The Best Ways to Keep Your PC Organized

Best Practices, Ophtek, Organize, PC, Security, Updates, , , , ,
30
Jun 2020

The workplace can be a very stressful environment, so it’s vital that you keep organized. Key to this organization is a PC which doesn’t cause you stress.

It’s likely that your PC is your most important tool at work. After all, they can do almost anything from creative tasks through to data handling and communicating. But this is only possible if your PC remains organized. A badly organized PC will not only hinder your productivity, but it can have a negative impact on the health of your system.

The best workplaces avoid these shortcomings by making sure that employees follow simple, yet effective methods for organizing their PCs. And, as luck would have it, we’re going to share these with you today.

Keeping Your PC Organized

You don’t need a degree in computer science to keep your PC organized. You just need to follow these best practices:

  • Tidy Up Your Desktop: A cluttered desktop quickly becomes difficult to navigate, so it’s crucial that you keep it tidy. Ideally, your desktop should only ever contain shortcuts to the apps you use the most. Saving random files to your desktop may seem quick in the short term, but, in the long term, it makes finding everything on your desktop more difficult. 
  • Audit Your Files: No two files are the same and, accordingly, they will all have different lifespans in terms of usefulness. A spreadsheet on outgoing costs, for example, is likely to be something you regularly use. But a spreadsheet detailing a one off order is going to experience less usage. Therefore, it’s a good idea to regularly go through your files and see which can be archived and which should be kept on your system. This will free up storage on your PC and allow you to find useful files more quickly. 
  • Use a Structured Folder System: Structure is the backbone of all organization and, as a result, it should be integrated into your folder system. And this should be more extensive that just moving everything into My Documents. Everyone, of course, will need and want a different system as our brains all work differently. But what’s crucial is that you breakdown all your files into their simplest terms e.g. specific client names and then into increasingly specific folders such as customer orders, correspondence and contact details. 

Final Thoughts

A well- organized PC allows an employee to work to their full potential. It’s essential that all your employees are in this position as it will provide a massive boost to your productivity. Best of all, the most effective solutions are also some of the easiest to implement. However, consistency is crucial when it comes to organization, so make sure these best practices are regularly followed.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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Beware of Fake Resumes Packed with Malware

Hacking, malware, Ophtek, Security, Zloader, , , ,
23
Jun 2020

Hackers are keeping busier than ever and evolving their strategies almost daily; their latest method for attack is to target the humble resume.

Ask any HR professional to tell you how many resumes they receive in a week and they will be able to show you a mountain of them. Even in a business landscape which has changed dramatically over the last 20 years, a resume remains a crucial calling card for employment. And this is why hackers are keen to exploit them. It’s not just that a resume can easily be loaded with malware, it’s more that organizations are so familiar with them they are unlikely to suspect them.

Hackers, of course, thrive on complacency, so it’s time to take a look at what could be lurking inside that next resume.

Malware Laced Resumes

Resume themed scams are on the rise in the US and this latest installment centers around the use of the ZLoader malware. As with many strains of malware, ZLoader is designed to steal credentials. These credentials can include stored passwords and browsing histories, but also banking credentials. And what’s most concerning is that many of these infected resumes are being sent to financial institutions.

But what exactly do these compromised resumes look like? And how are they activated? Well, this is what happens:

  1. Recipient receives an email with a title along the lines of “Job Application” or “Advertised Job”.
  1. Upon opening the email, the recipient is encouraged to open an attached Excel document which claims to be a resume.
  1. If the Excel document is opened, the recipient is then prompted to activate a macro to enable the content.
  1. Unfortunately, activating the macro will only enable a download of the ZLoader malware to the recipient’s PC.
  1. One of ZLoader’s main attack strategies is to infect systems with a malicious app called Zeus which can record keystrokes and steal banking information.

How to Tackle Suspicious Resumes

ZLoader is a form of malware which has been around for several years now. And, thankfully, this means that many anti-malware tools are effective at identifying it and eliminating it. However, if ZLoader is only active for a few minutes it can steal valuable and damaging information. Therefore, it’s always advisable to practice the following:

  • Be Wary of Attachments: Even the most trusted source can be compromised and at the mercy of digital attacks. Say, for example, you receive a resume from a friend – does this mean you should open it without a second thought? The answer is no and this is because your friend’s email address could easily have been hacked. All email attachments should, as a result, be scanned with anti-virus software or checked by an IT professional. 
  • Never Enable Macros: A macro can be very useful for automating certain processes and features in an Office document. But this also makes them perfect for launching malware attacks. If you are ever prompted to enable a macro within an Office document you should verify that it is safe to run. And, again, this should be verified by an IT professional who will have more experience with malicious macros.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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What are the Best Soft Phones for Remote Working?

Internet phone, Ophtek, Soft phones, softphone, VoIP, , , ,
16
Jun 2020

The experience of using a phone has changed dramatically over the last 20 years and, in the workplace, this is most noticeable with soft phones.

The impact of working from home during the coronavirus pandemic means that many workers are separated from their office phone. And this can be problematic. Physical phones, after all, are well built for telecommunication and contain almost every phone number you need. Suddenly working from home, however, means that these benefits are not at your disposal. But there’s a very simple solution: soft phones.

It’s an innovative form of technology, but not one that everyone is familiar with. Therefore, we’re going to give you a quick guide to what they are and the best ones available.

