by Tanya Wetson-Catt | Nov 5, 2024 | Cybersecurity
Email is a fundamental communication tool for businesses and individuals alike. But it’s also a prime target for cybercriminals. Cyberattacks are increasing in sophistication. This means enhancing your email security has never been more critical.
Ninety-five percent of IT leaders say cyberattacks have become most sophisticated. Over half (51%) have already seen AI-powered attacks in their organisation.
By taking proactive measures, you can protect your sensitive information as well as prevent unauthorised access and maintain communication integrity. Here are six simple steps to enhance your email security.
1. Use Strong, Unique Passwords
Passwords are the first line of defence for your email accounts. A weak password is like an open invitation for cybercriminals. To enhance your email security, use strong, unique passwords. Ones that are difficult to guess.
Create Complex Passwords
A strong password should include a mix of:
- Letters (both uppercase and lowercase)
- Numbers
- Special characters
Avoid using common words or phrases. Also, avoid easily guessable information like your name or birthdate. A complex password makes it harder for attackers to gain access to your email account.
Use a Password Manager
Remembering several complex passwords can be challenging. A password manager can help you generate and store unique passwords for all accounts. With a password manager, you only need to remember one master password. This simplifies the process while enhancing security.
Avoid Reusing Passwords
Using the same password across many accounts increases your risk. If one account gets compromised, all accounts using the same password are vulnerable. Make sure each of your email accounts has a unique password. This prevents a single breach from spreading.
2. Enable Two-Factor Authentication (2FA)
Two-factor authentication (2FA) adds an extra layer of security to your email accounts. Even if someone gets hold of your password, they won’t be able to access your account. They would need the second factor of authentication to do that.
Choose a 2FA Method
Common 2FA methods include SMS codes, authenticator apps, and hardware tokens. SMS codes send a verification code to your phone. Authenticator apps generate time-sensitive codes on your device. Hardware tokens provide physical devices that generate a code. Choose the method that best suits your needs.
Set Up 2FA for All Accounts
Enable 2FA for all your email accounts. Most email providers offer this feature and setting it up usually takes just a few minutes. This simple step significantly improves your email security.
3. Be Cautious with Email Attachments and Links
Email attachments and links are common vectors for malware and phishing attacks. Clicking on a malicious link or attachment can give attackers access to your system. Exercise caution to protect your email security.
Verify the Sender
Before opening an attachment or clicking on a link, verify the sender’s identity. If you receive an unexpected email from someone you know, contact them. But do it through a different channel to confirm they sent it. For emails from unknown senders, exercise extra caution. Consider not engaging with the content.
Scan Attachments
Use antivirus software to scan email attachments before opening them. This helps detect and block any malicious content before it can harm your system. Many email providers also offer built-in scanning features. But having your antivirus software adds an extra layer of protection.
Avoid Clicking on Suspicious Links
Be wary of links that seem out of place or too good to be true. Hover over the link to see the URL before clicking. If the URL looks suspicious or unfamiliar, don’t click on it. Instead, navigate to the site directly through your browser.
4. Keep Your Email Software Updated
Software updates often include security patches that address vulnerabilities in your email client. Keep your email software updated. This ensures you have the latest protections against known threats.
Enable Automatic Updates
Most email clients and operating systems offer automatic updates. Enable this feature. It ensures your software stays up to date without requiring manual intervention. Automatic updates reduce the risk of missing critical security patches.
Regularly Check for Updates
Even with automatic updates enabled, it’s good to manually check for updates. This ensures you don’t miss any important security patches. It also helps keep your email client running smoothly and securely.
5. Use Encryption for Sensitive Emails
Encryption adds a layer of protection to your emails. It encodes the content, making it readable only by the intended recipient. This ensures that even intercepted email information remains secure.
Encrypt Emails Containing Sensitive Information
If you need to send sensitive information via email, use encryption. This protects the content. Many email providers offer built-in encryption options. For added security, consider using third-party encryption tools that offer end-to-end encryption.
Educate Recipients
If you’re sending encrypted emails, make sure the recipients know how to decrypt them. Provide clear instructions about how to access the encrypted content securely.
