10 Ways to be More Productive with Microsoft 365

Microsoft 365 has become a staple of remote working, allowing thousands and thousands of businesses to make the transition to remote working with ease. Many of you will already be familiar with Microsoft 365’s core features that allow you to draft up letters, create graphs, and video chat for a good five minutes before realising you’ve been on mute the whole time. However, Microsoft 365 has a wealth of features that could enhance your remote working experience even further. Here are ten Microsoft 365 features you may not have heard of.

Chatting with the team whilst in Office apps

With some of Microsoft Team’s great in-app integrations, you can actually be having a chat, whether by text, audio, or video, all whilst you’re working on a Word document or a spreadsheet. This is extremely helpful if you’re going through reports in Excel or perhaps putting the finishing touches to a PowerPoint presentation for an important meeting.

Power Map in Excel

If your work has any link to geography or demography, then this feature will be of tremendous use. Power Map is a feature on Excel that uses data relating to geography and transforms your rows of boring data into a 3D interactive map. This will enable you and your team to visualise your data in new and exciting ways, whilst seeming like actual magic to your impressed boss.

Team Collaboration

Going back and forth on the editing of a document can be very time-consuming. With Microsoft 365, you can actually collaborate on a document in real-time, discussing, and making edits as you go. This is a tool that can be used by multiple people, allowing whole teams to collaborate on work without having to be in the same room.

Resume Reading in Word

If you’re prone to start reading a document and then be distracted by another hundred seemingly equally important tasks – this feature is for you. Word automatically bookmarks the last page you were reading, so that when you come back to it, it reminds you and saves you scrolling for ages to remember where you got to.

Freedom to Work from any Device

One of the most amazing things about Microsoft 365 is that you can use Office Web Apps. This allows you to access your cloud-stored files and work from the internet on any device from anywhere in the world, without having to download and install the Office suite. This type of flexibility and freedom has been a real gift for companies looking to make the switch to remote working.

Microsoft Planner

Microsoft 365 is the gift that keeps on giving. Whilst we all know about its core programs like Word, Excel, and PowerPoint – did you know that 365 has its own task management software? Not just that, but it’s genuinely very good. Microsoft Planner allows you and your team to manage workflows and collaborate on tasks, seeing projects through to the end.

Magic Inboxes

Okay, well not exactly magic – but as good as. Microsoft Outlook has a clutter feature that will use your mailbox rules to automatically organise and declutter your inbox so that your most important emails are visible first. Hands up if your inbox needs magic de-cluttering technology? That’s what we thought!

PDF Editing

This feature allows you to convert a PDF into a Word document without encountering the expected formatting issues that you usually get when slowly copying and pasting in chunks at a time. Edit your document and then re-save it as a PDF. Simple but a huge help!

OneNote

There’s something nice about making handwritten notes in a notebook, sure. However, when you later need to find that one number you wrote 3 weeks ago, it becomes not so nice. OneNote is an in-built digital notebook, that allows you to categorise and search your notes. On top of this, you can even turn notes into calendar events with the click of a button!

Sending Praise and Recognition

One of the moments lost with remote working is face-to-face praise when the boss walks into the room to the hushing of the team, only to reveal the great work of someone in the room. This lovely moment can now be replicated on Microsoft Teams by assigning a badge of praise to a particular team member and posting it to a public channel. This allows the rest of the team to send virtual high fives and enables the morale of the team to grow, even whilst apart.

Cloud Based Services for Business

Expert Cloud Computing for Your Business

The way people need to work is changing fast. Businesses want more flexibility, more agility, and the ability to work from anywhere. All without compromising security or giving end users a muddled or fragmented experience.

Fewer and fewer companies are choosing to buy traditional onsite hardware. Instead, they are embracing a modern approach to working that removes the upfront expenditure and burden of onsite IT whilst empowering staff to work more efficiently. And, because every aspect of maintenance and management is handled by the same team of experts, we’ll always be on the lookout for new ways to improve your technology. So, we won’t just keep your IT working – we’ll do everything we can to make it work even harder.

Tailored Cloud Solutions

A tailored Cyan cloud solution leverages many industry-leading technologies to bring a seamless user experience. We’ll enable your teams to continue using the familiar software applications and interfaces they’re accustomed to, but in new and exciting ways. You’ll get the performance and reliability of enterprise-grade infrastructure without the associated costs or management overheads. We’ll also significantly reduce your cyber risk by protecting key business assets in high security UK data centres.

