Make your desktop clutter-free with these tips

Filling your desktop with shortcuts to files and applications may seem practical because it lets you quickly access what you need. But when more than half of your desktop screen is filled with icons, your productivity can be affected. You may end up wasting time finding a file or opening a program. You can avoid that by making your desktop clutter-free.

Do a bit of recon

Before you go on a deleting spree, sort out the files and folders on your desktop to know what you need to keep. An easy way to do this is to right-click on an empty area of your desktop and select Auto arrange icons. This will organize your icons into a grid format that makes it easier for you to view all the icons on it. Then, right-click on the empty space and hover your mouse over “Sort by” and select Date modified to arrange the icons by the date they were last opened, with the latest on top.

Create holding and app shortcut folders

People often use their desktop to hold downloads, photos, screenshots, email attachments, and other files, which easily messes up the desktop. In truth, you probably don’t need all these shortcuts on your desktop.

To prevent shortcuts piling up, create a folder on your desktop for all nonessential files and folders. Use this folder to store temporary items, including those you don’t intend to keep for long. Then, delete the files inside the folder once you no longer need them.

It also helps to create a shortcut folder. When you install new programs on Windows, a shortcut icon is often automatically added to your desktop. However, desktop shortcuts should be for frequently used programs only, so create a separate folder for shortcuts to seldomly used programs.

Be ruthless in decluttering

Once you have your folders set up, it’s time to get rid of the clutter. If you haven’t used a file or folder in the past two months or so, you should seriously consider getting rid of it. Uninstall programs you no longer use, delete images you no longer want or need, move unimportant files elsewhere, and place the rest in relevant folders.

Once completed, take a look at your browser to see where it stores downloaded files. If your browser downloads files to your desktop by default, go to Settings and change the target location to the Downloads folder.

Stick with your plan

Once you have decluttered your desktop, try to stick with the rules you’ve made. Whenever you download something, ask yourself whether it should go to the desktop or someplace else. Of course, sticking with these rules won’t always be easy, so aim to clean up your desktop at least once or twice a month.

Use the taskbar or Start menu for apps

Pinning apps to the Start menu and the taskbar is a great alternative to simply having program shortcuts on your desktop. To pin apps, open your apps list (click the down arrow from the Windows Start screen) and right-click on the application you would like to pin. Then, simply select Pin to Start or Pin to taskbar.

Strategically position your wallpaper

An interesting way to minimize clutter is to pick a wallpaper that you like, which could be your favorite picture or slogan. Frame the image so the focus is in the center of your desktop. Then, place your icons around the image in a way that allows you to still see the image. If you can’t see the image, that means you have too many icons and it’s time to get rid of a few. Having a wallpaper that you like can serve as a reminder to keep icons to a minimum.

If you are looking to learn more about using optimizing your Windows PC, contact Net Activity today.

5 Ways Your Employees are Probably Putting your Company Data at Risk

The biggest block to protecting your company’s data is employee ignorance about cybersecurity. In fact, your employees are probably compromising your data right now and aren’t even aware of it.

In case you haven’t read the reports, a statement from one of the many companies recently forced to close its doors following a cyber-attack involving one of their own employees brings the point home:

“Code Spaces will not be able to operate beyond this point. The cost of resolving this issue and the expected cost of refunding customers who have been left without the service they paid for will put Code Spaces in an irreversible position both financially and in terms of ongoing credibility.

”Root cause of the disaster? Very likely a phishing attack that one of their own team members unwittingly played a key role in. If you want even a ghost of a chance that your data remains safe and secure, you MUST be aware of the five ways your employees are probably putting your company at risk right now:

Risky Passcode Practices

A good rule of thumb is, if you can recall a password, it’s probably not safe. Require the use of a random password generator to keep weak passcodes from being the weak link in your data’s defenses. Invest in a company-wide password protection system. And wherever possible, use two-factor authentication for logins to critical sites.

