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Increase Your Organization’s Productivity With Workplace Analytics

Microsoft Workplace Analytics is a powerful tool that gathers data from Office 365 applications such as Word, Excel, and Outlook, gleaning insights about your employees’ performance. This solution provides a better understanding of how every member of your team spends their time at work and helps improve both employee engagement and productivity.

How does Workplace Analytics work?

A paid add-on to Office 365 enterprise plans, Workplace Analytics extracts behavioral insights from data gathered from emails, calendars, documents, and Office 365 apps. This means any data an employee enters into Office 365 can be used to assess their performance and productivity.

The data from which insights are gleaned are generated by employees themselves — how much time they spend on meetings, who they communicate with, and how much time they spend on productive tasks.

All this data can be viewed on the Workplace Analytics dashboard, where information is sorted using the following metrics:

  • Week in the life provides information on how the entire organization spends time and how employees collaborate with one another.
  • Meetings overview shows the amount of time people spend in meetings.
  • Management and coaching presents information about one-on-one meetings between each employee and their direct manager.
  • The internal networks metric shows how people within your organization communicate and collaborate with one another.
  • External collaboration provides insights into how your employees connect with individuals or teams from third-party organizations.
  • Teams collaboration takes a look at how employees and managers use Microsoft Teams to communicate with their colleagues.

 

What does Workplace Analytics aim to do?

Workplace Analytics is designed to solve businesses’ most common problems, specifically issues related to productivity and engagement.

Using Workplace Analytics data, business leaders can develop effective productivity strategies for the entire company. For instance, if the data shows that employees spend 60% of their time in meetings, managers can come up with a strategy to make meetings shorter or less frequent so staff can focus on productive tasks. Similarly, human resources personnel can use data on employees’ work patterns to identify the causes of burnout — now a widespread issue across businesses and industries — and make recommendations to address it.

Workplace Analytics can be also used to determine how workers collaborate with internal and external parties. Suppose a member of your sales team frequently works and communicates with certain vendors. The sales team’s manager can pull up Workplace Analytics data and use it to assess whether or not this collaboration is helping the team meet targets, or if it’s causing them to miss out on other, more critical opportunities for collaboration and/or making a sale. Based on this information, the manager can also identify which employees are most likely to meet or exceed their targets and set company-wide standards accordingly.

Finally, Workplace Analytics allows managers to determine an employee’s level of engagement, and whether workloads are fairly distributed among workers and/or departments.

To ensure you get the full benefits of Workplace Analytics, partner with a reputable managed IT services provider like us. Net Activity’s experts are highly skilled and experienced in implementing and managing Microsoft programs and services, so you can rest easy knowing your business is in good hands. Reach out to us anytime.

How do sites with HTTPS make web browsing secure?

If you shop online like many people, you need to make sure that the site’s payment page has HTTPS in its URL. Otherwise, entering your personal and financial information on this page can expose you to risks such as identity theft. Read on to find out why HTTPS makes for a safer online browsing experience.

HTTPS encryption

The “S” in HTTPS stands for “secured.” It was introduced in 1995, so older websites that have been left on their own without regular maintenance usually don’t have it. But even to this day, unsecure websites exist, and fraudsters can easily take advantage of them.

When you visit a site with an HTTP connection, everything you type or click on that website is sent without encryption. This means that anyone who intercepts the data transferred between the website and your computer can view them as is. Cybercriminals know this, and they can exploit this fact to gain access to your Social Security number, credit card information, and other personal data. This puts you at risk of identity theft and other fraudulent activities.

HTTPS certificates

When you visit a website, your computer uses an online directory to translate its alphanumeric name into a numerical address. It then saves that information on your computer so that it doesn’t have to check the online directory every time you visit the same website.

In case your computer gets compromised, it could be manipulated into directing a perfectly safe web address like www.google.com to a malicious website. Most of the time, users are sent to sites that look exactly like the legitimate site but are actually fake copies designed to trick them into divulging their credentials.

To prevent such incidents from happening, the online directories mentioned earlier issue an ecosystem of certificates that turn HTTP into HTTPS, making it impossible for anyone to be redirected to a fraudulent website.

How does this affect our daily browsing habits?