Subscription Based Service

Our team of experts will design and build your cloud service on the industry’s best platforms from key partners, including Microsoft. Our hybrid approach to design ensures that all areas of your business are considered – this is very important as some applications or data may not be suitable for the cloud. The entire service, including full management and support, is delivered as a subscription – so you only pay for what you need and use.

What’s included with Cyan’s Cloud Computing Services:

Virtual Private Cloud (VPC)

VPC brings all the benefits and advantages of public cloud but ensures your data and assets remain private and secure in trusted UK datacentre on resources dedicated to your business. We create a VPC network in the cloud that closely resembles the network you use in your office. Your servers, firewalls, desktop applications, and databases are virtualised and moved to a scalable, high-performance cloud infrastructure along with your data and files. We guarantee the maximum levels of protection and effectively ring-fence your business assets in a safe environment that can be securely accessed anytime, from any place. Your end users continue to work seamlessly as both cloud and local resources (such as printing) are fully integrated.

Microsoft Office 365

We’re long-term Microsoft partners and Microsoft cloud specialists and have a wealth of in-house knowledge and expertise when it comes to Office 365. In fact, we’ve migrated and support well over 1500 users. Whether your business is just starting to consider the benefits of using Office 365, or if you’re already established and working in the Microsoft cloud, we can help you get the most from your investment. We offer a complete Microsoft Office 365 service that includes full management, end user support, best practice deployments and user adoption training. We also learn how you want to use Office 365 to ensure you don’t over-pay for licence plans you may not require.

Cloud Security

we manage cybersecurity across your entire service and will ensure that data and users are protected. Microsoft Azure Active Directory (Azure AD) helps us manage user identities across your devices, data, apps and infrastructure, and lets us create intelligence-driven access policies to secure your resources, whether in the cloud, on mobile or on-premises. We can also deploy and manage Multi-Factor Authentication (MFA), that requires users to enter a one-time passcode at logon, which further enhances access security. Learn more about Cyan’s Cyber Security Services.

Cloud Backup and Disaster Recovery-as-a-Service (DRaaS)

Moving data and applications to the cloud does not remove the need for backup. Although a cloud service significantly reduces risk, it does not guarantee that users won’t accidentally delete files of folders. There is also the risk from cyber-attack to consider. We safeguard your business against human error, ransomware, and even site failure, by automating and managing the entire backup process. We ensure your data, applications and databases are protected and out of harm’s way. Cyan DRaaS extends this further by continuously replicating systems to a secondary cloud infrastructure in a geographically diverse data centre.

Top Cloud Computing Trends

The idea of cloud computing has been around for over 50 years; however, it is only in the last decade that it has evolved from being something service providers suggested to businesses as a new idea to becoming the technology that supports the majority of modern enterprises.

For many businesses, it is no longer just about whether cloud computing is right for them, but how much of the IT infrastructure should be moved to the cloud. The growth of cloud computing among businesses has been rapid in recent years and is only set to carrying on becoming more and more popular as new technologies and systems are developed and rolled out.

Cloud computing is no longer considered a useful tool for businesses, but an integral part of the infrastructure and a way to accomplish business goals and enable growth.

Cloud Computing Basics

Cloud computing is a term referring to the use of the cloud for IT services such as software, systems and resources. A cloud is an IT environment stored remotely, offering remote and scalable IT resources to both individuals and businesses. Cloud computing stores everything on the internet, providing remote access to files, systems and software from anywhere with an internet connection.

Businesses have been embracing cloud technology in recent years, utilising it as an effective way of managing IT systems that are scalable, reliable and accessible.

The Growing Trend

IT executives and business owners no longer need to be convinced that cloud computing is the next dominant technology on the horizon, in recent years it has become an established and well-known method for infrastructure, software and storage. While many people might think cloud computing has hit its peak popularity over the last few years, it is showing no signs of slowing and 2018 is shaping up to be one of its biggest and best years to date.

The cloud computing market was predicted to grow by 21% in 2018 compared to 2018, and now we are more than halfway through the year it is clear to see this prediction is becoming a reality.

Recent advancements in virtualisation technologies, new data protection policies and increasing options for cloud connectivity are all resulting in cloud computing becoming more and more popular by the day. The fastest growing segment of the cloud computing market is cloud system infrastructure services (Infrastructure as a service / IaaS), which is predicted to increase by nearly 36% by the end of 2018.

As more and more businesses are starting to see the benefits and making the move over to the cloud, this number is only set to continue to rise. It is predicted that by 2020, 83% of enterprise workloads will be in the cloud, with 2018 being the year that most cloud service providers will go on a buying spree to strengthen their platforms security.

