Remote Employee Training and Development

Remote Employee Training and Development

The ongoing COVID -19 pandemic has disrupted life in profound ways. It has changed the way we interact, shop and work. It has also changed how businesses conduct their activities. With social distancing norms in place, many companies have asked their employees to work from home. Although a trend toward working remotely had been growing even before COVID-19, companies had to quickly make arrangements for their employees to move out of the main office into the home office.

Among the numerous logistical issues for companies to address has been remote employee training and development. Remote training is not an easy fix. It is crucial to understand that remote working presents a lot of challenges – technology, distractions, staying organized and various other factors. However, remote working offers several benefits.

To make remote training effective, we will look at how you need to train remote employees, the benefits of remote training and why you need to document everything.

How to train remote employees during COVID-19

Unless you give your employees the requisite training, it could be difficult for them to adapt to the work-from-home model. To ease the transition for your workforce, it is crucial to know how to train remote employees. HR Daily Advisor provides some valuable tips.

Provide advanced training to your employees – While it may seem too late if your employees are already working from home, the current crisis is not likely to be the last or only time companies need to shift staff to remote work arrangements. Advanced training while employees are still on-site can give them the tools and skills they need to succeed in a remote environment. For those now working remotely, providing a broad overview of available online tools and strategies will set them up for success with subsequent training programs.

Teach your employees time management and how to organize themselves – Everyone can’t excel in the work-from-home model. Time management and staying organized are the two main challenges that remote workers face. Some who are good at this in the office might struggle when they work from home – especially when they deal with such distractions as children and day-to-day domestic demands. Provide any necessary resources and support to help them cope.

Share remote communication etiquette with your employees – You need to make your employees understand that dealing with people virtually is no different from in-person dealings in the office. Establish etiquette standards for video conference calls – such as not shouting, and the need to dress appropriately.

Make sure training resources are accessible remotely e-learning is an extremely potent tool for remote workers. According to Kimberly Cassady, chief talent officer at Cornerstone, companies should provide online access to learning and development materials. Your L&D materials should also include how to make remote learning more effective.

“For example, if your organization has adopted a more flexible work from home policy, a learning course on how to stay productive when working remotely can help employees manage their tasks and stay engaged. Meanwhile, online courses about stress management and mindfulness can help employees navigate worrisome situations – while simultaneously equipping them with important soft skills for the future of work.”

Look after the emotional health of your employees – You do need to train your remote employees on technology, logistics and adapting their work ethic. But it is important to understand that you should also address their mental and emotional well-being.

According to Peter Jackson, CEO of software company Bluescape, “Loneliness and depression are major pain points for remote workers, and those that are new to working from home can be negatively impacted by the sudden drop-off in social interaction. This can lead to a breakdown in collaboration and productivity, especially as those who are used to face-to-face meetings struggle to identify how to establish those same connections virtually.”

To overcome this hurdle, you need to focus on building team culture. You can start your virtual meeting by interacting with your team members on a personal note. For example, you can ask how they feel about the remote work environment, or simply general day-to-day questions. When you interact with them on a personal level, you can get to know how they are feeling, and address early signs of burnout or disengagement.

Benefits of remote training

You can conduct remote training in various ways, such as e-learning courses, instructor-led face-to-face training over the web, webinars, customized podcasts, etc. There are several benefits of remote training, which include the following:

Affordability In traditional training, you need the instructor as well as the trainees to be present in the same room. You either need to bring all your employees to a particular geographical location or pay the instructor to visit your office or any other preferred location. However, that is not the case in a remote training setting. Employees and instructor/s can join in from wherever they are, making remote training more affordable.

Availability of resources Regardless of your location, you can get the best trainers in the world to instruct your employees. You don’t have to bother about visa issues and programming conflicts. In traditional training, you have to call the trainer to your physical location

Convenience – In traditional training, you need to follow a strict routine because you have to meet the trainers face-to-face. External problems like travel issues, inclement weather or any other emergency can hamper the training schedule.

The need to document everything

There is no doubt that remote training can prove to be useful for the development and growth of your employees. However, when it comes to remote training, make sure you document everything.

If your organization has only one person in charge of training, that person’s knowledge about your training programs leaves when they leave your organization. Documentation is essential to keep your programs and materials accessible to subsequent employees who fill that position.

