All businesses should adopt MFA. Now

April 1, 2023

If you haven’t upgraded your security, you could be making life far too easy for an intruder.

If a criminal knew where you lived, and could easily steal the keys from your pocket, it wouldn’t be a lot of work for them to steal things from your home.

But imagine if you kept your keys in a massive locked safe. And not just any safe…

A safe that can only be accessed with a security code
A code that changes all the time
You can only access the code from a secure phone app
Which needs your fingerprint or face to verify that it’s really you

You’ve now put your keys behind layers of extra security, making that criminal’s life a whole lot harder.

What you’ve used here is called Multi-Factor Authentication, also known as MFA. And it has become the standard way to protect your business’s data.

Cyber criminals use increasingly sophisticated techniques to bypass security. So the more barriers you put in their way, the harder you make it for them to break into your systems.

A cyber attack on a small business can be devastating. What would the consequences be for your business if your customers’ private information was stolen and held to ransom?

Can you imagine making that phone call to tell them what’s happened?

That’s why it’s vital to think seriously about how best to protect the information you hold, and about the data your team members are able to access. Along with good staff training, MFA is one of the strongest security tools available.

But how does MFA work in practice? And what does it actually mean for your business?

Here’s everything you need to know.

Single-Factor Authentication is not enough. An application, account, or system requires you to authenticate your identity using just one piece of ‘evidence’. Usually, this is your password.

Two-Factor Authentication, also called 2-step verification, is better. 2FA requires you to identify yourself using two different factors, such as a password plus a single-use code that’s sent to your phone. 2FA is a form of MFA.

Multi-Factor Authentication (MFA) is similar to 2FA, but requires two or more identifiers, with a view to providing the greatest security.

MFA might use three types of authentication factor:

Knowledge Something you know, like a password or the answer to a question
Possession Something you have, like a USB key or token
Inherence Something you are, like your biometrics (this could be facial recognition or a fingerprint)

Which is the right solution for you?

Theoretically MFA is the most secure solution, especially for a business. However, MFA is still only as strong as the authentication methods you choose. And if it’s not implemented in the right way, it can create unintended issues.

For instance, MFA’s layered approach to security is what makes it strong. But too many layers can add ‘friction’ to the log in process. Make your people jump through too many hoops to do what they need to do, and there’s a chance that they’ll just stop using it. And if people start using their personal email addresses because it’s too much of a pain to log in at work? That’s the opposite of solid security.

So a good MFA solution should be unobtrusive and will adapt to different situations. For instance it could be set up to apply different levels of authentication depending on the nature of each login attempt. So it may link team members to their trusted devices. If that matches what’s usual, great. Only if it’s an unrecognized device, or it seems suspicious, will it ask for further information.

Why is it so important for you?

Many small businesses simply don’t survive a successful cyber attack. In particular, the impact, disruption and cost of ransomware attacks can devastate your chances of survival.

But implementing MFA can prevent the vast majority of these attacks.

According to Microsoft, MFA prevents 99.9% of automated assaults on its platforms, websites, and online services. It also found that MFA wasn’t implemented by 99.9% of accounts that had been hacked.

Those numbers speak for themselves. Here are our top 6 reasons to adopt MFA in your business today.

It can protect your business from weak passwords

We talk about this all the time – weak employee passwords simply won’t cut it.

But a recent study showed that still, passwords like ‘123456’ and ‘Passw0rd’ are amongst the most commonly used. Aargh!

Weak passwords open the door to all kinds of data breaches. ‘Password-dumper’ malware, which steals login credentials from victims’ devices, was involved in a third of malware-related data breaches in 2020. And 80% of hacking-related breaches involved passwords in some way.

MFA prevents this. Because while cyber criminals may still try to steal your password, they are less likely to have access to your second and third factors of authentication – such as your fingerprint.

It prevents other methods of password theft

Even if a criminal can't break into your network to steal passwords, they have other methods that are equally successful. ‘Phishing’ attacks trick victims into giving away sensitive information using scam emails, SMS, or phone calls. And ‘pharming’ involves redirecting a website’s traffic to a fake site, run by the criminals, where they steal data or install malware.

So even if you're tricked into entering credentials in this way, the fraudsters still won't be able to access your accounts without another form of authentication. And you'll be alerted to the fact you've been scammed a lot sooner, as you won't be presented with the authentication stage of the login process.

It makes using unmanaged devices more secure

Ideally, all your remote and hybrid workers will be working on secure devices and internet connections, using security that’s managed by your IT professional. But be honest – how many times have you logged into your email account at the weekend using your personal laptop?

