Why Your Business Must Take a Proactive Approach to IT

Why Your Business Must Take a Proactive Approach to IT

 

If you’re like most businesses today, you rely heavily on technology to support your daily operations. When your systems stop working properly, productivity grinds to a halt, employees and customers become frustrated, and your bottom line suffers.

A singular IT disaster can set your company back months, decimate your budget, leave staff struggling to pick up the pieces, and seriously risk damaging your reputation. From data loss to network malfunctions, downtime due to IT issues costs businesses in excess of $1.5 million each year in terms of lost productivity and sales.

There are two primary ways of addressing IT support for any business: the reactive approach and the proactive approach.

Some might argue that a reactive approach has its benefits. Common wisdom says that “if it ain’t broke, don’t fix it!” If your business is tight on cash, you may be seeking ways to cut expenses — and in general, you don’t see the point in paying for something you might not need.

With a reactive approach to IT support, when something goes wrong you try to get in touch with a technician to come and check your systems, then wait for them to resolve the issue. The problem with this working model is that it can lead to significant downtime. The technician will first need to analyze the problem before they can get to work on it. If updates or replacement hardware are necessary, business operations could be disrupted even further until the upload or order is completed.

Reactive IT support staff often don’t have the right tools in place to keep tabs on the end-user’s experience, instead relying on issues being reported as they crop up. According to a recent study by Forrester Research, 35% of the time IT support first learns about issues when end-users contact the service desk and open a ticket. This is because their support is reactive rather than proactive.

In order for your business to be able to foresee the challenges that may lie ahead, you need to take a more proactive approach to your IT needs. Proactive IT support allows you to better manage your IT budget, secure your data, and avoid some of the major technology risks that your business faces today. 

Through continuous monitoring and real-time analytics, proactive IT support provides excellent insight into your IT infrastructure and endpoints from the end-user perspective. Potential problems are spotted early and resolved before they can jeopardize your business.

Businesses that opt to outsource their IT needs to a managed services provider (MSP) can expect to save time, money, and stress in the long run. MSPs continuously monitor a company’s infrastructure in search of would-be problems and work to remedy those issues before a major catastrophe occurs.

 

WHAT IS REACTIVE IT SUPPORT?

Let’s dive into this one a little bit deeper.

Reactive IT support involves taking measures to correct problems only when they materialize. It’s often referred to as the “break-fix” model. Under this model, a business contacts IT support (whether in-house or an external company) when something goes wrong and makes arrangements to have the problem repaired as quickly as possible. The business is then forced to wait for the IT team to address and resolve the issue, all too often resulting in a great deal of downtime.

The cost of a provider agreement for reactive IT support tends to be lower than a fully managed plan, primarily because this support is implemented on an as-needed basis. If your business already employs in-house staff to provide general IT maintenance, partnering with a reactive support team gives your company access to highly skilled, reliable resources at a budget-friendly price tag. 

Having a variable service agreement means you’ll only be billed for the time that’s spent fixing problems, and this can be a very attractive option for companies with limited financial resources. But there’s a catch.

The time that elapses between detecting a problem and getting it resolved can be hours or days, depending on the specific situation. In that time, significant damage could be done to your system. Since a typical IT project often surpasses its original budget by 45%, fixing an existing problem can be both cumbersome and costly for your business.

 

WHAT IS PROACTIVE IT SUPPORT?

Now, for the good news!

With proactive IT support, you can stay ahead of your technology problems. You don’t have to worry about losing productivity, damaging your company’s reputation, or tanking employee morale. Plus, it’s much friendlier to your budget in the long run!

Proactive support is all about prevention — mending potential problems before they can snowball into much more severe issues. By proactively managing your IT support needs, you can empower your business to do more with its technology. You’ll get more out of your existing systems, establish new solutions in a strategic fashion, and develop long-term plans for business growth.

Key components of proactive IT support involve automating certain processes and monitoring technology assets to further streamline operations and make analyzing and identifying issues in advance considerably easier.

12 Advantages of Proactive IT Support Businesses

Proactive IT support offers a number of decided advantages which can make a considerable difference for businesses. Here are 12 benefits to taking a more proactive approach to your IT needs:

Early Detection of Problems

Through continuous monitoring, your IT support partner is able to identify potential issues before they even occur. Resolving problems quickly prevents them from extending to other parts of your system. More often than not, a problem can be eliminated and maintenance carried out before it’s even detected by end-users.

