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Category: Tech Tips

Illustration of a business owner using AI-powered tools on a laptop, with icons representing automation, customer support, data analysis, marketing, hiring, and cybersecurity
March 13, 2025

6 Ways Business Owners Can Start Using AI Today

6 Ways Business Owners Can Start Using AI Today

Artificial Intelligence (AI) is no longer just a futuristic concept—it’s a game-changing tool that businesses of all sizes can leverage to streamline operations, enhance customer experiences, and increase profitability. If you’re a business owner wondering how to integrate AI into your operations, this guide will show you how to use AI in business effectively. Here are six actionable steps to get started:

1. Automate Repetitive Tasks

AI-powered tools can handle mundane and time-consuming tasks such as data entry, email responses, scheduling, and invoicing. Tools like Zapier, Microsoft Power Automate, and AI-driven chatbots can free up valuable time, allowing you and your team to focus on strategic tasks that drive growth.

2. Enhance Customer Support with AI Chatbots

AI chatbots can provide instant responses to customer inquiries, improving customer satisfaction and reducing response times. Platforms like ChatGPT, Drift, and Intercom allow businesses to automate customer support, answer frequently asked questions, and even assist with sales inquiries.

3. Leverage AI for Data-Driven Decision Making

AI can analyze vast amounts of data to identify trends, predict customer behavior, and provide actionable insights. Business intelligence tools like Tableau, Google Analytics, and IBM Watson can help you make informed decisions based on real-time data, ultimately leading to smarter business strategies.

4. Optimize Marketing with AI-Powered Analytics

AI can significantly improve your marketing efforts by personalizing content, optimizing ad campaigns, and analyzing customer engagement. AI-driven tools like HubSpot, Hootsuite, and Persado use machine learning to enhance social media management, email marketing, and content creation.

5. Implement AI in Hiring and HR Processes

Recruiting and HR processes can be streamlined with AI-driven software that screens resumes, schedules interviews, and assesses candidate suitability. Tools like LinkedIn Talent Insights, HireVue, and Pymetrics help businesses find the right talent efficiently while reducing bias in hiring decisions.

6. Improve Cybersecurity with AI

Cyber threats are a growing concern for businesses, and AI can help safeguard sensitive information by detecting anomalies, preventing fraud, and mitigating risks. Solutions like Darktrace, Symantec, and IBM Security use AI-driven algorithms to monitor systems and identify potential security breaches before they cause damage.

Final Thoughts

Embracing AI in your business doesn’t have to be overwhelming. Start small by incorporating AI-driven tools that align with your business goals. Whether you want to enhance customer service, streamline operations, or improve marketing strategies, AI can help you stay competitive in today’s fast-paced digital landscape.

Ready to integrate AI into your business? Explore the available AI-powered tools and take the first step toward innovation today!

Are you new to AI? We offer online, self-paced courses to learn all about popular AI tools and how they are used. Sign up for our partnered training with Bigger Brains to learn about AI and many more topics!

Click here for more information

March 13, 2025
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Tips for getting the most out of Windows 11
March 25, 2024

10 Tips for Maximizing Business Productivity with Windows 11

10 Tips for Maximizing Business Productivity with Windows 11

In the ever-evolving landscape of technology, businesses are constantly seeking efficient solutions to streamline their operations. With the release of Windows 11, Microsoft has introduced a host of features tailored to enhance productivity and user experience. From improved multitasking capabilities to enhanced security features, Windows 11 productivity tips for businesses offer a plethora of tools that can benefit businesses of all sizes. To help you make the most out of this operating system, we’ve compiled a list of 10 essential tips:

