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Tag: email

  • 10 Must Have Tools for Remote Working

    10 Must Have Tools for Remote Working

    With an unprecedented number of businesses encouraging or mandating personnel to work from home, both business leaders and employees are suddenly faced with the challenge of operating effectively as a distributed workforce.  Suddenly there are a lot of questions about what it takes to support remote employees.

    Fortunately, a lot of companies have already blazed the remote workforce trail and we can learn from them.  What’s more, learning how operate as a distributed team may be useful anyway as 65 percent of surveyed workers state they are more productive at home than in a traditional office.  But what does it take to work successfully from home?  To give your remote workers the opportunity to do their best, they’ll need the right set up.

    Empower your employees with the right toolkit to work from home

    Remote workers can benefit from having an ideal setting and robust technology at their disposal to be more efficient and effective. When working with your remote employees, you should empower them with the must-have ingredients to work successfully from home.

    A Distraction Free Space

    Ideally, it’s good to have a separate room that operates as a home office. Many times, spaces have to play double duty, but whenever possible, your remote staff should have a distraction-free space with available desk space and comfortable chair. A distraction-free space usually means the ability to shut the door, so interruptions from other family members don’t constantly bombard them.

    Fast and Reliable Wi-Fi

    Most of us assume that Wi-Fi reliability is a given, no matter if your team is in a metro or rural area. However, that’s not always the case. Talk to your employees about internet service providers in their location and the different speeds. The minimum speed that avoids lag is 20 Mbps. If you are unsure of your internet speed, test it with these instructions.

    Beyond speed, you also need to consider reliability. Research any concerns about the provider’s ability to maintain near-perfect uptime and what challenges may impact reliability, such as frequent storms or areas prone to power outages.

    Computer Hardware and Peripherals

    The type of work your remote employee does will often prescribe the right computer.  An easy way to make a home hardware checklist is simply to replicate what they have on their desk in the office.  For extended remote working environments, a stand-alone laptop is usually not enough.  Rather, a standard desktop set-up, supported by the right peripherals, is important for productivity.

    Beyond the computer, they’ll need screens.  Most employees benefit from operating at least one external monitor, increasing productivity and making it easier to run multiple applications.  For those with computer-intensive roles, a reasonably-sized monitor can also help prevent eye strain.  A high-quality headset is also important for easy interaction with colleagues and customers over the phone or during video conferencing.  Additionally, for video conferencing, a webcam is necessary and should have the ability to stream HD.  Finally, a keyboard and a mouse with ergonomic features completes the hardware requirements.

    Cloud-Based Phone System

    With a cloud-based phone system, your team will have access to telephony features no matter where they are. If you currently have a legacy phone system that sits on-site, it can be difficult to accommodate remote employees. With cloud-based phone systems, your team can have unobstructed mobility for those who work remotely all the time.

    In seeking out a cloud-based phone system, also look for automation features that deliver real-time information, like sending email alerts when the user has a new voicemail.  Remote employees can then respond quickly if necessary or forward to someone who can.

    Video Conferencing

    While your remote employees can handle most activities and tasks via team chat or email, there are times when it’s essential to meet virtually. With video conferencing, they can easily stream HD video with multiple participants. This feature allows them to easily connect and meet with clients or internal team members efficiently. When looking for a video conferencing app, consider these additional features:

    • Browser-based app: Users don’t have to download any software. They can quickly click a link and be part of the meeting. No plugins or installations required.
    • Screen sharing: This feature is essential for optimized collaboration. Your remote workers can screen share in real-time, which can expedite decision making, saving everyone time. Screen sharing is as simple as a click and offers users the option to share specific documents or tabs.
    • Screen annotations: While using the screen share feature, screen annotations are another vital tool. With screen annotations functionality, participants can draw on the document shared, making notes on actions to take post-call.
    • Meeting recording and automated note taking:  Rather than scrambling to take notes during remote meetings, pick a video conferencing tool that allows your team to record their meetings or automatically types up their meeting notes with automated post-meeting distribution.  Both features save time and tired fingers.
    Team Chat

    Instant communication is critical for remote worker productivity. Your employees need to interact every day to share knowledge and make decisions. Email threads can become long and complicated, and most employees don’t have time to be on long phone calls. Thus, using the right team chat application can eliminate these time wasters.
    Here’s what to look for in a team chat platform that drives productivity:

    • Accessible on desktop and via a mobile app with instant synchronization across channels
    • Ability to add attachments
    • Status settings: this lets team members know who is available, busy, or away
    • Usable while employees are interacting with other communications tools (i.e., sending chats while on a call)

    Team chat delivers the right tools for your employees to stay in touch and resolve issues fast, increasing what they can do every day.

