Coleman Technologies Blog

For business managers, it can sometimes be difficult to create policies and procedures that allow for the efficiency that they’d like to see from their business. Business growth leads to more complex situations which in turn demand more complex procedures. This enhanced complexity can not only get constant in that you need to alter the way things are done, you also could fall into the trap of mistakenly putting productivity roadblocks up that can alter the way your business operates.

Keeping a business running is no easy feat, with dozens of moving parts and considerations to maintain at any given time. Arguably, this has never been more true than it is now, when you combine current inflation and labor shortages with the technological options businesses now have. In short, it can be exceptionally confusing…and challenging in terms of budgeting it out.

Small manufacturers and distributors operate under a whole separate set of conditions than their larger competitors. This is because they don’t have the available capital to have any noticeable inefficiencies, and if they do have some, they are going to definitely affect their ability to compete. One solution that these organizations can lean on is a logistics platform. 

Have you ever felt like there was simply too much to do and unless you light a fire under your butt, you have no chance to get it all done? What if this state is standard operating procedure? For many small business owners and employees, this is the reality of going to work every day. In this week’s blog we thought we would discuss three strategies that work to lighten the load when it seems like the to-do list is just too big.

All successful businesses want to grow and better themselves, as growth is a direct indicator that you are doing something right, from providing better services to your customers or servicing more customers. If you’re not ready to adapt to this growth, you’re in for a difficult time. Here are three ways you can keep your business operating even when you’re experiencing unprecedented growth.

Technology is only effective in the hands of the right—or, at least, well-trained—employees. To work toward this goal, you’ll have to ramp up your hiring processes to ensure you garner the interest of the right candidates for the jobs. Nowhere is this more true than for your IT department. Let’s go over how you can make your business an attractive employment option for skilled and innovative technicians.

Business technology has grown so much over time that it’s practically unrecognizable compared to some of the original solutions. The Internet of Things has given businesses more opportunities to automate processes and build efficiency into their IT infrastructure, and in more ways than one. Let’s look at how businesses use the Internet of Things and what you might accomplish with it.

For all the benefits that remote work offers, it does come with some challenges. Fortunately, there are different strategies that can be applied to help overcome them. Let’s break down something called structured problem solving, and how equipping your team members appropriately can help you with it.

Not everyone is cut out to be an entrepreneur, largely because there’s a lot that can pop up and cause problems that need to be addressed. Let’s discuss how successful business owners rally through tough times to help attain this kind of success.

We talk a lot about different types of technology, securing your technology and your accounts, and a lot of other technology-related issues on this blog, but because of the generalities of whatever technology (or strategy) we’ve chosen to write about that day, we never confront the thing that is most important to a business: How does any technology fit into what we do here? What value do we get from any type of technology? Today, we thought we’d talk a little bit about what you need to do to find the right technology for your business and how to come up with those decisions. 

Do you know those horror stories you catch every so often where a huge business has their network hacked and millions of their customers and employees have their personal and financial information leaked onto the Dark Web? Your organization isn't likely as big as theirs, but regardless of how much money, people, and diverse revenue streams an organization has, having its network breached and its customers’, or its employees’, information strewn about over the Dark Web is not an ideal scenario. 

Manufacturers have long been at the forefront of technology. Today, this trend continues, but with new, innovative tools that are designed to make business more efficient and workers more productive. This technology has helped much of the manufacturing sector despite costs continually rising, supply chain interruptions, and other variables. Let’s take a look at some of the major technology changes that have fueled manufacturers during the past few years. 

What Does “Normal” Mean?

Let’s just come out and say it: as terrible as the pandemic has been for so many, it has also given businesses some very strong motivations to adapt and innovate. Really, most had no choice if they wanted to remain open in the long-term.

This led to many businesses finally adopting the modern solutions that enabled productive and secure remote work and collaboration.

IT Management Matters More Than Ever

From a certain point of view, businesses now find themselves in a unique position to restructure their operations. For instance, the COVID-19 pandemic has provided an inconvenient case study of sorts that shows a promising outlook on remote productivity.

