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  • Synthetic Identity Fraud – SCAM OF THE FUTURE

    Synthetic Identity Fraud – SCAM OF THE FUTURE

    Steve is an up-and-coming scammer with a new scheme under his belt: he utilizes a real address (7 Smith Street) and a fake name (Max Grinchy) to open up real accounts and carry out transactions. Lauren really lives on 7 Smith Street. She started receiving mail for Max Grinchy, but thought nothing of it, and threw the junk mail in the trash. Years later, she reviewed her credit report for the first time in a while and noticed some activity that was not hers. Synthetic Identity Fraud is the creation of a fictional persona, through the blending of stolen personal information with made-up details that fill in the gaps in order to open accounts and carry out transactions. It’s a relatively new process, and a fast-growing financial crime method to be on the look out for.

    Did you spot the red flags?

    • Lauren suddenly started receiving mail to her address with someone else’s name. This should have been a sign that her information was being mingled with other made-up details to commit fraud.
    • Lauren was not regularly checking her credit report. Had she been, she might have caught the suspicious activity much sooner.

    What you should know about this scam

    In a Synthetic Identity Fraud case, though some of the information is made up, the parts that are real could be tied back to you and can have a negative impact.

    Technically, there is no “victim” of Synthetic Identity Fraud, as the “person” exploited does not exist. Because of this, such crimes can go undetected for months.

    Though Synthetic Identity Fraud can be difficult to detect and prevent, your best defenses are to use strong passwords, remain vigilant against phishing attempts, and regularly inspect personal accounts for suspicious activity.

  • Harvard study reveals reasons employees violate cybersecurity policies (and what your RIA can do about it)

    Harvard study reveals reasons employees violate cybersecurity policies (and what your RIA can do about it)

    Most people who work in the financial industry are aware of the importance of cybersecurity. After all, a breach of client information can be devastating for any registered investment advisor (RIA) or financial advisor. However, awareness isn’t enough to protect against cyberthreats, especially when you consider the ever-changing nature of cybersecurity threats and regulations.

    One reason for this may be that employees often violate cybersecurity policies without even realizing it. A recent Harvard Business Review (HBR) study suggests that many people who violate security conventions don’t do it out of malice. Rather, they do it because they believe following the rules to the letter would impede their ability to do their job effectively. What’s more, the stress they experience on a daily basis further reduces their tolerance for rules that seem to get in the way of doing their work.

    Let’s take a closer look at this study and discuss some ways to help you reduce the risk of policy violations within your own RIA or financial advisory firm.

    Related reading: Does your RIA have a hybrid work environment? Make sure it’s secure

    The Harvard Business Review study

    In their study of over 330 remote employees from different industries, HBR asked participants to keep track of their day-to-day stress levels and compliance with cybersecurity policies for two weeks. They found that employees didn’t consistently adhere to the policies, with 67% failing to fully comply at least once during the course of the study. The top reasons for participants breaching protocol were “to better accomplish tasks for my job,” “to get something I needed,” and “to help others get their work done.”

    What’s more, the study discovered that people were far more likely to deliberately violate cybersecurity policies on days when they were feeling more stressed. Participants cited home duties, job uncertainty, and the demands of the cybersecurity policies themselves as the common sources of their stress. They also reported that they were more likely to violate rules when they felt that following them would “hinder productivity,” “require extra time or energy,” or “make them feel like they were constantly being monitored.”

    This isn’t surprising when you consider that most people have been working from home for nearly two years now, and many are still dealing with the same issues they’ve had from the beginning. The pandemic has forced employees to juggle work, child care, and school at the same time. With so much going on in their lives outside of work, it’s easy to see how they could get stressed out and start cutting corners, especially when it comes to cybersecurity policies. Such policies can be seen as restrictive and preventing employees from doing their jobs, so much so that they will ignore them rather than risk falling behind on deadlines or even losing their jobs altogether.

    Unfortunately, the consequences of violating cybersecurity policies can be severe. A data breach can not only damage your firm’s reputation, but it can also lead to financial losses, decreased client satisfaction and trust, and even lawsuits. That’s why it’s essential to take steps to reduce the chances of violations happening in the first place.

