Tech Tips to Make the Most of Remote Work
Photo by Andrew Neel from Pexels.
By Jack Meyer and Martina Pansze
Despite the state government’s phased plan to reopen restaurants and retail businesses, the future for the tech officescape remains nearly as uncertain as it was in March, when employees hastily packed up their external monitors and desk plants during the initial outbreak.
As Montana faces a second wave of COVID-19, many workers are preparing to continue remote work indefinitely. Leaders of Montanan tech companies such as Bozeman-based Quiq are considering work-from-home options moving forward, even after the virus blows over.
So how can you optimize your home workspace for the long haul?
Improving Connectivity
There are a number of free options available to boost your home Wifi. Firstly, make sure your router is in a central location and positioned in an open space, rather than hidden in a cabinet or behind a TV. If you’re experiencing delays, you can always utilize the tried and true method of restarting your router.
It’s also a good idea to minimize internet activity during important calls—if your kids are streaming videos or your roommate is online gaming, your audio and video speed and quality will likely suffer. Most modern routers have software called Quality of Service (QoS) to monitor and control wifi traffic. You can use this tool to set rules and limit traffic to specific purposes.
For paid options, you can upgrade your router or purchase an external Wifi adapter if you have an older model of laptop. There are also quite a few Wifi boosters on the market such as network extenders, range extenders, or repeaters. These can be useful, but if you need to improve bandwidth, you’ll have to contact your internet service provider to upgrade directly.
Doubling Down on CyberSecurity
VPN Use
If you live in an apartment or duplex with close neighbors or shared WiFi, consider installing a VPN (Virtual Private Network) to keep your internet use more secure. However, VPNs can sometimes open users to potential attacks. Risk can be reduced by implementing a segmented network with VPN users on a separate segment. LMG offers VPN Configuration Assessment as part of their remote security check services.
Passwords
Password savers such as LastPass or FastLane save time logging in and keep your passwords strong and unique. Strong passwords and authentication is especially important when employees need remote access to cloud networks. And the obvious but all-to-common problem of password reuse across websites and platforms is bad news. In the words of Microsoft Corporate Vice President and Chief Information Security Officer Bret Aresenault, “Hackers don’t break in, they log in.” LMG Security recommends setting up multi-factor authentication on all accounts and devices, and offers how-to videos on their website.
Additionally, make sure your router is using WPA2-AES Security—WPA is a security algorithm, while AES is an encryption protocol—and is protected by a strong password that is longer than 16 characters.
Productivity Tips
Edit Your Apps. Between Google Hangouts, Skype, Zoom, Teams, Slack, and task managers, you can easily be overwhelmed with platforms. Aim to simplify the apps you use to a handful that move the needle of your productivity, and push your team to avoid using software that duplicates function—for instance, standardize one video meeting service company-wide to consolidate communications.
Backup your data. Data can be stored through a cloud service (such as GoogleDrive, iCloud, OneDrive, or Dropbox) or external hard drive, and invest time to clean up your inbox, consolidate newsletters, and automate email filing so you don't miss important communications.
Invest in a second external monitor. Dual monitors have shown to increase productivity by 20-50%, not to mention the strain they’ll take off your eyeballs.
Scan with your phone. No scanner at home? Use the scan function on your iPhone Notes app or Google Drive's scan tool.
Regular breaks. Finally, don’t forget the importance of taking breaks. There are tools to help with this, such as the online Marinara Timer based on the Pomodoro productivity method of 5-minute breaks every 25 minutes. At the very least, try to stand up and move around every hour or so. For many newly remote workers it can be hard to separate life from work, especially amid the added responsibilities and limited available coping mechanisms of this uniquely stressful time. If you’ve had trouble sleeping or your brain has felt like scrambled eggs recently, you aren’t alone. Read more about how pandemic-induced chronic stress affects your body.
For more tips on improving your routine, see our April story “Working from home: Long time Remote Workers Offer Tips.”
Virtual Meetings
To make virtual meetings as secure as possible, always set meeting passwords and never post meeting ID and password information publicly—a common problem is posting screenshots of the meeting attendees on social media.
The sharp spike in virtual meeting software this year has exposed misconfigurations and security loopholes. In response to high-profile breaches, leaders at Zoom made the move to pause feature development and focus their efforts on rolling out more secure defaults. In the meantime, however, stay away from using such software to discuss highly sensitive information.
“GoToMeeting-bombing is not as catchy, but don’t think these problems are limited to Zoom, they actually apply to other video conference solutions as well,” said LMG Security CEO Sherri Davidoff in a June 2 webinar on Remote Work Security in partnership with the MHTBA.
