What Is Shadow IT, and Why Is It an Issue?

An old-time radio show used to start with the promise “The Shadow knows!” Yet when it comes to shadow IT, the problem is the exact opposite. Shadow IT is the stuff Northland employees download onto a business system that IT doesn’t know about, and it can be a big problem.

You may have an IT policy telling employees not to download unsanctioned applications, but they want to boost their productivity, or perhaps they prefer to work with an app they already know and love. So, they get a tool or service that meets their needs without telling IT.

The employee may have the best of intentions. They want to work better for your business. They don’t see the harm in adding that convenient app to their computer. Or they don’t think it’s a big deal to use their own device to complete their work (even if unsanctioned). Maybe they want to be efficient, so they use a personal email account to conduct your business.

Any of these examples are part of Shadow IT, and it’s running rampant. In Frost & Sullivan research, 80% of employees admitted they had used non-approved software. Even 83% of IT workers were using non-vetted Software as a Service (SaaS) applications. So, what’s the big deal? We’ll cover that next.

The Potential Pitfalls with Shadow IT

First, if your business is in a regulated industry, Shadow IT could put you at risk of noncompliance. That unsanctioned device may not be encrypted. Sharing business data over a personal email would be a big no-no in a healthcare or banking space. Shadow IT certainly undermines audit accountability.

It can also drive up IT costs. Say accounting doesn’t know that the business has already paid to use certain software. So, they pay for it again out of their own budget.

If IT is unaware of the Shadow applications or devices, they can’t manage the vulnerabilities. The business doesn’t know customer data or personal identification information about employees is at risk.

And there is greater threat of a data breach or ransomware attack. Employees downloading a third-party app could inadvertently give a hacker access to your network.

Additionally, the business risks losing productivity. The work someone does on a shadow app, for example, could be lost to the company if that employee moves on. IT wouldn’t have access to that account to retrieve the information or files. They don’t even know it is out there on that unknown app or device.

Shine a Light on Shadow IT

Because this IT lingers in the shadows, it can be challenging to coral. Still, there are several steps you can take.

# 1 Educate employees about cyber policies.

Create and communicate acceptable use guidelines, and make sure your workers know what your policies are regarding:

  • SaaS downloads;
  • use of personal devices (e.g. mobile phones, laptops, USB flash drives, portable data storage devices);
  • emailing from personal accounts or using messaging apps;
  • online document sharing;
  • online voice or meeting technology.

Establish clear information classifications distinguishing between public, private, and confidential data. This can help employees recognize they are putting important data at risk when they disregard use policies. For further information Read our blog about Six steps to protect customer data here.

#2 Do a dive to discover Shadow IT.

IT needs to get to know what technology is in use at the business (both on- and off-site). This is more challenging now with people working from home due to COVID-19. Still, a survey of employees and their devices can help gather information about unknowns.

#3 Determine the value of IT discovered.

Don’t overreact. You don’t want to necessarily ban all Shadow IT that you discover. Some of the services could have value. Vet the applications or devices found or reported. Review their connection to private or confidential data or essential network systems. If several employees use an unsanctioned app, you may want to invest in it. With a professional version, your IT team can safely manage the app.

# 4 Deliver the IT your people need.

Why are people circumventing your IT policies? Are they are under pressure? Are they are looking to meet an unmet need? Are they are more comfortable with a familiar app or device? It’s important to understand what the employee is aiming to accomplish or why they’ve turned to shadow IT. This can help you identify IT needs and areas where you need to improve.

Shadow IT is data or applications that are outside your business protection. IT can only watch what it knows about. Shadow IT is unsafe and unpredictable.

Every business is different. It’s always best to chat to a IT Professional about your business needs first. To find out more about Shadow IT, and other IT issues please call us or email us here to book a 1:1 free, no obligation appointment.

Microsoft 365 Streamlines Business and Reduces Spend

For our Northland customers, when doing business online, you have many options for available software and systems.

You might turn to one solution to handle online meetings, another to drive collaboration, and yet another to manage your content and workflow. It can get confusing. Plus, when you are duplicating tools, IT spend can mushroom unnecessarily.

Microsoft 365 aims to offer a single, all-in-one solution. This article highlights the benefits of streamlining your software needs.

Formerly Office 365, Microsoft 365 is for home, business, enterprise, and education users. Microsoft touts that the software helps businesses reimagine the way they work.

