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August 7th, 2014

Security_Aug05_AThese days, the security of various technology based systems is constantly being called into question. From attacks on mobile devices to ever increasing types of malware, many businesses are struggling to stay on top of their security. One of the best ways to help ensure your systems are secure is to be aware of common security issues. To that end, here are five common ways your security can be breached.

1. You are tricked into installing malicious software

One of the most common ways a system's security is breached is through malware being downloaded by the user. In almost every case where malware is installed the reason is because the user was tricked into downloading it.

A common trick used by hackers is to plant malware in software and then place this software on a website. When a user visits the site, they are informed that they need to download the software in order for the site to load properly. Once downloaded, the malware infects the system. Other hackers send emails out with a file attached, where only the file contains malware.

There are a nearly limitless number of ways you can be tricked into downloading and installing malware. Luckily, there are steps you can take to avoid this:

  • Never download files from an untrusted location - If you are looking at a website that is asking you to download something, make sure it's from a company you know about and trust. If you are unsure, it's best to avoid downloading and installing the software.
  • Always look at the name of the file before downloading - Many pieces of malware are often disguised with file names that are similar to other files, with only a slight spelling mistake or some weird wording. If you are unsure about the file then don't download it. Instead, contact us as we may be able to help verify the authenticity or provide a similar app.
  • Stay away from torrents, sites with adult content, and movie streaming sites - These sites often contain malware, so it is best to avoid them altogether.
  • Always scan a file before installing it - If you do download files, be sure to get your virus scanner to scan these before you open the apps. Most scanners are equipped do this, normally by right-clicking on the file and selecting Scan with….

2. Hackers are able to alter the operating system settings

Many users are logged into their computers as admins. Being an administrator allows you to change any and all settings, install programs, and manage other accounts.

If a hacker manages to access your computer and you are set up as the admin, they will have full access to your computer. This means they could install other malicious software, change settings or even completely hijack the machine. The biggest worry about this however, is if a hacker gets access to a computer that is used to manage the overall network. Should this happen, they could gain control over all the systems on the network and do what they please on it.

In order to avoid this, you should ensure that if a user doesn't need to install files or change settings on the computer, they do not have administrator access. Beyond this, installing security software like anti-virus scanners and keeping them up to date, as well as conducting regular scans, will help reduce the chances of being infected, or seeing infections spread.

3. Someone physically accesses your computer

It really feels like almost every security threat these days is digital or is trying to infect your systems and network from the outside. However, there are many times when malware is introduced into systems, or data is stolen, because someone has physically had access to your systems.

For example, you leave your computer on when you go for lunch and someone walks up to it, plugs in a USB drive with malware on it and physically infects your system. Or, it could be they access your system and manually reset the password, thereby locking you out and giving them access.

What we are trying to say here is that not all infections or breaches arrive via the Internet. What we recommend is to ensure that you password protect your computer - you need to enter a password in order to access it. You should also be sure that when you are away from your computer it is either turned off, or you are logged off.

Beyond that, it is a good idea to disable drives like CD/DVD and connections like USB if you don't use them. This will limit the chances that someone will be able to use a CD or USB drive to infect your computer.

4. It's someone from within the company

We have seen a number of infections and security breaches that were carried out by a disgruntled employee. It could be that they delete essential data, or remove it from the system completely. Some have even gone so far as to introduce highly destructive malware.

While it would be great to say that every business has the best employees, there is always a chance a breach can be carried out by an employee. The most effective way to prevent this, aside from ensuring your employees are happy, is to limit access to systems.

Take a look at what your employees have access to. For example, you may find that people in marketing have access to finance files or even admin panels. The truth is, your employees don't need access to everything, so take steps to limit access to necessary systems. Combine this with the suggestions above - limiting admin access and installing scanners - and you can likely limit or even prevent employee initiated breaches.

5. Your password is compromised

Your password is the main way you can verify and access your accounts and systems. The issue is, many people have weak passwords. There has been a steady increase in the number of services that have been breached with user account data being stolen. If a hacker was to get a hold of say your username, and you have a weak password, it could only be a matter of time before they have access to your account.