  1. Familiarize Yourself with the New Interface: Windows 11 comes with a refreshed interface, featuring a centered Start menu, rounded corners, and a simplified design. Take some time to familiarize yourself and your team with these changes to navigate the operating system seamlessly.
  2. Utilize Snap Layouts and Snap Groups: Enhance multitasking efficiency by using Snap Layouts and Snap Groups. These features allow you to organize and resize windows on your desktop, making it easier to work with multiple applications simultaneously.
  3. Explore Virtual Desktops: Virtual Desktops in Windows 11 enable you to create separate desktop environments for different tasks or projects. This feature can help reduce clutter and improve focus by keeping relevant applications and files grouped together.
  4. Optimize Taskbar Settings: Customize your Taskbar to suit your workflow preferences. Pin frequently used apps, rearrange icons for easy access, and enable Taskbar previews to preview open windows with a hover of the mouse.
  5. Take Advantage of Microsoft Teams Integration: With Microsoft Teams integration directly into the Taskbar, collaborating with colleagues has never been easier. Quickly start or join meetings, chat with team members, and share files without switching between applications.
  6. Enhance Security with Windows Hello: Strengthen security measures by utilizing Windows Hello for password-free sign-ins. Windows Hello offers biometric authentication options such as facial recognition or fingerprint scanning, providing an extra layer of protection for sensitive data.
  7. Stay Organized with Widgets: Windows 11 introduces Widgets, providing personalized content and information at a glance. Customize Widgets to display relevant news, weather updates, calendar events, and more, keeping you informed and organized throughout the day.
  8. Explore Enhanced Accessibility Features: Windows 11 incorporates improved accessibility features, making it easier for all users to interact with the operating system. Explore options such as voice typing, magnifier improvements, and text suggestions to enhance accessibility for employees with diverse needs.
  9. Backup and Recovery Options: Protect your business-critical data by utilizing built-in backup and recovery options in Windows 11. Set up regular backups to cloud storage or external drives, ensuring that your data remains safe in the event of system failures or data loss incidents.
  10. Stay Updated: Keep your operating system up to date with the latest security patches and feature updates. Regular updates not only ensure optimal performance but also help protect your business from emerging threats and vulnerabilities.

Windows 11 offers a plethora of features and tools designed to enhance productivity and efficiency for businesses. By familiarizing yourself with these essential tips and leveraging the capabilities of Windows 11 to their fullest extent, you can optimize your workflow, improve collaboration, and stay ahead in today’s competitive business landscape. Embrace the power of Windows 11 and unlock new possibilities for your business success.

March 25, 2024
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Mind map illustrating best practices for corporate computer networks: network assessment, security, user access controls, redundancy measures, software updates, quality hardware, disaster recovery, and employee training
November 13, 2023

The Corporate Computer Network: Best Practices for Business Owners

In today’s rapidly evolving business landscape, a reliable and secure computer network is the backbone of any successful enterprise. Whether you’re a small startup or a well-established corporation, the effectiveness of your corporate computer network directly impacts productivity, collaboration, and overall business success. In this article, we’ll explore some general best practices for business owners to ensure they have a robust and secure computer network.

  1. Conduct a Network Assessment: Before implementing any changes or upgrades, it’s essential to conduct a thorough network assessment. This involves evaluating the current infrastructure, identifying potential vulnerabilities, and assessing overall performance. This initial step provides a solid foundation for planning improvements and helps prevent any unforeseen issues down the line.
  2. Prioritize Network Security: Security should be a top priority when managing a corporate computer network. Implementing robust security measures helps protect sensitive data, client information, and your company’s reputation. Utilize firewalls, antivirus software, and encryption protocols to safeguard against cyber threats. Regularly update and patch software to address potential vulnerabilities and ensure that employees are educated on cybersecurity best practices.
  3. Establish User Access Controls: Limiting access to sensitive data is crucial for maintaining the integrity of your network. Implement a role-based access control system that grants employees the appropriate level of access based on their responsibilities. Regularly review and update user permissions to align with organizational changes and to prevent unauthorized access.
  4. Implement Redundancy Measures: Minimize downtime and ensure business continuity by implementing redundancy measures. This includes backup systems, redundant internet connections, and failover capabilities. By having backup solutions in place, you can quickly recover from hardware failures, minimizing the impact on productivity.
  5. Regularly Update Software and Firmware: Outdated software and firmware can be a significant security risk. Regularly update all network devices, including routers, switches, and servers, to ensure they have the latest security patches and performance improvements. Automate update processes whenever possible to streamline this essential maintenance task.
  6. Invest in Quality Hardware: The quality of your network hardware directly influences its reliability and performance. Invest in reputable brands and high-quality equipment that can handle the demands of your business. Regularly upgrade hardware to keep pace with technological advancements and to ensure compatibility with the latest software.
  7. Implement a Disaster Recovery Plan: Prepare for unforeseen events by developing a comprehensive disaster recovery plan. This should include regular data backups, off-site storage solutions, and a step-by-step guide for restoring operations in the event of a disaster. Regularly test your disaster recovery plan to identify and address any potential shortcomings.
  8. Provide Employee Training: Educate your employees about the importance of network security and best practices. Human error is a common factor in security breaches, so a well-informed workforce is a critical line of defense. Conduct regular training sessions to keep employees updated on the latest security threats and ensure they understand their role in maintaining a secure network environment.