It might feel harmless, but it could allow an intruder to not only access your unmanaged device, but also your router, and eventually the company network.

If you use MFA you can be less concerned about a cyber criminal gaining access in this way, thanks to the additional layers of security.

It allows your other security tools to perform properly

If a criminal steals over-simple login credentials, they can bypass antivirus software and firewalls in the same way that an authorized employee could – with a bit of knowledge. This allows them to disarm your security and wreak havoc, all without you noticing anything is amiss.

With MFA in place, this can't happen. Cyber criminals can't use stolen credentials to access your network, because they don't have the ability to pass these second and even third identity checks.

MFA can also act as an alert that your accounts are at risk. If someone attempts to log in, you'll receive a secondary authorization prompt that you didn't request. This can be immediately reported to ensure everything is safe and sound.

It keeps you compliant

When you handle and store sensitive data, your business must comply with local laws that state you need strong authentication processes in place. MFA is a strong tool to keep the private data of customers, suppliers, and employees out of the wrong hands.

It can save a lot of stress

There's always something to worry about as a business owner. Putting strong security measures like MFA in place can take a lot of weight off your shoulders. You can stop worrying about cyber scams, unauthorized devices connecting to your network, and weak passwords.

Better still, there’s less chance of an employee making an innocent mistake and revealing their credentials to a fake login site (we still highly recommend regular cyber security awareness training though!)

You can worry less about downtime caused by a cyber incident, as well as the huge costs involved with dealing with it.

And you can relax about safely offering your people the flexibility to work remotely.

MFA isn't the answer to all your cyber security prayers. But it slams the door on the majority of today’s cyber crimes. So if you don't already have it enabled across your network and its systems, you might be leaving that door open to a cyber attack at any time.

MFA solutions are just one of the services we provide to our clients every day. If you’re worried about protecting your business, get in touch now.

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Unlocking Your Potential with Microsoft Copilot

September 20, 2024

In today's fast-paced business environment, efficiency and productivity are paramount. Imagine having an assistant that never gets tired, never misses a detail, and can help with everything from drafting emails to organizing meetings. This is the promise of Microsoft Copilot, a smart, AI-driven tool integrated into the Microsoft apps you already use. What Is Microsoft Copilot? Microsoft Copilot is an AI-powered assistant embedded within the Microsoft Office suite, including Word, Excel, Teams, and more. It's designed to handle time-consuming tasks that often slow down teams, allowing you to focus on more important aspects of your work. The best part is that you don't need to be tech-savvy to use it—if you're familiar with Microsoft Office applications, you can seamlessly incorporate Copilot into your workflow. How Does Copilot Work? Copilot operates within the Microsoft 365 ecosystem to provide real-time assistance as you work. Here's how it enhances your productivity: In Word: Assists in drafting reports, creating outlines, and suggesting edits to improve your writing. In Excel: Helps analyze data, generate charts, and even create complex formulas. In Teams: Summarizes meeting discussions, highlights key decisions, and notes action items. In Outlook: Summarizes lengthy email threads and suggests responses to streamline communication. Benefits of Using Copilot Seamless Integration One of the standout features of Copilot is its seamless integration into software you're already using. There's no need for complicated installations or extensive training sessions. Because it's built into Microsoft 365, your team can start using it immediately with minimal disruption. It works across devices, so whether you're in the office or on the go, Copilot is readily accessible. Simplifying Daily Tasks Routine tasks like sorting through emails or organizing meetings can consume a significant portion of your day. Copilot automates these tasks by summarizing long email chains, suggesting responses, and helping organize your schedule. This allows you to focus on tasks that truly require your attention and expertise. Enhancing Collaboration During collaborative efforts, especially meetings, keeping track of everything can be challenging. Copilot addresses this by summarizing entire meetings in Teams, capturing key points, decisions, and tasks. It ensures that everyone stays on the same page and helps in planning the next steps without missing any critical details. Boosting Creativity Starting a new document or presentation can sometimes be daunting. Copilot assists by generating first drafts or outlines based on your prompts. This feature helps overcome writer's block, allowing you to quickly move forward with your projects and add your personal touch during the refinement process. Making a Difference in Your Business By integrating Copilot into your daily operations, you can create a more productive, efficient, and creative workplace. It not only handles administrative tasks but also empowers you and your team to unlock your full potential. With Copilot handling the groundwork, you can dedicate more time to strategic thinking and innovation. Conclusion Microsoft Copilot represents a significant advancement in how we interact with technology in the workplace. Its ability to seamlessly integrate with familiar tools and simplify complex tasks makes it a valuable asset for any business looking to enhance productivity and collaboration. By leveraging Copilot, you can focus on what truly matters—driving your business forward.