Working Outside A Secured Network

It’s great that your team loves to collaborate. Just make sure it’s done in a secure network. E-mail-sharing and file-sharing over a non-secured network can lead to leaks. Train your team to share sensitive messages

only within a secure company network. Even better, invest in encryption and collaboration tools that keep your data extra-safe while in transit. After all, great teams need to collaborate. Just make sure it’s getting done without putting your data at risk.

 E-mail Naïveté

Most people are aware by now that clicking on unknown links in an e-mail can lead to trouble. Yet clever hackers are sending ever more appealing e-mails that trick the unwary into clicking. Insist that no attachments from unknown sources are to be opened. And require that users on your network look up unknown links before blindly clicking on them.

Unattended Devices

Walking away from an open laptop in a coffee shop is a recipe for disaster. Yet even at the office, stepping away from a workstation can expose sensitive data to snoops. Insist that wherever your team works, they maintain complete visual control over any screen showing confidential company data.

Malicious Acts

You may find it hard to believe, but employees leaking critical data on purpose happens all the time. It may be for a personal venture –or a personal vendetta against your company. Regardless of the cause, it’s always a risk. And you may not see it coming. Safeguard all data coming into or going out from your company. And always change access codes whenever someone leaves your employ –willingly or unwillingly.

So…how can you protect your business from employee error?

The thing about cyber security is that it’s a lot more complicated than most people are willing to admit. Today’s digital landscape is fraught with hazards, a thousand little mistakes to be made at every step, resulting in a million workarounds for cyber criminals to use. Even the most tech-savvy among us probably don’t know everything about cyber security, and very few have as much knowledge as the hackers on the other end of the equation. When you consider the uncertainty and potential miseducation of your employees, many of whom probably know next to nothing about cyber security, you might start to feel a little panicked.

The battle against digital threats can seem like an endless slog – a war that the good guys seem to be losing – but luckily, when it comes to the security of your business, there are ways to batten down the hatches without dropping a ton of cash. For instance, start with your biggest vulnerability: your team. When a new employee joins your organization, they should go through a thorough cyber security training. Their welcome forms should include comprehensive rules about security policies, from using strong passwords to how they should respond to potential phishing attempts. Deviating from these policies should come with serious consequences.

As for your existing employees, train them up! We can help you build a robust education program to get every single member of your organization up to speed on the most imminent cyber security threats. But even then, cyber security isn’t a one-and-done kind of thing; it requires constant vigilance, regular updates on the latest trends and a consistent overall commitment to protecting your livelihood. Without training and follow-up, even the most powerful of cyber security barriers are basically tissue paper, so put some thought into your team in addition to your protections, and you can drastically increase the safety of the business you’ve worked so hard to build.

Don’t Fight This Battle Alone

Protecting company data in today’s fluid and fast-changing business environment is tough work. If you don’t have a robust protection plan in place, your critical data IS at risk. Get started with our guide to securing your digital landscape “Bringing Shadow IT Into the Light.” Download it here.

Are your Windows 10 Updates Taking too Long? Here’s what You Need to Do

Windows 10 users are well aware that installing updates can take a long time. We hear users complaining about it all the time. Why are Windows 10 updates so slow, and what can users do to speed things up? Here’s our take.

Windows 10 updates take a while to complete because Microsoft is constantly adding larger files and features to the operating system. The biggest updates, released in the spring and fall of every year, take upwards of four hours to install if there are no unexpected glitches. The process takes even longer if you have a fragmented or nearly full hard drive.

In addition to the large files and numerous features included in Windows 10 updates, internet speed can significantly affect installation times. This is especially true if your office network is overburdened by multiple people downloading the update at the same time.

However, if you still experience slow speed even when there aren’t simultaneous downloads, then it’s likely that there is a problem that is preventing the installation from running smoothly.

When you experience slow updates, try the following:

Free up storage space and defragment your hard drive

Windows 10 updates often take up a lot of hard drive space, so you need to make room for them to speed up the installation. This means deleting old files and uninstalling software you no longer need.