If this happens, your account is compromised. Combine this with the fact that many people use the same password for multiple accounts, and you could see a massive breach leading to data being stolen, or worse - your identity.

It is therefore a good idea to use a separate password for each account you have. Also, make sure that the passwords used are strong and as different as possible from each other. One tool that could help ensure this is a password manager which generates a different password for each account.

If you are looking to learn more about ensuring your systems are secure, contact us today to learn about how our services can help.

Published with permission from TechAdvisory.org. Source.

Topic Security
August 7th, 2014

Hardware_Aug05_ALaptops are one of the most useful tools at a business owner's disposal. These highly mobile devices allow you to take your work out of the office, or even just away from your desk. However, mobile as they are they still rely on batteries. The problem with some laptops however is that batteries don't last overly long, and there may be times when you aren't near a power source and find your battery running low. If you find yourself in this situation, here are six tips that can help preserve battery life until you find a power source.

1. Adjust the brightness of your screen

A brighter screen will cause your battery life to decrease faster. If you are running low on power, try turning the brightness of the screen down as low as it can go while still remaining visible.

Many laptops, including most PCs and all Macs, have shortcuts on the keyboard that allow you to modify the brightness of your screen. On almost all laptops, screen brightness is indicated by a sun icon, and pressing the smaller sun will decrease the brightness. On most laptops you can either just press the key with the brightness labels on it to decrease the brightness, while others will require that you press the FN key and the key with the label.

2. Activate your laptop's battery saver mode

Most laptops have a built in battery management feature that allows you to enable different profiles based on how you are using the laptop. One of the more useful settings is Battery Saver or Eco Mode. These modes have been developed to help extend the battery life when your battery is running low.

When activated, they will often manually override settings like screen brightness and turn off unnecessary services or connections like BlueTooth. To activate this on PCs, you can usually click on the battery icon in the lower-right bar of the main Windows screen and select your power saving mode.

If you have a Mac, press the battery icon at the top and select Open Energy Saver Preferences. This will allow you to modify how your laptop saves energy, including when to turn the screen and hard drives off.

3. Unplug connected devices

Many USB devices you plug into your laptop like hard drives, mice, phones, etc. are actually powered by your computer. Therefore, if you are running off of the battery, you will likely see increased drain if devices are plugged in.

When you are running low on power, try unplugging devices connected by USB. This is especially important if you have plugged your mobile phone or tablet into your laptop to charge.

You should also look to make sure other connection methods like Bluetooth are off. Disconnecting devices should allow your laptop to last a bit longer.

4. Turn off keyboard backlighting

A common feature of many newer laptops is a backlit keyboard. While useful when you are in a low light situation and need to see what keys you are hitting, the backlight does use battery power and can decrease your battery life.

Most laptops allow you to turn the backlight off from the keyboard, much like the screen brightness. The location of these buttons will be different for each laptop, so be sure to consult your user manual if you can't find them.

5. Close unnecessary apps

When working on the computer, many of us will have more than one program open at the same time. Some of these programs aren't 100% necessary to the task at hand, and keeping them open will usually increase the drain on battery.

So, when your battery starts to get low, try closing apps and programs you aren't using. This is especially true for apps that require larger amounts of computer resources like Photoshop or any graphics heavy program. Closing these will give you a precious few extra minutes, or more, of power.

6. Simplify your activities

Finally, along with closing apps that you aren't using, try simplifying what you are doing. What we mean here is focus on one task. If you are writing a blog article, close everything not related to writing including communication apps like email, instant messaging, etc.

The goal here is to try and stay in the same window or program, as switching programs will increase the drain of the battery. Sure, it won't be a massive spike in battery usage, but staying in the same window or app will help increase the time you'll be able to use your laptop on battery.

If you have a laptop and are looking for ways to get more out of your battery, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Hardware
August 5th, 2014

HealthIT_Aug05_AAs we move toward the October 2015 compliance deadline for ICD-10, the Journal of AHIMA has tackled three misconceptions about the new coding system.

ICD-9 isn't so bad. In reality, ICD-9 is obsolete, and the longer it is in use, the more the quality of health-care data will decline, leading to faulty decisions based on inaccurate or imprecise data. This could lead to increased operating costs along with mistakes which could have a negative effect on your practice and overall billings.