    Related reading: The cost of a ransomware breach at your RIA

    Tips for reducing the risk of protocol violations

    Here are some measures your RIA or financial advisory firm can take to keep employees from violating cybersecurity policies:

    • Clarify the purpose behind the security policies. It’s important for your RIAs and staff to understand why certain rules exist and what they are meant to prevent. If they don’t fully comprehend the rationale behind these rules, they can start to view them as arbitrary and unnecessary.
    • Provide training and education. Cybersecurity policies can be confusing and complex, especially for those who are not tech-savvy. Make sure you provide everyone in your firm with the necessary training and education so they understand the policies and their responsibilities with regard to them. By making it easier for them to follow procedures, you can reduce the chances of them violating protocols out of ignorance or frustration.
    • Help manage employee stress levels. While you can’t control everything that happens outside of work, it’s important to address the stressors within your firm. Consider implementing employee wellness programs and other initiatives to help people manage their workloads, including flexible working hours or time off as needed.
    • Empower employees with the right resources for compliance. Technology is your friend when it comes to the enforcement of cybersecurity policies, particularly if you’re working in a distributed environment where there’s no one watching over people’s shoulders at all times. Consider investing in technology that can help ensure security while also providing RIAs and staff with the flexibility they need to do their jobs.

    Ultimately, it’s important to remember that cybersecurity policies are in place for a reason and that most employees want to comply with them. Unfortunately, stress can often lead to people making bad decisions, so it’s important to create an environment where compliance is both encouraged and possible.

    By taking the necessary steps to reduce stress levels and provide training, education, and resources for employees, you can create a culture of compliance within your RIA or financial advisory firm. This will not only help keep data safe from hackers but also protect against unintentional breaches due to well-meaning mistakes made by those who may be feeling overwhelmed or overworked.

    RIA WorkSpace can help ensure that your RIAs and staff have the technology they need to adhere to cybersecurity policies. Contact us today to see how we can help.

  • Google Workspace and Microsoft 365: Which productivity suite is better for RIAs?

    Google Workspace and Microsoft 365: Which productivity suite is better for RIAs?

    Google Workspace and Microsoft 365 are the two most popular office suites in the market today. Both offer tools that tick all priority items on any RIA firm’s communications and productivity checklist: email, cloud storage, and file creation and sharing. These business productivity suites also come with advanced security and compliance features like two-factor authentication and archiving, which are crucial in handling sensitive client information.

    Let’s explore the different offerings of each solution and why your RIAs might want to use one over the other.

    Google Workspace vs. Microsoft 365: Packages and prices

    There are four Google Workspace plans to choose from:

    • Business Starter ($6 per user, per month)
    • Business Standard ($12 per user, per month)
    • Business Plus ($18 per user, per month)
    • Enterprise (custom pricing)

    By contrast, Microsoft 365 has a diverse dizzying array of options: three Business plans aimed at small and/or new businesses, three Enterprise plans for larger organizations, plus an Apps package and old Office 365 plans that include only cloud-based apps and services. There are also separate plans for educational institutions, US government agencies, and nonprofit organizations.

    The Microsoft 365 Business and Enterprise plans are as follows:

    • Microsoft 365 Business Basic ($5 per user, per month)
    • Microsoft 365 Business Standard ($12.50 per user, per month)
    • Microsoft 365 Business Premium ($20 per user, per month)
    • Microsoft 365 Apps for business ($8.25 per user, per month)
    • Microsoft 365 E3 ($32 per user, per month)
    • Microsoft 365 E5 ($57 per user, per month)
    • Microsoft 365 F3 ($8 per user, per month)

    The pricing options for Microsoft 365 may be complicated, but they offer a lot of flexibility. Microsoft 365 even lets you mix and match individual services to create a personalized plan for your RIA practice’s unique needs.

    Google Workspace vs. Microsoft 365: Features

    Google Workspace and Microsoft 365 tout a similar list of impressive features. In fact, both offer apps that have an equivalent in the other suite. For instance, there’s Google Docs and Microsoft Word for word processing, Google Meet and Microsoft Teams for video conferencing, and Google Keep and Microsoft OneNote for note-taking.