6. Watch Your Email Activity
Regularly monitoring your email activity can help you detect suspicious behaviour early. By keeping an eye on your account, you can take swift action if something seems off.
Set Up Activity Alerts
Many email providers offer activity alerts. They notify you of unusual login attempts or changes to your account settings. Enable these alerts to stay informed about your account’s security status.
Regularly Review Account Activity
Review your email account activity on a regular basis. This includes login history and devices connected to your account. If you notice any unfamiliar activity, change your password immediately and investigate further.
Respond Quickly to Suspicious Activity
If you detect any suspicious activity in your email account, respond quickly. Change your passwords, review your security settings, and consider enabling extra security measures.
Get Expert Email Security Solutions
Email security is essential for protecting your personal and professional information. We have solutions that can effectively reduce the potential for email compromise. As well as reduce phishing risk.
Contact us today to schedule a chat about email security.
by Tanya Wetson-Catt | Oct 30, 2024 | IT Management
Did your company’s software system once seem sleek and nimble? But now it resembles a tangled web of shortcuts, patches, and workarounds. Welcome to the realm of technical debt. It’s a silent saboteur that accumulates over time, threatening your efficiency.
What Is Technical Debt?
Think of technical debt as the interest you pay on a loan you never intended to take. Technical debt accumulates when companies choose shortcut IT solutions. Rather than better, longer, more sustainable ones.
Initially, it seems harmless. But as your system grows, those hasty decisions compound. This slows down progress and creates future complications.
Addressing technical debt is essential for maintaining a robust, efficient technology environment. Here are eight strategies to tackle technical debt at your company.
1. Identify and Prioritise Technical Debt
Identifying technical debt is the first step in managing it effectively. Focus on the most critical issues first. This drives you to focus on changes that bring the most value.
- Conduct a Technical Debt Audit: Start by identifying where technical debt exists. Conduct an audit of your network infrastructure, and processes. Document areas where shortcuts or quick fixes have been used.
- Categorise and Rank: Not all technical debt needs immediate attention. Categorise debt based on its impact on performance, security, and maintainability. Rank the most critical issues to address first.
- Create a Technical Debt Register: Maintain a register of all identified technical debt. This helps track what has been addressed and what still needs attention.
2. Integrate Debt Management into Your Workflow
Incorporating debt management into your workflow ensures continuous attention to technical debt. This helps maintain a balance between new development and debt reduction.
- Incorporate into Agile Practices: Integrate technical debt management into your agile processes. Regularly review and address these tasks during sprint retrospectives.
- Set Aside Time for Repairs: Earmark time for repairs and technical debt reduction. This ensures that potential issues aren’t forgotten.
- Track Progress: Regularly track progress on technical debt reduction. Use metrics to track improvements and identify areas still needing work.
3. Educate and Train Your Team
Educating your team about technical debt is crucial. It helps prevent new debt and addresses existing issues. Training and knowledge sharing foster a culture of quality and long-term thinking.
- Promote Awareness: Ensure your team understands the concept of technical debt. Promote awareness of its impacts on the system and future IT projects.
- Provide Training: Provide training on best practices for adopting new technology. Educate your team on how to avoid creating new technical debt.
- Encourage Knowledge Sharing: Encourage knowledge sharing within the team. Hold regular meetings to discuss technical debt and share solutions.
4. Improve Documentation
Good documentation is essential for understanding and addressing technical debt. It provides a clear reference for current and future team members.
- Document Existing Systems: Create comprehensive documentation for your existing systems. This includes hardware configurations, software setups, and network diagrams.
- Update Documentation Regularly: Ensure documentation is regularly updated. Include changes and improvements as they occur.
- Use Standardised Templates: Use standardised templates for documentation. This ensures consistency and completeness. Standardised documentation is easier to create, maintain, and use.
5. Regularly Update and Refactor Systems
Regular updates and system refactoring help keep technical debt under control. This involves making small, manageable changes to improve technology quality.
- Plan Regular Updates: Plan regular updates to improve system quality. Schedule these updates during less busy times or between major projects. Regular updates help keep technical debt under control.