More codes create confusion and difficulty. Almost half of the new codes reflect the ability to differentiate one side of a patient's body from the other. Moreover, more codes, which are more precise, will in fact make it easier to find the right code. It's true that it will take time to learn the new codes, but in the long-run you should see overall efficiency increase, along with more accurate medical records which will make your job easier.

We could just use SNOMED CT or move right to ICD-11. Terminologies such as SNOMED and classification systems such as ICD-10 different roles—albeit complementary ones. And, ICD-11 won’t be ready for prime time until 2017, and that dates marks the beginning, not the end, of the process toward adoption. Remember, ICD-10 was first used by World Health Organization members 1994—and 10 year’s later it’s just going live on a widespread basis.

If you would like to learn more about ICD-10 and how you can ensure that your practice is ready for the October 2015 deadline, contact us today to learn how we can help.

Published with permission from TechAdvisory.org. Source.

August 5th, 2014

GeneralHealthIT_Aug05_AThe Department of Health and Human Services has set the final deadline for health-care organizations to transition to ICD-10, and it’s just 14 months away—on October 1, 2015.

ICD-10 is designed to provide better patient care, disease management, and quality measurement—especially for patients under the care of multiple providers.

It replaces ICD-9, whose limited structural design lacks the flexibility to keep pace with changes in medical practice and technology. The longer ICD-9-CM is in use, the more the quality of health-care data will decline, leading to faulty decisions based on inaccurate or imprecise data, according to the Journal of AHIMA.

Originally, the deadline for ICD-10 Compliance was October 1, 2014, and health-care organizations worked feverishly to prepare for it. But then came the Protecting Access to Medicare Act of 2014, which called for delaying ICD-10 implementation. That threw countless health-care organizations back into flux.

Now it’s final, and health-care organizations have necessary certainty to move forward with their implementation processes, including testing and training. How will you use the extra time?

If you are looking to upgrade your systems to ICD-10, or to ensure your practice is ready, contact us today to learn more about how our solutions can help.

Published with permission from TechAdvisory.org. Source.

August 4th, 2014

web_Aug4_A A common problem many small business owners have is letting go. Many feel that because it is their business, they simply must be in charge of everything. This can put a lot of undue stress on a person, especially if they are not experts in areas like IT. When it comes to information technology, one of the best solutions a business owner can adopt to outsource the company's tech needs to an IT partner who can work with you to help manage your IT. While this is good option used by a lot of businesses, there are still many misconceptions about outsourcing your IT. Here are six:

1. It is costly

Talk to some people about outsourcing your IT and the first thing they may mention is how expensive it can be. This comes about because you used to have to invest in expensive hardware and infrastructure that allowed an IT partner to access and manage your systems.

This is simply not true these days, especially with modern technology. Many IT partners offer their services on a per-user or monthly basis, delivered over existing network connections. This makes it easier to budget. Many small businesses have come to realize that outsourcing is a cost-effective solution, especially if they rely on a vast amount of technology.

2. People will lose their jobs

Mention outsourcing and many people get their hackles up, thinking they will be losing their job. While it is true that outsourcing some business processes like manufacturing could well result in a loss of jobs, outsourced IT providers often set up their business to work with existing team members.

These providers exist to essentially fill in the gaps of a business's IT, or take the existing load off of an overworked IT team. Because business technology is such a wide concept, most IT experts focus on one or two concepts. This means that they don't have to be involved in every aspect of technology of a business,

Also, as good IT services can help your business run more effectively this can, in turn, lead to a more productive and profitable company. This secures and creates jobs not threatens them. The best way to think of outsourcing your IT is that it won't cause a loss in jobs, but instead will help provide a stable platform that supports business growth.

3. You lose control over your infrastructure

There is a common concern that when you outsource a business process to another company you lose control over it. When it comes to outsourcing IT, many business owners often believe that they will lose control over their infrastructure because the partner usually installs and maintains this.

While it is true that an IT partner will manage infrastructure, almost every provider operates with your business goals and needs in mind. They will often implement solutions that not only support but improve existing processes while also reducing costs. This leaves you with a stronger business set-up.

