Category: General IT Support

Email is a fundamental communication tool for businesses, but it also represents a prime target for cyberattacks. Small and medium-sized businesses (SMBs), often lacking the same level of security infrastructure as larger corporations, are particularly at risk. This makes choosing the right email security solution a crucial decision. With so many options on the market, how do you determine which one is best suited for your needs? In this article, Workplace by Direct outlines the key features to prioritize when evaluating email security solutions.

Why Email Security Matters

Email-based threats, such as phishing, ransomware, and spoofing, cost businesses billions of dollars each year. Beyond financial losses, these attacks can damage reputations and undermine customer trust. A reliable email security solution reduces these risks by:

• Identifying and blocking malicious or suspicious content before it reaches your inbox.
• Ensuring you meet compliance requirements like HIPAA or PCI DSS.
• Securing sensitive business communications with encryption and threat detection.

Investing in email security is not just about defense; it’s about maintaining operational continuity and trust.

Essential Features of an Email Security Solution

When considering email security solutions, focus on the following key features to ensure comprehensive protection for your business:

1. Spam Filtering

Spam emails are more than just a nuisance—they often serve as the gateway to phishing and malware attacks. Effective spam filters:

• Use advanced algorithms to distinguish between legitimate emails and spam.
• Adapt to new spamming techniques using machine learning.
• Minimize distractions and allow employees to focus on important communications.

Real-World Example: A financial services provider implemented an AI-driven email security platform, Darktrace EMAIL, which significantly enhanced their ability to detect and block sophisticated email threats in real-time.

2. Anti-Phishing Tools

Phishing remains one of the most common and damaging email-based threats. Anti-phishing tools should:

• Detect and block fraudulent emails in real-time.
• Analyze email headers and content for red flags, such as suspicious links or spoofed domains.
• Provide alerts for emails with mismatched sender details.

Real-World Example: Healthcare organizations have been increasingly targeted by phishing attacks, leading to significant data breaches. Implementing robust anti-phishing tools is essential to protect sensitive patient information. ​

3. Encryption

Encryption is crucial for securing sensitive data in transit. Look for solutions that:

• Automatically encrypt emails containing personal or financial information.
• Allow secure sharing of files via email.
• Meet compliance standards for industries such as healthcare (HIPAA) and finance (PCI DSS).

Real-World Example: Law firms are required to implement email encryption to protect client confidentiality and comply with legal and ethical standards.

4. Advanced Threat Detection

Cyberattacks evolve rapidly, requiring proactive defenses. Advanced threat detection features include:

• Sandboxing to analyze email attachments in a secure environment before delivery.
• Behavior-based detection to identify unusual patterns that may indicate an attack.
• Integration with broader threat intelligence networks to stay updated on emerging risks.

5. AI and Machine Learning Capabilities

AI and machine learning (ML) have revolutionized email security. These technologies:

• Analyze vast amounts of data to detect subtle anomalies.
• Learn from previous incidents to improve threat identification.
• Provide real-time threat scoring for incoming emails.

A global retail chain using AI-based email security reduced phishing incidents by 87% in six months, with improved employee experience due to fewer false alerts

6. Data Loss Prevention (DLP)

DLP features prevent sensitive information from leaving your organization via email. Key capabilities include:

• Identifying and blocking emails containing confidential data.
• Setting rules to restrict sharing of specific file types or keywords.
• Providing detailed audit trails for compliance and incident analysis.

7. User Training and Awareness Tools

Technology alone isn’t enough; employees must also be equipped to recognize threats. Look for solutions that offer:

• Embedded phishing simulations to test employee vigilance.
• Real-time training pop-ups when users interact with suspicious content.
• Dashboards to track employee progress and identify training gaps.

AI/ML: The Game-Changer in Email Security

Artificial Intelligence (AI) and Machine Learning (ML) have set a new benchmark for email security by offering:

1. Real-Time Threat Analysis

AI/ML systems process millions of emails daily, identifying patterns indicative of phishing, malware, or other malicious activities. Unlike traditional rule-based systems, AI adapts to emerging threats dynamically.

2. Enhanced Accuracy

By analyzing historical data, AI minimizes false positives, ensuring that legitimate emails are not flagged unnecessarily. This improves workflow efficiency while maintaining robust security.

3. Proactive Defense

ML algorithms predict potential attack vectors based on historical patterns, enabling proactive countermeasures. For example, AI can detect a surge in emails containing a new type of ransomware and block them across its network.

Evaluating Email Security Solutions

To select the right email security solution, consider the following factors:

1. Ease of Use

Ensure the solution integrates seamlessly into your existing systems, such as Office 365 or Google Workspace. A complex setup can hinder adoption and effectiveness.

2. Scalability

Choose a solution that can grow with your business. Whether you’re expanding your team or adopting new communication platforms, the solution should adapt to your needs.

3. Customer Support

Opt for providers that offer 24/7 customer support, particularly for critical incidents. Support quality can be a decisive factor during a security crisis.

4. Vendor Reputation

Research the vendor’s track record, customer reviews, and case studies. Established vendors often have more refined and reliable solutions.

5. Cost-Effectiveness

While price is a consideration, focus on the value provided. Investing in a comprehensive solution upfront often saves money by preventing costly breaches.

Conclusion

At Workplace by Direct, we understand that email isn’t just a communication tool; it’s a gateway to your business. That’s why we help organizations take proactive steps to protect their most commonly targeted systems with advanced, easy-to-manage email security solutions. Whether you’re looking to block phishing attempts, prevent data loss, or deploy AI-driven detection tools, our team ensures your email environment is secured and aligned with your business needs.

This article outlined the key features we recommend when selecting an email security platform, based on what we’ve seen work in real environments across the industries we support. If you’re unsure whether your current system is protecting you effectively, or you’re looking to strengthen your defenses before the next wave of threats hits, our experts are here to help. Let’s talk about how Workplace by Direct can implement the right email security solution for your organization.