- Focus on High-Impact Areas: Focus updating efforts on high-impact areas. Identify systems that are frequently used or critical to performance.
- Incremental Improvements: Approach updating as a series of incremental improvements. Make small, manageable changes rather than large overhauls. Incremental improvements are less risky and easier to deploy.
6. Optimise Security Practices
Optimised security practices ensure that changes do not introduce new issues. Comprehensive security measures help maintain system reliability and performance.
- Install Comprehensive Security Measures: Deploy comprehensive security practices. This includes firewalls, encryption, and regular security audits.
- Use Proactive Security Practices: Adopt proactive security practices. Update security protocols and software. Proactive security helps catch issues early and ensures systems remain secure.
- Automate Security Monitoring: Automate as much of the security monitoring process as possible. Automation increases efficiency and reduces the risk of human error.
7. Manage Dependencies
Effective dependency management reduces the risk of introducing technical debt. Keeping track of and updating dependencies ensures compatibility and security.
- Track and Update Dependencies: Keep track of all dependencies in your technology environment. Update them to the latest versions. Updated dependencies often include security patches and performance improvements.
- Use Dependency Management Tools: Use dependency management tools to handle dependencies. These tools help automate updates and ensure compatibility.
- Isolate Critical Dependencies: Isolate critical dependencies to reduce their impact. Ensure that critical components are well-documented and understood.
8. Foster a Culture of Continuous Improvement
A culture of continuous improvement helps address technical debt proactively. Encourage learning, celebrating successes, and regular reflection. This drives ongoing enhancement.
- Encourage Continuous Learning: Provide opportunities for professional development and skill enhancement. A knowledgeable team is better equipped to address and prevent technical debt.
- Celebrate Successes: Recognise and reward efforts to improve IT quality and maintainability. Positive reinforcement fosters a culture of quality and continuous improvement.
Work with an IT Provider That Thinks Proactively
Addressing technical debt proactively ensures your systems remain scalable, maintainable, and secure. This enables your business to thrive in a competitive landscape.
Our technology team takes a proactive and long-term approach. We do things right the first time and don’t take shortcuts. This reduces the risk of accumulating technical debt.
Contact us today to schedule a chat about enhancing your IT systems.
by Tanya Wetson-Catt | Oct 25, 2024 | Productivity
In the whirlwind of today’s business landscape, adaptability reigns supreme. Today’s workspaces transcend physical boundaries. Employees work and collaborate seamlessly from anywhere. Whether they’re sipping coffee at a local café or lounging on their living room couch. That’s the magic of a mobile-optimized workspace. It’s a game-changer for productivity and performance.
51% of employees use company-mandated apps when working via mobile devices.
Why Optimise for Mobile?
The modern workforce dances to a different beat. Gone are the rigid 9-to-5 shackles; instead, employees crave flexibility. They want to switch effortlessly between their trusty desktops and pocket-sized smartphones. Allowing them to tackle tasks wherever inspiration strikes.
A mobile-optimised workspace isn’t a luxury. It’s the power to foster a thriving, engaged team. Enabling mobile-friendly work is about supercharging productivity and nurturing employee happiness. Keep reading to explore the art of crafting a mobile-first environment.
Core Components of a Mobile-Optimised Workspace
- Cloud-Based Everything: Shift your operations to the cloud. This ensures seamless access to files, applications, and collaboration tools from any device.
- Mobile-First Applications: Develop or choose applications that focus on mobile experiences. Ensure they are intuitive, responsive, and offer the same functionality as desktop versions.
- Robust Collaboration Tools: Equip your team with powerful collaboration tools. Tools designed for mobile use. Features like real-time editing, file sharing, and video conferencing are essential.
- Secure Mobile Device Management: Install robust security measures. The goal is to protect sensitive company data on mobile devices. This includes encryption, remote wipe capabilities, and regular security updates.
- Employee Training: Invest in training programs. Equip employees with the skills to effectively use mobile devices for work.
Benefits of a Mobile-Optimised Workspace
- Increased Productivity: Employees can work from anywhere, at any time. This boosts efficiency and work-life balance.
- Enhanced Collaboration: Real-time collaboration tools foster teamwork and knowledge sharing.
