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Lead Your Business More Effectively by Implementing Unified Communications

Unified communications are a go-to solution for business owners looking to streamline their businesses and increase employee productivity in the long term. See how it benefits your business.

Providing high-quality communication channels is crucial for any company. After all, it promotes cross-department collaboration and faster exchange of ideas. 

Since phones often don’t suffice for this, many business owners turn to unified communications. 

But what exactly is unified communication?

This article explains just that. Read on to discover the main concepts of this approach and how you can use it to help your business achieve success. 

What Is Unified Communications?

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Unified communications is an all-in-one platform that unifies phone, video, screen sharing, chat, and file management into a single space. It’s a ready-to-use system that allows for seamless communication in numerous ways. 

The system operates as a cloud, making it easily accessible to all team members with access to the internet. 

But why should anyone consider switching to unified communications?

There are several reasons, but this is the most crucial: 

Business leaders who adopt it would be able to impact their business every day and make it seamless for employees to interact with each other. 

That said, we’ll list 5 of the key features of this concept to help you better understand how it can help you scale your business. 

The 5 Features

Feature #1. Mobility

When connected to unified communications, all employees can stay connected at all times and from all locations. It doesn’t matter whether they’re working from home, vacationing on a remote island, or sitting in the office. They’ll still be able to chat, receive calls, and more.

Feature #2. Unified Messaging

This allows employees to handle different message types using a single tool. They can easily switch communication modes, depending on their needs. 

Feature #3. Conferencing 

Whenever you need conferencing tools, you’ll have them in the palm of your hand. You can allow a group of teammates or customers from outside your organization to connect and speak via video or audio from different locations. 

Feature #4. Fax Support

Faxes received through unified communications appear as email attachments. This way, users can also receive faxes on their desktops and smartphones. 

Feature #5. Presence

This feature lets other users know each other’s status. That means you’ll be able to see when someone is online (Active), busy (Do Not Disturb), or away (Out of the Office). 

How Unified Communications Help Business Leaders

So, what are the benefits of using unified communications in your business? 

Let’s explore 6 of them below. 

Benefit #1. Higher Team Productivity

It’s important for a business owner to boost their team’s workflow and eliminate bottlenecks. Because once they get to do so, productivity will drastically improve. 

This can be done thanks to unified communications. 

This type of communication makes it easier for team members to save time on various tasks, including:

  • Faster file sharing that gets rid of email threads for teamwork
  • Ability to receive calls from any location
  • Ability to receive voicemails and faxes directly in the email
  • Single-click video meetings for emergencies

Teams with access to such technologies can be more effective and get more tasks done in a single day. It also helps get rid of communication challenges. 

Benefit #2. Lower Communication Costs

Legacy phones and on-site communication tools often cost more than your IT budget should allow.

On the other hand, unified communication relies on the internet for all its activities. This means your phone system turns to Voice Over Internet Protocol (VoIP) and integrates with the rest of the tools. This approach eliminates the need for server and hardware infrastructure creation. 

Unified communications also make it super easy to add new users. You can simply do so via an easy-to-use dashboard without having to make service calls. 

Finally, the cost of unified communications is the same every month. There won’t be any surprises to your budget. 

Benefit #3. Enhanced Customer Service

Whether or not a company is successful greatly depends on the quality of its customer service. 

With unified communications, your employees can provide great customer service easier. After all, they can respond to client queries regardless of their location. It’s because all chats, incoming calls, and emails are visible from any device. 

You can also integrate all your CRM software on the platform for added benefits. 

For example, when a person contacts your business, the person in charge can see all the necessary information and notes related to that client. In the end, they can help them solve issues faster.

Benefit #4. Empowering a Remote Workforce

Thousands of companies have switched to remote work over the past few years. There are plenty of benefits to this approach after all. 

However, a constant concern here is ensuring that remote workers have all the tools they need for work. 

Thanks to unified communications, all communication aspects are included in a single platform. This means that all your remote worker needs is a stable internet connection to get access to your network and all the features, just like the rest of the team. 

Benefit #5. Increasing Organizational Agility

When you increase your team’s productivity, the same follows for the entire organization. The organizational agility reflects the strategic value of unified communications. And the results you achieve impact your business as a whole. 

So, to see how this approach benefits your work, you must view unified communications from the management side as well. 