Small businesses often underestimate the consequences of an email breach, assuming their size makes them less attractive targets. However, email breach costs can be catastrophic for SMBs. Cybercriminals view smaller businesses as low-hanging fruit due to limited security resources. At Workplace, we’ve seen firsthand how devastating even a single breach can be. This blog explores the real costs associated with email breaches and why proactive security measures are critical.

The Alarming Costs of Email Breaches

Email breach costs for small businesses are staggering—averaging $120,000 per incident. These costs include both visible and hidden expenses, broken into three major categories:

1. Direct Costs

• Ransomware Payments: SMBs often pay ransoms to regain access to their data, with average payments reaching tens of thousands of dollars.
• Legal and Regulatory Fines: Non-compliance with data protection regulations, such as GDPR or CCPA, can result in hefty fines.
• IT Recovery Expenses: Employing cybersecurity experts to remediate and secure systems after an attack adds significant costs.

2. Indirect Costs

• Operational Downtime: Email breaches disrupt day-to-day operations, leading to productivity losses.
• Customer Churn: Breaches erode customer trust, causing clients to seek more secure alternatives.
• Reputational Damage: Negative publicity following a breach can tarnish a company’s brand.

3. Hidden Costs

• Insurance Premium Hikes: A breach often leads to increased cybersecurity insurance costs.
• Long-Term Growth Impact: Investors and partners may be hesitant to collaborate with businesses that have a history of breaches.

Downtime: The Silent Killer of SMBs

The effects of downtime caused by email breaches are often underestimated. For small businesses, every hour of downtime can translate into significant revenue losses. According to industry studies:

• Average Downtime: Recovery from a ransomware attack typically takes 21 days, during which operations are severely hampered.
• Lost Revenue: For a small e-commerce business, even one day of downtime can result in thousands of dollars in lost sales.

Real-World Example: A Small Retailer’s Struggle

In 2021, a small retail business suffered an email phishing attack that encrypted its payment processing system. The company lost three weeks of revenue and spent $50,000 on IT recovery, severely impacting its bottom line.

Scenarios like this are why Workplace provides small businesses with the same enterprise-level protections that large organizations rely on—scaled and priced for SMBs.

Trust Erosion: The Hardest Cost to Measure

Clients and customers expect businesses to safeguard their data. When that trust is broken, the consequences are long-lasting:

• Client Loss: Studies show that 60% of customers stop doing business with companies that suffer data breaches.
• Brand Reputation: Rebuilding trust and reputation can take years and substantial investment in marketing and PR.
• Online Presence: Negative reviews and media coverage further diminish credibility.

Case Study: Data Breach at Wright, Moore, DeHart, Dupuis & Hutchinson (WMDDH)

In July 2023, the Louisiana-based accounting firm WMDDH detected unusual network activity, indicating a data breach. The breach compromised sensitive client information, including names, Social Security numbers, financial account details, and medical information. The firm faced significant challenges in identifying and notifying the 127,431 affected individuals, a process that extended over ten months. This incident underscores the critical importance of robust cybersecurity measures and prompt incident response in protecting client data.

The ROI of Email Security: Prevention Pays Off

Investing in email security solutions is not just a safeguard but a financial imperative. Businesses that proactively secure their email systems report significant savings in the long run.

Benefits of Advanced Security Solutions

1. Prevention of Downtime: Automated threat detection and mitigation minimize disruptions.
2. Compliance with Regulations: Staying compliant avoids hefty fines and legal battles.
3. Customer Retention: Demonstrating a commitment to security reassures clients and builds trust.

ROI Metrics to Consider

• Businesses often report a 300% ROI on advanced email security tools within the first year.
• Proactive measures reduce the likelihood of breaches, saving tens of thousands of dollars in potential recovery costs.

Example: A Success Story

A small law firm implemented AI-driven email security software that identified and blocked a phishing attack. This preventive measure saved the firm an estimated $200,000 in potential damages and downtime.

Many of our Workplace clients have shared similar stories, reinforcing how smart tech investments can prevent costly emergencies.

Key Features to Look for in Email Security

To maximize ROI and ensure comprehensive protection, SMBs should look for the following features in an email security solution:

1. AI-Powered Threat Detection: Identifies sophisticated phishing and malware attempts.
2. Encryption: Secures sensitive communications and prevents unauthorized access.
3. Spam Filtering: Blocks malicious emails before they reach inboxes.
4. User Training Modules: Educates employees on recognizing and avoiding email threats.

Long-Term Implications of Neglecting Email Security

Hidden Financial Strain: While the immediate costs of a breach are evident, the long-term financial impact often goes unnoticed. Increased insurance premiums, ongoing legal battles, and diminished growth potential can cripple small businesses.

Competitive Disadvantage: In today’s digital economy, businesses must prioritize security to remain competitive. Companies that fail to invest in email security risk losing clients to more secure competitors. With Workplace as your partner, you gain a competitive edge through technology leadership and trusted protection.

Conclusion

Email breach costs far outweigh the investment in preventive security measures. From immediate financial loss to long-term reputational damage, the risks for SMBs are significant. By prioritizing email security solutions, small businesses can protect their operations, preserve customer trust, and strengthen their future resilience.

Workplace is here to help. Schedule a free consultation to learn how our advanced email security solutions can save you time, money, and your reputation.

Imagine a video emerging at your workplace that appears entirely real. It might feature someone you know authorizing a significant payment, revealing confidential information, or making a statement that could turn even your most loyal customers away. It feels genuine, but it’s an artificial creation, made by AI. Welcome to the world of AI deepfakes, a growing concern for businesses worldwide. In 2024, fraud attempts involving deepfakes surged by 2,137% over the previous three years, with financial institutions losing an average of $600,000 per incident. Regardless of your role, this threat has the potential to disrupt your entire operation. That’s why we want to take this opportunity to explain what deepfakes are, why they pose a risk, and how our IT solutions can help you stay in control. Keep reading to learn more.

