Why migrate to the cloud?

There are a number of key benefits of migrating to the cloud, including:

Cost Savings

Cloud migration helps companies reduce their capital expenditures significantly. Instead of investing in and maintaining expensive on-premises hardware and infrastructure, businesses are billed for cloud services on a pay-as-you-go basis. This cost-efficient model means companies only pay for the resources they consume, eliminating the need for large upfront investments. 

Learn how to calculate cloud migration costs.

Additionally, cloud providers handle infrastructure maintenance and upgrades, reducing the operational costs associated with IT management. This financial flexibility allows businesses to allocate resources more effectively and redirect savings toward other priorities.

Scalability

One of the most compelling benefits of moving to the cloud is its scalability. Cloud services can be easily scaled up or down to meet fluctuating business demands. Whether a company experiences sudden growth or needs to scale down during slower periods, the cloud provides the agility to adjust accordingly. 

This flexibility ensures that businesses have the computational power and storage they need, precisely when they need it, without the delays and expenses associated with traditional hardware upgrades.

Improved Security

Cloud providers invest heavily in state-of-the-art security measures, often surpassing what many individual companies can achieve. They employ dedicated teams of security experts, implement robust encryption, and maintain compliance certifications to protect data and infrastructure. 

Upgraded security on the cloud not only guards against cyber threats but also enhances data privacy and regulatory compliance. By migrating to the cloud, companies can leverage these advanced security measures to safeguard their critical assets more effectively.

Disaster Recovery

Cloud platforms offer robust disaster recovery solutions that are essential for business continuity during “worst-case” scenarios. They replicate data across multiple data centers, meaning that data is available and resilient, even in the face of unforeseen events like natural disasters or hardware failures. 

With cloud-based disaster recovery, businesses can minimize downtime, recover data quickly, and maintain operations, reducing the potential for revenue loss and reputational damage.

Accessibility and Flexibility

Cloud services are accessible from anywhere with an internet connection, fostering and managing remote work and collaboration. This accessibility enables employees to work from various locations, improving productivity and work-life balance. Cloud solutions often offer mobile apps, further enhancing accessibility and flexibility for both employees and customers.

AI and machine learning

Recent developments in AI and machine learning have resulted in various applications that will significantly impact the IT field. Here are some examples:

Intelligent automation

Advancements in AI and machine learning enable the development of intelligent automation tools, automating repetitive tasks and freeing up IT professionals for more strategic work. This is particularly evident in the development of intelligent automation tools. These advancements not only bring efficiency but also reshape the nature of work.

The rise of intelligent automation

Artificial intelligence and machine learning technologies have evolved tremendously. They’re now capable of performing complex tasks with ease. This evolution is fundamental in enabling the creation of intelligent automation tools. The fascinating thing about these tools is their ability to learn and improve over time, akin to how humans learn. This capacity for growth and self-improvement makes them indispensable in numerous fields.

Unleashing efficiency and innovation

The primary advantage of intelligent automation is its role in automating repetitive tasks. Tasks that were once tedious and time-consuming can now be accomplished in a fraction of the time. More importantly, these tasks can be completed with a level of precision and consistency that surpasses human capabilities. The power of automation can be seen in various industries, from manufacturing to data analysis, turning hours of manual labor into minutes of automated processes.

In addition, intelligent automation is not just about getting tasks done quicker. It is also about freeing up IT professionals from the clutches of routine work. Instead of spending valuable time on routine tasks, they can now focus on strategic work that demands human ingenuity and creativity. The ability to delegate mundane tasks to automation tools enables IT professionals to shift their attention to areas that require critical thinking and innovative problem-solving.

Predictive analytics

AI algorithms can analyze vast amounts of data to uncover patterns and insights, allowing IT systems to make predictions, optimize resource allocation, and proactively address issues. These advanced formulas have the capacity to sift through vast amounts of data. In doing so, they can uncover hidden patterns and deep insights that would be difficult, if not impossible, for humans to detect manually.

As the next step, these algorithms use the gleaned information to make accurate predictions. Such anticipatory capabilities can be crucial in various sectors. For instance, in finance, predictive analytics could help anticipate market trends, thereby helping investors make informed decisions.

