BYOD: Intensive Setup Ensures a Successful Implementation

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shutterstock_292636697The debate today isn’t whether or not to implement a bring your own device (BYOD) program — it’s how to best go about making the transition to BYOD as smooth as possible. Many businesses have learned that a BYOD program improves productivity and reduces costs. A 2014 survey by research firm Tech Pro found that 74% of businesses surveyed either had an existing BYOD program or were planning to create one.

Despite the popularity of BYOD programs, moving from work devices to employee-owned devices is not an instant switch. Businesses need to be mindful of the fact that planning and maintaining will be required until the transition is complete. There are four major steps that a business can follow to make this transition as smooth as possible.

1) Have a Clear Goal

A business with a clear vision for its BYOD program will be able to implement it smoothly and efficiently. Some benefits of determining a goal in advance include:

  • easier management,
  • higher productivity, and
  • happier employees.

With a clear end goal, everyone involved in the BYOD implementation process will know what they are trying to achieve and why.

2) Communicate with IT

Good communication with the IT department is key to successfully implementing a BYOD program. Businesses should answer two key questions before beginning the BYOD program:

  • What devices are supported?
  • Of those devices, what will the business allow to be used?

An employee could potentially use their cell phone, tablet, and/or laptop or other personal computer in a BYOD program. Businesses should know which devices their IT department can best handle. For more uniformity of devices used, businesses could also look into partnering with a vendor that will allow employees to buy devices at a discount. This will make for easier management and streamline any repair or troubleshooting processes.

3) Carefully Create the BYOD Policy

There are many factors to consider when creating a BYOD policy, including:

  • Participants in the program
  • Eligible devices
  • Levels of employee access to business data
  • Security considerations
  • Whether or not to install a monitoring program
  • What to do if a device is lost or damaged
  • How much control the business will have over installed and banned apps
  • The exit process for an employee who is leaving the business

4) Train Employees

Once setup is complete, it’s important to ensure that all employees who are a part of the program have been properly trained. Communication is again key here; a meeting should be scheduled in person and employees should be aware of the policy regarding BYOD. Initial training will likely take time and resources, but once training is complete and the program is in place, future updates should be quick and efficient.

A BYOD program may seem like a lot of work, but it will soon lead to increased productivity and decreased costs. By being prepared beforehand, a business can ensure that the transition is as smooth and streamlined as possible.

Big Data Security Measures: Learning from the Antivirus Industry to Keep Data Safe

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shutterstock_195687113In recent years, there have been security breaches at a number of large companies that resulted in the loss of personal data for thousands of people. All entities involved in big data – including both vendors and consumers – should be looking to create and use standard security measures to keep their data safe.

Big Data Protection Challenges

There are quite a few major challenges involved in the security of big data, not the least of which is that most current security measures are meant for the protection of small-scale, static data. Because big data comes in the millions of terabytes – as opposed to a much lower number of files saved to an individual hard drive – big data security must be quick, adaptable, and tailored towards multiple entry points. Security for big data has several areas of weakness.

Audits. If something does go wrong, businesses need to be able to determine how and why in order to improve their security. These audits should be detailed and easily scalable.

Data Mining. Customers or clients may not know what information is being gathered. With weak security, private information can be stolen, resulting in loss of both money and trust.

Data Storage. Because big data is too large to be moved manually by the IT department, a company has less control over how and where it moves. Auto-tiering can make this process much easier, but businesses should keep in mind that it requires extra security measures.

Encrypted Access. Security measures need to strike a balance between the encryption needed to keep big data safe and the need of users to access this data efficiently.

Input Validation. Collections of big data usually have millions of inputs from various access points. Any business collecting big data must ensure that all sources of input are validated and trusted.

Real-Time Monitoring. Although real-time monitoring is improving – and providing a way to see exactly what’s happening at any given moment – businesses should be aware that it can generate false positives.

Improving Security

Despite the differences between big data and the data found on a general user’s computer, cloud experts believe that the antivirus industry may hold the key to better big data security. This is not only because antivirus vendors already have experience in battling viruses and other malware, but also because they share information on threats and how to defeat them.

Businesses often depend on secrets in order to keep ahead of their competitors, but in the antivirus industry, threat data is open and allows multiple industry leaders to work on a solution. This benefits everyone who uses a computer, no matter what antivirus they choose to use. Cloud experts believe that being open and seeking to share is what will enable big data security measures to be improved quickly and efficiently.

