-1
archive,paged,category,category-managed-it-services,category-46,paged-26,category-paged-26,qode-social-login-1.1.3,qode-restaurant-1.1.1,stockholm-core-1.1,select-child-theme-ver-1.1,select-theme-ver-5.1.8,ajax_fade,page_not_loaded,wpb-js-composer js-comp-ver-6.0.5,vc_responsive
Title Image

Managed IT Services

The Dangers of Autocomplete Passwords

Hackers have found a new way to track you online. Aside from using advertisements and suggestions, they can now use autocomplete passwords to track you down. Feeling insecure? Here are some ways to keep you out of harm’s way.

Why auto-fill passwords are so dangerous

As of December 2018, there are 4.1 billion internet users in the world. This means users have to create dozens of passwords, either to protect their account or simply to meet the password-creation requirements of the platform they’re using. Unfortunately, only 20% of US internet users have different passwords for their multiple online accounts.

Certain web browsers have integrated a mechanism that enables usernames and passwords to be automatically entered into a web form. On the other hand, password manager applications have made it easy to access login credentials. But these aren’t completely safe.

Tricking a browser or password manager into giving up this saved information is incredibly simple. All a hacker needs to do is place an invisible form on a compromised webpage to collect users’ login information.

Using auto-fill to track users

For over a decade, there’s been a password security tug-of-war between hackers and cybersecurity professionals. Little do many people know that shrewd digital marketers also use password auto-fill to track user activity.

Digital marketing groups AdThink and OnAudience have been placing these invisible login forms on websites to track the sites that users visit. They’ve made no attempts to steal passwords, but security professionals said it wouldn’t have been hard for them to do. AdThink and OnAudience simply tracked people based on the usernames in hidden auto-fill forms and sold the information they gathered to advertisers.

One simple security tip for today

A quick and effective way to improve your account security is to turn off auto-fill in your web browser. Here’s how to do it:

  • If you’re using Chrome – Open the Settings window, click Advanced, and select the appropriate settings under Manage Passwords.
  • If you’re using Firefox – Open the Options window, click Privacy, and under the History heading, select “Firefox will: Use custom settings for history.” In the new window, disable “Remember search and form history.”
  • If you’re using Safari – Open the Preferences window, select the Auto-fill tab, and turn off all the features related to usernames and passwords.

This is just one small thing you can do to keep your accounts and the information they contain safe. For managed, 24×7 cybersecurity assistance that goes far beyond protecting your privacy, call us today.

Your Business Processes Are Everything

The word “procedure” can easily be perceived in a negative light nowadays. It just sounds so… rote… compared to the exciting and dynamic buzzwords that so many “thought-leading, influencing, social media innovators” today toss around. Now, we don’t mean to disparage these personalities – we just want to emphasize that these innovations rely on a foundation to support them, and these foundations are based on business procedures and processes.

Let’s look at why even the most innovative businesses depend on their procedures to operate – and how a procedure can be properly created as well.

Why Processes and Procedures Matter to Businesses

If you were to list the most important qualities that a business should have, would your list include consistency? It really should. After all, if Client A, B, and C each paid for the same service, doesn’t it stand to reason that all three of them receive the same quality of service? Consistency can go a long way to support your client retention, your productivity, and any of a variety of other internal and external business considerations. Therefore, it only makes sense that establishing processes will work to your business’ benefit.

There are a variety of ways that they can do so, for that matter. For instance, they can…

  • Help improve your business’ efficiency
  • Optimize internal and external communications
  • Minimize confusion in your operations
  • Secure accountability in your workflows
  • As mentioned above, better ensure consistency in outcomes

… so it only makes sense to invest the time it will take to standardize how your business completes certain tasks. Consider, for a moment, the modern fast food franchise.

Slight cost and menu changes aside, going to a fast food restaurant on one side of the country should be effectively identical to going to one on the other side. This is largely because there are essential processes that take place in the kitchens.

The moment a server starts to put together an order with a customer at the front counter, a screen in the back shows the order being constructed. This allows the team in the back to start putting it together, keeping the communications between the front and back teams effectively seamless. Each person back there has their own task – whether it is to cook the meat, start building the sandwiches, or finish them and send them to the front.

As a result, it isn’t unheard of for a finished sandwich to reach the customer less than a minute after they have placed their order – in fact, that’s the goal – and that is exactly how they expect it to be.

