Give your SMB more flexibility with a hybrid cloud
When it comes to the cloud, small- and medium-sized businesses (SMBs) are often presented with the choice of either a private or a public cloud. But there is a third option — a hybrid cloud. And this is the choice that provides SMBs with greater flexibility. How so? Read on to find out. Hybrid clouds are a combination of private and public clouds. In private clouds, data and applications that require tighter controls are hosted either internally or privately in an off-site facility. Meanwhile, public clouds are managed externally by third-party providers with the express purpose of reducing a company’s IT infrastructure. Here are three significant advantages of hybrid cloud environments. Adaptability Having the ability to choose between on-site or privately hosted cloud servers and public ones let you pair the right IT solution with the right job. For example, you can use the private cloud to store sensitive files while utilizing more robust computing resources from the public cloud to run resource-intensive applications. Cost efficiency and scalability Does your business struggle to meet seasonal demands? With a hybrid cloud solution, you’ll be able to easily handle spikes in demand by migrating workloads from insufficient on-premises servers to scalable, pay-as-you-go cloud servers whenever needed, without incurring extra hardware and maintenance costs. So if there are last-minute computing demands that your hardware can’t support or if you’re planning for future expansion, hybrid cloud solutions allow for on-demand increases or decreases in capacity. Security Last but not least are the security advantages of a hybrid cloud solution. You can host sensitive data such as eCommerce details or an HR platform within the private cloud, where it will be protected by your security systems and kept under close watch. Meanwhile, routine forms and documents can be stored in the public cloud and protected by a trusted third-party. To set up a hybrid cloud model based on your SMB’s requirements and the providers available to you: Employ one specialized cloud provider who offers comprehensive hybrid solutions. Integrate the services of a private cloud provider with those of another public cloud provider. Host a private cloud yourself and then incorporate a public cloud service into your infrastructure. Our experts can help you transition to a hybrid cloud solution without interruption and huge costs. Contact us today to learn more about the benefits that a hybrid cloud can bring to your SMB. Published with permission from TechAdvisory.org. Source.
Is your business continuity plan doomed to fail?
No business continuity plan is perfect. Each plan has risks that can result in your business’s failure if not taken into account from the start. But don’t blame it all on your managed IT services provider (MSP) — often, a system’s design has loopholes to start with. Let’s take a look at some of the reasons why business continuity plans fail. Over-optimistic testing The initial testing attempt is usually the most important, because it’s when MSPs can pinpoint potential pain points in the recovery plan. However, they usually test the system in full, instead of in phases. This can cause MSPs to overlook specific points, with too many factors overwhelming them all at the same time. Insufficient remote user licenses MSPs give remote user licenses to businesses so that employees can access a remote desktop software when they need to, like when a disaster strikes. However, a provider may only have a limited number of licenses. In some cases, more employees will need access to the remote desktop software than a provider’s license can allow. Lost digital IDs When a disaster strikes, employees will usually need their digital IDs so they can log in to the MSP’s remote system while the office system is being restored. However, digital IDs are not automatically saved when a desktop is backed up. So when an employee uses their “ready and restored” desktop, they are unable to access the system with their previous digital ID. Absence of a communications strategy MSPs often use email to notify and communicate with business owners and their employees when a disaster happens. However, this form of communication may not always be reliable in certain cases, such as during spam intrusions. Instead, you can use emergency communication applications such as AlertMedia or Everbridge. These programs automate necessary actions such as sending out mass notifications, sharing information, and mobilizing teams to prevent operational disruptions, so your MSP can easily notify you in case of any disaster. Backups that require labored validation After a system has been restored, IT technicians and business owners need to check whether the restoration is thorough and complete. This becomes an arduous task when the log reports are not easy to compare. This usually happens when MSPs utilize backup applications that don’t come with their own log modules and have to be acquired separately. These are just some reasons why business continuity plans fail. While you should trust that your MSPs will secure your systems, it is important for business owners to be involved with any process that pertains to your IT infrastructure. Just because you believe something works doesn’t necessarily mean that it actually does. If you have questions regarding your business continuity plan, get in touch with our experts today. Published with permission from TechAdvisory.org. Source.
