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5 Red Flags Of Phishing Emails: Think Before You Click
A single click can be the difference between maintaining data security and suffering massive financial losses. From the moment just one employee takes the bait in a phishing email, your business is vulnerable to data breaches and extensive downtime.
Quickly spot the red flags and put phishing emails where they belong!
Discuss securing your business against costly phishing attacks at (651) 686-0515 or fill out our contact form!
1. Poor Spelling & Grammar
While occasional typos happen to even the best of us, an email filled with errors is a clear warning sign. Most companies push their campaigns through multiple review stages where errors are blitzed and language is refined. Unlikely errors throughout the entire message indicate that the same level of care was not taken, and therefore the message is likely fraudulent.
2. An Offer Too Good To Be True
Free items or a lottery win sure sound great, but when the offer comes out of nowhere and with no catch? There’s definitely cause for concern. Take care not to get carried away and click without investigating deeper.
3. Random Sender Who Knows Too Much
Phishing has advanced in recent years to include ‘spear phishing’, which is an email or offer designed especially for your business. Culprits take details from your public channels, such as a recent function or award, and then use it against you. The only clues? The sender is unknown – they weren’t at the event or involved in any way. Take a moment to see if their story checks out.
4. The URL or Email Address Isn’t Quite Right
One of the most effective techniques used in phishing emails is to use domains which sound almost right. For example, [microsoft.info.com] or [pay-pal.com].
Hover over the link with your mouse and review where it will take you. If it doesn’t look right, or is completely different from the link text, send that email to the bin.
5. It Asks For Personal, Financial or Business Details
Alarm bells should ring when a message contains a request for personal, business or financial information. If you believe there may be a genuine issue, you can initiate a check using established, trusted channels.
While education is the best way to ensure phishing emails are unsuccessful, a robust spam filter and solid anti-virus system provide peace of mind that your business has the best protection available.
Discuss securing your business against costly phishing attacks at (651) 686-0515 or fill out our contact form!
Could Your Backups Survive A Ransomware Attack?
More and more businesses and organizations are getting stung by ransomware demands. Hospitals, schools, social networks . . some days it seems like an epidemic that leaps around arbitrarily, and hackers are raking in millions.
Tallied across the world . . . billions.
Ransomware attacks are devious in their simplicity. A user in the target business is tricked into opening a file, usually through a phishing email or download. The file contains malware which instantly encrypts your data and demands money in exchange for the password.
No Payment = No Password = No Data
All of the target businesses should have backups, which they could simply revert to without paying any money, but the FBI reports more than $209 million was sent to hackers in the first quarter of this year alone. Keep in mind, this was just payments within the US, and only counts those who came forward.
Last year it was only $25 million.
Aren’t Backups Helping?
Sometimes the backup solution fails and the data can’t be retrieved. This is particularly true in cases where the solution has been in use for years and something failed along the way.
In other instances, the target business has a backup that can be restored, but it doesn’t include everything they need for full recovery.
Finally, and the most common reason so many businesses are forced to pay the ransom: the ransomware attack affects the entire system – including attached and synchronized backups. If the backup is also caught in the ransomware encryption, it becomes useless as a recovery method and the only options are to pay or lose the data forever.
Each day spent trying to recover the data is a drain on valuable business resources and in many cases, results in massive revenue loss.
The only defense is to block the malware before it can infect the first workstation, and then continue the protection with a comprehensive backup strategy for all workstations and servers.
Discuss securing your business against ransomware at (651) 686-0515 or fill out our contact form!
10 Reasons To Upgrade To Microsoft 365 Today
With an upgrade to Microsoft 365, businesses are finally getting the changes they actually want! It’s still Office, and your staff will still know exactly how to use it, but they’ll get so much more done.
1. The Mac / Windows Drama Is Over
Microsoft 365 brings with it a stack of benefits, but perhaps the most relieving is the built-in file compatibility across all platforms. No more converting (or corrupting) files back and forth, and productivity black holes have essentially been eliminated.
2. Always Ready To Go
Microsoft is so confident in its cloud-based software and data storage that they’re giving a 99.9% uptime guarantee. You can even call a real-life human for support (like the team at Sovran). Work online, offline or mobile – the choice is yours.
3. Built-In Security
A large part of Microsoft’s uptime certainty comes from their extremely robust security protocols. Microsoft 365 offers enterprise-grade admin controls at your end, as well as government-grade security at their end.
4. Generous Data Allowances
Each user gets 1 TB of cloud space for file storage, which can be shared at the folder or file level. For some perspective, 1 TB can hold approximately 85 million pages of Word documents.
5. Work Anywhere, Anytime
Previously, staff needed to establish a VPN or manage security concerns to do their tasks while offsite, which made working difficult and cumbersome. Microsoft 365 has solved that problem, and working from anywhere is now easy!