Consolidating many business apps can encourage productivity, support collaboration, and cut costs. Doing away with the fragmentation of many different vendor apps your business can:

Benefits of Microsoft 365

  1. save time;
  2. manage projects, communications, calendars, and more in a unified platform;
  3. simplify deployment;
  4. cut tech support and IT management challenges;
  5. budget better with one invoice for the one solution.

Let’s talk in more detail about all you might handle within the Microsoft platform

Microsoft 365 Replaces Your Many Apps

There are many online business tools you can replace with Microsoft 365:

# 1 Communication

First, there’s Business Voice to replace your traditional phone systems. This secure and cost-effective VoIP service enables users to make and receive calls from any device. You can use a laptop, mobile, or desktop, while continuing to use the same number as the desk phone. You can dial in numbers for call conferencing, AI voicemail, transcription, and real-time captioning help, too.

Microsoft 365 also lets users pop into meetings immediately within their Teams channels. They can easily start a phone or video meeting, and during the meeting, they can also share files and PowerPoints. Plus, integrating Outlook contacts and calendars helps efficiency and scheduling.

# 2 Collaboration

Microsoft users are already relying on Word, Excel, and PowerPoint files. With Microsoft 365, these files are easy to use and share online. Collaborate in a shared document, in real-time, with version control.

Within Microsoft Teams, users have a whiteboard and screen, too. Custom backgrounds and the Together mode are particularly useful during the pandemic. Blur the background on a video call or choose a custom setting. Or sit in a shared digital background to feel as if you’re all actually in the same space together again.

This can replace GoToMeeting, Zoom, and WebEx, as well as document management software, Box, or an on-premises file server.

# 3 Apps and Services

Integrate bots, automate workflows, or manage data with more than 700 productivity, project management, industry-specific, or business department apps.

Businesses can connect data to improve agility with Power automate doing repetitive tasks. Power BI makes it easier to discuss and visualize data.

# 4 Emails and Planning

Microsoft Exchange does away with on-premises email, Web hosting provider email, or Gmail. Plus, people can stay better organized with integrated notes, documents, and calendars.

Instead of tracking things in Trello, Basecamp, or another project platform, use Planner to stay on top of progress.

# 5 Backup storage

Your Microsoft 365 subscription includes 1 terabyte of OneDrive cloud storage. That’s equivalent to 6.5 million document pages (such as Office files, PDFs, and presentations). Plus, your workers can share, locate, and collaborate in SharePoint.

# 6 Cybersecurity

Microsoft 365 also offers secure messaging and multi-factor authentication. The “1,000+ security and privacy controls” help meet industry and regulatory standards. That’s without needing Proofpoint, Mimecast, or Barracuda, or other advanced threat protections.

Simplify your IT infrastructure with Microsoft 365. Reduce software duplication, cut back on software licensing costs, and regain storage capacity.

Every business is different. It’s always best to chat to a IT Professional about your business needs first. To find out more about Microsoft 365, and how it can help your customers, please call us or email us here to book a 1:1 free, no obligation appointment.

The Dynamics of Microsoft Dynamics 365

What’s so great about Microsoft Dynamics 365?

We all know the person in your Northland organization who has been there for eons. They know everything about their customers, from their names to their life stories. If they weren’t there – you would be ringing IT Support to troll through some emails!

Or the vibrant young team member who talks to her customers on a daily basis, and could tell you anything about their buying habits. Loves people, hates paperwork.

These team members are great when they are in your company. The only trouble is, when they leave, so too does all the knowledge they carry around in their head.

Then in walks this fantastic, well-rounded, new member of staff. This staff member has the ability to remember anything – almost like they have a 360 view of the customer! But the best thing is they also share it with everyone. Suddenly customer retention is up, sales have increased and efficiency is through the roof.

Who is this new member of staff and where can you find them?

Meet Dynamics 365

The new and easy to implement Microsoft cloud based system that ensures that your organization is:

  1. More efficient
  2. More customer focused
  3. Increases sales.

1. Get to know your customers:

Did you know that only 30% of businesses actually know their customers well? Wait what????

What does this mean? In studies that Microsoft carried out, it showed that only 30% of businesses actually understand their customers buying patterns, and know them really well.