Now, while your business almost certainly has very different goals and services than a chain burger joint, there is no reason that you can’t experience similar benefits to your operations by implementing standardized procedures as well.

What Makes a Good Process

Now, this may feel like we’re getting a little into the weeds here, but not all processes are necessarily created equally. To make sure that your process is worth the time spent to formalize it, it should feature four qualities:

  • It can be repeated – There isn’t much use in a process that only applies to a specific scenario or can’t hypothetically be repeated indefinitely. A good process can apply to a variety of circumstances, and be used more than once
  • It contributes value – Any process you design should have a purpose to each step… there should never be any “busy work” involved in one of the included tasks.
  • It has a clear beginning and an end – Every process you develop should have a defined starting point, where something signifies that the procedure should commence, as well as a conclusion, where no further action needs to be taken. Each step between these points also needs to be easy to differentiate from the others.
  • The process can evolve – Of course, you aren’t going to (or at least, shouldn’t) continue using the same tools and solutions indefinitely, which will at some point impact these processes. Your processes should be able to accept these impacts without your clients seeing any ill effects.

Use Automation to Power Your Processes

If there is any issue that every business is subject to, it’s human error. Regardless of how perfect and refined your procedures are, there is always the risk that the end user will miss a step – like when the fast food worker forgets to put the pickle on your sandwich.

In your business, however, the consequences are probably a little greater than a missing crunch.

That’s why many businesses have embraced the use of automation to enhance their business processes. Not only does automation bring about the benefits we discussed above – the improved efficiency and accountability – it also helps you avoid human error at key points in your processes. Additionally, it frees up your employees to accomplish other things, perhaps related to that same process.

There are many different solutions designed to help with different tasks, and they can all play a role in your automated processes. Net Activity is here to help you determine what is best for your business’ efficiency.

To learn more about how we can help you automate some of your processes, or about the other benefits that we can provide for your organization, give us a call at 216-503-5150.

Protect your Browser, Protect your Business

In small- and medium-sized businesses (SMBs), some 50 to 150 workers access the net daily through the company network via browsers. That’s why any SMB must secure its browsers to keep its data safe from data theft and other forms of cyberattacks. To do so, follow these simple steps:

Prevent browser tracking

If you don’t like the idea of a third party (reputable or otherwise) being able to track your browsing habits, enable private browsing using built-in tools in your internet browser such as Chrome’s incognito mode. This offers protection against tracking by blocking third-party cookies as well as malware. Some browser extensions also boast secure Wi-Fi and bandwidth optimization and can guard against tracking and data collection from social networking sites such as Twitter and Facebook.

Block adverts

While online ads may seem harmless, the truth is they can contain scripts and widgets that send your data to a third party. A decent ad blocking program will stop banner, rollover, and pop-up ads, and prevent you from inadvertently visiting a site that may contain malware.

Many blockers contain additional features such as the ability to disable cookies and scripts used by third parties on sites, the option to block specific items, and options to “clean up” Facebook, and hide YouTube comments.

Consider setting up a virtual private network (VPN)

Unfortunately, browser tracking and adware are not the only internet nasties that you need to be concerned about. Hackers can intercept sensitive data between two parties, allowing them to steal and corrupt valuable information such as bank details, login credentials, and other personal information. Installing a VPN can help solve this problem. VPNs encrypt your internet traffic, effectively shutting out anyone who may be trying to see what you’re doing.

Install antivirus and anti-malware software

Finally, it goes without saying that having antivirus and anti-malware software installed on your PC, tablet, and smartphone is crucial if you want to ensure your online safety. These software programs are your first defense against malicious parties intent on stealing your data.

Get Security Browser Extensions

Browser extensions (also called add-ons) are small software programs you install on top of your browser to enhance its functionality.

There are literally thousands of browser extensions available to provide a wide variety of added functions to your browsing experience. There are extensions available for customization, productivity, shopping, privacy, security, etc.

Security and privacy extensions are highly recommended and encouraged by security professionals for securing browsers.

Secure your web browser with browser updates

Run updates regularly. Not only for the browser software but also for the extensions you have installed.

On desktops, you can set up automatic updates for the major browsers like chrome and firefox.

Although, this sometimes does not always work due to special installation method of the browser. So you still have to manually check for and perform updates.

