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The Modern Office: Why a Strong IT Foundation Should Be the Basis of Your Business

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Business builds itself from the ground up. Your business internet technology (IT) is no different, which is why your foundation is so critical. The modern office revolves around having strong IT in place. From communications to automated business processes and protecting valuable company data, your foundation is imperative to your organization’s ability to not only thrive but survive.

Without a strong foundation, your business risks everything: Being hacked; watching valuable data be stolen, held ransom, or destroyed; and experiencing crippling downtimes when systems fail to function properly, costing your organization money every minute your employees can’t function. A strong foundation will help protect your company from experiencing such destructive problems and allow it to keep functioning smoothly even through inevitable IT bumps in the road.

What is Foundation in IT Terms?

At ORAM Corporate Advisors, we view the foundation as the nuts and bolts of your operation. We consider that to be your firewall, your switches, and your wireless access points. This is the core of your network. These are the things that have to be 100 percent reliable all the time and what literally makes the world go round for your business.

Firewalls as a Gateway

The gateway in and out of your network is your firewall. When it comes to the network security of the modern office, the firewall is your first and best line of defense. It monitors and controls both incoming and outgoing traffic on your network based on the security rules set for it. What rules are employed depends on how your company operates, the security it requires, and industry regulations. The best firewalls are “smart firewalls” which are capable of configuring, monitoring, and managing network traffic on the fly.

An average firewall is a hardware device or even a software program that is a barrier, a wall, between your systems and network and the internet. Its purpose is to limit unnecessary communication between your computer network and the internet.

Smart firewalls offer much to your business in terms of additional protections. Today’s modern office should employ smart firewalls as they include:

  • Antivirus, Antimalware, and Limited Spam Filtering
  • Deep Packet and Stateful Inspection
  • Packet, Adjustable Content, and “Default to Now” Traffic Filtering

The IT experts at ORAM can configure your smart firewall to maximize its protective benefits for the specific needs of your business. This ensures there are no gaps or vulnerabilities in your security settings that could allow a hacker to infiltrate your business system. We also take the time to keep your firewall current and patched.

Switches: Your Business Connection

Network switches are another important piece of your modern office network. This is the link, if you will, that connects devices on your network. It’s the switches that receive, process, and forward data moving in and out of your network so that it arrives at its proper destination.

The most common switch among business networks is one that handles Ethernet traffic. That is to say, the switches that connect your business to the internet. Without such switches, your business would become a proverbial island and your business data from email to invoicing may not function properly.

In addition to traditional managed switches, “smart switches” are an evolving option that can offer some management and security. They can be cost-effectively used in large networks as a supplement to managed switches or can be included as the main infrastructure in smaller networks. Smart switches can allow your business to segment its network into workgroups by creating a virtual local area network (VLAN).

Wireless Access Points

Wireless local area networks, or WLAN, are created by using a wireless access point device. These WLANs are typically found everywhere from homes and restaurants to modern offices and large buildings. They provide wireless access to the network for devices such as laptops, printers, and cell phones in a designated area such as your office. This enables your employees and customers to stay connected on a secure wireless network that is isolated from the core network in your office. You can also open or limit wireless guest access to specific applications or times of the day.

Recommended Foundation Hardware

The foundation of the modern office is also cloud-based. This allows you to know more about what your end users are doing and how traffic is flowing. Traditionally, you’d have to look back through logs and that is a time-consuming process. The modern office can’t afford to sit idle while the IT staff sifts back through logs to determine where things went wrong. Smart firewalls, switches, and access points provide real-time information through cloud-based systems that allow us to make the best decisions with up-to-date information.

At ORAM Corporate Advisors, we recommend using Cisco Meraki for all of those devices because it’s one of the most reliable cloud-based systems to date for business networks. This is important because it is the foundation of your business. User management, connectivity, and the like don’t matter if you and your employees can’t even access the internet.