Increased Productivity

Employees and clients depend on your technology to help them achieve their goals. Software and hardware failures and other IT-related issues cause disruptions that can hamper productivity and foster frustration for all parties involved. Solving issues proactively means less time sitting around waiting for repairs to be completed. Reducing the risk of downtime empowers your workforce to be as productive as possible. Productivity and happiness go hand in hand; giving your staff the right tools for the job creates a more harmonious, happier workplace.

Upgraded Cybersecurity

A proactive IT support team is able to cover every aspect of cybersecurity, from software updates to employee training. They’ll create security plans, protect your network against basic threats, and outline steps to be taken if systems are breached. Managed antivirus and anti-malware programs help keep viruses and malware at bay, while strategic backup procedures ensure that data loss doesn’t occur.

Predictable Costs

Most managed services providers offer their services for a fixed monthly fee which covers ongoing monitoring, maintenance, and updates, making it easier to budget your IT expenditures accurately and strategically. You may pay more in a given month than your would in a variable fee arrangement, but you’ll also incur fewer costs as a result of downtime. When tech problems inevitably arise, you won’t have to worry about an unexpectedly high bill for repairs. Having your systems continuously monitored keeps your infrastructure in good working order at all times. It’s always cheaper to prevent technology failure than it is to clean up the mess afterwards.

Team of IT Professionals

When you partner with a managed services provider for proactive IT support, you have an entire team of certified IT experts at your service, instead of just one or two individuals whose daily grind consists of putting out fires or solving routine problems. These IT specialists recognize how each device on your network plays an essential role in the operations of your company. Having a team in place to keep an eye out for problems and handle them in a timely manner gives even smaller companies the IT support strength of much larger institutions.

Better Decision Making

Before the onboarding process even begins, an MSP will perform a strategic analysis of your IT infrastructure to identify any areas of weakness that could impede optimal performance. Based on automated tools provided by the MSP, you will be able to make informed decisions about your specific IT needs. Having all the information presented clearly in front of you puts you in the driver’s seat, making it easier to see when you need to scale up.

Strategic Planning

From carrying out thorough risk assessments to inventorying your IT assets to updating your software and hardware to align with your business goals, MSPs are fully equipped to handle all strategic aspects of your IT. A proactive strategy allows you to adapt to a changing business environment and meet future challenges head-on. MSPs will work to head off issues that can not only crop up again but worsen over time.

Regular Updates & Patches

Many successful cyberattacks rely on unpatched hardware and software. A proactive update schedule minimizes opportunities for hackers to intrude on your systems. The most recent patch may also add new features that could improve overall performance. Proactive upgrades are particularly beneficial for maintaining older technology that may be more vulnerable to attacks. MSPs can schedule these updates for ideal times, ensuring that servers don’t go offline at inappropriate times.

Regulatory Compliance

Understanding how your company performs in regard to regulatory compliance is a fundamental facet of proactively protecting your company and its data. Regulatory compliance can safeguard your company from unwanted fees and preserve your customers and employees from impending data breaches.

24/7/365 Monitoring

Remote monitoring of your workstations, servers, routers, printers, and other network devices keeps your IT network in good shape at all times. Knowing that a team of skilled computer experts is regularly testing your systems and thoroughly evaluating them for a wide range of potential problems give you and your employees peace of mind. When the team is alerted of an issue, they start working on a fix immediately, often without you ever noticing it. Software problems can generally be fixed remotely, while hardware issues typically require a technician who is physically present on the premises.

Disaster Recovery & Business Continuity

Major events such as fires, floods, hurricanes, and cyberattacks are a hazard to all businesses. A reliable MSP will set up a robust disaster recovery plan for your business and implement software solutions that will keep your business up and running. All data is backed up regularly so that, in the event of an emergency, your most crucial information is completely safe and easily accessible.

Around-the-Clock Help Desk Support

Most managed services providers offer 24/7/365 help desk support as well. Not only does this come in handy whenever there’s an after-hours incident, it also allows your internal IT staff (if applicable) to focus on projects that add value to the business rather than running around troubleshooting everyday problems.