In addition, mobile users should not ignore browser updates. As soon as an update is available for your favorite browser in your app store, make sure to upgrade immediately don’t procrastinate.

Is browsing at your workplace secure? Would you like a more comprehensive security system for your business? We can tell you all about it and help protect your business from online threats. Get in touch with Net Activity today.

Microsoft Teams Empowers Your Employees to Work Remotely

Remote work is increasingly popular, and it’s no wonder why. Working remotely has many benefits for employers and employees alike. Still, there are some challenges that often need to be addressed, both within the office and its technology.

Remote workers can begin to feel disconnected from other employees, and they may have some difficulty working effectively with in-office workers. MS Teams can help.

The Advantages of Remote Work for Employers and Employees

Over the past decade, both employers and employees have seen the growing advantages of remote work. Employers can pull from a global pool of talent. And employees are able to work from where they feel most comfortable and productive. Today, offices can be entirely decentralized.

The advantages of remote work for employers include:

  • Gaining access to a wider talent pool. Employers are no longer confined to their geographical limitations. They can get employees from anywhere, including other countries. Employers may be able to acquire more affordable and specialized talent, as well as workers that fit best in their company culture.
  • Saving money on large, brick-and-mortar offices. Rather than having large physical offices, employers can instead maintain smaller offices and allow employees to work from home. That drastically reduces their costs.
  • Drawing in better talent. Remote work is highly desirable. High-value employees are more likely to work with companies that provide remote work. Employers don’t just get access to a wider talent pool: they also get access to an even better talent pool.

 

The advantages of remote work for employees include:

  • Achieving a healthier work-life balance. Employees are better able to take care of their home and their family when they can work from home. They don’t need to spend additional time getting to the office and getting settled. Work-life balance is more important to today’s employees, and it’s important for an employer to support.
  • Avoiding stressful commutes. Commutes can be upwards of an hour for some employees, and they dig into an employee’s personal time. Employees who commute to work end up stressed by the time that they arrive, and they become frustrated and upset when they’re at work. A stressful employee isn’t a productive employee.
  • Being more productive overall. Studies have shown that remote workers are more productive than in-office employees. When employees have complete control over their office space and are able to work as they desire, they can get more done. Likewise, when they don’t have to worry about things like a lengthy commute, or office hours, they can better focus.

 

Working from home is a win/win situation. But that doesn’t mean that there aren’t some challenges that have to be addressed before a company can begin remote initiatives.

Counter the Challenges Remote Work Creates with Microsoft Teams

Microsoft provides a breadth of work from home productivity tools, including MS Teams. Teams can connect employees seamlessly, regardless of whether they’re in a cubicle down the hall or on the other side of the country. With better Microsoft Team collaboration, teams will be able to work more effectively with each other, and they will be able to maintain a healthy rapport.

A few of the major features of Microsoft Teams:

  • Consolidated calendars. MS Teams integrates with the Exchange Calendar system. Employees can easily see their deadlines, meetings, and other events, so they’re never caught off guard. Meetings can even be launched from within calendars and scheduled seamlessly through the MS Teams platform.
  • Video conferencing. Remote workers can feel disconnected because they don’t have the type of face-to-face interactions that other employees do. Video conferencing allows for direct communication, including non-verbal cues. Through video conferencing, employees can feel closer to each other.
  • Group chats. A group chat makes it possible for all employees to remain on the same page, regardless of where they physically are. All employees are updated at the same time, and there’s always the option of one-on-one instant messaging for things that aren’t applicable to the whole group.
  • One-on-one instant messaging. Often, messaging is a fast, non-disruptive way to communicate. Employees working remotely are able to get answers quickly without having to disrupt the work of in-office employees, while in-office employees can get answers from remote workers without having to track them down.
  • Project management. Through project management integration MS Teams makes it possible for employees to quickly check a dashboard of their current projects and tasks. Employees will be able to review the tasks that they have yet to complete while also seeing what other employees are currently prioritizing.
  • Document management. One of the highlights of Microsoft Team collaboration lies in the Microsoft ecosystem. MS Teams makes it easy to trade information, such as sending documents to each other as attachments. Through Microsoft integration, documents such as PowerPoint files and Word files can be worked on together, and better collaboration can be achieved.

Through MS Teams, employees are able to work out of the office as though they are still in the office, gaining all the advantages of working from home without any of the negatives. They are able to better communicate and collaborate with other employees, while also getting easy access to the information, application, and other tools they need.

