Seven things that pandemic taught us about data security

As workers fled home to handle everything remotely, organizations had to quickly address new threats and questions that were raised about maintaining the integrity and safety of their data.

From the IT perspective, the pandemic...

• Reinforced the need to follow good password hygiene
• Brought to light the need to engage in data security and access best practices through mechanisms like multi-factor authentication
• Showed us how important staff training is in terms of data security. The ability of employees working remotely in a less secure environment to identify phishing scams or malicious attachments that could compromise the entire business data setup is really critical. Your data security’s first line of defense is your staff. And this is never more true when they are working remotely.
• Proved that smooth, secure and timely access to data is a must-have for business continuity. This means technologies facilitating remote work, such as the cloud, VoIP and other collaboration tools are not a matter of choice anymore. They are a part of the core requirements for the smooth functioning of your business.
• Taught us that agility is everything in today’s world. When the pandemic struck, businesses that did well or even survived were the ones that were quick to make the transition to the remote work environment. Agility requires IT support that can pivot quickly to meet new demands.
• Has given root to the WFH culture, which likely won’t wither away even as the pandemic fades. WFH is here to stay and businesses and customers alike have to adapt to this ‘new normal’.

What role can MSPs play?
Managed service providers can make transitions smoother for businesses from the IT perspective even during unforeseen circumstances such as this pandemic. They can bring to the table the much needed agility factor, which can help the business cope with the demands of the newly created work environment. Even businesses with in-house IT teams can benefit tremendously from the expertise and experience that Managed Service Providers have to offer.

Stars of the show: Cloud and VOIP

Despite annoying challenges presented by the abrupt shift to the WFH model thanks to the pandemic, there were some tech heroes that saved the day. These two made WFH possible.

The cloud
The cloud is that platform whereby you outsource your data storage as well as many of your applications. With the cloud, your data and software applications are no longer physically located in a specific geographic location. Therefore, access is no longer tethered to a user's physical location. The cloud was the biggest game changer during the pandemic because it allowed businesses to get anytime, anywhere access to their data as well as critical applications. It wouldn’t be wrong to say that if it weren’t for the cloud, a lot of businesses wouldn’t have been able to survive the pandemic at all.

VoIP
Along with the cloud, VOIP proved to be one of the most critical elements when it came to business continuity during this pandemic. It revolutionized business communications. An acronym for Voice over Internet Protocol, VoIP is a technology that allows you to communicate by sending voice as data packets using the internet. VoIP replaced the old PBX (the phone system which physically tied you to the office if you needed telephony services.) Because VoIP is internet based, it's functions are accessible from anywhere. It also offers a wider range of services. Going beyond being just a telephone or voice system, VoIP offered organizations a single, unified communication solution that fulfilled all their business communication requirements such as voice calling, video and audio conferencing, and other collaboration requirements--a lifesaver for businesses during the COVID-19 pandemic.

Because these two stars are so important to successful WFH, and because they can be difficult to manage with a small IT staff, using an MSP to manage these tools can be an excellent way to support an organization that relies even partly on remote work.

Access matters when things go to **and?)!

Access matters when things go to **&?)!

The COVID-19 pandemic brought a multitude of lessons along with it, on both the personal and professional fronts. From the business perspective, the pandemic turned things upside down across almost every industry. One of the biggest trends that the pandemic brought was remote work. While working from home (WFH), or telecommuting as it was called earlier, existed in some industries, the pandemic made WFH mainstream for everyone. From doctor’s offices, to SMBs to IT companies, almost every industry had to resort to remote operations to stay in business. This shift from on-site, brick-and-mortar offices to WFH brought along with it some serious challenges. This blog discusses 2 ways businesses leveraged technology to overcome the various challenges businesses faced with the sudden shift to the remote work environment.

Data access
This was one of the first and foremost challenges. When shelter-in-place orders and lockdown restrictions were imposed and people couldn’t get to work, the biggest question was, “How do we access data remotely?” Organizations that had already embraced the cloud to store and access data were clear winners in this round. Having data in the cloud meant their staff could access the data from anywhere. All they needed was an internet connection and of course a computer, tablet, or even a smartphone. Organizations that still relied on traditional methods of data storage including hard drives, on-site servers, etc., had a tough time getting their staff enabled to work remotely.

Productivity and engagement tracking
Another aspect companies struggled with as WFH became the norm was productivity and engagement tracking. When your staff is not in the office, how do you keep track of their productive hours and engagement levels? Also, there was the challenge of keeping the employees motivated and connected with the brand in the confines of a remote environment. This is where new software applications came into the picture.

These two different issues arose directly from the WFH scenario created by the pandemic. Without a solution to the first problem, WFH would be basically impossible. However, the existence of the internet and the trend toward cloud storage made access to work-related data possible. The second issue is more of a work in progress. How much employers will really need software applications to track remote work is problematic. In fact, it may, in many cases, be unnecessary. Research over the past year is indicating that WFH is actually increasing productivity. However, one thing is for certain, remote access from anyplace anytime to data is a permanent requirement.

Outsourcing: an overview

Outsourcing today simply involves using external entities to handle specific, specialized business functions so that organizations can focus on their core competencies. The idea of seeking outside support for areas that are not core to a business is many decades old. However, seeking support from external providers can make a lot of sense, especially in fields that involve considerable complexity. One example, as human resources becomes increasingly complex practice, especially in areas that involve often complex and arcane laws such as benefits and employment law, many smaller companies are increasingly outsourcing some or all of their HR tasks.

IT is another example. Like human resources, IT covers a wide range of specialties, for which no one or two individuals can possibly hope to be fully versed in.

As the CEO of a small- to medium-sized firm, or perhaps a line manager, why should you consider outsourcing all or part of the IT function?

One immediate reason is that IT is a complex field and it is likely top management has only broad knowledge of the issues at hand. As a result, it can be hard to manage an IT department. Setting priorities and guiding IT strategy can be difficult for a leader whose background and focus is on the specific mission of the company or organization. It speaks to the issues of core competencies--is IT yours and does trying to manage it distract? Limited management resources can be drained off, letting management lose some of its focus.

Another way to get the most out of any outsourcing of IT is to think carefully how you view their role in the broadest strategy of the organization. When you look for a Managed Services Provider to outsource your IT, you aren’t looking for someone to handle a task. MSP generally focus on specific industries, so they have knowledge of the needs and specific challenges faced by companies in that sector. Additionally, because of that industry sector knowledge, the best MSPs can work as strategic partners, helping you understand what technology can best support your present needs as well as what upcoming technologies might have a positive impact on your future growth and competitiveness. MSPs can help plan and guide at the C-suite level to drive growth.