    Some apps even have identical features. For example, the suites’ respective email clients, Gmail and Microsoft Outlook, have just about everything an administrator needs in terms of email security, including anti-malware protection, spam filtering, and group aliases.

    Perhaps the biggest difference between the two productivity suites isn’t in the services that they offer but in how these are implemented.

    The most popular Microsoft 365 plans include access to the latest releases of the Office 365 desktop apps on Windows PCs and Macs as well as their web versions. On the other hand, Google Workspace apps are designed to work exclusively online and can only be accessed through a browser or mobile app.

    The availability of desktop apps is a clincher for some RIA firms, as these programs don’t need internet connectivity to run.

    Google Workspace vs. Microsoft 365: Security

    Both business productivity suites are designed to meet stringent data privacy and security standards. Their apps are updated regularly and allow administrators to customize security protocols to control user access and permissions, which keeps them secure.

    What’s more, Google and Microsoft data centers are built with custom servers and special operating systems, which ensure the high performance and enhanced security of their respective solutions. They also employ a variety of strategies to keep their clients’ data and systems safe from malicious threats.

    However, Microsoft has been in the industry for longer than Google, which means the former has had more time to perfect its security offerings and build a highly customizable environment of advanced tools. Microsoft 365 lets organizations implement their own security policies and measures, providing a degree of control that Google Workspace is still working to match.

    For instance, Microsoft’s Enterprise Mobility + Security (EMS) suite comes with Intune, a service that allows organizations to manage mobile devices used for work. With this tool, administrators can monitor suspicious activity, prevent unauthorized app downloads, and even remotely wipe company data from lost devices.

    Essentially, Microsoft’s measures support the continuous protection of sensitive data, which helps RIAs remain compliant with industry regulations and data privacy laws.

    Google Workspace vs. Microsoft 365: The verdict

    Ultimately, both office suites are excellent for managing productivity in your RIA firm. However, Microsoft 365’s comprehensive data governance and management features give it a definitive edge over Google Workspace. The familiarity of Microsoft 365 programs also offers a clear advantage in terms of ease of use and adoption, making it the perfect choice for RIAs already operating in a Microsoft environment.

    If your RIA firm wants to fully leverage the benefits of Microsoft 365, our specialists at RIA WorkSpace can help. Contact us or get a free quote to get started.

  • Social Media Phishing – SCAM OF THE MONTH

    Social Media Phishing – SCAM OF THE MONTH

    Ariel (10) was scrolling through the newsfeed of a photosharing app when she noticed a glam shot of her favorite influencer wearing cute new sneakers. She took a screenshot for her birthday list and then noticed a giveaway linked in the comments section. “Turn $20 into $200 and buy these shoes now! Make real money, real fast.” Ariel knew it was unlikely she’d get the shoes from her parents, and more likely she’d get a pair of similarly colored socks, so she clicked the link to try her luck online. This took her to an outside website. A flashing logo said to “call this number, to learn more!” When she did, a male voice answered, “All you need to do is give me the security number and pin from your reload card, and I’ll add in some extra zeros.” Ariel didn’t feel right about the situation. Her heart was racing, and she quickly hung up.

    Did you spot the red flags?

    • Ariel clicked a link in the comments section. Because the link was tied to a known influencer that she liked and trusted, she was misled to believe it was vetted.
    • The caller was requesting a pin or code. Never provide anyone with these numbers, or other numbers tied to your money.
    • Turning $20 into $200 was too good to be true. Ariel had a gut feeling something wasn’t right, and she went with it. Good for her!

    What you should know about this scam

    As Mamma and Daddy shark, it’s important to talk with Baby sharks about scams they may encounter while surfing the web.

    Social Media scams have more than tripled in the past year. These platforms are often a place to let your guard down, and surround yourself with friends. Fraudsters take advantage of this dynamic, and swoop in when you least expect it.

    Make your home a no phishing zone. Stay in the know about new phishing tactics, and role-play scheming scenarios with little ones so that they’ll know what to look out for and how to proceed safely.