Document all your training processes and store them in a centralized place where more people from your organization have access to your training materials. Make sure all your documents, slide presentations and videos are marked so that people other than your primary trainer can assume the duties if necessary.

When it comes to training documentation, security is always a priority. After all, training materials comprise your company’s valuable intellectual property. As most training materials and programs are now in digital format, you need a robust solution to keep them secure from theft or compromise by disgruntled former employees, competitors and cybercriminals.

DocuServe is a cloud-based digital data protection company providing services that include cloud-based document management, content encryption and distribution, and digital media replication and encryption to businesses in every industry. Contact us today to learn about our full range of solutions. 


A man on a computer that is on public wifi. The wifi is a trap

Is It Safe to Use Open Public Wi-Fi Hotspots?

With data breaches increasing by the day, it is imperative to keep business and personal information safe and secure. Those who don’t take the necessary precautions risk losing their proprietary and personal data to criminals. Loss of proprietary and personal data can have far-reaching consequences, both for individuals as well as businesses. Apart from financial losses, businesses also risk taking a hit to their reputation.

There are several aspects to data security, and one of the growing areas of concern is mobile security. With the mobile device use prevalent and the practice of bring-your-own-device (BYOD) to the workplace becoming more prominent, it is vital to understand the risks associated with mobility.

Is it safe to use the internet from open public Wi-Fi hotspots?

If you are using an open public Wi-Fi hotspot, you need to be careful. We will take you through what you need to do if you have to use an open public Wi-Fi hotspot – why IT security experts consider public Wi-Fi risky, how to stay safe when using public Wi-Fi, and how a virtual private network (VPN) operates.

Why is public Wi-Fi considered risky?

You don’t think twice when using the internet from your home or office because you know the connection is secure. But that is not the case when you use public Wi-Fi. Therefore, before you start surfing the internet from an open public Wi-Fi hotspot, it is important to know why public Wi-Fi is considered risky.

When you access the internet from public places like airports, hotels, restaurants, shops, etc., you are using public Wi-Fi. We are so used to using these hotspots that we don’t even think twice before connecting to them. While it is fine to connect to public Wi-Fi for checking your social media accounts, you need to think twice before checking your emails or accessing your bank accounts.

There are numerous risks involved if you are using public Wi-Fi. While it might be necessary to brief your team in the office or provide prompt service to your customer, it is vital to understand that these networks offer almost negligible security. That is the reason you need to be careful.

Here are some of the risks of public Wi-Fi, as covered by Norton:

Man-in-the-middle attack –One of the most common threats on public Wi-Fi networks, a man-in-the-middle attack is similar to eavesdropping. When you connect your device to the internet, data from your computer goes to the website or service you access, and it is here that a third person can exploit the vulnerabilities in-between. That means, your private connection is no longer private, and a third person can access your data.

Unencrypted network – When you opt for encryption, the information you send from your computer to the wireless router gets encrypted. It means, the information you send gets coded, and only those having the key to deciphering the code can read the information. In most cases, as a default setting, the encryption is turned off when the router leaves the factory. To enable the encryption, you need to turn it on during the time of the network setup. But if a non-IT person sets up the network, there is no guarantee that he or she turns on the encryption. So, you don’t have a way to find out whether the public Wi-Fi you are using has encryption turned off or on. And, this is again dangerous as the information you share on unencrypted networks is not safe.

Malware distribution – By exploiting the software vulnerabilities, attackers can slip malware on to your computer. A security vulnerability is a security loophole that exists in an operating system or software program. It is easy for hackers to exploit this weakness. They can write a code to target a particular vulnerability and inject the malware on to your device. Your data is at risk if your device gets infected with malware.

Snooping and sniffing – Snooping and sniffing is again a very common risk on public Wi-Fi. Hackers use special software kits and devices that allow them to eavesdrop on Wi-Fi signals. With this technique, hackers can access all your online activities. From the websites you visit and the information you leave on the webpages to getting hold of your login credentials and hijacking your accounts, the attackers get every bit of information they want.

Malicious hotspots – Malicious hotspots are rogue access points that can trick you to connect to them because their name is almost similar to a reputable brand. For example, if you are staying at a Holiday Inn and want to connect to their Wi-Fi network, but you accidentally connect to HoliDay Inn, which is a malicious hotspot. When you connect to this rogue hotspot, attackers can view all your sensitive information.