We often visit a multitude of websites in a short period of time without checking each one for padlocks and certificates. Unfortunately, we can’t ignore the importance of HTTPS, so here are a few things to consider the next time you browse the internet:

  • If your browser marks a website as “unsafe,” think twice about clicking “Proceed anyway.” Click the prompt only if you are absolutely certain no confidential data will be transmitted.
  • Add web browser extensions such as HTTPS Everywhere that create encrypted connections to unencrypted websites. These extensions encrypt your communication with websites and are compatible with Chrome, Firefox, and Edge browsers.
  • Always be vigilant. Some sites may have HTTPS, but it doesn’t mean they’re safe. For example, goog1e.com (with the “l” replaced with a one) could have a certificate, but the misspelling clearly indicates that it’s an untrustworthy site. Cybercriminals use similar spellings of authentic websites to fool people into thinking that they’re on a secure site. This is called typosquatting or URL hijacking.
  • And perhaps, just follow the easiest step of all: avoid sites that don’t use the HTTPS prefix.

If you want to learn more about safer browsing habits and endpoint security, give our office a call.

Is Your Employees’ Social Media Behavior Impacting Your Business?

Social media: love it or hate it, it has transitioned from a casual pastime to a business necessity in the relatively few years it has been around. However, as beneficial as it can be to your business’ efforts, it can easily have the opposite effect if it isn’t used appropriately. 

Let’s explore this increasingly complicated topic, including what needs to be done to ensure that your business’s social media presence isn’t actually harming its success. We recommend that you also share this information with your employees, even directing them to this blog to read it for themselves.

What Are You (and Your Employees) Comfortable with Sharing?

It is fair to say that a business is representative of the people who work in it and vice versa. This is why it is so important to establish a culture within your organization beyond a unified stance on cybersecurity or the ways that you keep your team members motivated. 

This relationship is also precisely why it is so crucial for there to be an understanding of appropriate social media use.

While we’ve long been proponents of maintaining a proper work/life balance—especially when working from home—some elements simply can’t be completely separated from one another. One of these elements is the impression that can be generated in response to behavior on social media… whether it’s the behavior presented on your business’ official profile, or on the personal profiles that your employees maintain for themselves.

This behavior can result in serious consequences that directly affect the business’ success, which means that you will need to address this behavior to the best of your ability… even if that ultimately means that an employee is let go for what they’ve posted on social media.

“This Sounds Like an Infringement of My First Amendment Rights!”

Many would argue that the first adjustment made to the United States Constitution would bar an employer from restricting what an employee can say on social media or terminating their employment due to their online activity. As it turns out, this is not the case.

For the sake of clarification, let’s consider the actual text involved in Amendment I:

“Congress shall make no law respecting an establishment of religion, or prohibiting the free exercise thereof; or abridging the freedom of speech, or the press; or the right of the people peaceably to assemble, and to petition the Government for a redress of grievances.”

While the Amendment strictly bars Congress from legislating control over the populace in these matters, nothing there dictates that a business cannot prohibit an employee from publicizing a particular view or that bars the business from levying out consequences should these views be publicized. In plain English, the First Amendment applies to the government and the government alone. Businesses can set conduct expectations as they please.

Speaking of which, it is important to outline a few practices that your team members should follow as they engage on their social media accounts (and that you should subscribe to with your business’s social media activity as well). While social media grants an incredible amount of power, it also comes with great responsibility and consequences.

Social Media Practices Every Business (and User) Needs to Follow

Be Extra Considerate About Images and Other Media You Post

There are a few reasons that everyone associated with a business needs to think before they share something online. Let’s consider the business side of things first.

Have you ever taken a photo that looked passable enough at first glance but featured something that you would have really rather not preserved in a photograph on further inspection? The Internet is filled with such unintentional photobombs, making it clear that even glaring details can be missed at the moment.

For example, when in the office, sharing pictures of your team hard at work or otherwise interacting with one another can help personalize your team and engage your social media followers that much more. However, if sensitive data happens to be visible on a screen in an image, your social media account would suddenly be classifiable as a data leak.

As for your team members, make sure they are cognizant of their role as a representation of your business as a whole. Even in their off-hours, they remain one of your team members, so sharing inappropriate images on their social media ultimately reflects poorly on your organization as well. 