This is largely because the systems they are currently using don’t easily talk to each other, are time consuming to pull reports from, to navigate, and hence only give one side of the story.

Imagine being able to see your customers buying patterns, the marketing that excites them (and that they open), the way they interact with your website, and your social channels all in one place.

Imagine then being able to create automated and clearly defined marketing campaigns that are specific to your customer’s habits.

This all leads to more specific, customer focused, automated marketing campaigns, and hence increased sales.

2. Improve efficiency and reduce your costs

What organizations love is that once they get in to using Dynamics 365, they find that they have a lower cost to serve their customers.

This stems from having more efficient systems, a greater knowledge base, as well as an increased ability to offer self service to customers with customer portals.

How does it improve efficiency? By introducing the Power Platform, PowerApps and Power Automate, Dynamics 365 is easily able to automate the paper and manual processes, and hence significantly increase productivity.

Making the customer experience easy and effortless, also ensures customer retention, and let’s face it, retaining customers is much easier than gaining new customers.

3. Microsoft Dynamics 365 is simple!

People don’t have time or the energy to learn even more software, and with Dynamics 365 they don’t have to.

The beauty of Microsoft Dynamics 365 is that it works hand in hand with the Office suite and is such a familiar experience that the uptake within businesses is consistently high.

Plus, internal stakeholders find that they have increased productivity, as they are not jumping from one application to another.

With the new way of working remotely, you can access everything anywhere you need to and on any device, as it is all cloud based.

Dynamics 365 is an easy add on to your existing Microsoft cloud platform

4. But isn’t it a hassle to change?

Other CRM systems have made people think that it takes lots of time to change and to see the benefits.

With Dynamics 365 you can roll this out in small baby steps, focus on what’s most important now, and start with what your organization most needs. The benefits are immediate, not months away.

Any CRM system will require a shift in culture towards your people actually sharing knowledge, however Dynamics 365 has been found to be so simple, effective and easy, that the uptake leads quickly to increased sales and that is ultimately a benefit for everyone in the company!  

What next?

Every business is different. It’s always best to chat to a IT Professional about your business needs first. To find out more about Dynamics 365, and how it can help your customers, please call us or email us here to book a 1:1 free, no obligation appointment.

 

5 Red Flags of Phishing Emails for Northland companies: Think Before You Click

Phishing emails in Northland Companies are on the rise. These can be the difference between maintaining data security and suffering massive financial losses.

From the moment just one employee takes the bait in a phishing email, your business is vulnerable to data breaches and
extensive downtime.


Quickly spot the red flags and put phishing emails where they belong:

Poor spelling and grammar


While occasional typos happen to even the best of us, an email filled with errors is a clear warning sign.
Most companies push their campaigns through multiple review stages where errors are blitzed and
language is refined. Unlikely errors throughout the entire message indicate that the same level of care
was not taken, and therefore the message is likely fraudulent.

An offer too good to be true


Free items or a lottery win sure sound great, but when the offer comes out of nowhere and with no catch? There’s definitely cause for concern. Take care not to get carried away and click without
investigating deeper.

Random sender who knows too much


Phishing has advanced in recent years to include ‘spear phishing’, which is an email or offer designed
especially for your business. Culprits take details from your public channels, such as a recent function or
award, and then use it against you. The only clues? The sender is unknown – they weren’t at the event
or involved in any way. Take a moment to see if their story checks out.

The URL or email address is not quite right


One of the most effective techniques used in phishing emails is to use domains which sound almost
right. For example, [microsoft.info.com] or [pay-pal.com]
Hover over the link with your mouse and review where it will take you. If it doesn’t look right, or is
completely different from the link text, send that email to the bin.

It asks for personal, financial, or business details


Alarm bells should ring loudly when a message contains a request for personal, business or financial
information. If you believe there may be a genuine issue, you can initiate a check using established,
trusted channels.


While education is the best way to ensure phishing emails are unsuccessful, a robust spam filter and
solid anti-virus system provide peace of mind that your Northland business has the best protection
available. Here are some tips to protect your customer data too.


If you would like to make sure your business is secure from data breaches, reach out
on support@ultrait.nz 

7 Benefits of Cloud Computing for Accountants

The public cloud services market has grown dramatically, and, according to Gartner, migrating to the cloud is a top priority for a third of companies. Analysts predicted the market would reach $266 billion in 2020. Accountants enjoy cloud computing, too. This article rounds up the advantages of available cloud services.