Are you ready to think about Microsoft Teams? Reach out to Net Activity to get started with Teams collaboration suite.

Are you Defending Against this Office 365 Threat?

Some hackers have become so skilled that they don’t even need you to give up your credentials to hack into your account. One recent cyberthreat is targeted towards users of Microsoft Office 365. You don’t want to be the next victim, so read up.

A phishing scam that harvests users’ credentials

The latest cyberattack on Microsoft Office 365 involves harvesting users’ credentials. Scammers use this previously unseen tactic by launching a phishing message to users, asking them to click on an embedded link. What makes this scam more insidious than traditional phishing scams is that the URL within the message links to a real Microsoft login page.

How does it work?

The phishing message resembles a legitimate SharePoint and OneDrive file-share that prompts users to click on it. Once they do, they are taken to an Office 365 login page where they will be asked to log in if they haven’t already.

After they’ve logged in, they’ll be prompted to grant permission to an app called “0365 Access.” Users who grant permission effectively give the app — and the hackers behind it — complete access to their Office 365 files, contacts, and inbox.

This technique can easily trick lots of users since the app that requests access is integrated with the Office 365 Add-ins feature. That means that Microsoft essentially generates the request for permission. No, Microsoft is not aiding hackers to breach systems. Rather, the scam is made possible by a feature that allows users to install apps that are not from the official Office Store.

Ways to protect your Office 365 account — and your business

Given their fairly advanced approach, these scammers could effortlessly prey on careless employees. There are ways to make sure that doesn’t happen.

  • Always check the email’s sender account before clicking on any link or granting apps access.
  • Implement a policy that prevents staff from downloading and installing apps that are not from the Office Store.
  • Regularly conduct security awareness training that covers essential cybersecurity topics. Educate employees on how to spot phishing scam red flags (e.g., unknown senders, grammatical and typographical errors, suspicious requests, and the like). Increase their knowledge about more sophisticated attacks and keep everyone informed about current and future cybersecurity risks.

Successful attacks could result in an unimaginable catastrophe to your company. For tips on how to spot this and other nefarious scams and how to plan thorough security practices, contact our experts today.

 

Small Business, Big Data: How to Make the Most of Data Analytics

Data has always been important, but more recent trends have placed emphasis on using it to make important, educated decisions regarding the future of your organization. This month, we want to take a concentrated look at the data revolution and how your data has become a commodity. Just how much value is there in an individual’s data, and what does this mean for the future of computing?

What is Big Data?
The modern-day data revolution is often referred to as big data. Big data is much more than just the data itself; rather, it’s the analysis of this data that matters. If you keep track of how your data changes over time, you’ll be able to better adapt your business practices to meet the changing needs of the industry. These changes mean that businesses are going to have to take an analytical approach to improve operations, and data is the key to unlocking this untapped potential. By taking advantage of big data, you’ll be able to get the most out of your budget and workforce, as well.

Small organizations are finally starting to understand data analytics and why they are so important, even if their needs are somewhat simpler than large corporations. Small businesses just simply don’t have the assets to implement strategies as effectively as a large company, or they just don’t have the processes put in place to properly analyze and quantify the data. Even if they are using similar solutions as larger enterprises, it all comes down to whether they know what they are getting out of the solution. There are two questions that need to be asked before you commit to big data, and they are the following:

  • Why haven’t more small businesses implemented big data initiatives?
  • What would it take to get your company’s data to work with you?

Small Businesses with Big Data
Small businesses have traditionally been major proponents of new technologies, and the reason for this is that they often need them to stay competitive. Thanks to innovations in data analytics, smaller organizations are looking at alternative ways to ensure that their technology efforts aren’t wasted on solutions that don’t offer value. Instead of investing in technology solutions just because it’s a major hit in their industry, they are instead looking at services that provide more practical and customized use for their particular organization.

By taking advantage of the right technology, small companies can implement solutions at a moment’s notice. Since they are flexible enough to make decisions on the fly, they don’t have to worry about stepping on anyone’s toes because they didn’t go through the proper channels to implement a new solution. This type of agility allows small businesses to look at data and make decisions much more quickly and efficiently. It just goes to show that you don’t have to be a large organization or enterprise to effectively listen to the what the data tells you.