5 Ways to Save Money With VoIP

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shutterstock_242227783Old-fashioned private branch exchange (PBX) systems are being replaced by Voice over Internet Protocol (VoIP) services in many businesses. VoIP has a number of benefits, not the least of which is that it can save a company money. The top five ways VoIP saves money are:

  • low-cost installation and replacement,
  • lack of replacement parts,
  • free premium features,
  • affordable company phone numbers, and
  • reduction in IT costs.

Installation and Replacement

Legacy phone systems can become quite expensive to install or replace due to the hardware they require. In contrast, there are some VoIP systems that require nothing more than a headset and software. For businesses that already have a legacy system but are looking to switch, some VoIP providers can even adapt and use the existing infrastructure.

Replacement Parts

VoIP’s lack of reliance on hardware also means that it doesn’t need as many replacement parts as a legacy phone system, which can break down due to age. With technology constantly evolving and traditional PBX losing popularity, businesses may find that replacement parts for a legacy system become harder to find and more expensive to purchase as the years pass. An IP system, on the other hand, has few components that may break in the first place, and anything that does need to be replaced can easily be found.

Premium Features

Legacy systems often add extra charges for necessary features like long distance calls, call forwarding, and voicemail. With VoIP, many of these features are already included in the base software. Because the internet connects in the same way both locally and internationally, this can be especially beneficial for businesses that often make long distance calls.

Company Numbers

Being able to contact core employees quickly can help a business succeed, but many employees prefer to keep their personal numbers private. Because VoIP numbers can connect directly to an employee’s phone, a business can reach employees without requiring their personal numbers. With the recent FCC ruling that gives VoIP providers the same access to numbers as telecom providers, businesses will no longer have to deal with third parties in order to contact essential employees quickly.

IT Cost Reduction

An increase in technology often means growth of the IT department, but a major benefit of VoIP is that it doesn’t require multiple professionals to function. With VoIP, the professional who fixes the phones also fixes any network issues because they’re both internet-based.

While switching over to VoIP may require an adjustment period, these five benefits make it cost-efficient for most companies. Businesses will reduce IT costs, keep in contact with core employees, have free access to necessary features, and save money on both installation and replacement costs.

Security Breaches: How DLP and DAM Help Keep Critical Data Secure

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shutterstock_147262505With the current focus on detection and malware, many companies may be overlooking core data security as a front-line defense. While it’s important to prevent intrusion through detection tools, a safer and more balanced approach to security is to also focus on complementary protection solutions Data Loss Prevention (DLP) and Data Activity Monitoring (DAM).

Data Loss Prevention

DLP focuses on the effect of end users on security by ensuring that users cannot send critical data outside of the network. When DLP was becoming popular in 2009, many in the security industry thought it would be a single-step solution to securing data. However, it became apparent that DLP was not enough on its own and that it should be combined with DAM.

 

Data Activity Monitoring

While similar to DLP, DAM focuses on data that is moving through the system. This can include end users but also encompasses privileged users, access, applications, and usage. More importantly, DAM monitors and sends out alerts for suspicious activity and blocks this activity and/or the users responsible for it, halting any unauthorized access.

 
Using Both Technologies

Businesses will have better data security from the inside out by using both solutions as a complement to each other. This is especially important as current technology trends are moving more and more towards the use of the cloud, mobile data, and a mobile workforce. Because many DLP solutions haven’t improved at the same rate as these trends, DAM should be used concurrently to allow real-time monitoring of sensitive data all over the system and network.

Keeping up With the Trends

Technology is constantly growing and evolving on both sides of the security fence. A business should ensure that its security solution is current with the latest security techniques and compatible with DAM. When looking for DAM software, businesses should consider the following questions:

  • Is the DAM up to date with the latest trends?
  • Can it work in real time?
  • Can it be easily deployed?

DLP and DAM are best used together to provide a broader area of protection through the use of monitoring, alerts, and the ability to block suspicious users or activities. By knowing and keeping up with current trends and focusing on the security of core data, businesses will ensure their data is kept safe.

SaaS Security: 5 Ways to Keep Sensitive Data Secure

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shutterstock_132157016A majority of organizations–60% according to technology news site SiliconANGLE–are adopting a cloud-based model for business processes. Many of these businesses have joined the movement because Software-as-a-Service (SaaS) offers benefits to both small businesses and large. However, while most SaaS vendors have good security and compliance, businesses should always be aware of how their sensitive data is being kept safe.