Staying safe when surfing public Wi-Fi

There are occasions, however, when you have to use open public Wi-Fi.

So, what should you do?

Here is what you can do to stay safe when surfing public Wi-Fi.

Always try to use a trusted Wi-Fi network – It is vital to understand that it is difficult for any public Wi-Fi network to provide foolproof security. That is why it is important to try to connect to a trusted entity like Starbucks. Public Wi-Fi networks like Starbucks are less suspect than an unknown entity. As Wired observes, they’re already profiting from your presence there. Avoid connecting to an unfamiliar network, and when traveling to a new place, always try to connect to known and trusted networks.

Follow Google’s advice – use only HTTPS sites – Google Chrome tells you whether the site you are visiting uses an unencrypted HTTP connection or an encrypted HTTPS connection. For HTTP sites, you can see “Not Secure” on the search bar. Be aware that Chrome is the only web browser that provides this warning.

Try not to use HTTP sites from an open public Wi-Fi network because these are not secure. On secure sites , it is difficult for attackers to access your data that travels between your computer and the website’s server. 

Don’t share too much information – If you have to use an open public Wi-Fi network, make sure that you don’t share all your details. Try not to forget the first rule (using a trusted network), but in case you have to use an unknown network, don’t share all your details, such as email address and phone number. Also, avoid signing up for multiple public Wi-Fi networks. It is better to connect to a network that you are already registered with.

Make sure you limit file sharing – While using an open-public Wi-Fi network, ensure that you turn off the seamless file sharing option on your device. For example, if you are using a PC, go to the Network and Sharing Center, then to the Change Advanced Sharing settings, and then turn off the File and Sharing option. If you are using a Mac, go to System Preferences, then go to Sharing, and then unselect everything. After this, go to Finder, then click on AirDrop, and then select Allow me to be discovered by: No One. And, in case you are using iOS, go to the Control Center and find AirDrop, and then turn it off. If you do this, you can keep your files safe because attackers will not be able to get hold of your files, nor can they send you unwanted stuff.

Read the terms and conditions of the network you are signing for – Not an easy thing to do, but if possible, you should check for red flags. When you go through their terms and conditions, you can get to know the type of data they collect during the session and what they intend to do with it. You can do a web search for terms you don’t understand. However, make sure that you don’t promptly install any software the open Wi-Fi network suggests.

Always use a VPN – The best way to protect your data on an open public Wi-Fi network is to install a VPN on your device. When you use a VPN, it encrypts data that you receive or send through a secure server, which means people on the network cannot spy on your data.

How does a VPN work?

Using a VPN is the best way to protect your data on an open public Wi-Fi network.

A VPN disguises your actual IP address and location. It uses encryption and establishes a private, secure channel for your internet use. If you use a VPN, all of your information moves securely from your location to the VPN, your original IP address is masked, and your data exits to the public internet through the VPN server. The use of a VPN makes it extremely difficult for the attacker to trace the data back to you.

The use of a VPN is particularly of help to businesses that need to give their employees remote access to the company server. You can get access to the software and company resources even when you are not in the office.

So, to answer the question, you can safely use Wi-Fi hotspots if you exercise caution and common sense — as well as add the extra layer of protection that a VPN affords. Be aware that this is a less-than-ideal situation, but if it can’t be avoided, we’ve hopefully provided the information you need to identify sketchy hotspots and protect yourself as best as possible. As we always say, knowledge is power!

No matter what platform your company uses to meet its unique needs, DocuServe specializes in offering industry-leading solutions for keeping your digital content safe. Our secure document and rich media sharing app can reduce the risk of data exposure. With DocuServe, you can easily control content distributed to employees, vendors, and potential customers. Contact us to learn more.


Enterprise Security

What is Enterprise Security?

With the threat of cyberattacks looming large in organizations of every size, it is imperative for companies to have foolproof security in place to keep their data safe and secure. But enterprise security is a challenging and broad issue. To reduce and eliminate the risk of unauthorized access to information technology systems and data, you need to have a comprehensive strategy that secures all entry and end points.

Enterprise security comprises the strategies and techniques that companies undertake to reduce the risk of unauthorized access to data, IT systems, and information. The activities in enterprise security include the institutionalization, advancements, change and evaluation of a firm’s enterprise risk management (ERM) and security methods.

