Frequently Asked Questions (FAQ)

Some of buzz words you will hear is called Zero trust network. Here are some practical steps you can implement for your business.
1.     Use password manager to manage passwords.  

2.     Regularly update your operating system, software, and firmware to ensure that security patches are applied, and vulnerabilities are addressed.  

3.     Install and regularly update anti-virus and anti-malware software to protect against malicious software. Don’t rely on Defender or Mac OS is secure by design
 
4.     Enable two-factor authentication for all accounts that support it. This adds an extra layer of security by requiring a second form of verification, such as a text message or fingerprint scan.  

5.     Use a VPN when accessing the internet from public networks or when traveling. A VPN encrypts your internet traffic, making it more difficult for hackers to intercept.  

6.     Restrict access to sensitive information only to those who need it, and monitor access closely.  

7.     Provide Cyber Security Awareness training for the staff for best practices, such as how to identify and avoid phishing scams, and how to secure their devices and accounts.  

8.     Regularly audit your network security to identify vulnerabilities and ensure that all security measures are up to date.

The best way to backup and protect is not to have to manually plug something to do it. Today we have cloud storage in Canada and US that comply with data privacy rules that can be used to backup files or mirror images of the whole enchilada aka your computer.

The first part is know what you have and why. Start by taking of audit of what you have and ask why you got them.   1.     Moving to cloud-based services can reduce the need for on-premises hardware and software, as well as reduce the costs associated with maintaining them. Cloud services can provide more flexibility and scalability, as well as better disaster recovery. Your Telephone System is good example of what can be moved to Cloud or often referred to as VoIP  

2.     Automation can help reduce manual labor and increase efficiency. Tasks such as updating Excel worksheet or databased can be automated. Consider Power Automate or Zapier as possible solutions.  

3.     Standardizing hardware and software can reduce the complexity of the environment, making it easier to manage and support. This can also lead to cost savings by reducing the number of different components that need to be maintained. When time comes to renew hardware, look at potential saving of standardizing.  

4.     Conduct regular assessments of the IT infrastructure to identify areas where costs can be reduced, and efficiency can be improved. This can help identify opportunities for consolidation, automation, and standardization.

Using Ai such ChatGPT is going to make difference in everyone’s life directly or indirectly. The iRobot vacuum cleaner is where Ai entered people’s home. We will see assisted living robots soon. Where will this lead to manufacturing to cyber security, that is yet to be seen.

Often I start talking about why we are doing something. Ask the question why we need the website and go from there. Technically providers such as Cloudflare can provide DNS security and performance to the website. The key part is the website itself. Is it designed well? Is it being updated? How many backups of the website do we have? Once you have a clear picture of your current website, it is best to talk with web developer to jointly work on the website.

If you have emails in Microsoft 365, Microsoft InTune is a good solution. Google has its competitive solution as well. The key is someone has to monitor the reports and take actions or set alerts so appropriate staff are notified if and when suspicious activities happen.

  1.     Analyze your current processes and workflows to identify inefficiencies, bottlenecks, and areas for improvement. This could be anything from manual processes to outdated technologies or unnecessary steps. I recommend working in front of whiteboard or just get large piece and paper and go out it.  

2.     Automate repetitive tasks and processes, such as software updates, backups, and system monitoring. This can help save time and reduce errors. With programs such as Power Automate and Zapier, the process of automation is a lot easier.  

3.     Provide self-service portals for tasks such as password resets and service requests. This can save time and resources by reducing the need for IT staff to handle routine tasks.  

4.     Implement collaboration tools such as Slack or Teams to improve communication among IT staff. This can help reduce miscommunication and delays in workflows.  

5.     Standardize processes and workflows to make them more consistent and efficient. This can reduce the need for customization and improve the quality of the outputs.  

6.     Move to cloud-based services to reduce the need for on-premises hardware and software. This can reduce costs and improve scalability.  

7.     Continuously review and improve processes and workflows to identify areas for optimization. This could involve seeking feedback from stakeholders or conducting regular process reviews.

Consider your clients data and Jahan’s three rules of computing. Backup, Backup, and Backup. What will happen if the Cloud service provider fail? Plan to have access to your data in case of such disaster. Consider the region as well for storage and appropriate privacy laws such as GDPR.

Use an automated tool to manage the updating process with reporting. If you don’t have reporting, then you won’t know what has worked and what has failed.

You have many options here. The key is not lock yourself to one provider for long term without Exit clause. Make the investment for the contract to be in your favour. The majority of the tools do the same tasks.