AI DeepFakes 101: The Essentials

What exactly is a deepfake? Deepfakes are videos, audio, or images created or altered by AI to mimic real individuals. In recent years, they’ve become increasingly difficult to differentiate from actual content. The technology relies on generative adversarial networks, where two AI systems collaborate: one creates the imitation, and the other refines it until it’s almost indistinguishable from reality. It’s like a digital mask that makes anyone appear to say or do anything.

What started around 2017 as altered celebrity faces for entertainment has now evolved. Today, tools like DeepFakesWeb and DeepFaceLab make it easy for anyone to create deepfakes using just a few photos or an audio clip of someone. The result? Deepfakes so convincing they’re almost impossible to spot without advanced technology. Data reveals that deepfake fraud increased tenfold from 2022 to 2023, and the trend shows no signs of slowing down. What was once a novelty has now become a serious risk.

The Business Risk: Real-World Examples

Deepfakes are already impacting workplaces in a big way, and the consequences can affect everyone. For instance, in 2024, a finance professional in Hong Kong lost $25 million after a deepfake video call convincingly impersonated their superiors and colleagues. Similarly, WPP, an advertising firm, faced a scam where fraudsters replicated a senior executive’s voice using YouTube clips to deceive employees, fortunately, it was caught in time. Even Binance experienced an incident where scammers imitated their communications chief to mislead contacts.

Here’s what’s at stake:

• Financial Loss: A scammer could impersonate your supervisor or even you, convincing someone to transfer money or disclose confidential data. The Hong Kong case involved a fabricated video call featuring multiple team members.

• Reputation Damage: A falsified recording of someone in your organization could erode client trust or damage your company’s reputation, no matter your position.

From an IT perspective, deepfakes enhance phishing attempts with fabricated voices or faces, making fraudulent schemes harder to detect, whether you’re a CEO or a recent hire.

Your IT Toolkit: How to Stay Ahead

Whether you’re already a Workplace IT Management client or not, safeguarding your organization requires a collective effort. Our systems are designed to address threats like deepfakes, and we’ve outlined a comprehensive IT strategy that can be implemented across all levels of your organization to help prevent these risks from disrupting your work.

1. Train to Identify Deceptions: Deepfakes have subtle flaws. Look for irregular blinks, mismatched lip movements, or voices with an artificial tone. Everyone, from leadership to staff, should be trained to recognize these indicators.
2. Verify Every Instruction: If someone “from your team” requests a significant action, such as a payment or data release, confirm it directly with the person. Contact them via a verified number, speak in person, or establish a code word for payments.
3. Secure Systems with MFA: Multi-factor authentication is a critical defense. A deepfake might deceive someone, but it cannot bypass secondary verification like a text code or app approval.
4. Maintain Updated Technology: Outdated software creates vulnerabilities. Keep systems patched and up to date. If you’re a client, we manage most of this for you. If not, ensure you regularly update your systems and tools to stay secure.
5. Prepare for Incidents: If a deepfake bypasses your defenses, avoid reacting impulsively. Ensure you have a clear, predefined plan. Designate leaders or teams responsible for managing the situation.

We’re Your Partner in This

Deepfakes are a rapidly growing threat, but with Workplace IT Management, you don’t have to face it alone. We offer cutting-edge detection technology, enhanced security measures, and expert team training to proactively manage this risk—so you’re not just reacting; you’re staying ahead of the curve. Ready to strengthen your defenses? Whether you’re already working with us or just exploring options, we’re here to help you take control of your organization’s security. Contact us today to learn how our solutions can safeguard your business and keep you

Ready to strengthen your defenses? Whether you’re already working with us or just exploring options, we’re here to help you take control of your organization’s security. Contact us today to learn how our solutions can safeguard your business and keep you secure. Let’s tackle this challenge together!

Email remains the cornerstone of communication for businesses, with billions of messages exchanged daily. Unfortunately, it’s also a playground for cybercriminals. From phishing scams to ransomware attacks, email has become the primary entry point for hackers to infiltrate businesses of all sizes. At Workplace IT Management, we understand the critical role that email security plays in protecting your business. In this blog, we’ll explore why email is so appealing to hackers and how businesses can fortify their defenses.

The Unrivaled Reach of Email

Email’s ubiquity makes it an irresistible target for cybercriminals. Here are a few reasons why:

1. Mass Adoption: Nearly every business employee has an email account, and many use it as their primary mode of communication.
2. Direct Access: Email provides a direct line to individual employees, bypassing many traditional security checkpoints.
3. Human Error: Unlike firewalls or antivirus software, humans are fallible. Hackers exploit human psychology to trick people into clicking malicious links or downloading infected attachments.

Case Study: The $100 Million Phishing Scam

In 2013-2015, two tech giants, Google and Facebook, were targeted by a phishing attack where a cybercriminal impersonated a supplier, Quanta Computer. The attacker, Evaldas Rimasauskas, established a fake company in Latvia and sent fraudulent invoices to both companies. As a result, over $100 million was transferred to a fraudulent account, highlighting the devastating potential of email-based attacks and the need for rigorous verification processes.

Psychological Manipulation: How Hackers Exploit the Human Element

Hackers often leverage psychological tactics to deceive their victims. Here’s how:

1. Urgency and Fear: Many phishing emails create a sense of urgency (e.g., “Your account will be deactivated!”) to compel immediate action.
2. Authority: Emails impersonating high-ranking officials (CEO fraud) pressure employees into bypassing standard protocols.
3. Curiosity: Intriguing subject lines like “You’ve won a prize!” tempt users to open emails and click malicious links.
4. Trust: Hackers craft emails that appear to come from trusted contacts, such as colleagues or partners.