How to back up your files using Windows 10
Business owners are becoming more aware of the damaging effects of data loss. Companies now realize that without safe and reliable data backup, important business information can fall into the wrong hands or be lost forever. Fortunately, Windows 10 offers easy-to-use tools like File History and OneDrive. File History in Windows 10 Serving as the main backup utility, File History enables users to regularly schedule backing up of files on their PC and store them on an external drive. That means you can connect your PC to a network or USB drive and make backups as needed. However, be sure to regularly connect the external drive if you intend to use File History for backups. Otherwise, Windows will prompt you that your files have not been backed up every day. You can ignore this warning at your own risk. If you back up to a mapped network that is unavailable, File History will commence backup in the local disk until the network drive becomes available. Setting up File History Anyone can set up File History. After all, it was designed to make data backup and recovery easy for users. By default, File History backs up the main file folders, but you may also pick which folders you want to back up and bring in folders from other parts of the PC to do this. From the Start menu, click on Settings > Update & Security > Backup. Once in Backup, you can connect to an external drive. Click on Add a drive to see a list of external hard drives hooked up to your PC and choose one. When you return to the Backup section, you will see that the Add a drive option has changed to Automatically back up my files (by default). This allows backups to be created at periodic intervals, which you can set to anywhere from every 10 minutes to once a day (the default option is once every hour). You may also set how long to keep the backups. Restoring files that have already been backed up is just as easy as setting up backups. Simply type “File History” in the search bar. Then, you will see the “Restore your files with File History” folder. Selecting this opens a new window showing the folders backed up onto your external drives. Setting up OneDrive backup option If you have access to a network drive or the cloud, back up to it instead of locally. One such cloud option is OneDrive. You can prompt OneDrive to automatically back up your files. Just click on the cloud icon in the Windows notification area, then select More > Settings > Backup > Manage backup. Not only will selected folders sync in OneDrive, but new and existing files will also be backed up to OneDrive, so they can be accessed using other devices in case something happens to your PC. Making system image backups A system image is an exact replica of your entire operating system, along with all the programs, settings, and files. If you created a system image backup using the Windows 7 Backup and Restore tool in Windows 7, it will still work in Windows 10. To use this feature, access the Backup and Restore (Windows 7) option from the Control Panel. Click on Create a system image, choose where to store the backup (i.e., an external hard drive, network drive, or DVD), and which drives or files to back up. You will then be asked to make a system repair disc, which you can use to start a PC and restore the image backup. Never worry about losing files in Windows 10. For more tips on how to successfully back up and restore data, contact us today. Published with permission from TechAdvisory.org. Source.
What does proactive cybersecurity entail?
Most managed IT services providers (MSPs) promise “proactive” cybersecurity consulting. All businesses embrace the idea of preventing cyberattacks and data breaches before they happen, and MSPs themselves would much rather brainstorm safeguards than troubleshoot time-sensitive downtime events. But it’s not always clear what proactive cybersecurity entails, so let’s take a minute to go over it. Understand the threats you’re facing Before any small- or medium-sized business (SMB) can work toward preventing cyberattacks, everyone involved needs to know exactly what they’re up against. Whether you’re working with in-house IT staff or an MSP, you should review what types of attacks are most common in your industry. Ideally, your team would spearhead this review a few times a year. Reevaluate what it is you’re protecting Once you have a list of the biggest threats to your organization, you need to take stock of how each one threatens the various cogs of your network. Map out every company device that connects to the internet, what type of data they have access to (regulated, mission-critical, low-importance, etc.), and what services are currently protecting those devices. Create a baseline of protection By reviewing current trends in the cybersecurity field and auditing your current technology framework, you can begin to get a clearer picture of how you want to prioritize your preventative measures versus your reactive measures. Before you can start improving your cybersecurity approach, you need to know where your baseline is. Devise a handful of real-life scenarios and simulate them on your network. Network penetration testing from trustworthy IT professionals will help pinpoint weak spots in your current framework. Finalize a plan All these pieces will complete the puzzle of what your new strategy needs to be. With an experienced technology consultant on board for the entire process, you can easily synthesize the results of your simulation into a multipronged approach to proactive security. Proactive measure What it entails Security awareness seminars for all internal stakeholders Train everyone from the receptionist to the CEO about effective security practices such as password management, proper mobile device usage, and spam awareness. Updated anti-malware software or cloud-based service Protect your data and systems against the latest and most menacing malware. Routine software patches and upgrades Minimize the chances of leaving a backdoor to your network open. Web filtering services Blacklist dangerous and inappropriate sites for anyone on your network. Perimeter defenses (e.g., intrusion prevention systems and hardware firewalls) Scrutinize everything trying to sneak its way in through the borders of your network. Policy of least privilege Limit users’ access only to the data they need to fulfill their tasks. Data segmentation Rank data according to sensitivity and build micro-perimeters around high-value datasets. Full-disk encryption Make data stored in computers and portable devices unreadable so that if these machines are stolen, the files they have inside remain secure. Virtual private networks Make data transmitted across unsecured connections unreadable so that intercepting it would become futile. Strict access controls Prevent unauthorized access to accounts by using strong passwords, multifactor authentication, and auto screen locks and logouts for idle users. AI-powered network monitoring Identify suspicious user and software behaviors such as employees accessing files outside their departments. As soon as you focus on preventing downtime events instead of reacting to them, the productivity and efficiency of your IT infrastructure will increase to levels you’ve never dreamed of. Start your journey to enhanced cybersecurity by giving us a call for a demonstration. Published with permission from TechAdvisory.org. Source.