4. It's all or nothing

The idea here is that when you outsource your IT, you have to outsource all of it. In truth, tech solutions are quite flexible and include individual or bundled services that can cover just one area of several aspects of your IT.

The best solution is to outsource the processes where support is weaker. Maybe your IT team is focused on running your online store, so the last thing they probably want to do is implement collaboration software. If you outsource this, you can increase the chance that implementation will go smoothly and you will get the solution you actually want and need.

5. You won't be compliant with regulatory bodies if you outsource

Many businesses work in industries that have strict compliance regulations about the way data is stored and used. Some business owners think that by remaining in control of this, you will be 100% compliant because you can better control the system.

However;, many IT providers operate in the same industry and face the same regulations time and again. This often means that they can actually provide systems that ensure compliance and are also able to keep abreast of changes; implementing them often quicker than an in-house solution.

6. Service levels will be lower than in-house

There's something to be said about in-house support. If a computer breaks, support can be there in a matter of minutes to help fix it. Your IT providers however, is usually based in the same geographical location. This means a quick response to in-house calls.

Beyond this, many providers proactively manage systems. This means that they can often tell when something could go wrong before it does, and then take the correct steps to either fix or prevent the issue from happening. It is this proactive approach that really pays off in the long run, largely because it saves you from costly and preventable repairs, not to mention expensive downtime.

If you are looking to learn more about how outsourcing your IT can help, contact us today to learn about our services.

Published with permission from TechAdvisory.org. Source.

Topic Web
July 30th, 2014

Windows_July28_AHave you ever gone to talk with a colleague and gotten a look at their computer's desktop only to notice that they have files, apps, and folders strewn about in a seemingly random fashion? Or maybe you are guilty of a cluttered desktop. Many people tend to have somewhat unorganized desktops, especially if they have used the same computer for a number of years. The problem with this is that it can be a chore to find files and folders, and if your desktop has a ton of icons your computer could be more sluggish.

Want to tidy up your desktop? Here are six tips on how you can get your desktop more organized and even reduce virtual clutter too.

1. Before you begin do a bit of recon

Before you go about simply deleting everything off of your desktop, it is worthwhile thinking about what you really want to keep on your desktop. This will be vary from person to person, of course, but most people treat their desktop as a place where they put files, folders, and app shortcuts that they want to quickly access.

Take the time to think about what you use the most and which files and folders you really need to access instantly or which you use all the time. An easy way to figure this out is to simply auto-arrange your icons by right-clicking on an empty area of your desktop (where there are no icons) and selecting Auto arrange icons. This will arrange your icons into a grid format that makes them easier to see and work with. Then, right-click on empty space and hover your mouse over Sort by and select Date modified to order the icons by the date they were last modified, or opened, with the latest at the top.

2. Create holding and app shortcut folders

People often use their desktop to hold files like downloads, photos, screenshots, and even email attachments. This can lead to an incredibly cluttered desktop in a short amount of time.

In truth, you probably don't need all these shortcuts on your desktop. What you can do is create a folder on your desktop where all non-essential files and folders go. A folder like this is great to hold downloads or files that will only be used for a short amount of time.

The key here, is this folder is used for non-important, or temporary items. If you don't plan on keeping it, put the file, icon, etc. into this folder. Once you are done with the file, simply go into the holding folder and delete it.

It could help to also create a shortcut folder. When you install new programs on Windows, a shortcut icon is often automatically added to your desktop. However, these desktop shortcut should be for frequently used programs only. For programs that aren't really used that often, it is best to create a separate folder the shortcuts. This not only reduces desktop clutter, but puts shortcuts in one central location, making them easier to find.

3. Be ruthless

Once you have your folders set up, it's time to start getting rid of the clutter. As with any clearout you should be ruthless. If you haven't used a file, folder, etc. in the past two months or so, you should seriously question whether you can get rid of it.

To make this easier, open your desktop via the File Explorer. You can do this by opening any folder and clicking Desktop from the left-hand menu bar. This will make all of the icons and files on your desktop easier to see and work with.

