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April 20th, 2015

BusinessContinuity_Apr20_CBusiness continuity plans (BCP) are designed to protect your company’s resources and data in the event of a disaster. Backing up data, getting insurance and marking rally points are some of the main components of a BCP. One of the most important processes is running an exercise to test whether the BCP actually works. But a business continuity exercise can be a challenge in its own way, as it involves all your employees and executives. Don’t be overwhelmed - we have a few proven steps to get you started.

Set objectives

The first step to any efficient exercise is having clear objectives. Think about the results you want to see at the end of the exercise. These outcomes may include, but are not limited to, IT disaster recovery, evacuation routines, off-site recovery plans, and supplier management. If there are measurable targets that can be put into the equation, then all the better. For instance, meeting a recovery objective after a disaster within x number of hours.

Select the right type of exercise

Essentially there are four levels of exercises, each increasing in complexity and difficulty.
  • A walkthrough - this exercise involves a team meeting to discuss whether the present BCP has everything covered and is up-to-date.
  • Desktop exercise - ideal for new or intermediate teams. A desktop exercise takes place in a room where delegates discuss a fictional scenario delivered via a series of powerpoint presentations. Role-playing and dramatic simulations are not part of this stage of the process.
  • Functional exercise - this level allows employees to perform their duties in a simulated environment. It is designed to exercise specific team members, procedures, and resources in the event of a disaster.
  • Live or real time - this is a full-scale exercise performed in real time with normal business suspended. The aim is to see whether people can do what’s expected of them within a set timescale. A live exercise is often complicated and costly to organize, but will generally ensure a much smoother process if the worst does happen.

Develop a scenario

Take what you’ve learned from the team, the objectives and plan to develop a scenario. Depending on the type of exercise, you should have a scenario tailored to suit your objectives. Be creative when simulating incidents. You may need only two or three to keep your employees busy for a couple of hours - during that time you can monitor their performance.

Prepare employees

Assign a group of representatives responsible for making announcements and preparing conference rooms to relay the plan to employees. Be specific about who in the company are participants, observers, and facilitators for the purposes of the exercise. Explain courses of actions to everyone involved in the plan. Remember, your BCP’s success depends on your employees’ cooperation, so do your best when you’re clarifying the plan.

Run the exercise!

If you can’t measure it, you can’t improve it. After careful planning and scheduling, it’s time to put your plan into action. Make sure you observe the exercise closely and ask yourself these questions: Are there any potential areas that can be improved? What should you do more of, or differently? What went well, and what didn’t? End the exercise with a feedback session where employees can express their opinions and share their ideas.

If you don’t get it right the first time, then go back to the drawing board and schedule another exercise. It only gets better with every practice.

Are you ready even if disaster should strike? Contact us today and we can help you develop a business continuity plan that keeps your company in the game.

Published with permission from TechAdvisory.org. Source.

April 17th, 2015

SocialMedia_Apr13_CWhich social media networks does your company focus the majority of its marketing efforts on? Chances are, if you’re anything like the majority of organizations, you spend more time thinking about Facebook and Twitter than any other channels. Yes, it’s true that these leading platforms can drive results when they are used to employ effective marketing strategies. Yet there is more to social media than these two sites - and with recent changes meaning it’s now easier than ever to keep up with regular pinning, Pinterest is one such network you’ll want to become more active on.

Pinterest recently announced the launch of an updated and improved browser extension that enables users to save content and pin it to their boards. The platform has supported browser extensions like this for several years already, but the latest enhancements reduce the number of clicks needed to pin images and other content to boards. It is also now simpler to track down the specific board you want to pin an image to, or to create a brand new board from within the browser extension if you don’t already have one that fits.

For casual social media users, the Pinterest button that comes with the browser extension makes for a simple way to bookmark content on Pinterest in order to come back to it later. Pinterest itself gives the example of a food blog - while you’re browsing a recipe, you can click the Pinterest button on your browser and in just a couple of clicks save a visual reference to one of your boards. Then where you’re ready to start cooking, you can easily find the image and click it to return to the blog.