What is a Soft Phone?

A soft phone forgoes the need for the traditional handset and dialer-base model. Instead it relies mostly on software and an internet connection. The software, which sits on your PC with a simple interface, uses Voice over Internet Protocol (VoIP) technology to mimic a standard phone service. Using a minimum of hardware, such as a headset or built-in microphone, a soft phone allows users to make phone calls over the internet. Best of all, the software behind VoIP technology allows you to use all the same options as a physical phone (call transfer, mute, phonebook) and unique features such as messaging and status messages.

Which Soft Phones Should You Use?

There are numerous soft phones available, but the best ones we recommend are:

  • RingCentral: With four different versions available RingCentral provides a soft phone solution for businesses of all sizes. And RingCentral provides virtually every phone feature you could ever need. Not only does it feature unlimited business SMS, but it also allows you to set up voicemail, call recording and an auto-receptionist. There is even the ability, for those still relying on the technology, to send faxes through RingCentral. The price for the service ranges from $20 -$50 with the initial option of a free trial. 
  • Zoiper: Accessibility is key to the Zoiper experience and this is most keenly demonstrated in its ability to collate all your contacts (Outlook, Android, iOS and Windows) into one interface. But there is plenty more within Zoiper to improve your softphone experience. Fax, presence alerts and instant messaging ensure that Zoiper is a softphone full of features. Zoiper is available free with additional pricing plans available depending on your needs. 
  • 8×8: You want your soft phone to do everything that a regular phone does and 8×8 achieves this with ease. A highly visual application, 8×8 is easy to use and gives you access to powerful features such as call waiting, group calls and call forwarding. A user friendly interface ensures that all employees will be up to speed with 8×8 in next to no time. Pricing plans for the 8×8 business phone start from $12 with numerous upgrades available. 

Final Thoughts

Communication is one of the cornerstones of good business and this has never been more evident than in today’s landscape. Equipping your employees with the best softphone is a sure-fire way to achieve excellent communication and ensure that your organization continues to thrive.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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How to Work Safely on your Home PC

coronavirus, IT Best Practices, Ophtek, PC Server, Security, Tech Support, Updates, , , ,
09
Jun 2020

Workplace PCs tend to be more protected than those found in our homes. Therefore, you need to make sure you always work safely on your home PC.

With remote working on the rise, due to the coronavirus pandemic, it’s important that we don’t take our eye off the ball when it comes to security. Organizations, naturally, have more finances to invest and enhanced IT expertise, but it’s still easy to stay safe at home. All you need to do is know how to protect yourself. And, to get you started, we’re going to share some fantastic ways to make sure you remain safe.

Working Safely on your Home PC

Safety on your home PC can be achieved quickly and easily by following these best practices:

  • Implement All Updates: Software and hardware updates are crucial when it comes to getting the best IT experience. And, of course, they maximize your security. This is why you need to install all updates as soon as possible. Sometimes these updates will be automatic, but they will often need direct authorization from the user. Either way, the install process is simple and requires little more than a short wait. 

For more ways to secure and optimize your business technology, contact your local IT professionals.

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Make Remote Working Easier with these PC Tips

Ophtek, PC Tips, remote work, remote workers, working from home, working remotely, , ,
02
Jun 2020

Remote working has become the norm for countless employees over the last two months, but it’s not easy. However, you can make remote working easier.

It’s not that remote working is difficult, it’s more that it’s a break from your normal working routine. And, depending on your age, this routine could have been in place for decades. It’s not easy to make this transition seamlessly and, given the current headlines, it’s understandable that working from home can feel tough. But you don’t have to let this situation descend into frustration. Instead, you can make a number of changes which make remote working that little bit easier.

An excellent place to start is by making changes to the way you use your PC.

How to Make Life Easier

There are many ways that you can make remote working easier and some of the simplest and most effective are:

  • Work Near Your Router: Home internet connections are more than capable of handling your workload, but this is all dependent on the strength of your signal. Therefore you need to work as near to your router as possible. That bed in your spare bedroom may be comfortable, but if the wireless signal there is weak then you run the risk of frequent disconnections. Be sure to use a good quality router.
  • Work with a Calendar App: Remote working tends to involve working on your own for long periods of time. Sure, there’s the modern luxury of video conferencing and chat software, but it’s not the same as being surrounded by your work colleagues. Accordingly, it can be difficult to stay on track with your schedule and workload. However, this situation can be reversed by setting yourself reminders. The calendar within Microsoft Outlook is more than adequate for this, but it’s possible to install third-party apps if you need more options.
  • Block Online Distractions: It’s easy to become distracted by the internet when you’re working from home, but this doesn’t have to be the case. There are a number of ‘blocker’ apps that can be installed on a PC to block out distractions. So, for example, if you want to block access to social media sites for an afternoon, you can program this into an app such as Freedom. You are then free to focus exclusively on your workload and ensure that you keep on top of it.
  • Connect Your Laptop to your TV: Working on a laptop isn’t always easy due to the limited screen sizes that are available. And this can be a problem if you need a large screen to organize your work. But there’s a very simple solution. Almost all modern laptops contain HDMI ports, so you should be able to easily connect your laptop to your 50” television set. All you need is a HDMI cable and a modern TV.

For more ways to secure and optimize your business technology, contact your local IT professionals.

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