Closing the most common cybersecurity holes

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Are you sitting down? We’re going to begin with an alarming stat.

Half of all small-to-medium-sized businesses have encountered at least one cyber attack. Wait. It gets worse. In cases involving theft of data, SMBs spent an average of over $955,000 to recover from the attack. Even for businesses that do post profits in the millions, nobody wants to drop that kind of money on a cyber attack.

There’s a host of things you can do to protect your business from cyber criminals, but one of the most important security measures is easy to overlook. A staggering number of cyber attacks start by targeting one specific weak point: your employees.

The average user may not be aware of the creative, devious ways hackers work. To give your business an instant cybersecurity boost, start by educating your people.

If you’re wondering what your staff needs to know, you’ve come to the right place. Below, you’ll find several critical tips and tricks any SMB can put into play immediately. While a cybersecurity training session may not be the most exciting way to spend an hour, the stakes are high and the information is priceless.

Be (a little) Paranoid

First, tell your people, candidly, to ditch the “it won’t happen to me” attitude. Even tech savvy folks get duped from time to time. In the ever-changing world of cyber crime, there’s no room for arrogance. A little paranoia is appropriate.

Alert aware iconIn general, assume there are people outside your organization who want your data. Assume they want access to your network. Assume they’ll go to impressively creative measures to get it.

That doesn’t mean you have to avoid the internet at all costs. Email, web services and remote access are all necessary tools. You can’t take take your business back to the Stone Age and still be successful.

Instead, shoot for balance. Make sure your employees know the same time-saving, profit-generating technology they use every day can be turned against them. Cultivate an awareness of the possibility of cyber attack.

Security is a shared burden. Everyone on the team needs to pitch in.

“123456”

If you want to see an IT guy cringe, tell him you use one password for everything, and it’s “123456.” When he’s done convulsing, he’ll most likely launch into a tirade about password security (and justifiably so!).

Tech news sites routinely warn of the dangers of using “123456” and “password” for web services, but both of those examples still show up on lists of the most commonly used weak passwords.

Hidden predictable password

What makes for a better password? Several things:

  • Passwords should be long. The generally agreed upon minimum length is 12 characters. The shorter the password, the easier it is to crack.
  • Passwords should be unique. Don’t use the same password for multiple services. If you do, one security breach can easily turn into dozens of security breaches.
  • Passwords should be complex. Include numbers, letters, and symbols. Steer clear of dictionary words as much as possible. And, no, obvious substitutions (like using a zero in place of an “o”) don’t do nearly as much to discourage hackers as one would hope.

Of course, passwords also have to be memorable, which is one reason why so many employees use low security passwords. To get around that issue, consider using a password manager. LastPass, for example, makes it a breeze to up your password game.

Stranger Danger!

Email SecurityEmail is a prime point of entry for malware, phishing and ransomware attacks. Seemingly legit downloads and links can lead to epic cybersecurity breaches. Even if your email server scans inbound messages for dangerous content, don’t make the mistake of assuming every clickable option is safe.

Warn your employees to only download files from people and companies they know and trust. Also make them aware of the hazard of links. Cyber criminals capitalize on curiosity to worm their way into networks. No matter how interesting the article, or how cute the kitten pictures, strongly encourage your staff to never click on email links from unknown senders.

Other Tips

Consider the above the big three. If you only have a few minutes with your employees, those are the tips you should share first. If you can carve out a bit more time, here are some other areas worth covering.

  • Updates Are Your Friends. Way too many people ignore update notifications. Even if you’re right in the middle of a flow, churning out work, when your software or operating system requests permission to apply an update, do it. Keeping your tools updated is a basic rule of cybersecurity.
  • It’s Good to Share. In this case, we’re talking about sharing to a local server or the cloud – AKA, backing up your work. Never rely on a single version of any file. All your data should be duplicated somewhere secure.
  • Lock It Down. When an employee walks away from their workstation, they should always lock it. Not only will that protect staff from . . . interesting aesthetic changes applied by coworkers (think David Hasselhoff desktop wallpaper), but it also adds an additional layer of security. Lock computers when not in use, especially if guests are frequent in your office.
  • Know Your Network. When you’re mobile, be careful about the Wi-Fi networks you use. Public networks are convenient, but not always safe. Be discerning. And never use an open, unknown network. That’s just asking for trouble.