Moreover, AI algorithms facilitate the optimization of resource allocation. They’re capable of analyzing numerous variables and determining the most efficient way to utilize resources. This leads to increased productivity, decreased costs, and overall improved performance. These AI algorithms don’t just stop at making predictions and optimizing resources. They also have the capability to proactively address potential issues. By identifying patterns that may lead to problems, AI can propose solutions before the issues escalate, saving both time and resources.

Enhanced cybersecurity

AI and machine learning technologies play a crucial role in strengthening cybersecurity. They can detect threats, analyze network traffic, and provide real-time responses, improving security measures and reducing risks. A primary advantage is that these technologies can detect threats. They are trained to recognize abnormal behaviors and patterns that indicate potential security threats. This could be anything from unusual login attempts to suspicious network activity.

Following detection, AI and machine learning technologies don’t just stop there. They also analyze network traffic to discern any potential risks. By monitoring the continuous flow of data, they can identify any anomalies that might signal a cybersecurity breach. This real-time analysis enables an immediate response to any perceived threat, reducing the window of opportunity for malicious actors to cause damage.

Furthermore, AI doesn’t just detect and analyze threats; it also provides real-time responses. Upon identifying a potential threat, AI can instantly take measures to contain it. This could involve blocking a suspicious IP address or quarantining a compromised system.

The result of all these functions is an overall improvement in security measures and a reduction in risks. By predicting, detecting, analyzing, and responding to threats in real time, AI and machine learning technologies are reshaping the cybersecurity landscape.

Natural Language Processing (NLP)

NLP advancements improve human-computer interactions. Chatbots and virtual assistants equipped with NLP capabilities can understand user queries, provide support, and perform tasks, enhancing user experiences and reducing IT support workload.

One of the key areas where these advancements are making an impact is in the development of chatbots. With NLP, chatbots are not just automated responders. They’re now capable of understanding user queries in a more nuanced and accurate way. This means they can provide solutions that are more specific to the user’s needs, thereby enhancing their utility.

Following understanding, the next step is to provide support. Chatbots equipped with NLP can interact with users in a manner similar to human conversation. This creates a more personal and engaging experience for the user, which in turn leads to increased customer satisfaction. Apart from understanding queries and providing support, these chatbots, and virtual assistants are also capable of performing tasks. They can schedule meetings, set reminders, answer questions, and more. This not only enhances the user experience but also saves users valuable time and effort.

Intelligent data management

AI and machine learning enable efficient handling of large data volumes. They automate data processes, identify quality issues, ensure compliance, and streamline data governance, improving data management efficiency.

To begin with, one of the most notable contributions of AI and machine learning in this field is their ability to automate data processes. These technologies can execute repetitive tasks, such as data entry, classification, and extraction, much faster and more accurately than a human can. This automation dramatically improves efficiency, reduces the chance of error, and frees up time for IT professionals to tackle more complex tasks.

Empowering quality assurance and compliance

AI and machine learning aren’t just about speed; they’re also about quality. These technologies can identify quality issues in the data, such as inconsistencies, inaccuracies, or duplicates. By doing so, they ensure that the data used for decision-making is accurate and reliable.

Moreover, AI and machine learning can help to ensure compliance. As data regulations become increasingly complex, these technologies can monitor and manage data to meet regulatory requirements. This functionality is crucial for avoiding fines and maintaining a company’s reputation.

Personalized user experiences

AI algorithms analyze user data to deliver personalized experiences. This applies to recommendation systems, targeted marketing, and customized content delivery, enhancing user satisfaction and engagement.

These applications of AI and machine learning advancements will revolutionize industries and change both employee and user expectations. IT professionals need to stay updated on these developments to leverage their potential and adapt their systems for maximum benefits.

Blockchain technology

Blockchain technology extends beyond cryptocurrency and offers several applications that can significantly impact IT. Here are some examples:

Supply chain management

Blockchain enables transparent and traceable supply chain networks, enhancing efficiency and preventing fraud. IT systems can utilize blockchain to securely record and verify transactions, ensuring authenticity.