6. Integrated Organization
Calendar, email, and contacts are all synced and updated across multiple devices: laptop, desktop, and mobile.
7. Huge Mailbox Storage
Forget the days of ‘user mailbox is full’ – each user is given a whopping 50 or 100 GB in a gorgeous, easy-to-use mailbox.
8. Built-In Malware & Spam Protection
Data security doesn’t stop at file storage: each email is scanned for malware and spam, protecting your organization from all manner of attacks before they happen.
9. Collaboration Tools & Virtual Meeting
Cancel your third-party services and bring all your collaborations into one platform – meeting schedule, calendar, malware protection, video conferences, planning, and more.
10. Integrated Team Planning
Schedule tasks, meetings and track allocations from a top-down level to know exactly how projects are progressing.
Upgrade To Microsoft 365 Today
Talk to us about your Microsoft 365 migration and setup today at (651) 686-0515 or fill out our contact form!
Businesses: Replace Copper POTS Communications Lines Now
A shift in telephony years in the making is nearly here: Plain Old Telephone Services (POTS) are shutting down in August.
Copper telephone lines, which mostly serve businesses fax machines, fire alarms, security alarms, emergency phone systems, and other legacy systems, will need to be updated or replaced by August 2, 2022, according to FCC Order 10-72A1.
FCC Order 10-72A1
In 2019, the FCC issued Order 19-72A1 that removes protections that allowed services like POTS to continue being used. This order removed those protections after a three-year period, which expires on August 2, 2022.
With less than five months until copper wires must be completely phased out, small businesses, rural businesses, those who use fax machines, copper-based fire and security alarms, and more need to be prepared to plan and act accordingly. If they don’t, they may run into major problems at the end of this summer.
POTS Replacement Solutions
The team at Sovran, led by President Traci Leffner and vCIO Shonn Twight, is ready to help you avoid problems with the switch from copper. Our excellent engineers are ready to help your business maintain lines of communication and safety.
We know it’s painful to change equipment, but fiber and coaxial lines may be cheaper than copper in some cases.
Talk with our team today at (651) 686-0515 or fill out our contact form to get ahead of the curve and find the best solution for your business.
4 Advantages of Managed IT over In-House IT
It’s tempting to hire an in-house IT technician to take care of your network and set them up with a cozy office just down the hall, but is it the right decision for your business?
If you’re like most businesses, you’re always on the lookout for ways to save money while improving results. Sometimes this means expanding your staff to include a team of tech specialists at your beck and call, but this can often be an unnecessary expense that leaves you with highly paid employees twiddling their thumbs all day.
For SMEs who are looking for the best of both worlds, we recommend Managed IT services.
Put simply, Managed IT is our solution which gives you that team of specialist technicians and network experts, without the ‘quick, look busy’ element – and at a fraction of the cost.
Naturally, you’d rather see your IT budget working to support your growth and kept as low as possible. That’s our focus too, and why we don’t simply maintain and repair your systems, we proactively monitor to avoid downtime and work with you to ensure your IT increases productivity and efficiency.
Whether you already have in-house IT and are auditing the value, or are curious about what having IT support might be like for your business, we’ve put together a few factors to consider before making your choice:
1. Availability
Most employees work 9-5, but what happens if something goes wrong with your systems outside these hours? Your in-house technician won’t appreciate being woken at 1am and called in for emergency repairs. It’s more likely that they simply won’t answer the call (or hear it), or if they do, expect some hefty contract renegotiation come 9am.
Managed IT is very different as we expect problems after hours and have support technicians ready. We know that every minute of downtime is affecting your revenue, plus your business reputation, so we prioritize getting your systems up and running asap. As a bonus, with our Managed IT these types of disasters are rarer as we’re constantly monitoring and
2. Total Cost
One of the things that may have attracted you to having an in-house technician is the cost. But while you may be able to pay them a lower hourly rate, there are extra costs like hiring, training, ongoing training, healthcare and retirement.
Once you start adding up the cost of an in-house technician, you might find it’s eating up your IT budget and leaving you scrambling to fill gaps you didn’t expect. Upgrades get delayed, opportunities missed, and IT expenses become a sore point. In comparison, Managed IT is one fixed monthly rate delivering enormous value, including access to specialists across all software applications and technology.
3. Ongoing Training
Putting aside the fact your technician will often spend entire weeks away upgrading their skills and leaving you scrambling for support while they’re gone, those training costs quickly add up. With a salaried technician, you’ll have to pay all ongoing training and certification costs, plus travel costs for industry conferences.
We know how important it is to remain current, certified and skilled in new technologies, so we spend the money to invest in ourselves so we can serve you better. We’re part of industry related communities and attend multiple conferences each year, all at our own expense.