You’ll also want to defragment your hard drive, a process that organizes how data is stored on your hard drive so it can create, open, and save files faster. Defragmenting a drive is as easy as pressing the Windows button and typing Defragment and Optimize Drives. From there, just select the hard drive, click Analyze, and if the drive is more than 10% fragmented, press Optimize.

Run Windows Update Troubleshooter

If faulty software components are causing installation problems, Windows Update Troubleshooter may be able to fix the issue and decrease download and install times. Simply press the Windows button and type Troubleshoot Settings. That will open a new window with an option for Windows Update.

Disable startup software

Before your update begins, you should also disable third-party applications that might cause disruptions. To do this, press and hold Ctrl + Shift + Escape to access the Task Manager. In the window that opens, click the tab labeled Startup. This will show you all the apps that have permission to open themselves when you log in to Windows 10. Right-click any apps that aren’t important and select Disable (don’t disable Microsoft tasks) to speed up the update installation process.

Optimize your network

Sometimes, a faster connection is all you need. Consider upgrading to a fiber optic connection or purchasing more bandwidth from your internet service provider. It’s also a good idea to use bandwidth management tools to make sure sufficient network resources are reserved for things like Windows 10 updates, rather than bandwidth hogs like Microsoft Teams or YouTube.

Schedule updates for low-traffic periods

Massive updates with long installation times are unavoidable sometimes. So instead of installing them during the day, schedule them for after-hours when your computers and office network aren’t in use. Go to Settings > Update & Security and specify when you prefer updates to be installed.

If you need help with any of the tips above, we’re always here to help. Call us today to discuss your Microsoft needs!

Soon Apple Will Add App Tracking Information To iOS

Recently, Apple announced two important new improvements to the way the company handles and tracks user data.

That includes data used by third-party apps downloaded and installed from the Apple App Store.

According to the company’s statement, both changes would be available by late spring of this year (2021).

The first of these is an easy-to-understand report entitled “A Day in the Life of your Data,” which is meant to serve as an illustrative guide explaining how companies track user data across websites and apps. The idea behind the report is that by giving users a better and more comprehensive understanding of the kinds of data companies are most interested in and how they make use of it, consumers will be in a much better position to make informed decisions about if or whether to share personally identifiable data in the first place.

Even more significantly than the report though, is the company’s new App Tracking Transparency feature that will require apps to request permission from users before tracking them across other apps and websites. The new tool will also give users a bird’s eye view of exactly which apps have requested permission to track so they can make changes to those settings as they see fit.

The changes, while excellent in theory, have also raised some hackles. Facebook, to name one example, bristled at the notion that Apple would dare even attempt to block the ubiquitous app’s ability to track Apple users across the web. There appears to be little that Facebook can do about it, but the social media giant has certainly made their displeasure known where the newly planned feature is concerned.

Privacy advocates see this as a huge step forward and a major win for the end user. Naturally, companies that make a mint by tracking and selling user data are less than thrilled about it. For far too long, they’ve had a free hand and it’s well past time to rein them in. Kudos to Apple for the coming changes.

A Few Ways Workflow Automation Can Improve your Business

While a lot of the focus on any business’ use of technology may be on its front-facing solutions, there’s a lot to be said about the technology solutions that power these businesses behind the scenes. Let’s consider a few ways that businesses are benefiting from automating some of these background processes.

Inventory

As anyone who has had to handle it could tell you, handling a business’ inventory is a major pain. However, solutions now exist that—by automating these processes—help to effectively eliminate it from someone’s to-do list.

While this benefit is particularly relevant to retail outlets and other businesses that deal with direct sales, there are benefits to be had for any business whose operations require supplies of some sort. Just consider how much paper many businesses still go through throughout their operations, and how much time goes into ensuring that there is enough on hand for these operations to continue. Now consider that these procedures could be easily carried out with minimal involvement from your employees, both saving time and reducing the risk of user error.

Human Resources

The HR department carries a ton of responsibility, so it only makes sense to do everything possible to simplify these processes. Automation makes this far more feasible by taking much of the typical workload off your HR resource’s plate.

