Case Study: Helping support a user with the start of memory loss

On a recent visit to one of our clients, Mitchell from the support team was ask to meet with the directors regarding a sensitive matter regarding a senior member of staff. The nature of the problem was the member of staff is suffering the onset of memory loss. He is struggling to remember his password due to the secure password requirements. He felt unable to use his computer and felt nervous about asking the support team.

With this the team upgraded his computer to Windows 10 which he is also running at home, helping to ease the pressure of knowing two operating systems. With new features in Windows 10 we was able to set a pin code for logging in. With this it meant we was able to maintained security while allowing access to the end user. The pin code is only valid for his computer and log in. His password was then stored in a secure location in case we need to add it in to a device.

This outcome has allowed the end user has been able to use his computer knowing the team are on hand. By doing this it has enabled the user to carry on working on his computer without the struggle of a password. The help desk team have also added a marker on the users contact so when he calls in the staff are aware to provide extra care and attention.

The team checked back in with the end user who was happy to report he feels confident to use his computer again and the solution has enabled him to carry on working.

If you feel a member of staff could benefit from the new accessibility features in windows 10 or extra support with their IT needs day to day why not speak to the team today. Speak to us today on 01279 800 037 or click here to find out more about our IT Support services.

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Don’t play Russian Roulette with your Windows software in 2020!!

Did you know that many of Microsoft’s much used software will reach ‘end of life’ in January 2020?

“What can I do about it?  I don’t want to become a target for hackers and leave my business exposed to viruses and none compliance!!”

Sounds scary, particularly as half of businesses in Essex, Herts & Cambs could be affected by the big changes by Microsoft in 2020, but there is a simple answer, but you do need to act now. 

The good news is that you still have time to remove the potential risks and not play Russian Roulette with your systems in 2020.  To explain, we have written an easy guide, a short book addressing the issues and solutions available.

January 2020 is only around the corner, so to safeguard your technology, act now.  Please enter your details below to receive your free book.

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11 WAYS to help your staff get more done in less time Part one

They say time is money, and anyone who’s serious about Getting Things Done knows all about the importance of time management. Most of us find ourselves struggling to keep up with our to-do lists, especially in this digital age of information overload.

Following these simple tips can make a huge difference to your productivity, but you’re still only human. Thankfully, our friends at Microsoft have come up with many ways to get people working more efficiently, all nicely tied up within their Office 365 suite of products. The benefits of moving to Office 365 have been well-documented for a while now. This all-singing, all-dancing business software now has more than 120 million active users around the world, with 50,000 small businesses signing up every month.

Fans love it because not only does it allow them to use all their familiar Office packages on the go, it can do wonders for productivity. But just like all new bits of tech (go on, be honest – when was the last time you really studied every article in a help centre?) you probably won’t know about all of its productivity boosting powers.

1. Write and share notes with OneNote

Take notes on any device or platform, wherever you are, with this smart digital notebook. Because notes are all stored in the Cloud you’ll never lose your 3am Eureka moments, and can share your ideas with colleagues whenever they spring to mind. And if you’re not a big fan of typing, there’s a handy scribble option which allows you to write your notes with a stylus or your fingertip

2. Save anything to your phone with Office Lens

This handy capture app is an add-on that turns any mobile device into a pocket scanner and works in perfect harmony with OneNote so all your notes and images are in the same place. Snap diagrams, sketches, labels, info from whiteboards, menus – if you can photograph it, you can use it to compliment your written documents.

3. Share and collaborate on PowerPoint presentations

Instead of emailing presentations to your colleagues and waiting for feedback, you can now collaborate instantly with OneDrive or SharePoint Online for Office 365. Invite people to comment and edit directly from within PowerPoint and access your presentation wherever you are.

4. Take and transfer business calls on the go with Skype for Business

We’ve all felt the pain of being stuck in meetings that over-run, making us late for the next. Skype for business allows you to leave the boardroom and continue the conversation on your mobile, so you can keep to your schedule without any drama. You can also transfer calls to another person or number if you need to delegate. Skype for Business is slowly being phased out, to be replaced by Microsoft Teams.

5. Speed through Excel data with Flash Fill

Auto fill can already help ease the monotony of completing repetitive data like dates and postcodes, but Flash Fill takes things one step further. Because it recognises patterns in data it allows users to whizz through laborious entry and instantly splits appropriate columns of information.

6. Co-ordinate projects with Microsoft Teams

Hailed by Microsoft as “the hub for teamwork”, Microsoft Teams is a complete chat and online meetings solution that allows users to collaborate on tasks and projects in real time. If you’ve heard of Slack, this is Microsoft’s version of it. And we love it.

7. Use Sparklines to show data trends

Excel’s Quick Analysis tool enables you to instantly visualise your data in just a few steps – simply select the cells that show the information you want to present and the software will do the rest.

8. Discover geospatial patterns with 3D Maps

Previously known as Power Map, this handy visualisation tool allows you to discover patterns in your data related to location, time and demographics. It’s a great way to look at information in new ways, adding real meanings behind the numbers in just a matter of minutes.

9. Arrange meetings instantly with Skype for Business Web Scheduler

Gone are the days when it took half an hour for everyone to look through their diaries and agree the next meeting date – Skype for Business does it all by checking Outlook calendars and sending automatic invitations.

10. Attach files in Outlook without searching

Simply looking for the correct fi le to attach in emails adds minutes to your day that could be better spent on other tasks. OneDrive and SharePoint both allow for faster data sharing by scouring your recent items for you, so you can provide all key recipients with the right fi le without having to leave the app.