But the benefits are there for those of us using social media for business purposes, too. The extension makes it simpler for you to pin both your own content, which users can then share by re-pinning or clicking on find out more on your web site, and for you to pin and share other relevant content from around the web that will be of interest to your prospective customers. Never forget the golden rule of social media marketing, that your profile - on whichever platform - shouldn’t just be a non-stop stream of promotional messages. Social media is different from conventional advertising, and your content should be a blend of subtle promotion and other, non-sales content that is of genuine interest to prospects.

Pinterest is growing in a big way, meaning now is the perfect time to accelerate your marketing efforts on the platform. There are now said to be over 50 billion pieces of content pinned on the site, spanning over a billion boards, and traffic is both growing and moving to mobile devices. In fact, over 80% of the site’s traffic comes from mobile. And while Pinterest has long been considered to be a predominantly female-friendly site, the channel’s popularity with men is growing, and is outpacing the overall growth in the Pinterest user base.

If Pinterest doesn’t already figure in your social media marketing strategy, it’s about time it did. Give us a call to discuss how we can help you propel your social media efforts forward.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
April 17th, 2015

InternetSocRepMngment_Apr17_CBusinesses are relying on social media more than ever to get their voices heard on the Internet. Social media is a powerful tool to connect with customers and to establish an online presence. However, so many companies make mistakes that are too important to ignore, and which could seriously damage your online reputation. As a business owner you need to keep your organization in check, and avoid these common online reputation management pitfalls.

Choosing the wrong person to manage your accounts

With a vast selection of social media channels out there, it is normal for businesses to have more than one account. But are you employing the right person capable of managing these accounts? Think about it: your company’s social media accounts are used to portray who you are, and to communicate with customers on a regular basis. In short - this is a job that could make or break your reputation, and you should be extra careful when selecting someone for this position.

Expressing your personal opinion

You’re making a big mistake if you let your emotions get in the way when posting content on your business’s social media profiles. Discussing religion, politics, or other controversial issues may turn off people who matter to your business. Unless they’re relevant to the nature of your business, avoid mentioning sensitive topics. Instead, try to keep a neutral tone, since the goal of your social media efforts is to appeal to everyone.

Deleting or ignoring negative comments

Negative feedback can be painful to hear but, if you can put aside your pride, it is a real opportunity for improvement. When customers post a negative comment, deleting or ignoring it can make things go from bad to worse. Customers may think that you’re not taking their issue seriously, and could resort to posting complaints on all sorts of platforms, which quickly become impossible to control. Don’t let things get out of hand - reply in a timely manner and try to solve their problems as best you can.

Posting fake reviews

Another online reputation mistake is to post negative reviews on your competitors’ website to dampen their credibility. This underhanded strategy is ethically wrong. Similarly, hiring someone to leave a good review for your company is inadvisable. Instead, focus on delivering high-quality products and services to generate authentic customer reviews, which can really pay off in the long run.

Being inconsistent

To build a good online reputation, you need to be consistent. Your social media fans followed your page for a reason - they have certain expectations that you will post regular and interesting content. Updating social media with ten posts one day, followed by complete silence for the following few weeks, is a bad example of consistency. Don’t disappear for days or weeks on end. Try to schedule a routine and interact with your audience on a regular basis.

A credible online reputation is an important part of your business’s public image. If you want to discuss how to establish an online presence, contact us today and we can help.

Published with permission from TechAdvisory.org. Source.

April 15th, 2015

164_C_SecThere are things that all of us hold dear to our hearts: family, a stable career, and our smartphone and tablet. Okay, maybe those last two aren’t as important as the others. But still, your smartphone or tablet is likely an integral part of your life. And you’re probably using them to foster that stable career or family life. So when your device becomes infected, what’s to do? We’re specifically talking Android, and we’re going to show you six steps to take when you suspect infection.

