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How to Use the New Virtual Appointments in Microsoft Teams

Written by zysxajde-ca on . Posted in Blog, Microsoft.

Scheduling appointments is a common activity. Salespeople often set up virtual appointments to answer questions about a product. Software companies allow people to schedule live demos. Telehealth therapists allow clients to book video sessions.

Those are just a few examples of some groups that are going to love a new Microsoft Teams feature. Virtual Appointments was recently added to the platform. It adds a new meeting style tailored for engagements with customers.

Have you’ve been using Teams and a different online appointment app? This new feature will streamline the experience.

What Is Virtual Appointments in Teams?

Image is from Microsoft

Virtual Appointments gives you an all-in-one meeting platform for customer engagements. You can schedule, manage and conduct B2C meetings in Microsoft Teams.

This new feature brings together the scheduling component with the video conference interface. Anyone with the link can join the virtual appointment. They do not need a Teams account.

The power of Microsoft’s scheduling app, Bookings, connects to Teams. This makes the Virtual Appointments function as seamless as possible.

Some of the features below will be available with any Microsoft 365 plan. Some are available with a premium plan.

Teams Virtual Appointments Features

Manage Scheduled Appointments

You can see your scheduled appointments in a single view. Manage cancellations and time changes easily.

Send Customized Confirmations & Reminders

You can send customers a customized message via SMS or email. This personalizes the experience for them. You can also use automation to give that personal touch without having to send each one manually. Automated appointment reminders are another time-saving function.

Customized Waiting Room

Add a personal touch to your virtual engagements. You can customize the Teams waiting room. You can use themes and logos to brand your business. You can also chat with attendees while in the lobby waiting room. This is helpful if your current appointment is running a little long. You can let them know you’ll be right with them.

Meeting Follow-ups

You can send meeting follow-ups after a virtual appointment. This helps you reduce the time it takes to send any promised follow-up information. You also keep all details in a single place. This makes your client communication trail easier to follow.

Organization & Department Analytics

How effective are your appointments? It’s hard to know if your demos are resulting in sales if you don’t have a good tracking system. It’s also important to have visibility into customer appointments across the organization.

You can do this with a premium analytics feature. It gives you helpful reporting. The reporting provides insights into B2C virtual appointments in all departments.

How to Use Virtual Appointments

To start using Virtual Appointments in Teams, admins must set up a few things. Note, they must be a Bookings admin to access these settings.

Create a Calendar

In the Virtual Appointments app choose to “Create a calendar.” You can find this option on the Home tab.

Larger organizations may wish to create different calendars for different departments.

Add Staff

Next, add staff members. You can add up to 100. You will also need to assign them a role. Once you’ve added your staff, you can view their availability in both Teams and Outlook.

What’s another nice thing about using an integrated platform like M365? It’s the cross-app compatibility. Your calendar syncs across apps.

Create Appointment Types

You’ll next set up your appointment types. You can choose from these two options:

  • Scheduled: You schedule the day/time. The system adds this information to the email confirmation.
  • On-demand (Teams Premium): Customers can choose when to meet from your booking calendar.

Image is from Microsoft

Set Up SMS Notifications (If desired)

If you choose to use SMS notifications and have the right Teams plan, you can set this up next. This allows you to easily send appointment confirmations and reminders via text message. Note: Attendees currently need a valid U.S., Canadian, or U.K. phone number to receive the SMS notifications.

Link Forms (If desired)

If you would like your attendees to fill out any forms, you can link them now. Virtual Appointments allows linking up to four cloud-based forms. These would be forms you have created in Microsoft Forms.

Publish Your Booking Page

If you want to give customers the ability to book on-demand appointments, take this next step. You will need to publish the booking page. You do this on the “Manage” tab of Virtual Appointments. Select “Booking page,” and turn on “Publish booking page.”

Get Help Using Your Microsoft 365 Tools More Effectively

Microsoft 365 is a platform with many possibilities. Often, companies aren’t using all the features they could. As a result, their team may be less effective. They could also be wasting money on apps they don’t need.

Are you interested in help supercharging your Microsoft 365 experience? Give us a call today to set up a meeting.

Article used with permission from The Technology Press.

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These Everyday Objects Can Lead to Identity Theft

Written by zysxajde-ca on . Posted in Blog, Cybersecurity.