Without a strong foundation, your business floor will drop out from beneath you. Commerce, trade, and services for your organization will come to a screeching halt without a strong foundation. Though integrating a strong network can be costly, it is the most important investment you will make to keep your business moving forward.

Ensuring a Strong Foundation

There are several key components to developing and maintaining a strong IT foundation in the modern office. Those include the following:

  • Make sure your firewall(s), switches, and wireless access points are current, up-to-date, and are running the latest firmware.
  • The hardware needs to be current as well. Is it still being supported and warrantied by the manufacturer?
  • Can your network handle your current business needs and still allow room for growth?

For everything you do or that your employees do, your foundation is key. By ensuring that you have the major components from your firewalls to switches and wireless access points in order, you can keep your business moving forward smoothly at all times. If you need assistance with building or bettering your business foundation, contact ORAM online or call us today at (617) 933-5060.

The Modern Office and Connectivity: Why Access to IT Drives Today’s Businesses

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As we discuss what makes the modern office function fluidly, we cannot overlook the importance of connectivity. While the end user sees only a portion of internet technology (IT) that actually exists, the fact of the matter is that IT is the driving force behind today’s modern business. Not only does connectivity allow employees the access they need for top productivity, but it provides clients, customers, and business partners the doorway to the information they require as well.

Connectivity is all about how every one of us gets the information we need every day from email to secure remote access. When it comes to getting your end users access to corporate information securely and consistently, connectivity is key. It is connectivity that allows us to perform the normal, day-to-day operations of our business effectively and efficiently.

Email Access & Connectivity

Email access is a necessity in the modern business world whether you are working on your desktop at the office, your iPad on the subway, or your laptop at home. Connectivity allows businesses to provide every employee unified email access. With the latest IT, your business can provide fully synchronized connectivity across all devices at all times with all employee contacts, calendars, and email.

In today’s modern office, your workforce can access email from their smartphones, smart watches, tablets, laptops, and desktops with certainty. This means higher levels of productivity, ease of use for the end user (i.e. every employee), and flexibility, all protected with the level of security your business requires.

Not only is email access important for your employees but consider your business partners, subcontractors, and consumers. There are many people clamoring to communicate with your business on a daily basis and email is the lifeline of much of that communication. Without the right connectivity, your business partners may not be able to close the deal without immediate access to all team players; service providers won’t be able to access what they need to get your job done; and consumers may become so frustrated that they seek out other businesses that are connected to fulfill their needs.

File Access

Connectivity allows the modern office to have secure access to a variety of systems. For example, you can provide your employees with secure access through a virtual private network (VPN). Connectivity also gives them access to files through cloud-based systems such as OneDrive, SharePoint, Box.com, or Dropbox to name a few.

In many industries, businesses also require the ability to share access to information with organizational partners. When you need to share proprietary information securely with subcontractors and other business partners, which is the case in many industries, connectivity is there to achieve your goal. The right connectivity also allows this to be done so securely.

Meeting Customer Expectations

The modern consumer is incredibly tech savvy and they expect businesses to be the same. This means every business from the small mom and pop to the multinational corporation are expected to provide the same level of connectivity. No longer does the work day run 9 to 5. Customers want access to businesses around the clock and they have the voice to demand it.

The 2018 Deloitte GLOBAL Human Capital Trends report shows important changes facing business leaders worldwide. One of those is in the strength consumers now have, making business connectivity more important than ever. Deloitte’s global survey of more than 11,000 business and human resource leaders shows the “shift in power to the individual is being propelled by today’s hyper-connected world, which enables people to track information about companies and their products, express their opinions to a wide audience, and sign onto social movements, globally and in real time.”

Today’s consumers want to be able to connect with businesses instantly, get answers quickly, shop, and more, both day and night. Customers want to connect with your business on all levels. What’s more, they expect your business to provide that connectivity for them on any device they choose to use.