4. Different Goals
sFor most employees, a higher wage is the goal and many will job-hop to achieve that. A salaried tech may be looking for the first opportunity to leave and get paid more, often leveraging all the training you’ve just provided.
In these modern times, switching jobs regularly is expected, with an average of only 3 years in each position. Considering how much it costs your business to acquire, train and upskill your technician, 3 years is an unreasonable ROI. Our goals couldn’t be more different – we only aim to keep you a happy customer for as long as we can!
4 Advantages of Managed IT over In-House IT
In the end, your business needs to find the right balance between profit and expertise. When you partner with our Managed IT, you’re securing availability, ever-increasing expertise and commitment to your success. We work closely with you to provide the very best support and protect you from costly disasters, taking preemptive action to keep you safe and operational.
There’s no doubt Managed IT is a better decision than hiring an in-house technician, and we’d be delighted to prove it to you.
Talk to us about your Managed IT options today at (651) 686-0515 or fill out our contact form!
3 Steps To Make Meetings Better
Image of conference room with screen at head of table and six chairs for meetings.
Business meetings can be a double-edged sword. Often they are as likely to rally staff and build momentum as they are to halt progress and kill productivity.
Productive meetings are key to keeping team members on track and everyone on the same page. A poor meeting is as harmful to the progress of a project as losing multiple members of staff.
Making meetings better is important for good business. There are tools and techniques to make sure that your meetings are not standing in the way of your business.
1. Streamlined Scheduling
One of the biggest hurdles to planning a meeting can be simply booking a space. Finding an available room, with the right equipment, in a time and place which everyone can agree on can be a logistical nightmare. Repeated emails back and forth to agree on the venue alone can consume hours out of the day.
There are technical tools available to help. Outlook’s scheduling assistant can be a great place to start. The office package is designed to help you find a time and place convenient for everyone.
The software is a key, but underused, component within Microsoft 365. Simply adopting a scheduling assistant can cut down meeting planning from hours to minutes.
With everyone fully connected and on the same page, every meeting is improved from the first minute. The scheduling assistant can be found under New Items > Meeting in the Outlook home tab.
2. Bringing in Outside Help
Of course, not all meetings are internal affairs. Often, a successful meeting involves staff members from third-party organizations, clients, and consultants too.
This is a prime area for technology tools to help. Tools such as FindTime and Doodle.com both serve as scheduling assistants to arrange suitable times and locations to coordinate meetings with multiple parties.
The process is simple, each party selects available or desired times to meet. This process is done independently and based on priorities for each user. When everyone has added their input a mutually convenient slot can be found for everyone.
With modern technology there’s no reason to spend hours, or even many minutes, wrestling over when and where to meet. Using the tools as they are designed cuts out a huge amount of overhead cost from meeting planning.
3. Idea Capture
The most common complaint staff have about business meetings is the lack of available participation. Many show up, yet just feel like audience members.
When staff members feel their contribution or input to projects isn’t valued, it can lead to a dramatic drop in morale and much deeper issues within the firm.
Tools such as GoWall.com are changing meetings for the better and giving staff members a bigger voice. The site provides attendees with the resources they need to contribute to meetings without disrupting the flow.
The idea behind GoWall is very simple and highly effective. While concepts are communicated as part of a presentation or ongoing conversation, participants are free to contribute to an “idea wall” in real time. This shared wall contains ideas, contributions, and notes from all participants that add to the conversation.
Since ideas are shared between all participants, everyone can be inspired to contribute. This deceptively simple idea helps all members to feel they have a chance to have their voices heard and their contributions valued.
Worthwhile Meetings
Meetings can be a difficult topic in some workplaces. Some firms have had historic failures and huge losses in productivity as a result of too many meetings running far too long. In some environments, formal meetings have all but been banned already.
Using modern technology solutions, we can put productivity back into meetings. Cut out the wasted time and get to the points that matter. With these simple yet highly effective tools, we can build meetings that create productivity instead of hampering it.
Contact us today at (651) 686-0515 or fill out our contact form!
Using Tech to Tailor Your Work Day
Most of us can admit that we have lost track of time during the workday on occasion. Sometimes time can get away from you, particularly when you’re busy. Often you can be running late before you know it and wondering where the day has gone. Luckily, there is a wide range of technology solutions to put to work helping to put you in charge of your to-do list.
Microsoft 365 Calendar
We’re often guilty of spending the entire day stuck just in Outlook. In addition to taking up your time, there are a range of features that can help you make the most of it too. With simple tools and tweaks, you’ll be able to manage your calendar like a pro.
Microsoft 365 Calendar allows you to make quick changes, alter your diary, and update items on the go. The Calendar interface allows events and items to be picked up and moved to a different time or date with ease.
Many think of calendar packages in terms of old desktop applications of years gone by. Events, once input, were almost impossible to change, alter, or remove. In old applications it was easier to go without a calendar at all than attempt to use the one included.
