Category: Business Continuity Page 1 of 2

Imagine this: you walk into your office on a busy Monday morning, ready to tackle the week. But something’s wrong. Computers are unresponsive. Phones are silent. The internet is a ghost town. Your business has come to a grinding halt – victim of an IT outage.

It’s a scenario every business owner fears. But beyond the initial frustration are expenses you may not immediately see. IT downtime carries hidden costs that can significantly impact your bottom line. Let’s peel back the layers and expose the true price of IT outages.

The Immediate Impact: Lost Productivity

When IT systems go down, your employees are effectively sidelined. Sales can’t be processed. Emails pile up unanswered. Deadlines are missed. Every minute of downtime translates to lost productivity. This is a cost measured in lost revenue and delayed projects.

Customer Impact: Frustration and Lost Trust

An IT outage isn’t just an internal inconvenience. It directly impacts your customers. Imagine an online store experiencing downtime during a peak sales period. Frustrated customers can’t place orders or access their accounts. This not only leads to lost sales but also damages customer trust. This can potentially drive your customers to competitors.

Reputational Damage: A Hit to Your Brand Image

IT outages can tarnish your brand image. Customers expect businesses to be reliable and accessible. Frequent downtime paints a picture of inefficiency and unpreparedness. In today’s competitive landscape, a damaged reputation can be difficult to repair.

Hidden Costs: Beyond the Obvious

The financial impact of IT downtime extends beyond lost productivity and sales. There are other costs that may not be on your radar. Here are some hidden costs of downtime to consider.

Employee Demoralization

Frustrated employees stuck waiting for systems to come online can be demoralized. They can also lose motivation. They can feel like they can’t get anything done, so why bother? Frequent downtime can cause employees to jump ship for more tech stability.

Emergency Repairs

IT outages often need emergency repair efforts. This can be costly and time-consuming. It can cost even more if you don’t have a managed IT service agreement in place. In the middle of an emergency is not when you should be choosing an IT provider to trust with your business IT.

Data Loss or Corruption

In severe cases, outages can lead to data loss or corruption. This can mean expensive recovery efforts. If the data can’t be recovered, it can mean hours of staff time entering data. All to just get you to where you were before the outage.

Compliance Issues

Depending on your industry, regulatory compliance might be at risk during an outage. If there is any data compromise, this could lead to fines and penalties.

Calculating the Cost: It’s More Than You Think

The exact cost of IT downtime varies depending on your industry, size, and the duration of the outage. Studies estimate the average cost of IT downtime to be in the thousands of dollars per hour. For larger businesses, this figure can skyrocket into the millions.

A Ponemon Institute study estimates the average IT downtime cost from $5,600 to nearly $9,000 per minute.

Prevention is Key: Proactive Measures for Business Continuity

The good news? Most IT downtime is preventable. Here’s how to be proactive:

Invest in Reliable IT Infrastructure: Focus on high-quality hardware and software. Look for a proven track record of reliability.
Regular System Maintenance: Schedule regular maintenance to identify and address potential issues. This keeps them from snowballing into outages.
Data Backup and Recovery: Install robust data backup and recovery to mitigate data loss in case of an outage.
Disaster Recovery Plan: Develop a comprehensive disaster recovery plan. It should outline steps to take in case of an outage, ensuring a swift and efficient recovery.
Employee Training: Educate employees on cybersecurity best practices. This minimizes the risk of human error causing downtime.

Investing in Uptime: Building Business Resilience

IT downtime is a threat every business faces. But by understanding the true cost and taking proactive measures, you can reduce the risk. As well as build a more resilient business. Remember, downtime isn’t just an inconvenience. It’s a financial burden. It also has the potential to damage your reputation and customer relationships.

So, focus on IT security and invest in preventative measures. This helps ensure your business stays up and running. Every minute counts when it comes to technology operating smoothly.

Need Some Help Improving Your Downtime Resilience?

Don’t wait until after you’ve incurred the cost of downtime to put preventative measures in place. Our IT experts can help your business build an IT strategy that mitigates downtime. We’ll also put systems in place to get you back up and running fast, should it happen.

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This Article has been Republished with Permission from The Technology Press.

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10 Tips to Help Small Businesses Get Ready for the Unexpected

By David Littrell

On July 10, 2023

In Business Continuity

What would you do if your business suffered a ransomware attack tomorrow? Do you have a contingency plan in case of a tornado, hurricane, or earthquake? The unexpected can happen anytime, and small businesses can get hit particularly hard.

Small businesses are the backbone of many economies. They are critical for job creation, innovation, and community development. But running a small business comes with significant risks. This includes financial uncertainty, market volatility, and natural disasters.

60% of small businesses fail within 6 months of falling victim to a cyber-attack.

Thus, small business owners must prepare for the unexpected. This is to ensure their longevity and success. In this article, we will discuss some tips to help small businesses get ready for anything.

Tip 1: Create a Contingency Plan

One of the most critical steps in preparing for the unexpected is to create a contingency plan. A contingency plan is a set of procedures that help a business respond to unforeseen events. Such as natural disasters, supply chain disruptions, or unexpected financial setbacks.

The plan should outline the steps the business will take in the event of an emergency. Including who will be responsible for what tasks. As well as how to communicate with employees, customers, and suppliers.

Tip 2: Maintain Adequate Insurance Coverage

Small businesses should always maintain adequate insurance coverage. This protects them from unexpected events. Insurance policies should include things like:

Liability coverage
Property damage coverage
Business interruption coverage
Data breach costs

Business interruption coverage is particularly important. It can help cover lost income and expenses during a disruption. Such as a natural disaster or supply chain disruption.

One of the newer types of policies is cybersecurity liability insurance. In today’s threat landscape, it has become an important consideration. Cybersecurity insurance covers things like costs to remediate a breach and legal expenses.

Tip 3: Diversify Your Revenue Streams

Small businesses that rely on a single product or service are at greater risk. Unexpected events can cause them significant harm. Something like a raw material shortage could cripple an organization without alternatives.

Diversifying your revenue streams can help reduce this risk. It ensures that your business has several sources of income. For example, a restaurant can offer catering services. A clothing store can sell merchandise online as well as its physical location.

Tip 4: Build Strong Relationships with Suppliers

Small businesses should build strong relationships with their suppliers. This ensures that they have a reliable supply chain. This is particularly important for businesses relying on one supplier for their products.