Seeing as very few people actively enjoy paperwork, providing a means to attend to most of it with little effort will be a change that your HR department is sure to appreciate. After all, this allows them to leave their desk more often and spend more time with the employees they act as your representative between… ultimately adding to the company’s incoming cash flow.

Workflow Automation

Finally, we must address the complexity of your processes—or, more specifically, the potential hang-ups and oversights that could occur within them and throw your operations off schedule. Whether you are trying to ensure that information is properly filed away, that the right status updates are getting to the people who need them, and that everything is shipshape to securely fulfill your clients’ expectations, automation can prove to be an asset with visible benefits.

Fortunately, there are solutions available that can see to all of these needs and can be easily implemented. Our team of IT experts can help you adopt the strategies that will ensure your business is the well-oiled machine your clients and customers want it to be. Give us a call at 216-503-5150 to learn more about how we can be of assistance.

Improve Internet Security with These Easy Tips

With over four billion internet users around the globe totaling roughly 59% of the population, the internet is rife with opportunities for hackers to steal users’ information. And with technology constantly evolving and the internet growing, it’s not likely to get safer anytime soon. That’s why it pays to take extra precautions when surfing the web. We’ve compiled these three easy tips that can amp up your online security.

Tip 1: Use HTTPS

Short for Hypertext Transfer Protocol Secure, HTTPS indicates that a website has an extra layer of security for its users. This layer encrypts data exchanged between a user’s browser and the web server that delivers the data requested by the user. To use a simpler comparison, imagine someone tapping your landline, but instead of getting to listen in on your conversations, they’ll hear people speaking in tongues instead.

In August 2014, Google Chrome, the world’s most popular browser, announced that having HTTPS makes your website rank higher in its search algorithm. And since October 2017, the browser began flagging non-HTTPS websites as not secure whenever users try to fill out something as simple as a contact form on it. In July 2018, Chrome started showing a “not secure” warning on any website that does not implement HTTPS, whether or not users are filling out a form there.

Because of Google’s measures, the security protocol has been widely adopted. Even if your website does not contain or ask for sensitive information, implementing HTTPS engenders trust and a sense of security among internet users, while remaining on HTTP will make web visitors abandon or avoid you sooner or later.

Tip 2: Embrace multifactor authentication (MFA)

Since account credentials can be easily stolen via phishing attacks, username and password combos are no longer enough to keep bad actors at bay. To ensure that the one accessing an account is truly that account’s owner, additional identity authentication steps must be implemented.

These steps can involve the use of the account holder’s device — the one logging in must first verify their phone number, receive a one-time password on their smartphone, then enter that code in the access portal before the code’s validity lapses. Alternatively, MFA may ask for a face, retina, voice, or fingerprint scan for authentication.

MFA can be a bit of a hassle for your internal and external users, but a little inconvenience is a small price to pay for immensely effective cybersecurity.

Tip 3: Update browsers and devices

Did you know that dated versions of browsers, operating systems, and even other software packages can create an easy entry point for hackers? Often, new updates are created specifically to fix security holes. However, people tend to procrastinate and leave applying updates for another day. Hackers take advantage of this by searching for outdated devices to infiltrate while their victims watch YouTube on last year’s version of Firefox.

Yes, installing an update might take 15 minutes of your time, but this time investment can pay dividends in terms of preventing a security breach that could cost you or your business thousands.

Looking for more tips to boost your internet security? Get in touch to find out how we can help.

Is Your Business Ready to Return to “Normal”?

The rollout of vaccinations has brought many businesses the hope of returning to normalcy, to a time before COVID-19 was the driving factor in how they ran their business. However, the reality is, most companies will not be returning to pre-coronavirus operations; the “new” normal is just the norm now. Your team and customers have adapted to the way things are done now, not the way they were done before.