Example: The Dropbox Scam

In a classic phishing scam, hackers send emails that look like they’re from Dropbox, notifying users of a shared document. The email prompts users to log in to view the document, but the login page is actually a fake site designed to steal their credentials.

Types of Email-Based Attacks

Hackers use a variety of techniques to exploit email as an entry point. Below are the most common:

1. Phishing: Emails designed to steal sensitive information, such as login credentials or financial data.
2. Spear Phishing: Highly targeted phishing attacks aimed at specific individuals or organizations.
3. Business Email Compromise (BEC): Fraudulent emails that trick employees into transferring money or sharing sensitive information.
4. Ransomware: Emails containing malicious attachments or links that deploy ransomware, locking users out of their systems until a ransom is paid.
5. Malware Delivery: Emails with infected attachments that, when downloaded, install malicious software.

Emerging Threats

The evolution of technology means that email-based attacks are constantly adapting:

• AI-Driven Phishing: Hackers are now using AI to craft more convincing phishing emails.
• Deepfake Attachments: Videos or audio files designed to impersonate real people are being used to deceive victims.
• Multi-Stage Attacks: Some emails serve as the first step in a broader, multi-faceted attack.

Why Employees Are the Weakest Link

Despite advancements in email security, human error remains a significant vulnerability. Some common mistakes include:

1. Clicking on Suspicious Links: Employees often click on links without verifying their authenticity.
2. Reusing Passwords: Many workers use the same password for multiple accounts, increasing the risk of credential theft.
3. Failing to Spot Red Flags: Poorly formatted emails, strange requests, or unusual sender addresses often go unnoticed.

Training Gap

Many organizations neglect to provide adequate cybersecurity training, leaving employees ill-equipped to identify threats. Workplace IT Management offers comprehensive cybersecurity training programs that include simulated phishing exercises to dramatically reduce risk.

The Financial Impact of Email Breaches

Email breaches are costly, and the expenses go far beyond the immediate financial loss:

1. Direct Costs: These include ransom payments, fraud losses, and legal fees.
2. Reputation Damage: Customers lose trust in businesses that fail to secure their data.
3. Operational Disruption: Recovery from an email breach can disrupt business operations for days or even weeks.
4. Regulatory Fines: Non-compliance with data protection regulations like GDPR can result in hefty fines.

Real-World Example: The Colonial Pipeline Ransomware Attack

In one of the largest ransomware attacks in U.S. history, hackers used a phishing email with a malicious link to gain access to Colonial Pipeline’s network. The attack caused widespread fuel shortages and forced the company to pay a $4.4 million ransom to regain control of their systems.

Best Practices for Fortifying Email Security

To combat email-based threats, businesses need a multi-layered approach to security. Here are some actionable steps:

1. Implement Advanced Email Security Solutions: Start by using AI-driven tools that can detect and block phishing attempts. In addition, employ email filtering systems to block suspicious messages before they even reach inboxes.
2. Enable Multi-Factor Authentication (MFA): Even if a hacker steals a password, MFA provides an additional layer of protection, acting as a barrier to unauthorized access.
3. Regular Employee Training: It’s essential to conduct frequent training sessions on how to recognize phishing attempts and other email threats. Furthermore, using simulated phishing exercises helps test and improve employee awareness.
4. Strong Password Policies: Encourage employees to use unique, complex passwords and ensure that a password manager is implemented to securely store them.
5. Secure Email Gateways: Invest in secure email gateways that actively analyze incoming email traffic for potential threats, helping to prevent attacks from reaching the system.
6. Backup Critical Data: Regularly backing up critical data ensures business continuity in case of an attack, minimizing the impact on operations.
7. Monitor and Respond: Lastly, it’s important to use monitoring tools that detect unusual email activity. This allows businesses to respond swiftly and mitigate potential breaches before they escalate.

Checklist for SMBs

1. Have you conducted a recent phishing simulation?
2. Is MFA enabled for all email accounts?
3. Are employees trained on email security best practices?
4. Do you use advanced threat protection tools?
5. Is critical data backed up and easily recoverable?

The Future of Email Security

As hackers become more sophisticated, email security will need to evolve. Here are some emerging trends:

1. AI and Machine Learning: Advanced algorithms will better detect and neutralize threats.
2. Behavioral Analysis: Security tools will monitor user behavior to identify anomalies.
3. Zero Trust Policies: These will minimize access privileges, reducing the potential damage of a compromised email account.
4. Encrypted Emails: End-to-end encryption will become standard, ensuring that email contents remain secure.

Conclusion

Email is a hacker’s favorite entry point for a reason: it’s ubiquitous, direct, and vulnerable to human error. However, with a proactive approach that combines advanced technology, employee training, and robust security practices, businesses can significantly reduce their risk. By understanding the tactics hackers use and implementing strong defenses, you can keep your organization’s data and reputation secure. At Workplace IT Management, we specialize in helping businesses secure their email environments with cutting-edge security solutions, expert guidance, and proactive measures to protect email security. Contact us today to learn how we can help secure your systems and keep your business safe from cyber threats.

At Workplace IT Management, we understand how essential Microsoft 365 is to modern business operations. It powers collaboration, communication, and daily productivity across countless teams. However, one critical aspect of your IT strategy often gets overlooked, data backup. Without it, the true cost of lost or compromised data can far exceed the initial savings. As a trusted IT partner, we know that neglecting robust backup solutions can expose your business to financial, operational, and reputational risks. Let’s explore why a reliable backup plan is vital for protecting your data and your bottom line.