A well-managed corporate computer network is essential for business success in the digital age. By following these best practices, business owners can build a secure, reliable, and efficient network infrastructure that supports their organization’s growth and innovation. Regularly assess and update your network to stay ahead of emerging threats and technological advancements, ensuring that your business remains competitive and resilient in today’s dynamic business landscape.

If your company would like more information about Network Best Practices, would like a Free Network Assessment or how to keep your network running at its best, contact Infinity Networking today!

Contact us today!
November 13, 2023
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website design components
October 11, 2023

6 Essential Factors to Consider When Hiring a Website Designer for Your Business

In today’s digital age, choosing the right website designer is a critical decision for businesses looking to establish a robust online presence. A meticulously crafted website is often the first point of contact with customers and plays a pivotal role in attracting and retaining them. However, navigating the world of website design might seem daunting if you lack IT experience. This guide is here to help you make the right choice when hiring a website designer for your business, focusing on factors that are easy to understand and crucial for your website’s success.

1. Portfolio and Experience

Start by reviewing the website designer’s portfolio and experience. Look at the websites they’ve created in the past. You don’t need to be a tech expert to assess the quality of their work. Check if their designs align with your business goals and look appealing. Experienced designers will have a range of projects to showcase their skills, so you can gauge their ability to understand your needs.

2. Technical Skills

While technical jargon can be overwhelming, it’s important to ensure that the designer has the technical skills needed to create a functional website. This includes making sure your site works well on both desktop and mobile. A website designer should have the expertise to create a site that not only looks good but also functions seamlessly for your users.

3. SEO Knowledge

Search engine optimization (SEO) is essential for getting your website noticed on search engines like Google. You don’t need to be an SEO expert, but it’s important to check if your designer has some understanding of SEO principles. They should be able to build your site in a way that’s friendly to search engines, which helps with your website’s visibility.

4. Communication and Collaboration

Effective communication is a must when working with a website designer. You need a designer who listens to your ideas and requirements and can turn your vision into a working website. It’s about teamwork, and a good designer will collaborate with you and your team to bring your website to life without any tech headaches.

5. Budget and Timeline

Before you dive into the project, establish a clear budget and timeline. Make sure you discuss your budget with potential designers. It’s essential to ensure their pricing aligns with what you’re comfortable investing. Set realistic deadlines and expectations to avoid misunderstandings and delays during the design process.

6. Maintenance and Support

Even after your website is up and running, it will need ongoing maintenance and support. Check with your designer about post-launch services. You want a designer who can offer support, updates, and help with any issues that might pop up after the website’s launch, even if you’re not a tech expert.

Hiring the right website designer is crucial for your business’s online success, even if you’re not a tech expert. By focusing on their portfolio, technical skills, SEO understanding, communication abilities, budget, and post-launch support, you can make an informed choice. Remember that a well-chosen website designer can be a valuable partner in achieving your online goals, and you don’t need to be an IT pro to make the right decision.

Contact Us today for advice or referrals

October 11, 2023
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When It's Time to Upgrade Your Computer
September 25, 2023

Knowing When to Upgrade: Is It Time for a New Computer?

In today’s fast-paced digital world, computers have become an integral part of our daily lives. Whether it’s for work, entertainment, or staying connected with loved ones, we rely on our trusty machines to keep up with our demands. However, like all technology, computers have a finite lifespan. Knowing when to get a new computer is crucial to ensure you stay productive and secure. In this article, we’ll explore the signs that indicate it might be time for an upgrade.

Knowing When to Upgrade: Is It Time for a New Computer?