Make Investments in What Matters
While it’s great to identify that you need to implement a full-scale big data solution for your organization, it doesn’t matter unless you actually do it. No matter what your business decides to implement for analytics, you’ll inevitably need to invest a considerable amount of time and capital into it. Big data can help your business know when to run promotions, how to react to consumers, and how to judge the value received from your technology investments. Numbers make things much more cut and dry and allow for a better way to measure value.

Net Activity can help your business better take advantage of technology solutions. To learn more, reach out to us at 216-503-5150.

Manage your WordPress with this Checklist

WordPress is one of the most powerful blogging and content management systems (CMS) today. Since 35% of the internet is powered by WordPress, there’s no room for sluggish load times, potential security vulnerabilities, or search engine delistings. Follow this checklist to avoid those problems.

Make backups

It’s crucial to perform a daily off-site backup of your WordPress files and database. This ensures data security in the event of a network breach or natural disaster, and it will facilitate the resumption of your business’s regular operations. Although plugins like BackUpWordPress and hosting servers like SiteGround automate the backup process, manual backups are still necessary.

Verify backups

Not only should you be making backups, but you should also be verifying them. By doing so, you are making sure that the backed up files are going where they are supposed to, and backups are being updated. The last thing you need is a failed backup strategy on the day you need it most!

Daily security reports

If you ask any cybersecurity expert, “Is it crucial to maintain a daily network security report?” the answer will be a resounding “YES.” While you might not have enough time to carry out thorough inspections and create these reports yourself, you can use security monitoring services like Sucuri. Not only does it carry out the inspections, but it also sends an SMS to notify you of any suspicious activity and emails you a daily status report.

Malware scans

Cybercriminals are growing in both number and sophistication. With every passing day, new strains of malware are developed and released onto the systems of small- or medium-sized businesses (SMBs). Unless you are a bonafide hacker yourself, detecting malware might be a little tricky. WordPress plugins like Wordfence keep your website safe using the latest firewall rules and flagging the latest malware signatures and malicious IP addresses.

Speed audits

Slow and steady may be qualities valued by some, but not so much for your website. Plugins like Google PageSpeed Insights test how fast your site loads. If it takes more than five seconds, you should consider implementing caching and other measures to speed up your site. Slow sites put off visitors, and that further lowers their search rankings.

Review your site

For this step, sit down with an impartial friend and let them explore your website. A fresh pair of eyes will highlight issues you may have overlooked, such as forgetting to update the copyright date in your footer.

Forbes, National Geographic, and The New York Times are all powered by WordPress, which means you are in good company. By sticking to the checklist, you too can harness the power of this online, open-source website creation tool. Or, instead of signing up for half a dozen services that need daily check-ins, why not have us take care of all of it for you? If you have further questions, don’t hesitate to send us an email or give us a call!

7 Ways Cyber-Criminals Get Into Your Head…and Into Your Data (And 7 Ways to Get them OUT!)

According to a 2019 Small Business Trends survey, 58% of all cybercrimes committed last year targeted small businesses, and most of these crimes came in the form of a “social engineering” attack. Social engineering is a mode of cybercrime that’s used to lure well-meaning individuals into breaking normal security procedures. These attacks appeal to their targets vanity, authority or greed to exploit and steal from their victims. Even a simple willingness to help can be used to extract sensitive data. An attacker might pose as a coworker with an urgent problem that requires otherwise off-limits network resources, for example.

These attacks can be devastatingly effective, and extremely difficult to defend against.

The key to shielding your network from this threat is consistent, ongoing awareness throughout your organization. To nip one of these scams in the bud, every member of your team must remain alert to these five telltale tactics criminals use to get into your head, and steal your data:

  1. Clickbait. A particularly popular approach is to capitalize on the innately human desire to crane one’s neck to see an accident on the side of the road.  What if you came across a video link to view an ugly accident, or a three-headed baby?  You just might be tempted to click, especially because many legitimate articles and other pieces of content use similarly eye-catching headlines to get people to look at their stuff. Cybercriminals get this, and they exploit it. So, beware of links to overly graphic terrorist attack images, natural disasters, and other tragedies.
  2. Phishing.  Phishing employs a fake e-mail, chat or website that appears legit. It may convey a message from a bank or other well-known entity asking to “verify” login information. Another ploy is a hacker conveying a well-disguised message claiming you are the “winner” of some prize, along with a request for banking information. Others even appear to be a plea from some charity following a natural disaster. And, unfortunately for the naive, these schemes can be insidiously effective.
  3. Pretexting. Pretexting is another form of social engineering where attackers focus on creating a good pretext, or a fabricated scenario, that they can use to try and steal their victims’ personal information. These types of attacks commonly take the form of a scammer who pretends that they need certain bits of information from their target in order to confirm their identity.