Choosing a mouse: A quick guide
The two-button mouse with a cord is what most of us are familiar with — it’s been the standard design for many years. But times have changed, and the old mouse is now considered less responsive and uncomfortable to use. Worse, having a cord makes things more inconvenient when it gets tangled whenever you put your mouse in your bag. But choosing a new mouse can be confusing, especially if you’re unfamiliar with the new features. Here are some things to keep in mind before buying one. Cable or wireless? When planning to purchase a new mouse, it’s important to consider whether to get a wired or a wireless mouse. A wireless mouse is generally more comfortable to use since your range of movement isn’t limited by a cable, and it’s usually travel friendly. However, a wireless mouse can be less responsive, making it frustrating to use at times. Sometimes, a wireless mouse can also interfere with other wireless devices nearby. Using it requires batteries, which can create problems when they run out of juice. And if you use the same mouse for both work and home, you run the risk of losing the tiny USB receiver for your wireless mouse when you travel. On the other hand, a wired mouse is cheaper and easy to plug and play. The only problem you’ll have to worry about is dealing with tangled wires. So when you’re deciding on a new mouse, think about whether you’re looking for comfort or convenience. Ergonomics matters You’re going to be using the new mouse for a while, so it’s important to choose one that feels comfortable in your hands. When deciding on the right mouse, focus on the size and the grip of the device. The size of the mouse usually comes down to hand size. For example, someone with smaller hands will find a larger mouse quite unwieldy. Certain mice can also accommodate different types of grips — fingertip grip, palm grip, and claw grip. Users who want high-precision control of their cursor should opt for a mouse with fingertip grip, those needing comfort should get a palm grip mouse, and if you want both control and comfort, the claw grip mouse is the way to go. DPI (dots per inch) Higher sensitivity is necessary for precise mouse movements, especially if you’re editing images, videos, or audio files. A mouse with 1200 DPI or greater guarantees finer, sharper control. Although mouse specifications like DPI might be the last thing on your mind when it comes to buying new hardware, your comfort is important. A good mouse with the right fit can make you more efficient and reduce the risk of injury. If you need assistance setting up the best hardware for your company, don’t hesitate to give us a call. We’ll be happy to help. Published with permission from TechAdvisory.org. Source.