  1.     This will start you on a journey to understand why you do what you do. You need ask the questions no matter how silly they sound. Once you have the answers, you can look at the technology that supports it and again ask why we need those specific technologies. Identify potential risks and threats that could disrupt business operations, such as natural disasters, cyber-attacks, or power outages.  

2.     Develop a comprehensive disaster recovery plan that outlines the steps to be taken in the event of a disaster or system failure. This should include backup and recovery procedures, as well as a communication plan for stakeholders.  

3.     Choose backup and recovery solutions that meet your organization's needs, such as cloud-based backups, off-site backups, or on-premises solutions. Test your backup and recovery solutions regularly to ensure they are effective.  

4.     Assign roles and responsibilities to team members for executing the disaster recovery plan. This includes identifying a disaster recovery team, defining their responsibilities, and training them on the plan.  

5.     Regularly test the disaster recovery plan to ensure its effectiveness. This includes running simulations and conducting tabletop exercises to identify gaps and areas for improvement.  

6.     Continuously review and update the disaster recovery plan to ensure it remains up to date and relevant. This includes conducting regular risk assessments and making updates based on changes in business operations or technology.

Adopting new technologies such as artificial intelligence (Ai) and blockchain can bring both potential risks and benefits to organizations. Here are some of the risks and benefits of adopting these technologies:   Artificial Intelligence:  

Risks:  

1.     Bias: Ai systems may be biased due to the data used to train them, leading to discriminatory outcomes.  

2.     Security: Ai systems can be vulnerable to cyber-attacks, which could result in sensitive data being compromised.  

3.     Unemployment: Ai systems may replace human workers, leading to job losses and economic disruption.  

Benefits:  

1.     Efficiency: Ai systems can automate repetitive tasks, allowing humans to focus on higher-level tasks that require creativity and critical thinking.  

2.     Personalization: Ai systems can provide personalized experiences for customers, improving customer satisfaction and loyalty.  

3.     Predictive Analytics: Ai systems can analyze large volumes of data to identify patterns and trends, providing insights that can inform business decisions.  

Blockchain:  

Risks:  

1.     Security: While blockchain is inherently secure, vulnerabilities can arise if the system is not properly implemented or maintained.  

2.     Regulation: Blockchain is a relatively new technology, and regulatory frameworks are still developing. This can create uncertainty for organizations that adopt blockchain.  

3.     Scalability: Blockchain can be slow and expensive to scale, which could limit its usefulness in certain applications.  

Benefits:  

1.     Transparency: Blockchain provides a transparent and tamper-proof ledger that can be used to track transactions and ensure accountability.  

2.     Decentralization: Blockchain can eliminate the need for intermediaries, reducing costs and improving efficiency.  

3.     Security: Blockchain is inherently secure, making it an attractive option for applications that require high levels of security and trust.  

While there are risks associated with adopting new technologies the potential benefits can outweigh these risks if the technologies are properly implemented and maintained. Putting failsafe layers in designing a solution will reduce the risks.

You will need an audit tool to help gather information and provide reporting. This tool will need to look at the security information and event logs. Often times you hear people refer to SIEM or Security Information and Event Management System. The key part is understanding why you are monitoring the data and having alerting capabilities. For example, if your business is in Real Estate and your Realtors accidentally start delete or move files off the server, you want to be notified.

There are some free trainings from ESET https://www.eset.com/ca/business/cybertraining/ where you can take free training. Alternatively you can get Cyber Awareness training for the staff and use paid version to keep track of the staff training. They key is not to become complacent and say because we have training, all is ok now.

  1.     Define the goals and objectives of your big data analysis. This will help you focus your efforts and identify the data that is most relevant to your business needs.  

2.     Collect and store data from a variety of sources, including social media, customer interactions, and internal systems. Use tools such as Hadoop, Spark, or NoSQL databases to manage and store large volumes of data.  

3.     Clean and preprocess the data to remove duplicates, errors, and inconsistencies. This will ensure that the data is accurate and reliable.  

4.     Analyze the data using tools such as machine learning algorithms, data mining, and statistical analysis to identify patterns and insights.  

5.     Visualize the data using charts, graphs, and other visualizations to make it easier to understand and interpret. Consider using Microsoft Power BI  

6.     Continuously review and refine your big data analysis approach to ensure that it remains effective and relevant.

  1.     Before outsourcing IT services, define your objectives and requirements. This includes identifying the services and support that you need, as well as any performance metrics or service level agreements (SLAs) that you require. You might want to talk to a business coach.  

