions and your old software.

By auditing your software usage and revisiting your license fees, you can identify savings. You may also have had to let people go. That means the computer systems they used no longer need active software licenses.

Cloud-based Savings

If you haven’t already done so, moving business applications online offers benefits. You can offer users access to a Microsoft Office package in Microsoft 365, or a similar setup in Google’s G-Suite, all for a small monthly fee. Your employees get to use the most up-to-date software, wherever they are, and you save money.

You might also take voice calling online. With Voice over Internet Protocol (VoIP) communications, you add features and greater mobility. VoIP can offer call recording, voicemail to email transcription, and more. Plus, packaging communications and cloud collaboration tools can lead to big savings, quickly.

Additionally, cloud-based voice, storage, and software solutions eliminate infrastructure maintenance and monitoring costs, and you pay only for the capacity you need. It helps that it’s easy to scale up or down to keep control of costs while business continues uninterrupted.

Rethink Your Partnerships

A vendor audit can help you identify where you are overspending. You may have contracts for phone, internet, software, storage and backup, and IT Help. Reviewing these arrangements, you may be able to find a new deal.

Better yet, work with a managed service provider (MSP). An MSP will review existing relationships to determine where solutions could be streamlined. Or the MSP may be able to get you a deal due to pre-existing relationships with vendors.

A great MSP will help identify the best IT strategies for your business – it’s an investment that pays off. Technology failures are costly, and having managed services experts monitoring your business IT works to prevent problems. The MSP’s security and disaster recovery methods can protect your business from a devastating breach.

It sounds counter-intuitive to add another expense, but a small amount monthly can prevent expensive blowouts that you may not recover from. The MSP fee means ongoing access to IT experts recommending technologies to meet specific business needs.

Keeping cash flow under control requires smart spending. You’re also looking for return on your investment in technology maintenance and upkeep. Hiring an MSP can make a big difference. The MSP prompts IT modernizations based on your objectives to enhance work processes and improve productivity.

Do more than survive the current downturn. With an MSP in your corner, you can cut costs and emerge from the “Great Lockdown” a leaner, more agile business. Contact our experts to upgrade your technology and corral costs today! Call us at (515)422-1995.

Setting Up Your Work from Home Tech

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Setting Up Your Work from Home Tech

You’ve been told to stay put and work from home. You’re looking around your home or apartment and thinking, “uhm, work where?” You’ve never set up a home office. Here’s help getting you organized to go online and get things done working remotely.

The first things you’ll need are a computer and a cell phone. You may even need the phone if your computer is set up for Voice over Internet Protocol (VoIP) communication, but at the very least, you will likely need to be able to talk to people and get online.

Work may have provided you with a laptop. Or perhaps you already had one or a desktop that everyone in the house has been sharing for years. So, you’ve got a computer on which you can log in to necessary business applications.

But wait; we said log in – you’re going to need an internet connection. Most homes do at this point, but you may have a pretty barebones router. Like you, your internet service provider (ISP) wasn’t expecting business traffic from your home.

To work remotely online you’ll need the internet speed and capacity to handle video conferencing and running business software. If it were just you, that wouldn’t be an issue. But you have a partner or roommate working from home now, too. Or perhaps there are kids out of school who are avoiding e-learning by streaming shows or playing video games.

It may be time to upgrade. Newer routers often offer both the older 2.4 GHz and the faster 5 GHz frequency, which has less interference. Additionally, since 5 GHz isn’t as common, you’re less likely to compete with neighbors for Wi-Fi signals (since they’re probably stuck at home, too).

Being Productive Working from Home

Once you’re connected to the internet, you’ll also have to log in at work. Some businesses will have set up virtual private networks (VPNs) for added security. A VPN connects a computer, smartphone, or tablet to a shared or public network as if you’re connecting to a private network.

If not, the responsibility for securing your online activity is yours. It’s always a good idea to make sure your operating system is up to date. Plus, run the latest antivirus and software with the most recent security patches installed. This is required if you’re working from home with an industry that has compliance standards, but it’s a best practice for everyone.

And please don’t use Windows 7 any longer. If you haven’t upgraded your OS since you bought that software, it’s definitely time to update. Microsoft has stopped supporting Windows 7, which means it’s also not doing anything to patch vulnerabilities. Cybercriminals know this, so don’t leave your home computer open to attack.

Knowing that you could be working from home for the next few weeks, take the time to actually establish and organize your workspace. Try to find a place away from distractions or that has a door you can close to keep distractions to a minimum. Also, think about being somewhere in the home that gets natural light. This helps people be happier and more engaged in their work.

You’ll also want to think about how far you’re setting up your workspace from the router. Depending on the power of your hardware, you could encounter a reduced signal the further away you go. You could consider a network cable or Mesh Wi-Fi for your home. Traditional Wi-Fi relies on a single router, whereas a mesh system helps you reach many, spread out areas in your home.

Need to get up and running from home quickly? A managed service provider can help you connect, upgrade, or troubleshoot your home office setup. Give us a call today at 555-5555.

Steer Clear of Coronavirus Scams

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With the world grappling with a health pandemic, scams are shocking. Regrettably, bad actors are everywhere, always looking for opportunities, and they’re seeing one in the coronavirus. This article outlines what you need to watch out for and how to stay cyber safe.