Go over these cybersecurity tips with your employees, not just once, but repeatedly. Bad cybersecurity habits are hard to break. Frequent reminders will help you close some of the most common holes in your network security, helping to stave off costly attacks.

If you’d like even more help shoring up your cybersecurity, the expert team at CCS Technology can help. We know what it takes to protect businesses. To find out more about how we can help, contact us today.

 

Why a business continuity plan is essential

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What can an ostrich teach you about business continuity? As it turns out, a lot.

In their book, “The Ostrich Paradox: Why We Underprepare for Disasters,” authors Howard Kunreuther and Robert Meyer make the case that ostriches get a bum rap. The classic image of the big bird with his head in the sand gives the impression that ostriches deal with risk by ignoring it.

In reality, ostriches do a pretty good job of mitigating risk. They can’t fly, but they can run at amazing speeds. They can also kick hard enough to kill a lion.

The trick to disaster preparation is to approach it like an ostrich. Know where you’re susceptible to loss and counter those potential weaknesses with a solid plan.

Heads in the Sand

Three out of four small businesses have no disaster recovery plan at all. Unpleasant though it is, think about that for a moment.

There are innumerable things that can go wrong. Natural disasters are both unpredictable and potentially catastrophic. Fire can raze a building to the ground. Viruses can bring networks to their knees. A data breach can expose your entire system.

Disaster comes in all shapes and forms. No business is immune, regardless of size, legacy or location. And a lack of preparation can be devastating.

The High Cost of Downtime

Of the organizations without a business continuity plan, 90% permanently close their doors within one year of a disaster.

— Small Business Trends

The real killer here is downtime. Consider what it would cost if your business grinds to a halt. Just one day of downtime could leave you reeling for weeks, throwing off profitability and productivity for the entire organization. By one estimate, downtime costs small businesses up to $8,600 per hour.

— Aberdeen Essentials

Unfortunately, that’s just one aspect of the cost. Downtime also impacts employee satisfaction, which in turn impacts productivity. And then there’s your reputation to consider. How will your customers feel about you if given the impression that you aren’t reliable?

Business Continuity in Action

By contrast, organizations with robust business continuity plans stand out when others struggle. That’s because a business continuity plan allows you to bounce back, whatever the nature of the disaster. It’s a failsafe you hope you never have to use, but one that can literally save your business.

There are three advantages that come with a business continuity plan.

First, you’re protected against the losses associated with downtime. For example, employees can log in remotely, able to work even if your office isn’t accessible. Automated tasks continue to perform. Your customers aren’t left in a lurch, suddenly without your services. Instead, you’re able to continue doing business, even in the midst of a genuine crisis.

Second, your data is safe. Any solid business continuity plan will include some form of backup and recovery option. That means even if every hard drive in your office simultaneously stops working, you don’t lose a single spreadsheet.

Finally, you get the intangible (but powerful) benefit of peace of mind. You won’t have to worry about worst case scenarios. Rather, you’ll know that even if disaster hits, you’re ready for it.

Creating Your Business Continuity Plan

Developing the kind of business continuity plan that provides real protection takes some know-how. This isn’t one of those times a do-it-yourself approach will suffice. You want someone with serious credentials to walk you through the process, ensuring every base is covered.

CCS Technology knows disaster recovery. We’ll take the time to understand how your business functions. From there, we’ll put together a plan that takes into account every kind of contingency. Should the unthinkable happen, you’ll be in the best possible position: prepared.

Maybe it’s time to put together a business continuity plan for your organization. If so, we’re here to help.

 

The 7 irresistible qualities of cloud ERPs

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ERP tools are an understandably critical component for many businesses. Particularly if you focus on manufacturing or distribution, the benefits of utilizing an ERP are undeniable. And the introduction of cloud computing has revolutionized ERPs.

In recent years, industry experts have debated every pro and con of the cloud ERP. Over time, these newer cloud solutions have proven to be a viable option, especially for small to medium-sized businesses.

Whether you’re updating your current ERP or are considering first-time implementation, here are seven reasons to consider going with a cloud solution.

1. Budget Friendly Launch

If you’re interested in saving money, here’s some good news. 82% of companies save money by moving to cloud solutions. While on-premise ERPs typically come with hefty startup costs, cloud-based ERPs are much more budget friendly up front. That savings allows SMBs to seize the advantages of improved efficiency without wiping out their annual budget on a single tool.