You wouldn’t think a child’s toy could lead to a breach of your personal data. But this happens all the time. What about your trash can sitting outside? Is it a treasure trove for an identity thief trolling the neighborhood at night?

Many everyday objects can lead to identity theft. They often get overlooked because people focus on their computers and cloud accounts. It’s important to have strong passwords and use antivirus on your PC. But you also need to be wary of other ways that hackers and thieves can get to your personal data.

Here are six common things that criminals can use to steal your information.

Old Smart Phones

People replace their smartphones about every two and a half years. That’s a lot of old phones laying around containing personal data.

Just think of all the information our mobile phones hold. We have synced connections with cloud services. Phones also hold banking apps, business apps, and personal health apps. These are all nicely stored on one small device.

As chip technology has advanced, smartphones have been able to hold more “stuff.” This means documents and spreadsheets can now be easily stored on them. Along with reams of photos and videos.

A cybercriminal could easily strike data theft gold by finding an old smartphone. They often end up at charity shops or in the trash. Make sure that you properly clean any old phones by erasing all data. You should also dispose of them properly. You shouldn’t just throw electronics away like normal garbage.

Wireless Printers

Most printers are wireless these days. This means they are part of your home or work network. Printing from another room is convenient. But the fact that your printer connects to the internet can leave your data at risk.

Printers can store sensitive documents, such as tax paperwork or contracts. Most people don’t think about printers when putting data security protections in place. This leaves them open to a hack. When this happens, a hacker can get data from the printer. They could also leverage it to breach other devices on the same network.

Protect printers by ensuring you keep their firmware updated. Always install updates as soon as possible. You should also turn it off when you don’t need it. When it’s off it’s not accessible by a hacker. 

USB Sticks

Did you ever run across a USB stick laying around? Perhaps you thought you scored a free removable storage device. Or you are a good Samaritan and want to try to return it to the rightful owner. But first, you need to see what’s on it to find them.

You should never plug a USB device of unknown origin into your computer. This is an old trick in the hacker’s book. They plant malware on these sticks and then leave them around as bait. As soon as you plug it into your device, it can infect it.

Old Hard Drives

When you are disposing of an old computer or old removable drive, make sure it’s clean. Just deleting your files isn’t enough. Computer hard drives can have other personal data stored in system and program files.

Plus, if you’re still logged into a browser, a lot of your personal data could be at risk. Browsers store passwords, credit cards, visit history, and more.

It’s best to get help from an IT professional to properly erase your computer drive. This will make it safe for disposal, donation, or reuse.

Trash Can

Identity theft criminals aren’t only online. They can also be trolling the neighborhood on trash day. Be careful what you throw out in your trash.

It’s not unusual for garbage to enable identity theft. It can include pre-approved credit card offers that you considered “junk mail.” Your trash can also hold voided checks, old bank statements, and insurance paperwork. Any of these items could have the information thieves need to commit fraud or pose as you.

A shredder can be your best friend in this case. You should shred any documents that contain personal information. Do this before you throw them out. This extra step could save you from a costly incident.

Children’s IoT Devices

Electronic bears, smart kid watches, Wi-Fi-connected Barbies… all toys that hackers love. Mattel’s Hello Barbie was found to enable the theft of personal information. A hacker could also use its microphone to spy on families.

These futuristic toys are often what kids want. Parents might think they’re cool, but don’t consider their data security. After all, these are children’s toys. But that often means they can be easier to hack. Cybercriminals also zero in on these IoT toys, knowing they aren’t going to be as hard to breach.

You should be wary of any new internet-connected devices you bring into your home. That includes toys! Install all firmware updates. Additionally, do your homework to see if a data breach has involved the toy.

Schedule an IT Security Audit & Sleep Better at Night

Don’t let the thought of identity theft keep you up at night. Give us a call today and schedule an IT security audit. You’ll be glad you did.

Article used with permission from The Technology Press.

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Microsoft Forms: One of the Handiest Freebies in Microsoft 365

Written by zysxajde-ca on . Posted in Microsoft.

Microsoft 365 is one of the most popular cloud platforms in the world, with about 345 million paid seats. Microsoft cloud tools numbers were up 32% in Q3 2022 compared to the previous year.

One of the reasons for its continued growth is the suite of cloud tools offered in the service. Users get a stable of over 20 different apps, including the core MS Office suite.