11. Quickly and format documents with Styles in Word

Dealing with different formats between documents has been a source of frustration since the dawn of fi le sharing. Styles in Word eliminates the hassle by allowing for fast, consistent formatting from one fi le to another.

Why do organisations need a security culture? Isn’t software enough?

How many times have you heard people making excuses about “computer errors”? It’s the go-to response when payments are missed, astronomical bank charges are requested and files mysteriously go bump in the night. But the reality is, computers don’t make mistakes – they do exactly what we tell them to do. Humans, on the other hand? We’re always the weakest link – too much stress, a few drinks after hours and rushing to make it out the door by 5pm can all make people scatty.

According to a 2019 survey conducted by Censuswide, 89% of surveyed organisations in the UK said they had suffered some kind of security breach – of which a staggering 63% had been down to user error.

That’s why the phrase “you’re only human” exists. We’re not super infallible beings; we slip up from time to time. And when we do, the consequences can be dire. Embedding security culture into your organisation is all about minimising those mistakes and providing humans with a framework that helps them make good decisions.

Creating a culture of security

All cultures need time to grow. It’s not something that’s going to happen overnight, but if you invest in the right tools and lead by example, you’ll soon be able to transform your organisation and create a secure, panic free environment.

1. Willingness to change

Successful organisations understand the importance of responding to what’s going on in the world and aren’t afraid of new technology.

2. Strong leadership

If staff see their managers sharing passwords, the message is that it’s ok to be lax about security. A solid security culture starts at the top and should be embedded in everything you do.

3. Celebrating success

For people to invest their time and effort, they need to see that it’s worthwhile. Good cyber security companies will be able to provide you with reports about suspicious activity and potential breaches. Sharing these with staff will help them understand they’re making a difference.

4. Return on investment

Cyber security services are all about lowering vulnerabilities and protecting data, but not all offerings are created equal. Selecting the right provider will enable you to show stakeholders you’re spending money wisely.

Data Loss Protection for Your Business

Can your business afford to lose all of your business data? There are numerous ways to lose it – from accidental deletion to viruses and hackers’ attack. According to Accenture reports, in 2018 the average cost of a malware attack on a company was $2.4 million.

So, is your company data protected enough?

39D will securely back up all your files, including documents, emails, and applications
Here’s how backup by 39D will help you protect your business data
• Fast data recovery available 24/7
• Safely protects data on your laptops, desktops, servers, and external drives
• Backups available for as many months/years as needed
• Local + offsite backups for protection from disaster
• Your data is safe from computer virus and ransomware attacks
• Simple recovery of current or old versions of documents
• Backups are fully protected with industry standard encryption

Gain peace of mind of knowing your important business data is safely and securely backed up, continuously protected and easy to restore.

Never worry about losing business-critical data again.

Contact us at https://39d.co.uk to learn how we can help you protect your important business data at an affordable cost. Don’t leave your data to chance.

5 steps to creating a sustainable security culture

Even if you’ve never given cyber crime more than a passing thought, the fact that you’re reading this right now means you’re on the way to creating a culture of security. Even small changes, like ensuring your team do some basic training on how to recognise a phishing email, can go a really long way towards making your business more secure. It’s going to take time for it all to filter through and become second nature, but with the right procedures and attitudes in place, you’ll get there.

1. Instill a sense of ownership

It’s common for people to think that cyber security is someone else’s problem: “Nah, it’s not up to me, it’s the IT guy’s job!” While it’s true that your IT provider should be taking overall responsibility for security tech and monitoring your system for suspicious behavior, that doesn’t mean the buck stops with them. A security culture is for everyone and adhering to the rules should be non-negotiable.

2. Provide the right training

As a general rule, people want to do the right thing – the vast majority of in-house data breaches have nothing to do with malicious intent, but lack of education. Simply sticking posters up around the office isn’t enough – they’ll become part of the furniture and get ignored. It’s important to assess everyone’s awareness of internet security and start with the very basics if necessary

3. Use mistakes as an opportunity to grow

Even the most organised organisations have their off days. Instead of trying to brush things under the carpet, use slip ups as a learning opportunity and build them into your risk assessment. No need to name and shame the individuals involved, but things like lost mobiles and accidental link clicks can become great teaching moments.

4. Implement a Secure Development Lifecycle (SDL)

An SDL is a set of processes and activities that organisations need to perform to keep their data and systems safe. It includes risk assessments and threat modelling, security patches, password management, upgrades and ongoing monitoring. If this all sounds like just another onerous task, the good news is that a reliable IT service provider will be more than happy to talk you through it.

5. Reward good behavior

It’s great if you’re in a position to offer perks for doing cyber security training and following good practice, but that’s not always possible. A simple thank you never goes amiss. And employees who go above and beyond to make cyber security a priority can perhaps be given roles like “security ambassador” or be featured in your company newsletter. Creating a culture of cyber security is good for everyone. It provides team members with opportunities to grow and learn. And gives both employees and customers peace of mind that their valuable data is being taken care of.

Hackers are targeting your business right now

This is 100% true. Because they are targeting all businesses, all of the time.

Whereas once hacking was something done for the challenge and the bragging rights, these days it’s a form of organised crime.

Hackers use automated tools that are constantly looking for vulnerabilities they can exploit.

This is why it takes just one click on a dodgy email to let someone into your entire network.

To know what you’re up against, download our brand new guide: The 9 cyber threats you need to know about now.

We’re 39D Services, looking after businesses in Essex. And we’re on a mission to educate thousands more businesses around here about how to keep themselves safe from hackers.

Cyber crime is the fastest growing crime to affect businesses. When you see what you’re up against, you’ll be better prepared.

Fill in your details here to get this new guide emailed to you immediately.

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