The lowdown on Android viruses

First off, let’s just put some things out there and clear the air. One, getting a virus on your Android product is actually incredibly rare. Two, when you see pop-up ads prompting you to buy a virus removal app, don’t freak out. This doesn’t automatically mean your device is infected. In fact, buying one of these apps could actually get you a virus! This is because all Android viruses are contracted via apps you install on the device. Which means the safest way to avoid getting one is to only install apps from the Google Play app store. If you must buy one outside of this, it’s wise to do your research first.

Before we get to what we think is the best solution, there are alternative ways to remove a virus that should be noted:

  • Use antivirus apps from Google Play - a lot of these are free and will detect and remove malicious apps, but some have a tendency to report apps as infected when they’re actually completely fine.
  • Perform a factory reset - if there’s a virus on your phone, this is a surefire way to remove it. However, in doing so you return your phone to its original factory settings. That means you’ll lose everything you’ve added since then that isn’t backed up.
Now that that’s out of the way, let’s get to the recommended option below.

How to remove the virus

  1. Turn safe mode on: To do this, access the power-off options by pressing the power button, then press and hold Power Off. This gives you the option to restart in safe mode. However, this doesn’t work with all models of the Android phone or tablet. If it doesn’t work with your device, a quick Google will pull up model-specific instructions. And what’s the point of turning on safe mode in the first place? Simple - it prevents any malware from running.
  2. Search for the infected app: Do this by opening Settings and then Apps. Once you’ve done this, be sure you’re looking at the Download tab (since the virus can only be something you’ve downloaded), and then start searching for the suspected app. If you don’t know the virus’s name, it’s likely something that looks out of place.
  3. Uninstall the app: Yes, it’s really that simple. Just click on the suspected app and uninstall it. Then you’re done. But if the name of the app is grayed out and you can’t even tap it, it means the virus has given itself Device Administration Status. In this case, follow the next three steps below.
  4. Remove Administrator Status: Do this by tapping on Settings and Security, then Device Administrators. Simply uncheck the infected app and hit Deactivate on the next screen.
  5. Uninstall the app: Now when you return to the Apps menu, the infected app will no longer be grayed out. Simply uninstall it.
  6. Restart your device: This takes it out of safe mode. Now your phone will be virus-free.
Want more ideas for Android and IT security? Don’t hesitate to give us a call today.
Published with permission from TechAdvisory.org. Source.

Topic Security
April 13th, 2015

HealthcareIT_Apr13_AAdvancements in medical technology allow doctors to provide better treatment and diagnosis to their patients. From electronic medical records to mobile devices, patients and physicians are reaping benefits from these new technologies. Additionally, a growing number of healthcare institutions are implementing Google Glass in their medical operations. Google Glass wasn’t originally designed for medical use, but many of its features allow for more efficient medical services.

What is Google Glass?

Google Glass is essentially a wearable computer with an optical head-mounted display. Glass has a small prism-like screen in the upper corner of the frame, which allows users to see and interact with information using a voice command system. Google Glass has a wide range of applications available to empower its functionality.

How Google Glass revolutionizes healthcare

Glass allows medical professionals to select and install healthcare applications. These applications are specially designed for medical usage, whether it’s to enable real-time access to patient information or to stream live video for educational purposes. Here are five ways Google Glass can enhance healthcare.
  • EMS communication - During emergency patient transportation, Google Glass provides a connection between EMS ambulance staff and the emergency department team at a hospital. Glass allows paramedics to stream live images and videos from the ambulance to awaiting emergency room doctors, who can view the patient’s injury before arrival. Doctors are able to give initial treatment advice to paramedics. They can also prepare resources such as the operating room and medical equipment, in order to start treatment as soon as the patient arrives.
  • Virtual dictation - According to a survey, doctors typically spend a third of their day on the computer, either to input or retrieve patients’ electronic medical records. Augmedix, a Google Glass application, eliminates these time-consuming processes and allows doctors to gain access to real-time patient data without being tethered to a computer. Doctors can communicate with their patients while browsing data via Glass by using simple voice commands.
  • Patient care instruction - Every patient has different symptoms and medical needs. Healthcare staff with Glass can provide better treatment by viewing a patient’s medical records, what their families have had to say during medical consultations, and instructions from doctors. These recorded instructions ensure a patient’s safety, even if they are unable to recall their own care instructions.
  • Procedure analysis - When it comes to medical services, it is simply not acceptable for patients to be negatively impacted by an error in the healthcare system. Google Glass enables medical staff to review emergency and operation procedures for training purposes. This improves accuracy for future procedures and also reduces the margin for error.
  • Medical training assistance - Glass can literally walk medical students through surgical procedures. Doctors wearing Google Glass can project real-time visibility during surgical operations, giving the perfect point of view for observers. Glass can also record videos for future reference. This gives medical students or trainee staff far better insight into the whole procedure, rather than trying to view it from around a crowded operating table.
Google Glass is here to stay in the healthcare industry. If you want to learn how to implement wearable technology in your medical practice or hospital, give us a call today.
Published with permission from TechAdvisory.org. Source.