But be sure to shop around. Most vendors charge by the user, and those fees can add up. A few, like Acumatica, offer unlimited user spots, which allows for on-the-fly scalability without a price hike.


Source: Acumatica

2. Quicker, Easier Implementation

Rolling out a new on-premise ERP can be rough. The server has to be prepped, the software has to be installed, and then there’s the daunting task of making sure the new system plays nicely with the rest of your network. Even if everything goes smoothly, it’s rarely a speedy process.

By contrast, cloud-based implementation isn’t as painful. There’s not as much to configure and typically nothing to install. As a result, cloud ERPs deploy faster and with fewer headaches.

3. Tried and True Reliability

Cloud computing still feels like new technology, even though it’s been a steady part of the business world for nearly 20 years. Still, reliability is a top concern for business leaders. Can a cloud-based application deliver the same kind of consistent performance as an on-premise solution?

Yes. The cloud ERP isn’t an untested technology. Rather, there are quite a few vendors out there with solid track records for stability. You can opt for a cloud solution without sacrificing the assurance of reliable service.

4. Powerful Performance

In addition to stability, savvy business leaders also understand the importance of performance. After all, it wasn’t that long ago that cloud applications came with pretty significant drops in speed and functionality.

However, better connection speeds and other advancement have reshaped the landscape of cloud computing. Today, it’s possible to get the same kind of performance from an ERP you access via the cloud as one would expect from an on-premise solution.

 

5. Frustration-Free Maintenance

On-premise ERPs require a server and local maintenance. When you host the ERP yourself, there’s simply no way to avoid managing its health and performance. Given the dramatic impact of an ERP going offline, maintenance is a serious business.

If you’re not prepared to hire additional staff to maintain a new server, then a cloud-based ERP is a great way to go. The ERP provider will handle all the maintenance. You just log in and get to work, no maintenance required.

6. Baked-In Security

The very same folks who maintain your cloud ERP will also take care of the solution’s security. Keeping your data secure is one of the fundamental requirements for any cloud-based provider. Accurate, safe record-keeping is a top priority, and includes high standards for certification, compliance, and data backup and recovery.

Your ERP vendor’s security measures aren’t an adequate replacement for your own cyber security strategy. Still, it’s reassuring to know their focus includes keeping your data backed up and safe.

7. Access From Anywhere

Finally, cloud-based solutions give business leaders a level of accessibility that was unheard of even a few years ago. All you need is a laptop, a tablet or a smartphone, and you have a way to check in on your business, review processes, update critical workflows, and keep tabs on top customers.

That kind of flexibility sets business leaders free. Often, a few swipes can give you the information you need, allowing you to focus on the client sitting in front of you rather than micro-managing each individual process. That’s freedom that impacts your bottom line and your quality of life.

Make Your Move to the Cloud

If you’re ready to unleash the power of utilizing a cloud ERP, CCS Technology can help. We know what it takes to streamline process management for manufacturing and distribution, and we’ve helped dozens of small to medium-sized businesses improve their efficiency. What’s more, we can guide you to the cloud solution that meets your needs without breaking your budget.

Contact us today to find out more about how a cloud-based ERP can transform your business.

 

The advantages of working with IT pros

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Some seemingly good ideas come with wildly inconvenient side effects. Like the time a corned beef sandwich almost ruined a NASA mission.

In the 1960’s, NASA was in an all-out race to put a man on the moon. The Gemini 3 mission was a significant step forward. It was the very first two-manned mission to achieve orbit. Astronaut John Young was one of those two men.

Not one to pay too much attention to pesky rules, Young smuggled a corned beef sandwich onto the spacecraft by hiding it in his suit. But when crew-mate Gus Grissom took a bite, crumbles scattered throughout the cabin.

Because of the lack of gravity, crumbles could easily get into the circuitry, potentially leading to disaster. As it turns out, NASA had good reasons for regulating the food available to astronauts during missions.

The lesson? Some projects legitimately warrant expert input.

Paving the Way for Growth

IT spending is an undeniable part of the cost of doing business. Not only that, but IT spending is on the rise. 42% of small businesses expect to increase their IT related expenses this year.

But while additional IT spending should result in improved efficiency and reduced costs, that’s not always the case. To illustrate the point, consider this alarming statistic: 55% of small business owners suspect their current technology solutions are actually holding them back.

Business owners clearly see the value of investing in IT solutions for everything from customer acquisition and retention to process automation. There’s obvious benefit to harnessing the power of available technology – if you choose the right solutions.

