Three things to think about now that you have the time

It’s been, as the current vernacular would have it, an insane year.  One in which, depending on who you listen to, three, five or seven years of digitisation has been compressed into a few months. Many companies are now fully signed up digital citizens. For others it’s been a bit more turbulent. However you identify on that spectrum, now is a good time to pause. And breathe.  So, before you open the Baileys and wrestle control of the TV remote, here are three things to think about now that you have the time.

1. Don’t let the Grinch steal Christmas

The home network is now the front line.  In the rush to get everyone working from home this year, security may not have been a top priority.  But as sure as tantrums follow broken toys, there is a Grinch out there waiting to pounce.

One of the best presents you can give your business is multi-factor-authentication (MFA).  Yes, it’s time to get all your accounts MFA’d including – especially – the CEO’s.   Remember that many businesses have already been compromised and just don’t know it yet.  Users often share passwords between their work accounts and other websites.  These websites become compromised and are then the weak link revealing your password to the Grinch.

This year, two of our new customers have had a ‘bad actor’ logged in to their systems without them knowing, waiting for the right time to strike.  MFA stops this kind of attack, and many others.  When well configured, it shouldn’t disrupt your users.

Tip for 2021:

When using MFA, make sure your IT provider has left a secure alternative route in.  Think of it as the back door (but securely locked), for use if MFA services fail.

2. Give gifts that bring real happiness

Sometimes the best gifts are the ones you don’t even know you need. Like the little gadget for switching off all the Christmas lights so you don’t have to crawl around behind the sofa when you’ve woken up in a fug.  For running errands about town an electric scooter would be a much smarter present than a car. It’s not about cost, it’s about purpose.  The same applies to your Office 365 licences.  By checking which applications people are actively using within the Microsoft 365 subscription you can apply the most appropriate bundle – swap their car for a scooter, saving money in the process.

Tip for 2021:

Don’t consult, make the change. Switch everyone to the cheapest possible licence and only change it back if needed. This is more efficient than asking everyone what they want – they’ll always choose the car.

3. Hand out the presents one by one

One thing’s for sure, if you give a child a big pile of presents, you’ll end up with a big pile of paper, and Aunt Mabel’s jumper rapidly tossed aside. Now, I’m not trying to suggest that your staff behave like children, but the fact is that when you assign an Office 365 licence to someone, they have access to, and can start using, everything that came as part of the bundle straight away.  This can lead to a haphazard rollout of software, where no-one can find what they want. So, don’t start giving things out until you’ve decided what you want people to use and how you want them to use it.  It’s about having a plan, and communicating it clearly. Handing, if you like, each present to the right person in turn.

Tip for 2021:

Switch off applications that reappear in new releases to stop them finding their way into day-to-day use.

Merry Christmas, and a secure, efficient and cost-effective new year to one and all!

Ed Armitage