Office 365 is a complete cloud solution that allows you to store thousands of files and collaborate on them, too. In addition to its productivity features, the service comes with security and compliance solutions that will help businesses avoid the crushing financial and legal repercussions of data loss. However, even with its comprehensive security tools, the service has some data security risks that need to be addressed. The following tips will keep your business data private and secure. Take advantage of policy alerts Establishing policy notifications in Office 365’s Compliance Center can help you meet your company’s data security obligations. For instance, policy tips can warn employees about sending confidential information anytime they’re about to send messages to contacts who aren’t listed in the company network. These preemptive warnings can prevent data leaks and also educate users on safer data sharing practices. Secure mobile devices Since personal smartphones and tablets are often used to access work email, calendar, contacts, and documents, securing them should be a critical part of protecting your organization’s data. Installing mobile device management features for Office 365 enables you to manage security policies and access permissions/restrictions, and remotely wipe sensitive data from mobile devices if they’re lost or stolen. Use multi-factor authentication Don’t rely on a single password to safeguard your Office 365 accounts. To reduce the risk of account hijacking, you must enable multi-factor authentication. This feature makes it difficult for hackers to access your account since they not only have to guess user passwords, but also provide a second authentication factor like a temporary SMS code. Apply session timeouts Many employees usually forget to log out of their Office 365 accounts and keep their computers or mobile devices unlocked. This could give unauthorized users unfettered access to company accounts, allowing them to steal sensitive data. By applying session timeouts to Office 365, email accounts, and internal networks, the system will automatically log users out after 10 minutes, preventing hackers from opening company workstations and accessing private information. Avoid public calendar sharing Office 365’s calendar sharing features allow employees to share and sync their schedules with their colleagues. However, publicly sharing this information is a bad idea because it helps attackers understand how your company works, determine who’s away, and identify vulnerable users. For instance, if security administrators are publicly listed as “Away on vacation,” an attacker may see this as an opportunity to unleash malware on unattended computers. Employ role-based access controls Another Office 365 feature that will limit the flow of sensitive data across your company is access management. This lets you determine which user (or users) have access to specific files in your company. For example, front-of-house staff won’t be able to read or edit executive-level documents, minimizing data leaks. Encrypt emails Encrypting classified information is your last line of defense to secure your data. If hackers intercept your emails, encryption tools will make files unreadable to unauthorized recipients. This is a must-have for Office 365, where files and emails are shared on a regular basis. While Office 365 offers users the ability to share data and collaborate, you must be aware of potential data security risks at all times. When you work with us, we will make sure your business keeps up with ever-changing data security and compliance obligations. If you need help securing Office 365, we can assist you, too! Contact Multi IT today on 011 435 0450 for details.

It’s no secret that cutting costs is one way to increase profit. When it comes to tech, most businesses do this by bringing their operations to the cloud, hiring pay-as-you-go service providers, and uninstalling unnecessary software. Another way to reduce costs is by swapping bulky desktops for thin or zero clients. What are thin and zero clients? Thin clients are stripped-down computers with minimum processing power and memory. They rely on a basic operating system and a network connection to access a more powerful system where almost all computing processes take place. Zero clients work the same way. The only difference is that there’s no local storage or operating system installed on the device; all the software, storage, and processing power sits on a server until you need it. This setup makes it ideal for cutting costs. Reduced hardware costs When it comes to upfront costs, thin and zero clients are the obvious choice. Conventional desktops start at $300 per user, while thin clients can go as low as $90 per user. And since they have no hard drive or other moving parts, lean devices tend to be more durable and have a longer lifespan than their traditional counterparts. Simplified IT management Another benefit of thin clients is that they can be managed from a server. Suppose a new software update was released. Instead of manually downloading the patch on each computer, you can simply install the update on your server and roll it out to all thin clients. Apart from upgrades, you can make backups, security configurations, and application deployments in the data center. This quickens setup, reduces downtime, and increases employee productivity. Minimized security risks Thin clients also help you prevent costly malware attacks and data breach incidents. Your employees and poorly managed endpoints are the biggest vulnerabilities with traditional desktops. Thin and zero clients reduce these problems by limiting direct access to the operating system. This keeps employees from copying sensitive data to removable media and installing software, malicious or otherwise. If your thin client is damaged or corrupted, you don’t have to worry about your data, as it’s originally stored in an impenetrable server. Decreased energy consumption Because processing is done locally, traditional desktops generate a lot of heat and require more power, which results in huge power and cooling bills at the end of the month. By contrast, thin and zero clients consume only 4 to 6.5 watts of power, almost 1/50th of thick client requirements. What’s more, they require little to no cooling, allowing you to enjoy significant cost savings. When looking for cost-cutting solutions, thin and zero clients should never be overlooked. The reduced hardware costs, power bills, and security risks are just too good to pass up. But if you’re still unsure about this technology, give Multi IT a call on 011 435 0450. We’ll assess your tech needs and determine whether or not thin or zero clients can help you succeed.

We all want to become more productive. Business gurus always emphasize the importance of time management and taking breaks to avoid burnout. But aside from motivating yourself to work more efficiently, there are plenty of tools that increase your daily output. If you use a computer all day, check out these productivity-boosting tips. Monitor productivity levels Start by tracking how much work you complete on an average day. There are useful apps for this such as Google Chrome Extensions like RescueTime, which record your most frequently visited sites and track how much time you spend away from your computer. Running the app will provide you with a productivity rating and a detailed log of how you spend your time at work. If you discover you’re wasting a huge portion of your time on social networking and other productivity killers, you’re more likely to make conscious adjustments on how you manage your time. Get rid of clutter You can also decrease distractions and increasing output by deleting old files, uninstalling unused programs, and organizing documents into appropriately labeled folders. This makes files easier to find and improves your computer’s performance. As for the clutter in your email inbox, Gmail and Outlook both have features that filter out unimportant messages. Simply enable Priority Inbox on Gmail or Clutter on Outlook to get a clean, spam-free inbox. Block time-wasting sites Visiting non-work-related websites hinders productivity. A quick five-minute break to check your Facebook feed may not seem like much, but a few of those per day add up to a lot of time. If you and your employees have trouble staying away from social media sites like Facebook, Instagram, and Twitter, it’s a good idea to block access to them using URL filters. Alternatively, you can use apps like StayFocusd or Strict Workflow. These allow you to set a limit on how long and how many times users can visit non-work-related sites. Stay on track with to-do lists To-do lists help you break down large projects into manageable, bite-sized tasks. Crossing things off the list is surprisingly satisfying since it gives you and your employees a sense of accomplishment and total visibility of your progress. You can choose from a wide variety of digital to-do lists like Google Tasks or Trello. These platforms allow you to set deadlines for small tasks and write clear instructions for each. What’s more, they’re incredibly easy to use and are great for keeping track of your workflow. Use keyboard shortcuts Mastering keyboard shortcuts will make it easier to perform simple functions. There are more than a hundred useful shortcuts, but some that you should always keep in mind are: Ctrl + C, Ctrl + V, Ctrl + X – to copy, paste, and cut selected items Ctrl + Z – to undo changes Ctrl + T – to open a new tab on your web browser Alt + Tab – to switch between open windows Alt + F4 – to close the program For many more like these, take a look at this list of advanced shortcuts for Windows. In this digital age of short attention spans, focus is key to achieving business success. Drop Multi IT a line today on 011 435 0450 if you’d like to know more about how tech can induce focus and improve overall productivity.