  1. Sluggish Performance: If your computer has started to feel slow and unresponsive, it could be a sign that it’s time for a new one. Over time, as software and operating systems become more demanding, older hardware may struggle to keep up. Frequent freezes, delays, and crashes are clear indicators that your computer might be obsolete.
  2. Outdated Operating System: One of the most critical factors to consider is your computer’s operating system (OS). Manufacturers provide updates and support for a limited time. When your computer can no longer receive security updates or run the latest software, it becomes vulnerable to cyber threats. If your OS is outdated, it might be time to invest in a new computer to ensure your data’s safety.
  3. Hardware Components: As technology advances, hardware components like CPUs, GPUs, and RAM are continuously improving. If your computer doesn’t meet the minimum requirements for modern software or struggles to handle your daily tasks, it’s a clear sign that an upgrade is necessary.
  4. Repair Costs: Sometimes, it’s more cost-effective to get a new computer rather than continually repairing an old one. If you find yourself spending a significant amount on repairs, consider diverting that budget toward a new, more reliable system.
  5. Lack of Software Compatibility: If you’re unable to install or run essential software due to compatibility issues, it’s time to think about a new computer. Newer computers come equipped with the latest hardware and software capabilities, ensuring seamless compatibility.
  6. Battery Life: For laptop users, battery life is crucial. If your laptop can’t hold a charge like it used to, even after replacing the battery, it might be more practical to invest in a new one to enjoy the mobility and productivity benefits of extended battery life.

 

Knowing when to get a new computer involves considering several factors, including performance, operating system compatibility, hardware capabilities, repair costs, software compatibility, and battery life. Regularly updating and maintaining your existing computer can prolong its life, but there comes a point when upgrading to a new system is the most practical choice. Keep an eye on these signs, and when the time is right, make the leap to a more efficient and secure computing experience.

Infinity Networking can review and advise you about any of your IT upgrade needs, including computers, laptops, network infrastructure, applications and IT operating procedures. Contact us today for a no-obligation assessment or advice.

September 25, 2023
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components of successful data backup and business continuity
September 13, 2023

The Lifeline of Business Operations: Data Backup and Continuity Strategies

The Lifeline of Business Operations: Data Backup and Continuity Strategies

In today’s digital age, data reigns supreme. Businesses of all sizes rely on data for day-to-day operations, decision-making, and growth. However, with great data comes great responsibility. That’s where data backup and continuity come into play. These two fundamental concepts are the bedrock of modern business operations, ensuring the resilience and survival of companies in the face of data disasters. In this article, we will define and describe data backup and continuity, explain their vital importance to businesses, and explore some of the most successful strategies to implement them.

What is Data Backup?

Data backup is the process of creating a duplicate copy of your critical data and storing it separately from the original source. This ensures that if your primary data is lost, corrupted, or compromised due to various reasons such as hardware failure, cyberattacks, or natural disasters, you can recover it from the backup. Essentially, data backup serves as a safety net for your business’s digital assets.

Understanding Data Continuity

Data continuity, on the other hand, goes beyond mere data backup. It encompasses a comprehensive strategy that ensures uninterrupted access to essential data and systems, even during disruptive events. It’s about maintaining business operations despite challenges, making it a key component of business resilience. Data continuity plans involve not only data backup but also processes, people, and technologies that keep the business running smoothly in adverse circumstances.

The Importance of Data Backup and Continuity to Businesses

  • Mitigating Downtime: Downtime can be a business’s worst nightmare, leading to loss of productivity and revenue. Data backup and continuity strategies minimize downtime by enabling quick data recovery and system restoration.
  • Data Protection: In an era of increasing cyber threats, protecting sensitive customer information and intellectual property is paramount. Data backup and continuity safeguards your data from ransomware attacks and data breaches.
  • Legal Compliance: Many industries have strict data retention and protection regulations. Implementing robust backup and continuity measures ensures compliance with these rules, reducing the risk of costly fines.
  • Customer Trust: Customers expect their data to be handled responsibly. Demonstrating a commitment to data security through backup and continuity practices can enhance your reputation and build trust.