In order to retain clients and customers, connectivity is an absolute necessity, especially in industries such as retail, education, and finance. Not only will you need the right hardware and software to meet customer demands, you’ll also need business processes and the network infrastructure in place to implement connectivity.  Connectivity can be achieved affordably allowing every business to draw in new customers, meet their expectations, and retain them.

The Future is Now

There was a time when businesses simply needed a website, telephone number, and/or email address for people to reach out to them. That is no longer the case. Mobile technology has exploded which has led to the need for businesses to be available 24 hours a day. With the “always on” mentality of the modern business world and the drive to meet customer expectations, connectivity has become the right hand of business. Now is the time to ensure your connectivity is up to par as the future has arrived.

What You’ll Need

In order to meet the connectivity expectations of employees, business partners, and consumers, you will need to implement several elements of connectivity. Begin by looking at your hardware. Are your computers, servers, modems, printers and other hardware up to date? If not, or if they are nearing their end of life, don’t wait to upgrade otherwise you may find your business falling behind the times and that can lead to a loss of customers and revenue.

You’ll also need to look at your software. This is a banner year for software changes. Several companies such as Microsoft will be allowing software programs to pass into their end of life cycle over the next few months. This means companies will be issuing new software programs to replace the old. Be ready in advance for changes because if not, your business could be at risk for breaches since updates to old software will stop being issued. Up-to-date software is a prime element of strong connectivity.

Cloud applications are also imperative for effective connectivity. A cloud application is a type of software program where local components such as your existing hardware and software function cohesively with cloud-based programs. This means your business will have to rely, at least to some extent, on remote servers and the internet. This piece of connectivity can make file sharing like that mentioned above simple.

Mobile apps are also becoming mainstream for modern businesses as well. Whether you are a retailer hoping to capture consumers online and allow them to shop anytime or you are a financial institution that wants to promote e-trading directly through your clients’ mobile devices, you can have an app constructed for your business. Whatever your need is to reach your target customer and keep them engaged, there’s an app for that. Many third-party service providers such as ORAM offer mobile app development for businesses at surprisingly affordable rates.

Social media is another piece of the connectivity puzzle that many businesses fail to recognize or utilize to its full potential. Modern businesses introduce their brand, express their values, and cultivate higher sales through the use of social media from Facebook to Twitter and LinkedIn to YouTube. Such social media platforms offer businesses the opportunity to connect with consumers, praise hard-working employees, tout their products and services, boost their brand recognition, and so much more.

Changing Connectivity

Just as your business plan is a living document, your connectivity will need to grow and adapt to the demands of your business and the outside world. Connectivity is never static and your business will have to be ready to change with the times. For example, even small businesses are realizing that they have substantial bandwidth requirements to meet their connectivity needs. Standard broadband is becoming a limitation with today’s high-speed world.

You may also find that you need to revisit your software licensing or usable hardware to facilitate the growth and speed your business requires. After all, the plan is to grow your business which means more hardware, software, and connectivity. The expectation is that the demands of connectivity will only continue to grow and morph as technology changes and continues to expand.

Competing in a Competitive Marketplace

When it comes to business, competition can be fierce whether you are aiming to garner more clients, increase sales, or hire an effective workforce. You need to ensure your connectivity is in top condition to achieve your business goals regardless of what they may be. The truth is that all businesses require connectivity to gain and maintain a competitive advantage in today’s marketplace. Furthermore, it will allow you to raise awareness of your brand, provide you further reach, and allow your employees to achieve more.

If you want to learn more about how to improve your business connectivity, modernize your office, or talk about your business IT needs, contact ORAM at (617) 933-5060. You can also connect with us online.

October is National Cyber Security Awareness Month

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A look at cyber awareness and tips for protecting yourself online

Whether you are turning on the television, checking the daily newsfeed online, or reading a magazine, you’re sure to hear about the breach of a major business such as Yahoo, a data leak by the government, or hackers attacking a local school. Over the last two decades, cybersecurity has been legislated to protect consumers, businesses, and the government alike. There’s a need for greater awareness of cyber security and how people can best protect themselves and their businesses. That is the purpose behind National Cyber Security Awareness Month (NCSAM) which has been celebrated every October for the last 15 years.

