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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.

Major components of a solid cybersecurity plan for businesses

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It happens every day. Businesses of all sizes experience data breaches which can lead to the loss of proprietary or private client data, damage a company’s reputation, or even unleash lawsuits. The consequences can be so damaging, in fact, that an organization may face closure as a result.

In addition to the aforementioned concerns, small to medium-sized businesses face additional challenges that larger businesses often don’t; a lack of IT personnel, funding for strong IT, and knowledge for developing a cybersecurity plan, for example. With that said, there are several major components every business owner and leader should consider when creating a solid cybersecurity plan that will serve to best protect their organization.

IT Audit
The first step in creating a cybersecurity plan for your business is to conduct an IT audit. An IT audit is when your company’s information technology (IT) infrastructure, policies, and operations are examined and evaluated for security purposes and to see if they measure up to best practices. This will help determine where your security is strong and where it needs improvement.

Information technology audits allow businesses of all sizes to determine if the controls (hardware, software, practices, and policies) they have in place protect the company’s assets, ensure the integrity of data, and align with the organization’s overall goals. These audits are typically conducted by IT auditors who examine the physical security of your business in addition to the security of your information systems ranging from financial controls to your company’s overall business policies.

Some IT organizations such as Oram Corporate Advisors offer free technology assessments to get you started. These free technology assessments can assist in strategically evaluating whether your IT infrastructure is ready to grow, identify areas of opportunity for improvement, and can “red flag” areas that require deeper analysis and adjustments. Just remember that all technology assessments are not created equal and you often get what you pay for.

When it comes to IT audits, they can be expensive, but businesses need to have them to secure their organizational data, assure clients that their information is safe, and to protect their reputation. Additionally, many industries are now required by their state and/or federal government to participate in regular audits among other IT regulations. Be sure to check with your state and federal government to determine if your business is affected by such IT regulations. Your IT auditor should be able to answer these questions for you as well and assist your business with regulatory compliance requirements.

The cost of an IT audit can be prohibitive for many small to medium businesses. As a matter of fact, they can run into the thousands depending on how much work has to be completed to conduct the audit. Fees are typically charged on an hourly basis and can range from IT company to IT company. Most IT auditors should be willing to give you a free estimate, however, so you know what your investment will be.

Employee Training
The next step in developing a solid cybersecurity plan for your business is to train your employees. After all, your employees can be your strongest line of defense or your weakest link. Information technology best practices require regular IT training for all employees.

Every employee should know certain IT rules such as not opening emails or attachments from unknown or untrusted sources. Phishing scams are one of the most common ways hackers attempt to infiltrate business networks using email. Other items employees should be trained on include spear-phishing, executive whaling, and malware. Training should also include specific company IT policies and procedures that support better data security. Employees should also be trained in a myriad of other topics such as the proper disposal of confidential data (both digital and hard copy), how to handle requests for information, and how to report a suspected breach.

A blog by Forbes magazine online offers small and medium businesses five tips on how to train employees. While these are general training guidelines for any type of employee education, they can also be applied to IT training. In addition to hosting your own educational meetings, most IT companies offer employee training for best IT practices as well. The cost for such training will depend on which company you hire, how frequently you wish to schedule training, and how many employees you have.

Your WISP
The third component of your business cybersecurity plan should be your written information security plan or WISP. This encompasses many items and includes several steps in and of itself. You will need to sit down with an IT specialist and outline a WISP that is specific to your business and the information it holds. Your WISP will need to include the following at a minimum:

Objective– Outlines your WISP including the creation of effective administrative, technical, and physical safeguards for the protection of personal and proprietary information.

Purpose– Outlines what your WISP will do such as ensuring the security and confidentiality of personal information, protect against any anticipated security threats, and protect against unauthorized access or use of information.

Scope– In formulation and implementing your WISP, outline the scope of the plan including reasonably foreseeable internal and external risks, the potential and likelihood of damage caused by such risks, evaluate the sufficiency of your existing IT policies, and design and implement a WISP that puts safeguards into place to protect data. In addition, regular monitoring of the effectiveness of those safeguards should also be included.

Data Security Coordinator– Designate a data security coordinator in your WISP that will implement, supervise, and maintain your written plan. They will head the initial implementation of your plan, train employees, and regularly test the safeguards outlined in the WISP. The security coordinator will also evaluate the ability of each third-party service provider to supply appropriate security measures for information to which they have access. They will also review the scope of the security measures in the WISP and conduct annual training for all employees including the owners, managers, and independent contractors as well as temporary employees who have access to personal information.