With so many different apps, it’s not uncommon for some to go unused. Companies may not even be aware they have access to these other helpful tools. One of the handiest apps you get with a Microsoft 365 subscription is Microsoft Forms.

From sending year-end customer surveys to assessing change readiness, Forms makes it easy.  This online survey and form-building tool has a lot to offer organizations. And if you have a subscription to Microsoft 365, then you already get Forms included for free.

What Is Microsoft Forms?

Microsoft Forms is a drag-and-drop form, quiz, and survey creator. It’s simple to use and allows you to send out surveys via a link. Recipients can fill out your form online from any device.

Once recipients fill out the survey, the results come into the software instantly. You can see the collated results charted in the software. You can also export the results to Excel.

How to Get Started in Forms:

  • Visit Forms.office.com and log into your Microsoft account.
  • Choose “New Form” or “New Quiz: from the top menu
  • OR you can choose to explore the built-in templates

  • Click “Add New” to add a new form field. You can choose from field types:

    • Choice (i.e., multiple-choice question)
    • Text
    • Rating
    • Date
    • Ranking
    • Likert (a scale that records attitudes/opinions about a topic)
    • Net Promoter Score® (a scale from “not likely” to “extremely likely”)
    • Section (separator that can include a title and image)
  • Enter your questions.
  • Once finished, click “Send” at the top. You can distribute the survey using the following options:

    • Link to a web form
    • Email
    • QR code
    • Embed in a web page
    • Via Facebook or Twitter
  • View responses on the “Responses” tab

    Image from Microsoft

Advantages of Using Microsoft Forms

  • It’s Included in Microsoft 365 Subscriptions

    If you already subscribe to Microsoft 365, then it makes sense to use Forms. It can save you money if you’re using a separate survey tool, like Survey Monkey. It’s easily accessible by signing in with your Microsoft account.

  • It Saves Time

    Sending a survey by email is time-consuming. You have to worry about emails bouncing due to an attachment. You also need to spend time collating all the results as they come in.

    Using MS Forms can save you a lot of time. People don’t need to download anything or open an email file attachment. They simply follow your link and fill out the form online. As soon as they fill the survey out, you get the result. Forms also collates all the answers for you.

  • Get Charted Results Automatically

    You can quickly see the results of the survey in meaningful graphs. Forms makes it simple to export to Excel if you want to upload the survey results into another platform.

    On the “Responses” tab, you can hover over the result graphs to see the details.


    Image from ocmsolution.com

  • It’s Easy to Use

    There’s a very low learning curve with Microsoft Forms. The interface is intuitive and simple, so just about everyone can jump in and start using it.

What Are Some Ways You Can Leverage Microsoft Forms?

  • Annual Customer Satisfaction Survey

    Using a web-based survey can increase your response rate from customers. They can fill out your satisfaction survey from any device, making it quick and easy for them.

    You can see results instantly. Then, chart them to gain insights into what your business is doing right, and what you can improve upon.

  • Employee Security Awareness Quiz

    Send a security awareness quiz to your employees using Forms. It can be easily integrated into your cybersecurity awareness training. The platform also tells you the average response time per person.

  • Change Readiness Survey

    Change management is a growing focus of many organizations. This is due to the speed of technology-driven transitions. You can use Forms to improve user readiness for change adoption. Create and send out a change readiness survey to affected groups.

  • Event Registrations

    Are you hosting an event? You can easily gather registration details. Send out a Forms link via QR code, social media, text, or email.

  • Volunteer Registration Form

    Embed an MS Forms registration form on your web page to sign up volunteers. The platform will automatically collate different talents or other volunteer information. This helps you better match people’s talents to your needs.

  • And More

    You’ll find more ideas from the Forms templates. Such as:

    • Competitive analysis study
    • Post-event feedback survey
    • Office facility request form
    • Employee satisfaction survey
    • Product pricing survey
    • Food catering request form
    • Save the date form
    • Course enrollment form

Would You Like to Get More Out of Microsoft 365?

There is a good chance that your company may be leaving some value on the table with M365. Give us a call today to learn more about our Microsoft 365 support services.

Article used with permission from The Technology Press.

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Windows 8.1 Just Lost All Support. Here’s What You Need to Know

Written by zysxajde-ca on . Posted in Microsoft.