Choose the wrong solutions, and the technology might only get in your way.

Choosing Wisely

Making strong IT decisions for your organization is easier said than done. A quick Google search will reveal literally dozens of options, even for basic IT solutions like cloud-based storage.

When it comes time to tackle an in-house IT project, how can you be sure the solution you pick is the one that will work best for your company? After all, you don’t want your business to be yet another organization whose growth is limited by the very tools that should make you more efficient.

Thankfully, there’s a way to tap into expert knowledge without becoming an expert, yourself.

“Professional services” is the industry term that describes outsourced IT project management. Companies of all sizes routinely rely on professional services when analyzing and upgrading their technologies. Even organizations with robust internal IT departments find value in utilizing professional services firms.

The Case for Expertise

There are three compelling reasons to consider working with a professional services provider.

First, expert input helps businesses identify the best solution for their needs. Sure, you might be able to limp along with a solution that mostly works. But why put yourself through that? Why not instead find the solution that perfectly matches the demands of your specific business?

Second, working with experienced professionals expedites the upgrade process. IT changes are rarely fun. There’s an inevitable adjustment period, even if the change is small. The sooner you can push through the growing pains and reap the benefits, the better.

Finally, a professional services provider can help lower costs in the short and long terms. When it comes to project management, few phrases sound as pleasant as “under budget.” Short term savings come in the form of finding the most cost effective solution possible.

Long term savings come in less tangible forms, but the impact on ROI is just as real. Improved efficiency, employee satisfaction and customer experience each profoundly affect your bottom line.

Your Professional Services Provider

The professional services team at CCS Technology is serious about making your next IT project a raving success. Each team member has a minimum of five years of experience. Our clients always work with someone who knows the industry.

We’re certified in the most high-demand areas of specialization, like Acumatica, Microsoft, Cisco, Amazon, VMware, and EMC. We also pride ourselves on maintaining a student mentality. We’re always learning and growing in our expertise.

What’s more, we have a proven track record for IT implementation. We’ve even taken on existing projects that were behind schedule and over budget, bringing them to successful completion.

If you have IT projects on the horizon, we have the professional services know-how to help. Contact us today to find out how we can guide you through the process, saving you both time and money.

Office 365 migration made easy

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Go into any mechanic’s garage and you’re going to find a common set of tools. There will always be a socket wrench, for example. No one who works on cars can function without one. It’s essential.

Office productivity tools are no different. You can’t do business without email and some form of a word processor. For an overwhelming number of folks – more than 1.2 billion users – the go-to productivity suite is Microsoft Office.

Cloud-Based Applications Are on the Rise

Most likely, you already have experience using Microsoft’s suite. Programs like Word, Excel and PowerPoint are common fixtures in businesses both great and small. However, there’s a significant shift in how these applications are being implemented and utilized.

An increasing number of businesses are putting heavy emphasis on cloud technology. In fact, recent analysis indicates that 90% of organizations use the cloud in some way, with 50% using cloud services as their preferred solution.

Simply put, the cloud is changing how business is done at a fundamental level, and Office 365 is a major player in the move to cloud-based services. While there are other cloud tools out there – most notably, Google’s G Suite – Office 365 is currently the most used collaborative platform on the market.

Why Office 365?

It’s hardly surprising to learn Microsoft’s offering takes the top spot. The advantages of Office 365 are considerable.

First, there’s the convenience. With Office 365, you can work and collaborate with team members from any connected device – even your phone or tablet. For business leaders on the go, that alone is invaluable.

Second, documents, spreadsheets and email messages housed under the umbrella of Office 365 are backed up in the cloud. Users can access everything from their desktop computers, just like older versions of Microsoft Office, but redundancy is also baked in. If you’ve ever dealt with any kind of data loss, you know how important backups are.

Finally, the cost savings can be compelling. Many organizations are able to justify migrating to Office 365 based purely on the numbers. This is due in part to the scalability of the platform. Microsoft offers multiple subscription options for Office 365. You just have to pick the plan that works best for your organization, and isolate the products and services you need.

Additionally, adding new users to your subscription is a breeze. For companies in growth mode, Office 365 provides an easy, cost-effective way to make sure new employees have the tools they need from day one.

Migrating to Office 365

Perhaps the biggest hurdle to adopting a new software solution is the anticipated pain of making a change. Some organizations have a history of hiccups, even when just moving from one version of a program to a newer version of the same program. Moving to an entirely new solution is understandably off-putting.