In the event of a disruption, having strong relationships matters. It mitigates the risk of a supplier bankruptcy or supply chain issue. Having supplier options can help reduce the impact on your business.

Tip 5: Keep Cash Reserves

Small businesses should keep cash reserves to help them weather unexpected events. Cash reserves can help cover unexpected expenses. Such as repairs, legal fees, or loss of income. As a general rule of thumb, businesses should keep at least six months’ worth of expenses in cash reserves.

Tip 6: Build Strong Outsourcing Relationships

If business owners try to do everything in house, they’re at higher risk. For example, if a key IT team member quits. In this case, the company could face major security issues.

Build strong outsourcing relationships with an IT provider and other critical support services. If something happens to a company’s staff or systems, they have a safety net.

Tip 7: Check Your Financials Regularly

Small business owners should check their finances regularly. This is to ensure that they are on track to meet their goals and to identify any potential issues early on.

This includes:

Tracking income and expenses
Creating and reviewing financial statements
Regularly meeting with a financial advisor

Tip 8: Invest in Technology

Investing in technology can help small businesses prepare for unexpected events. For example, cloud-based software can help businesses store their data off-site. This ensures that it is safe in the event of a natural disaster or cyber-attack. Technology can also help businesses automate processes. Automation reduces the risk of errors and improves efficiency.

Tip 9: Train Employees for Emergencies

Small businesses should train their employees for emergencies. This helps ensure that everyone knows what to do in the event of an unexpected event.

This includes training for natural disasters, cyber-attacks, and other emergencies. Businesses should also have a plan for communicating with employees during an emergency. As well as ensure that everyone has access to the plan.

Tip 10: Stay Up to Date on Regulatory Requirements

Small businesses should stay up to date on regulatory requirements. This helps ensure that they are compliant with all laws and regulations. This includes tax laws, labor laws, and industry-specific regulations. Non-compliance can result in fines, legal fees, and damage to your business’s reputation.

In conclusion, small businesses face many risks. But by following these tips, they can prepare themselves for the unexpected.

Improve Business Continuity & Disaster Preparedness

Get started on a path to resilience and protect your business interests. We can help you prepare for the unexpected. Give us a call today to schedule a chat.

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This Article has been Republished with Permission from The Technology Press.

7 Apps That Can Help You Improve Customer Experience in 2023

By David Littrell

On December 5, 2022

In Business Continuity

Paying attention to your customer experience directly impacts your bottom line. Companies that are “customer-centric” are 60% more profitable than those that aren’t. In this digital age, customers also expect more from those they do business with.

In today’s world, people can order something on their phones and see it on their doorstep the next day. Keeping up with expectations means leveraging the right technology.

As 2023 is on the horizon, it’s the perfect time to improve your customer experience. Thanks to cloud technology, you don’t have to spend a fortune to do it. Just put in place some of the applications below. These apps focus on making leads and customers happy.

1. Online Survey Application

Doing an annual customer satisfaction survey is a great way to check in with customers. Successful businesses take the feedback they get and use it to make their company better.

But doing these surveys through a Word document attached to an email is so last decade! Use an online survey application to make the process seamless for you and your customers.

Online survey tools are available widely online. If you have Microsoft 365, you’ll find one included. These allow people to fill out surveys on any device and not worry about sending them back in an attachment.

On the receiving end, there is no long process of collating data. Just open your form survey tool and see the results instantly.

Online Survey Application — Image from Microsoft

2. Smart Chat Bot

Most businesses have a limit on how many hours a day they can pay staff to answer questions. Customer service hours are typically the same as business hours. And staff can get busy, which means answers may take longer to send back to an inquiry.

Putting a smart chatbot on your business website can improve customer satisfaction. It allows people to get an answer right away. They can also get that answer any time of day or night.

68% of consumers like chatbots because they give them fast answers to questions. While they can’t answer every single question, they can handle quite a few. For example, in healthcare and banking, chatbots can take 75-90% of questions.

3. Business Mobile App

People tend to live on their mobile phones these days. They carry them with them everywhere. Mobile apps are often the preferred method of connecting with data and businesses. More Google searches are now done via mobile devices than by desktops.

Think about creating a business mobile app. One that allows customers to connect with you to order products and services. You can use it for customer support, to initiate virtual calls, and more.

4. Facebook Messenger Support

Facebook Messenger is the 2nd most popular iOS app of all time. This Facebook-connected application makes it easy to communicate with friends, family, and companies.

Many businesses now use Messenger to connect with leads and provide customer support. When you use an app that is so popular in this way, you make it easier for customers to reach you. The ability to get a quick answer through Messenger can boost a customer’s opinion of your company.

5. VoIP Phone System with Good Mobile App

When customers must juggle different numbers for your staff, it gets confusing. Should they call your sales rep at their desk line or mobile number? Using a VoIP phone system simplifies the entire process.

Employees can have a single number that they use when at their desks, at their home office, or anywhere. Make sure the VoIP service has a good mobile app. One that is easy for employees to use. This ensures they can easily handle customer calls using their smartphone. It also keeps them from reverting to using their personal number.

6. Text Notification Apps

SMS is becoming the new email for many companies. Retailers like Shoe Carnival and World Market have customers opt-in to text messaging. Customers like this for shipping notifications and to get sale and coupon alerts.

There are several services online that you can use for this purpose. Offering text updates can significantly improve your customers’ experience. Use them for appointment reminders, sale notices, or shipping alerts.

7. All-in-One CRM & Sales Platform

One thing that frustrates customers is a disconnect between sales and support. They may have had a conversation with a salesperson to customize an order. Then, find that customer service knows nothing about it.

To streamline the information flow, look for an all-in-one CRM/Sales platform. These are cloud services that offer a CRM module and a sales module, and both connect. There is a single customer record, so all notes from the sales and customer support side are in the same place. Both teams can view all customer interactions.

This improves the customer experience and results in fewer dropped balls. Efficiency and productivity improve as well because everyone is on the same page.

Get Help with Customer-Facing Technology Support

It’s easy to get lost in a sea of different cloud applications. Let us help you navigate to a better customer experience. Contact us today for a free consultation.

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This Article has been Republished with Permission from The Technology Press.