Remember That the Internet Never Really Forgets

Even when it’s posted on a personal account, the content that your team members share reflects on your business as well. Unfortunately, if someone enjoys stirring the pot online, any ill feelings felt about them could leach back to your business’ reputation by proxy… and even if they delete their more inflammatory posts at some point, they won’t really be completely gone. The reality is that there are dangerous consequences of posting pics.

This also ties back to our previous point, in that an employee talking too freely on social media about their work could easily expose data and information that should have remained private. Regardless of the time they are using social media, they need to keep the workplace in mind and conduct themselves accordingly.

Keep a Level Head

Likewise, social media is not the place to lose one’s temper, either as a representative of oneself or of a business. As we’ve established, online trolls are a very real thing, and it isn’t unheard of for people to get fired up about a difference in opinion. While I wish I didn’t have to say it, a business should never lash out at anyone online. There’s a difference between getting angry, and simply caring a whole lot and expressing it appropriately. Your business and, once again by proxy, your team members should always default to the latter option.

Don’t Share Your Passwords

Seriously, just don’t. Also, you and your team members should be following the same best practices at home as we recommend in the office—using a different password for each proof of identity, ensuring that these passwords are strong enough, and otherwise boosting how effective your authentication measures are. While passwords may not be totally effective on their own at preventing breaches, there is no reason to make it simple for an unauthorized person to get in.

Watch Out for Phishing Attempts

While phishing may be most commonly associated with email, social media posts and ads can also be used to swindle an employee. Your team needs to understand more than just how to spot a potential phishing attack… they need to be aware that these kinds of attacks can come from all angles.

This is Why You Need to Establish a Social Media Policy

Like any other of your business’ assorted requirements, your team members should be made aware of the expectations you have of their conduct on these platforms while they are under your employ. Not only should this policy lay out the rules they are to follow, but it should also clearly describe the consequences of noncompliance. While this may seem excessive, you must insulate your business from untoward influence or scrutiny by association.

It is not unusual for team members to not understand where the lines are and how much leeway an employer has. For example, many remote workers wonder whether or not their boss can monitor their work habits via a webcam. The answer to this question is based on many factors, most importantly what you agreed to when you signed your employment agreement. The same concept applies to your social media presence.

While there will never be a perfectly clean split between an individual’s professional and personal life, you should still try to encourage your team members to separate them as much as possible… particularly on social media.

 

Why All Businesses Should Implement a Virtual Private Network

With the onset of the COVID-19 pandemic, many organizations were forced to transition to remote work, even though they would have preferred to keep operations within the office. While the transition was rough at first, these organizations may have found that remote work offers certain flexibilities that were impossible in the traditional office environment. That said, one looming threat was (and still is) a major concern for the remote workplace: security.

One of the major ways businesses can protect their organization while working remotely is through the use of a virtual private network or VPN.

What is a VPN?

When you connect your device to a virtual private network, what exactly is happening to the connection? It’s actually much more simple than it sounds; what it boils down to is that the device connects to an encrypted network over the Internet. This encryption allows for the secure transfer of data to and from the device, preventing onlookers from observing (or stealing) the data.

Think about it like looking at a pipe that is transferring something to and from a location. If the outside of the pipe is solid, onlookers cannot see what is in the pipe. When it is clear, you can see exactly what is inside it. Encryption in this case acts as an opaque pipe, obfuscating contents to the point where they cannot be seen clearly, but you still know that something is there. In VPN terminology, the pipe in the above scenario is referred to as a “tunnel.”

How Does It Help Your Business?

You can see how this would benefit the remote employee. Since the employee is not in-house working on the company network, they do not have access to the in-house security solutions that you may have implemented to keep your data safe. This is why encryption is so necessary; if you fail to protect your company’s assets through unsecured connections to your network, you are unnecessarily risking your company’s future.

Now, think about the possibilities that open up when you don’t have to worry about network security while out of the office. Employees can travel for business trips (when it’s safe to do so, of course) without fear of data being stolen while communicating with your home office. They can perform work from anywhere at any time, allowing for enhanced productivity without sacrificing security. They will not need to rely on public Wi-Fi connections or other unsecured networks to connect to your office.

We don’t want to beat a dead horse, but it just makes sense to implement a VPN from a security and longevity standpoint.