The greatest concern amongst IT professionals that results in them adopting a cloud computing strategy is security, which is no surprise with the newly introduced General Data Protection Regulations (GDPR) that can see businesses charged with hefty fines in the event of a security breach.

Cloud Computing Industries

While cloud computing is growing in popularity across a range of industries for their IT functions; some industries are adopting the technology as an innovative method of helping them succeed in an ever-changing marketplace. The media industry has had a real boom thanks to cloud technology, allowing audiences to access a range of content in a variety of ways including multi-screen entertainment and on-demand viewing.

Compared with the manufacturing industry which uses the cloud for sales support, logistics and product development. Some industries are less keen on the cloud, seeing it as not secure enough for their business models. Industries that rely on a significant amount of sensitive personal data are a bit slower on the cloud bandwagon, such as the banking and insurance industries, who mainly use cloud computing for administrative functions as opposed to storage.

A recent study from the Cloud Industry Forum shows that the overall adoption rate for business cloud services in the UK was 88% in 2017, and 67% of users expected to increase their adoption of cloud services over the next 12 months. There are many positive reasons for adopting a cloud-based solution for your business, including a competitive edge, reduced costs, improved efficiency and scalability.

Jumping on the cloud computing bandwagon can help your business to update its capabilities to fit with requirements and manage resources around changing workloads. With the expectation that cloud computing will only continue to grow in popularity throughout the rest of 2018 and beyond, there is no better time to introduce a cloud system to your business.

If you’re ready to bolster your security and help your drive growth, then talk to our experts at Cyan Solutions who can show you the benefits of cloud computing for your business.

Myth-busting Cloud Technology

Five Top Cloud Technology Myths

Cloud computing has been growing in popularity in recent years. However, there are still some regular misconceptions about the platform and how it works. In simple terms, cloud technology refers to storing and accessing programs and data over the internet as opposed to using a computer’s hard drive.

With an online connection, cloud computing can be done at any time and from anywhere, which is just one of the reasons that it is so popular among businesses and individuals. For something that has become so mainstream in recent years, cloud computing is still not properly understood by many. This article will reveal the truth about cloud technology and most common myths associated with it.

The Cloud Isn’t Secure

Many people seem to believe that using cloud technology is less secure and safe than traditional IT solutions. In actual face, maintaining cybersecurity is all about staying ahead of the attackers, and this is the same whether you are using cloud technology or traditional solutions. The main difference when using cloud technology is that both you and your cloud provider have a shared responsibility for maintaining the security of data stored in the cloud.

As cloud providers are professionals in the field of cloud technology and security, they usually have the investment resources, experience and knowledge to maintain high-end security technology. When it comes to both security and compliance, a cloud provider can generally invest vast amounts of resources that far exceed what an independent business could realistically manage.

The Cloud and The Internet Are The Same

There is often confusion about what the cloud really means, and usually, we interpret saving something to the cloud as saving it to the internet, which is figuratively true, but the two things are not the same. Put simply; the cloud is a network of remote servers that can only be accessed using the internet. The internet is one huge global network of connections, and within it, there are hundreds of thousands of clouds.

Many people make the mistake of thinking there is one single cloud when in actual fact there are thousands of different clouds located on the internet. These various different clouds could be either public or private. A public cloud is a service that can be accessed by anyone from anywhere with their own individual account, such as Dropbox or iCloud. A private cloud is dedicated to one specific company and can only be accessed by those with access to that particular server.

Cloud Migration Is Difficult

Years ago, when the cloud was a relatively new technology, there were plenty of horror stories around from early adopters who moved their business onto cloud technologies. Just a few years ago, cloud technologies were still a relatively new thing, and the power of them was unproven, leaving enterprises to figure them out on their own with little guidance or help. This led to implementation nightmares and gave cloud technology a bad name.

The technologies have come on in leaps and bounds since then, and now implementing cloud technologies could not be easier. The technology has improved significantly in recent years, and there are experienced and knowledgeable professionals out there to assist businesses in implementation and training. If your current servers are outdated, then some cleaning and architecture revisions may be necessary to migrate to the cloud, but with the help of a professional, the migration process can be seamless.

Cloud Technology Is A Fad

Many people still have this common misconception that cloud computing is simply just another fad. Its fast rise in popularity makes some people believe that the cloud is just another marketing buzzword that will be soon forgotten, but this is not the case. Cloud technology has actually been around since the 1960s and has become increasingly popular in recent years as technologies have advanced and improved.

Hundreds of companies across all industries rely on cloud computing for their day-to-day. IT needs, making it far too big and popular to be regarded as a short-lived fad. Cloud computing is expected to continuing growing and advancing over the next few years and is showing no signs of slowing.