Speaking frankly, who cares about improvements in efficiency in the long-term if an update puts you out of commission for weeks right now? The migration from your current solution to Office 365 has to be smooth to be worth it.

The good news is a hassle-free Office 365 migration is entirely possible. Whether you’re only migrating your email to Microsoft Exchange or planning to incorporate the full Office Suite, getting your organization online and up to full functionality doesn’t have to bring daily business to a grinding halt.

The key is working with an experienced, knowledgeable partner who can guide you through the process.

Migration Done Right

At CCS Technology, our guiding philosophy is simple. Every part of the technology experience should be convenient and efficient, including upgrades and migration.

Our goal is to take the headaches out of IT services by delivering fast, effective solutions. We’ve completed full migrations to Office 365 in as few as seven days. And when migration is done, we’ll still be here, ready and able to provide ongoing support.

You can’t achieve success without the right tools in your toolbox. Think of us as your tool provider. When it’s time to move your organization to the cloud and take advantage of everything Office 365 has to offer, we’ll be happy to guide you through the process.

Get in touch with us today to let us know how we can help.

The 3 things you should be getting from your CRM

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Few business tools have the potential to drive sales like a well-configured Customer Relationship Management application. You probably call it a CRM, as does practically everyone. In fact, it looks odd to see the words actually spelled out. But we’ve included the full name here for a very specific reason.

It’s easy to forget the functionality CRM solutions are meant to provide. For salespeople, the CRM is where prospects, leads and closed deals live. For customer service, it’s where you can find a customer’s information and history. For management, it’s a rich source of data brimming over with all kinds of reporting potential.

In reality, a CRM is all those things and more.

In this whitepaper, we’ll explore the three biggest benefits of using a CRM. If your current CRM isn’t delivering these three things, it’s time to reconfigure or replace. And if you’re not using a CRM, it’s time to incorporate this valuable tool.

Improved Productivity

CRMs give companies a single, centralized location for the data marketing, sales and service teams rely on day in, day out. When all that data is housed in one place, your employees don’t have to waste time hunting down customer information, unsure of who knows what.

crm solution

Just check the CRM. Everything’s there.

That makes it easier to market, easier to close, and easier to provide top-of-the-line customer service. Improve your organization’s efficiency, and you’ll feel it in the bottom line.

If you want an even bigger productivity boost, add mobile access to your CRM solution. According to Nucleus Research, CRMs with mobile access and social networking capability increase productivity by another 26.4%.

Higher Close Ratios

It’s an age-old adage. Sales is a numbers game.

For example, you might have to work through 10 leads to get to one sale. But what if you could close one deal for every seven leads? Or every five? The difference starts to add up. Quickly.

According to The Sales Management Association, a formalized sales process, like the kind baked into a CRM, can increase profits by as much as 30%. Individual salespeople will perform better as lead conversion rates skyrocket.

It’s all due to a powerful snowball effect. CRMs boost efficiency through organization, automation, and process management. As a result, it’s possible for salespeople to do more in less time.

Better Client Relationships

The CRM advantage doesn’t stop with sales. Not only will more customers decide to buy, but more customers will stick, as well.

Research shows that CRMs improve customer retention rates by as much as 27%. Additionally, CRMs have been shown to increase customer satisfaction by a high margin, as well.  The same productivity perks that lead a customer to buy make it easier to keep current customers and ensure they remain happy.

Ironically, it’s not even really the CRM solution that creates this effect.

Rather, a CRM simply facilitates the kind of organization necessary for your employees to focus their time and energy on prospects and customers. What’s remarkable is the fact that every person involved – the customer, the sales rep, the service rep and even management – benefits from this one powerhouse tool.

Get On It

What about your company?

Does your current CRM make good on its potential? Or, if the idea of using a CRM solution is new to you, are you convinced of the benefits, both for customer satisfaction and profitability?

If you’re ready for a new CRM experience, the CCS Technology team can help. Not every CRM is a good fit for every company. It’s important that you deploy the right solution for your organization.

That’s why we take a consultative approach. We don’t make blind recommendations. We’d much rather get to know you first so we can pair you up with the solutions that will do the most to drive your business forward.

Said another way, when our customers win, we win.

If you need a new CRM solution, we can help you find it. Contact us today to find out more about how we can set you up for success.