It has also helped to shine the light on how impactful waste can be in poorly managed IT strategies. Without any engaged oversight, the heightened use of cloud services can lead to a few considerable issues, including

Tip One: Cover Everything that Your Business Requires

As you’re putting together your handbook, you need to figure out precisely what you want every member of your team to know. This will give your team the advantage of knowing what is expected of them, along with the other information that they will need to know, like:

Involve Your Team

In a crisis event, you need to have your team at your side (even if they must physically stay home) and supporting you. Here are a few ways to encourage this:

• Keep your team in the loop. Make sure that everyone has the information that they should, as withholding as much as possible will only distract from the goals you are trying to accomplish and make effective communications more difficult. Of course, don’t share information that they shouldn’t hear.
• Set the tone. As much as you can, maintain control of the situation at hand and make sure everything that you need to complete is still completed. Your employees will probably follow your example, making progress and recovery much simpler.
• Trust who you’ve hired. There is a reason that you haven’t fired your employees: they can contribute to the business. Allow them to make these contributions, rather than taking on too much yourself.

Let’s go over some of the ways that an MSP can help reduce your support costs, while still providing better support than the alternative.

Where Support Costs Build Up

Take a moment and consider why technology costs tend to rise so rapidly once an issue is discovered.

• The technology itself could be expensive to repair or replace.
• The repair fee will likely include fees and travel costs in addition to the cost of the service itself.
• The repair is likely only focused on fixing the immediate problem, without considering if it will recur or if the fix itself will cause further problems down the road, leading to repeat visits.
• If an issue does happen, you have to call in the technician for them to come and actually fix the problem. This all takes a lot of time, before the repair even takes place, which itself can take a large amount of billable time as well. So, in addition to paying for the travel time for the tech to get there and the time they spend solving the issue, you are also incurring costs through missed productivity.
• It is next to impossible to predict these kinds of expenses when trying to budget out your year, as you can never know when you may be surprised. If you set aside too little, you could drain your budget long before you planned.

Today, there is a shift in the ways that people are entering a contract. Using blockchain technology, businesses are using the technology to solidify their contracts, reduce process conflict, and save time. Blockchain offers faster, cheaper, and more efficient options in which to enter a binding agreement with someone. Let’s take a look at how companies are going about using smart contracts.

What is a Smart Contract?

To understand how a smart contract works, you first need to understand how it is smart. Smart contracts are designed to work on clearly defined and conditional principles that work to resolve ownership only after those conditions are agreed upon. Think about it this way, you have a product that you want to sell, but the buyer can only pay over time. You agree to hand over the product under the condition that the buyer pays four equal payments. After the third payment is made, the buyer doesn’t send another payment. It will be evident to the buyer, the seller, and any intermediary or arbiter that not all the conditions of the contract have been met because each action made by either party creates an individual block in the blockchain; and, that information is not only encrypted, it is completely transparent. This means that it can be seen by all parties involved because the information is stored on every system that is in on the contract. 

Why Would You Want to Use a Smart Contract?

The most advantageous part of the smart contract as compared to normal contracts is the speed in which agreements can be completed, but there are almost an endless number of superlatives when compared to traditional contracts. They include:

1. Accuracy - One of the best features of a smart contract is that it records all of the information that needs to be known in explicit detail. 
2. Communication clarity - The explicit nature of the smart contract leaves no room for miscommunication, removing much of the liability, and cutting down on inefficiency that comes as a result of misinterpretation.
3. Transparency - All relevant parties would have a fully visible set of the terms and conditions set forth in the contract.
4. Security - Smart contracts use the highest level of encryption available. 
5. Redundancy - Smart contracts save every transaction in explicit detail. If data were to be lost, it is easily retrievable. 
6. Trustworthy - Since smart contracts are made with some of the most secure, transparent, and reliable tools available, there is no room for outside manipulation and error. 

Where Will You Find Smart Contracts? 

These contracts will be found in some of the most important transactions humans undertake. Some of the industries you may find smart contracts popping up in include banking, insurance, healthcare, and real estate. In fact, anywhere you find the need for a lawyer, you may only need the use of a distributed smart contract.