Successful Strategies for Data Backup and Continuity

  • Regular Backups: Establish a routine for data backups, whether it’s daily, weekly, or in real-time, depending on your business’s needs. Automated backup solutions can streamline this process.
  • Offsite Storage: Store backups offsite, preferably in geographically distant locations. Cloud-based storage solutions are an excellent choice for secure and accessible data storage.
  • Encryption: Encrypt your backup data to protect it from unauthorized access. This is especially crucial for sensitive information.
  • Testing and Validation: Regularly test your backup and continuity plans to ensure they work as intended. These tests help identify and address potential issues before a disaster occurs.
  • Employee Training: Ensure that your employees are aware of data backup and continuity procedures and their roles in implementing them. Well-informed employees are crucial to successful recovery efforts.
  • Redundancy: Implement redundant systems and infrastructure to minimize single points of failure. This redundancy can be a lifesaver during critical situations.
  • Incident Response Plan: Develop a comprehensive incident response plan that outlines steps to be taken during data disasters. This plan should integrate with your backup and continuity strategies.

In conclusion, data backup and continuity are the twin pillars that support a business’s ability to withstand unforeseen challenges. They are not merely technical processes but essential components of a holistic business resilience strategy. By implementing the right strategies and technologies, businesses can safeguard their data, protect their reputation, and ensure their long-term success, even in the face of adversity. Don’t wait until disaster strikes; invest in data backup and continuity today to secure your business’s future.

September 13, 2023
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What is ChatGPT?
September 3, 2023

Understanding ChatGPT: Your Introductory Guide to AI Chatbots

Understanding ChatGPT: Your Introductory Guide to AI Chatbots

In a world increasingly driven by technology and automation, you might have heard about AI-powered chatbots. One of the most talked-about ones is ChatGPT. But what exactly is ChatGPT, and how does it work? Let’s break it down in simple terms.

Meet ChatGPT: Your AI Chat Buddy

ChatGPT is like having a conversation with your computer or smartphone, but instead of chatting with a human, you’re chatting with an Artificial Intelligence (AI) model. It’s designed to understand and generate human-like text responses, making it a powerful tool for various applications.

How ChatGPT Learns to Chat

ChatGPT learns from a vast amount of text data. Think of it as reading tons of books, articles, and websites to understand how people communicate. This training process helps it grasp grammar, context, and even some common sense. It’s like learning a new language, but for a computer.

Generating Responses

When you ask ChatGPT a question or give it a prompt, it uses its training to generate a response. It’s a bit like having a highly advanced auto-complete feature in your chat app. It predicts what comes next in the conversation based on what it has learned.

Limitations of ChatGPT

While ChatGPT is impressive, it’s not without limitations. It might sometimes produce incorrect or nonsensical answers. This happens because it doesn’t truly understand the way humans do; it just predicts what should come next based on patterns it has seen in its training data. So, it can be a little like playing a game of “telephone” with a robot.

Practical Uses in Business

ChatGPT’s versatility extends to various business applications. Here are a few examples:

  • Customer Support: Many businesses use ChatGPT for customer support. It can answer common questions, guide users through troubleshooting steps, and provide 24/7 assistance.
  • Content Generation: Content marketing is crucial for businesses. ChatGPT can help generate blog posts, product descriptions, and social media content, saving time for content creators.
  • Market Research: ChatGPT can analyze customer inquiries and feedback, providing valuable insights that businesses can use to refine their products or services.
  • Personalized Recommendations: E-commerce companies employ ChatGPT to offer personalized product recommendations based on user preferences and browsing history.
  • Language Translation: For businesses operating globally, ChatGPT can assist in real-time language translation, facilitating communication with international customers and partners.

Responsible Usage

It’s important to use ChatGPT responsibly. Just like any tool, it can be used for good or misused. Being aware of its limitations and verifying information it provides is crucial. Also, OpenAI, the organization behind ChatGPT, has implemented safety features to reduce harmful or biased responses.

The Future of ChatGPT

AI technology is continuously evolving, and ChatGPT is no exception. Researchers are working to make it smarter, more reliable, and better at understanding context. In the future, we can expect even more advanced and helpful AI chatbots.