Cloud computing can help accountants:

  • improve productivity;
  • empower employees;
  • optimize operations;
  • reduce operating costs;
  • backup better;
  • scale effectively;
  • add security.

Let’s talk about each of these in greater detail.

#1 Improve productivity

Cloud computing centralizes access. Files are available on any connected device, in real time. Avoid version control concerns as files pass among your team members or between you and the client. Everyone can work on the most recent file that is instantly updated in the cloud. The files are accessible on other devices if needed, too.

#2 Empower employees

The cloud enables on-demand access to computing resources. This includes software, networks, servers, and storage applications. Accountants can work from wherever they are, on their own timetable, from their own devices. With the widespread adoption of remote work, cloud services have become even more appealing.

#3 Optimize operations

Previously, you might have had an expensive server in a closet. Replacement was the option when it reached its end of life or could no longer meet your needs. You had to research, budget for, maintain, and secure the next tech. Cloud computing provides access to the most up-to-date tools, plus, the vendor does the upgrading, maintaining, and securing. This lets you focus your full attention on the accounting business.

Additionally, the cloud can streamline accounting practices. You might also gain speed, as the computing runs on faster servers with greater bandwidth.

#4 Reduce operating costs

Many cloud computing vendors offer their services as a pay-as-you-go model. This means you pay only for your level of usage. Plus, you no longer have to pay to host and maintain the tech you are replacing with cloud services.

You get enterprise-level technology affordably, as the cloud provider leverages economies of scale.

#5 Backup better

You may already be backing up business data on-site using external drives or tape. You might also be contracting with a third-party backup provider. A cloud vendor often has redundant backup systems to ensure your data. In the event of fire, flood, or other disaster, the cloud provider can launch a new backup quickly.

Meanwhile, if something disrupts your business directly, you can access cloud computing data. So, if the office floods, you can still get work done off-site.

#6 Scale effectively

Scalability is a great advantage of cloud accounting software. You pay only for what you use and can quickly add more, and you can do so without having to invest in new hardware or pay steep upfront costs.

#7 Add security

A small accounting shop may have had a member of staff who was also trying to keep an eye on IT security. Your cloud provider will have teams of such people. These industry experts focus on proactive cybersecurity.

Cloud Computing Challenges

Migrating to the cloud is not without challenges. There is the private cloud option, of course, but most small accounting businesses will be working on the public cloud.

This requires a partnership with a Web cloud solution provider. While this can simplify your work, it does reduce your direct control of the service provided.

Know that cloud computing can further extend your business interconnections. You could be including employees, customers, vendors (and their hired subcontractors) in access, so data breaches and account hijacking are a concern, too.

Work with a managed service provider (MSP) to ensure the cloud solution is secure. The MSP can review cloud architecture and strategy. Their experts will review configurations for adequate controls and check for interface vulnerabilities. Plus, they can help limit cloud usage visibility. MSPs can also set up effective identity access to harden your site against cyberattack.

Contact us today either in our Kerikeri or Whangeri Branches.

E-accounting: Top 3 Considerations for Online Client Meetings

Many businesses were teleconferencing before COVID-19. After all, meeting virtually saves both you and your client time, and busy business owners often don’t want to spend the time to make a trip to your office. The coronavirus has hastened the move to e-accounting, but this approach presents some new problems, which we’ll address in this article.

#1 Speed

First, let’s consider speed. You may have a promised internet speed such as “up to 15 Mbps.” But internet connection speed, which impacts your experience, reflects bandwidth and latency. Bandwidth is the amount of data transferred per second, whereas latency is how long it takes for that data to get from source to destination. You need both to be good to be able to handle many video calls at once. Yet a lot of consumer-grade hardware is not built for several of your staff to be on the same call with a client.

Tip: Switch to a business-grade router. Optimize its settings to ensure security from bandwidth leeches and improve signal strength.

#2 Quality of Service

Large downloads can also impact your connection with a client or team member. If you’re on a video call and someone else in the office downloads a large file, your call could lag or drop. Likewise, if you’re working from home during a conference call and your teen is playing Grand Theft Auto, that could also cause issues.