Enterprise security administration entails different business units, staff, personnel and officials to work together to secure a company’s digital assets, ensure data loss prevention and safeguard the company’s reputation. Enterprise security activities should be in line with the organization’s compliance requirements, culture and administration strategies. Enterprise security activities include conducting vulnerability and risk analysis tests that are intrinsic to the organization’s business.

Enterprise security is also about devising procedures and strategies that can safeguard the company’s physical assets.

Dealing with the human factor

Though all technological help should be put in place to keep cyber attacks at bay, it is also vital for organizations to understand the human angle in dealing with the security issue.

Humans have broken many barriers when it comes to technology. However, people have a habit of experimenting with technology that at times goes beyond the original intent. Experimentation with technology is good, but this is also the point where security problems begin. As organizations embrace technology, it is becoming increasingly difficult for companies to predict all the threats and vulnerabilities that come to fore in the process. This is what makes enterprise security reactive by nature, and that is why protecting the system or asset becomes extremely difficult.

Also, security has become a problematic issue because of economic reasons. The market these days has become extremely saturated and fragmented. Enterprise security companies claim to offer almost identical solutions to everyone in the market. In addition, buyers are more interested in getting a solution that helps them meet their compliance norms rather than address their security problems. Also, buyers are ready to purchase solutions that are not effective, and sellers continue to market their product as if their product is infallible. Both buyers and sellers are operating in an environment of uncertainty, which adds to the enterprise security problem.

Two of the other issues that further complicates enterprise security are the cloud and the internet of things (IoT) because they expand the total attack surface.

How can companies approach security at a strategic level?

The fact is that there are countless moving parts in enterprise security. Since the challenge of enterprise security is so dynamic, pledging technological, organizational and financial resources to one specific strategy can prove counterproductive. Despite the fluid condition that governs the market forces and recent developments in IT/OT infrastructure, one factor that remains constant throughout is that all the cyber attacks are carried out by human beings.

Irrespective of the motives and methodologies of the attackers, be it rogue actors, industry competitors, corporate insiders, organized crime syndicates or nation-states, they can only operate within limits dictated by human behavior.

To effectively address potential insider threats, organizations should have full visibility into every employee, customer, and contractor. And, to address external threats, organizations should proactively try to identify attackers and their recognized patterns of behavior.

The future of enterprise security

Mobile security has always been an issue with enterprise security and will remain so in 2019 as well. The future of enterprise security vis-à-vis mobile presents a characteristically scary scenario. Mobile threats are on the rise and businesses need to be mindful of this development. Here is a complete lowdown of mobile security threats – present and future.

According to David Slight, president of Quora Consulting in North America, security, security, and security will dominate enterprise mobility in 2019.

Some of the main security problems that mobilized enterprise will face in 2019 are:

WPA-3 – WPA-2 which has been in use for over a decade has encountered vulnerabilities in the last two years; hence WPA-3 was introduced last year. The standard rollout of WPA-3 will take place this year which means a lot of work needs to be done that includes an upgrade to the 192-bit encryption in WPA-2. An enterprise will have to update its RADIUS service to use this enhancement. For public networks, WPA-3 will use a new encryption format called OWE which prevents snooping and session hijacking. But Wi-Fi access points need to be upgraded to support the WPA-3 which is what will make a mobile device secure.

Home office security is a big problem – In 2019, the home will become a more popular attack vector. The problem on this front is escalating because of the rise in the popularity of smart devices and home offices. As these devices are used for both private as well as business purposes, it makes the devices insecure which will be a big challenge to tackle in 2019.

The 5G network rollout will be a challenge – 2019 will see the rollout of 5G. And, like with every new technology, security will remain the main concern. Though the 5G mobile devices will not be widely available in 2019, securing these devices is going to be challenging and expensive. As more 5G IoT devices will connect to the 5G network directly without a Wi-Fi router, it will make devices more vulnerable to direct attack.

The IoT also poses threats – There are billions of endpoints in the IoT. Onboard security is often compromised to keep down the cost of each endpoint and to power them. What worsens the problem is that the IoT devices are available to hackers readily. Since IoT offers several loopholes because the systems are primeval and vulnerable to attacks, it is advisable to hire outside penetration companies to identify the weak spot to avoid breaches.