April 6th, 2015

BusinessContinuity_Apr6_CThink your business is immune to disasters? Think again. Disasters can strike without warning and, when they do, your company stands to lose more than just the time and money you’ll have to spend on data recovery and compensation. You could lose years of hard-earned reputation and trust from loyal clients - the two things that could potentially put an end to your operations altogether. It’s therefore important to protect your business from disasters before they even happen. When it comes to disaster recovery planning, there are countless actions you can take to minimize damage and risk. Here are a few to get you started.

Cloud backup

One of the most serious side effects disasters inflict on your business is preventing access to data. This is a major inconvenience, especially if you need to communicate with clients on a daily basis. Make sure all your crucial data is safe by using a cloud-based backup solution. With the power of the cloud, your files are stored and accessible from anywhere, and at any time. Cloud backup provides convenience and enhanced uptime, ensuring business continuity during a disaster.

Get disaster insurance

Disaster insurance can help cover the costs of repairing damage caused by certain disasters. Many business owners think they have sufficient insurance coverage, only to find out later that their policy didn’t cover a disaster scenario. Take the time to consult with your insurance agent to understand what is, and what is not, covered by your insurance. If necessary, consider buying additional coverage from your insurance provider.

Prepare your employees

Many businesses regard employees as their most valuable assets. In the event of a disaster you will rely on them not only to execute the disaster recovery plan, but to also keep your business running. Unfortunately, if your employees or their families are also affected by a natural disaster, they won’t be able to concentrate on their work. That’s why you need to prepare your staff for coping with a disaster as well as your business. It could be something as simple as issuing a handbook to cope with crises, sending emails to alert employees, or preparing emergency supplies and communication devices to meet immediate needs.

Create a contingency plan

Review all your business operations and identify areas that are crucial for your organization’s survival. Establish a procedure for managing those functions during a disaster. For instance, you can make a list of all suppliers and their contact information. If your suppliers are located near your business, you should have secondary contacts in other locations. Establish an assembly place where your employees can continue to run the business if your main premises become inaccessible. Once you have a contingency plan in place, make sure you review it with your employees at least twice a year so you don’t forget any crucial details.

When your business is hit by a disaster, the top priority is to keep your daily operations running as normally as possible. If you want to learn more about planning for a disaster, give us a call today.

Published with permission from TechAdvisory.org. Source.

April 2nd, 2015

SocialMedia_Mar30_CUnderstanding the success of Facebook marketing efforts can quickly become complicated but, if there is one figure that’s critical to monitor on a regular basis, it’s the count of users who have liked your company’s page. This number helps you understand how far your messages are spreading, and what return you’re likely getting on your investment. Beware, though - Facebook has announced a site-wide drop in page likes - here’s what you need to know.

Facebook’s announcement means that since March 12 you may have seen a drop in the number of likes, or fans, attributed to your page. If you’ve been wondering what you did wrong to cause the drop, you can rest assured that it’s unlikely to be a result of ineffective marketing or unengaging content on your part. Rather, Facebook has been hard at work removing inactive accounts from the social network.