Cloud Technology Is Cheap

It is a common belief that cloud technology is a cheaper way to run a business than traditional methods, but this is not always the case. Moving a company’s systems and data to a cloud platform will reduce the need for expensive hardware and in-house servicing costs, but there is also a financial investment involved in migrating everything over.

While the initial cost of moving over to the cloud may be pricey, the ongoing management costs are generally low and make up for it in the long run. Cloud technology also provides a more significant amount of flexibility and scalability once the transition is complete, resulting in a better performing business.

At Cyan Solutions we are experts in working with our customers to smoothly transition them onto the right cloud platform, tailored to their needs. Contact us now to discuss how cloud technology could transform your business.

Technology to Minimise the Disruption Of School Holidays

The benefits of remote working for the school holidays

With the school holidays on the horizon, thousands of businesses are preparing to manage an increase in holiday requests from their workforce to take care of their children.

For growing companies, these months can be a real hindrance to business and often create a huge slump in efficiency as employees struggle to battle the childcare challenge alongside their daily jobs. With technology vastly improving flexible working in recent years, there are now alternatives to help your business keep productivity up during the holidays.

Remote working has increased in popularity more and more thanks to cloud technologies and more flexible attitudes to office hours. Allowing your employees to work from home, or wherever suits them, gives them the chance to take care of little ones during holidays while keeping their out of office off.

Employees can easily keep on top of their daily tasks, keeping your businesses productivity up instead of grinding to a halt as soon as the schools do. The use of cloud technology can give workers the same real-time access to systems and files as they would have in the office. Furthermore, video conferencing means those vital meetings can still go ahead even with your employees dotted around the country. Allowing your employees to work remotely has a huge range of benefits for them as well as for you and your business.

Beat the Childcare Challenge

Finding reliable and cost-effective childcare during the holidays can be a real struggle for working parents. Whilst holiday clubs may provide some help, they don’t always fully cover office hours, especially for parents who must add a long commute onto their working day. Giving employees the option to work from home during school holidays can be a real help for parents who struggle to get cover for their kids while they are in the office.

The chances are that when you introduce remote working, the number of holiday forms hitting your desk will decrease dramatically as parents no longer need to use their precious holiday days to look after the kids. As a growing business, it is vital to keep your key workers on hand throughout July and August, even if they are not stuck behind their desk.

Happy Employees = Happy Business

It is no surprise that happy employees are more productive and efficient in their daily tasks. Cutting out their commute and giving them the option to work flexibly will reduce their stress levels and increase their productivity. This greater flexibility in their daily tasks is a benefit to both employee and employer, giving a boost in morale and the freedom for workers to work in an environment that suits them and their individual working style.

Studies show that those who work from home are happier in their job than those working in an office and that working remotely increases productivity by 16 per cent.

Anywhere, Anytime

Utilising cloud technology for remote and home working allows your employees to bust out of that standard 9 to 5 and work when it suits them and their lives. Giving your workers the freedom to get their tasks completed at any time of day can increase productivity and efficiency.

Cloud technologies can also allow your employees to work from anywhere with an internet connection; whether it’s at home, in the local coffee shop or on a train, they can be getting on with their duties wherever they happen to be. During the school holidays, many workers take time off just to sit at home or take the kids to visit family members elsewhere, giving them the ability to work remotely using cloud technology allows them to continue working no matter where they are.

The Best Talent

Introducing remote working for your business can give you the opportunity to hire the best talent, no matter where they are based or whatever their personal circumstances and commitments. Traditionally, you might only be considering hiring employees within a commutable distance from your office. However, the best person for the job might be situated further afield or need flexible working.

Utilising cloud technologies can help you to expand your workforce and grow your business without limiting the talent pool you can pick from. Remote working also increases employee retention, so once you’ve hired the best people for the job you have more chances of keeping them for even longer by giving them the flexibility to work where and when they want.

Get your business school holiday ready

There are a vast range of technologies out there to help growing businesses make the most of their employees during the holidays, so there is no need to let the slump slow you down. At Cyan, we offer a range of remote working solutions to make sure your business is still running at full capacity. Even when school is out, you can utilise cloud solutions to boost your productivity. Get in touch for free advice about introducing cloud-based remote working in your organisation.

Cyan delivers a tailored cloud based solution

The way businesses need to work is changing fast. Employees, and consumers, want more flexibility, quicker access to information, and the ability to work and communicate from anywhere at any time. All without compromising security or giving people a muddled or fragmented experience.

Why move to the cloud?