Emerging technologies are changing the way people do business. For more information about blockchain or smart contracts, subscribe to our newsletter and visit us at www.colemantechnologies.com.

Which seems a little ridiculous to me, if I’m being honest. Your staff is one of your biggest investments. On top of that, it is important to remember that, since your employees are human beings, pushing them to do more might actually result in them accomplishing less.

In my experience, the best way to help an employee accomplish their best is to track their performance and evaluate their next steps. Is this always foolproof? No - but as I said, in my experience, it is the best way.

Understanding Employees

Before we go any further, it is important that I make something clear: we are proceeding with the understanding and acceptance that your employees are like any others: flawed human beings, capable of a lot and likewise distracted by a lot. Either way, holding them to the same standards as we would some automated alternative is unfair, as I am sure you would agree.

However, and somewhat unfortunately, this often isn’t the impression that employees get from management. Some common complaints from employees are:

• Their workplace lacks communication.
• They have no job security.
• They aren’t paid what they’re worth.
• Credit isn’t given for their hard work.
• Favoritism is alive and well in the workplace.
• Management constantly has them under a microscope.
• They have to deal with managers who are incompetent.
• There’s just too much work to do.

Now, put in a list like this, these don’t look too great, and you may want to shrug them off and assume that they aren’t happening in your company… they almost certainly are.

Having said that, I want you to think back to when you once worked for someone else. How did you feel going in every day? Now look at that list again - some of those line items may have helped motivate you to go into business for yourself.

Let’s face it - entrepreneurship isn’t something that people are really “born to do”...it is a decision that people make, usually after paying their dues and working for other people and seeing ways that they would do things differently (or in their minds, better). Some staff members love working for certain people, and other staff members don’t, occasionally acting on it.

The point of all this: people are people, and as such, there is no single equation for dealing with employees well.

This means that, no matter what you do and what style of management you use, not all employees are going to be a good fit at your company. This means that, along the line, someone was going to feel displeased about their work situation.

Remember, while you should still be doing everything you can to make the work environment as amiable as possible for your employees, some just aren’t going to be a good fit, and may need to be addressed in other ways.

Is It Ethical to Monitor Your Employees? Or... Legal?

At the end of the day, it is important that you realize while payroll can be your greatest investment, it can also be your worst. This means that you need to keep track of how your employees are performing and spending their time in the office, which leads you to the prospect of actually tracking your employees in the workplace.

This opens up a few more questions, starting with the data you are actually collecting. What is it that you are trying to track? Should you keep it simple, monitoring attendance or the number of hours an employee actually spends in the office? Are there different performance indicators that you like to keep updated metrics concerning? Do you want to monitor keystrokes, making sure that they are working diligently throughout the day, or their browsing histories to make sure they aren’t putting your company in jeopardy by visiting sites they shouldn’t be?

This is where things can get a little murky as far as business ethics are concerned. How much do you really need to know, and how much will you collect as collateral data?

As it stands today, employee monitoring software is in high demand, the market growing as more businesses decide to protect themselves against theft by an employee. The consensus seems to be swaying toward the opinion that you can’t trust your employees not to take advantage of you, either by stealing data and other resources, or dishonestly reporting their time.

There is also a lot of license given to businesses in terms of what can legally be done to protect their own assets, especially where an employee’s privacy is concerned. Courts have ruled in some cases that a company can track an employee’s behavior after they have left the confines of the office. Consider the permissions that a user needs to agree to in order to access work-related files on a personal device. There is little to stop the employer from also going through private messages with that access.

So yes, it is currently legal to monitor your employees, which means the decision really falls to you and your conscience. Of course, this may change, or it could just as likely stay the same. Privacy is a contentious subject these days, with no clear indication of how things will turn out when (and if) it is ever settled.

Mindfully Monitoring Employees

One of the hallmarks of employee monitoring is the fact that the monitoring itself is kept about as hidden as the behaviors it is meant to catch. Whether you’re keeping an eye on your surveillance footage, web activity, internal correspondence, or keystrokes, the person being monitored traditionally would only find out if they were told… which isn’t something that companies have traditionally done, either.