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4 Interesting Cloud Storage Trends to Watch for in 2022

On June 5, 2022

In Business Continuity, Cloud

One area of cloud computing that is used widely, but often isn’t as flashy as the software side is cloud storage. Storing files in the cloud to make them easily accessible and shareable from anywhere was one of the very first uses of the cloud that was adopted widely by many users.

As advances like automation and AI come to other types of cloud services, like team communications and business apps, cloud storage is not being left behind. The industry also continues to evolve to make storing data in the cloudless complex, more reliable, and better secured.

It’s estimated that in 2021, 50% of all company data was stored in the cloud. This is an increase of 15% from just five years earlier. With today’s hybrid teams that may be working from home and be hundreds or thousands of miles away from co-workers, it’s important to centrally locate files in cloud systems that can be accessed by everyone.

What can you expect to see in the cloud storage market this year? Here are some of the most interesting trends to keep an eye on.

1. Built-in Ransomware Defenses

Ransomware can impact data no matter where it is stored. Whether on a computer, server or in a cloud storage platform, this malware can encrypt the information and make it unreadable to the business that owns it.

In 2021, the average ransomware payment increased by 82% and ransomware incidents rose 64% during the first half of the year. A survey of CISOs found that over the last 18 months, 98% of organizations suffered a cloud data breach.

To combat ransomware, you’ll begin seeing cloud storage services offering ransomware recovery protection. This involves sophisticated systems that can help prevent files from being encrypted by code as well as those that take a copy of files and store it securely away, so files can be restored at the click of a button.

With ransomware showing no sign of stopping, this is a welcome addition in the cloud storage arena.

2. “The Edge” Becomes More Key in Cloud Storage

One of the new buzzwords of the last few years has been “Edge” or “Edge computing.” This means bringing data applications and storage resources geographically closer to the user that needs to connect to them.

As reliance on cloud storage and other cloud applications has increased, so has the need to improve response times from user to server. When data must travel across large distances, it becomes more difficult to quickly and economically deliver the best user experience. Thus, cloud service providers have been moving to an Edge computing model.

What this means for you is better reliability and faster response when accessing or searching on files because your provider is going to work to provide your service from one of the company’s cloud servers that is geographically closer to your location.

For companies with offices spread out around a country or throughout the world, this means that you’ll want to keep service location in mind when signing up for cloud storage and have a discussion with the provider about distance and how Edge computing factors in.

3. Expect More Help from AI and Machine Learning

AI and machine learning are making just about every area of technology smarter. Microsoft Word and text message apps now predict what you might type to help you fill in the blanks and type faster. Programs like Photoshop can crop around a person in an image in seconds using AI.

AI is also going to become more prevalent in cloud storage this year. You can expect help with automatic organization of your files based on your cloud storage patterns.

Look for features designed to eliminate manual or repetitive tasks to free up more time. This includes AI helping to automate things like provisioning, obtaining, and importing data (known as “ingesting”), managing data retention, and more.

4. Legacy Vendors Begin Offering More Cloud Options

2022 is going to bring more cloud storage options coming from legacy technology providers. For example, Hewlett-Packard Enterprise recently introduced a new Data Services Cloud Console, and Dell Technologies just announced a new APEX multi-cloud design that it is working on to improve the cloud ecosystem.

More cloud storage options mean you may need more help deciding which model will work best for you, as pricing will vary widely. You don’t want to end up with more storage than you need or be paying a lot for a smaller amount of space.

It pays to keep on top of new offerings and understand that every new cloud storage option might not be a fit for your organization’s specific data storage needs.

Get Help Optimizing Your Cloud Storage & Backup Environment

Your business data is what runs your company, and it needs to be stored securely and in a way that’s accessible. Find out how we can help you optimize your cloud storage to improve cost efficiency.

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This Article has been Republished with Permission from The Technology Press.

Which Type of Hackers is Endangering Your Business Data? (And How to Protect Your Sensitive Info from Them)

By David Littrell

On April 28, 2022

In Business Continuity, Cloud, Cybersecurity

Your data is pivotal to running a successful company. If you don’t have proper security measures in place, hackers can easily steal your data and take you out of business.

Cybercriminals might be the biggest threat facing your company. Besides gaining access to your money and accounts, they can also take over critical software, preventing you from collaborating with clients.

Any organization can fall victim to hacking. However, small and medium businesses are particularly at risk.

Why?

Too often, their owners don’t always address cybersecurity when launching their company. Sometimes, they even just hire the first IT service provider they see. They also don’t know how to shield themselves from online attackers, making them low-risk targets.

As a result, these organizations often go under due to the loss of sensitive data. It isn’t a risk you can take.

To help mitigate it, this article will introduce you to the various types of hackers and explain how to protect your business from them.

THE 5 TYPES OF HACKERS TO WATCH OUT FOR

Here’s a quick list of potential hackers, depending on what they’re after:

#1. HACKERS WHO ARE AFTER PERSONAL INFORMATION

Many hackers are dying to get their hands on the personal information of your clients and employees. It includes birth dates, financial data, and social security numbers.

Social security numbers might be the most valuable asset they want to get ahold of since cybercriminals can use them for various purposes. For instance, they can perform tax fraud, open credit accounts, and make other significant identity breaches.

In addition, financial data can be utilized for fraudulent activities and purchases, especially if it lacks robust digital security systems.

#2. HACKERS WHO WANT TO GET INTO THE DIGITAL INFRASTRUCTURE

Storage and data servers are expensive – and hackers know that.

In order for them to cut costs, hackers may aim to store their applications and data on your infrastructure instead. The better your infrastructure, the more likely cybercriminals are to target it. This can strain your network to the limits and have devastating effects on your business.

Unsurprisingly, tech companies are some of the most common victims of this type of hacking.

The common indicators that a hacker has tapped into your digital infrastructure include:

Running out of storage faster than usual
Your network suffers slowdowns
You may have unknown devices on your network.

#3. HACKERS WHO ARE AFTER CONFIDENTIAL INFORMATION

Few business aspects are as important as your intellectual property (IP). Your products and services enable you to stand out from the competition and strike a chord with the target audience.

A huge problem arises if hackers steal the design of your upcoming product before you launch it or submit your patent. A competitor may obtain the information, allowing them to hit the market first and undercut your sales.