Downtime and Productivity Loss

When critical data is lost or inaccessible, the resulting downtime can halt operations and hinder productivity. Here’s how:

• Impact on Employee Productivity: Without access to important files, emails, or project data, employee workflows are disrupted, leading to delays, inefficiencies, and frustration across teams.
• Business Interruption: Critical customer-facing applications like Teams, SharePoint, and OneDrive can grind to a halt during downtime, causing missed deadlines and lost opportunities, something we strive to prevent with proactive IT management.
• Cost of Recovery Efforts: The longer it takes to restore systems, the more resources are consumed. Our team is dedicated to ensuring that recovery is as seamless as possible, minimizing downtime and helping you stay on track.

At Workplace IT Management, we prioritize swift data restoration, ensuring that your business operations continue without unnecessary interruptions.

Compliance Fines and Reputational Damage

Failing to adequately protect data can lead to serious compliance issues, especially for businesses in regulated industries:

• Non-Compliance Penalties: Many data protection laws, such as GDPR or HIPAA, require organizations to maintain secure and recoverable data. Failing to do so can result in hefty fines.
• Loss of Customer Trust: Data breaches or prolonged outages caused by inadequate backup can erode customer confidence.
• Reputational Impact: News of compliance violations or data loss incidents can tarnish your brand’s reputation, making it harder to retain and attract clients.

Investing in a backup solution ensures that your business stays compliant and safeguards its reputation.

Hidden Costs of Data Recovery or Recreation

When businesses don’t back up their data, they’re often forced to rely on costly and time-intensive recovery efforts:

• Expensive Recovery Services: Attempting to retrieve lost data without a backup typically involves hiring specialists, which can come with significant costs.
• Recreating Lost Data: In cases where data is irretrievable, teams may need to manually recreate documents, reports, or projects—a time-consuming and error-prone process.
• Lost Intellectual Property: Some data, such as years of emails or proprietary files, simply cannot be recreated, leading to permanent loss of value.

A robust backup strategy eliminates these hidden expenses by ensuring fast and reliable data restoration.

Protect Your Business from Costly Mistakes—Start Backing Up Today

The financial, operational, and reputational costs of not backing up Microsoft 365 far outweigh the investment in a reliable backup solution. Don’t wait for a costly mistake to highlight gaps in your data protection strategy.

Workplace IT Management offers all-inclusive managed IT services, ensuring your data is protected with the most effective and affordable backup solutions. Let us help you safeguard your business, enhance your productivity, and keep your reputation intact.

Contact us today to learn more about our Microsoft 365 backup solutions and how we can help you avoid the true cost of data loss.

Microsoft 365 powers productivity for businesses of all sizes with tools like Outlook, Teams, and OneDrive. However, while these tools help you stay organized, relying solely on Microsoft’s built-in features leaves your data vulnerable. Here’s why every business needs a robust backup strategy tailored to Microsoft 365.

Limitations of Microsoft’s Data Retention Policies

Microsoft’s data retention policies are designed to meet specific operational needs, but they fall short when it comes to comprehensive protection:

• Limited Retention Timeframes: Data retention in Microsoft 365 is often temporary and varies depending on the service.
  • Example: Deleted emails are stored in the recycle bin for up to 30 days by default.
• No Guarantee Against Permanent Deletion: Once retention periods expire, data may be irretrievable.
• Shared Responsibility Model: Microsoft operates under a shared responsibility model, meaning the responsibility for protecting data ultimately lies with the business.

Without a backup solution you can count on, your business’s data could be lost forever in the blink of an eye.

Common Risks: Accidental Deletion, Ransomware, and Compliance Gaps

Data vulnerabilities are more common than you might think. Here are some risks businesses face when relying solely on Microsoft 365:

• Accidental Deletion: Employees may inadvertently delete important files or emails, sometimes without realizing their significance.
• Ransomware Attacks: Cybercriminals often target cloud-based environments, encrypting data and demanding a ransom for its return.
• Compliance Gaps: Industries with stringent compliance requirements may find Microsoft’s default settings inadequate for meeting legal or regulatory standards.

A dedicated backup solution can mitigate these risks by providing an independent, secure copy of your data.

Importance of Third-Party Backup Solutions for Complete Protection

Third-party backup solutions complement Microsoft 365 by addressing its limitations and offering enhanced protection:

• Comprehensive Coverage: Backup all Microsoft 365 services, including Exchange, Teams, SharePoint, and OneDrive.
• Custom Retention Policies: Tailor retention settings to meet your business’s unique needs.
• Fast Recovery: Quickly restore data in the event of accidental deletion, corruption, or cyberattacks.
• Regulatory Compliance: Ensure your data management practices align with industry standards and legal requirements.

By investing in a third-party backup solution, businesses can safeguard their Microsoft 365 data and ensure continuity.

Secure Your M365 Data with a Reliable Backup Strategy

Don’t leave your business data vulnerable. Protect against accidental deletion, cyber threats, and compliance risks with a reliable Microsoft 365 backup strategy. Reach out to Workplace IT Management today for a free consultation and ensure your Microsoft 365 data is secure and recoverable.

In an industry where efficiency, precision, and collaboration are extremely important, technology has grown to play a central role in the success of construction companies. However, managing IT systems in-house can be costly and distracting, pulling attention away from other aspects of the business. Outsourcing IT for the construction industry offers a strategic way for companies to enhance technology operations both in the office and the field, improving security and maintaining the competitive edge that having new and well-serviced technology can offer. Keep reading below to learn the benefits of outsourcing IT for the construction industry.

Enhanced Focus on Core Activities In the Office and On-Site

Construction companies succeed by effectively executing projects, from planning and design in the office to hands-on activities at job sites. This takes up a lot of time, and the last thing that you should be worried about is if your technology is working correctly. When a business outsources its IT, it allows technology management to be delegated to experts, freeing up internal staff to focus on core activities. This ensures office staff can streamline their workflows and improve client communication while field teams get the benefit of reliable technology that keeps projects running smoothly. IT providers also bring specialized knowledge, reducing downtime and ensuring your systems work as efficiently on-site as they do in the office.