Tip: Use smart networking hardware. You can rank the activities your business values more to improve Quality of Service (e.g. configuring video conferencing to take data preference ahead of file downloads).

#3 Security and Privacy

With virtual communication, you need to be aware of security and privacy issues. Accountants have to consider compliance with regulations, too. Before jumping on an online call with a client, research the teleconferencing app, not only how it secures the call communication but also what it does with the data collected. Encryption is standard, but end-to-end encryption is the highest level available to you.

Tip: Depending on the app, there may be security options you are not using. They are not set up by default because they can make the software more difficult to use. Still, if security and privacy are a priority, you’ll want to make those changes.

Get Expert Advice

Not all internet service providers (ISPs) are equal. Some ISPs, and the modems or routers they supply, may not be up to the task for your business.

Partner with a managed service provider (MSP) to identify the best options for your firm. Perhaps high-quality internet isn’t available in your area. We can help you find a good wireless option. If the internet is unreliable, we can set up failover options to switch your traffic to 4G when necessary.

We can also help you address common e-accounting issues. Our experts will find you the right hardware to handle your traffic. Plus, we can configure QoS prioritization, block some devices, and schedule activities that need a lot of bandwidth. For example, we can schedule system backups for the middle of the night when fewer people will be online.

Embrace e-accounting’s advantages without losing speed, quality, or security. We can help. Contact our IT experts today.

Sneaky Cyberattacks for Accountants

Check the news any given day and you might see a report about hackers accomplishing a data breach, or of a ransomware attack encrypting all company data until it pays up. These are the well-known types of cyberattack, but there are less common cyberthreats accountants should be aware of, as well.

There is almost a malware malaise now. You’ve heard so much about the threat of a virus invading your networks or systems. Someone clicks on a perfectly innocent looking email, and the result is computing chaos? It’s not fair!

You also know to put a firewall around your technology; it’s as if you’re in a military movie. You have to “protect the perimeter.” Ensure no one can breach your cyber protections to secure personal data and intellectual property.

Still, a watchful eye for phishing emails and social engineering attempts isn’t enough. Installing security tools and upgrading anti-virus software also won’t cover everything. Having a Data Protection Solution is key to helping mitigating risk.

Knowing where less common cyberattacks are coming from could help, though.

Less Common Modes of Cyberattack

You may not believe it possible of the people you work with, but they are a real vulnerability.

One problem is that we’re eager to help, especially when it comes to clients. There is a pre-established relationship, as your business has visibility into their financials. People are less likely to think twice about providing information to a client.

Yet cybercriminals do their homework and have enough information to be credible. Then they play on urgency and emotional appeal. They might call or email someone at your firm pretending to be an admin assistant for someone at the client. They might spin a tale of the CEO needing emergency cash in a far-flung location. Can’t you please help get it to them? Or they send a malicious file asking you to look at this complicated tax document for them (posing as the client). By the time you realize it wasn’t actually the client, it’s too late.

Insider attacks are a problem, too. Employees know your company’s infrastructure and are familiar with your cybersecurity tools. They also know where the sensitive data or confidential information is kept. Additionally, they may not act maliciously all the time. If a disgruntled worker is patient, rather than going out in a blaze of glory, it can be harder to detect the breach.

According to the Ponemon Institute, insider-related incidents cost $11.45 million in 2019. Establishing role-based access credentials can help limit exposure. With this approach, people can get only to the information they need to do their jobs.

Other Forms of Insider Threats

Humans also lose things. This is unintentional insider vulnerability. Perhaps they use their personal device to log into the business systems. Laptops, external drives, and mobile devices allow mobility and simplify data access, but what if that mobile device is lost or stolen? If you’re not protecting remote access, you could end up having to tell clients their data is in unknown hands. Encryption can help.

Then, there are the simple mistakes. It’s a good idea to review how you share and publish information. Information goes back and forth regularly between team members, the business, and clients. Don’t lose track of the information or where it is stored. You need to be sure that location is compliant with financial regulations.

If you’ve ever “replied all” when you meant to send to one person, you know how easy it is to mistake sharing privileges. You may intend to share only data with a client, yet you send it out with permissions where everyone can see it. Major oops!

Be Proactive

Accountants can prevent, detect, and react effectively to these less common attacks. Don’t be complacent. Thinking it won’t happen to your firm can lead to disaster.