To secure data in the cloud:

  • Carefully choose a vendor
  • Implement an access policy
  • Avoid sending sensitive data to the cloud
  • Employ standard security measures
  • Audit security controls

Choosing a SaaS Vendor

Good security starts with the vendor, your partner in protecting data.

When considering the right vendor, choose one who offers security features like password protection, user controls, and data encryption. Understand the vendor’s process, where your data is stored, how it’s backed up, and the process for data recovery. A reputable vendor will also be happy to provide a list of references to show that they’re reliable and committed to security.

Implement Access Policies

Put an access policy in place that limits who can access sensitive data and from which machines. Some businesses may find data easier to secure by allowing employees to access company resources only from their work computer rather than a personal device that may not be as up-to-date with antivirus software.

Don’t Send Sensitive Data

If data is important and very sensitive, it should be kept off the cloud completely, no matter how secure the SaaS model. One of the many benefits of cloud-based computing is integration that allows access to many functions from one access point. However, it isn’t necessary for all data to be available via the cloud. Store sensitive data locally for better security.

Employ Standard Security Measures At A Minimum

Keeping data secure is not only the job of the SaaS vendor and the IT department. Users of the system are also responsible. Employees should know how to create a strong password and help keep their machines up-to-date with antivirus software. A secure password recovery protocol will also help keep the system secure, especially for businesses with a mobile workforce.

Auditing

Finally, businesses should ensure that their security measures are regularly audited. While many SaaS vendors will use a third party to audit, businesses should also have an internal team or their own third party focused on regular audits.

In the past, companies shied away from cloud solutions for fear of data security. That risk has been greatly minimized today, allowing the benefits of cloud computing and SaaS to outweigh the risks. Still, cautious organizations can reduce risk even further using the tips above to keep data secure.

Cloud Deployment: Learn From These 3 Mistakes Before Committing Them

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shutterstock_217358389Enterprises are all unique, each with unique systems and unique issues in regards to cloud deployments. This means that the majority of enterprises will have to use a trial-and-error process when it comes to their first cloud deployment. Some issues that might arise when adopting the cloud for the first time include:

  • Data integration
  • Governance
  • Poor design of applications

Fortunately, enterprises can quickly adapt, especially if they are aware of common issues before they deploy to the cloud.

Poor Performance

Cloud systems perform well when they are properly implemented and have well-designed applications. Businesses looking to deploy the cloud should first make sure that their application design is as efficient as it can be. This will reduce a number of issues that the cloud’s ability to auto-provision won’t capture.

Security Measures

Security should be the first thing an enterprise thinks about when adopting cloud deployment, but many businesses treat it as an afterthought. Adding security measures, governance, and compliance after the cloud has been deployed often does not work and, when it does, it does not offer the same protection. A business looking to move to the cloud should ensure that its security is built-in from the very start and that it applies to the entire system.

Vague Objectives

Each enterprise should consider its unique requirements and objectives before deploying the cloud. Many businesses think in terms of technology, rather than in terms of what their company actually needs, which is part of what leads to incompetent security measures. These businesses should instead think ahead about what they need in order to ensure continued success. A lack of attention to core business processes or data security will lead to an unsecured cloud (at best) and security breaches (at worst).

When a business is educated about common issues that lead to cloud failure, the business is more likely to succeed. Before even considering vendors, businesses should know their objectives for the cloud and ensure their applications are designed to take advantage of what the cloud offers. The planning stages should also be concerned with security measures, in order to ensure that the cloud will be secure from the moment it is deployed. By knowing these common mistakes, and taking them into consideration beforehand, businesses can look forward to a successful cloud deployment.

Utilizing DRaaS as a Gateway to the Cloud

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shutterstock_153859988Technology can be a frightening thing, especially to those without a firm understanding of how it works and what can be accomplished. Take, for instance, the advent of the steam locomotive in the 1800s. In spite of the numerous advantages it offered, many people were afraid that, at speeds topping 30 mph, their bodies simply wouldn’t hold up to the stress of traveling that fast.

The same sort of fear and hesitation that kept people from riding steam locomotives is still present today when it comes to adopting new and improved technologies. When the cloud first debuted, many companies were highly skeptical of this new and then-untested technology. Years later, companies are moving beyond skepticism to adopt effective strategies to utilize the cloud to its full potential.