The last thing you want to read right now is that there’s another threat out there – sorry, but it’s true. Cybercriminals take advantage of fear. They take timely concerns and use them to target victims. Using the anxiety and upheaval around coronavirus is their mission.

So far, several coronavirus-related attempts to cyberscam people have been reported. There are examples of:

  • emails that appear to come from government health departments;
  • offering a tax refund to get people to click on malicious links;
  • memos to staff that appear to come from large employers;
  • COVID-19 test offerings from private companies;
  • fake websites promising to sell face masks or hand sanitizer;
  • soliciting donations to help fund a vaccine.

What to Watch Out For

Another concern is the number of bogus websites registered with names relating to COVID-19. The site can look legit but is set up to steal information or infect the victim’s computer with malware.

You may get an email promising the attached information offers coronavirus safety measures, or information shared by the World Health Organization (WHO) if you click on the link, or a similar email pretending to be from a reputable news source, such as the Wall Street Journal (WSJ).

In another example, an email impersonating a healthcare company’s IT team asked people to register for a seminar “about this deadly virus.” Anyone who didn’t question why IT was organizing the meeting clicked to register. By filling out the form, they gave their details to hackers.

What to Do

Be cautious. It’s understandable that you’re anxious, but don’t let that stop you from taking cyber precautions. You should still:

  • be wary of anything that tries to play on your emotions and urges immediate action;
  • question where emails are coming from – remain vigilant even if the communication appears to come from a reliable source;
  • hover over links before clicking them to see where they will take you – for example, in the WSJ example, the Web address was for the “worldstreetjournal”;
  • avoid downloading anything you didn’t ask for;
  • doubt any deals that sound too good to be true (“a mask that stops the virus 99.7% of the time!”);
  • ignore any communications requesting your personal information;
  • don’t be suckered by fraudulent pleas for charity.

Global health organizations generally do not send out emails with advice. Instead, navigate directly to that reputable health institution for real news.

If you’re still not sure about the validity of the communication, check it out. Do so by calling or using another medium to get in touch with the “source” of the received message.

While there is not yet a vaccine for COVID-19, you can put anti-virus protection on your computer. Also, make sure that you’ve applied all available security updates to keep your software safe.

We hope you’ll take care and stay healthy both physically and online in these tough times.

Need help installing security software and keeping your technology safe? Our cybersecurity experts can give your home a tech immunization. Contact us today at (515)422-1995!

Essentials for Empowering Remote Work

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COVID-19 is forcing many businesses to embrace remote work. The technology needed to enable people to work from home has existed for years, but working from home may be new for you and your employees. Here are some essentials you need to address to empower your remote workers.

What technology do you have or need? Your people may have business laptops and phones, or perhaps you already allowed employees to bring their own devices (BYOD) to work. So, remote work isn’t going to be as much of a change. Your people already have the tools they need.

However, a business that wasn’t doing any of this before might need new hardware. You can’t expect your employees to lug heavy desktop computers home.

You may need to ask employees to use their own personal computers and phones. That’s going to require some ground rules. For one, no Windows 7: that operating system is out of date and no longer supported by Microsoft, which means employees could be putting corporate data at risk of cyberattack.

  • Establish strict policies for securing devices accessing business networks.
  • Communicate reporting procedures for the loss/theft of a device.
  • Enable mobile monitoring management of all devices that give IT access.
  • Encourage regular backup of mobile devices.
  • Educate employees to regularly update firewall and anti-virus software.
  • Prohibit third-party apps.
  • Set devices to make users aware that they may be connecting to unsafe networks.

Challenges of the Remote Work Environment

In the office environment, there is business technology consistency. Now, you’re supporting various hardware and networking solutions of different quality. This can be a headache to get up and running, yet you need to support your remote employees. What kind of IT desk help will you offer? People are now working wherever they are, whenever they want.

The “wherever they are” part can raise some issues. Employees could log in from public parks, coffee shops (if any are open), or while at home with the kids. This means fresh threats. Laptops can get stolen. People out in the world could look over your employee’s shoulder and read what’s on the screen. Kids can spill juice in a split second! Install remote management software to enable a complete wipe of lost or stolen laptops. Also, implement encryption, data backup, and screen-locking features to help keep data secure.

Saying people can work “whenever they want” also has its challenges. With everyone stuck at home, a 9-5 schedule for office productivity may be impossible. Toddlers don’t really understand that “Mommy’s working,” do they?

It’s a good idea to establish clear expectations from the outset:

  • How will progress be demonstrated?
  • How can employees check-in with managers?
  • What are the expectations for team collaboration?
  • What software will be used for group chat, video, or conference calling?
  • What is acceptable business-hour flexibility?

If you’re going to allow people to set their own hours, IT support needs to be flexible, too.

Supporting Remote Work

The good news is that remote work can be productive, too. In fact, a Stanford University study found remote employees did an extra day’s work per person per week.

We can help you set up your technology to support your remote staff. We’ll make sure your hardware is up to scratch, secure those mobile devices, and be your remote IT help desk at odd hours. Contact us today at 555-5555!

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