Ways to protect against VoIP threats
Every business today uses Voice over Internet Protocol (VoIP) technology to enhance team collaboration. But while the benefits of VoIP continue to ease the burdens of business communications, there are security risks associated with using it. Unsecure VoIP platforms may be harming your computer networks without you knowing it. What many companies don’t realize is that valuable information moves across VoIP networks just like sensitive data is shared via email. In some cases, internet-based calls are more vulnerable to fraud, identity theft, eavesdropping, intentional disruption of service, and even financial loss. With numerous VoIP-based attacks, it’s crucial to implement these security measures now. 24/7 monitoring VoIP security breaches usually take place outside operating hours. Attackers make phone calls using private accounts or access call records with confidential information on the sly. Contract outsourced IT vendors to monitor network traffic for any abnormalities to avoid these security breaches. Virtual private networks Virtual private networks (VPNs) create a secure connection between two points, as if they belong in the same closed network. It’s like building a safe secret tunnel between you and the person you’re calling. Using a VPN can also help overcome complications involving Session Initiation Protocol trunking, a recommended VoIP feature. VoIP firewalls Firewalls specifically designed for IP-based telephony curb the types of traffic that are allowed into your network. They ensure that every connection is properly terminated at the end of a session and identify suspicious calling patterns. Virtually every VoIP vendor provides these protocols, but you should always consult with your IT services provider as to how these protocols will be managed within your organization. Encryption tools Due to lack of encryption, VoIP systems can be easily broken into by even inexperienced hackers who can download and deploy tools to eavesdrop or intercept your calls. Some services claim to have built-in encryption, but companies still need to be vigilant and investigate how effective these are. Using encryption ensures that even if hackers successfully download audio or video, they still can’t decode the file unless they have the decryption key. Password protection Using passwords to authenticate your access to private information is not as secure as it once was. Hackers can easily guess a password and use it for cyberattacks. This is why protecting the passwords themselves adds a great layer of protection against threats. Employees should never divulge any compromising information during a VoIP call, as eavesdropping is one of the easiest and most common cyberattacks against VoIP networks. VoIP is as important as any of your other network security considerations. It requires a unique combination of protection measures, and we’d love to give you advice on these. Give us a call today to get started. Published with permission from TechAdvisory.org. Source.
How does Microsoft 365 prevent phishing?
Phishing remains one of the top cyberthreats to businesses today. Because of this, Microsoft invests a lot of time into securing its email service. Among the many business solutions that Microsoft offers is email hosting through Outlook. This service is protected by Microsoft Defender for Office 365. Defender has many key features: 1. Anti-phishing The most dangerous types of phishing scams masquerade as emails from a party the victims know, such as their boss, colleague, business partner, or bank. A phisher may use crafty impersonation tactics, such as referring to the victims by their nickname, making it harder to immediately identify the scam as fraud. A cybercriminal may even take over actual email accounts and use these to completely fool their victims. Using machine learning, Defender creates a contact graph of contacts that users normally exchange communications with. It then employs an array of tools, including standard anti-malware solutions, to differentiate good from suspicious behaviors. 2. Anti-spam Generalized phishing campaigns utilize spam emails, which are sent to a large list of email addresses, to catch random victims. Stopping spam is, therefore, a great start to protecting your company from a phishing attack. Microsoft 365’s anti-spam technology addresses the issue by examining both an email’s source and its contents. If an email is determined to have come from an untrustworthy source or has suspicious contents, then it is automatically routed to your spam folder. What’s more, this feature checks the activity of people in your company to ensure that none of them sends out spam emails. 3. Anti-malware Malware, such as ransomware and spyware, can spread via phishing emails. Ransomware locks data and programs from users until a ransom is paid. Spyware, on the other hand, steals data by recording keystrokes, copying clipboards, and taking screenshots, among other methods. Microsoft 365 employs a multilayered defense against both known and unknown types of malware. This covers the different stages of email transmission, including filtering potentially harmful attachment formats, and real-time threat response. Microsoft also regularly deploys malware definitions to keep its defenses updated. 4. Safe Attachments Some phishing emails contain file attachments that infect your computer with malware. Any email attachment should be handled with caution, but it’s not uncommon for some users to accidentally click on one, especially as they rush through the messages in their inbox. Defender resolves this issue by opening all attachments in a sandbox first. This sandbox is an isolated environment, so even if the attachment contains malware, it would not affect your system. While in the sandbox, the attachment is meticulously scanned. If it’s clean, Microsoft 365 will allow you to open it as normal. If it contains a threat, the service will notify you of the issue. Microsoft uses some of the information collected by Safe Attachments to further improve the feature’s capabilities. 5. Safe Links Instead of attachments, some phishing emails contain URLs that lead to websites — often spoofed versions of legitimate websites — that require victims to provide their personal information such as their account credentials. Some of these URLs lead to download pages that infect your computer with malware. In a process called URL detonation, the Safe Links feature protects users by scanning the links in their emails and checking for malicious behavior, such as the transmission of malware. If the link leads to a malicious website, Defender will warn users not to visit it. Otherwise, users can proceed to click and go to the destination URL without a hitch. But even so, the service will rescan the link in the succeeding days and report any suspicious changes. What’s great about Safe Links is that it doesn’t just scan links from unfamiliar sources. It also scans links in emails from people within your company and works on files uploaded to Microsoft Teams and SharePoint. 6. User Submissions Microsoft 365 allows you to set a specific mailbox to send emails you deem a threat. The User Submissions feature lets you set criteria for both malicious and safe email and identify mailboxes besides your spam folder to keep these messages in. This feature gives your administrators greater control over which emails to flag and which to report to Microsoft. 7. Enhanced Filtering If your company uses third-party services to route emails before they are sent to Microsoft 365, you will benefit from Enhanced Filtering for Connectors. Microsoft 365 uses inbound connectors to determine the trustworthiness of email sources. The more complex your routing scenario is, the more likely that an email’s inbound connectors will not reflect its real source. Enhanced Filtering preserves authentication signals that may have been lost over the course of routing emails. This maximizes the effectiveness of Microsoft 365’s overall filtering capabilities, helping it detect spam and phishing emails. If you need an email service that promotes efficiency while protecting your business, we can implement and manage Microsoft 365 for you. Just call us today to get started. Published with permission from TechAdvisory.org. Source.