- Improved Decision Making: Access to data and insights on the go empowers employees. It helps them make informed decisions quickly.
- Attracting Top Talent: A mobile-first approach appeals to a younger, tech-savvy workforce.
- Cost Savings: Reduces reliance on physical office space and associated costs.
Challenges and Considerations
While the benefits are clear, creating a mobile-optimised workspace isn’t without challenges.
- Security Risks: Increased device usage means a larger attack surface. Put in place robust security measures to protect sensitive data.
- Employee Distractions: Mobile devices can be a distraction. Encourage employees to use focus modes or apps to reduce interruptions.
- Data Usage: Be mindful of data consumption. This is especially true for employees on limited data plans. Consider providing mobile hotspots or Wi-Fi allowances.
- Device Management: Managing a fleet of mobile devices can be complex. Consider using mobile device management (MDM) solutions to streamline the process.
Tips to Secure Your Mobile Workspace
Use Mobile Device Management (MDM)
Mobile Device Management (MDM) software helps secure and manage mobile devices. It allows you to enforce security policies, manage applications, and protect data. Using MDM ensures your mobile devices are secure and compliant.
MDM software also is a necessity for BYOD. These tools can secure the “business side” of an employee’s device. Making working via mobile more convenient for your team.
Use Strong Authentication Methods
Use strong authentication methods to protect your mobile workspace. This includes multi-factor authentication (MFA) and biometric authentication. Strong authentication reduces the risk of unauthorised access and data leaks.
Encrypt Data
Encrypt data on mobile devices to protect sensitive information. This includes emails, documents, and communication. Encryption ensures that data remains secure, even if a device is lost or stolen.
Secure a business VPN plan. VPNs can help ensure data transmission remains secure. This is the case no matter where your employees are working from.
Measure and Improve Performance
Set Clear Goals
Set clear and achievable goals for your employees. This provides direction and motivation. Clear goals help employees focus on their tasks while working via mobile. It also lets them know what the boundaries are for data and business apps.
Use Performance Metrics
Use performance metrics to track progress and identify areas for improvement. This includes productivity, quality of work, and engagement levels. Regularly reviewing performance metrics helps you make informed decisions.
Provide Regular Feedback
Provide regular feedback to your employees. This includes positive reinforcement and constructive criticism. Regular feedback helps employees understand their strengths and areas for improvement.
Need Help Managing a Mobile-Friendly Workspace?
Enhancing employee performance with a mobile-optimised workspace involves several strategies. But there is definitely a payoff. Encouraging a mobile-friendly workspace boosts performance. It also improves job satisfaction and employee retention.
Need some help putting a mobile device management system in place? Looking for IT support to move your legacy systems to more mobile-optimised solutions? Our team of business technology experts is at your service.
Contact us today to schedule a chat about modernising your business tools.
by Tanya Wetson-Catt | Oct 20, 2024 | Microsoft
Microsoft 365 is a powerful suite of tools. It helps to enhance productivity and collaboration. This is especially true for small to mid-sized businesses (SMBs). But to get the most out of Microsoft 365, it’s important to optimise its settings. Otherwise, you may only be using a fraction of the power you have.
Ready to get more from your M365 business subscription? This blog post will guide you through essential settings to power up your use of Microsoft 365.
1. Optimise Email with Outlook Features
Set Up Focused Inbox
Focused Inbox helps you manage your email more efficiently. It separates important emails from the rest. To enable it, go to the View tab in Outlook and select Show Focused Inbox. Or in New Outlook, visit View > View Settings. This setting ensures you see the most important messages first.
Customise Email Signatures
A professional email signature can enhance your brand. Create signatures for new emails and replies. Include your name, position, company, and contact information. See how to set up Outlook signatures here.
Organise with Rules
Email rules help automate organisation. They can also free you from inbox chaos. Create rules to move emails to specific folders or mark them as read. This reduces clutter and keeps your inbox organised.
2. Enhance Collaboration with Teams
Set Up Channels
Channels in Teams organise discussions by topic or project. Create channels for different teams or projects. Name the channel and set its privacy level. This helps keep conversations focused and organised. It also makes it easier to search for specific messages.