Companies both large and small share this one cybersecurity problem. They have computers that are still running older operating systems. Staff might use these devices only occasionally. Or the company may be running customized software that won’t run on newer OS versions.

The problem is that when the OS becomes outdated, the system is open to cyberattacks. When Microsoft or another developer retires an OS, it means that it is no longer supported. No more feature updates and no more security patches for newly found vulnerabilities.

The latest operating system to lose all support is Windows 8.1. Microsoft released the OS in 2013, and it was officially retired on January 10, 2023. Microsoft issued the following warning for companies:

“Continuing to use Windows 8.1 after January 10, 2023 may increase an organization’s exposure to security risks or impact its ability to meet compliance obligations.”

Here are a few facts you should know about what this retirement of Windows 8.1 means.

  • The OS Will Still Technically Work

    When an operating system reaches its end of life, it doesn’t just stop working. Thus, many companies go on using it without realizing the security risk. Technically, the OS will work as it did the day before retirement. But it’s a lot less safe due to the loss of support.

  • Your System Will No Longer Receive Security Patches

    Software and OS vulnerabilities are sought out and exploited all the time. This is what hackers do for a living. The vulnerability cycle usually begins with hackers finding a software “loophole.” They then write code to exploit it that allows them some type of system access.

    The software developer learns of this, usually once hackers start breaching systems. They write code to fix that vulnerability. Developers then send the fix to users via an update that they install. This protects the device from one or more hacker exploits.

    When an OS reaches its end of life, these fixes are no longer made. The developer has moved on to focus on its newer products. So, the vulnerability remains. It leaves a device vulnerable to hacks for days, months, or years afterward.

    Approximately 61% of security vulnerabilities in corporate networks are over five years old.

  • Options for Upgrading

    If you have a computer that is still running Windows 8.1, you have two options for upgrading. You can opt for Windows 10 or Windows 11. If the computer is running such an old OS, there is a chance your system may not meet the requirements for one or both. In this case, you may need to buy a new device altogether.

    Microsoft states that there is no free option to upgrade from 8.1 to Windows 10 or 11. Some of the advantages you gain when upgrading include:

    • Better built-in security
    • Faster processing
    • Capability for more modern features (like facial recognition)
    • Improved accessibility features
    • Updated productivity tools (like snap layouts in Windows 11)

What Happens If I Don’t Upgrade?

  • Security & Compliance Issues

    Your data security is at risk if you stay on Windows 8.1. Without any security updates, any vulnerabilities will stay unpatched. This leaves your system highly vulnerable to a breach. One hacked system on a network can also cause the breach or malware infection to spread to newer devices.

    If you have to comply with a data privacy regulation, like HIPAA, you’ll also run into issues. Data privacy rules dictate making reasonable efforts to protect data. Using a device with an outdated OS jeopardizes meeting compliance. 

  • Slowed Productivity

    The older systems get, the slower they get. Staff that must work on outdated software often complain that it hurts productivity. 77% of surveyed employees were frustrated with outdated tech. Employees dealing with outmoded systems may also quit. They are 450% more likely to want to leave and work elsewhere.

    An outdated operating system can hold your staff back. They miss out on modern time-saving features. They can also run into problems with bugs that will no longer get fixed.

  • Incompatibility With Newer Tools

    Software and hardware developers aren’t looking back. Once Microsoft retires an OS, they aren’t prioritizing its compatibility. In fact, some may not want their product to be compatible with it because of the liability.

    When you have issues using modern software and hardware it hurts your business. You become less competitive and begin to fall behind. Staying on an outmoded OS keeps you stuck in the past.

Get Help With Your Windows Upgrades

We can help you upgrade smoothly from an older Windows OS to a new one. If you need a new system, we can point you in the right direction for the best value. Give us a call today to schedule a chat about upgrades and where your security stands.

Article used with permission from The Technology Press.

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Data Backup Is Not Enough, You Also Need Data Protection

Written by zysxajde-ca on . Posted in Cybersecurity.

The need to back up data has been around since floppy disks. Data loss happens due to viruses, hard drive crashes, and other mishaps. Most people using any type of technology have experienced data loss at least once.

There are about 140,000 hard drive crashes in the US weekly. Every five years, 20% of SMBs suffer data loss due to a major disaster. This has helped to drive a robust cloud backup market that continues to grow.