Internal Risks– Identify probable internal risks to security, confidentiality, and/or integrity of electronic, paper, or other records containing personal or proprietary information. Also evaluate how to limit such risks and implement necessary measures for reducing them.

External Risks– Identify probable external risks to security, confidentiality, and/or integrity of electronic, paper, or other records containing personal or proprietary information. Also evaluate how to limit such risks and implement necessary measures for reducing them.

Implement Your Plan
Implementing your business’s cybersecurity plan is the next step. This includes adding data security features you have opted to employ in addition to making employee training a reality, integrating new software such as updated anti-virus and/or firewall programs on your network, and updating patches to existing software.
Other layers of your cybersecurity plan should include:

Social Media Education– Hackers can find personal information online from social media sites such as Facebook, Instagram, and LinkedIn that they can use to manipulate employees of companies, getting them to disclose personal or sensitive information. Train employees about social media best practices as well as the use of different passwords for each site, software, or application they use. Emphasize your company’s security protocols as well as IT best practices such as the use of least privilege.

Let’s Get Physical, Security– While you may think your building is secure enough to protect your sensitive data, good hackers know how to penetrate this type of security. Be sure not to leave computers exposed and destroy all hard drives using professional services. Physical security breaches can be avoided by encrypting hard drives, leveraging cloud backups, and enclosing hardware ports exposed to the public. Employing theft recovery software, checking door locks and cameras, and properly disposing of shredded paper also help.

Wi-Fi Protection– Wireless internet can also pose a threat. Wi-Fi signals can extend beyond office walls. A bad actor can connect to your signal from far away and infiltrate your network where they can steal files containing proprietary or personal information. Businesses should employ WPA2 (Wi-Fi Protected Access 2) protocols as they are safer than the old WEP (Wired Equivalency Privacy) or WPA (Wi-Fi Protected Access) protocols. Ensure your router has a strong, unique password that is not easily guessed.

Password Protocols– Passwords should be changed often and kept private. Train employees on this and teach them that the strongest passwords include uppercase and lowercase letters, numerals, and special characters. Additionally, passwords need to be different across all accounts. The best way to remember passwords is to use a password manager. There are some free password managers available but the most secure ones typically charge a small annual or monthly fee. Most also allow businesses to sign up for a membership that covers all employees.

Two-Factor Authentication– Even with difficult, unique passwords on every account, seasoned hackers can often penetrate security. As a backup, it’s best to employ multifactor authentication wherever possible. Most large companies use it including Apple, Google, and Dropbox. Using a mobile number and/or email account, multi-factor authentication provides an added level of security. Your business can also implement it with other applications and services as well. New technology such as facial recognition, fingerprints, and/or ultrasonic sounds are on the near horizon and companies should prepare to employ more secure technologies as soon as they are commercially available.

Email Security– This is the most necessary asset for your business to protect. Once in your email, hackers can reset passwords and wreak all types of havoc so be sure to prioritize protecting company email. Never click links in emails or attachments from untrusted or unknown sources as these could take you to a phishing site that looks like a real website. Using Google Gmail and Google Apps is recommended given they have the best spam, virus, and phishing protections available in addition to multifactor authentication already built in.

Anti-Virus– Keep your anti-virus updated at all times. While this helps protect your email and other sensitive information, new malicious viruses are always being created. That means anti-virus companies are always updating their software to address the threats on their “blacklists.” Consider using a service that employs a “whitelist,” which only allows software and programs that are pre-approved to be downloaded adding extra security to your network.

If you need assistance with conducting an IT audit, crafting an IT plan or WISP, or implementing your plan, contact Oram Corporate Advisors today at (617) 933-5060. You can also reach out to us online. Our professionals are always here to support your business with superior IT and IT services.

Ransomware: A Guide for Protecting Todays Businesses

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Ransomware has become one of the top threats to businesses in today’s global and digital society. It has become such a danger in fact that a late 2017 report from Cybersecurity Ventures predicted that the global cost of cybercrime would reach $6 trillion by 2021 with ransomware playing a major role in that total. Furthermore, Cisco’s 2017 Annual Cybersecurity Report showed ransomware is increasing by 350 percent each year and a business falls victim to a ransomware attack every 40 seconds. Last year’s worldwide attack in May 2017 of the WannaCry ransomware caused complete and utter chaos around the globe and begged the question of what’s next.