Cost Savings and Predictable Budgets

Building and maintaining an in-house IT team requires significant investment in salaries, training, and equipment. Outsourcing IT provides access to a team of skilled professionals for a fixed cost, making budgeting simpler and more predictable. According to Forbes, companies can save up to 70% on operational costs by outsourcing their IT needs. With the cost savings that outsourcing will provide, companies can redirect these savings toward enhancing tools and resources for both office and field teams.

Stronger Cybersecurity for Sensitive Data Everywhere

From contracts to blueprints and client details, the construction industry handles a lot of sensitive information both in the office and at the job site. Cybersecurity threats are growing, making protecting this information a growing priority. IT providers implement strong security measures, like endpoint detection, multi-factor authentication, and remote access tools to monitor users’ systems, protecting business data no matter where it’s accessed. Also, according to IBM, the average cost of a data breach in 2024 was $4.88 million, which is a 10% increase over 2023 and the highest total ever. These statistics highlight the importance of strong cybersecurity measures from an external IT company.

Reduced Downtime and Improved Reliability

The last thing that any company wants to deal with is delays. Some can’t be controlled, such as the weather and not getting things delivered when you need them. However, delays caused by IT issues are preventable and can disrupt schedules and inflate costs. Outsourcing IT provides proactive 24/7 monitoring to prevent systems from going down before it’s too late. This ensures that both office and field operations run smoothly. Managed IT providers like Workplace IT Management offer disaster recovery solutions, including data backups and recovery plans, to minimize interruptions. Reliable technology allows fewer disruptions no matter where your team is working.

Build Smarter with Outsourced IT

From what we’ve laid out in this article outsourcing IT for the construction industry, is more than a cost saving strategy. It’s an investment in efficiency, security, and adaptability for construction companies. Are you ready to enhance your business with IT solutions built specifically for your business’s needs? Contact us today to learn how we can help you build a stronger future.

At Workplace IT Management, we understand the growing importance of secure remote work environments, especially as businesses continue to embrace hybrid and work from home arrangements going into 2025. With 22.8% of US employees working remotely at least part-time in 2024, or about 35.13 million people, we think this trend will continue to increase as we enter 2025. For this reason, a business needs to ensure that its teams are set up for success at home and at work. With the right tools and strategies, you can keep your business secure and your employees productive, whether in the office or at home. Keep reading to learn the best practices that we recommend to enhance your remote work security going into 2025.

1. Empower Your Team with Multi-Factor Authentication (MFA) and Strong Passwords

One of the simplest and most effective ways to keep your employees and business safe is by requiring multi-factor authentication. MFA adds an extra layer of security by requiring more than just a password to access your company’s systems. Whether it’s a text code or an authentication app, MFA ensures that even if someone gets hold of a password, they can’t get in without additional verification. Pair this with strong password policies—encouraging complex passwords that are regularly updated—and you significantly reduce the chances of unauthorized access. At Workplace, we’ve seen how these two simple steps can make a huge difference for a company when it comes to safeguarding data and boosting employees’ confidence in using a company’s systems securely.

2. Adopt a Zero Trust Approach for Enhanced Security

The zero trust model relies on the logic that every request to access company resources, whether internal or external, is a potential security risk. By using the zero trust framework, you can ensure that no device or user is automatically trusted and that access is only granted after thorough verification. Key components of a zero-trust model include micro-segmentation (dividing your network into smaller, secure segments), continuous verification, and Identity and Access Management (IAM). When you implement this approach correctly, it ensures that only the right people and devices can access your business-critical data, which can go a long way in protecting your company against cyber threats.

3. Secure Remote Connections with VPNs and Encrypted Services

As remote work continues to grow, it’s crucial that employees use secure network connections when accessing company resources instead of their typical home internet connection. By requiring the use of a company-approved VPN, you can ensure that all remote communication is encrypted, preventing unauthorized access to sensitive information. Also, it’s important to make sure that all services used for email, messaging, and file sharing are encrypted. This adds another layer of security, ensuring that communications remain protected as they are sent through the internet.

5. Educate and Empower Your Team with Cybersecurity Best Practices

The last way to keep your work environment secure isn’t just about the tools and technology; it’s also about ensuring that your employees are well-informed and vigilant. At Workplace IT Management, we believe in the power of education. Holding regular training with your employees on the latest cybersecurity threats and best practices helps them recognize phishing attempts, malicious links, and other common cyber threats. Additionally, using a program like KnowBe4 that we offer at Workplace IT Management can help by conducting simulated phishing exercises and allowing your team to identify and report suspicious emails before they fall victim to attacks. With regular training from Knowbe4, you can create a security-conscious culture within your company, allowing your employees to take an active role in protecting your business data.

At Workplace IT Management, we are committed to helping businesses like yours enhance their remote work security. By implementing these best practices, you can build a secure, efficient remote work environment that keeps your data safe and your employees productive. Remote work is here to stay, and with the right security measures in place, your organization will be prepared for 2025 and years to come.

If you’re looking for support in implementing these strategies or need advice on securing your remote work setup, please contact our team. Together, we’ll make sure that your business remains secure while embracing the future of work!

During the holidays, most people’s minds are pulled in a thousand different directions, from choosing the perfect gifts to cooking meals for their families and planning where to celebrate. Amidst all the excitement and joy, however, cybercriminals are lurking and waiting for someone to make one small mistake. With more people shopping online instead of going to stores to score holiday deals in 2024, scammers are working harder than ever this year to craft sophisticated digital schemes to try and trick unsuspecting shoppers. From phishing emails and texts to fake charity requests, these holiday scams can quickly ruin your festive spirit if you aren’t careful. That’s why this year our team at Workplace IT wants to help you stay cyber safe this holiday season.