Embracing the Cloud With DRaaS

So what is Disaster Recovery as a Service (DRaaS)? It’s a solution that takes what service providers know about disaster recovery (DR) to ensure continuity within the cloud infrastructure. Instead of facing capital expenditures for physical DR infrastructure, businesses can instead leverage the economies of scale offered through the cloud.

By embracing DRaaS solutions instead of traditional recovery services, customers can effectively utilize cloud infrastructures to host critical production applications and workloads with business continuity in mind. With successful failover testing, skeptical companies can overcome the fear of the unknown and acclimate to cloud-based DR solutions. This can help eliminate much of the fear and dread that comes with moving workloads to a seemingly unfamiliar environment.

Where to Begin?

It’s important for service providers to understand how a good start can help cultivate long-term success. Using DRaaS as an entry point for approaching a cloud services strategy can not only be beneficial for establishing a robust offering within a service provider’s portfolio, but it can also help providers expand their customer bases through established offerings.

Embracing DRaaS is not just considered the fastest way for businesses to join the cloud, but also the fastest-growing way. According to a recent Gartner report, DRaaS is set to become one of the fastest-growing sectors within the cloud market, overtaking traditional recovery services by 2018. Today, few people think much of boarding today’s locomotives that regularly surpass 200 mph. With DRaaS as the established gateway for a host of cloud services, few companies will see any problem with embracing the cloud.

Avoid Common Hazards When Purchasing Business Systems

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shutterstock_294833330For some time now, experts have indicated that spending on enterprise software will explode in 2015. Keys to survival for businesses will include employing prudence amidst all that spending and investing in business systems that will help them maintain a competitive edge.

Here are five suggestions proven to help avoid some common hazards associated with enterprise software purchases.

 

Employ a single, integrated solution

With an integrated solution, real-time visibility is guaranteed; accurate representations of data across departments and for key decision-makers will enhance effectiveness as well as the ability to plan ahead. This is not possible with incompatible systems, which invariably give rise to increased costs and diminished efficiency.

Look to the future

There’s a lot at stake here, yet this no-brainer is still routinely ignored in many businesses. Since one of the things at stake is money, it should be standard operating procedure to give IT vendors the third degree regarding upgradeability.

This truly is a case of caveat emptor, the onus is actually on the buyer to anticipate the future and ask the right questions. There are some vendors who take a “Well, they didn’t ask about upgradeability!” attitude when problems arise.

Continue education

Too often, companies do not investigate offerings thoroughly enough. There is a tendency to succumb to brand recognition and commit to a solution that is well-known, but substandard in that it will not address the challenges at hand. Some settle for the “good,” which is the enemy of the “best,” due to pressure from management or time constraints.

With all of the competition in the business systems market, the ideal solution is out there. It might not show up in the next five minutes, but rest assured that the short-term effort will be worth avoiding the long-term pain.

Innovate

Familiarity can prevent a company from decommissioning that outdated legacy business management system in favor of a modernized IT infrastructure. Increasing data demands are apparent, as is that gnawing certainty that the old system will indeed implode sooner or later.

The stakes are high–too high for that kind of loyalty to digital media.

Customize with care and caution

Most cloud-based vendors offer solutions for business systems that can be widely customized, but they don’t know what’s too much or too little for your company. Too much can result in a new system so radically customized that internal IT will be hesitant to make any modifications or upgrade for fear of irrevocably corrupting vital components.

The right application should automatically upgrade to new versions. Due diligence is key; companies must do their homework before investing.

Given the speed of business and high-tech development in general, markets are increasingly unforgiving to companies unable to adapt to the streamlined, cloud-based paradigm. In order to wisely invest in new systems, companies must be meticulous with vendors, ask the right questions, and do sufficient product research.

Phone Technology can Level the Playing Field for SMBs

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shutterstock_243312694Advances in technology offer a variety of benefits to businesses looking for ways to service their customers as efficiently and effectively as possible. New technologies are introduced every day that improve phone communications and make businesses processes simpler and more meaningful.

The amount of choices and the pace of change are enough to make even the most tech savvy companies dizzy. Large companies with staff dedicated to evaluating and deploying technology have an advantage over small companies in that they have not only the personnel resources to keep up with changing phone technologies, but also the money to invest in them.

Small and medium-sized businesses should be careful not to let these challenges stop them from deploying phone technologies that fit their budget and make sense for their operational needs. Doggedly hanging on to systems and technologies that slow the company down can ultimately cost more in the long run in terms of customers lost. Phone technology is one area where it pays to let go of yesterday’s technology.