The History of NCSAM
Developed as a collaborative effort between industry and the U.S. government, the purpose of NCSAM is to ensure every American has the necessary resources to stay safer and more secure online as well as advance awareness of the threats we all face when we log on. Launched in 2003, NCSAM was conceived by the U.S. Department of Homeland Security and the National Cyber Security Alliance.

According to the National Cyber Security Alliance, the goal was to reach as many people and businesses as possible to educate them about cybersecurity. The target audience consists of consumers, small and medium-sized business, corporations, educational institutions and young people across the country.

STOP. THINK. CONNECT.
This year marks the 8th anniversary of the STOP. THINK. CONNECT.™ campaign used during NCSAM which offers tips and advice for everyone from the daily internet user to business owners.

The message to consumers of every age is clear. We are all warned to stop and think before connecting which means doing things to protect ourselves before we get online. We are warned to “Keep a Clean Machine,” “Protect Your Personal Information,” and “Connect with Care.” But what does all of this really mean?

Keep a Clean Machine
All of your internet-connected devices should be kept free of malware and other infections such as viruses as they can interrupt your connectivity at home and at work as well as spread to others. A dirty machine can also threaten your safety and the safety of others online. This is especially true when it comes to malware that connects your devices to botnets, which are networks of computers controlled by cybercriminals that can steal your information and make money from it.

There are several things you can do to keep a clean machine including:

  • Use the Latest Software– Ensure you have the newest security software, web browser and operating systems to offer the best defense against known viruses, malware, and other threats.
  • Automate Updates– Most software programs automatically update to defend against threats. Keep auto updates turned on and turn your computer off each night so updates will occur when you reboot.
  • Protect Every Device– In addition to computers, be sure to turn on auto updates for all devices including smartphones, laptops, and tablets.
  • Plug & Scan– External devices such as USBs can harbor viruses and malware. Use security to scan them before using.
  • Get Rid of Garbage– Delete links, emails, tweets, posts, etc. that look suspicious. These are ways cybercriminals compromise your computer. If it’s not from a trusted source, trash it. Don’t open it.
  • Hot Spot Smarts– Limit the business you conduct when away from your home or office. Be sure to adjust the security settings on your device to limit who can access it.
  • Act Fast– If you think your machine is infected, get help fast to remove viruses and malware before they can spread or cause more damage.

Protect Your Personal Information
Each one of us has the responsibility of protecting our personally identifiable information (PII) online. If your personal information ends up in the wrong hands, there could be serious consequences from a breach in your social media or theft from your business to your identity being stolen and your bank account being wiped out.

While you may have worked hard to protect that information, all of us must still assume our personal information has been leaked because hacks happen all of the time. Here are some tips for protecting your PII online from the New York Times:

  • Use Different Passwords– Across multiple sites from Facebook to your bank account, NEVER use the same password in more than one place. Doing this allows a hacker that gets your password in one place to use it in another. Password managers such as 1Password or LastPass can help you keep track of them all.
  • Never Your Social- Never use your social security number as a username or password. This is especially true in the face of the recent Equifax breach.
  • Be Suspicious- Treat everything online with an abundance of suspicion. Hackers send emails, notices, letters, etc. posing as people you know and businesses you solicit to gain information. Contact a business or individual requesting PII online by calling them directly before deleting the email as they may need it to press charges or stop the cybercriminal from targeting others.
  • Use Stronger Passwords- Sites such as LastPass can help you create unique passwords for each site you visit and save them for you in a protected database. If you create your own, be sure to use uppercase and lowercase letters, numerals, and special characters in each password.
  • Employ Extra Security- Passwords are not enough. If a site allows you to use secondary or two-factor authentication, enable those features. When you enter your password, you will receive a message with a one-time login code to allow you to finish logging in.