Get Started with a VPN Today

If you are ready to take the leap and implement a virtual private network for your business, don’t wait any longer. Net Activity can help you deploy a solution that is specific to the needs of your organization. We’ll work with you to get the most secure solution at the best price point. To learn more about how a virtual private network can benefit your business, reach out to us at 216-503-5150.

Microsoft Windows Is Working On Windows 11 Update Release

Later this year, the Windows 10 era will officially come to an end with the release of Windows 11.

The latest version of the OS promises a raft of new features that will offer a “Next Gen” experience.

Here’s a quick overview of what you can expect to see in Windows 11 when it is rolled out:

A Totally Redesigned Start Menu and Taskbar

Unlike all prior versions of Windows, Windows 11 will feature a centered Start Menu and taskbar, making it aesthetically similar to ChromeOS. In addition to that, the Start Menu on the new OS won’t come with the live tiles you’re accustomed to. Instead, it will use static icons for Microsoft Store apps.

If you decide you don’t want your Start Menu centered, you can revert to more traditional Windows Left Aligned menu quickly and easily, and you’ll also be able to choose from among three different Start Menu sizes.

File Explorer Improvements

Windows 11 will include the same File Explorer that you’re used to, but it’s getting a much needed facelift and a variety of improvements. Most of these are aesthetic in nature and designed to give File Explorer a sleeker and more modern look, with new icons and rounded corners.

Snap and Widgets

Windows 11 sports four different Snap layouts, allowing you to choose between them, or switch from one to another at will. In addition to that, Microsoft is also introducing Widgets, which appears to be the successor to Window’s 10’s “News and Interests” feature. It utilizes your browsing history to create a customized news feed for you that updates constantly.

In addition to those things, you’ll find virtual desktop support, HDR support for color-managed, apps, a modernized, redesigned device manager, and a whole lot more.

Although there are bound to be kinks and growing pains when Windows 11 is initially released, we’re looking forward to seeing all this in action. Change is coming.

4 Best Practices for Implementing New Technology Solutions

When you are looking to implement new technology solutions for your business, the last thing you should do is skip the planning process. You need to carefully consider all of your options, your business’s specific needs, and the various benefits that can come from all of these options. Today we will discuss how your business can choose the best technology that suits your organization and its operations.

 

This process involves conducting a proper analysis of your business needs, identifying how your new technology will fit into your existing payment structure, whether or not it leans into what your business does well, and what your employees think will help them do their jobs better.

 

Analyze Your Business Needs

You can’t make the right choices for your business technology if you don’t know your specific needs. Consider what challenges your business faces and how you might overcome them. In this case, however, we want to emphasize that you should only implement technology when you believe that it will truly make things easier. Sometimes businesses implement technology solutions that only make things more complicated, which does the exact opposite of what it’s supposed to do. 

 

Consider the Price Point

Small businesses often struggle with large up-front costs associated with purchasing new technology solutions, mostly due to the large payments not being particularly conducive to budgeting. We’re not saying that you can’t purchase technology or services up-front–sometimes there are benefits to doing so–but what we are saying is that you should look at other options, like Software as a Service or other services with a monthly payment model. These services tend to be more scalable and fit more easily into budgets.

 

Lean Into Your Strengths

You do this every day with your employees on a micro-level by segmenting off duties and responsibilities based on their roles within your organization, but on a macro level, you can encourage your business to lean into what it does well with the right technology solutions. For example, businesses that pride themselves on great customer service can provide even better customer service by implementing help desk solutions and instant messaging chats. In other words, you are supplementing your business with technology that makes your efforts easier and more effective.

 

Ask Your Employees

If you are unsure of how your business can more effectively utilize technology, consider asking your employees for their feedback. Ask them what challenges they face and how they might address them. You can then use this information to make informed decisions regarding the technology that you eventually go to implement for your infrastructure. Plus, employees love it when their opinions matter, so if you can learn a thing or two about your organization by listening to their woes, you can make your business a better place to work as a whole.

 

Work with a Managed Service Provider

If you’re unsure of any of the above, Net Activity can help your business identify business technology solutions that you will find helpful for making progress toward your goals. To learn more, reach out to us at 216-503-5150.

Google Adding Additional Security Feature To Chrome On iOS

Recently, Google made a small but significant change to Chrome for iOS.