Final Thoughts

Managing the health of your IT systems in a merely reactive way is like managing your own physical health reactively. Like many health issues, most IT issues can be detected by early warning signs that could be picked up through proactive monitoring. By analyzing your business and identifying the gaps, weak points, and strengths, a managed services provider can better determine how to protect your company from emergency expenditures, last-minute crises, unexpected downtime, cyberthreats, data loss, and compliance issues.

When partnering with an MSP, you can count on effective monitoring and maintained functionality of your network, enhanced overall performance of your IT infrastructure, reduce downtime and increased productivity, ongoing support whenever you need it, and more time to devote to your core business.

Taking a proactive approach to IT doesn’t make your problems go away. But it will make them easier to plan for and simpler to manage.

DataGroup Technologies, Inc. (DTI) is the premier managed IT services provider in our area, delivering ideal IT solutions to businesses of all sizes. We strive to provide significant value and outstanding service to all of our clients by acting as an extension of your business’s IT team. If your organization could benefit from the many advantages of managed services, including proactive IT support, give us a call at 252.329.1382 today!

7 Steps to Securing Your Business Website

7 Steps To Securing Your Business Website

by Cody McBride

Maybe you’re getting ready to launch your small business website, but you’re concerned that your site will be vulnerable to cyberattacks. Or perhaps your website has been live for some time now, but your company’s data was recently compromised by a hacker, and you want to avoid dealing with the same situation in the future.

If you’re concerned about whether or not your company’s website is truly secure, the best first step is to consult with a trusted IT service provider. But even with support from IT experts, understanding a few basic cybersecurity principles is crucial if you’re operating your business in the digital space. Here are a few strategies that small business owners can apply in order to keep their websites secure.

Hire Expert Support

 If you’re new to the world of cybersecurity, you may not know where to begin when it comes to keeping your website safe from hackers and cyberattacks. But you don’t have to figure it all out on your own through trial and error. For instance, if you’re developing custom applications for internal use that will be integrated with your website, you can hire a software developer who can install appropriate security protections. In addition, you can work with a cybersecurity expert if you need further guidance.

You can even keep security at the forefront when you start developing your website. By hiring a WordPress developer with a proven background in cybersecurity, you can rest assured that your website will include features specifically intended to protect your company and your customers. If you’re not sure what to look for when hiring a developer, you can check out their portfolio and case studies from their work with previous clients.

Educate Your Team

 Chances are, you’re not the only person at your company who accesses your website from the backend. If your employees also have access to internal functions for your website, you will need to spend some time educating them on cybersecurity. Virtu recommends implementing and enforcing a strong password policy that requires employees to create long, complex passwords and change them every three months. You can also task a web administrator with creating strict access policies for different functions and train your employees to recognize phishing attempts. And should you ever update the security protections for your website with the help of an IT support provider, hold an additional training session with your employees to make sure they’re in the know.

Install SSL

 If you’re unfamiliar with Secure Sockets Layer (SSL) certificates, it’s important to learn a bit more about why your website needs this certification. Sucuri states that setting up an SSL certificate enables your website to use an HTTPS protocol for secure information transfers. This ensures that data like credit card information and other personally identifiable information from contact forms stays protected. If your website lacks this certification, you cannot guarantee to your customers that you are making every effort to keep their information safe. You can add an SSL certification to your website simply by seeking out a hosting service that offers this option for free.

Use Anti-Malware Software

 By installing anti-malware software for your website, you can protect your business from viruses. Today, it’s all too easy to accidentally download malware, and doing so can cause all kinds of problems for your company. You might get locked out of your website or expose your customers to security risks. You can research different versions of anti-malware software and find an option that suits your needs and budget.

Run Software Updates

 When your hosting provider prompts you to update your software, you do not want to push this task to the backburner. Outdated software may have lackluster security protections. On the other hand, newer software will likely include features that make it easier to secure your website. Furthermore, updating your software will give you access to new functions that enable you to modernize your website and run it efficiently. Perhaps you’ve been putting off a software update for a while, but it’s a good idea to take care of this as soon as you have the chance.

Back Up Your Data

 If your website is compromised, your data could be corrupted or even erased. This would be a frustrating situation for any small business owner. But since no cybersecurity protections can completely prevent attacks, it’s a good idea to back up your website’s data, just in case. You may be able to do this by using a cloud solution or by storing your data with hardware. Should a hacker ever gain access to your website, you can at least rest assured that you will not lose access to your own data, and you will be able to get your website back up and running.