#4. HACKERS WHO WANT TO GET ACCOUNT DATA

Sure, you and your IT service provider might have done enough so that hackers might not be able to obtain financial data. But are your employees’ accounts secure?

If hackers compromise them, they may let them run scams and gain information to disrupt your operations.

For example, losing CEO login credentials can be devastating. Besides granting hackers access to sensitive information, it also helps them impersonate the CEO. In return, they can solicit information from employees or clients and halt your operations.

This data breach can lead to widespread confusion, tarnishing your reputation.

#5. HACKERS WHO AIM TO HAVE NETWORK CONTROL

In some cases, hackers aren’t after data. Instead, they want to gain control of the entire network. And to make it happen, they launch ransomware attacks.

These activities enable them to lock you out of the system and make data inaccessible until you pay a ransom. They’re typically initiated through spam, phishing emails, and online ads.

The average ransom amount stands at approximately $30,000, but the loss caused by business disruption is much more significant.

HOW TO PROTECT YOUR BUSINESS

Now that you know how hackers can compromise your company, let’s check out 5 effective ways to protect yourself:

WAY #1. INVESTING IN SECURITY RESOURCES

A key factor ignored by many owners is the amount of money and time devoted to cybersecurity. Avoid this mistake by allocating enough resources to set up solid defensive measures. Make sure to invest in a reliable IT service provider to help you out.

This way, your online accounts, hardware, and network should be more secure.

WAY #2. TRAINING YOUR TEAM

Most security systems have weaknesses. And their employees are usually the biggest ones.

For this reason, HR managers and CEOs should ensure their staff follows optimal security measures, both in-office and at home. They must all remember that any phone or laptop they use for work can be a weak point and entryway for hackers.

To introduce your employees to the best security practices, consider arranging security education and training for a month once a year. You can talk about different aspects of your company and the steps necessary to deter cybercriminals, for example.

Sound education can go a long way in promoting a healthy security culture.

WAY #3. ADDING AUTHENTICATION

There are many valuable tools you can use to fend off hackers. One of them is two-factor authentication (2FA) – a simple yet effective weapon against scammers.

This measure requires each user to verify their identity to access your system. You could use it on all business-related accounts to reduce the chances of cybercrime.

Furthermore, encourage your team members to activate 2FA on personal accounts. This way, they’ll be more likely to follow appropriate security practices, reducing the risk of compromised devices and data breaches.

WAY #4. LEVERAGING SOFTWARE

Computer viruses are another go-to tool for hackers. And a great way to deal with them is to incorporate antivirus software.

Make sure your built-in antivirus software is up to date. Also, you can consider a corporate package from trusted companies like BitDefender, Norton, McAfee, and Total AV.

Each machine that can access work resources should rely on this software. Plus, the user should conduct weekly antivirus scans to lessen the chances of computers getting infected by a virus.

WAY #5. PERFORMING SECURITY CHECKS

Checking your system is vital for optimal cybersecurity. Solid antivirus software is practical, but you shouldn’t disregard manual scans. It’s crucial that your IT service provider does this periodically.

More specifically, check who’s accessed your network and make sure each point of access is authorized. Any suspicious activity must be reviewed and rooted out. Otherwise, these red flags can prove fatal for the company.

STAY ON THE SAFE SIDE

Battling hackers may not be the most exciting part of running a business. However, neglecting cybersecurity turns your company into a sitting duck for scammers. You may lose money, data, and your reputation might suffer irreparable damage.

While there isn’t a bulletproof solution, adopting the outlined tactics should be a strong starting point.

Contact us today if you want to discuss your cybersecurity in greater detail and pinpoint potential risks. We can arrange a quick, non-salesy chat and figure out ways to help you.

Article used with permission from The Technology Press.

The Critical Importance of Virtualized Infrastructure Security (And 4 Ways to Enhance It)

By David Littrell

On March 10, 2022

In Business Continuity, Cybersecurity

A torn-down virtual infrastructure creates risks for any business. And it can have a significant impact on how quickly you can retrieve your data and resume operations following an attack.

These days, many businesses use virtualized infrastructure for more straightforward data storage. It’s because this approach is superior to physical solutions due to enhanced flexibility, straightforward provisioning, and affordable pricing.

However, this model also requires a comprehensive approach to security.

There’s a much greater risk of data loss, as many tools and practices for physical data protection are nearly useless in the virtual setting. Virtual threats are different, that’s why you need to think beyond traditional perimeter protection.

So, if you’re using a virtualized infrastructure for data storage, keep reading.

This article discusses the risks of improper virtualized infrastructure security and talks about ways you can improve it.

DON’T LEAVE YOUR VIRTUALIZED INFRASTRUCTURE TO CHANCE

Virtualization security is crucial for every business’s security strategy. After all, we now live in a world of virtualized environments and need to apply security to all its layers.

Let’s explore three of the most common virtualization security issues.

ISSUE #1. EXTERNAL ATTACKS

These are a real threat to virtualized infrastructure.

If hackers enter your host-level or server management software, they can easily access other crucial parts of your system. They can create a new user, assign admin rights, and then use that power to extract or destroy your company’s sensitive data.

ISSUE #2. FILE SHARING AND COPY-PASTING

Host and virtual machine (VM) sharing is normally disabled. The same goes for copy-pasting elements between the remote management console and the VM. You can tweak the default settings by tweaking the ESXi host system, but this action isn’t recommended.

Why?

Because if a hacker gains access to your management console, they’d be able to copy data outside your virtual environment or install malware into your virtual machine.

ISSUE #3. VIRUSES

Virtual machines, or VM, are prone to many attacks, with ransomware being among the most popular ones. For this reason, it’s crucial to keep regular backups of your website data and store them off-site at a place where they can’t be encrypted by hackers.

If you fail to perform backups, you may find yourself in a situation where hackers could ask you for money to decipher your data.

Restoring a VM is quite tricky even if you perform regular backups. Therefore, you need to educate your team members on alleviating the risk of getting ransomware and other viruses.

Optimizing Your Virtualized Infrastructure Security

Now that you’re aware of the 3 common issues a business can face if they have an unprotected virtual infrastructure, here are 4 tips on bolstering its security.

TIP #1. MANAGING VIRTUAL SPRAWL

Virtual sprawls are often associated with growing virtual environments. The concept simply means that the more you expand, the bigger the need to keep your VMs secure. However, the number of machines can outgrow your ability to do so.