Go through these and uninstall programs you no longer use, delete images you no longer need, move unimportant files, and place files in their relevant folders. Once complete, take a look at your browser to see where it downloads files too. If you have your browser set to download files to your desktop by default, try going into the settings and changing the download location to another file like the Downloads folder.

4. Stick with it

Once you have de-cluttered your desktop, try to stick with the rules you have set. With downloads ask yourself whether these need to be on the desktop or whether they can go into a folder somewhere else.

Of course, sticking with it won't always be easy, so maybe take time once every month or two to revisit your desktop and clean it up a bit.

5. Use the taskbar or Start for apps, not the desktop

With Windows 8 and 8.1 you can actually pin apps to the Start menu, so when you click it the apps are available in the window that pops up. This is a great alternative to simply having program shortcuts on your desktop. Pin apps to the Start menu on Windows 8 and 8.1 by opening your apps list (clicking the down arrow from the Windows Start screen) and right-clicking on the program you would like to pin. Select Pin to Start to be able to access it when you hit the Windows key on your keyboard.

If you prefer the traditional desktop view of Windows 7, or are using Windows 7, why not pin your important programs to the taskbar at the bottom of the screen? This can be done by right-clicking on an open app and selecting Pin to Taskbar. The programs will remain at the bottom of the screen, and can be opened by simply clicking on them.

6. Strategically pick your wallpaper

An interesting way to minimize clutter is to pick a wallpaper that you enjoy looking at. Be it a favorite picture, slogan, etc., try to frame the image so the focus is in the center of your desktop. Then, place your icons around the image in a way that they still allow you to see the image. If you can't see the image, then you have too many icons and it may be time to get rid of a few.

Also, having an image you like also serves as a reminder to try to keep icons to a minimum in the first place. This could be a proactive solution to keeping desktop clutter down.

If you are looking to learn more about using Windows in your office, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

July 24th, 2014

Productivity_July21_AERP, or Enterprise Resource Planning, is often seen to be the domain of large businesses. However, with numerous new software solutions being released on a regular basis, small to medium businesses are quickly realizing the power of these back office automation and management tools. While it is true not all businesses will need it, there are several indicators as to when you should implement ERP.

There are several common business situations that indicate your business may be ready to implement an ERP solution. Here are 5:

1. Your business is entering the growth stage

If your business is experiencing a period of growth of profits, sales, and employees, chances are high that the number of systems and processes you use and require are also growing. If not managed properly, you could see a significant slowdown in growth due to inefficient processes.

By integrating an ERP solution, you can avoid this largely because these systems allow you to manage processes from a central location and provide you with the right resources when you need them. Essentially, they provide the platform that can support the systems and processes that enable healthy growth.

2. You have a tough time accessing business information

Companies without ERP often see employees wasting time tracking down important information. Think about the time you need to spend looking for accounting data. Is it available at the click of a button, or do you need to search for it across different locations?

If you are spending more time tracking important information than actually using it, you would do well to look into an ERP solution. It can centralize information and make it much easier to access when you need it, thereby increasing your overall productivity.

3. Finance and HR processes are becoming harder to manage

Companies with a small number of employees or customers can likely get by without specific software to help track relevant information and can use spreadsheets instead. But as soon as you see growth, you will quickly find out that spreadsheets simply won't cut it and managing Finance and HR related activities and information will become an uphill struggle.

If your teams rely on paper or other base information to develop reports and fill orders, you could see labor costs shoot up, possibly becoming your biggest expense. By integrating an automated solution like an ERP, you can cut back on these costs and make your employees' jobs more manageable.

4. Databases contain double entries and errors

When each department uses their own software to keep information, it can become impossible to manage it all and ensure that all systems contain not only the same information but are up-to-date. When different departments have different information for the same client, person or function you are going to see inefficiencies and errors made.

These mistakes and the time spent correcting them can result in increased wages, decreased productivity, and even potential loss of sales. By implementing an ERP, you can ensure that everyone is accessing the same information which is not only correct but also up-to-date.

5. There are numerous processes carried out on different software and systems

It is common to see many businesses invest in different software and systems for different functions and departments. In many cases, this can lead to high overhead and management costs which in turn can eat away at profits.