SEO recommendations for website images
Search engine optimization (SEO) is one of the most difficult and frustrating aspects of improving your business’s online presence. Web services and platforms that provide automated SEO reports like WordPress, Google, and Raven Tools tend to oversimplify their advice. If you’re trying to get a green light for SEO, you might need to look more closely at the images on your site. Do images really affect SEO? One of the reasons images tend to be overlooked when auditing SEO is because it’s easy to forget just how many images your website has. Maybe you only had a few photos on your homepage when you first built your site. Over time, however, you probably added more visual elements to blog posts, landing pages, and About Us page — drastically increasing the impact of your images on your SEO. Image resolution and load speed The first thing to check is how your images affect your site’s load speed. If you’re using ultra high-resolution photos, those accessing your site on mobile devices or using satellite data connections will have trouble loading your site. Site load times affect your site’s ranking on Google, so make sure to pair your images down to a more reasonable resolution and save them as web-friendly file types. Choose the JPEG format for illustrations or large photos since it provides clarity and good colors in a smaller file size. Select the PNG format if you want to preserve background transparency. Use the SVG format for icons and logos. Combine this with Javascript or CSS to resize SVG images without losing quality. Keywords and image title The days of keyword-stuffing are long gone, but that doesn’t mean you can get away with uploading images with filenames like “DSC2558.jpg”. When adding images to your website, make sure their names are relevant to their content, such as “gym-trainer-helping-lift.jpg” or “call-center-customer-service.jpg”. This makes it easier for search engines to derive information from the images on a page. Alt text and title text Even though Google is getting better at recognizing image content without any help from text identifiers, describing your images in your website’s back end is still important for SEO. Every image on your site should have enough text-based information without disrupting the user experience. To see how this works in WordPress, open your site dashboard and click on Media. This will display all the uploaded images, videos, and audio. Click on any photo to access the text editing tools. Whatever you include in the Caption field will be shown below the image, so check that it corresponds with your content. If not, skip it. In this case, user experience takes priority over SEO. The Alternative Text and Description fields will be visible to visitors only if the image doesn’t load or if they select it manually. They may not seem that important, but these should be considered nonnegotiable for SEO purposes. Check that your site’s images are properly optimized before requesting another SEO report. If your score changes, audit your image optimizations regularly. If you’re still seeing red, there are a number of web- and cloud-based platforms that can help improve your content. Give us a call today to find out more! Published with permission from TechAdvisory.org. Source.