Fewer and fewer companies are choosing to invest in traditional onsite hardware. Instead, they are embracing a modern way of doing business that removes the upfront expenditure and burden of onsite IT whilst empowering staff to work more efficiently.

A cloud solution allows you to leverage industry-leading technology, often too complex and expensive for small and medium sized businesses to afford. You get the performance and reliability of enterprise-grade infrastructure without the associated costs or management overheads. You also significantly reduce cyber risk as key business assets are protected in secure data centres.

Why choose Cyan cloud services?

With so many cloud services available in a swamped marketplace, selecting the right solution for your business is crucial. Standard cloud models often aren’t a good fit and business suffers as a result. When you start to lose control of important IT assets or governance of sensitive corporate data, then the risks quickly escalate. You may also need to respond rapidly to fluctuating customer needs. This is a modern-day challenge for any business.

Cyan cloud services are built and tailored to suit your exact needs. Your servers, software applications, company data, licencing and security concerns all taken care of in a protected, dedicated cloud environment, fully managed and supported by our team of experts.

Everything you need is delivered in a single solution, giving you the performance and control of onsite IT, but with the flexibility and efficiency of a cloud model. With no upfront costs and affordable monthly subscription payments, you can scale and budget as you grow.

Benefits of a Cyan cloud desktop

  • Integrated desktop experience: All users see a familiar Windows user interface from any device.
  • Centralise company data and file sharing: Moving your company data and network shares to the Cloud allows you to manage all your files in one location and take control of access. We can set permissions for file and folder access, prevent files from being moved to public Cloud storage such as Dropbox, or even prevent files from being downloaded to external USB drives.
  • Application compatibility: Your business applications – including industry specific software, finance suites (such as Sage), CRM, etc. – that currently run on your onsite servers will be migrated to the cloud and used in the same way they are now. This also removes any dependence on your software vendor making their app cloud-ready.
  • Microsoft Office 365 integration: Continue to enjoy the benefits of Microsoft Office 365 including SharePoint and Exchange email. We even install the familiar Microsoft Office suite (Word, Excel, Outlook, etc) on your Cloud desktop, so your team will have a single place to go to access everything they need.
  • Cloud desktop personalisation: Your team can personalise their Windows desktop and use the familiar shortcuts and desktop settings they’re accustomed to.
  • Cross-platform capability: Your team will be able to connect and work from any device including PC, thin-client, Mac OSx, iOS, and Android.
  • Reconnect from different locations: The Cloud desktop reconnect feature allows you to start working on one device, for example, your office computer, and then easily continue working on another device, for example, your home computer, without losing what you were working on.
  • Exceptional performance: You will experience fast and reliable performance even if you are using older computers or connecting over slow Internet connections. This greatly improves the user experience and productivity.
  • Access to locally attached devices: Print and scan as normal, directly from the Cloud, to locally installed printers, scanners or copiers.
  • Enhanced security: Meet compliance and regulatory requirement and reduce cyber risk; protect against loss of sensitive corporate data; restrict access to software applications or files and folders for tighter security; centralised roll out of critical security updates and patches instantly protects all your assets.

Our approach

We work with you to truly understand your business and your needs not only now but in the future, to ensure we plan technology solutions which will support the delivery of your growth and development ambitions. We will then create a flexible infrastructure, harnessing the cloud technology to ensure your data is secure and accessible whenever you need it. But it doesn’t end there. We also provide ongoing support and maintenance, proactively updating software and monitoring your systems, making changes and recommendations as necessary.

To discuss how migrating to a fully cloud based platform could help develop your business further contact one of our experts today.

Managing Security With Remote Workers

Remote working is increasing rapidly. Staff who are travelling for business, working at home or commuting still want access to the same information they can receive while in their workplace. The increase of remote working undeniably helps organisations as well as assisting remote workers to stay in the loop and be efficient.

With remote working, staff can be more productive, there is a contingency plan in place and data can be shared with ease. However, with the increase in remote working comes an increased risk of security breaches. Those who are accessing work data inappropriately could be breaching the security and confidentiality of the business. For the organisation, particularly with GDPR in place, it is essential to manage and bolster security systems, so that remote working does not leave your business vulnerable.

Why is managing remote working important?

With employees that are keen to access work information outside of the workplace shows a commitment and conscientiousness to your organisation. However, many employees do not realise the risk they pose to the security of your business.

Recent studies have shown that almost a quarter of employees would use free WiFi hotspots to access their work emails. As well as this, 28% of employees will email work documents to and from their personal email address. Many employees do not realise that unsecured connections such as WiFi hotspots can pose a significant threat to cybersecurity, with cybercriminals being able to access information on low-security connections.