Manage Notifications
Notifications keep you informed but can be overwhelming. Customise them by going to Settings > Notifications. Choose which activities you want to be notified about. This way, you stay updated without unnecessary interruptions.
Use Tabs for Quick Access to Team Resources
Tabs in Teams give quick access to important files and apps. No more constantly emailing documents to team members who can’t find them. Add tabs for frequently used documents, websites, or apps. Click the plus icon at the top of a channel and select the type of tab to add. This streamlines workflows and improves productivity.
3. Secure Your Data
Enable Multi-Factor Authentication (MFA)
MFA adds a critical layer of security to your account. It protects against unauthorised access. Especially in the case of a compromised password. Read this help article to set up M365 MFA.
Set Up Data Loss Prevention (DLP) Policies
DLP policies help prevent data breaches. Create policies to identify and protect sensitive information. This ensures compliance with data protection regulations. Go to the Microsoft Purview help page to see how.
Manage Mobile Device Security
Ensure mobile devices accessing Microsoft 365 are secure. You can do this by upgrading to Microsoft 365 Business Premium. It includes Intune, a powerful endpoint device manager. It allows you to set up several security protocols for devices accessing your data.
4. Customise SharePoint
Organise with Document Libraries
Document libraries in SharePoint help organise and manage files. Create libraries for different departments or projects. This improves file management and accessibility. Learn how SharePoint integrates with Teams and OneDrive.
Set Permissions
Control access to your SharePoint site with permissions. Assign permissions based on roles and responsibilities. This ensures only authorised users can access sensitive information.
Use Site Templates
Site templates in SharePoint are great for sharing information. You can set up topic-focused mini-websites either inside or outside your company. Use templates for common site types, like team sites or project sites.
Maximise Productivity with OneDrive
Sync Files for Offline Access
OneDrive allows you to sync files for offline access. Go to OneDrive, select the files or folders to sync. This ensures you can access important files even without an internet connection.
Use Version History
Version history in OneDrive allows you to restore previous versions of files. This is vital for business continuity and ransomware recovery. You can view and restore older versions as needed. This helps recover from accidental changes or deletions.
Share Files Securely
Share files securely with OneDrive. Select a file, click Share, and choose sharing options. Set permissions and expiration dates for shared links. This ensures only intended recipients can access shared files.
6. Leverage Advanced Features
Use Power Automate for Workflow Automation
Power Automate helps automate repetitive tasks. Go to the Power Automate website and create flows for common workflows. Use templates or create custom flows. This saves time and reduces manual work.
Analyse Data with Power BI
Power BI provides powerful data analysis and visualisation tools. Connect Power BI to your Microsoft 365 data sources. Create interactive reports and dashboards. This helps you gain insights and make informed decisions.
Add Copilot for Microsoft 365
Copilot is Microsoft’s generative AI engine. It can dramatically reduce the time it takes for all types of tasks. For example, create a PowerPoint presentation from a prompt. Or have Copilot generate tasks based on a Teams meeting. Learn more about Copilot here.
Reach Out for Expert M365 Optimisation & Support
Using these essential settings can maximise your Microsoft 365 experience. This can lead to improved security, efficiency, and collaboration.
Want a more detailed exploration of these settings and how to use them? Consider reaching out to our Microsoft 365 team. We’ll be happy to help you optimise and manage your tools and leverage all the benefits.
Reach out today and let’s chat about powering up your use of M365.
by Tanya Wetson-Catt | Oct 15, 2024 | IT Management
In today’s world, everything’s connected. That includes the software your business relies on. Whether you’ve installed that software locally or use it in the cloud.
Protecting the entire process that creates and delivers your software is very important. From the tools developers use to the way updates reach your computer, every step matters. A breach or vulnerability in any part of this chain can have severe consequences.
A recent example is the global IT outage that happened last July. This outage brought down airlines, banks, and many other businesses. The culprit for the outage was an update gone wrong. This update came from a software supplier called CrowdStrike. It turns out that the company was a link in a LOT of software supply chains.
What can you do to avoid a similar supply chain-related issue? Let’s talk about why securing your software supply chain is absolutely essential.