To manage your virtual sprawl, consider doing the following:

Create an inventory of all your machines at all times
Set up lookouts featuring multi-location monitoring
Monitor IP addresses that have access to your VMs
Look for table locks
Don’t use database grant statements to give privileges to other users
Keep both on- and off-site backups
Assess your virtual environment regularly and determine which machines you need and which ones aren’t necessary
Have a central log of your systems and log all hardware actions
Create a patch maintenance schedule for all machines to keep them up to date

<H3>TIP #2. FOCUSING ON VIRTUAL CONFIGURATION SETUP</H3>

If you use virtual servers, you risk major configuration defects.

That’s why it’s essential to make sure initial setups are free from security risks. This includes unnecessary ports, useless services, and similar vulnerabilities. Otherwise, all your virtual machines will inherit the same problems.

The truth is that many businesses have poor virtual network configurations. You can avoid being one of those by ensuring all virtual applications that call the host (and vice versa) have proper segmentation. This includes databases and all web services.

It’s also worth mentioning that most virtualization platforms only offer three switch security settings: forged transmits, MAC address changes, and promiscuous mode. There’s no protection for virtual systems that connect to other network areas.

So, make sure to investigate each virtualization platform that allows this kind of communication, including all memory leaks, copy-paste functions, and device drivers. You can also tweak the system monitoring assets to look out for these pathways.

TIP #3. SECURING ALL PARTS OF THE INFRASTRUCTURE

It’s imperative that you properly secure all of your infrastructure’s parts. This includes its physical components (switches, hosts, physical storage, routers) and virtual and guest systems. Don’t forget about all your cloud systems as well.

When it comes to protecting different infrastructure parts, here are some things you can do:

Install the latest firmware for your hosts. Virtualized infrastructure needs to have the latest security patches. So, keep all your VMware tools updated.
Your active network elements such as routers, switches, and load balancers should use the latest firmware.
Patch all operating systems with automatic updates. Schedule patch installations outside of your work hours and include automatic reboots.
All virtualized environments should have reliable anti-malware and antivirus software installed (and regularly updated).

TIP #4. HAVING A ROBUST BACKUP PLAN

Proper disaster recovery (DR) and backup plans are crucial in ensuring your business can continue operating after an attack. It’s because both your physical and virtual components can equally suffer from damage done by hacker attacks, hurricanes, etc.

Ideally, you want to have a DR site located at a faraway data center or in the cloud. This way, you’ll alleviate the risk of being shut for a long time if your vital data gets compromised.

Also, make sure to back up your VMs and your physical servers. Fortunately, you can back up your physical systems that operate on Windows or Linux, as well as your VMs that run on any OS.

Additionally, you want to make at least three copies of your data and store two of them in different virtual places. And make sure to keep one backup off-site.

If you want to take things to another level, you can replicate your VMs to a different data center for emergencies.

PRIORITIZE THE SECURITY OF YOUR VIRTUAL INFRASTRUCTURE

If you never gave much importance to virtualized infrastructure security, doing so should be your priority now. Given the number of possible threats, protecting your VMs from unauthorized data sharing, viruses, and other types of attacks is crucial.

All aspects of your physical and virtual components need to be protected to avoid issues. If this topic is all Greek to you, you’re not alone. The reality is that many business owners have struggled with the same problem.

However, you can reach out to us for a 10-15-minute chat where we can discuss how you can bring the security of your virtualized infrastructure to the next level.

Article used with permission from The Technology Press.

Lead Your Business More Effectively by Implementing Unified Communications

By David Littrell

On January 14, 2022

In Business Continuity, Cloud

Unified communications are a go-to solution for business owners looking to streamline their businesses and increase employee productivity in the long term. See how it benefits your business.

Providing high-quality communication channels is crucial for any company. After all, it promotes cross-department collaboration and faster exchange of ideas.

Since phones often don’t suffice for this, many business owners turn to unified communications.

But what exactly is unified communication?

This article explains just that. Read on to discover the main concepts of this approach and how you can use it to help your business achieve success.

WHAT IS UNIFIED COMMUNICATIONS?

Unified communications is an all-in-one platform that unifies phone, video, screen sharing, chat, and file management into a single space. It’s a ready-to-use system that allows for seamless communication in numerous ways.

The system operates as a cloud, making it easily accessible to all team members with access to the internet.

But why should anyone consider switching to unified communications?

There are several reasons, but this is the most crucial:

Business leaders who adopt it would be able to impact their business every day and make it seamless for employees to interact with each other.

That said, we’ll list 5 of the key features of this concept to help you better understand how it can help you scale your business.

THE 5 FEATURES

FEATURE #1. MOBILITY

When connected to unified communications, all employees can stay connected at all times and from all locations. It doesn’t matter whether they’re working from home, vacationing on a remote island, or sitting in the office. They’ll still be able to chat, receive calls, and more.

FEATURE #2. UNIFIED MESSAGING

This allows employees to handle different message types using a single tool. They can easily switch communication modes, depending on their needs.

FEATURE #3. CONFERENCING

Whenever you need conferencing tools, you’ll have them in the palm of your hand. You can allow a group of teammates or customers from outside your organization to connect and speak via video or audio from different locations.

FEATURE #4. FAX SUPPORT

Faxes received through unified communications appear as email attachments. This way, users can also receive faxes on their desktops and smartphones.

FEATURE #5. PRESENCE

This feature lets other users know each other’s status. That means you’ll be able to see when someone is online (Active), busy (Do Not Disturb), or away (Out of the Office).

HOW UNIFIED COMMUNICATIONS HELP BUSINESS LEADERS

So, what are the benefits of using unified communications in your business?

Let’s explore 6 of them below.

BENEFIT #1. HIGHER TEAM PRODUCTIVITY

It’s important for a business owner to boost their team’s workflow and eliminate bottlenecks. Because once they get to do so, productivity will drastically improve.

This can be done thanks to unified communications.

This type of communication makes it easier for team members to save time on various tasks, including:

Faster file sharing that gets rid of email threads for teamwork
Ability to receive calls from any location
Ability to receive voicemails and faxes directly in the email
Single-click video meetings for emergencies

Teams with access to such technologies can be more effective and get more tasks done in a single day. It also helps get rid of communication challenges.