Common Holiday Cyber Scams

Cybercriminals use a variety of tacts to exploit consumers during the holidays, and if you’ve read our other articles on cybersecurity, then you will know that cyber scams are on the rise, so in this article, we are going to provide you with the most common holiday scams to watch out for in 2024 to stay cyber safe.

1. Phishing Emails/Texts and Fake Websites

The first cyber attack to watch out for is phishing emails or texts, claiming there are issues with an order that was made, a package that can’t be delivered, flash deals, or messages that look like they are coming from a major brand like Walmart or Amazon. The message will usually ask you to click on a link to resolve the issue, but only click on the links if you are positive they are authentic. Typically, these links can lead you to a page that looks real but is fraudulent and designed to steal your personal or financial information. In fact, over 64% of Americans report receiving these types of messages through their emails and texting apps, and 59% have received fake delivery notifications during the holiday season.

2. Gift Card Scams

The second scam you should look out for is gift card fraud. These scams have become increasingly widespread, with cybercriminals impersonating close friends, family members, or even your boss, and once they gain your trust, they will urgently try to get you to buy them gift cards. These scams often ask for the gift card to be sent electronically and straight to the recipient, making it harder to trace the fraud. Gift cards are something you should especially look out for this holiday season because they are untraceable and as good as cash, providing a low-risk way for scammers to steal your money.

3. Fake Charity Solicitations

Another way that cyber criminals can target you this year is through fake charity solicitations. As many people donate to charities around this time, scammers often try to exploit the goodwill of unsuspecting people by pretending to be volunteers at real organizations that you would be familiar with. By using appeals to help children in need or for other important causes, these criminals can often pressure victims into donating quickly. Reports show that these types of scams surge by over 33% during the holidays. To avoid being a victim, verify with the charity that the volunteer is real, and most often, choose to donate directly to a charity through their official website and not over the phone or through email.

4. AI-Generated Deepfakes

With AI becoming more prevalent and advanced, it has become easier for cyber criminals to create deepfakes that sound real, including voice recordings and even videos impersonating someone you trust. These tools can manipulate victims into revealing personal or financial information. This new threat can be especially dangerous because by making it seem like it’s really someone you trust, they can exploit you by pretending to be a family member in distress, saying they lost their wallet and need you to send them money. This makes them a growing concern during the holidays.

5. Social Media Shopping Scams

The last cyber threat we will touch base on is social media shopping scams. With millions of Americans shopping through platforms like Facebook and TikTok, scammers have new opportunities to target people. With accounts being free to make, scammers can make thousands of accounts and promote fraudulent ads that feature fake products or discounts that are better than anywhere else around, tricking users into making purchases from untrustworthy sellers. This is becoming an increasingly significant problem because 83% of Gen Z consumers say they start their holiday shopping on social media, and 35% of Americans who buy from ads on social media report falling victim to fraudulent sellers.

How to Protect Yourself This Holiday Season

Now that we’ve reviewed the top scams to watch out for, it’s time to review how you can stay cyber-safe this holiday season. Keep reading below to learn what you need to do to stay protected.

1. Pause Before Clicking: Don’t trust every email or text that you see come through your accounts. Verify messages are coming from who they say they are coming from before clicking any links. Also, instead of simply following the links sent to you in the message, go to the company’s official websites to check deals or update your account.
2. Use Security Tools: If your computer doesn’t have an antivirus, consider installing one to help you stay protected from cybercriminals. If you have an IT provider, use them as a resource to ensure emails are safe and legitimate.
3. Be Skeptical of Unbelievable Deals: Most shoppers today know what items usually cost, so if you see an offer that seems too good to be true, it probably is. Scammers often use deals that are better than you’ve ever seen before to entice victims.
4. Educate Friends and Family: Share the information we provided today with your family and friends so that they know about common scams, especially if they are less tech-savvy individuals. Raising awareness about potential scams can help you keep you and your loved ones safe this holiday season.

Final Thoughts

As the 2024 Holiday season starts to come in full swing, the last thing you want to happen is to fall victim to a cyber scam. With these scams becoming more sophisticated with the rise of AI, staying informed and cautious is your best defense. By recognizing common scams and implementing our tips to keep yourself protected above, you can enjoy the festivities with peace of mind, knowing you’re protected from scammers.

If you’re a business, non-profit, or other organization, consider how managed IT services from Workplace IT Management can bolster your cybersecurity year-round. Our team can provide security solutions tailored to your needs. Contact us today for a free consultation and learn more about our services.

At Workplace IT Management, we are dedicated to delivering exceptional service to our clients every day. That’s why we’re thrilled to announce the creation of Direct Companies’ new Experience Team. This initiative is set to revolutionize how we operate—enhancing our internal processes and elevating the services we provide to our clients. As part of the Direct Companies family, we’re excited to see this transformative team take shape.

Over the past two years, Workplace IT Management and Direct Companies have experienced remarkable growth, expanding from 40 to 140 employees. To ensure this growth benefits every corner of the organization, we’ve established the Experience Team, led by Marcia Schmitz, Vice President of Experience. This team will focus on refining internal workflows, fostering a strong workplace culture, and delivering even greater value to our clients.

For us at Workplace IT Management, this means enhanced support for our team and cutting-edge tools to deliver innovative IT solutions. Whether it’s streamlining your operations or providing advanced cybersecurity, we’re now better positioned than ever to exceed your expectations.

“This division is focused on our people, and that focus will directly benefit our clients,” said Paul Zweifel, CEO of Direct Companies. “By improving how we work, we can deliver an even better experience to those we serve.”

This initiative excites us because it aligns perfectly with our mission. At Workplace IT Management, we take pride in being a trusted partner for businesses, offering comprehensive IT services and support. With the Experience Team in place, we’re confident in our ability to bring even more value to our clients while continuing to grow alongside Direct Companies.

Want to learn more about the vision behind the Experience Division and how it’s driving meaningful change at Workplace IT Management?