More advanced attacks will also try to manipulate their targets into performing an action that enables them to exploit the structural weaknesses of an organization or company. A good example of this would be an attacker who impersonates an external IT services auditor and manipulates a company’s physical security staff into letting them into the building.

Unlike phishing emails, which use fear and urgency to their advantage, pretexting attacks rely on building a false sense of trust with the victim. This requires the attacker to build a credible story that leaves little room for doubt on the part of their target.

  1. Watering hole attacks. One of the things cybercriminals do best is collect information about their targets. Browsing habits tell a lot about a person, which is why that ad for wreath hangers keeps popping up in your Facebook feed. Cybercriminals use this information the go after the sites most visited by their target group. Once they discover a particular website is popular with their targets, they infect the site itself with malware.
  2. Tailgating. Another social engineering attack type is known as tailgating or “piggybacking.” These types of attacks involve someone who lacks the proper authentication following an employee into a restricted area.

In a common type of tailgating attack, a person impersonates a delivery driver and waits outside a building. When an employee gains security’s approval and opens their door, the attacker asks that the employee hold the door, thereby gaining access off of someone who is authorized to enter the company.

Tailgating does not work in all corporate settings, such as in larger companies where all persons entering a building are required to swipe a card. However, in mid-size enterprises, attackers can strike up conversations with employees and use this show of familiarity to successfully get past the front desk.

  1. Ransomware. Ransomware is nasty business. It’s also social engineering at its finest/worst. Ransomware is a type of malware that holds your files or part of your system ransom. In order to return access, you have to pay cybercriminals. People who want their precious data back might pay up right away. But for those who need additional scare tactics, criminals have come up with law enforcement scams that make it appear as though the U.S. Department of Justice or FBI Cybercrime division are contacting you to claim that you’ve done something illegal.
  2. Quid Pro Quo.  Here a con artist may offer to swap some nifty little goody for information… It could be a t-shirt, or access to an online game or service in exchange for login credentials. Or it could be a researcher asking for your password as part of an experiment with a $100 reward for completion. If it seems fishy, or just a little too good to be true, proceed with extreme caution, or just exit out.

One of the most common types of quid pro quo attacks involve fraudsters who impersonate IT service people and who spam call as many direct numbers that belong to a company as they can find. These attackers offer IT assistance to each and every one of their victims. The fraudsters will promise a quick fix in exchange for the employee disabling their AV program and for installing malware on their computers that assumes the guise of software updates.

So what steps can you take to prevent these psychological attacks? Here are a few methods to start with:

  • Equip yourself with antivirus, anti-malware, and anti-exploit security programs. These can fight off malware attacks from a technical standpoint.
  • Anonymize your data by using the privacy features of your browser. It’s also a good idea to clear cookies every once in a while.
  • Lock down privacy settings on social media accounts. Make sure you’re making information available only to those you wish to have it.
  • Use the right software and hardware systems. If you just use your computer to surf the web, you probably don’t need a powerful processor or the Adobe suite. Consider this: the more applications and programs you install on your machine, the more sources of trouble you have built into your system.
  • Have a company security policy in place and back it up with good awareness training. Give employees clear guidelines on the appropriate response to a particular situation, such as those 7 nasty demons described above.
  • Take personal ownership of your IT security; remember your personal data might be as much at risk as company business.Treat company data with the same care you would of your own assets.
  • Finally, and most importantly, use common sense. A healthy dose of skepticism goes a long way. Verify information. Contact the claimed source. Make sure you have professional IT support to protect your systems, provide training and guidance, and keep you up-to-date with the latest cyber security protection tools and tactics.

This downloadable cheat sheet identifies THE Red Flags you need to be on the lookout for in EVERY email you receive. Get yours now.