Attackers think globally, but act locally – Too many employees have a careless attitude towards workplace security, which makes the job of an attacker easy. The threat is likely to come from the network (compromising a single Wi-Fi connection) or phishing.

Does bring your own device (BYOD) affect enterprise data security?

Though security professionals are increasingly becoming open to embracing BYOD policies, yet businesses are not too confident when it comes to the data security of employees’, laptops, tablets, and personal phones. A recent Bitglass study reveals that out of the 400 IT experts surveyed, 30% were hesitant to embrace BYOD because of security concerns like data leakage, shadow IT, and unauthorized access to data. With GDPR or General Data Protection Regulation and other data privacy mandates kicking in, it has become vital for the organizations to monitor and protect their data.

There is a growing acceptance of personal devices in the enterprise – Using personal devices for work was not the norm just a few years back. Though employees used their personal computers and laptops to access company networks, as a concept BYOD was not prevalent in organizations back then.

Mobile threats are on the rise, yet security has not changed much – Since the mobile devices are relatively insecure, it is not surprising that criminals target is so often and with precision. It is not difficult for criminals to gain access to both corporate data as well as personal data from an easy-to-breach mobile device. Mobile device management tools and remote wiping, basic security precautions, are put in place only by 50% of those surveyed in the Bitglass study. Also, many security teams don’t have clear visibility about the apps used on personal devices.

Though the federal government’s use of mobile technology is improving, many communication paths remain insecure which makes the whole ecosystem vulnerable to attacks (a U.S. Department of Homeland Security (DHS) study).

Similar security loopholes are present in the private sector as well. Mobile devices are considered the riskiest point of intrusion to corporate networks.

Put in place smart policies for BYOD security – You need to ensure that your employees use personal devices safely and securely. BYOD is a beneficial yet risky practice. Before a company adopts BYOD, it should put in place a smart BYOD policy so that their data remains safe and secure. When it comes to BYOD, here is what you need to do to keep your enterprise data safe and secure:

Find out whether your employees need to use personal devices for doing their work. Those who don’t need regular access to networks or employees who work remotely should be left out of the BYOD program because it is difficult to monitor their devices.

Next, encourage your employees to update their operating systems and security software regularly. Make it mandatory for employees to use corporate security software on personal devices. And, if they are connecting their devices to the enterprise network, they should follow the company’s security protocols.

As you can see, enterprise security is a complex goal to achieve. DocuServe has the industry experience and solutions to protect company data to ensure that all your data remains safe and secure. From securing your data in the cloud and protecting your corporate secrets to keeping your mobile devices safe, DocuServe is a one-stop shop. Contact us to learn more about our industry-leading solutions.


Are Passwords Enough? The Argument for Multi-Factor Authentication

Recent Hacks on Global Companies Suggest a Need for New Security Measures

It may seem like a pain. You are only trying to login to pay a bill, order a new toaster, or make an appointment, and they ask for more than a password. Rolling your eyes you have a code texted to you, or emailed, or even called. What a waste of time…right? When given the choice between having to spend an extra two minutes to login or having to cancel your credit card due to identity theft, which would you choose? Are passwords enough?

 These days, it does not seem so.

I know what you’re thinking. At least I’m not one of those guys that make their password: password123, my information is not that vulnerable. Think again. Even the most nonsensical combination of upper and lowercase letters, numbers and symbols are capable of becoming compromised.

are passwords enoughIn many cases of compromised information, it is not even a case of a good guess when it comes to your password, but rather in phishing scams or other techniques that can deceive even the savviest of internet users. A recent Facebook Messenger scam made light of this, by compromising an account and sharing a video link to a person’s contacts, as that person. So, be careful before clicking that video that your best friend sent you. It may not be a cute cat video, but rather a way to obtain your personal information.

The need for more than just a password is a crucial enough issue for the individual, but failing to do so can be catastrophic for businesses that keep and protect sensitive information.

So what can you do?

There are a few solutions available to help secure your company’s sensitive information.

Password Managers

Password managers make it easier to keep dozens of unique passwords. That way, you do not need to repeat the same password over and over again. This is a common solution for workplaces that do not want to slow down their workers by making them wait on the codes or other keys for two-factor authentication. Instead of keeping an individual list of passwords, the password manager keeps it in memory, accessible only to those invited into the system by an administrator.