BENEFIT #2. LOWER COMMUNICATION COSTS

Legacy phones and on-site communication tools often cost more than your IT budget should allow.

On the other hand, unified communication relies on the internet for all its activities. This means your phone system turns to Voice Over Internet Protocol (VoIP) and integrates with the rest of the tools. This approach eliminates the need for server and hardware infrastructure creation.

Unified communications also make it super easy to add new users. You can simply do so via an easy-to-use dashboard without having to make service calls.

Finally, the cost of unified communications is the same every month. There won’t be any surprises to your budget.

BENEFIT #3. ENHANCED CUSTOMER SERVICE

Whether or not a company is successful greatly depends on the quality of its customer service.

With unified communications, your employees can provide great customer service easier. After all, they can respond to client queries regardless of their location. It’s because all chats, incoming calls, and emails are visible from any device.

You can also integrate all your CRM software on the platform for added benefits.

For example, when a person contacts your business, the person in charge can see all the necessary information and notes related to that client. In the end, they can help them solve issues faster.

BENEFIT #4. EMPOWERING A REMOTE WORKFORCE

Thousands of companies have switched to remote work over the past few years. There are plenty of benefits to this approach after all.

However, a constant concern here is ensuring that remote workers have all the tools they need for work.

Thanks to unified communications, all communication aspects are included in a single platform. This means that all your remote worker needs is a stable internet connection to get access to your network and all the features, just like the rest of the team.

BENEFIT #5. INCREASING ORGANIZATIONAL AGILITY

When you increase your team’s productivity, the same follows for the entire organization. The organizational agility reflects the strategic value of unified communications. And the results you achieve impact your business as a whole.

So, to see how this approach benefits your work, you must view unified communications from the management side as well.

Sure, communication has a utilitarian role for management. But when that communication drives productivity, streamlines workflow, and leads to enhanced business outcomes, it’s where you really get to see its value.

BENEFIT #6. ENHANCED SECURITY

The security aspect is crucial for every business. And unified communications enhance the security of a business by integrating all applications into a single platform.

As a result, it becomes straightforward for the IT team to apply specific security policies across all apps. It’s also easier for them to manage security patches and compliance updates since all applications share the same protocols.

REALIZING THE POWER OF UNIFIED COMMUNICATIONS

Streamlining the processes inside an organization is extremely important in improving the overall performance of its employees. And unified communications allow you to do just that.

With it, you can boost your customer experience and make your team more efficient by integrating your whole communications system into a single platform.

Unified communications will let you and your team make calls, host conferences, send emails, receive faxes, and chat from a single, unified space to make your job (and life) easier.

If you’d like to learn more about implementing unified communications in your business, we’d be happy to help. Reach out to us and we can have a 10-15-minute chat to discuss this topic further.

Article used with permission from The Technology Press.

What Is an MSP (And How to Choose the Right One for Your Business)

By David Littrell

On December 15, 2021

In Business Continuity, Cybersecurity, IT Management

Managing data and IT solutions in-house can be challenging and expensive. That’s why many organizations turn to MSPs.

Digitalization has forced businesses to alter their operations and make IT a huge part of their day-to-day affairs. Still, some owners can’t cope with the change effectively, so they hire a managed service provider, or MSP, to take care of the work.

But what exactly is an MSP?

Simply put, this is a third-party company you can collaborate with to help manage parts of your business, such as your IT or cloud needs. It provides technology and expertise to boost your organization’s scalability.

Working with MSPs can have tremendous benefits for your enterprise.

For instance, their profound understanding of cutting-edge technology can help you improve performance, operations, and security while reducing overheads. In addition, they can offer several creative solutions to help you navigate the evolving landscape of the big data world.

But the strongest suit of any MSP is usually their ability to deliver tailor-made solutions that fit your company perfectly.

Their expertise allows them to analyze your business thoroughly and render their services according to your strengths and weaknesses. Plus, they consider the regulatory environment and compliance to safeguard against legal issues.

Another great thing about MSPs is that they can support your business even after hours.

They offer support measures and staff to maintain and protect your organization 24/7. MSPs can even tap into your system to resolve issues and deploy updates without going to your office using remote technology.

Overall, MSPs can help take your company to the next level. However, you can’t work with just any service provider. You need to select the right team for your enterprise, and this article will show you how.

CHOOSING AN MSP – WHAT TO LOOK FOR

Hiring an MSP shouldn’t be a hasty decision. Instead, you want to take a variety of factors into account.

Here are the six important factors to keep in mind:

FACTOR #1. THE MSP’S TRACK RECORD

Prospective MSPs should provide case studies and success stories to demonstrate they’re suitable for your business. You can also look for testimonials, references, and endorsements. These will help you determine if the team has been operating for a while and if their reputation is solid.

Working with a reputable MSP can give you peace of mind with the knowledge that your system will be appropriately managed. Moreover, you’ll feel confident that the MSP will do all in its power to preserve its name.

The MSP’s success hinges on yours in some respect, which is why they’ll view you as a valuable partner.

FACTOR #2. THE RANGE OF SERVICES IT PROVIDES

MSPs offer a wide array of services. Some teams are full-service companies, meaning they address your cloud and IT needs comprehensively. In contrast, others may help you with different pieces of your tech puzzle.

Therefore, consider your needs carefully and ensure your MSP can meet them.

Regardless of your service package, the MSP needs to keep up with the latest technology trends. Otherwise, numerous security issues may compromise your company and allow the competition to prevail over you.

FACTOR #3. SUPPORT

As previously indicated, MSPs can work round the clock to ensure your business is compliant and maintained adequately. However, they should also increase their support quickly and adjust staff schedules as your company grows.

That’s why you should consider an MSP that offers training for your employees.

It lets them understand the necessary changes and encourages them to train other team members as they join your business. But if your employees are too busy, you can instruct the MSP to carry out all the training.

FACTOR #4. RESPONSE TIME

Your network can go down for any number of reasons, preventing your employees from working and your clients from reaching you. This situation can even cripple your reputation, customer base, and revenue. In the worst-case scenario, it can even make you shut down your business.

Fortunately, a high-quality MSP can help you avoid this scenario. They can identify threats to your system and neutralize them before hurting your company.

Moreover, if an incident takes place, they should respond immediately. They need to mitigate the risks as soon as possible to keep your organization from crumbling.