Many ERP solutions are developed to support a variety of business processes and departments. What this equates to is one solution that covers all aspects of your business. This is almost always more affordable than multiple systems. The same can be said if you need to add new employees. With traditional systems this means investing in new software licenses. However, with ERP you can usually add a user for a low monthly cost, or even no cost at all - depending on the solution you integrate.

If you are looking to learn more about ERP and how it can be implemented in your organization, contact us today and discover what might turn out to be a successful solution for increased profits and productivity.

Published with permission from TechAdvisory.org. Source.

Topic Productivity
July 16th, 2014

Office_July14_AWhen it comes to being a spy, nothing is more important than a good alias. From Archer's Chet Manley to James Bond's James St. John Smythe, no secret agent is ever without one. When it comes to business however, it may seem like an alias is not so important, and at first glance it isn't. That being said, there is a great alias feature available to Outlook.com users that you may be interested to find out about.

Outlook.com's alias management feature

If you are using Outlook.com, chances are high that you aren't a spy or superhero and in need of a top-secret alias. There is a good chance however that you may have need for more than one email address.

Maybe you attend a lot of conferences or events and would like a way to keep your main email inbox from being flooded with the usual "nice to meet you" emails and follow ups; or perhaps you are launching a new product associated with your name and would like a way to easily track communication directly related to this one product.

If this sounds like your situation then Outlook.com has a great feature that allows you to create up to 10 new email addresses, or aliases, and manage them from your main account's inbox. The main idea of an alias email is that you get a different email address that is tied to your main account. Your aliases share the same contacts, calendar and even account settings with your primary account.

What's more is you can actually sign into your account using any alias, because the same password is used for every address you create. When sending an email, you also get to pick which alias the message will come from, which is undoubtedly a really useful feature.

How to create an Outlook.com alias

To create an alias email address:
  1. Log into Outlook.com with the account you would like to set as your main or primary account.
  2. Press the Settings icon which is the cog located at the top-right of the screen.
  3. Select Options followed by Create an Outlook.com alias in the window that opens.
  4. Type in the email address that you want.
  5. Click Create an alias.
  6. Untick the box in the pop-up. If you don't, the alias you set up will be set as the primary email address.
  7. Click Done.
When you are sending an email, you should now be able to click your name at the top of the email window which will drop down a menu with your aliases. Click on the alias you would like to send the email from, and you should see the name change. Any responses to that message will be made to the alias email address as well.

If you are looking to learn more about Outlook.com or any other Office program contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

July 11th, 2014

Hardware_July07_AIn the last article, we looked at how Mac and PC differ in terms of specifications, operating systems and software; and here we continue to explore other differences between the two rivals. When it comes to buying a computer, it’s not just about design and specs, but also about models, availability, security, customer satisfaction, and of course price.

Models

Apple offers five computer lines comprising of the Macbook Air, Macbook Pro, Mac Mini, iMac and Mac Pro. This limited selection is not a sign of weakness but a part of the company’s 'less is more' approach to marketing.

PCs have a larger variety to choose from, with industry giants such as Acer, Asus, Dell, HP, and Lenovo, who offer numerous configurations of both desktop and laptop models. This can be beneficial in helping you find a specific computer that meets your needs.

Availability

When it comes to third party retail stores, Apple is more selective than PC manufacturers about where it sell its products. As of April 2014, Apple has 424 retail stores in 16 countries and an online store available in 39 countries. However, Macs are still not available at many stores that sell PCs.

PCs are the most numerous and popular computers out there, and can be found at every store that sells computers, except for Apple stores. This makes it easier to find PCs, especially if you don't live near an Apple store.

Security

With the vast majority of computers running on Windows, most attacks focus on PCs. Malware like Trojans, which trick users into installing the software by pretending to be a useful program, or botnets, are common to PCs, but rarely harm Macs.

This doesn’t mean that Macs are 100% secure. As Macs become more popular, threats are increasing. Nonetheless, a Mac user is still less likely to be a victim of successful attack than a PC user.

Customer satisfaction

Recent surveys conducted by PCWorld and PCMag revealed that personal users choose Mac over every single brand of PC available. Businesses on the other hand still prefer to stick with PCs.