Be Aware of Scams

Unfortunately, it’s quite common for hackers to run scams targeted at business websites. And even people who are relatively tech-savvy can easily fall victim to these scams. That’s why it’s important to read up on common scams that are aimed at business websites and talk to your employees about the tactics that these scammers use. For example, if you ever get an email claiming that it is allegedly from your web hosting provider that contains a link, double-check the email address and consider calling your provider to confirm that they sent it to you. Otherwise, clicking the link could enable a hacker to gain access to your website.

Today, the internet makes it easier than ever to run your own business – but this low barrier to entry has also introduced new risks, like dealing with cybersecurity threats. However, your website does not have to be susceptible to cyberattacks. With these tips, you’ll be able to ensure the safety of your business website and keep your data private.

Final Thoughts

Interested in learning more about DataGroup Technologies’ IT services? We’re here for you! Find out how choosing us as your IT partner will provide the support you need to gain a competitive edge in your industry. Reach out to us at 252.329.1382 today or drop us a line here to schedule a quick 15-minute discovery call with our team.

 

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Guest blogger Cody McBride’s love for computers stems from high school when he built his own computer. Today he is a trained IT technician and knows how the inner workings of computers can be confusing to most. He is the creator of TechDeck.info where he offers easy-to-understand, tech-related advice and troubleshooting tips.

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How To Secure Your Business Website In 2022

How To Secure Your Business Website In 2022

If you have a booming business website that’s raking in profits and helping you establish your brand, that’s great! However, you still need to make sure your site is protected from hackers and trolls who might want to tarnish your image. To ensure continued success and prevent bad actors from appropriating your intellectual property, follow these tips to help better secure your business website.

What Is Business Email Compromise?

According to TechRepublic, business email compromise (BEC) is “a sophisticated scam that targets companies and individuals who perform legitimate transfer-of-funds requests.”

Through the use of social engineering or malware, cybercriminals will masquerade as one of the individuals involved in these money transfers to trick the victim into sending money to a bank account owned by the cybercriminal. Once the fraud is exposed, it’s often too late to recoup the money. Scammers are quick to relocate the money to other accounts and withdraw the cash or use it to buy cryptocurrencies.

However, the scam is not always associated with an unauthorized transfer of funds. One BEC variation involves compromising legitimate business email accounts and requesting personally identifiable information (PII), wage and tax settlement (W-2) forms, or even cryptocurrency wallets from recipients.

How to Protect Your Business Against BEC Attacks

In the public service announcement, the FBI offers several suggestions for businesses to adopt to better protect against business email compromise attacks.

  • Use secondary channels (such as phone calls) or multi-factor authentication to validate requests for any changes in account information.
  • Ensure that URLs in emails are associated with the businesses or individuals from which they claim to be originating.
  • Keep an eye out for hyperlinks that contain misspellings of the actual domain name.
  • Steer clear of providing login credentials or PII of any sort via email. Bear in mind that many emails requesting your personal information may appear to be legitimate.
  • Verify the email address used to send emails – especially when using a mobile or handheld device – by making sure the address appears to match that of the purported sender.
  • Enable settings on employees’ computers to allow full email extensions to be viewed.
  • Monitor your personal financial accounts routinely for irregularities, such as missing deposits.

What to Do If You or Your Company Should Fall Victim to a BEC Attack

According to TechRepublic, business email compromise (BEC) is “a sophisticated scam that targets companies and individuals who perform legitimate transfer-of-funds requests.”

Through the use of social engineering or malware, cybercriminals will masquerade as one of the individuals involved in these money transfers to trick the victim into sending money to a bank account owned by the cybercriminal. Once the fraud is exposed, it’s often too late to recoup the money. Scammers are quick to relocate the money to other accounts and withdraw the cash or use it to buy cryptocurrencies.

However, the scam is not always associated with an unauthorized transfer of funds. One BEC variation involves compromising legitimate business email accounts and requesting personally identifiable information (PII), wage and tax settlement (W-2) forms, or even cryptocurrency wallets from recipients.

What to Do If You or Your Company Should Fall Victim to a BEC Attack

Cybersecurity has never been more important. We live in an increasingly connected world, which enables cyberattackers to constantly find new ways to carry out digital attacks. Even the most vigilant business owners and IT managers can become overwhelmed with the stress of maintaining network security and protecting their data.