If you use the browser in that environment, it now allows you to lock your incognito tabs behind a FaceID protection wall, giving you an added layer of security. This new feature makes it much more difficult for people to snoop around on your device and see what you’ve been up to on the web.

If you’ve never used incognito mode before, you should. It’s a superb feature that allows you to visit sensitive sites without having them appear in your browser history, and of interest, it also prevents cookies generated by those sites from being saved. Of course, this protection only extends so far. If you surf your way to a sensitive site and then walk away, leaving your device unlocked, there’s nothing to prevent someone from simply picking your device up and seeing what you’re doing, but as long as you take sensible precautions, incognito mode, especially with the new FaceID protection, provides some pretty solid protection.

If you’re interested in giving the new feature a go, simply open Chrome on your iOS device and enter “Chrome//flags” in the address bar, then press Go on the virtual keyboard. This will open the Chrome Experiments page. Once there, search for “Device Authentication for Incognito” and enable it. That done, close and reopen your browser, then go to Settings and Privacy to actually enable the feature and you’re all set.

If you decide you don’t want or need it after playing around with it, simply go back to the Settings and Privacy section and disable it.

It’s a very good addition, and if you value your privacy, then once you’ve tried it on for size, you’ll probably wonder how you ever got along without it. Kudos to Google for the addition. Try it. You’ll love it.

There Are Serious Benefits to Setting Up a Knowledge Base

If you are looking for a way to smooth out the edges of your business, consider putting together a knowledge base that includes all policies, procedures, and other information so it is readily accessible by the people that interact within and from outside your business. Businesses that have well-documented policies and procedures have a tendency to have less difficulty onboarding new hires, fewer operational problems, and can always provide access to resources needed by employees, customers, and vendors. Today we will give you a few tips on how to successfully create a working knowledge base.

Step #1 – Figure Out What Knowledge Is Needed

The first step to creating a useful knowledge base for your business is to truly understand what information should be included. If too much information is included or is not easily defined, the platform can actually be a hindrance and even become a problem. You will need to determine what information your audience will need and where there are gaps in knowledge with your day-to-day operations.

Think about it this way, if you want to create a knowledge base that caters to your customers and your staff, you will need to know what their various concerns are. What questions do they continually ask? What part of your business is most hindered by information requests? You’ll need to take into consideration what information they regularly need to know and plan the makeup of your knowledge base around that. 

Step #2 – Choose the Type of Knowledge Base You Will Be Focusing On

There are six types of knowledge bases: Internal, hosted, self-hosted, customer, external, and open-source. Each has benefits but may not work for your particular situation. You have to make a decision on how you want to forge ahead. Here is a little information about each type of knowledge base system

Internal – Used by employees only. This typically includes policies for your company as well as workflow procedures to give workers access to the information they need to be as productive and efficient as possible without having to rope other employees in.

Hosted – This is a knowledge base system that is hosted in the cloud for ease of use for employees, customers, and vendors alike. 

Self-hosted – This is a knowledge base system that works much like the hosted system, but is hosted on company-owned servers. This provides more control over security.

Customer – Used to provide information to customers only. Many businesses forgo this option with a simple FAQ, but it is a good resource for support.

External – This is a knowledge base system that is publicly available and accessible. This is a great resource for sales and marketing teams as they attempt to find new customers. 

Open-source – The open-source knowledge base, like a wiki, is one that anyone can edit. This typically isn’t a great option for small businesses, but for groups of people that are passionate about a subject, it can be one of the best types of knowledge base on the Internet.

Typically, companies will set up a hosted or self-hosted knowledge base if they plan on supporting information geared towards employees and customers. 

Step #3 – Create Content

Using the research you conducted in step one, get the experts inside your business to create the content for the knowledge base system. This can take some time, but the more thorough your knowledge base, the more resolutions you will be able to facilitate without productivity interruptions. When creating content for your knowledge base, you want to keep things simple as to not exacerbate people’s problems. You want to keep a question-and-answer-based system that is searchable. You want answers to be clear, readable, engaging and have the utility necessary to solve the problems that someone would need solved when accessing this database. 

Step #4 – Don’t Just Set It and Forget It

You will absolutely want to continue to update information as it becomes available. This becomes easier if you make efforts to add it into the workflow when circumstances change. Having a knowledge base filled with inaccurate information won’t do your business any good, so you will want to understand which material is accessed the most and keep adding to it so it represents the most up-to-date information possible. 