The biggest advantage Office calendar has is the ability to access and update it from anywhere. With 2-way sync appointments, meetings, and events can be updated anywhere and accessed everywhere. The days of no longer being able to look at your calendar because you’re not at your PC are long gone now.
Today you can add events straight from your email with a simple click. Participants in events can be contacted with reminders automatically. You can even schedule your own reminders before the event too. Using your calendar to stay on top of your day has never been easier.
OneNote
Microsoft 365 additionally offers OneNote too, an indispensable tool that you shouldn’t do without.
OneNote acts as a virtual notebook to keep your ideas, projects, and notes in line. Using OneNote enables you to power-up your text with drawings and diagrams, tailor your projects with color coding, and record your thoughts with media clips all in one location.
OneNote is the ultimate record keeping tool that you simply can’t go into a meeting without. Physical notebooks begin to seem like a relic of the past, limited by old constraints that no longer apply.
Microsoft To-Do
Included with Microsoft 365 is Microsoft’s To-Do application. To-Do offers simple, straightforward to-do list that makes it easy to plan your day.
Whether plotting your school work, planning your projects, or keeping on top of your home life, To-Do is designed to boost productivity and make the most of your time. The simple interface makes it easy to use and the instant reward for checking of tasks makes it well worth your while.
To-Do sorts your tasks into lists, which are combined into a single day view. The view of your day provides a clear, clutter-free list of tasks to be done. The application syncs with all your devices to give you access from anywhere. This empowers you to quickly add, change, schedule, and tick off tasks as you go.
Keeping On Top Of The Day
Losing track of time is easy to do. It doesn’t take much before your day seems completely off-balance and impossible to retrieve. With these tools from Microsoft 365 and a tiny bit of planning, your days can become more productive than ever.
Back on track, you’ll no longer have to spend your free time making up for lost time. Your spare time will be your own again and everyone will wonder how you manage to remain so productive.
Give some tech tools a try today and you’ll wonder how you ever managed without them. Contact us today at (651) 686-0515 or fill out our contact form!
How to Securely Dispose of Old Computers
Getting new computers for your business is exciting, but what happens to the old ones? Depending on the age, some people sell them, others throw them out. That’s the easy part. The problem is the sensitive data on them. There are passwords, account numbers, license keys, customer details, medical information, tax returns, browser history…. the works! Each computer, whether laptop, tablet or desktop, contains a treasure trove of sensitive information that cybercriminals would love to get their hands on.
Unfortunately, hitting delete on your files doesn’t actually make them disappear, nor does waving a strong magnet over the drive. These mistakes have cost businesses millions of dollars over the years.
Most businesses are unaware that specialized data cleanup is necessary, others think calling someone to collect the computers will cover all the bases. A 2016 experiment proved just how dangerous the situation can be when they bought 200 used hard drives and found 67% held unwiped, unencrypted sensitive data, including sales projection spreadsheets, CRM records, and product inventories. Frighteningly, they didn’t need any special hacking skills to get this data, it was all right there and helpfully labelled. It’s also not surprising that with simple data recovery tools, people have also been able to access British NHS medical records and missile data, all waiting patiently on a discarded hard drive.
Why hitting delete doesn’t help
Data on a hard drive works like a book with an index page. Every time data is written, it pops a quick entry into the index so when you need it again, it knows where to look. The index is used for files you create as well as system files you can’t even see. Sensible, right? Except if you delete a file it’s more like changing the index to say nothing is on page 10 and you can write something else there when you’re ready. But if you manually flip to page 10, you’ll find the information is still there – the file still exists until it’s been written over – it’s the index reference that got deleted.
Wiping data before disposal
There are software tools you can get to do it yourself, as well as dedicated security firms, but your best option is to choose an IT business you know and trust. With that in mind, a methodical approach is required to ensure not a single drive is left untreated. You don’t want to leave data behind, or even clues that a motivated person could extrapolate any private information from. The approach might include using checklists to maintain security, or dedicated processes to guide each step in decommissioning. Careful records should also be kept, including who signs off on completion of the retirement, and where the computers are sent afterwards. A proper inventory and auditing process may slow the rollout of the new computers slightly, but it’s always better than having your old data come back to haunt you.
We can migrate any needed data, backup the information to your server or external drive, then wipe or destroy the hard drives for you. We can assess the age of your old computers and either dispose of them for you or point you in the right direction of computer recyclers. Plus, the quicker you dispose of your old computers, the easier the process will be. Recyclers will be able to send less of your equipment to landfill, and you’ll be less likely to forget how valuable the drive contents are.
Upgrading your business computers should be a happy time for you and your employees, so with a little forward planning, you’ll be able to keep everyone smiling and all your data secure.
Contact us today at (651) 686-0515 or fill out our contact form!