The kind of Facebook accounts affected by the move are those of deceased users whose friends or family have opted to have the profile memorialized. The page remains visible, but is clearly marked as in remembrance of the user and becomes a place for relatives to share memories. Accounts also affected are those whereby the user has opted to deactivate their profile and take a break from the site. In the case of deactivated profiles, if the user later returns to Facebook and begins using their profile again, the like will be re-added to your page’s count at that point.

In making this move, Facebook aims to ensure that the like count for a page more accurately reflects the number of active users who actually see and engage with the page’s content. There’s no denying that it is easy to become distracted by high like counts, when often the reality is that only a fraction of those users are the people you are aiming to target, or indeed real humans at all. The social network already filters out likes and comments for specific posts from those with deactivated or memorialized accounts, so this change simply represents an extension of this policy to the more visible metric of a page’s overall like count. From Facebook’s perspective, the move also helps it to deliver a better overall experience, since taking the bloatedness out of artificially inflated numbers helps users get a better idea of which pages are popular and which are most relevant to their needs and interests.

Businesses should consider Facebook’s shift a positive one, since it leaves you with a clearer perspective on the real audience your page is getting and removes the potential to be seeking false comfort from a high page count that doesn’t actually reflect the level of active engagement. The move has echoes of recent efforts by Instagram to flush out spam accounts from its system - some high-profile celebrities saw their follower counts drop by the thousands after these accounts were banished. Though the dip in Facebook page likes may continue for a further few weeks as more accounts are flushed out from the count, most page owners will notice only a small difference. If you suffer a more drastic drop, treat it as a wake-up call to try new tactics to deliver engaging content and organically drive a more genuine Facebook audience.

Need advice on how to build a social media audience and use it to generate leads? Get in touch today and see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Social Media
April 1st, 2015

Security_Apr1_CIf you think your email is fully protected from hackers, think again. A lack of sufficient email security measures can result in data theft, unauthorized access to sensitive information and the invasion of your computer by viruses and malware. Here are some tips to secure your email account from unwanted intruders and the many troubles that come with them.

Use separate email accounts

Most people use a single email account for all their personal needs. As a result, information from websites, newsletters, shopping deals, and messages from work get sent to this one inbox. But what happens when someone breaks into it? There’s a good chance they would be able to gain access to everything else.

Having multiple email accounts will not only boost your security, but also increases your productivity. You can have a personal account to communicate with your friends and family, another solely for receiving emails from work, and one recreational account for various website registrations and getting newsletters. Wise email users never put all their eggs in one basket!

Set strong passwords

Too many email accounts have predictable passwords. You might be surprised to learn that email passwords like ‘123456’, ‘qwerty’, and ‘password’ itself are still the most common around. For the sake of security, be a little more selective with your passwords. Spending a few moments on coming up with a good password will be beneficial in the long run. Mix upper and lower case letters, numbers, and special characters to form a unique password that makes sense and is memorable to you, but no-one else. Also, never use the same password for all your email accounts. This way, if someone hacks one of your accounts, all of the others are still safe.

Beware of links and attachments

When you see a link in an email, don’t click on it unless you’re expecting the link from a known source, such as from your friend or a confirmation link for your game account registration. The truth is that you never know where those links might lead you. Sometimes they can be safe, but other times they can infest your computer with viruses and malware.

Similarly, if you’re expecting a file from your friend or family, then go ahead and open the attachment. It’s always good to know the person sending the file. But be wary of attachments in emails from strangers. Even if the file name looks like a JPEG image, you should never open it. File names can be spoofed, and innocent files may be a clever virus in disguise, ready to latch itself onto your computer the moment you click on it.

Beware of email phishing

Phishing is a type of online scam when malicious users send you an email, saying that they’re representatives from high-profile websites like eBay, Facebook or Amazon. They claim that there’s a problem with your account, and that you should send them your username and password for verification. The fact is that, even if there was a genuine issue with your account, these companies would never ask for your password. You should ignore these phishing emails and sweep them into your spam box.

It all comes down to common sense when you’re dealing with email security issues. If you’re looking to secure your business emails, give us a call today and see how we can help.

Published with permission from TechAdvisory.org. Source.