So what is a business owner to do? For starters, you must know what you’re up against. Next, there are steps for preventing the threat from opening the door to your business. Here’s your guide to ransomware and how to stop it before it stops your business.

What Ransomware Is
Ransomware is a malicious malware that targets the private files of your business. While malware can cause some annoying problems or create more malicious issues such as reformatting a disk or deleting files, ransomware is different. Ransomware is a malware that infects computers and restricts access to files, stopping businesses in their tracks.

When you run into ransomware, you will know it because it will notify a system’s user that it has been attacked. The notification will come after the damage has been done and your information is already encrypted. A cybercriminal will use the ransomware to demand a ransom, typically money or cryptocurrency, in exchange for the safe return of files. If the funds are not paid, the cybercriminal responsible may delete or publish your private business files. If you do pay, you may still not get your data back anyway as the hacker responsible can simply take the money and run.

Like a virus that can attack the body, ransomware can attack an entire network. And like viruses, ransomware can morph and adapt from the way they spread to the way they encrypt data. This means a business must approach protection on a multitude of fronts and be ready to adapt to new protections as they are developed.

Means of Protection
Your IT provider should offer you protection through at least six areas. By securing a variety of entryways and providing layers of protection, your business will be safer from all threats including ransomware. At Oram, we take a six-step approach to protecting our clients against ransomware and other cyber threats.

Patching
The most basic layer of security is to monitor and patch all computers and applications on an ongoing basis. We address all known operating system security vulnerabilities with the latest patches. This measure is the first step in protecting your operating system particularly when a flaw has been uncovered. Your company’s outside business IT partner or in-house professionals should be providing the latest patches to ensure your operating systems are running at peak performance while ensuring any system vulnerabilities are addressed.

Anti-Virus and Network Monitoring
Businesses are being targeted every day through a plethora of avenues: email, ad networks, mobile applications, etc. This is why the second part of a best-in-class security network employs both anti-virus and network monitoring. These two pieces of the security puzzle examine all traffic on your business network and all files. The anti-virus employs a filter to protect them from all known threats. Your anti-virus should be updated regularly in order to identify the latest viral threats.

Backup and Disaster Recovery
One of the things cybercriminals bank on is that your business didn’t think ahead in terms of implementing backup and disaster recovery. That’s why this step is a must, especially where ransomware is concerned. There can sometimes be gaps between when a threat is introduced to your network and remediation of the full system.

To ensure that your data is safe, it’s best to have a full system backup in place to protect your back-office systems. This will enable your business to stay on top of things if and when an attack occurs and it provides a recovery option for unknown threats. In the event of a catastrophic failure or a ransomware attack, a good backup can get your business back online fast.

Endpoint Backup
Though backup and disaster recovery provides a layer of protection for your back-office systems, businesses should also have backup and recovery of data for all devices. Devices such as laptops and tablets create, share, and store business data. Should a device become lost or a cybercriminal capture your proprietary data and sensitive information from these devices, your business will still be covered. This can have a significant impact on your business productivity and profitability. Your endpoint program should offer real-time data backup on such endpoint devices to prevent the compromise of business-critical information and keep your organization moving full-steam ahead.

Secure File Sync and Share
In today’s global society, being able to work remotely, collaboratively, and securely from any device anywhere is a modern business necessity. With the proper software in place, your employees can securely collaborate from any location on any device including their smartphones and tablets. Such a system can allow you to grant access and editing controls for specific documents including those in Word, Excel, and PowerPoint. Such software also allows you to recover documents employees may have accidentally deleted or that have been lost due to malicious activity.

Education and Awareness
One of the best steps you can take in protecting your business against ransomware or other digital threats is to educate and train your employees. With proper cybersecurity awareness training, you can turn your employees into your most important layer of defense. They should be trained and provided with educational materials about cybersecurity risks, new ransomware strains, and the best practices for spotting phishing attempts, suspicious emails, and other security risks. Additionally, they should be provided a simple and quick way to report any suspicious activity. By empowering your employees with such training, they can become proactive in the fight against cyber threats to your business.

Small ransoms are just the beginning of the ransomware threat and it is only expected to get increasingly worse. This is why it is so imperative for businesses to stay ahead of cybercriminals when it comes to security. While such protection may seem overwhelming, it’s nothing when compared with the downtime, stress, and financial cost of dealing with a ransomware attack. If you need assistance in protecting your business against ransomware, contact Oram Corporate Advisors today for a free consultation at (617) 933-5060.