But one thing that’s changed with data backup in the last few years is security. Simply backing up data so you don’t lose it, isn’t enough anymore. Backing up has morphed into data protection.

What does this mean?

It means that backups need more cybersecurity protection. They face threats such as sleeper ransomware and supply chain attacks. Cloud-based backup has the benefit of being convenient, accessible, and effective. But there is also a need for certain security considerations with an online service.

Companies need to consider data protection when planning a backup and recovery strategy. The tools used need to protect against the growing number of threats.

Some of the modern threats to data backups include:

  • Data Center Outage

    The “cloud” basically means data on a server. That server is internet accessible. Those servers can crash. Data centers holding the servers can also have outages.

  • Sleeper Ransomware

    This type of ransomware stays silent after infecting a device. The goal is to have it infect all backups. Then, when it’s activated, the victim doesn’t have a clean backup to restore.

  • Supply Chain Attacks

    Supply chain attacks have been growing. They include attacks on cloud vendors that companies use. Those vendors suffer a cyberattack that then spreads throughout their clients.

  • Misconfiguration

    Misconfiguration of security settings can be a problem. It can allow attackers to gain access to cloud storage. Those attackers can then download and delete files as they like.

What to Look for in a Data Protection Backup System

Just backing up data isn’t enough. You need to make sure the application you use provides adequate data protection. Here are some of the things to look for when reviewing a backup solution.

  • Ransomware Prevention

    Ransomware can spread throughout a network to infect any data that exists. This includes data on computers, servers, and mobile devices. It also includes data in cloud platforms syncing with those devices.

    95% of ransomware attacks also try to infect data backup systems.

    It’s important that any data backup solution you use have protection from ransomware. This type of feature restricts automated file changes that can happen to documents.

  • Continuous Data Protection

    Continuous data protection is a feature that will back up files as users make changes. This differs from systems that back up on a schedule, such as once per day.

    Continuous data protection ensures that the system captures the latest file changes. This mitigates data loss that can occur if a system crashes before the next backup. With the speed of data generation these days, losing a day’s worth of data can be very costly.

  • Threat Identification

    Data protection incorporates proactive measures to protect files. Look for threat identification functions in a backup service. Threat identification is a type of malware and virus prevention tool.

    It looks for malware in new and existing backups. This helps stop sleeper ransomware and similar malware from infecting all backups.

  • Zero-Trust Tactics

    Cybersecurity professionals around the world promote zero-trust security measures. This includes measures such as multi-factor authentication and application safelisting.

    A zero-trust approach holds that all users and applications need ongoing authentication. So, just because a user is logged into the system today, doesn’t mean they are completely trusted.

    Some of the zero-trust features to look for include:

    • Multi-factor authentication
    • Distinct file and folder permissions
    • Contextual authentication
    • Verification of permissions for file changes

  • Backup Redundancy

    If you back up to a USB drive or CD, you have one copy of those files. If something happens to that copy, you could experience data loss.

    Cloud backup providers should have backup redundancy in place. This means that the server holding your data mirrors that data to another server. This prevents data loss in the case of a server crash, natural disaster, or cyberattack.

  • Air Gapping for More Sensitive Data

    Air gapping is a system that keeps a copy of your data offline or separated in another way. This would entail making a second backup copy of your data. Then, putting it on another server. A server disconnected from external sources.

    This is a feature that you may want to seek out if you deal with highly sensitive data. It helps to ensure that you have at least one other copy of your backup. A copy walled off from common internet-based attacks.

  • 7. It’s Difficult to Grow Without Tech Innovation

    People are limited by what they can mentally and physically do in a day. Computers and technology have exponentially increased that. They do a lot of the processing and manual work.

    The cloud is often touted as leveling the playing field for small businesses. It allows smaller companies to leverage technology to do more affordably.

    It’s hard to continue growing your business without the smart use of digital tools. This includes reviewing your technology infrastructure and looking at innovations on the horizon.

  • 8. Business Continuity Needs

    Business continuity is about keeping your company running despite any crisis events. One natural disaster could severely impact a building and everything in it. But, if you are storing your data in the cloud and using cloud software, your business can still operate.

    Companies that aren’t employing backup systems are at significant risk. Tech solutions create the ability to continue operating from anywhere, increasing business resiliency. 

Need Help With Secure Backup & Data Protection Solutions?