1. Increasing Complexity and Interdependence
Many Components
Modern software relies on several components. These include open-source libraries, third-party APIs, and cloud services. Each component introduces potential vulnerabilities. Ensuring the security of each part is essential to maintaining system integrity.
Interconnected Systems
Today’s systems are highly interconnected. A vulnerability in one part of the supply chain can affect many systems. For example, a compromised library can impact every application that uses it. The interdependence means that a single weak link can cause widespread issues.
Continuous Integration and Deployment
Continuous integration and deployment (CI/CD) practices are now common. These practices involve frequent updates and integrations of software. While this speeds up development, it also increases the risk of introducing vulnerabilities. Securing the CI/CD pipeline is crucial to prevent the introduction of malicious code.
2. Rise of Cyber Threats
Targeted Attacks
Cyber attackers are increasingly targeting the software supply chain. Attackers infiltrate trusted software to gain access to wider networks. This method is often more effective than direct attacks on well-defended systems.
Sophisticated Techniques
Attackers use sophisticated techniques to exploit supply chain vulnerabilities. These include advanced malware, zero-day exploits, and social engineering. The complexity of these attacks makes them difficult to detect and mitigate. A robust security posture is necessary to defend against these threats.
Financial and Reputational Damage
A successful attack can result in significant financial and reputational damage. Companies may face regulatory fines, legal costs, and loss of customer trust. Recovering from a breach can be a lengthy and expensive process. Proactively securing the supply chain helps avoid these costly consequences.
3. Regulatory Requirements
Compliance Standards
Various industries have strict compliance standards for software security. These include regulations like GDPR, HIPAA, and the Cybersecurity Maturity Model Certification (CMMC). Non-compliance can result in severe penalties. Ensuring supply chain security helps meet these regulatory requirements.
Vendor Risk Management
Regulations often require robust vendor risk management. Companies must ensure that their suppliers adhere to security best practices. This includes assessing and monitoring vendor security measures. A secure supply chain involves verifying that all partners meet compliance standards.
Data Protection
Regulations emphasise data protection and privacy. Securing the supply chain helps protect sensitive data from unauthorised access. This is especially important for industries like finance and healthcare. In these industries, data breaches can have serious consequences.
4. Ensuring Business Continuity
Preventing Disruptions
A secure supply chain helps prevent disruptions in business operations. Cyber-attacks can lead to downtime, impacting productivity and revenue. Ensuring the integrity of the supply chain minimises the risk of operational disruptions.
Maintaining Trust
Customers and partners expect secure and reliable software. A breach can erode trust and damage business relationships. By securing the supply chain, companies can maintain the trust of their stakeholders.
Steps to Secure Your Software Supply Chain
Put in Place Strong Authentication
Use strong authentication methods for all components of the supply chain. This includes multi-factor authentication (MFA) and secure access controls. Ensure that only authorised personnel can access critical systems and data.
Do Phased Update Rollouts
Keep all software components up to date, but don’t do all systems at once. Apply patches and updates to a few systems first. If those systems aren’t negatively affected, then roll out the update more widely.
Conduct Security Audits
Perform regular security audits of the supply chain. This involves assessing the security measures of all vendors and partners. Identify and address any weaknesses or gaps in security practices. Audits help ensure ongoing compliance with security standards.
Use Secure Development Practices
Adopt secure development practices to reduce vulnerabilities. This includes code reviews, static analysis, and penetration testing. Ensure that security is integrated into the development lifecycle from the start.
Monitor for Threats
Install continuous monitoring for threats and anomalies. Use tools like intrusion detection systems (IDS). As well as security information and event management (SIEM) systems. Monitoring helps detect and respond to potential threats in real-time.
Educate and Train Staff
Educate and train staff on supply chain security. This includes developers, IT personnel, and management. Awareness and training help ensure that everyone understands their role in maintaining security.
Get Help Managing IT Vendors in Your Supply Chain
Securing your software supply chain is no longer optional. A breach or outage can have severe financial and operational consequences. Investing in supply chain security is crucial for the resilience of any business.
Need some help managing technology vendors or securing your digital supply chain? Reach out today and let’s chat.