Sure, communication has a utilitarian role for management. But when that communication drives productivity, streamlines workflow, and leads to enhanced business outcomes, it’s where you really get to see its value.

Benefit #6. Enhanced Security

The security aspect is crucial for every business. And unified communications enhance the security of a business by integrating all applications into a single platform. 

As a result, it becomes straightforward for the IT team to apply specific security policies across all apps. It’s also easier for them to manage security patches and compliance updates since all applications share the same protocols. 

Realizing the Power of Unified Communications 

Streamlining the processes inside an organization is extremely important in improving the overall performance of its employees. And unified communications allow you to do just that. 

With it, you can boost your customer experience and make your team more efficient by integrating your whole communications system into a single platform. 

Unified communications will let you and your team make calls, host conferences, send emails, receive faxes, and chat from a single, unified space to make your job (and life) easier. 

If you’d like to learn more about implementing unified communications in your business, we’d be happy to help. Reach out to us and we can have a 10-15-minute chat to discuss this topic further. 

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This Article has been Republished with Permission from The Technology Press.

By Technology Editor 0 Comments
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Making Your VoIP Network Bulletproof (Six Tips to Protect Your VoIP from Cyberattacks)

Hardly any phone call system in a business beats VoIP when it comes to efficiency and flexibility. However, it’s not immune to cyberattacks. Discover how you can secure your VoIP ASAP.

What kind of communication system are you using for your business?

I asked because many modern-day businesses have now switched to the Voice Over Internet Protocol (VoIP). This technology allows employees to perform voice calls using only their internet connection. 

It’s often a wise choice considering that using VoIP comes with several benefits to a business.

Among its benefits include lower operating costs, greater convenience than traditional services, increased accessibility, higher scalability, and the ability to multitask. VoIP also comes with advanced features for teams of all sizes, is completely portable, and offers superior voice quality. 

However, VoIP systems also have limitations, with cyberattacks being their number one downside. 

The good news is that it’s possible to protect a business’s VoIP system from hackers. And if you already implemented this in your business, it’s not too late to secure it.

Read on to discover the most common threats to your network and tips on preventing them.

The Need for VoIP Protection

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All VoIP systems require a stable internet connection to function properly. Unfortunately, their reliability on the internet makes them vulnerable to various security issues.

Some of the most frequent ones include:

Security Issue #1. Denial of Service

Denial of Service (DoS) is a common threat to VoIP systems comprising attacks designed to shut down a machine or network and make it inaccessible for use. 

When this happens, legitimate users of VoIP technology may not be able to access their information systems and devices. And call centers can be affected by lower call quality, uptime, and latency. 

Security Issue #2. War Dialling

War dialing is an attack that controls the company’s private branch exchange (PBX) and scans for other phone networks. This means hackers can dial numbers and connect to modems and other extensions.

Security Issue #3. Toll Fraud

Toll fraud is a threat that consists of making calls to outside lines from a company’s existing system. 

For example, hackers will dial costly international numbers intending to rack up toll charges to your business. 

Security Issue #4. Phishing

This is a common threat wherein attackers send fraudulent messages designed to trick victims into revealing sensitive information. Often, the unsuspecting victims would divulge information about passwords, internal IP networks, and similar data. 

Security Issue #5. Malware

It’s a threat where attackers install malicious software via email or phone. A file or code gets delivered over a network and has the goal of infecting, stealing, or exploring the information contained within a system. 

After infecting the system with malware, VoIP hackers can enter your network and access critical business information. 

Security Issue #6. Call Interception

The call interception attacker uses unsecured networks to intercept the Session Initiation Protocol (SIP) traffic that serves to initiate, maintain, and terminate real-time voice and video sessions. 

A victim of a call interception attack can be redirected to another line hosted by the hacker, for example.

6 Tips for Boosting VoIP Security

Given the variety of threats imposed by attackers on VoIP systems, it’s necessary to optimize your VoIP security ASAP. 

Here are 6 valuable tips to get you started.

Tip #1. Set Up a Firewall 

Secure firewalls are necessary for all VoIP systems. It’s important to make your VoIP software and hardware firewalls scan information that goes in and out of the system and ensure it’s secure. 

If spam or a threat comes your way, the firewall will identify and gain control over it, shielding your system shielded from the attack.

Also, a good firewall will allow the data packets you send to travel unhindered. 

Tip #2. Use Strong Passwords 

Your VoIP system is no different from any other software or platform you use for handling sensitive information. For this reason, it needs to be protected with strong and regularly updated passwords. 