While Apple does score high on many surveys, especially because of the value placed on face-to-face service, there are a number of PC manufacturers that offer a comparable service. Also, there are more smaller repair shops that offer unrivalled customer service.

Price

One of the most cited differences between a Mac and a PC is price. Generally speaking, Macs are more expensive than PCs due to their preference of building products around higher-end computers with more costly components. The cheapest Mac computer is the Macbook Air which starts from USD$899, while various models of PCs can be found at a much lower price.

Mac and PC both have strong and weak points. It’s best to try both and see which is the better tool for you and which will cover your business needs. If you are looking for a new system, contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Hardware
July 10th, 2014

Security_July07_ABYOD, or Bring Your Own Device, is one of the most common business trends of the past couple of years. To many, the idea of bringing their own phone, tablet, laptop, or even computer to the office is ideal because it is a system they are undoubtedly familiar with. They may also view personal devices as better than the office models. Even if you don't allow your employees to bring their own devices to work, there is a good chance they do anyways. However, this could pose a security risk that needs to be dealt with.

What should I do about BYOD?

The first reaction of many office managers and business owners, worried about security threats that could stem from BYOD, is to impose an outright ban of devices. While telling your staff they are not to use their devices for work may seem like a quick and easy solution, you can be 100% sure that there will be employees who ignore this policy and use their personal devices for work regardless.

This could put your business at a higher security risk if the rule is ignored, especially if you don't implement any security measures to protect your networks and data. In order to minimize the potential threats BYOD can expose your business to, we suggest you do the following:

1. Consider embracing BYOD

Instead of simply banning personal devices in the workplace take a step back and look to see if there are any benefits BYOD can offer. For example, if you operate on razor thin margins and have not replaced hardware in years, there is a good chance your employees will have better systems at hand. This could help you reduce your overall tech costs.

The same goes for phones for your employees. Why not offer to pay for the plan and allow employees to use their own devices? Of course, you are going to want to implement security measures and usage rules, but if this is easily achieved then it may help reduce your overall operating costs. Before you do implement a system like this however, we strongly recommend you read the rest of this article and follow the steps below.

2. Set up separate networks for employee devices

Oftentimes, the main reason employees bring their devices to the office and use them for work purposes, especially when it comes to mobile phones, is because they can happily connect to Wi-Fi for free without using their data plans throughout the day.

Chances are high that because they use the work Wi-Fi on their device for non-work tasks, they simply keep using the device when they are doing work related activities. This could pose a security risk, especially if you run business-critical operations on the same network. You could nip this potential problem in the bud and simply install another Wi-Fi network for mobile devices and non-critical business processes.

It is usually quite affordable to simply purchase another line and the networking equipment to support this, not to mention the fact that it will keep business-critical processes secure from errant malware. As an added bonus, you will likely see increased productivity because the bandwidth demand will be limited, so important data will move quicker.

3. Educate your staff about security

In our experience, the vast majority of BYOD related security risks are exposed by mistake. An employee may have a virus on a personal phone and be unaware of it. When they connect to the network it can then be unintentionally spread to other computers resulting in a potentially massive security breach.

One of the simplest ways to prevent this is to educate your employees about proper mobile safety. This includes how to spot apps that could contain malware, sharing security threat updates, and teaching your employees how to secure their devices. You really need to stress just how important security is to them.

On top of this, contact an IT expert like us for a recommended anti-virus and spyware scanner for mobile devices that users can easily install. Encourage employees to not just install this but to keep it up to date too. Many of these mobile specific scanners are free and just as powerful as desktop versions.

4. Work with an IT partner to establish a solution that works for you

Beyond education and simple network establishment, it is a great idea to work with an IT partner like us. As experts, we keep tabs on the trends and solutions related to BYOD and will work with you to establish a program that works for your company.

It may be that you don't actually need to integrate BYOD but to update hardware or software to newer versions instead. It could be that there is a simple solution to employees feeling frustrated with slow performance of existing systems at work.

If you do implement BYOD, we can help establish security measures and policies that will ensure your networks and employee devices are secure. The best advice we can give however, is to do this before you start allowing BYOD, as it can be far more challenging to implement and enforce changes when employees are already using their devices at work.

Looking to learn more? Contact us today to see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Security