5 Tech Tips You Need During This Transition
We are in the middle of an awkward transition. Companies are beginning to open up and allow staff to come back. There are obvious restrictions now that weren’t there before, but business is slowly starting down the road back to normal. Some companies are asking their staff to work from home, if possible, but they’re relaxing requirements for coming back into the office too. While others are welcoming people back from remote-employee status to full in-office expectations.
There are a few ways technology can help your business during this awkward in-between time, though. We’ve helped some of our clients overcome some potential bumps in the road during this time. And we wanted to share some of the same advice with you. Here are our top five tech tips you need during this transition – whether you’re working remotely, in the office or a mix of both.
Use Web Apps
It may surprise you to know that most business applications you use also have an online version. You don’t necessarily need to have the full version of software installed on your machine to be effective. So, if you’re working remotely on a laptop or another device with much less hard drive space, this could help your machine perform better.
You’ll want to test some web apps first to make sure they will work for you. There is typically some functionality that is not available on the web version compared to the full software.
Let’s take email as an example. Using the web app would allow you to get to your email, without storing the last several years of email history on your computer’s limited disc space.
One note of caution here. If you are using a web app, always make sure you use two-factor authentication for maximum security
External Hard Drives
Thumb drives. USB drives. USB sticks. No matter what you call them, they are a very popular way to transport data from one place to another. And for good reason.
They are small, inexpensive and can hold a significant amount of data. But there are some things you need to keep in mind when using them:
- Hackers love USB drives. In fact, they have been known to put them in places just hoping that people will grab them, plug them into their devices, and then infect their computer and network. If you don’t know where your hard drive came from, don’t use it.
- If you are sharing data between a Mac and a Windows system or vice versa, there is a very high probability that your external hard drive will not work on both. USB drives are configured to be read on one type of device. If you want to use it on another type of system, you will need to delete the drive and completely reconfigure it for the other type of computer system you need.
Make the Most of the Cloud
With or without remote operations, there are multiple benefits to working in the cloud. Particularly when it comes to document storage. But the cloud is also useful for backup purposes and accessing the business applications you use in your daily work.
When it comes to document storage specifically, here are a couple of things to keep in mind:
- Using Selective Sync will save you space and headaches. If you already have large files stored in your Dropbox/Anchor/Google Drive/SharePoint accounts, you don’t want your device trying to sync all of it to your hard drive. It will take up a ton of space, time, and slow your computer down considerably. Choose only the data and folders you use on a regular basis. The other data will continue to be accessible in the cloud.
Pay attention to and follow a few basic rules when it comes to sharing your files.
- Be sure you appropriately categorize links as either read-only or editable when sharing them. If you want someone to collaborate, make sure you give them the proper permissions to edit.
- When sharing, you can share a file or a folder. If you share a folder, bear in mind the recipient will have access to everything in the folder, as well as everything you add to it later.
- And never delete files that you did not create. It’s entirely possible that you delete the file for everyone while attempting to simply delete it from your system.
Security is Your No. 1 Priority
If you takeaway only one tip to use during this transition, this is it. Your network security is paramount, regardless of where you are working. At minimum, there are three things you should be sure to have to stay safe.
- Enterprise-level security: Be sure to install an enterprise-grade firewall, monitoring software and quality anti-virus on every device. No exceptions.
- Two-Factor Authentication: It may take some getting used to, but two factor authentication is a must. Be sure you are using it wherever possible.
- Complex Passwords: We realize that utilizing complex passwords can be, well, complex. We also understand that when you are utilizing multiple platforms, simplifying your passwords may seem easier. But it’s definitely not keeping you secure. Instead, store your credentials in a password vault to keep all of your passwords safe, and rotate them out regularly.
Backup is Critical
Lately, as the volume of people working from home has increased significantly, there has been a surge in interrupted power and Internet connections. And there is nothing worse than losing all of your work right in the middle of putting that presentation together or working on the huge spreadsheet.
- Make sure you are using a battery backup on all critical systems (A.K.A anything you’re using for work). When a surge happens, the battery backup will kick in and can keep you running for hours if a power outage occurs.
- Be sure to charge your laptops regularly. There’s a myth going around that you can overcharge your laptop and shorten the overall battery life. But this is not true. Most laptops these days have a lithium ion battery that will automatically stop charging when it is fully charged.
- Finally, if you have a network-wide backup solution you can restore any piece of data you need to. Whether you lose a single file due to user error or have a full restore in the case of a large data breach or security disaster.
Following these few simple tech tips during this transition time can help you maximize your security, productivity and efficiency.
Let Innergi help you set your business – and your employees – up for success. Call us at 321-275-5580 or send us a message here. We’ll be happy to talk to you further about office virtualization and how it can work for you.