Fortunately, there are several ways that organisations can reduce the risk and help to manage security with remote workers.

How you can manage security with remote workers

Strong passwords

Having a secure password can give protection from hackers and more peace of mind if a device is lost or stolen. Organisations can implement password requirements such as having a minimum number of characters as well as asking for multi-characters. Organisations can also ask employees to have different passwords for different systems as well as imposing a two-step log-in process.

Create public WiFi guidelines

It is not always feasible for remote workers to connect to trusted networks, particularly when travelling or staying in a hotel. However, you can create a cybersecurity policy which explains how to use public WiFi with the most care. It is wise to define what systems they can access and which they need to refrain from when using a potentially unsecured network.

Mobile device management

As well as securing mobile devices with passwords, it is also essential to help boost your security if laptops or mobiles are lost or stolen. Utilising mobile device management software or applications can help your business to track lost or stolen devices as well as implementing additional security to protect business assets on the device.

Use the cloud

Hosted cloud desktop providers will use data encryption technology to transport data throughout the company intranet. If employees log in to your system using a cloud-based virtual desktop, there will be added encryption for confidential information between the remote worker and the business. Providers of cloud-based hosted desktops will typically have a range of security certification for additional peace of mind.

Monitoring

Your business can take advantage of 24/7 monitoring of your security systems which can help to quickly identify a threat and help you to prevent or reduce the issue rapidly. 24/7 monitoring will also help your business with future security planning as you can start to uncover common problems that your business faces. Using monitoring to protect your network will include analysing all remote workers as well as all of the mobile devices in your organisation.

Training

Many employees do not receive robust cybersecurity training that includes remote working. Staff should regularly receive cybersecurity training that helps them to understand the risk and how specific actions such as using public WiFi and public computers can threaten security. Using monitoring alongside training can help you to enforce your cybersecurity policies and make it easier to focus the training on specific issues that threaten your business.

Email encryption

As emails are one of the most popular technologies for remote workers, one of easiest ways to improve your organisation’s security is by using email encryption applications. Investing in the management of corporate email and using the safest technologies for email is essential for many businesses who use email without even thinking about its vulnerabilities.

If you need help securing your IT for remote workers, call us today so we can help you plan and implement a robust cybersecurity strategy.

What Are The Benefits Of GDPR?

The GDPR deadline is nearly upon us, and while for many companies, it has felt like a rush, panic and burden to ensure they are fully compliant in time, it is important to realise that there are actually benefits of GDPR to you as a business or individual.

With the introduction of high fines for non-compliance becoming a significant risk to most businesses and the difficult task of creating a strategy to ensure compliance, it is easy to think that GDPR is all doom and gloom. In fact, there are many benefits of the new data privacy laws for both organisations and individuals.

The Benefits of GDPR

Organised and localised data

There is no doubt that getting all the data for your business in order will require considerable investment. Furthermore, many companies need to hire a Data Protection Officer to ensure they are GDPR compliant. While the initial project may be a challenge, the benefits of having organised and localised data make that initial investment worthwhile. Having a data-centric approach and a robust framework for your databases means you will know exactly what information you have available to you, and where it is stored.

The new regulations encourage firms to consolidate personal data into one unified platform, giving the opportunity for businesses to better respond to customer requests, engage with them in ways they prefer, and ultimately innovate the way they interact.

Build customer loyalty

One of the major benefits to businesses is the enhanced trust that you will build with your customers. Currently, individuals generally do not trust companies to protect their personal data. So much so that in 2015, Eurobarometer conducted a survey which found that eight out of ten respondents felt they do not have control over their data.

Being able to prove to your customers that you are ‘cyber safe’ will be a significant selling point for businesses in all industries. It provides an important marketing message to sell your business, attract new customers and maintain existing ones. The added layer of security that GDPR offers to both your business and its customers can act as powerful leverage against other companies that are not as invested in data security.

Cut costs

This benefit might seem a bit counter-intuitive to businesses that are having to invest in new systems, applications and team members to meet the strict GDPR laws. In reality, after the initial outgoings of becoming compliant, the cost of staying compliant will in most cases, actually save you money.

It is estimated that the total savings will amount to around €2.3 billion a year. At the moment, companies need to deal with country-specific data protection laws, which can mean working with up to 28 different local authorities and regulatory experts at one time. GDPR is providing one reformed set of regulations that all businesses in the European Union must comply with.

Another way that GDPR will cut costs for your business is by forcing you to undergo a thorough data audit and get rid of any data that is no longer required or useful. Many organisations have duplicated and unnecessary copies of digital data which they are paying to keep and store online. Once you have had a thorough clear out of this data, you will know you are only paying for the information that is actually valuable to your business.