  • Box vs. SharePoint: Which is best for your RIA firm?

    Box vs. SharePoint: Which is best for your RIA firm?

    Many RIAs rely on one of the two leading content management software: Box and Microsoft SharePoint. Both are widely known for their powerful features, seamless integrations, and enhanced security. So which is best for your RIA firm?

    To help you select the best document management solution for your RIA firm, let’s take a look at what each has to offer and how they stack up against each other.

    What is Box?

    Box is a cloud service that provides more than just file sharing and storage. It comes with collaboration, encryption, and integration tools that let RIAs easily create and access content from anywhere using any internet-connected device. The platform also offers enterprise-grade security and monitoring, ensuring all of your client and proprietary data remain secure and compliant with federal securities laws.

    What’s more, Box integrates with over a thousand enterprise apps. This allows RIAs to open, edit, and save files directly to Box from the business software they use the most, speeding up workflows and letting them get more work done. Box also integrates with leading security solutions, adding multiple layers of protection to your tools and data without impeding the flow of your work.

    What is SharePoint?

    SharePoint is Microsoft’s cloud-based solution that lets employees collaborate via an internal website that can be accessed from any computer or mobile device. It provides your RIAs with the ability to manage content, access and work on files simultaneously, track processes and workflows, and share important company-wide information all in one platform.

    SharePoint also comes with several built-in security features, including the ability to limit third parties who can see your content. It also allows you to set permissions on which RIAs and staff have access to certain data or sites, and create policies to allow or block access to content based on a user’s location.

    Box vs. SharePoint: Features and support

    When choosing a document management solution for your RIA firm, it’s important to think about how its functionality aligns with the specific needs and requirements of your RIAs and staff.

    What Box offers

    Beyond helping you organize digital records, Box lets you create and track workflows and set up rules to automate tasks. This makes it easy to manage repeatable processes, such as setting reminders to review documents and updating advisory contracts.

    Box also lets you securely share files and folders with clients and third parties with its shared and direct links features. This means you can either provide them with a shared link that takes them to a preview screen for a document, or a direct link that initiates a download of the file. Either way, Box lets you set robust viewing and editing permissions on files, enable folder controls, and apply security classifications so that people only see the information meant for them.

    Additionally, Box offers three tiers of support, ensuring you have access to the right resources and people you need to keep work moving. All Box accounts come with standard support, which covers general and specialist help during local business hours. Premier support, on the other hand, includes always-on, high-touch assistance and access to growth specialists, while enhanced support provides 24/7/365 multichannel assistance, prioritized ticket response, yearly on-site training, and more.

    What SharePoint offers

    SharePoint is primarily known for its ease of use and built-in multipurpose functionality. Depending on your needs, you can use SharePoint as a document management system, a collaboration software, or an intranet.

    SharePoint touts powerful capabilities that allow you to securely organize and manage content throughout the content life cycle, from creation to archiving. For instance, with SharePoint’s document version control feature, you can create a single document and allow multiple users to continuously update it. The software keeps a record of all the changes made to the document, allowing you to revert back to an earlier version, if needed.

    Also, SharePoint has robust permissions features, allowing you to configure file access/editing privileges based on the functional requirements of users and other security considerations. For example, you can set permissions that let people outside your company view or edit only a single document, or grant them access to only a specific folder. This helps you keep sensitive information, such as contracts and other documents containing proprietary data, secure.

    Because it’s a Microsoft service, SharePoint offers support that includes 24/7 access to a fleet of experts and a vast library of resources. And, it integrates seamlessly with all the Microsoft Office apps you use, like Word, Excel, Outlook, and others.

    Which is the right choice for your RIA firm?

    Both software solutions make collaboration seamless, while easily integrating with leading business apps. However, if your RIA firm already operates in a Microsoft environment, or you need more customization and flexibility, then SharePoint is your best bet. Plus, it’s likely available as part of your current Microsoft subscription, which means you won’t need to spend more of your IT budget on a different subscription service.