The knowledge base can be a major benefit for any business as it can cut down on support costs, keep workflows efficient, and help with training.

Give Net Activity a call at 216-503-5150 if you would like to have a conversation about setting up a knowledge base system for your business.

Don’t Be A Victim Of Watering Hole Attacks

With cybercriminals continuously developing new ways to infiltrate networks and steal user data, it is more crucial than ever to stay one step ahead of these perpetrators. Protect yourself from one of the most common methods that cybercriminals use to inject malware into computers: watering hole attacks.

The term “watering hole” colloquially refers to a social gathering place where a particular group of people often go to. As internet users, we all have unique “watering holes” or websites that we visit frequently. A financial analyst, for example, is likely to visit websites related to financial investments and market trends.

In a watering hole attack, cybercriminals observe the watering holes of a specific demographic and infect their most visited websites with malware. Any user who has the misfortune of visiting any of these compromised sites will then have their computers automatically loaded with malware.

The malware used in these attacks usually collects the victim’s personal information and sends it back to the hacker’s server. In extreme cases, the hacker will actively take control of the infected computer.

But how does a cybercriminal choose which websites to hack? With internet tracking tools, hackers find out which websites companies and individual users visit the most. They then attempt to find vulnerabilities in those websites and embed them with malicious software.

Hackers these days are so highly skilled that they can exploit any website using a watering hole attack. In fact, even high-profile organizations like Facebook, Forbes, and the US Department of Labor have fallen prey to this scheme in recent years.

Protect yourself from watering hole attacks by doing the following:

Update your software

Watering hole attacks often exploit security gaps and vulnerabilities to infiltrate computers and networks. By updating all your software and browsers regularly, you can significantly reduce the risk of an attack. Make it a habit to check the software developer’s website for any security patches. Or better yet, hire a managed IT services provider to keep your system up to date.

Watch your network closely

Regularly conduct security checks using your network security tools to detect watering hole attacks. Use tools like intrusion prevention systems that allow you to detect and contain suspicious or malicious network activities before they can cause problems. Meanwhile, bandwidth management software will enable you to observe user behavior and detect abnormalities that could indicate an attack, such as large transfers of information or a high number of downloads.

Hide your online activities

Cybercriminals can create more effective watering hole attacks if they compromise websites only you and your employees frequent. As such, you should hide your online activities with a VPN and your browser’s private browsing feature. Also, block social media sites from your office network, as these are often used as share points of links to infected sites.

Staying informed is one of the best ways to stay protected. As cyberthreats continue to evolve, it pays to be vigilant and aware of the newest threats. Tune in to our blog to find out about the latest developments in security and to get more tips on how to keep your business safe.

Update VMWare Software Immediately To Avoid Possible Attack

The US Cybersecurity and Infrastructure Security Agency recently issued a warning to all companies running VMware Vcenter Server and VMware Cloud Foundation. They are asking them to download and apply the latest security patches as soon as possible because attackers are actively hunting for vulnerable servers.

On May 25th, VMware released a patch that corrected for two critical security flaws, either of which would allow for remote code execution. These two flaws, tracked as CVE-2021-21985 and CVE-2021-21986, both had severity ratings of 9.8 out of ten.

Unfortunately, the software vendor can only do so much. The simple truth is that even when patches are released, most of the people and organizations using the software are notoriously slow to update, which creates an often large window of opportunity that hackers can exploit.

In a recent VMware blog post, a company representative wrote:

“In this era of ransomware it is safest to assume that an attacker is already inside the network somewhere, on a desktop and perhaps even in control of a user account, which is why we strongly recommend declaring an emergency change and patching as soon as possible.”

It’s a grim outlook, but the central point of the blog post is certainly valid. In any case, the CISA has issued formal recommendations that include patching right away and reviewing VMware’s advisory on the matter, as well as the FAQ the company published on their website relating to the matter.

All of that is sound advice, so if you use any of the VMware products mentioned above and if you want to minimize your risks, you know what to do. Here’s hoping that we can get the word out quickly enough to prevent attacks via this avenue. It would be nice to hand the hackers a decisive defeat.

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