Aim for combinations of at least 12 characters, including numbers, upper- and lower-case letters, and special symbols. And for ultimate protection, go for passwords consisting of a random character series. 

It’s crucial to set a password as soon as you configure your VoIP system. Otherwise, you’re likely to forget about it later. 

Also, remember that some VoIP phones come with pre-set passwords, often available publicly. That’s why you should change yours as soon as you get a chance. 

Ideally, try to change your passwords every three months.

Tip #3. Restrict Calling

Many VoIP attacks happen due to toll fraud. So, if your business runs locally, there’s no need to have the international call option enabled. This allows you to be on the safe side and avoid paying expensive bills you weren’t even responsible for making. 

You can let your VoIP service block 1-900 numbers to avoid toll fraud. 

Tip #4. Encourage Your Team to Report Suspicious Behaviour 

Many of the VoIP attacks arrive due to irresponsible behavior. To prevent this from happening, educate your team on how they can best do their job without affecting the system’s security. 

For starters, they should know how to spot unusual network activity, handle passwords, and report suspicious behavior. They should also report ghost calls and missing voicemails whenever received. Staff also shouldn’t store voicemail for too long. 

The reality is that sometimes, cybersecurity training during onboarding often isn’t enough. That’s why you should do periodical training to keep your VoIP safe at all times. 

Tip #5. Deactivate Web Interface Use 

Ideally, you should deactivate the web interface used for your VoIP system. 

Why?

Using phones on a desktop computer opens an area of weakness to attackers. It’s enough for a single phone user falling prey to leave the whole system exposed to an external party. All your data can be stolen in text format as a result. 

So, unless it’s absolutely necessary for you to use the web interface, be sure to secure it very strictly.

Tip #6. Use a VPN for Remote Workers

Virtual Private Networks (VPNs) are great software that encrypts traffic regardless of your employee’s location. 

You can set up such a network for your remote staff to prevent data leaks and breaches. The good news is that using this service won’t degrade the call quality. 

(Re)Gaining Control Over Your VoIP Security

VoIP systems are a fantastic alternative to landlines. After all, they offer many more features and flexibility at a fraction of the cost. However, their reliability on the internet also makes them susceptible to cyberattacks. 

If you have just set up a VoIP system for your company or are thinking of starting one, securing it should be your number one priority. Don’t risk falling prey to toll fraud, malware, phishing, and other attacks. Take some time to secure your business by following the tips from this article. 

And if you need more help to implement these changes or would like to further discuss securing your business’s VoIP system, reach out to us and we can set up a 10-15-minute chat. 

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This Article has been Republished with Permission from The Technology Press.

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The Critical Importance of Virtualized Infrastructure Security (And 4 Ways to Enhance It)

A torn-down virtual infrastructure creates risks for any business. And it can have a significant impact on how quickly you can retrieve your data and resume operations following an attack.

These days, many businesses use virtualized infrastructure for more straightforward data storage. It’s because this approach is superior to physical solutions due to enhanced flexibility, straightforward provisioning, and affordable pricing. 

However, this model also requires a comprehensive approach to security. 

There’s a much greater risk of data loss, as many tools and practices for physical data protection are nearly useless in the virtual setting. Virtual threats are different, that’s why you need to think beyond traditional perimeter protection. 

So, if you’re using a virtualized infrastructure for data storage, keep reading. 

This article discusses the risks of improper virtualized infrastructure security and talks about ways you can improve it. 

Don’t Leave Your Virtualized Infrastructure to Chance

Virtualization security is crucial for every business’s security strategy. After all, we now live in a world of virtualized environments and need to apply security to all its layers. 

Let’s explore three of the most common virtualization security issues. 

Issue #1. External Attacks

These are a real threat to virtualized infrastructure. 

If hackers enter your host-level or server management software, they can easily access other crucial parts of your system. They can create a new user, assign admin rights, and then use that power to extract or destroy your company’s sensitive data. 

Issue #2. File Sharing and Copy-Pasting

Host and virtual machine (VM) sharing is normally disabled. The same goes for copy-pasting elements between the remote management console and the VM. You can tweak the default settings by tweaking the ESXi host system, but this action isn’t recommended. 

Why?

Because if a hacker gains access to your management console, they’d be able to copy data outside your virtual environment or install malware into your virtual machine. 