COVID-19 Vaccinations are Being Dispensed

As 2021 starts, the new year brings with it promises of a respite from the coronavirus crisis, which has incontrovertibly changed how the majority of us live our lives. While it is still early days, the vaccinations bring with them the hope for a return to normal, not just in our personal lives, but professionally as well.

If you’re a business owner who had to spend nearly a year adapting to (what was for many organizations) a staggering amount of change, you aren’t alone. As vaccinations roll out, it is understandable to hope that things will return to the way they were.

Here’s the thing—it might be better to not return to normal, in a sense.

We’re not talking about social distancing and keeping tables six feet apart at restaurants. We’re talking about the skills and adjustments we had to take on in order to continue to get through this entire ordeal.

Don’t look at it like going back to normal, look at it as another change: an evolution to your business.

Your Business Will Need to Evolve, Again

To thrive throughout COVID-19, many businesses had to completely change how they operated, particularly in response to social distancing requirements. It shouldn’t come as a surprise that many companies do not have the resources available to return to business as usual, even if it was possible to do so.

Not to be discounted is that your customers and your team may not want to return to the ways things were, even if they could. Let’s be honest; there is something to be said about working from the comfort of one’s own home and having purchases delivered to your front door.

The truth is, if your business managed to not only remain open but even thrive during these challenging times, why would you want to break what’s working? There is a wealth of benefits derived from having a remote workforce and continuing to expand upon your investment in your online presence. These benefits won’t disappear thanks to the vaccine.

The reality is it will be many months before enough people have been vaccinated to allow for significant changes to social distancing and mask requirements. For the foreseeable future, most businesses will still need to maintain their practices to fight the spread of COVID-19. However, it doesn’t mean these businesses shouldn’t begin to plan for the future, because ready or not, there are changes on the horizon.

Develop a Post-Vaccination Plan For Your Business

With so many changes coming, it is understandable that your team and customers may be unsure of what your business is planning on doing. One of the biggest pitfalls a company can face is a failure to manage expectations. By allowing your customers and team to assume you’re going to take one course of action, you set your business up for failure if what is expected doesn’t happen. There is a difference between having to modify your plans due to changes in the environment and not having a plan at all.

Let Your Customers Know What Your Plans Are
With face-to-face interactions still limited for the foreseeable future, it will be challenging to share the type of information your customers will need to determine if your business will be a good fit for their needs. Traditional methods such as word of mouth are significantly reduced due to social distancing. Fortunately, it doesn’t have to be this way: social media can fill the gap created by a lack of face-to-face interactions.

When you put the social into social media, you increase opportunities to connect with and communicate with your clients, existing and new. Social media is currently the most effective method to communicate today, and thanks to social distancing, its value has only increased.

Remote Work is Not Going Anywhere 
If your business has thrived for these many months with a good portion of your team working remotely, it’s going to be challenging to make the case against continuing it, and why should you? If you managed to support a remote workforce during COVID-19, you know what works; why disrupt what’s working?

If you’re like most businesses, you have found substantial savings by transitioning to a remote workforce. Most likely, you have seen a reduction in office expenses. If you consider the cost of maintaining your office environment, heating, and cooling, lights and water, endless pots of coffee; you can see how having a remote workforce made a difference to your bottom line.

For growing businesses, offering remote or semi-remote options might be a good perk that attracts more talented employees. For some businesses that struggle to find local talent, it also widens your range.

Continue to be Flexible
As a small to medium-sized business, you may not have access to the same resources as a larger enterprise organization. However, you can still be competitive, even during trying times. It’s fair to say that if you learned anything running your business during a pandemic, it is how to think on your feet and adapt to a changing landscape. New challenges are coming, and once again, you will need to rise to the occasion.

Let Net Activity Help You Plan for the Future

When the pandemic first struck, most businesses had no choice but to do whatever they needed to survive. Developing a plan was secondary to keeping your business open; however, as the landscape changes again, now is the time to make a plan.

We can help you adapt to the new, new normal. 

Give us a call at 216-503-5150 and ask how we can help your business continue to operate safely, securely, and effectively.