7 Reasons your Company Should Be Using Microsoft Teams

  1. Microsoft Teams makes meeting easier, more flexible, and more effective.

Most likely, people in your organization are using different tools to schedule meetings, whether they be audio, video calls, screen sharing, etc… Microsoft Teams gives you the ability to schedule meetings with audio, video, and screen sharing ability on the platform with it’s integration with Skype for business. Unlike other applications that require a call-in number and pin code, hosting a group meeting in Teams only requires that you just be part of the team. If your team members are located in different locations, having a single meeting place eliminates the confusion of, “Where or which line are we meeting on today?”.

One of the more functional benefits for using teams is that once you schedule a meeting, it will sync with your Outlook calendar, so you don’t have to double back to add it. Also, with in the platform you can see your Outlook calendar adding more ease in tracking the events of your day. One of the underrated features of using Microsoft Teams for meetings is being able to take and share meeting notes with your group/team. Within the Teams tab, where the meetings are hosted, you can add multiple applications such as OneNote to record any important point during the meeting (pictured below).

Features & Apps for meetings:

  • Skype for Business
  • Conference Calls
  • Screen Sharing
  • Meetings: Organize Meetings
  • OneNote

 

 

 

 

 

 

 

 

  1. Teams take the communication and files chaos out of collaborating on projects.

Like reason #1, Teams makes collaborating with members in your building or in other locations much easier – easier meaning more organized. Here is the real problem – when collaborating through email, it is much harder to keep track of the conversation and files being sent back and forth. Now with teams, we eliminate the chaos and disorganization by having the conversation and files stored in a central chat-based location. Using teams for collaboration eliminates the need to sift through emails to find what so-and-so said or trying to figure out which document is the latest version.

Within Teams, the messages being sent back and forth are more akin to Facebook Messenger/ test messaging setting instead of an email format. Although, like the email format, you can send files to the team. When you send files to the team, they are kept in a separate tab, making it much easier to find the file. Even better, these documents are stored in OneDrive. Being stored in the cloud eliminates the issue of figuring out which file is the newest version.

 

 

 

 

 

 

 

 

 

Another underrated feature about Teams is the ability to real-time edit. When working on files, all the member of the team can edit and give feedback in real-time. For example, a team is working on a PowerPoint presentation. All of the members watch the edits being made and simultaneously offer suggestions on the edits. This saves so much time in Team members sending their ideas and edits back and forth through emails.

Features & Apps for meetings:

  • Cloud Storage: 
    • SharePoint
    • Dropbox
    • Box
    • ShareFile
    • Google Drive
  • Editing Applications: 
    • Word
    • Excel
      • PowerPoint
  • Adobe Creative Cloud

 

 

 

 

 

 

 

 

  1. It offers communication truly on-the-go

Grab your coffee and go! With the Microsoft Teams highly-functional and seamless app, you do not need to be worried or stressed about missing a beat or finding your way to a desktop to join a meeting. Like the desktop and browser apps, you can set meetings, chat, call, and add & access files. The only difference is the real-time editing. Editing in general requires that you have the Microsoft apps such as PowerPoint, Word, and Excel downloaded. Nonetheless, the Teams app makes communication much easier with its user-friendly chat design.

Features & Apps for meetings:

  • Teams Mobile App: Available on the Apple and Play Store

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. You can customize your team suite with the apps you need.

Every organization, down to the person, requires a little something different. Microsoft Teams has an app store that gives you the choice of numerous apps that your business needs. Some of our recommended apps include:

Features & Apps for meetings:

  • Adobe Creative Cloud: Connect the assets (Photoshop images, illustrator graphics, etc.) that are in members creative cloud to your Team.
  • Adobe Sign: Efficiently manage document-signing workflows.
  • Flow: Automate repetitive tasks
  • Planner: This is perfect for project management. It allows you to assign tasks and keep track of progress.

 

 

 

 

 

 

 

 

 

 

 

 

  1. You’ll be able to eliminate the guesswork on trying to figure out who you are working with.

Who is that? Is that the point person from Boston? Is that the IT guy? Who is Michelle? It is hard to know who everyone in your organization, even if you are in the same building. Sometimes, you are put into Teams with different departments and have no idea who you are working with, just that you know you are supposed to be working with them. Although, sometimes you might not even know if that person is the right person. This is where the Wiki tab comes in to play. In the chat boxes, there is the Wiki tab which gives you a short bio on who that person is. No longer must you guess on what role your team members play and who that person is.