Issue #3. Viruses

Virtual machines, or VM, are prone to many attacks, with ransomware being among the most popular ones. For this reason, it’s crucial to keep regular backups of your website data and store them off-site at a place where they can’t be encrypted by hackers. 

If you fail to perform backups, you may find yourself in a situation where hackers could ask you for money to decipher your data. 

Restoring a VM is quite tricky even if you perform regular backups. Therefore, you need to educate your team members on alleviating the risk of getting ransomware and other viruses. 

Optimizing Your Virtualized Infrastructure Security

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Now that you’re aware of the 3 common issues a business can face if they have an unprotected virtual infrastructure, here are 4 tips on bolstering its security.

Tip #1. Managing Virtual Sprawl 

Virtual sprawls are often associated with growing virtual environments. The concept simply means that the more you expand, the bigger the need to keep your VMs secure. However, the number of machines can outgrow your ability to do so. 

To manage your virtual sprawl, consider doing the following:

  • Create an inventory of all your machines at all times
  • Set up lookouts featuring multi-location monitoring
  • Monitor IP addresses that have access to your VMs
  • Look for table locks
  • Don’t use database grant statements to give privileges to other users
  • Keep both on- and off-site backups
  • Assess your virtual environment regularly and determine which machines you need and which ones aren’t necessary
  • Have a central log of your systems and log all hardware actions
  • Create a patch maintenance schedule for all machines to keep them up to date

Tip #2. Focusing on Virtual Configuration Setup

If you use virtual servers, you risk major configuration defects. 

That’s why it’s essential to make sure initial setups are free from security risks. This includes unnecessary ports, useless services, and similar vulnerabilities. Otherwise, all your virtual machines will inherit the same problems. 

The truth is that many businesses have poor virtual network configurations. You can avoid being one of those by ensuring all virtual applications that call the host (and vice versa) have proper segmentation. This includes databases and all web services. 

It’s also worth mentioning that most virtualization platforms only offer three switch security settings: forged transmits, MAC address changes, and promiscuous mode. There’s no protection for virtual systems that connect to other network areas. 

So, make sure to investigate each virtualization platform that allows this kind of communication, including all memory leaks, copy-paste functions, and device drivers. You can also tweak the system monitoring assets to look out for these pathways. 

Tip #3. Securing All Parts of the Infrastructure

It’s imperative that you properly secure all of your infrastructure’s parts. This includes its physical components (switches, hosts, physical storage, routers) and virtual and guest systems. Don’t forget about all your cloud systems as well. 

When it comes to protecting different infrastructure parts, here are some things you can do:

  • Install the latest firmware for your hosts. Virtualized infrastructure needs to have the latest security patches. So, keep all your VMware tools updated. 
  • Your active network elements such as routers, switches, and load balancers should use the latest firmware.
  • Patch all operating systems with automatic updates. Schedule patch installations outside of your work hours and include automatic reboots. 
  • All virtualized environments should have reliable anti-malware and antivirus software installed (and regularly updated). 

Tip #4. Having a Robust Backup Plan

Proper disaster recovery (DR) and backup plans are crucial in ensuring your business can continue operating after an attack. It’s because both your physical and virtual components can equally suffer from damage done by hacker attacks, hurricanes, etc. 

Ideally, you want to have a DR site located at a faraway data center or in the cloud. This way, you’ll alleviate the risk of being shut for a long time if your vital data gets compromised. 

Also, make sure to back up your VMs and your physical servers. Fortunately, you can back up your physical systems that operate on Windows or Linux, as well as your VMs that run on any OS. 

Additionally, you want to make at least three copies of your data and store two of them in different virtual places. And make sure to keep one backup off-site. 

If you want to take things to another level, you can replicate your VMs to a different data center for emergencies. 

Prioritize the Security of Your Virtual Infrastructure

If you never gave much importance to virtualized infrastructure security, doing so should be your priority now. Given the number of possible threats, protecting your VMs from unauthorized data sharing, viruses, and other types of attacks is crucial. 

All aspects of your physical and virtual components need to be protected to avoid issues. If this topic is all Greek to you, you’re not alone. The reality is that many business owners have struggled with the same problem. 

However, you can reach out to us for a 10-15-minute chat where we can discuss how you can bring the security of your virtualized infrastructure to the next level. 

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This Article has been Republished with Permission from The Technology Press.

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