Between adverse weather conditions and the threat of Pandemic, it’s certainly been a turbulent start to the year. In many cases they also provide a direct risk to businesses and the people they employ, so we’ve pulled together our list of how some basic tech changes can help lower your risk and assure your business continuity…
Change to a hosted VoIP system:
VoIP used to have a reputation for being unreliable, but in reality it was poor internet connectivity that made calls spotty. Now, most businesses should ensure they’re on a hosted VoIP platform because:
• It means you can work from anywhere. It takes just a few seconds to forward calls to a mobile, to move the handset to a new location, and even to make calls using the PC. It doesn’t matter where you work, the system will come with you, seamlessly.
• Calls over PSTN lines are being phased out anyway. The old PSTN lines you might still be using now to make calls are becoming obsolete. BT Openreach has confirmed that the entire system will be removed by 2025.
• It’s feature rich. Forget the limits of your current phone system. Now, hosted platforms come with lots of shiny extras, absolutely free, which help your team work from anywhere. Apps to work on mobiles is one example and call recording is another.
• A new phone system is included, with no capital outlay. You can quickly and easily switch to a VoIP system with simple, affordable monthly fees and no upfront charges. It doesn’t have to be a big decision!
To find out more, ask our team about PIPPA on 01453 700 800.
Ensure secure cloud-based access:
Many businesses can’t or won’t permit cloud-based access due to the potential threat to file security. It is fairly straightforward to offer secure, cloud-based computing to all of your team, without compromising your security, and we’re more than happy to provide an audit and advise. Top tips:
• Provide the PCs or audit personal devices. Make sure the devices that your team are using are recognised by your system, then prevent access from unregistered devices. You also need to ensure they have antivirus and firewall protections, that the systems are up to date and that they meet your security protocols.
• Add two-factor security to your systems. Just like you probably use to login to your bank, now you can add it to your PC system. Two-factor security such as our CDMS product, reduces the security risk of human error and also creates a log of all activity that has happened on your files. Even if your team aren’t office based, you can significantly reduce the risk of a security breach for mere pennies every month.
• Make sure your operating platform is a good one. Use a recognised platform that is as secure as possible, to help keep your files secure. Systems such as Office 365 are some of the best on the market.
Talk to our team about a PC audit and our secure systems including Office365 management and the CMDS product. You can reach us on 01453 700 800.
Add a secure data back-up:
Once your team operate outside the office, it is harder for you to control how your data is accessed and what possible nasties can be picked up from public connections. Making sure you have a secure back-up running regularly – preferably with virus scanning as part of the upload process – is essential. If your systems are compromised by ransomware for example, the simplest fix is to roll back your files to a point before the virus was entrenched.
We recommend an Acronis back-up as one of the most robust on the market, with integrated virus scanning. Talk to our team about it on 01453 700 800.
Consider collaborative working tools:
There are plenty on the market, but platforms such as Microsoft Teams enable your team to recreate the office environment, even if they’re not located together geographically. They can work collaboratively on the same document, instant message each other and share ideas.
Our team is happy to recommend collaborative tools that we’ve vetted for security so speak to our team on 01453 700 800.
Implement SMS Messaging:
Speak to our team about implementing our pay as you go SMS distribution tool onto your existing account. This system will allow you to send text messages, using a user friendly portal where you can create groups, import contacts, create message templates, schedule dates/ times, plus lots more. Find out more about this service here.
Don’t forget your people. Alright, so it isn’t tech, but human error was responsible for 90% of system breaches last year. Make sure you train them to recognise possible threats, remind them not to take unnecessary risks when home working e.g. using public, unencrypted WiFi, and have a clear protocol in place if they think they’ve had a breach!