    You’ll need a specialized managed IT services provider like RIA WorkSpace to install and configure SharePoint for your RIA firm’s unique needs. Call us today to get started.

  • Why you should use a UPS for network hardware

    Why you should use a UPS for network hardware

    Power outages are a major inconvenience to businesses. Even a few hours without electricity can lead to thousands of dollars in lost productivity and revenue. Fortunately, there’s something RIAs like yours can do to reduce the effects of power outages, and that’s using an uninterrupted power supply (UPS) for your computers and networking equipment. Read on to learn more about the benefits of using a UPS for your network hardware.

    UPS for network equipment

    Also known as a battery backup, a UPS provides backup power in case of outages. It also protects against power surges, which don’t just damage computers, but also make you lose unsaved work.

    Deploying UPS units for Wi-Fi routers and modems allows you to stay connected to the internet when the power goes out unexpectedly. This strategy works particularly well if your employees use laptops, as that means you only need power for your Wi-Fi gear.

    UPS-supported modems or routers help you stay online for as long as 90 minutes, which should be enough time to get your bearings before power finally runs out. With a UPS, you will still have a fast, reliable Wi-Fi connection so you can perform your tasks, save important files, and keep serving clients.

    Without a UPS, your staff may have to rely on cellular data to do their work, which is not only less reliable than Wi-Fi, but also more expensive. You may even incur additional telecom costs resulting from overreliance on cellular data.

    UPS systems vs. generators

    Although generators are indispensable for certain businesses, they also require greater upkeep. If you invest in generators, you’ll need to employ an entire team to manage these pieces of high-maintenance equipment. This may not be something that a small- or medium-sized business can afford.

    That said, generators can prove useful during extended blackouts, but UPS systems should be enough to keep your business running in the event of an emergency.

    What’s more, misusing or mishandling generators can result in fatalities. On the other hand, if you misuse a UPS unit or if it breaks down, the worst that could happen is you lose a day’s work; it’s unlikely that you’ll experience anything life-threatening.

    Plug in your network gear now

    If your business doesn’t have locations in disaster-prone areas, you probably haven’t given much thought to installing UPS systems for your desktop computers, let alone your modems and routers. But accidents and emergencies are inevitable — and when they happen, you’ll find that having internet access is one of the most important things you need to ensure business continuity.

    Think of a UPS as an investment that not just protects your systems from data loss, but also keeps your network equipment functioning in emergency situations.

    To learn more about UPS systems and network equipment as well as backup and disaster recovery planning, give our team of IT experts a call today.

    Published with permission from TechAdvisory.org. Source.

  • 5 Tips to work smarter in Outlook

    5 Tips to work smarter in Outlook

    Microsoft Outlook comes with a raft of features that make managing your busy schedule and boosting your productivity easier. If you find Outlook’s myriad capabilities a little overwhelming, don’t worry — these tips and tricks will have you using Outlook like a pro in no time.

    Organize your inbox

    Is your Outlook inbox getting a little too cluttered for your liking? Use the Clean Up feature to tidy up your inbox.

    From your inbox, click the Home tab and choose from one of three Clean Up options:

    • Clean Up Conversation – reviews an email thread or a conversation and deletes redundant messages
    • Clean Up Folder – reviews conversations in a selected folder and deletes redundant messages
    • Clean Up Folder & Subfolders – reviews all messages in a selected folder and any subfolders, and deletes redundant messages in all of them

    Ignore conversations

    Besides redundant messages, group conversations that aren’t relevant to you can clutter up your inbox. The Ignore button helps you organize your inbox and focus on relevant emails.

    To activate this feature, select a message, then click Home > Ignore > Ignore Conversation. Alternatively, you can open a message in a new window and click Ignore under the Delete function. You can easily revert this action by going to the Deleted Items folder and clicking Ignore > Stop Ignoring Conversation.

    Send links to files

    This function is especially useful when you need to send large files to your coworkers or clients. You can send a link to the file instead of the file itself as well as set permissions to allow recipients to edit and collaborate on linked files in real time.

    To do this, upload the file you wish to send to OneDrive. Then from the message box, click Attach File > Browse web locations > OneDrive.

