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Pragmatic Security: Balancing Security Measures for Small Businesses

Security vs UsabilityWhile on vacation recently, I did something that I did not think has been possible since July 1970. I boarded a commercial airline flight without having to go through security. No ID check. No metal detectors. The gate agent scanned the barcode on my ticket and I walked on board. The experience was, at first, confusing as I went from curb to gate with no security checks. I asked the gate agent why there was no security check; the answer was pragmatic security.

Pragmatic Security in Action

Airport security intends to prevent hijackings. I was traveling in New Zealand, which you know is an island country.  The nearest country, Australia, is at least a 3½  hour flight by jet. My plane was a dual engine turboprop with about 70 seats with and a range of 930 miles. It is impossible for the plane to leave the country.

Hijacking a regional flight in New Zealand is pointless, as you cannot escape the country. The security risk is miniscule.

In New Zealand, flights on regional planes do not have (or need) security checks. To board a jet, however, you will board at a “jet gate” having passed through all of the common security and ID checks.

Pragmatic Security for Your Small Business

The concept of pragmatic security also applies to IT and cybersecurity. Not every business needs every security measure. We can, and should, scale our IT and cyber security to meet our needs and priorities.

That said, the baseline has changed. In New Zealand, the baseline security for flights is that the customer has a ticket.  For smaller businesses, the historical baseline has been “a secure firewall/router, antivirus software, and email filters for spam.”

As we have discussed in other Security Update Series blog posts, we face new security demands from customers, insurance providers, and regulators. As cybersecurity risks increase, so do the solutions we need to implement.

Pragmatically: How Much Security is Enough?

While the answer varies based on your business needs, risks, and priorities, our Security CPR model provides a solid baseline. We are also proponents of understanding risks. As we discussed in this blog post, focusing on the most prevalent risks and the most damaging risks is the best place to start.  Designing your security solutions from these two angles provides a solid baseline of protections. Additional measures can be added as needed to meet industry or regulatory requirements.

Call to Action:

If you have not done so already, a baseline security assessment is a good place to start. Our Rapid Security Assessment provides a quick review of core security services. And our Cloud Advisors are ready to assist with any questions or concerns.

Contact us or schedule time with one of our Cloud Advisors

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

IT Solutions: 3 You Can Live Without

Business Continuity & Protection

With continued, rapid change and evolution of the cloud services and capabilities, we hear that we “need” many things. The reality, however, is that many of the “solutions” being hyped are not really needed. In our recent blog post, we offered three IT solutions you need. But in this blog post, we will share three solutions you can do without.

1 3rd Party Conference Tools

Both Microsoft and Google Workspace, with Teams and Meet, include robust audio and video conferencing services. There was a time when third-party services like Zoom offered unique features. However, capabilities such as transcription, translation, break-out rooms, and Q&A panels are now a part of Teams and Meet.

Notably, some of the advanced features of Teams and Meet, such as streaming, come with upgraded Microsoft 365 and Google Workspace licenses. These upgrades are generally less expensive than third-party services.

2 Physical Desk Phones

While some of us may have an emotional attachment to the physical phone on our desks, for many, these devices feel like clutter. The way we make and receive calls has changed. Our devices should change as well.

Features like hot links, click-to-dial, and voice dialing are available within the apps and browsers on our computers and phones. Smartphone apps let us make and receive business calls without sharing our personal phone numbers and maintaining separation between personal and business text messaging and voicemail.

Headsets and speaker/microphones give us hands-free access to our phone systems at our desks, from our smartphones, and in our cars and trucks.

3 Unsecure Artificial Intelligence

You do not need unsecure AI. Even so, you and your team likely want to use it.

Chances are, you and members of your team may already be using Chat-GPT, AI meeting assistants, and other AI-powered tools.

The challenge is that most public AI tools are not secure. Using them likely violates confidentiality and nondisclosure clauses in contracts. Using them may also put you in violation of HIPAA, PCI, and other data privacy laws and regulations.

Before jumping into AI as a company, and before “Shadow AI” (unvetted tools) gets out of hand, develop an AI strategy and plan. Begin with identifying use cases and understanding how to ensure data security, privacy, and compliance. Pilot solutions and educate/train your team.

Copilot and Gemini AI both offer artificial intelligence tools that integrate with Microsoft 365 and Google Workspace, respectively. These are secure tools that use the permissions capabilities of the ecosystems. 

What to Do:

Contact us or schedule time with one of our Cloud Advisors. Without obligation, we are happy to discuss your business and IT services. We can also map out opportunities to save money and leverage AI, along with other emerging technologies.

If you are interested in three solutions you need, jump over to this post.

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America. Starting his first business at age 12, Allen is a serial entrepreneur. He has launched strategic IT consulting, software, and service companies. An advocate for small and midsize businesses, Allen served on the board of the former Smaller Business Association of New England, local economic development committees, and industry advisory boards.

Microsoft 365 Enhances Meetings and the User Experience

One of the benefits of Cloud is the ability to add features and capabilities without complex, technical rollouts.  To enhance collaboration, communications, and the user experience, Microsoft is adding features to Microsoft 365.  Here are a few new features you should know about.