Cyber extortion: What is it and what’s the risk to your business?

August 12, 2024

Cyber extortion is a topic that's been making headlines and causing sleepless nights for many. Is it something that's on your radar? It should be, because it could affect your business one day. So, what is cyber extortion? It's a type of cybercrime where criminals threaten to harm your business by compromising its data and digital assets unless a ransom is paid. These threats often involve ransomware, a malicious software that encrypts your data, making it inaccessible until you pay the ransom. Sometimes, cyber criminals go a step further by stealing data and threatening to release it publicly on dark web leak sites if their demands aren't met, a dual threat known as double extortion. According to a 2024 report, the number of victims of cyber extortion scams has skyrocketed by 77% over the past year. What’s more, small businesses are four times more likely to be targeted compared to larger counterparts. This is a worrying trend, especially since smaller businesses often have fewer resources to defend against these attacks. In the first quarter of this year alone, 1,046 businesses fell victim to double extortion. While that number may not seem huge, the actual figure is likely much higher since many cases go unreported, hiding in the shadows of what experts call the “dark number.” The truth is, all businesses, regardless of size or industry, are potential targets. However, certain sectors are more frequently attacked. Manufacturing, professional, scientific, and technical services, as well as wholesale trade, top the list. Alarmingly, the healthcare and social assistance sectors are also seeing a significant rise in attacks, despite the potential societal and political repercussions. Cyber criminals are opportunistic and strategic, targeting regions with strong economic growth and shared languages. For instance, cyber extortion attacks in the US have increased by 108%. While the rise in cyber extortion is concerning, there are steps you can take to protect your business. Here are some key strategies: Back up your data: Ensure you have a robust backup plan, keeping your critical data in an offline or offsite location, and regularly test your backup restoration process. Keep software updated: Make sure all your devices use the latest software, especially those connected to the internet. Implement Multi-Factor Authentication (MFA): Strengthen your access controls with MFA, adding an extra layer of security by requiring multiple forms of verification before access is granted. Also, limit user access to only the systems they need for their job. Patch and vulnerability management: Regularly update your systems to fix any security vulnerabilities. Cyber criminals often exploit known weaknesses, so staying on top of patches can prevent many attacks. By understanding what cyber extortion is and how it works, you can better prepare your business to defend against it. The key is to be proactive. If we can help prepare your business and keep it safe, get in touch.

Ransomware threats are surging – here’s how to protect your business

July 8, 2024

Imagine waking up one morning, turning on your computer, and finding that all your important files—customer data, financial records, and more—are completely inaccessible. Then, a menacing message appears, demanding a ransom to unlock your data. This is ransomware, a type of malicious software that seizes your data and holds it hostage. It often begins with an innocent-looking email or link, luring you into a trap. This deceptive tactic is known as a phishing email, where the sender seems legitimate but is actually a cybercriminal. Once you click on the link or open the attachment, malicious software is silently installed on your system, and the attackers swiftly begin their work. They encrypt your files, rendering them inaccessible, and then demand a ransom in exchange for a decryption key. Paying the ransom is highly risky because there's no guarantee you'll regain access to your data, and it only encourages further attacks. The year 2023 saw a significant surge in ransomware attacks, following a two-year decline. Reports indicate a dramatic increase in ransomware incidents, breaking a six-year record. One major factor behind this spike is the emergence of Ransomware-as-a-Service (RaaS), a model that allows cybercriminals to "rent" ransomware tools, making it easier than ever to launch attacks. Consequently, more businesses are finding themselves listed on data leak sites, with a 75% increase in victims between 2022 and 2023. To make matters worse, attackers are becoming more sophisticated. They develop new variants of existing ransomware, share resources, and exploit legitimate tools for malicious purposes. They also act quickly, often deploying ransomware within 48 hours of gaining access to a network, and tend to strike outside of work hours to avoid detection. A ransomware attack can have devastating consequences for your business. The financial losses can be substantial, not just from the ransom itself but also from downtime and recovery costs. You risk losing critical data if decryption is not possible, and your reputation could suffer if customers learn their information was compromised. Additionally, your business operations could be severely disrupted, impacting your ability to serve clients. So, how can you protect your business from this growing threat? Educate Your Team: Ensure everyone knows how to recognize phishing emails and avoid suspicious links and attachments. Regular Backups: Frequently back up your critical data and store those backups securely offline. Keep Systems Updated: Maintain up-to-date software and systems with the latest security patches, and invest in robust security tools. Limit Data Access: Only grant employees access to the information necessary for their jobs. Monitor Network Activity: Keep an eye on your network for unusual activity and have a rapid response plan for incidents. If your business does fall victim to a ransomware attack, stay calm and seek assistance from cybersecurity experts like us to resolve the issue. Remember, it’s best not to pay the ransom, as it only fuels further criminal activity. Our team specializes in helping businesses take proactive measures to safeguard their data. If you need assistance, please get in touch with West Coast IT.