FACTOR #5. SECURITY AND BACKUP

One of the most important duties your MSP should perform is to shield your data from cyberattacks. This is critical to protecting your company and customers. Besides, safe data storage might be mandatory in your industry, which is why your IT department could use all the help they can get.

Once you work with an MSP, they should recommend robust security solutions and endpoint protection to combat harmful software. And throughout their engagement, they should consider compliance to help prevent legal issues.

Another major part of their mission should be the implementation of backup software. It enables you to retrieve your data in case of a breach. Such implementation may involve automation, a restoration plan, and a no-downtime policy.

With a failproof backup and security strategy in place, you should be able to run your company more confidently. The risk of downtime will be drastically lower, allowing you to operate smoothly, maintain high sales, retain customers, and preserve your brand.

FACTOR #6. GUIDANCE ON WORKFLOW OPTIONS

Your MSP shouldn’t just deal with cybersecurity – they should also suggest adopting the best practices across the entire tech landscape.

For example, they should advise you on various CRM solutions and project management applications. They should also help you revamp your approach to workflow and data to create efficiency in all departments.

The fact is, you can yield tremendous results from their guidance. Your team can work faster, collaborate in real-time, and be more tech-savvy.

RECRUIT YOUR MSP CAREFULLY

While price is important when selecting an MSP, it pales in comparison to all the factors listed above. Be sure they’re a perfect fit for your enterprise, even if you need to pay more.

With high expertise, customized services, and an understanding of threats, a reputable team can help you stay ahead of your competitors.

If you need more assistance choosing your MSP, get in touch with our experienced team. Let’s schedule a quick 15-minute chat and figure out the ideal MSP for your company.

Article used with permission from The Technology Press.

Creating an IT Compliance Policy – The 7 Things You Need to Consider

By David Littrell

On October 11, 2021

In Business Continuity, Cybersecurity, IT Management

Conducting business operations in the digital world is prone to security risks. Mitigating them would be impossible if you don’t have an IT compliance policy.

Setting up a robust IT compliance policy in your business is more important now than ever. And it’s because most organizations now depend on digitized services.

Online companies rely on e-commerce websites to do business by taking orders and receiving payments. Even brick-and-mortar organizations utilize software to perform various activities, such as order management and back-office accounting.

In such tech-driven environments, a lack of proper security measures jeopardizes the business leader’s position. Their IT systems get abused, and their technology often becomes a source of scandals.

The only way to avoid this possibility is to create a strong IT compliance policy.

This article will cover key considerations when developing your system of IT compliance.

WHAT YOU NEED TO CONSIDER FOR IT COMPLIANCE POLICIES

FACTOR #1 – PEOPLE, PROCESSES, AND HOW THEY ALIGN TO TECH

IT compliance isn’t just about technology – it also involves people and processes. And the reality is that many organizations focus heavily on their tech, resulting in failed audits due to their failure to consider the other two aspects. This makes the compliance world more complex.

Taking the correct approach can help ensure your enterprise abides by the necessary standards.

FACTOR #2 – RELEVANT LAWS AND REGULATIONS

Laws and regulations stipulate the policies that govern IT compliance requirements. Here are the most common ones:

The Sarbanes-Oxley Act – regulating financial reporting
The Gramm-Leach-Bliley Act – governing non-public personal information and financial data
The Health Insurance and Accountability ACT – regulating health information that healthcare organizations process

Ultimately, you can’t start your compliance process without understanding the laws and regulations applicable to your organization.

You should also ascertain the controls that apply to these laws and regulations. They are process-oriented and technical means to adhere to your policies.

There are various industry and government standards that specify them, including:

Control Objectives for Information and Related IT
National Institute of Standards and Technology
Payment Card Industry Data

These can have a massive bearing on your sector. Therefore, make sure to familiarize yourself with all relevant controls.

FACTOR #3 – RAISING EMPLOYEE AWARENESS OF THE IMPORTANCE OF THE POLICY

One of the biggest threats to your data security is having untrained employees. Their actions can have a huge impact on cybersecurity. For instance, improper software upload, sharing, download, and storing can jeopardize critical information.

The reality is, many employees opt for insecure data transfer methods due to their convenience. Some of the tools they use are personal emails, consumer-grade collaboration apps, and instant messaging. All of these are ideal targets for cybercriminals.

To prevent your business from becoming a victim, your users must learn and understand where various threats originate from. They should especially understand the actions that can give rise to vulnerabilities.

Making file sharing a top priority and investing in proper education demonstrates the significance of IT compliance. Your efforts can help team members willing to adopt the best practices in this field.

When developing your training plan, make sure to include several key topics:

How insecure file transfer methods expose your company to risks
Avoiding phishing scams
Precautions to exercise before using or downloading unsanctioned applications
The conditions for using and creating strong passwords.

FACTOR #4 – HOW YOUR IT POLICY ALIGNS WITH THE COMPANY’S SECURITY POLICIES

Aligning IT compliance with your business operations involves understanding the culture of your organization. For example, your environment can revolve around either processes or ad-hoc ways of doing things.

Enterprises aligning with the former are best off issuing in-depth policies to ensure compliance.

By contrast, companies that match the latter require detective and preventive controls. They need to address specific risks associated with your policy. It helps various auditors understand why you’ve deployed a particular control or decided to face certain risks.

FACTOR #5 – UNDERSTANDING OF THE IT ENVIRONMENT

IT environments directly affect your IT policy compliance design. That said, there are two main kinds of environments:

Homogeneous environments – These consist of standardized vendors, configurations, and models. They’re largely consistent with your IT deployment.
Heterogeneous environments – The other type uses a wide range of security and compliance applications, versions, and technologies.

Generally, compliance costs are lower in homogeneous environments. Fewer vendors and technology add-ons provide less complexity and fewer policies. As a result, the price of security and compliance per system isn’t as high as with heterogeneous solutions.

Regardless of your environment, your policy needs to appropriately tackle new technologies, including virtualization and cloud computing.

FACTOR #6 – ESTABLISHMENT OF ACCOUNTABILITY

IT policy compliance doesn’t function without accountability. It entails defining organizational responsibilities and roles that determine the assets individuals need to protect. It also establishes who has the power to make crucial decisions.

Accountability begins from the top and encompasses executives. And the best way to guarantee involvement is to cast IT policy compliance programs in terms of risks instead of technology.