PowerPoint Live in Microsoft Teamssales analysis

Enhance your ability to present and collaborate in Teams meetings.  In addition to a robust presenter view and tools, PowerPoint Live supports co-presenters with seamless transitions.

Customize how your video feed and content appear to your audience, including the ability for the audience to see you in front of your presentation. Create interactive presentations with hyperlinks and videos. Interactive presentations improve attention and allow attendees to move at their own pace.

Learn more about PowerPoint Live in Microsoft Teams

Microsoft Whiteboard in Teams Meetings365 enhancement

Sometimes a picture is worth a thousand words. Participants in your Teams meetings can collaborate on a shared digital canvas with Whiteboard. Whiteboard integration in Microsoft Teams meetings is powered by Whiteboard for the web. Participants of Teams meetings collaborate with text, graphics, notes, videos, and other content.

Learn More About How to Use Whiteboard in Microsoft Teams

Microsoft Viva Insights

Microsoft Viva Insights provides personalized recommendations to change how you work to do your best work. Get insights to build better work habits. Improve follow-through on commitments made to collaborators. Protect your focus time for uninterrupted, individual work. Insights summarize your Microsoft 365 data – data that you already have access to – about emails, meetings, calls, and chats.

Insights for individuals are completely personal and private. Personal insights are for your eyes only; neither your manager nor system administrators can see them.

Larger File Size Upload Limits

Gain more flexibility with 250 GB file size support.  Optimized file upload performance helps reduce upload times for files moving into SharePoint, Teams, and OneDrive.

Insights to Improve Your User Experience

Microsoft Productivity Score can help you improve your user experience with better endpoint boot times, app reliability, networking, and Microsoft 365 Apps health.

To learn more about these new features, to arrange an immersive, hands-on, demo experience, or to discuss how Microsoft 365 might help you achieve your business goals, contact us and schedule a complimentary Cloud Advisor Session.

5 Tools for Remote Team Success

One of the challenges we face with nearly everybody working remotely or from home, is how to manage teams.  In particular, customer-facing teams and teams whose members normally work together in person require more adaptation.  here are

Managed Live Chat for Web Sites

If done well, Live Chat on your web site improves your ability to engage and service your current and prospective customers. In addition to providing real-time connections to site visitors, robust live chat systems let you classify operators, message between operators, and hand off responsibility for chats. Leveraging live chat, your customer facing teams — sales and service — can work more effectively and with greater coordination.  Contact us to discuss how we can broker tools like Olark, and get you up, running, and trained quickly.

Managed Shared Inboxes for G Suite

Customer facing teams often share an inbox to managing incoming messages.  When the team is remote, tracking who is responsible for each email thread becomes even more difficult.  Tools like Hiver let you manage, route, and track shared inbox messages across your teams.  Contact us for more info and check out this webcast and demo.

Team Planning Tools

Tracking tasks, projects, and dependencies among teams requires some organization.  In Office 365, the Planner app provides a simple format for tracking team members, assigned tasks, and basic dependencies.  As part of the Office 365 suite, Planner integrates with users’ inboxes and calendars, and with personal and shared storage.  Planner can also be added to Teams channels as a Tab.

In the G Suite environment, we recommend Hive as an affordable, easy to use, planning and task management tool.  It is similar in functionality to Planner and other tools, like Trello, and integrates well with your G Suite identity, Drive, and more.

Contact us for help and guidance getting your project tools in place.

Bookings in MS Office 365

Designed for use by appointment-based businesses, Bookings is an Office 365 app that lets individuals schedule appointments themselves.  Customers can select the time, a particular person, or the first available when scheduling. You control available times, available staff, and appointment defaults. If you are reaching out to your customers, Bookings is way to speed up the appointment setting process.

Intranet Sites

With teams working remotely, access to files on in-house services may be limited, difficult, or slow.  Remote access tools like desktop sharing and VPNs add complexity and increase users’ frustration.  Moving files into Intranet sites can provide fast, secure, reliable access.

    • In G Suite, you can turn Drive folders and hierarchies into Intranets in a matter of minutes with OverDRIVE.  The software lets you create and manage web sites quickly and efficiently, using Drive as the content repository.
    • In Office 365, Sharepoint sites provide an easy mechanism to share files and other content relevant to teams.  You can connect Sharepoint to Teams and Groups, giving users secure access to files and resources vai the methods easiest for them.

As you assess your operations and your needs, we are here to help.  Please contact us for a Cloud Advisor Session.  Our assessment and recommendations are free and without obligation.

Collaborative Inbox – A Solution You Want

You have a team:  maybe they provide customer support, maybe they process applications, maybe they sell.

You want your team to share an inbox — an email identity — BUT you want and need more than a distribution list.

You want your team to …

  • Track their work process
  • Know which messages have been answered or processed
  • Know that duplicate message do not trigger duplicate work
  • Have defined roles and responsibilities
  • Be able to filter and delegate work appropriately

What you want is finally here:  Google Groups Collaborative Inbox.

The 2 minute video provides a great overview.  Contact us for more info or for help getting started.