4 Tips to help you capitalize on technology
Businesses that take advantage of innovative technologies often come out better equipped to compete as they grow. This is why many companies are continuously seeking innovations that improve operations and reduce costs. Small businesses like yours can take advantage of new tech too — just follow our tips. Be an early adopter One of the biggest factors in determining how successful your SMB will be in leveraging a new trend is how early you get in. Be careful investing in resources with high buy-ins and/or long-term commitments. Focus instead on low-cost IT solutions that allow you to test and see how well they work for you, and also let you pull out without suffering heavy sunk costs. Invest in the right tools New tech can be expensive, so how can one take advantage of an emerging tech trend without spending too much? The trick is to repurpose existing tech to do the same thing as the new tech. For example, John Deere has been selling farming equipment for over 150 years, with no signs of slowing down. When the Internet of Things (IoT) craze began, John Deere figured that IoT would change the way their vehicles serve their customers. But instead of shelling out money for new IoT devices, they simply used already-available mobile devices and GPS tech. This tactic allowed the brand to jump ahead of their competition, especially those who chose to wait out the decrease in price of new tech. Synergize tech with your business model With a little creative brainstorming, most business models can actually integrate new tech into their processes. For instance, at first glance, it appears that clothing retailers have no use for AI that has deep learning capabilities. But one particular AI application — chatbots — has proven to be effective in helping customers find the clothes they want. Here, deep learning directly drives sales. Prepare for possible difficulties New tech inherently comes with implementation and integration difficulties. But what if you can’t find a way for your products or services to directly interact with the blazing new trend? The next best thing is to provide solutions to problems presented by it. Does interacting with the popular app or activity eat up a lot of mobile device battery? Remind passersby that your outlets are available for customers, or that you sell mobile battery packs. Does it require driving all over town? Inform customers of your latest car rental promotion. Sometimes just associating yourself with the trend is enough. Not sure how to integrate your business with the latest tech fads? Turn to us — we’re the experts on all things technology related, be it machine learning or Oculus Rift. No question is too trivial — consult with us today! Published with permission from TechAdvisory.org. Source.
Which Windows 10 version should you choose?
With its fast performance, regular updates, and helpful digital assistant, Windows 10 is a must-have operating system (OS) for both individual users and businesses. But before you purchase it, you have to decide which among Windows 10 Home, Windows 10 Pro, and Windows 10 S you’ll be getting. Read on to know which option is best for your needs. Windows 10 Home As its name suggests, Windows 10 Home is designed for home and personal use. It comes bundled with key Windows 10 features, such as the Microsoft Edge browser and the voice-enabled virtual assistant Cortana. It also gives access to Microsoft’s cloud storage service OneDrive and provides 5 GB of cloud storage per individual user. However, Windows 10 Home doesn’t come with Office apps like Word, Excel, and PowerPoint. Instead, it gives you a 30-day free trial of Microsoft 365. In terms of security, Home has fairly basic protections. It has Windows Defender Antivirus software, Windows Hello biometric logins that use face or fingerprint authentication, and rudimentary device encryption to keep data breaches at bay. Those with multiple Windows devices will also love the mobile device management app, which allows them to track and control app usage for connected smartphones and tablets. To explore new apps, Home users can sign up for the Windows Insider program, but since this version is light on features, there is usually a limited selection of early release apps to play with. Windows 10 Pro If you plan to use your computer for work, the Pro version is the right OS for you. One of its most notable features is Hyper-V, which allows you to create virtual machines (VMs) on Windows 10. These VMs can be used to deliver computing resources from a powerful computer to other machines connected to the network, making resource provisioning a breeze. Considering that businesses are usually targeted by cybercriminals, Windows 10 Pro offers more robust security than Home. In addition to Windows Defender, this version comes with whole disk encryption, Enterprise Data Protection, and Azure Active Directory — an identity management service used to set up and enforce access policies for apps and devices. Rolling out updates for all computers is also incredibly easy with Pro’s Windows Update for Business service. From a central console, you can manage how and when Windows 10 devices are updated so that they don’t disrupt day-to-day operations. Windows 10 S Windows 10 S is focused on simplicity, security, and speed. More specifically, it greatly restricts security and other settings, resulting in faster performance. In fact, while S-powered computers have fewer features than Pro, they are reported to boot 15 seconds faster than Pro machines. Windows 10 S’s relatively low hardware requirements make it perfect for startups and schools that tend to purchase low-cost PCs. And if you want more features, you can upgrade from 10 S at an affordable price. What sets 10 S apart from the other Windows 10 versions is that it can only run applications available on the Windows Store. What’s more, it requires you to use Microsoft Edge for surfing the web. Although these restrictions mean you don’t get to enjoy third-party apps, it also protects users from downloading dangerous apps and helps Microsoft easily root out malware. Still not sure about which Windows 10 version you should purchase? Contact our experts today to get deeper insight. We’ll even install and maintain Windows for you so you can focus on being productive! Published with permission from TechAdvisory.org. Source.