Now Copilot’s going to make your team work better together

June 13, 2024

Have you heard about Team Copilot yet? It’s the latest addition to Microsoft’s suite of AI tools and should be available later this year. Think of Team Copilot as an advanced, AI-powered assistant designed to help your team work better together. While Microsoft’s 365 Copilot has been a personal assistant for individual tasks like drafting emails or recapping missed meetings, Team Copilot takes it to the next level by focusing on group activities. There are three main ways Team Copilot can help your team: 1. Meeting facilitator During a Teams video call, Team Copilot can take notes that everyone in the meeting can see and edit. It can also create follow-up tasks, track time for each agenda item, and assist with in-person or hybrid meetings when used with Teams Rooms. 2. Group text chat assistant In group text chats within Teams, Copilot can summarize lengthy conversations to highlight the most important information. It can also answer questions from the group, making it easier to stay on track and informed without wading through pages (and pages and pages) of chat history. 3. Project manager Team Copilot can help manage projects by creating tasks and goals within Microsoft’s Planner app. It can assign these tasks to team members and even complete some tasks itself, like drafting a blog post. It will notify team members when their input is needed. You know that productivity isn’t just about individual work. It’s also about effective teamwork. So, by helping with group-oriented tasks, Team Copilot can make big improvements to your overall productivity. It’s important to note that while Team Copilot is incredibly helpful, it doesn’t replace the role of a human meeting facilitator. It won’t lead meetings or ensure inclusivity, but it will create agendas, track time, take notes, and share files. It’s more of a business insights assistant, helping with group interactions and meetings rather than censoring comments or keeping people in line. But hey, who knows what’s to come in future! Team Copilot will be available in preview later this year for Microsoft 365 customers with a Copilot subscription. While it’s a work in progress, the potential it has to transform team productivity is huge. Keep an eye out for its release and think about how it could fit into your workflow to boost your team’s productivity. If you have any questions or need further assistance in understanding how Copilot can benefit your business, get in touch.

Cyber security training once a year isn’t working

May 8, 2024

We all know how important it is to keep our people up-to-date on the latest cyber threats. After all, with cyber attacks on the rise, staying one step ahead is crucial to protect your business from potential breaches. But here’s the thing – annual cyber security training just isn’t cutting it anymore. Sure, it’s become a routine part of the calendar for many organizations. And it’s great that it’s happening at all. But ask any security leader, and they’ll tell you… employees find it time-consuming and uninspiring. From clicking through slides to skimming through videos at double-speed, it’s usually seen as just another box to check. And let’s be honest, even for those who do engage with the training, there’s little evidence it leads to real behavior change. That’s because the traditional approach lacks interactivity and doesn’t connect with employees on a personal level. It’s more about checking boxes than building a culture of cyber security vigilance. Guess what? There’s a better way. It’s all about small, regular, human-centric interventions. Think of it like the speed signs you see when you’re driving. They remind people to stop and think before they engage in risky behavior. Just as the signs work for driving, this kind of training makes your employees more aware of what they’re clicking. By nudging employees toward safer decisions in real-time, we can help them develop better cyber hygiene habits without overwhelming them with information overload. It’s about empowering them to make smarter choices every day. And with the amount of Generative AI and third-party tools we’re surrounded with right now, it’s more important than ever to give employees the guidance they need to navigate potential risks. Whether it’s through real-time coaching or policy reminders, we can help employees understand the importance of safeguarding sensitive data. So, while there may be a place for annual training, it’s time to think about using a more proactive approach to cyber security education. This is something we can help you with. If you want to learn more, get in touch.

Why you’re better in a contract with your IT company

April 8, 2024

Imagine you're driving down a winding road in the middle of nowhere. Suddenly, your car breaks down. You're stuck, miles from assistance. You feel helpless. Frantically searching for a solution. This scenario isn't too different from the world of IT support when you rely on what’s known as a break/fix relationship with your provider (when your IT is broken, they fix it. And that’s it; there’s no proactive work). But what if there was a way to ensure a smoother journey? That's where the magic of having a contract with your IT support provider comes in. Think of it as having a trusted mechanic who not only fixes your car but actually prevents breakdowns in the first place. Whether you run a bustling corporation or a small startup, entering into a contract with your IT support provider is the smart, cost-effective way to ensure a smoother tech journey.

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