As for your IT providers, they have two pivotal roles:

Data/system owners – The owner is part of your management team that’s responsible for data usage and care. Plus, they’re accountable for protecting and managing information.
Data/system custodians – Custodial roles can entail several duties, such as system administration, security analysis, legal counseling, and internal auditing.

These responsibilities are essential for IT policy compliance. For example, auditors need to carefully verify compliance activity execution. Otherwise, there’s no way to ensure the implementation is going according to plan.

FACTOR #7 – AUTOMATION OF THE COMPLIANCE PROCESS

Your IT continually evolves and grows. Internal auditors can only review a small number of user accounts and system configurations.

Automation is the only way to ensure you can evaluate enough systems regularly.

BREEZE THROUGH YOUR BUSINESS’S IT COMPLIANCE

Setting up well-designed IT compliance may be a long process, but it can make a world of difference in terms of business security. It keeps your business reputation intact and allows you to avoid penalties and fines.

However, you’ll need to pay special attention to several aspects. And one of the most significant ones is your IT provider.

If your IT isn’t living up to its potential, you’re bound to face compliance issues. This can cause tremendous stress and halt your operations.

Luckily, there might be an easy way out of your predicament. Schedule a quick chat with us to discuss your IT problems and find out how to get more out of your provider.

Article used with permission from The Technology Press.

The Five Steps for Creating a Business Continuity Plan

By David Littrell

On September 16, 2021

In Business Continuity

How will your business respond when faced with an unexpected situation? With a business continuity plan, you’ll know exactly what steps to take.

Leading a small business is a challenging endeavor.

According to a January 2021 article published by Entrepreneur, 20% of small businesses fail within their first year of operation. And a staggering 50% fail within five years.

There are many potential issues for these failures, ranging from cash flow problems to leadership challenges. But one of the key issues revolves around a company’s ability to deal with the unexpected.

When a situation doesn’t play out in your favor, how does your business respond?

If you don’t have an answer, you place yourself at risk of adding to the above statistics. The good news is that a business continuity plan (BCP) is the ideal leadership tool that will help you prepare for the unexpected.

WHAT IS A BUSINESS CONTINUITY PLAN?

BCPs are a set of predefined protocols and strategies that define how your business will respond in the case of a disaster or emergency. Think of it as a collection of backup plans that tell you exactly what you need to do when the worst happens.

A BCP should encompass every aspect of your organization, from your tech departments to what happens with human resources and your key assets. It should also contain a list of protocols that define how you respond in the event of any of the following situations:

Natural disasters
Equipment failures
Financial or cash flow issues
Man-made disasters

The goal of any BCP is to ensure the high availability of required resources, thus enabling continuous operation and disaster recovery following an emergency.

They’re important because failure to plan can prove extremely costly. According to figures shared by IBM, infrastructure failures cost businesses an average of $100,000 per hour. A good BCP mitigates these costs by minimizing the effects of these failures on the business.

THE FIVE STEPS FOR BUILDING A BCP

Now that you understand the importance of having a BCP, it’s time to create one for your business. Follow these steps to ensure your BCP is as comprehensive as possible.

STEP #1 – PERFORM IN-DEPTH RISK ASSESSMENTS

Start by creating a list of every possible risk that your business may face. This list should include risks related to all of the following areas:

Industry
Geographical
Trends and Market Movements
Stakeholders
Employees
Business Infrastructure

Once you have completed your list, work through it to prioritize the risks based on their likelihood of impacting your business.

For example, a company based in an area that’s prone to natural disasters, such as earthquakes or hurricanes, may place a higher priority on this risk than they would issues related to stakeholders.

Your prioritized list tells you which issues to focus on first when creating your BCP.

STEP #2 – IDENTIFY CRITICAL FUNCTIONS AND CREATE RECOVERY PLANS FOR EACH

Once you understand the risks, it’s time to focus on the impact that those risks coming to fruition might have on the business.

To do this, create a list of the critical functions your business needs to be able to undertake to deliver its products or services. Then, examine how each potential risk could impact each function.

When you find a function that would get affected by one of the risks, build a recovery plan for that function. This plan may involve creating backups of crucial data, enabling employees to work from home, or maintaining a secondary location or backup hardware stock.

Repeat this process for each critical function, identifying the level of risk it faces and what you need to have in place to ensure swift recovery of the function in the event of an incident.

STEP #3 – DEFINE EMERGENCY ROLES

Your employees are just as important in your response to an emergency as your recovery plans. And often, it’s the rapid action of your people that enables you to put your plans in place.

With this in mind, spend some time assigning roles to key staff members for each potential situation you’ve identified. Define who will act as an emergency coordinator and what they will need to do in this position.

In some cases, preparing for emergencies may require you to train staff members or obtain specific licenses. Your plan may also include protocols for staff reallocation, especially if your business has several locations.

The main point here is that your people need to know what they have to do when an emergency situation occurs in your company.

STEP #4 – DOCUMENT YOUR PLAN

No BCP can be effective if it resides solely in the leader’s head. After all, one of the issues identified may be the loss of the leader to an accident or something else.

As such, you must document your BCP so that others can access and follow it when needed. Make sure to store the BCP in a secure off-site location, as this reduces the risk of the plan being lost or damaged in the event of a disaster.

STEP #5 – TEST THE BCP REGULARLY

No situation is static and new issues will appear that cause you to revisit your BCP. That’s why it’s important to ensure that the BCP remains consistent with the current risks and capacity of the business at all times.

It’s worth creating an emergency preparedness team that revisits the BCP regularly.

You should also test the BCP for its consistency whenever a significant change occurs in your industry, such as the introduction of new regulations. Perform regular tests to identify gaps in the plan

A BCP PROTECTS YOUR BUSINESS

Business leadership involves more than the ability to build and inspire teams. You also need to focus on protecting your business so that your teams are capable of doing what you need them to do in any situation.

That’s what a BCP allows you to do.

A good BCP defines every protocol to follow in the event of an emergency. By building one, you put yourself in a better position to lead your business through any crisis.

Of course, building a BCP is not simple, especially for smaller businesses that have limited resources. If you’d like help with building yours or wish to discuss any other aspect of business leadership, please schedule a 15-minute consultation with our team today.

Article used with permission from The Technology Press.