Partner with a managed service provider (MSP) to enhance your user activity monitoring and access management practices. These IT experts can set up alerts and incident response plans, too. Avoid the worst happening to your business. Be proactive. Contact us today at 09 401 0833! We have reliable teams in both Kerikeri and Whangerei but service the whole of Northland.

Outsourced Help Desk for Accountants

Accountants are experts at surviving the “busy season.” Tax accountants, for instance, are slammed as annual deadlines draw near. There are slow times, too, but during crazy times, the last thing an accountant wants is essential tech going down.

A broken computer or server downtime can be devastating. Say it’s a few days before a tax deadline, and the accountant logs into an essential tax preparation application and sees a blank screen: the system is down, and they can’t get in. It’s the kind of crisis that more cups of coffee can’t handle.

It all Adds Up

In the United States in 2018, the Internal Revenue Service’s website crashed on April 17, Tax Day. Since many people had waited until the last minute to submit their tax returns, this single day of downtime is estimated to have cost millions. It’s a clear example of the damage even a day of server downtime or other type of outage can cost a business and, in this case, one that business accountants can relate to!

If the firm takes a break-fix approach to its technology needs, the answer will be to call in an expert. This could mean hours on the phone with an IT helpline only to find out the problem is with another service provider. Or it could mean trying to reach someone to come out and check the network only to get on their calendar in the next available spot.

Deadlines are looming, and you are spending time on IT woes? It’s a disaster.

A proactive approach is to outsource IT help to a managed service provider (MSP) instead. Rather than waste valuable time trying to solve the problem yourself, turn to an IT technician to get to work.

Outsourcing Your IT Help Desk

With managed services, when you need help, the experts are readily available to tackle your concerns. Many solutions are remote.

Better yet, the MSP will use your slow times to set up systems to cut the risk of downtime during crunch season.

The MSP gets to know your business objectives and your technology infrastructure, which can help them react more efficiently and effectively. They can also track your IT to detect issues or security vulnerabilities early. Plus, they will help create business continuity plans to get your firm up and running again fast.

MSP Help

If the worst does happen, the MSP is only a help ticket or phone call away. Their experts are familiar not only with your technology but also with how you use it. Plus, as a consistent customer, you are a priority, not just another name on a list of people needing help who all see their needs as an emergency.

One other advantage to outsourcing your IT help is that it can reduce costs. The break-fix approach can be an expensive one. Instead, you’ll pay an MSP a set, monthly fee for the peace of mind that your IT needs are being looked after. The MSP can also help you identify opportunities to reduce IT-related operational costs. Give us a call to chat through your options.

Free Microsoft for Northland Charities

How we Met Bald Angels

What started out as a one-off charity event, has ended up as a robust, respected and valued registered charity, which not only holds its own Guinness World Record but also serves the most vulnerable in our Northland community every day! These special people impact real people in fantastically practical ways. That’s why they are one of our Charity Partners!

We met Thérèse Wickbom (aka Angel Mama / CEO) a few years ago through another local company. When we heard about what they were doing in the community, we offered to help. We hosted Angel Bears in our cupboards at night, and by day we would help to solve sticky tech issues.

Get a Free Business Premium Account

In our travels, we came across Microsoft’s Non-profit solution. It gives discounted and donated Microsoft 365 Business Premium solutions to registered charities. The aim is to help charities have access to Microsoft Products that are commonplace in business. All the charity needs to do is register. Once they are approved, they can get Microsoft 365 Business Premium FREE for up to 10 users. That’s your Word, Excel, PowerPoint, email, Teams, defence against cyberthreats with sophisticated phishing and ransomware protection and much, much more!

Training for Microsoft

After discussing options with the Bald Angels team, we sent them the non-profit link to getting started. Once they were registered, we delivered their Business Premium account. We followed that up with some practical training specific to how they work as a team. Improved communications, improved security, file sharing, remote and flexible work were all part of the wider benefits of implementing the system.

“They’ve been there beside us for years with a smile and immense patience! Community-focused, professional, and reliable. They’re the sort of company that keeps communities working.” -Thérèse Wickbom  

Northland Charities…let’s Get Started!

If you are or know of a Northland registered charity, why not send them this article or the non-profit link to getting started. Once they were registered, they can contact us to get set up.

If you would like to reach out to Bald Angels to offer any kind of support please visit their website here.