Security

Most people are now aware of the high compliance fines that are coming into force with GDPR in May 2018, but that is not the only reason to ensure you are fully compliant and keeping your customer data secure.

A security breach can cause huge brand and reputational damage, even more so if your company ends up being taken to court and into the media. Market research has shown that over 50% of security breaches are a result of careless employees. This figure shows how important it is to not only invest in ensuring your software is compliant, but also that your staff are fully trained on how to handle customer data securely. With this, you receive the benefit of protecting your brand and having confidence in your team.

Accurate customer information

Getting GDPR-ready will improve the level of accuracy within your database. The new regulations will mean that customers not only have access to the data you hold about them but can also validate and update it when they please. This customer right does already exist; however, the new regulations require the data controller to rectify any identified errors when they are made aware of them, meaning the information on file will be greatly improved.

Better protection for individuals

In addition to all of these benefits to businesses and organisations, there is also a huge benefit to everyone within the EU as individuals and consumers. GDPR means that your personal data will be much safer and in turn making you better protected against cybercrime.

Some of the regulations included have been around one way or another for many years but will now have much higher consequences when breached. One essential addition is the ‘right to be forgotten’ which allows you to request that all of your personal data be completely removed from a business database.

Realise the benefits with Cyan Solutions

It is no doubt that preparing for the upcoming GDPR is a top priority for thousands of organisations across the globe, and it will not be a quick and easy fix. Even so, the changes required to be GDPR compliant can also be seen as essential competitor differentiators in the future. To ensure you are embracing GDPR in the best possible way for your business, get in touch with our team of experts at Cyan Solutions who can make getting GDPR-ready stress-free and painless for your business.

 

The biggest risk for data breaches is your employees

In a world where technology is evolving so fast, handling data became a challenge, especially when it comes to businesses. Cyber security improved, and so did attackers. During the past few years, thousands of data breaches exposed records and personal information. The possibility of being a victim of fraud or identity theft stirred panic among people, executives included. There is no wonder why people became so protective of their personal information.

Data breaches are the most feared event that a company can encounter. The consequences can be devastating, and neither business owners or employees are accurately informed about this topic. This represents the main reason why knowing the potential causes of a data breach – along with several methods to prevent them – is essential.

Even though the clear majority of business owners consider data breaches a result of external malicious activity, the primary originators of such unfortunate events are employees. They represent the targets soon-to-be lured on by attackers, a sure method to compromise the whole company.

Nearly all business owners became aware of the implications of a data breach and started taking several measurements to prevent them from happening. Since insider threats are frequently responsible for data loss, the first step to a safer future would be imposing a strict adherence to the General Data Protection Regulation (GDPR). Most employees are not familiar with the existent rules for protecting data in a company or the severe consequences of a data breach, with GDPR in place; it is your chance to make the change and lower your risk.

Why do employees represent the biggest risk?

Data breaches can be either inadvertent or deliberate. Excluding external data leak threats such as malware, hacking, viruses, trojans and social engineering, the attention should focus on insider threats. Inadvertent data breaches are usually caused by accidental events, configuration errors, improper encryption or privilege abuse. Intentional insider threats include cyber espionage and sabotage. These are all results of either human mistakes or malicious/neglectful users or infiltrators.

By comparing the number of possible threats, any business owner can tell that employees should be feared the most. The root of insider threats is the lack of employee training. As long as they are not aware of the implications mentioned in GDPR, the exposedness to data breaches is definitely accentuated.

Training shortcomings – the aftermath

Still not convinced that raising awareness about GDPR is compulsory? 55% of cyber attacks in 2016 were as the result of insiders. Furthermore, insider threats are the most difficult to detect. Once a data breach takes place, a company’s primary goal would be finding the cause and remove it. When employees are the prime movers of a data breach, detection is a lengthy process that involves spending a lot of resources. Considering the fact that insider threats can go undetected, malicious employees can cover their tracks making the consequences even more expensive and long-drawn-out than before.

If the data breach included loss of customer personal data, the remediation costs could lead to bankruptcy, taking into account the fines and fees involved. Also, the reputation of a business which went through a data leakage is thoroughly affected. The aftermath is going to be reflected in profitability. The company will not be perceived as trustworthy any longer, leading to a decrease in client retention and a visible eroding of morale.