Out with the old

New phone technologies and systems gain traction for a reason; they make things easier, better, more efficient or more effective. Most companies have transitioned away from paper filing systems and typed memos to electronic filing and email. Some companies hang on to these systems out of familiarity and reluctance to tamper with a system that has always worked. If they made the transition to new technologies, however, they might realize significant time savings and efficiencies.

Storage and manipulation of data is another area where companies get stuck in technologies they are reluctant to change. Not that long ago, many companies maintained customer phone numbers and other contact information in spreadsheets that allowed them to share and manipulate the data in ways that served them well. But times have changed and better options exist.

Right-sized solutions

SMBs shouldn’t be disheartened about the phone system buying task, nor should they assume that there won’t be solutions available within their budget. When it comes to phone solutions, older is almost never better.

A good phone system is a worthwhile investment and can reap benefits that can bolster the company’s bottom line. For SMBs, business phone systems exist that can provide big business benefit on a small business budget.

VoIP systems are a great example of a robust phone technology that is scalable to the budget and requirements of companies of all sizes. The systems support the growing need for mobile services and provide advanced applications via their Internet architecture.

It’s easy to opt for the familiar and stay the course when it comes to making technology choices, but sometimes this option can actually be detrimental. SMBs have valid reasons to be cautious but also might have more at stake if they don’t embrace new phone technologies.

Taking advantage of technology advances, particularly with communications technologies, not only can make business processes more efficient but can also put an SMB on a level playing field with large companies in a way that wasn’t possible in the past. The question is not can SMBs afford new phone technology; it’s can they afford not to have it.

Improving Communications in the Hospitality Industry with Hosted VoIP

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shutterstock_289575950In a hotel, phone service is just as important as a comfortable bed and a hot shower. Like an old bed or a defective shower, analog telephony is becoming a liability. Hotels and other establishments in the hospitality industry that want to attract more customers, stand out from the competition, and streamline their internal communications need to consider the value that hosted VoIP (voice-over Internet protocol) phone systems offer.

Searching to satisfy the technology-driven needs of their guests and staff, leaders in the hospitality industry are choosing ramping up their communication systems with VoIP technology.

Benefits of VoIP

Hotels are beginning to see the benefits that hosted VoIP phone systems have over on-premise PBX systems. Cost is a major consideration. Hosted VoIP offers few upfront costs, easy maintenance, and low repair costs. In addition, the VoIP provider monitors the system’s operations, reducing manpower costs.

Flexibility, ease of use, scalability, automatic updates and upgrades, and access to advanced features are other advantages that improve productivity for hotel employees while delivering the ultimate hotel experience for guests.

Security has long been a concern in hosted models. Thus, hosting companies and cloud providers have concentrated on improving the security of their products and have succeeded in the challenge. Encryption, firewalls, strong passwords, separation of voice and data, anti-virus protection, and other tools are now par for the course with hosted solutions.

VoIP Analytics Improve Service

Hotel guests want reliable, excellent phone service and evaluate the quality of the establishment based partly on the quality of the phone service. When competing for guests, hotel administrators need to be aware of how their communication systems are performing, asking questions like these:

  • Is the Internet connection fluctuating?
  • Are the routers performing adequately?
  • Is voice quality choppy or clear?

Hosted VoIP systems typically are paired with a VoIP analytics tool that provides administrators with answers to the above questions—and more.

VoIP analytics includes the recording, capturing, tracking, scoring, managing, and reporting of calls and other data that pass through the system. These reports provide real-time visibility into network, operational, and customer issues as well as other actionable information to help hotel administrators find ways to improve the system.

Responding to Mobility

Fixed lines and desk phones are losing relevance in an increasingly mobile work environment. Hotel guests deserve personalized service and real-time response to any request. Hosted VoIP accommodates the integration of mobile devices to allow employees to always remain connected.

Mobile devices are especially useful for hotel employees, who need to have immediate access to one another from anywhere within the hotel–from the front desk to room service to an external affiliate restaurant. Staff can better handle unplanned events such as the arrival of walk-in clients or VIPs if they are able to immediately connect with one another. Hotel managers can use hosted VoIP to more effectively manage their teams while ensuring guest satisfaction regardless of location.

Developers continue to look for ways to reinvent the guest room phone. It may soon be integrated with the guest’s mobile device to perform other functions.

Hosted VoIP is a communications staple that streamlines calls for hotel employees and offers an array of communications options to hotel guests.