    Tag contacts

    To get the attention of a specific person in a group email or meeting invite, use the @Mention function. This works particularly well for emails sent to multiple recipients or if you want to convey the urgency of your message.

    In the body of your email or invite message, type the @ symbol followed by the name of the person you want to tag (e.g., @johndoe). Doing so will highlight the name in the message and automatically add it to the To line of your message.

    You can also search for messages you’re tagged in by selecting Filter Email from the Home tab, and then clicking Mentioned.

    Add notes to emails

    With Outlook, you can add sticky notes to specific parts of an email. To add a sticky note, simply drag your cursor to highlight your chosen text in the email, and then release the mouse button to trigger a pop-up object menu. On that object menu, select Add Note. This will open a OneNote feed within Outlook, where you can add text or images to your sticky note.

    Schedule a Teams meeting

    Teams is Microsoft’s unified communication and collaboration platform, and it includes the Outlook add-in. This feature allows you to set up Teams meetings directly from Outlook. It also lets you view, accept, or join meetings while in either app.

    To schedule a Teams meeting on Outlook, follow these steps:

    1. Switch to the calendar view on Outlook. Click the New Teams Meeting tab.
    2. Add individual participants or entire contact groups to the Required or Optional fields.
    3. Type in the topic, start time, and end time of the meeting. There’s no need to add the dial-in phone numbers and conferencing IDs to the invite, as Outlook does this automatically for you.
    4. Create a message inviting the recipients to the meeting, then click Send.

    Share emails to Teams

    With Outlook, you can easily share an email from your inbox directly to a specific Teams channel. To do that, follow these steps:

    1. Select the email you want to share.
    2. Click the Share to Teams button.
    3. On the Share to Microsoft Teams pop-up menu, type the name of the person or channel you want to share to. Check the “Include attachments” tickbox if you want to include the email’s attachments.

    These are just some of the things you can do to improve your Outlook experience. For more on how to get the most out of Outlook and other Microsoft products, drop us a line today.

    Published with permission from TechAdvisory.org. Source.

  • RIA Tech Trend: Paperless onboarding

    RIA Tech Trend: Paperless onboarding

    There are many ways for RIAs to go paperless these days, one of which is paperless onboarding. This technology aims to improve the way RIA firms collect and use data from new clients. Here’s what paperless onboarding entails.

    What is paperless onboarding?

    Paperless onboarding is the process of welcoming new clients to your business without requiring all of the traditional paperwork. Typical RIA client onboarding processes tend to be tedious and heavy on documentation. This is because RIA firms need to gather a lot of information throughout the entire onboarding process, including prospecting, product selection, regulatory checks, and new account opening.

    With paperless onboarding, RIAs can streamline the processes involved in collecting, filtering, and storing new client data. It can also make for a much smoother and easier process for your clients.

    What are the benefits of paperless onboarding?

    As with any process that eliminates the need for paper, paperless onboarding clearly benefits the environment. Businesses that go paperless not only reduce environmental harm, but they also enjoy the following advantages:

    Improved user experience

    Putting it simply, filling out a standardized digital form using a keyboard beats having to write all the information down with pen and paper. Digital onboarding forms can even be configured to have only drop-down menus and checkboxes to make the form completion process faster. New clients won’t have to spend so much time filling out forms, and your team can get on with providing financial services to your clients.

    Enhanced efficiency

    One of the most common complaints about traditional onboarding systems is that they tend to be cumbersome and time-consuming, not to mention error-prone. Paper forms need to be transcribed onto the client platform, and other paperwork need to be printed and sent out to other departments or organizations.

    On the other hand, a fully digital onboarding process can be customized for whatever onboarding spiel and flow a business needs. It’s perfect for clients who prefer to work on the go and don’t have ready access to a printer or a briefcase full of pre-printed forms. It also makes locating files simpler and more reliable, saving your RIAs precious time and effort. This ensures your RIAs stay focused on providing your clients with real-time, high-quality financial advice.

    Reduced costs

    Going paperless doesn’t just lower your spending on paper products, but it also helps you save money on printer and photocopier ownership, postage, and ink costs. Furthermore, you save a lot of physical space by going paperless, which can translate to lower office rental spending.