Managing Assets
“In the rush to work from home, a lot of people took equipment home: computers, servers, desks, other kinds of equipment, and with that your data went home as well,” said Davidoff.
This can be a challenge for several reasons; the first being logistically knowing where your equipment is.
LMG suggests taking inventory of monitors, computers, keyboards, mice, desks, chairs, locks, physical files, and other supplies to keep track using a survey or spreadsheet. Develop systems and processes so that if a new asset is ordered to home addresses, that information is tracked, and consider what will happen to equipment in the event of furloughs or layoffs.
Equipment in the home also raises security concerns that your business has likely never had to consider on such a large scale.
Davidoff’s first recommendation is to clearly define your workspace and communicate those boundaries to those who you live with.
Set a password and PIN for your work devices and ensure screen locking is on to protect sensitive data. Be especially careful with information protected by NDAs that roommates or spouses can’t overhear or stumble upon if left on the dining room table. Lock physical files and avoid writing down passwords.
Devices are more susceptible to being misplaced or stolen out of the office. In particular, laptops left in parked vehicles are frequently looted. Develop a company policy in the case of a data breach with clear training and reporting processes.
Workplaces with BYOD (bring your own device) policies face a different risk model. Often this equipment is used for more web surfing and is less likely to have antivirus or continuous monitoring software installed.
LMG has a Remote Work Policy Template and Work from Home Cybersecurity Checklist for Executives, IT & Remote Employees available online.
Changing Habits
Since the novel coronavirus hit the U.S., CEO of Alter Enterprise Ryan Alter said that he has seen a dramatic uptick in phishing. Alter Enterprise offers software products to enhance cybersecurity. One of the key determinants of security breaches is staff awareness and training on what Alter calls “IT hygiene.”
“We don't advise from a state of fear, but education,” said Alter. He emphasizes the importance of a company-wide culture of cybersafety.
To help a workforce improve their IT hygiene and awareness of network best practices, Alter offers a product to train users to question common phishing tactics by putting the client in the position of sending out phishing emails to gather information about who opened and interacted with the simulated communications.
The office competes for prizes, such as gift cards, awarded to those who didn’t click on the tests each month.
“A data breach is expensive. Starbucks gift cards are not expensive,” said Alter, “And we've been seeing success with that program.”
Alter Enterprise offers other software services, such as AE Protect, to monitor network traffic through AI and identify anomalies that suggest a breach. AE also has tech hardware available. Since much of the workforce moved to remote work, retailers have been price-gouging companies. The company has equipment such as cameras and monitors for retail price.
Planning for a Breach
Blackfoot Communications held a webinar in partnership with the Montana Chamber of Commerce in May, titled Securing Remote Workforce, Essential Business Education. Blackfoot Communications Information Systems Manager Jessi Bracey suggests that companies approach a breach incident with a mentality of “not if, but when.”
Bracey suggested use of the NIST Framework to address cybersecurity concerns. The framework includes steps to identify, protect, detect, respond, and recover from a security breach. While preparing for a security breach, continue projects to mitigate critical risks, ensure recurring employee awareness training, prepare procedures and policy, and establish a task force with the necessary employees and leadership before an incident occurs.
Bracey also suggested that in the event of a breach, full transparency will make the incident much easier to manage from a PR perspective. For instance, nationwide retailers Target and Home Depot have both suffered financial data breaches in recent years. While the Target breach affected less customers, the management tried to control the breach behind the scenes without communicating with the customer base, leading to further criticism and media coverage.
Blackfoot recommends spending 10-20% of your IT budget on cybersecurity. While this may seem like a lot, the average cost of a data breach is $150/record.
If you’d like to learn more, watch the MHTBA’s June 2 webinar on Remote Work Security in partnership with LMG Security.
For Cybersecurity Services:
Blackfoot Communications: (866) 541-5000
Alter Enterprise: (406) 214-3977
LMG Security: (406) 830-3165
About the Authors:
Jack Meyer is the Systems and Marketing Analyst for the Montana High Tech Business Alliance. Jack graduated in 2020 from the University of Montana studying Management Information Systems. He’d like to apply his degree to modern American manufacturing. When Jack is not focused on his work, he spends his time traveling, whitewater rafting, and restoring motorcycles.
Martina Pansze is the Communications Director for the Montana High Tech Business Alliance. She graduated from Whitman College with a degree in Film and Media Studies, and has worked as a freelance journalist and grant writer.