Have you updated your backup process for today’s threats? Give us a call today to schedule a chat about data backup and protection.

Article used with permission from The Technology Press.

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8 Reasons Every Company Is Now a Technology Company

Written by zysxajde-ca on . Posted in Business.

Whether you sell shoes or run an accounting firm, you need some type of technology to operate. Today’s companies aren’t just in the business of selling their own goods and services anymore. They also must master various types of digital tools.

These include software, payment systems, computers, Wi-Fi networks, mobile devices, and more. Companies also need to protect their devices and network.. If that technology isn’t working, it can impact a business significantly.

98% of surveyed organizations say that just one hour of IT downtime costs more than $100,000. The reliance on technology means that every company is now a technology company.

This is the case no matter what products you sell or services you provide. Let’s discuss exactly why this is the case in today’s world.

What Makes Technology a Backbone of Any Business?

  • 1. Technology Is a Critical Part of Business

    Even farmers use tech to check commodity prices, sell livestock, and keep their books. Most companies couldn’t operate without their software. Or without databases filled with important information.

    IT downtime is so devastating for this very reason. Remember the breaches impacting global meat producer JBS and Colonial pipeline? Those companies had to halt operations because of ransomware attacks.

    They both paid the ransom to their attackers so they could begin operating again. Without the technology that’s become a normal part of our day, a lot of companies would close.

  • 2. Customers Expect an Excellent Digital Experience

    Customer experience came in first in a survey of top business priorities for the next 5 years. Nearly 46% of respondents said it was at the top of their list.

    If a customer has just one bad experience with your company, they will likely go elsewhere. In a digital world, those experiences are often:

    • Navigating your website
    • Checkout experience
    • Appointment scheduling ease
    • Shipping notifications
    • Helpfulness of online chat
    • Response time from customer support
    • Ability to contact your company via social media

    To keep up with consumer expectations in 2023 and beyond, means you need to use technology. From your website to your payment experience, people expect a smooth digital flow.

  • 3. Employees Need Devices to Drive Productivity

    How do employees work productivity without the use of a computer, tablet, or mobile device? These devices keep staff connected to each other and your customer data. Devices enable communication and are how much of the work in offices gets done. If they don’t run well, business productivity suffers.

  • 4. AI & Automation Help Companies Stay Competitive

    AI and automation help organizations move faster. AI can personalize a consumer shopping experience. Automation can help sales teams close 30% more deals and improve conversions by over 200%.

    To stay competitive, companies must integrate technology tools with AI and automation capabilities. This means they need to know the best ways to use these tools. Plus, integrate them well with existing solutions.

  • 5. Information Is Being Generated at a Rapid Pace

    Companies generate information digitally at a dizzying pace. Can you imagine what it would be like if you had to go back to all the paper files? You’d need a separate building just for all the filing cabinets.

    Files, documents, and customer records are largely digital now. Keeping track of all that information and making it searchable requires technology skills.

  • 6. Vendors/Suppliers Are Leaving Legacy Systems Behind

    Think of the vendors you use to run your business. Could you interact with any of them offline only? No email, no digital documents? In most cases, the answer is, “No.”

    The companies that you rely on for your business are also “technology companies” in the same way. Most will be leaving behind legacy systems like fax machines and paper documents. Thus, you need to use digital means to interact with them.

  • 7. It’s Difficult to Grow Without Tech Innovation

    People are limited by what they can mentally and physically do in a day. Computers and technology have exponentially increased that. They do a lot of the processing and manual work.

    The cloud is often touted as leveling the playing field for small businesses. It allows smaller companies to leverage technology to do more affordably.

    It’s hard to continue growing your business without the smart use of digital tools. This includes reviewing your technology infrastructure and looking at innovations on the horizon.

  • 8. Business Continuity Needs

    Business continuity is about keeping your company running despite any crisis events. One natural disaster could severely impact a building and everything in it. But, if you are storing your data in the cloud and using cloud software, your business can still operate.

    Companies that aren’t employing backup systems are at significant risk. Tech solutions create the ability to continue operating from anywhere, increasing business resiliency. 

What Does Your Innovation Roadmap Look Like?

Using technology securely and to its fullest can be a full-time job. Give us a call today, we can help take that burden off your shoulders.

Article used with permission from The Technology Press.