2.     Research and identify potential IT service providers that meet your requirements. This includes evaluating their expertise, experience, and reputation, as well as their ability to meet your service level requirements. This is where your business coach can give you good advice.  

3.     Establish clear communication with the IT service provider, including regular meetings and reports on performance and progress. This helps to ensure that both parties are aligned and that any issues can be addressed quickly.  

4.     Develop a transition plan that outlines how the IT services and support will be transitioned to the service provider. This includes identifying any dependencies, risks, and contingencies.  

5.     Continuously monitor the IT service provider's performance, including adherence to SLAs, quality of service, and customer satisfaction. This helps to ensure that the service provider is meeting your requirements and delivering value.  

6.     Maintain an ongoing relationship with the IT service provider, including regular reviews and assessments of their performance. This helps to ensure that the service provider continues to meet your needs and that the relationship remains effective and productive.

The question here goes back to why you are doing what you are doing. A business coach can help rbing that out and then your marketing strategy can help deliver the message. As far as some steps for the marketing to take:

1.     Use data analytics tools to analyze customer behavior and preferences, identify trends, and refine marketing strategies. This includes using web analytics to track website traffic and engagement, as well as social media analytics to monitor social media conversations and sentiment.  

2.     Use automation tools to streamline marketing and advertising processes, such as email marketing, social media posting, and content distribution. This helps to save time and resources and can improve the consistency and effectiveness of marketing efforts.  

3.     Use targeted advertising tools to reach specific audience segments based on demographics, behavior, and interests. This includes tools such as Google Ads, Facebook Ads, and LinkedIn Ads.  

4.     Use content management systems (CMS) to manage and publish content across multiple channels, such as websites, social media, and email. This helps to ensure consistency and efficiency in content creation and distribution.  

5.     Use SEO techniques to improve search engine rankings and drive more traffic to websites and landing pages. This includes optimizing website content, metadata, and keywords.  

6. Use personalization tools to tailor marketing efforts to individual customers based on their behaviour and preferences. This includes tools such as personalized emails, product recommendations, and customized landing pages.

You want to consider security when connecting with another partner as they can be source of an attack. There was a story that TSA no fly list was recently hacked because of process such as this where flight attendants were checked against the TSA no fly list; however, the security around the process was not adequate.

  1.     Define clear policies and guidelines for remote work, including expectations for communication, work hours, and performance. This helps to establish a clear framework for remote work and ensures that employees understand what is expected of them.  

2.     Provide employees with the necessary tools and equipment to work remotely, including laptops, mobile devices, multiple monitors, and secure access to company networks and applications. This helps to ensure that employees have the tools they need to be productive and secure in a remote work environment.  

3.     Use collaboration tools such as Microsoft Teams or Zoom, and project management software to facilitate communication and collaboration among remote teams. This helps to maintain team cohesion and ensures that work is completed effectively.  

4.     Establish security protocols and guidelines to ensure that remote work is conducted securely. This includes using secure VPNs, multi-factor authentication, and password managers to protect sensitive data and networks.  

5.     Provide training and support to employees to ensure that they are able to use remote work tools and technologies effectively. This includes providing training on collaboration tools and security protocols, as well as providing technical support to resolve any issues or challenges that arise.  

6.     Foster a remote work culture that supports employees and recognizes their contributions. This includes regularly communicating with employees, providing opportunities for social interaction, and recognizing their achievements.

  1.     Establish a clear process for receiving, tracking, and resolving customer complaints and issues. This includes defining roles and responsibilities, setting response times, and establishing escalation procedures.  

2.     Listen actively to customers to understand their concerns and frustrations. This helps to ensure that their complaints and issues are accurately identified and addressed.  

3.     Provide regular updates to customers on the status of their complaints and issues. This helps to manage expectations and maintain customer confidence.  

4.     Show empathy and understanding when communicating with customers. This helps to build trust and rapport and ensures that customers feel heard and valued.  

5.     Offer solutions to customers that address their complaints and issues. This includes identifying root causes and providing actionable solutions that resolve the problem.  

6.     Use customer complaints as an opportunity to learn and improve IT processes and systems. This helps to identify areas for improvement and ensures that similar issues do not occur in the future.  

7.     Follow up with customers after their complaints or issues have been resolved to ensure that they are satisfied with the outcome. This helps to demonstrate a commitment to customer satisfaction and builds trust and loyalty. Simple phone call can make a huge difference.