    File Collaboration

    Almost every document your company creates needs the eyes of more than one person. Sharing files can become a nightmare if you’re not using a file collaboration tool. You could end up with multiple versions and a lot of confusion.
    Instead, use a platform that makes file collaboration harmonious. The most up-to-date version will be available to those that have permissions, and all members can co-edit without the fear of overwriting. Employees can also access those files from any device so they can review on the go.
    You’ll also want to make sure your platform has file backup in real-time to ensure that nothing is lost. File restoration is another feature to ask about, which can quickly reinstate your documents in the event of data loss.

    Email and Calendaring

    As email remains the most used channel for business communications, a good remote work environment dictates the need for a smoothly operating inbox for employees to tackle all those additional messages sent across the distributed team.  In particular, with remote work environments, advanced security should be top of mind.  Look for solutions that come with advanced security features such as: anti-phishing and anti-malware protection, real-time link scanning, encryption, data loss prevention and comprehensive IT administrator control.  You’ll want to rely on your eMail provider to identify threats and resolve them in real-time so your remote workers can focus on deliverables rather than worrying about malicious intent.

    Mobile Device

    BYOD (Bring Your Own Device) is already a standard policy across most companies.  In a remote work environment, keeping a smart phone or tablet charged during business hours is important because they are the ultimate utility tools.  As the number of virtual meetings inevitably increases, it is not uncommon to be stuck on a less important conference call when another party urgently needs to reach a team member for a quick discussion.  Ideally the conversation can take place concurrently via chat but sometimes that’s not enough.  That’s when remote workers will be thankful that they have their cell phone charged up.  Additionally, In the case where a home Wi-Fi drops service for any amount of time, a mobile device may become the back up for calls, texts, emails or even video conferencing through your cellular network.  It’s an instant-on business world and extended disruptions of any kind are frustrating.  As remote workers set up their home workspace, be sure they install the mobile version of email, calendaring, chat, video conferencing, and file sharing apps on their mobile phone so they’ll be ready to handle any scenario.

    Webinar Platform

    For the company all-hands meetings, customer presentations or any other virtual meeting beyond 10 participants, consider a webinar solution to support your team in delivering their presentations.  Webinar solutions are specifically designed for broad communications across a distributed audience.  Look for offerings that support HD video broadcasting with easy screen sharing, audience Q&A, real-time polling, and custom invitation functionality.  the moment a company employee takes the virtual stage and an audience is paying attention, you won’t regret having selected the right toolset that is easy to use.

    Working Successfully at Home Starts with the Proper Setup

    For remote workers to be successful, they need the support of management to ensure they have the proper setup and environment. Businesses can provide this with the best technology and guidance. With these aspects, you’ll be better able to manage your remote teams as well.

  • COVID-19 and Cybercrime

    FBI Warns of Email Phishing Attacks in COVID-19 Pandemic

    Several of our clients have reported an increasing amount of phishing email messages showing up in their Inboxes and those of others in their organizations. The global efforts to combat the COVID-19 pandemic have understandably diverted much of our attention. Businesses large and small are reeling from the economic impacts. More than ever, we must keep our cyber guards up.
    Cybercriminals are always looking for new ways to steal your money, identity and data. Protect yourself and do your research before clicking on links purporting to provide information on the virus, donating to a charity online or through social media, contributing to a crowdfunding campaign, purchasing products online, or giving up your personal information in order to receive money or other benefits. These are just a few of the ways cybercriminals are using to infect computers with malware, steal usernames and passwords, gain access to business information and more. On Friday March 20, 2020, the FBI issued an alert addressing these emerging threats.
    According to the FBI alert, phishing emails are being sent daily in record numbers. Be on the look out for phishing emails that ask you to verify your personal information in order to receive an economic stimulus check from the government. While talk of economic stimulus checks has been in the news cycle, government agencies are not sending unsolicited emails seeking your private information in order to send you money. Phishing emails may also claim to be related to:

    • Charitable contributions
    • General financial relief
    • Airline carrier refunds
    • Fake cures and vaccines
    • Fake testing kits

    Also watch out for emails claiming to be from the Centers for Disease Control and Prevention (CDC) or other organizations claiming to offer information on the virus. Do not click links or open attachments you do not recognize. Fraudsters can use links in emails to deliver malware to your computer to steal personal information or to lock your computer and demand payment. Be wary of websites and apps claiming to track COVID-19 cases worldwide. Criminals are using malicious websites to infect and lock devices until payment is received.
    Remember, you are the first line of defense against phishing attacks and malware infections. Following these simple steps will limit your chances of biting on a phishing scam or malware infection:

    • Don’t open messages from unknown senders
    • Do not click on any links. By hovering your mouse pointer over the link, you can see the actual link displayed in a pop-up info balloon. If the link address looks unusual or does not match the site it states it’s from, it’s a phishing attempt.
    • Call the sender and ask them if they sent you the message. Only follow the link or open the attachment if you can verify its legitimacy with the sender.
    • Do not provide personal information to any unsolicited requests for information
    • Type in a trusted URL for a company’s site into the address bar of your browser to bypass the link in a suspected phishing message
    • If you want to donate, visit the fundraising organization’s web site directly, don’t use any links from any other source.
    • Only provide personal information on sites that have “https” in the web address or have a lock icon at bottom of the browser
    • Immediately delete messages you suspect to be spam

    Email phishing messages can be safely deleted. If a message appears suspicious and you would like help determining whether it’s a phishing attack or not, please call our office at (209) 790-4560 option 2, or send us an email at support@ntelogic.com.
    If you believe you have already responded to an email phishing message, clicked on a suspicious link or opened a suspicious attachment, notify your supervisor and manager, and then call our office at (209) 790-4560 option 2.

    Remember to always stay safe online and think before you click!

  • Five Simple Ways to Spot Phishing Emails

    Five Simple Ways to Spot Phishing Emails

    Five Ways to Spot Phishing Emails

    Did you know that 9 out of 10 data breaches today involve a phishing attack? These attacks typically consist of fake emails designed to look like they’re coming from a brand or institution that you trust or do business with.

    Their goal is to compel you to click a link or download an attachment, which then, puts malicious files on your computer. This can enable hackers to steal your identity, breach your employer’s systems, and more.

    The best way to defend yourself against phishing attacks is to identify phony emails before you click on them.

    Here are the five simple ways to spot a phishing email:

    1. Who’s the real sender?
      Make sure the organization name in the From line matches the email address between the brackets: Sam Sender <sam.sender@hisdomain.com>. Watch out for typos or foreign domains – think amaz0n.com or microsoft.com.ch
    2. Check the salutation
      If you have a relationship with the sender’s organization, the email should always greet you by name, not the generic :Dear valued customer”.
    3. Hover your mouse
      Use the mouse hover trick to see the full URL (web address) of any link you’re asked to open. DO NOT click the link, just hover your mouse pointer over the link and the full web address will be displayed. If you don’t recognize the web address, don’t click it.
    4. What’s in the message footer?
      The footer of any legitimate email should include at a minimum:
      – A physical address for the business
      – An unsubscribe button
      If either are missing, the message is likely fake
    5. When in doubt, hit DEL
      If you don’t know the sender or something just doesn’t seem right with the message, simply delete it. If it’s a legitimate message, the sender will resend the message or contact you some other way.

  • Barracuda Email Spoof

    What the Barracuda Email Spoof Means for Your Business

    Elaborate Scheme to Steal O365 User Credentials

    The email spoof remains one of the favorite tools used by cyber-criminals to phish information. A recently uncovered scheme moved the bar up in terms of sophistication. As if using known brands wasn’t enough, this latest phishing attempt spoofed one of the leading email security firms. As a result, the implications are scary.
    Internet security training firm KnowBe4 reported how the attackers took great effort to cover their tracks. A typical email spoof involves forging the sender address. Known and trusted brands are used to trick recipients into opening the message. This attack however,  went beyond using a known brand and forged the email message header information. In an attempt to give increased credibility, the attackers spoofed the message header information as if the message had been safely validated by Barracuda Networks, an email security company known for tracking and reporting email shenanigans like email spoofing.
    Once a recipient opened the message, they were asked to login to their Office 365 account. The illegitimate landing page was a complete duplicate of the real Office 365 portal. Even a savvy user who took the time to review the message header information could have easily surrendered their O365 account credentials. This is the scary part – this tactic will likely be used over and over again, using other, well known security brands.

