Tag Archives: employees

Employees Keeping Your Data Safe? Don’t Count On It

10 Aug 16
lverbik
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The biggest block to protecting your company’s data is employee ignorance about cybersecurity. In fact, your employees are probably compromising your data right now and aren’t even aware of it.

In case you haven’t read the reports, a statement from one of the many companies recently forced to close its doors following a cyber-attack involving one of their own employees brings the point home:

“Code Spaces will not be able to operate beyond this point. The cost of resolving this issue and the expected cost of refunding customers who have been left without the service they paid for will put Code Spaces in an irreversible position both financially and in terms of ongoing credibility.”

Root cause of the disaster? Very likely a phishing attack that one of their own team members unwittingly played a key role in.

If you want even a ghost of a chance that your data remains safe and secure, you MUST be aware of the five ways your employees are probably putting your company at risk right now:

Risky Passcode Practices

A good rule of thumb is, if you can recall a password, it’s probably not safe. Require the use of a random password generator to keep weak passcodes from being the weak link in your data’s defenses. Invest in a company-wide password protection system. And wherever possible, use two-factor authentication for logins to critical sites.

Working Outside a Secured Network

It’s great that your team loves to collaborate. Just make sure it’s done in a secure network. E-mail-sharing and file-sharing over a non-secured network can lead to leaks. Train your team to share sensitive messages and files only within a secure company network. Even better, invest in encryption and collaboration tools that keep your data extra-safe while in transit. After all, great teams need to collaborate. Just make sure it’s getting done without putting your data at risk.

E-mail Naïveté

Most people are aware by now that clicking on unknown links in an e-mail can lead to trouble. Yet clever hackers are sending ever more appealing e-mails that trick the unwary into clicking. Insist that no attachments from unknown sources are to be opened. And require that users on your network look up unknown links before blindly clicking on them.

Unattended Devices

Walking away from an open laptop in a coffee shop is a recipe for disaster. Yet even at the office, stepping away from a workstation can expose sensitive data to snoops. Insist that wherever your team works, they maintain complete visual control over any screen showing confidential company data.

Malicious Acts

You may find it hard to believe, but employees leaking critical data on purpose happens all the time. It may be for a personal venture – or a personal vendetta against your company. Regardless of the cause, it’s always a risk. And you may not see it coming. Safeguard all data coming into or going out from your company. And always change access codes whenever someone leaves your employ – willingly or unwillingly.

Protecting company data in today’s fluid and fast-changing business environment is tough work. If you don’t have a robust protection plan in place, your critical data IS at risk.  Safe data practices by your employees are absolutely critical to your company’s success and survival.

Need an ally to help protect your data from employee sabotage – accidental or otherwise?  Call us today at 317-857-0150 to schedule a complimentary review.

Four Rules of Email Etiquette Can Save Your Reputation

25 Nov 15
lverbik
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You may not think of email as having such power, but just as a great email can bring in the business—so these email mistakes can drive customers away and ruin your reputation. And pretty quickly too, if they’re repeated on a consistent basis.  What business technology can do for you can be rapidly undone if you or your employees ignore these four simple rules of email etiquette:

  1. Always use proper spelling and grammar

You would be surprised at the amount of emails that get sent with misspellings, typos and poor grammar. Now, not everyone is a great writer, but there is a fundamental professional standard you should meet that involves using spell-check on every single business email you write. Send enough poorly written emails and the unspoken message you are sending your customers is that you are unprofessional, you don’t care about details, you’re not a quality company—or worse, you’re not even legit. Spelling matters!

  1. Be careful who you CC

We all use group email to keep the team looped in. But this practice can go horribly wrong when you hit the reply button carelessly. If you’re not alert, you may “reply all” when in fact you don’t want specific team members to receive the email. Or how about forwarding or replying and you’ve written something negative about someone on the email thread?  Get out of the habit of thoughtlessly hitting “reply all”—and make it your habit to select recipients one by one every time before you hit “send.” (And, p.s. it is a good practice to NEVER write a negative email. They never disappear and may end up being forwarded and causing harm.)

  1. Don’t be in a hurry when emailing

Emails written in a hurry are obvious to the recipient. Some of the things that can go wrong with them are: unfinished emails sent, typos, incorrect information.  Then you’re forced to send an awkward follow-up email where you have to explain your mistake. Very unprofessional! Moral: Slow down and give your full attention to each email you compose. People know when you’ve rushed through and it sends the message to them that they are unimportant to you. No matter how short the email or seemingly trivial, take your time to honor your recipient and get it right.

  1. Double-check the recipient before you hit “send”

This is another frequent blunder that happens when we get in a hurry and go on autopilot. The culprit is the autofill function. You think you’ve typed in someone’s name and unbeknownst to you, autofill has populated the “to” line with a different person of similar name or address from your contacts and you’ve hit send. This kind of error can be anywhere from embarrassing to downright dangerous, depending on the type of information you are sending out, e.g. confidential corporate info.

These rules of email etiquette are important enough to share with your employees as we all take on the role of representing our employers. Your reputation is at stake and no matter what you email or whom you email, take time, slow down, give it your best, and make sure it’s right before you hit send.  If you have any tips to add to this list, comment below! For more ideas, contact Techno Advantage today!