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6 Steps to Effective Vulnerability Management for Your Technology

Written by zysxajde-ca on . Posted in Cybersecurity.

Technology vulnerabilities are an unfortunate side effect of innovation. When software companies push new updates, there are often weaknesses in the code. Hackers exploit these. Software makers then address the vulnerabilities with a security patch. The cycle continues with each new software or hardware update.

It’s estimated that about 93% of corporate networks are susceptible to hacker penetration. Assessing and managing these network weaknesses isn’t always a priority for organizations. Many suffer breaches because of poor vulnerability management.

61% of security vulnerabilities in corporate networks are over 5 years old.

Many types of attacks take advantage of unpatched vulnerabilities in software code. This includes ransomware attacks, account takeover, and other common cyberattacks.

Whenever you see the term “exploit” when reading about a data breach, that’s an exploit of a vulnerability. Hackers write malicious code to take advantage of these “loopholes.” That code can allow them to elevate privileges. Or to run system commands or perform other dangerous network intrusions.

Putting together an effective vulnerability management process can reduce your risk. It doesn’t have to be complicated. Just follow the steps we’ve outlined below to get started.

Vulnerability Management Process

  • Step 1. Identify Your Assets

    First, you need to identify all the devices and software that you will need to assess. You’ll want to include all devices that connect to your network, including:

    • Computers
    • Smartphones
    • Tablets
    • IoT devices
    • Servers
    • Cloud services

    Vulnerabilities can appear in many places. Such as the code for an operating system, a cloud platform, software, or firmware.  So, you’ll want a full inventory of all systems and endpoints in your network.

    This is an important first step, so you will know what you need to include in the scope of your assessment.

  • Step 2: Perform a Vulnerability Assessment

    Next will be performing a vulnerability assessment. This is usually done by an IT professional using assessment software. This could also include penetration testing.

    During the assessment, the professional scans your systems for any known vulnerabilities. The assessment tool matches found software versions against vulnerability databases.

    For example, a database may note that a version of Microsoft Exchange has a vulnerability. If it detects that you have a server running that same version, it will note it as a found weakness in your security.

  • Step 3: Prioritize Vulnerabilities by Threat Level

    The assessment results provide a roadmap for mitigating network vulnerabilities. There will usually be several, and not all are as severe as others. You will next need to rank which ones to address first.

    At the top of the list should be those experts consider severe. Many vulnerability assessment tools will use the Common Vulnerability Scoring System (CVSS). This categorizes vulnerabilities with a rating score from low to critical severity.

    You’ll also want to rank vulnerabilities by your own business needs. If a software is only used occasionally on one device, you may consider it a lower priority to address. While a vulnerability in software used on all employee devices, you may rank as a high priority.

  • Step 4: Remediate Vulnerabilities

    Remediate vulnerabilities according to the prioritized list. Remediation often means applying an issued update or security patch. But it may also mean upgrading hardware that may be too old for you to update.

    Another form of remediation may be ringfencing. This is when you “wall off” an application or device from others in the network. A company may do this if a scan turns up a vulnerability for which a patch does not yet exist.

    Increasing advanced threat protection settings in your network can also help. Once you’ve remediated the weaknesses, you should confirm the fixes.

  • Step 5: Document Activities

    It’s important to document the vulnerability assessment and management process. This is vital both for cybersecurity needs and compliance.

    You’ll want to document when you performed the last vulnerability assessment.  Then document all the steps taken to remediate each vulnerability. Keeping these logs will be vital in the case of a future breach. They also can inform the next vulnerability assessment.

  • Step 6. Schedule Your Next Vulnerability Assessment Scan

    Once you go through a round of vulnerability assessment and mitigation, you’re not done. Vulnerability management is an ongoing process.

    In 2022, there were over 22,500 new vulnerabilities documented. Developers continue to update their software continuously. Each of those updates can introduce new vulnerabilities into your network.

    It’s a best practice to have a schedule for regular vulnerability assessments. The cycle of assessment, prioritization, mitigation, and documentation should be ongoing. This fortifies your network against cyberattacks. It removes one of the main enablers of hackers. 

Get Started with a Vulnerability Assessment

Take the first step towards effective vulnerability management. We can help you fortify your network against attacks. Give us a call today to schedule a vulnerability assessment to get started.

Article used with permission from The Technology Press.

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