    Elevated security and compliance

    On a paperless onboarding system, you can enhance both of your security and compliance profiles in one fell swoop. Digital forms allow for quick and secure storage of private information — and your system can be configured to automatically back up and archive files as they are stored, making compliance a breeze to achieve.

    Aside from storage ease, digital data is very easy to protect. Access can be set to as-needed basis for every user, including company outsiders. You can be assured that RIAs get all the accessibility they need to do their jobs without the same risk of loss or error physical forms have.

    Why should my RIA firm adopt paperless onboarding?

    Many small- or medium-sized RIA practices work at a fast pace, so every opportunity to save time should be considered. And with such tough competition, sticking with error-prone paper forms can mean the difference between acquiring a new client and losing one.

    With a paperless onboarding system, you can take advantage of automation to move the process along independently. It makes for a more efficient use of your company’s resources and ensures that RIAs can provide high levels of customer service to both new and existing clients.

    Ask us how we can integrate paperless onboarding into your current system or upgrade your whole system altogether. Reach us via phone at (855) 957-5334 or via fax at 877-415-0059 to learn more. You can also get a FREE quote from us by clicking here.

  • Increase VoIP uptime with these tips

    Increase VoIP uptime with these tips

    A reliable, efficient, and effective telecommunications system is critical to your ability to generate and nurture leads, communicate with vendors, and provide top-notch customer service. If that system were to break down, even for just a day, you could suffer significant losses in productivity, profits, and customer trust. For this reason, you should secure your Voice over Internet Protocol (VoIP) telephony systems with the following strategies.

    Choose your provider wisely

    When choosing which VoIP system to adopt for your company, carefully evaluate the service level agreements offered by each provider. Inquire about the provider’s security and availability guarantees and how these will be achieved.

    Ideally, you must partner with the firm that can host your VoIP systems in facilities that are safe from local disasters such as flash floods or earthquakes. Your provider should also employ advanced network security solutions to protect your calls and data.

    Invest in VoIP monitoring services

    Before implementing any of the next two VoIP continuity solutions, install a third-party VoIP monitoring service to keep tabs on the status of your phone system. This tool will identify all network issues disrupting your phone system, enabling you to resolve them quickly.

    Have a backup broadband line

    Since VoIP solutions are dependent on internet connections, you should have a backup or alternate internet service provider (ISP) in case your main network goes down.

    Have one ISP dedicated to your VoIP service and another supporting your main computer network. Once you’ve installed both networks, you can then program them to automatically transfer services to the other should one network fail. Thus, if your main phone network goes down, your VoIP solution switches to the other network and suffers no interruptions.

    Of course, subscribing to two separate ISPs will increase your internet expenses. But if you perform a cost-benefit analysis, you’ll find that the cost to maintain both is far less than the cost of downtime in case your only ISP were to fail.

    Route calls to mobile devices

    Cloud-based VoIP solutions allow you to choose where you receive your calls with call forwarding — a feature that automatically reroutes incoming calls to other company-registered devices. This enables staff to receive work-related calls when they’re out of the office on a remote assignment, working at home, or when your main office is hit by a local disaster or network outage.

    To benefit from this feature, register all employee mobile devices to your VoIP system and configure such devices to receive rerouted calls. Don’t forget to set policies for remote working. For instance, you should forbid staff from connecting to public Wi-Fi networks because this can put them at risk of cybercriminals eavesdropping on VoIP conversations.

    Test your continuity measures regularly

    There’s little value in VoIP continuity and disaster recovery strategies if they end up failing when you need them the most. Test your VoIP service and check whether contact details are up to date, call forwarding features are routing calls to the right devices, and your backup internet service works. Ultimately, your goal is to find flaws in your strategies and make the necessary adjustments to avoid potential hiccups from occurring in the future.

    If managing VoIP is too time-consuming and complex, call our professionals today. We design, implement, test, and monitor powerful, disaster-proof VoIP phone systems to ensure your communications are always online.Published with permission from TechAdvisory.org. Source.