Topic Security
March 26th, 2015

O365_164_CIt’s Monday morning at the office, and you just came back from a lovely trip to Hawaii. It was a long overdue break from the technology, phone calls, and commutes of everyday life. As you settle into your office chair and open your inbox, your eyes widen as you realize it’s time to pay the piper. You scroll, scroll, scroll for what seems like forever, unable to find where the avalanche of emails began. There are hundreds - how will you ever get through them all? Ever felt the dread of a situation like this? Office 365 has a new feature that will prevent these email nightmares from ruining that first day back from vacation.

The problem with today’s email spam filtering

In everyday life, we’re faced with some issues that are of major importance, others minor, and many completely insignificant. Our email inboxes are no different. Some mails need to be attended to immediately, others can wait awhile, and some we never want to see at all.

But in our current email landscape, there is no gray area. A message either goes to your spam folder or to your inbox. Wouldn’t it be great if there was some sort of middle way? This is where Office 365’s new Clutter feature comes into play.

How Clutter works

Clutter works by creating a folder for your emails that are of ‘minor’ importance. This folder is aptly named Clutter, and it works in essentially the same way as your junk folder.

How does it know which emails to put in the Clutter folder? The feature monitors your inbox behavior and then accordingly determines which folder to put an email. For example, if there are specific senders you always reply to immediately, perhaps several times a day, then those messages are clearly important to you. However, if you’re receiving emails from a company and deleting them without opening, then that also says something about the importance of messages from that sender. Clutter works by tracking the patterns of this behavior, observing them and then filtering each message into the appropriate folder. This leaves the messages you need to respond to now in your inbox and hides the ones that can wait, delightfully out of sight.

Want to learn more about Clutter and other Office 365 features? Get in touch with us today.

Published with permission from TechAdvisory.org. Source.

Topic Office 365
March 23rd, 2015

BusinessContinuity_Mar23_C_2As a business owner you’ve probably heard of the benefits of a business continuity plan (BCP). It ensures your company’s protection in the event of an unexpected disaster, whether that’s natural or man-made. But you likely don’t have time to sit and learn all about business continuity procedures and terms. Hearing technical terms in meetings, and being expected to follow protocol, may also sound overwhelming. To help clear up the confusion, here are eight common business continuity terms that you should be aware of.

Battle box - a tool box where necessary equipment and vital information are stored. These objects and pieces of information should be useful in a disaster. Typical items include a first aid kit, laptop, protective equipment, and communication devices.

Business impact analysis (BIA) - a process to evaluate the impact that a disaster may have on a business. The BIA shows what a business stands to lose if some parts of its functions are missing. It allows you to see the general picture of your business processes and determine which ones are the most important.

Call tree - a comprehensive list of employee contacts and their telephone numbers. Call trees are used to notify out-of-office employees about a disaster. Companies can use a software program to contact people on the call tree by sending automated emails and text messages. In order for a call tree to work, employees should provide alternative contact options and their information must be up to date.

Data mirroring - a duplication of data from its source to another physical storage solution or the cloud. Data mirroring ensures that crucial information is safe, and companies can use the copied data as backup during a disaster.

Exercise - a series of activities designed to test a company’s business continuity plan. When an exercise is carried out, there will be an evaluation to decide whether a BCP is meeting standards or not. An exercise can identify gaps in, and the drawbacks of, a BCP and is therefore used as a tool to revise and improve a business continuity plan.

Hot site - an alternate location equipped with computers, communication tools and infrastructures to help a business recover information systems affected by the disaster.

Plan maintenance - a process of maintaining a company’s business continuity plan so that it is in working order and up to date. Plan maintenance includes scheduled reviews and updates.

Recovery time objective (RTO) - a period of time in which companies must recover their systems and functions after a disaster. This is the target time for a business to ideally resume its delivery of products and services at an acceptable level. RTO may be specified in business time (e.g. one business day) or elapsed time (e.g. elapsed 24 hours).

Business continuity plans can be a hassle to design and implement without proper understanding of their requirements. If you want to learn how you can protect your business from disasters, give us a call today.

Published with permission from TechAdvisory.org. Source.