Connect with Care
Many web users are very quick to click whether it be on an email, a link, or an attachment. Slow down and take time to examine what it is you are about to click before you do so. Ensure you know who an email is from before opening it. If you don’t know the sender or aren’t expecting an email, delete it without opening it.

If you receive an email from a person or business you know and the email address looks familiar, feel free to open it. Once open, look at the email itself. Does it sound like it’s from the sender or does it seem odd? If the English is suddenly broken, the business logo is not right or is missing, or something else is off about the email, do not click on any links or attachments. Contact the person or business directly to see if they have sent you something via email.

Use care when connecting to public Wi-Fi. This is especially true if you are conducting business such as banking or shopping online. Use only trusted secure connections when using portable devices outside of the home or office.

Be Web Wise
Personal information about anyone is now easy to find online. This is especially true with the advent and use of social media. That means we all have to be wise when it comes to using the web. The first thing you should know is how your information gets online. Here are some ways you may inadvertently be sharing your personal information:

  • Posting on social media
  • “Checking in” through social location sites such as Foursquare
  • Commenting on blogs or shopping sites
  • Creating online wish lists online at sites like Amazon or Pinterest
  • Sharing videos or photos online
  • Using online games
  • Giving location data when uploading photos online

If you are on social media, check to see if you can change your privacy settings to limit what others can see about you or who has access to your information. Be sure to read the privacy policy of any company before sharing your information with them to ensure they don’t sell it to third parties. You’ll also want to ensure that your data is backed up at home and at the office in the event of ransomware, other cyber attacks, or even a computer shutdown.

Be a Good Online Citizen
Being a good online citizen involves employing the Golden Rule of treating others online the way you would like to be treated and using common sense. Don’t visit unsecured sites and don’t forward emails from unknown sources to others.

Be aware of how the action of one person can damage an entire online community. For example, one employee surfing unsecured sites through your business network can open the door for malware, viruses, and cybercriminals. Have common expectations in your home and office about what is an acceptable use of the network and what types of sites should be avoided.

Report cybercrime and breaches immediately. These should be reported not only to your internal technology personnel but to law enforcement as well. By reporting such issues, you are helping others avoid becoming victims, too, and stopping cybercriminals in their tracks.

Own Your Online Presence
This means safeguarding your own personal information and activity. For example, data should be treated like money. It should be protected. This means everything from your birthdate and personal address to the names of your children and pets which are often used as passwords. It can be easy for a hacker to get into your accounts with such personal information floating around on the web.

Be careful about who you share information with. For example, you may get “friend” requests from people you don’t know on social media. Simply delete the request. This is not being rude, it’s being prudent. Also, don’t send login information via email. Email can easily be hacked without the proper, updated security in place. If you get a request for information from a business online, call them to see if the request was really from them and provide any data they may need that way.

Lock Down Your Login
One of the main points of the STOP. THINK. CONNECT.™ campaign is to Lock Down Your Login. There are several ways you can ensure your login information stays secure. Here are six tips to get you there:

  • Protect accounts with strong authentication
  • Keep security software updated
  • Avoid phishing by thinking before clicking
  • Use unique passwords for every site
  • Protect your mobile devices
  • Employ trusted security tools

Our Responsibility
Staying safe online and protecting those we are connected with is everyone’s responsibility. Because the world has become so digital, we are more interconnected than ever before. From our desktops to our tablets, phones to laptops, we find ourselves working, playing, learning, and living online. That means all of us has a responsibility to try to stay as safe as possible by adhering to the advice of cyber experts.

National Cyber Security Awareness Month is a chance for us all to become more aware of the threats we face online and ways to protect ourselves and others. For more information, safety tips, and ways to get involved in NCSAM, visit the National Cyber Security Alliance online or contact Oram at (617) 933-5060.