GDPR compliance and other training approaches

Training is the only unquestionable way to make sure that employees are acquainted with GDPR and the consequences of their actions. Through such training, business owners can highlight the importance of understanding high-risk apps, security bypassing, the inappropriate use of technology and other issues that may be encountered by an employee. By helping them comprehend;

  • How data sharing protection works
  • What they should and should not do at work
  • How to apply the lawful basis of GDPR
  • Spotting signs of malicious activity.

With this, a business owner drastically reduces the risks of encountering an internal data breach.

Proper training should be set in motion to prevent unpleasant events from the very beginning. At Cyan Solutions, we specialise in GDPR compliance preparation, creating and implementing cyber security solutions and eventually tracking existent changes through analytics. Well-conducted Data Protection Impact Assessment (DPIA) is one process that we recommend our clients should undergo to assess the possible risks of data leakage better.

Reduce the threat with Cyan Solutions

Minimising negligence and possible risks by bringing GDPR to light became a leading-edge necessity. This is no longer an option, but a requirement for any company that desires to remain out of harm’s way. At Cyan Solutions, we can help your business to mitigate the risk and make sure that all internal data risks have been analysed, maintained and reviewed. If you want to protect your firm from the risk of data breaches, speak to the team of experts at Cyan Solutions to find out how we can help.

 

Is your business prepared for bad weather?

In recent weeks, the UK has been brought to a standstill thanks to wintery weather from “the Beast from the East” and Storm Emma. Train delays, gridlocked motorways and empty offices were common sights across the country, with thousands of people unable to get to work because of the freezing temperatures and snow showers. It is estimated that the spell of bad weather has cost the economy at least £1bn a day, making it the most costly weather event since 2010.

Snow is not the only example of poor weather affecting businesses. Flooding is the most common and widespread natural disaster in the country, according to the UK government. Every year since 1998 there has been at least one severe flood. With around 260,000 commercial properties located in flood risk areas, it can cause huge problems. In fact, two-thirds of small business in the UK were affected by extreme weather in the last three years.

These kinds of poor weather events result in thousands of employees not able to get to work, with many depending on public transport and roads to make their journeys. According to RSA Insurance Group, on one snowy day in December 2010 up to one-third of employees could not get to work safely. Despite this, the FSB suggest only 27% of businesses have a severe weather plan in place.

Reduce weather problems with clouds

With the advanced technology available today, there is no reason for businesses to be impacted by staff not making it into the office due to bad weather. The use of cloud-based technology means that employees can remain productive wherever they are, whether it is stuck on a delayed train or snowed in at home. If businesses are properly utilising the cloud as the powerful tool it is, then employees will be able to access their emails, files and work-related software from anywhere with a network connection.

Remote working

Giving workers the flexibility to work from any location will often boost productivity and efficiency. Statistics reveal that 82% of telecommuters reported lower stress levels, making for happier and more productive employees. Even if businesses do not want to introduce remote working all of the time, employees will benefit from having their work on hand wherever they are such as meeting rooms and conferences as well as meaning they can work remotely in the event of bad weather.

Server safety

As well as keeping employees connected from any location, using a cloud solution also gives your business added protection. When the freezing temperatures cause a pipe to burst or the heavy snow leaves you with a leaking roof, there is no need to worry about damage to your office-based server. All your businesses data is safely stored and backed up in the cloud. When the poor weather conditions result in power lines being taken out by high winds and freezing temperatures, many businesses will struggle to continue operating as normal. When your servers are cloud-based, they will not be affected by that local power cut, meaning your staff can keep on working and accessing their data.

VoIP

In addition to using cloud-based applications to protect your business against severe weather, other technology such as VoIP and telecoms can also be extremely useful. You can give your employees access to their office landlines from anywhere with an internet connection with the use of VoIP and virtual numbers. As easy as downloading an app onto a mobile device, desktop phones can be seamlessly connected to a mobile device anywhere in the world, allowing your staff to continue working as normal.

There is no need to cancel face-to-face meetings because of wintery weather conditions. Software applications such as Skype allow employees to hold meetings from any location, so whether they are stuck at home on a snow day or at a standstill on the motorway, that meeting can go ahead as planned.

Get your business weather ready

Here at Cyan Solutions, we can help you to start protecting your business against the adverse weather conditions and provide you with all the information and technology you need to enable your employees to work from anywhere. Our cloud-based system can replicate a user desktop from anywhere and at any time of day, allowing real-time access to files and business apps. Our VoIP solutions are ideal for keeping your staff connected, wherever they are in the world.

It is so important for businesses to plan ahead for bad weather situations and maintain a solution that is ready to change and grow as the company does. Get in touch with us today to find out more about switching to a cloud-hosted solution and take the first step in protecting your business against the predictably unpredictable British weather.