In conclusion, ChatGPT is a fascinating example of how AI technology is making its way into our everyday lives. It’s like having a virtual conversation partner who can assist with various tasks, including a wide range of applications in the business world. Just remember to use it wisely, keeping in mind its strengths and limitations. And as technology progresses, who knows what exciting developments lie ahead for ChatGPT and AI chatbots in general!

To create your own free account and start using ChatGPT, visit OpenAI’s website.

September 3, 2023
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Outlook Icon
June 30, 2022

Not a “Teams” Player?

Is Outlook scheduling a Teams meeting for every new appointment in your calendar? Here’s a quick fix –

With the popularity of video conferencing during the recent quarantine and many companies now allowing some of their employees to work remotely, popular applications like Zoom, Teams and Webex are a commonly used tool. However, I recently noticed that whenever I entered a new calendar event on Outlook, say a dentist appointment or a reminder for my car’s oil change, Outlook would also create a Microsoft Teams meeting as the default location. Obviously, it would be quite a challenge for the mechanic to change my car’s oil via Teams!

However, there is a quick fix.

In Outlook, go to File > Options > Calendar and uncheck the box titled “Add online meetings to all meetings”

Now you are the master of your own meeting locations again!

June 30, 2022
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ransomware screen
October 8, 2021

Cybersecurity and Ransomware – an Overview

IT professionals, like myself, live and breathe in a world of technical jargon and frequently toss out vague but dire warnings to the non-technical as if they should heed our expert advice without question. For their own good of course. But I have always believed that knowledge empowers us to make more informed decisions and it can only be of benefit when the non-technical have an understanding of these warnings. Business owners have a lot on their plates running their companies, dealing with day-to-day challenges and planning for financial success, but providing an overview of basic cybersecurity concepts and the threat of ransomware is something that all businesses should have some knowledge.

I had a client recently ask me to help them understand the basics of cybersecurity, what ransomware is and how to prevent it. There are stories almost every day about big companies, hospitals and government entities being affected by massive breaches in cybersecurity so it is no wonder that a small business owner may be asking, “Is my company’s network and data safe?” Following is a summary of these concepts and I have included some of the basic principles and explanations that hopefully may be more digestible by the non-technical minded.

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Learn more about cybersecurity

Ransomware – the most dangerous cybersecurity threat to companies today.

The bad guys are not just targeting large businesses – their software is indiscriminate and can infect even a small 1 person company.

Ransomware usually infects a company through an unsuspecting email or a bad website. No antivirus or email filter is 100% effective so the last line of defense is the wariness of the end user. Security awareness training can help a company keep its employees informed and vigilant.

Prevention – All incoming email should be filtered by a good cloud-based scanning solution. Additionally, all workstations, laptops and servers should have active an antivirus application running. But do to the way these threats are triggered and spread, unfortunately many antivirus apps may not be as effective to prevent ransomware.

Detection – If an infection does occur, the first thing people will notice is that many shared files will not be able to be opened. Usually in the same folder, a file will appear that announces that the company’s files have been locked until a ransom is paid by bitcoin to a private bitcoin account (which is untraceable).

Ransomware can also infect emails and cloud-hosted files. The virus travels through network shares (drive letters) from the person’s machine to the server or cloud host and it can also access the user’s hosted emails and infect the whole company’s email database in the cloud.

Remediation – If a company falls victim to a ransomware infection, the first thing to do is either unplug the network cables from the infected machines or shut them down completely, especially the server(s). Sometimes it may be hard to tell where the infection started, so you may need to shut off all systems and bring them up one at a time to find the source.

At this point it would be a good idea to call a professional to help evaluate and take the next steps to recover from the infection. Depending on what backups are in place, the recovery can be easy, difficult or impossible. You may have heard about the impossible ones where the only seeming recourse is to pay the ransom (which should never be paid, in our opinion).

However, with good backups, especially backups with built-in ransomware detection, you can recover from a ransomware infection within hours if not minutes. Good backup solutions have algorithms that detect the traits of ransomware like mass changes to file contents or extensions or security and they shut down backup immediately so the infected files do not propagate to the cloud backups.

Here are three things you should ask yourself to get into the right mindset:

  • Where is your data? Server, workstations, hosted email, cloud storage, laptops, personal machines offsite?
  • Is this data backed up? How frequently?
  • Are your employees trained to avoid suspicious emails?