I would urge you to actually break from tradition here.

Ethics aside for a moment, it just makes more practical sense to inform your users how their activity is to be monitored. Not only will this transparency help you build and maintain trust amongst your users, but it can also help keep issues from developing in the first place. Think about it - what happens when people realize there’s a patrol car on the highway? They immediately check the speedometer and correct their speed. Transparency has a great way of acting as a deterrent in that way.

You also want to consider the kind of metrics you’re actually collecting before you evaluate your employees based on them. Do the metrics line up with how the employee provides value to the business, and/or the actual value they deliver? Look at it this way - when you’re looking to buy an appliance, like a toaster, you won’t find out how well the toast is browned by measuring the length of the power supply cord. Metrics can be useful tools, but only where they practically apply.

Finally, don’t give up on your employees too quickly. If your monitoring picks up on one of your staff members having a tough time, try addressing the situation as your first option. Sudden downturns in employee productivity are usually caused by something, and that something might be fixable. This isn’t to say that you shouldn’t terminate an employee if you need to, just to consider alternatives before diving into the hiring process again and losing what may still be a valuable resource.

What are your feelings on employee monitoring, and using these kinds of solutions? Share your thoughts in the comments section, and check back in with our blog to learn more about optimizing and securing your business’ technology.

“Unknown Hack”

On May 8, 2019, almost a year to the day after the first transaction was made, an Amazon spokesperson claimed that the company had completed investigating the compromised accounts, and had been the victim of an “extensive” fraud. The extent of the fraud was large enough where two banking companies, Barclays and Prepay Technologies (who is a partial subsidiary of Mastercard) are caught up in the crime.

Ultimately, Amazon neglected to disclose the true scope of the hack, but a report by Bloomberg indicated that over one billion dollars were dispersed to merchants in 2018 via Amazon Capital Services U.K. While there is currently no figure provided by the company, if large portions of that money was subverted, it could rank as one of the largest hacks in the history of online commerce, and certainly the biggest fraud that has involved Amazon. 

Amazon, which has a business model built to be largely automated, has done a remarkable job of keeping personally identifiable information from being hacked over the years, but in today’s threat-persistent culture, even the most secure companies can have situations happen to them that jeopardize their ability to complete financial and information transactions, regardless of how much they invest in cybersecurity.

Phishing Attacks

Just because this article mentions a major fraud involving the world’s largest online retailer in no way means that hackers have moved on from trying to hack small businesses. Small businesses face the majority of hacking attacks, mainly because they have the least amount of security to thwart. In fact, if Amazon can fall victim to phishing attacks, it’s not a stretch to believe that your company is susceptible. With millions of phishing messages sent every day, many of which target small businesses, having a strategy to educate your staff is extremely important.

The best way to go about doing that is to be proactive. Getting your staff to understand that they are on the front lines of a never-ending cyberwar and what they need to learn in order to keep themselves, and your organization free from the serious risks that come from falling victim of phishing attacks. Some things you can prioritize:

• Annual education and training - Have a comprehensive plan in place to educate new and current staff that is updated and required annually.
• Having strong passwords - Since phishing is a form of social engineering, the hackers on the other end of the phishing attack are simply looking for access. Having strong passwords will keep them out much longer than weak ones. 
• Avoid shadow IT - Make it clear that all software has to pass through IT first, before it is downloaded onto a workstation. It may seem inefficient at first, but the company will be better off vetting a software solution before it gains access to your organization’s network.
• Provide cloud storage - When people are constantly on the move and have a lot of responsibilities, they will often upload their work into their personal cloud-based file storage. This can be risky behavior, even if the employee’s motives are solid. Keep your company’s data hosted on its own infrastructure.

With these four tips you can go a long way toward protecting your business, and your staff, from the detrimental characteristics of a phishing attack.

If you need help with your organization’s cybersecurity, or if you simply want some help outlining a strategy to use, contact the IT professionals at Coleman Technologies today at (604) 513-9428.