Discover how this new initiative is setting the stage for continued growth, enhancing the workplace experience for employees, and elevating the level of service provided to clients across the industries we serve. Dive into the full story to see how the Experience Division is shaping the future of Direct Companies and its family of businesses.

Click here to read the full article.

At Workplace IT Management, we believe that outsourcing your IT to an MSP is the best option when deciding to hire your own staff or to outsource your IT needs. However, in this blog, we will look at the pros and cons of hiring in-house staff and outsourcing your IT to another company.

As businesses expand from one employee to a team of 10 or 100, the technology needs of the business expand and become more integrated into daily operations. A critical decision arises for companies: “Should we manage our IT services ourselves or outsource them to another company?” Both approaches have advantages and challenges, and understanding them is the first step toward determining what choice is best for your company.

With this in mind, let’s explore the advantages and challenges of each option so you can learn what’s right for your business.

The Pros and Cons of In-House IT

To start with, we will discuss the pros and cons of hiring your own IT team to take care of your business’s IT needs. The first benefit we will discuss is that when you hire your own team, you get immediate access to technical support. When technical issues arise, some IT companies may make you call a helpline and wait for an hour or longer before you get a response. When you hire your own staff, you get immediate help when you need it. This will help keep your technology running smoother and prevent some issues from escalating. The second benefit of hiring your own employees to handle your IT is that you get direct control over your IT operations. You won’t have to wonder what your IT team is up to. You can directly control your team’s work, ensuring they focus on tasks that align with your company’s goals and that the work they do directly helps your business.

Another key advantage of in-house IT is the knowledge your team will gain about your organization. Since the team is part of your organization, they’ll become familiar with the specific systems you use and your company’s processes. In some cases, the knowledge an employee gains from working directly for a business can’t be matched. Using an in-house employee instead of a third-party contractor allows for more personalized solutions when issues arise instead of generic solutions that work for most companies but may not get the job done for yours.

On the flip side, having your own IT team comes with some significant costs. If you were to hire your own team, according to studies, on average, you can expect to pay over $100,000 annually. For smaller businesses, this number will be lower, but still, it’s a significant amount you may be on the hook for just because you wanted someone to take care of your technology. Additionally, a smaller team that you hire may have limited expertise when it comes to dealing with certain things. Maybe they don’t know how to protect your company from cyber-attacks or get your systems back up quickly after a hardware failure. You may think that the person you hire will understand your cybersecurity needs, but most don’t. A study found that 83% of IT leaders are considering outsourcing cybersecurity due to the difficult nature of it and the increasingly sophisticated threats. And with most in-house teams, you may not have the ability to get help at any time of day, like an outsourced IT team could provide, leaving your business potentially vulnerable during off-hours or if your IT person goes on vacation.

The Pros and Cons of Outsourced IT

Now that we have gone over the advantages and disadvantages of having your own IT team, it’s time to dive into an area we are very familiar with at Workplace IT Management, and that is outsourced IT. Outsourced IT services can offer a considerable amount of savings for businesses compared to hiring an employee. Rather than having to deal with the high costs associated with hiring full-time employees, businesses that outsource IT can save up to 70% on labor expenses, according to recent studies. This may not mean a lot for a large organization, but if you are a small or medium-sized business, this can be highly beneficial, especially for those that may not have the resources to build a whole IT department to take care of their business technology.

Furthermore, outsourcing your business IT provides access to a wide range of experienced professionals. Many MSPs have team members who specialize in many different areas, such as cybersecurity, Microsoft 365, Cloud computing, network management, hardware procurement, managed print services, and many other areas of IT technology. Managed IT services companies also usually offer 24/7 monitoring, keeping your business running smoothly with minimal disruptions and quick issue resolutions. Despite the benefits we wrote about above, outsourcing does have its challenges. The main challenges companies face when they outsource their IT is that they lose some control over the day-to-day IT operations, and while most of the time an IT company will be very responsive, sometimes they do get busy, so you could have to wait longer than you want to for help, and the person you get may not be as familiar with your business as an in-house employee would be

Moreover, suppose you need a technician to come on-site. In that case, you may have to wait a while, depending on the company, technicians can get delayed or have other clients that they need to service before they can make it to your business.

What Else Should You Consider

A few other things that we thought would be important to bring up when it comes to deciding if you want to outsource your IT or hire someone in-house is to consider your budget. Companies that outsource IT typically save, on average, between 30-40% on operational costs, making it an easy option for companies that want to manage expenses more efficiently. In addition to this, it’s important to consider your technology needs. If your business relies on specialized systems like industrial machinery or has certain compliance requirements that need to be met, such as HIPPA, outsourcing can provide already trained experts in these areas instead of teaching someone who has to be taught everything.

Lastly, it’s important to think about the size of your organization. If you were to hire a single person and then your team doubles in size from 20 to 40, the person you hired may not be able to handle all of the IT issues that happen at your business. An MSP company can adjust services as your business grows while hiring in-house may cause you to have to hire and train more people to keep up with increasing workloads.

Making the Right Choice for Your Business

In the end, deciding the best route for your business ultimately depends on its challenges and unique circumstances. Many companies find that a hybrid approach works well. A business hires a full-time IT staff member who knows all about their business and an IT company. Your full-time employee can handle day-to-day IT issues while coordinating with the IT company, which acts as a support system for your employee. This allows for flexibility in your IT operations and also more control.

After reading this, if outsourcing your IT seems like the right fit for your business, our team at Workplace IT Management can help. We offer Managed IT services personalized to meet the unique needs of your business. From our direct-to-technician help desk to having an entire team of cybersecurity experts, we have it all. We have over 26 years of experience working in Sioux Falls, SD, and throughout the states of South Dakota, Iowa, North Dakota, Minnesota, and Nebraska. Contact us today to see how we can support your IT needs.