Infinity Networking can assist companies to take effective steps to prevent, detect and counter ransomware attacks.

For more information on these preventative measures, including a good email filtering service like Barracuda Cloud Control or Webroot Security Awareness Training, contact Infinity Networking for a FREE TRIAL of these services.

Click here for more information about Infinity Networking’s Cybersecurity solutions

October 8, 2021
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phishing computers
December 8, 2020

How to Avoid Phishing Scams

The most common way that business and personal accounts become compromised is through phishing and spear phishing attacks. These attacks are more common recently with the pandemic forcing people to work from home and often separated from their company’s established cybersecurity protocols. The majority of computers these days have some form of antivirus and firewall protection, but human nature is often the weakest link in the security wall. In this blog post, you will learn how to recognize a fake email and how to avoid becoming the victim of a phishing scam.

What is Phishing?

A phishing attack is an email sent by a bad actor that appears like a legitimate notice or request for information. Most of the time they appear as if they originate from Microsoft, Apple, a well-known bank, Paypal, Amazon, etc. The phishing email often announces a new feature or a request for the user’s  information that requires the user to log into their account using their credentials. The links from these phishing emails lead to a very convincing (yet fake) website that appears legitimate. But when the user enters their information, the victim has essentially given the scammer their private credentials. There have been numerous high profile celebrities and politicians that have fallen for these scams.

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The Impulsive Clicker

Most people, especially in a business environment, gets 10’s if not 100’s of new emails each day. We have become rather proficient at sorting through the spam and keeping the important ones. However, since we are dealing with a large volume of emails at one time it is easy to just open one from a familiar source and click on the link. Especially if the email is from a popular vendor or B2B company.

Phishing attacks take advantage of our human nature to be in a hurry and not carefully read what we are opening.

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amazon phishing

Advanced Tactics – Spear Phishing

Phishing attacks have now evolved into a more sophisticated form called ‘spear phishing’. Someone who receives an account password reset email from eBay, but who never uses eBay will know right away that the email is not legitimate. But if the scammers can get a little more information, for example the name of a co-worker at the company, they can send their phishing email that looks like it comes from someone familiar, bypassing that first line of mental defenses. The more the scammers know about a recipient; their co-workers, vendors, clients, account numbers, etc. the more convincing they can make the phishing emails appear. This is called spear phishing.

Phishing in Other Ponds

Phishing attacks are now common in other communication media as well including text messages, phone calls and search engines.

Arming Yourself

How do you avoid being the victim of a spear phishing attack? There are few tactics that everyone needs to know.

1) Slow down and stop being the ‘impulsive clicker’. Look at not only the sender’s name, but also the email address. At the top of the email, you will see the name of the person and then their email address between < and >. For example John Smith <[email protected]>. If the address looks like this  John Smith <[email protected]> then that should raise a big red flag!

2) If you get an email that looks like it is from a well-known organization, look for misspellings and poor grammar. Also, use your mouse to hover over any hyperlinks (do not click on them). Most of the time, fraudulent links will be obvious when you look at their address in the bar at the bottom. See example below:

This is supposedly from the “Microsoft Account Team”. Notice the inconsistent capitalizations, the incorrect usage of ‘expired’ and the email address it is sent from – doesn’t look like Microsoft.

Fake Notification

When the mouse is hovered over the “Keep Current Password” box, this is the link that appears:

Hover over link

Doesn’t look like it directs to Microsoft…

3) Employing a robust enterprise-grade email filter is also a good way to avoid phishing attacks. Services like Barracuda Cloud Control have built-in mechanisms to block these types of scams.

4) One of the most effective IT security measures a company can make is to invest in regular Security Awareness Training. Almost all compliance regulations require companies to keep their employees updated and tested against the latest cyber threats on a regular basis.

For more information about what you can do to prevent a successful phishing attack, including a good email filtering service like Barracuda Cloud Control or regular Webroot Security Awareness Training, contact Infinity Networking for a FREE TRIAL of these services.

Click here for more information about Infinity Networking’s Cybersecurity solutions

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December 8, 2020
1

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