    What’s a Small Business to Do?

    If you’ve not discussed how to spot an email spoof with your teams, now is the time. Email phishing attacks are at an all time high. Remind staff to be vigilant and question any email that doesn’t seem quite right. The best rule-of-thumb is to think before you click.
    A plethora of email security solutions are also available. From simple to sophisticated, there is an email security solution for every budget. Talk to your IT department or give us a call about email security in your office.

  • Email Phishing Attacks – What You Need to Know

    Over the past 48 hours, we have seen a large spike in email phishing activity. Our Support Department has received calls from several users who have reported receiving email messages that turned out to be phishing attempts. We thought it a good time to share some information about what email phishing attacks are, how to identify an email that is attempting to phish information and what to do if you believe you have received an email phishing message.

    What are email phishing attacks?
    According to the US Department of Homeland Security’s Computer Emergency Readiness Team, email phishing is an attempt by an individual or group to solicit personal information from unsuspecting users by employing social engineering techniques. Phishing emails are crafted to appear as if they have been sent from a legitimate organization or known individual. These emails often attempt to entice users to click on a link that will take the user to a fraudulent website that appears legitimate. The user then may be asked to provide personal information, such as account usernames and passwords, that can further expose them to future compromises. Additionally, these fraudulent websites may contain malicious code.

    Tech-savvy con artists and identity theft criminals will use spam, fake websites constructed to look identical to real sites, email and instant messages to trick you into divulging sensitive information, like bank account passwords and credit card numbers. Once you take the phisher’s bait, they can use the information to create fake accounts in your name, ruin your credit, and steal your money or even your identity.

    How do I identify a phishing email?
    If you receive an email message that appears to have been sent from a coworker, vendor or other trusted third-party and it’s requesting you to click on a link, open an attachment, take an action (like issuing a check or buying gift cards), or sending information about employees, bank accounts, customers or vendors, it may be a phishing attempt. Stop and scrutinize the message carefully. Here’s some clues to look for that will help determine if the message is a phishing attempt:

    • An email phishing message typically will use awkward sentence structure or use words in the wrong context. Nouns and punctuation may be used incorrectly.
    • An email phishing message will suggest that you requested some information and will ask you to click on a link or open an attachment.
    • A phishing email can look like a fundraising message for a recent disaster or other newsworthy event.
    • A link may be disguised to look like a legitimate site, such as Amazon, Microsoft or a bank.

    I think I just received an email phishing message. What should I do?
    If you think you’ve received an email phishing message, the most important action to take is to stop – don’t click any links, don’t open any attachments, and don’t reply. Some other actions to take are:

    • Don’t open messages from unknown senders
    • Do not click on any links. By hovering your mouse pointer over the link, you can see the actual link displayed in a pop-up info balloon. If the link address looks unusual or does not match the site it states it’s from, it’s a phishing attempt.
    • Call the sender and ask them if they sent you the message. Only follow the link or open the attachment if you can verify its legitimacy with the sender.
    • Do not provide personal information to any unsolicited requests for information
    • Type in a trusted URL for a company’s site into the address bar of your browser to bypass the link in a suspected phishing message
    • If you want to donate, visit the fundraising organization’s web site directly, don’t use any links from any other source.
    • Only provide personal information on sites that have “https” in the web address or have a lock icon at bottom of the browser
    • Immediately delete messages you suspect to be spam

    Email phishing messages can be safely deleted. If a message appears suspicious and you would like help determining whether it’s a phishing attack or not, please call our office at (209) 790-4560 option 2, or send us an email at support@ntelogic.com.

    If you believe you have already responded to an email phishing message, clicked on a suspicious link or opened a suspicious attachment, notify your supervisor and manager, and then call our office at (209) 790-4560 option 2.

    Remember to always stay safe online and think before you click!