Features & Apps for meetings:

  • Wiki Tabs

6.The Intelligent Bot Ecosystem

If you’re still not convinced, let’s talk about these amazingly intelligent bots. A bot is essentially a “helper” by helping you obtain the information you need. The bots interact with the team member in a natural chat manner. Bots are great to help you answer questions and find information much faster. There are many bots that you can add to your Teams suite. The standard bot that with Teams is T-bot. T-bot is used to answer any questions you may have when navigating through your Teams’ suite. And don’t worry, you’ll know if you’re chatting with a real person or a bot. A bot’s profile picture icon will be in a hexagon, not a circle.

Features & Apps for meetings:

  • App Studio
  • AtBot
  • AttendanceBot
  • Cloudbot for Azure

 

 

 

 

 

 

 

 

 

 

  1. Ultimately, The Office 365 Suite.

Finally, Teams integrates flawlessly with the Office 365 Suite. The suite can feature over 30 different applications that help run the business in an effective and highly organized manner. With so many applications that keep your day to day tasks running seamlessly, it is a major advantage that Teams, and really the entire suite, has a great synergy between every application. And remember, Teams not only has a great synergy with Microsoft apps, but with many other 3rd party applications that help to keep your business running at peak performance.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

With all this being said, it is clear to truly define Microsoft Teams as an efficient and all-around essential hub for communication and collaboration. If you ready to learn more about making the most of Microsoft Teams in your organization, contact Net Activity at 216-503-5150.

To learn more about Office 365, and whether it’s a good fit for your business, download our eBook here.

What Are the Biggest Cybersecurity Concerns To Look for in 2020?

Cybersecurity should always be a priority for a business, and cyber criminals are always evolving their tactics. As a result, it pays to keep an eye on the horizon for the next looming threats. Here, we’re reviewing a few threats that cybersecurity professionals say that businesses should be concerned about in the near future.

Compliance Fatigue

Unfortunately, in a world as heavily reliant on security measures as ours is, this is the threat to cybersecurity that makes the most sense – businesses simply giving up under the increasing weight of the growing list of compliances and regulations that they are beholden to. As more and more standards are outlined for businesses to uphold–without much apparently being done to enforce them–businesses are just more likely to let a few things slip through the cracks.

We hope that we don’t have to explain how this could be dangerous. It goes without saying that these compliances are put in place for good reason, and as such, are meant to protect the welfare of a business and its clients. “Letting things slide” therefore translates to “putting all involved parties at greater risk.”

Furthermore, there are also concerns around the idea that some businesses could be beholden to overlapping regulations that demand contradictory or prohibitive elements. Faced with mounting demands, cybersecurity may suffer through oversight or worse, omission, due to an overtaxed resource.

Misconfigured Cloud Environments

Cloud solutions have seen explosive growth as their benefits to businesses have been made clear. Unfortunately, this growth far outpaces the development of the workforce needed to maintain these cloud infrastructures and security configurations.

As should come as no surprise, Gartner attributes a full 95 percent of public cloud security failures to the customers, not the providers of the platform. There are countless examples of misconfigured cloud solutions creating major security issues, many of which have taken place throughout 2019, like the infamous Capital One breach.

Based on history like this, it can reasonably be expected that 2020 will see more of the same.

Mobile Malware

Again, surprising almost no-one, our increased reliance on mobile devices for many of our needs has led to a similar increase in malware intended for these mobile devices. In 2018, Kaspersky Lab discovered a considerably larger number of malware attacks meant to target banking applications, and the number of malware files rose from 18,501 to 29,841 within that year. That increase certainly isn’t nothing, and can be attributed to the simple fact that more people are using mobile banking applications. The cybercriminals have just shifted their focus as their targets have.

Phishing Attacks

One thing that no amount of algorithm tweaking or patching is ever going to fix is the nature of the person sitting at the keyboard. Your users (AKA you and your employees) are the weakest parts of your cybersecurity implementation, as you are the easiest to fool and will continue to be going into 2020 and beyond.

Without the right training into effective cybersecurity practices, your company is going to be vulnerable to phishing attacks and similar scams.

Net Activity can help. To learn what we can do to help protect your business in the new year, give us a call at 216-503-5150 today.

Special Year End Pricing !!

Microsoft Teams Rooms Systems For Small/Medium Meeting Room