Simplifying Authentication

are websites enough While having to get through two gateways can be a time-consuming burden on employees, simplifying two-factor authentication may be beneficial. In more recent instances, instead of waiting for a code or phone call, a mobile security app requires a single tap to allow access. In order for two-factor authentication to be both secure and functional, it needs to be fast, easy to manage and built to defend against threats.

Encryption

You may not always be able to protect against external threats, but you may be able to still protect what’s inside. By encrypting your important data, your sensitive information will be harder to obtain in the event of a breach.

Limit the Passwords that Employees Have Access to

Instead of giving everyone unlimited access to everything from the company Twitter to the main database, give access only to what is essential to get the job done. You’d much rather change 3-5 passwords than upward of 500 when an employee parts ways with the company.

Utilize Wiping Technology

are passwords enoughIf your company is one that allows employees to use their own devices, things can get complicated once an employee leaves. With the right technology, you can wipe all company data off of an external device, without disrupting the employee’s personal information. That way, they can quickly resume use of their device, and your company data remains safe from potential exposure.

Content security can make or break the integrity of your organization. It is important to keep a company’s proprietary information safe, not just for the company itself, but for the clients it serves and the workers it employs. DocuServe provides a document management solution for businesses, which increase your confidence in your company’s security protocol. When wondering “Are passwords enough?”, DocuServe can keep your information safe.


Security

Secure Digital Content: How It’s Done

A few weeks ago, I surveyed a technical writing group on LinkedIn about the importance of security for technical publications and received feedback from more than a dozen industry professionals on this issue. Unilaterally, the responses were in the affirmative.

Document security is a requirement for doing business in government and healthcare, along with many others. The range of answers was broad, and by several accounts, inconsistent. Some companies broadly distribute their user documentation on corporate websites and deem it another form of marketing material.

Joe Hauglie, a Human Performance Consultant for a large equipment manufacturer, said  “There are all types of security, from password-protected PDFs and documents are stored on a secure server, behind a firewall. Companies should have guidelines in place that indicate what should be private or otherwise. I think that all content should be evaluated before it is categorically released. “

While our survey shows that many larger companies have internal processes in place, small and mid-sized businesses are a bit behind in identifying what should be secure and how to secure it. In our experience, this is a bigger issue than protecting pdfs with a simple password, as the passwords can be shared along with the document to anyone without detection.

Some of our clients have asked us for parameters involving security by IP address, controlled web portal, timed access, and view only access. Requirements come in all shapes and sizes with secure digital content. We’d love to hear more stories about how your company solved the document security challenge including the costs in dollars and internal resources.  What’s your experience with digital delivery of secure content?

 


Spies, UNsecured

The Pitfalls of Unsecured Digital Documents

Over the last few years, I have seen dozens of conversations in professional training forums about digital content delivery strategies, including what formats are most effective, what is required to deliver them, and how these digital formats can be securely encrypted.

Questions like:

Is there any value in a do-it-yourself solution to remix existing third-party material and custom content for delivery to any tablet or mobile device?

What are the benefits of timed content delivery?

I’m researching delivery options for a new learning curriculum. Can anyone share any lessons learned on different delivery models?

Is there content that can be taught most effectively only through a certain medium, such as elearning using mixed digital content vs. traditional classroom training, for instance?

While training professionals should understand these issues and create learning experiences in appropriate mediums, delivery considerations often distract them from what they most need to focus on: creating the content. While many enterprise companies have brought this function in house, small and mid-sized businesses are often without a reliable solution and are winging it. These companies often create simple, easily broken password-protected PDFs and call it a day, leaving their intellectual property up for grabs by their competitors.

When asked about these practices, my colleagues share stories that would give the company legal department pause. If your company’s content and people are what gives you the market edge, why would you leave your playbook in the other team’s locker room? The main response is about time and money. When there are so many options to consider- from ebooks formats and timed- access, to print and sharing considerations, many training professionals don’t have time to wade through the options and develop an organizational strategy.

If the resource isn’t in house, and your company values content security, it makes sense to find a partner who can help you develop an approach to content delivery and security, doesn’t it?  What’s your strategy?

Topics: Secure Content


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