These increasingly advanced cyberattacks create unprecedented situations of data breach and money extortion. The tools that hackers use are getting smarter and stronger every day. If you’re not proactive about protecting your network, your business will become a target of cybersecurity attacks.

DataGroup Technologies, Inc. (DTI) offers a wide variety of cybersecurity services to help protect your business from cyberthreats, including security risk assessments, email security solutions, web/DNS filtering, next-generation firewalls, network security monitoring, operating systems/application security patches, antivirus software, and security awareness training. If you’re not 100% certain that your business is protected from cybercriminals, contact us today at 252.329.1382 or message us to find out more about how we can help #SimplifyIT!

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Are You Protected Against Business Email Compromise Attacks?

Are You Protected Against Business Email Compromise Attacks?

On May 4th, 2022, the FBI published a public service announcement updating its warnings about the continuing threat of business email compromise, also known as CEO fraud. It’s a problem that has reached staggering proportions. Between June 2016 and December 2021, the FBI quantified 241,206 domestic and international incidents of business email compromise. The exposed dollar loss – including both actual and attempted losses – was more than $43 billion!

What Is Business Email Compromise?

According to TechRepublic, business email compromise (BEC) is “a sophisticated scam that targets companies and individuals who perform legitimate transfer-of-funds requests.”

Through the use of social engineering or malware, cybercriminals will masquerade as one of the individuals involved in these money transfers to trick the victim into sending money to a bank account owned by the cybercriminal. Once the fraud is exposed, it’s often too late to recoup the money. Scammers are quick to relocate the money to other accounts and withdraw the cash or use it to buy cryptocurrencies.

However, the scam is not always associated with an unauthorized transfer of funds. One BEC variation involves compromising legitimate business email accounts and requesting personally identifiable information (PII), wage and tax settlement (W-2) forms, or even cryptocurrency wallets from recipients.

How to Protect Your Business Against BEC Attacks

In the public service announcement, the FBI offers several suggestions for businesses to adopt to better protect against business email compromise attacks.

  • Use secondary channels (such as phone calls) or multi-factor authentication to validate requests for any changes in account information.
  • Ensure that URLs in emails are associated with the businesses or individuals from which they claim to be originating.
  • Keep an eye out for hyperlinks that contain misspellings of the actual domain name.
  • Steer clear of providing login credentials or PII of any sort via email. Bear in mind that many emails requesting your personal information may appear to be legitimate.
  • Verify the email address used to send emails – especially when using a mobile or handheld device – by making sure the address appears to match that of the purported sender.
  • Enable settings on employees’ computers to allow full email extensions to be viewed.
  • Monitor your personal financial accounts routinely for irregularities, such as missing deposits.

What to Do If You or Your Company Should Fall Victim to a BEC Attack

According to TechRepublic, business email compromise (BEC) is “a sophisticated scam that targets companies and individuals who perform legitimate transfer-of-funds requests.”

Through the use of social engineering or malware, cybercriminals will masquerade as one of the individuals involved in these money transfers to trick the victim into sending money to a bank account owned by the cybercriminal. Once the fraud is exposed, it’s often too late to recoup the money. Scammers are quick to relocate the money to other accounts and withdraw the cash or use it to buy cryptocurrencies.

However, the scam is not always associated with an unauthorized transfer of funds. One BEC variation involves compromising legitimate business email accounts and requesting personally identifiable information (PII), wage and tax settlement (W-2) forms, or even cryptocurrency wallets from recipients.

Final Thoughts

Cybersecurity has never been more important. We live in an increasingly connected world, which enables cyberattackers to constantly find new ways to carry out digital attacks. Even the most vigilant business owners and IT managers can become overwhelmed with the stress of maintaining network security and protecting their data.

These increasingly advanced cyberattacks create unprecedented situations of data breach and money extortion. The tools that hackers use are getting smarter and stronger every day. If you’re not proactive about protecting your network, your business will become a target of cybersecurity attacks.

DataGroup Technologies, Inc. (DTI) offers a wide variety of cybersecurity services to help protect your business from cyberthreats, including security risk assessments, email security solutions, web/DNS filtering, next-generation firewalls, network security monitoring, operating systems/application security patches, antivirus software, and security awareness training. If you’re not 100% certain that your business is protected from cybercriminals, contact us today at 252.329.1382 or message us to find out more about how we can help #SimplifyIT!

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