Enhancing transparency in supply chains

Blockchain technology contributes to creating a transparent supply chain. Every transaction in the chain is recorded on a block and across multiple copies of the ledger that are distributed over many nodes (computers). This makes it highly transparent because all participants in the chain can view the transactions.

From origin to destination

This transparency also enables the traceability of the supply chain network. This means that the journey of a product, from its point of origin to its final destination, can be tracked in real time. This feature not only increases efficiency but also helps prevent fraud and counterfeit products, as every transaction is immutable and cannot be altered or deleted.

Securing supply chains with Blockchain

IT systems can take advantage of this technology to record and verify transactions securely. With each transaction recorded as a block, blockchain technology provides a secure and reliable means of documenting the history of the product. This security feature is particularly important in supply chain management as it ensures the authenticity of the products.

Smart contracts

Blockchain facilitates self-executing smart contracts, reducing the need for intermediaries. IT systems can leverage blockchain to securely store and enforce contract terms, improving efficiency and reducing costs.

Data security and integrity

Blockchain’s decentralized and immutable nature enhances data security. IT systems can use blockchain to store critical data, mitigating the risk of breaches and tampering.

Decentralized cloud storage

Blockchain-based decentralized storage platforms offer secure data storage options. IT systems can integrate these solutions to enhance data privacy and reliability.

Identity management

Blockchain provides a tamper-resistant framework for managing digital identities. IT systems can utilize blockchain for secure authentication and access control.

Intellectual property rights

Blockchain establishes proof of ownership and authenticity for intellectual property assets. IT systems can utilize blockchain to protect and track the history of intellectual property rights.

IoT security

Blockchain enhances security in IoT ecosystems by providing a decentralized and secure platform for device communication. IT systems can leverage blockchain for secure data exchange and automation.

These blockchain applications have the potential to revolutionize data management, security, and trust in IT. Understanding and exploring these applications can help IT professionals harness the benefits of blockchain technology in their organizations.

Quantum computing

Quantum computing leverages quantum mechanical phenomena to perform computations. It utilizes quantum bits, or qubits, which can exist in multiple states simultaneously, enabling complex calculations and solving problems that are beyond the capabilities of classical computers.

Recent developments in quantum computing have the potential to bring significant advancements to IT. Here are some applications and their impact:

Optimization and simulation

Quantum computers excel at solving optimization problems and simulating complex systems, enabling more efficient resource allocation and improved decision-making in areas such as supply chain optimization and molecular simulation.

Machine learning and AI

Quantum computing can enhance machine learning algorithms, enabling faster and more accurate predictions and handling of complex datasets, benefiting tasks like pattern recognition and optimization.

Financial modeling

Quantum computing improves financial modeling and risk assessment by handling large datasets and complex calculations, benefiting tasks like portfolio optimization and fraud detection.

Big data analysis

Quantum computing enhances the analysis of large and complex datasets, providing faster processing and improved insights, particularly in genomics, weather forecasting, and data-intensive research.

Quantum-secure communication

Quantum technologies, such as quantum key distribution, offer unbreakable encryption and secure data transmission, bolstering IT security protocols.

These applications highlight the potential transformative impact of quantum computing on many industries and IT functions. IT professionals should stay informed about these developments to explore their potential and adapt systems accordingly.

Augmented reality and virtual reality (Immersive technologies)

Recent advancements in augmented reality (AR) and virtual reality (VR) have led to a wide range of applications across multiple industries. If any of the following applications are relevant to your industry, you may find them coming under your responsibility as part of your IT work.

Training and education

AR and VR provide immersive and interactive learning experiences, allowing trainees to practice skills in safe environments. This benefits industries like healthcare, manufacturing, and aviation.

Design and visualization

AR and VR enable architects, engineers, and designers to create virtual models and walkthroughs, improving collaboration and decision-making in sectors like architecture and construction.

Retail and e-commerce

AR and VR enhance the shopping experience by allowing customers to virtually try products and visualize them in their own spaces. This leads to improved customer satisfaction and increased sales.

Remote collaboration

AR and VR facilitate real-time collaboration among remote teams, enabling shared virtual environments for effective teamwork and problem-solving.

Healthcare and medicine

AR and VR applications include surgical training, medical education, pain management, and therapy, enhancing training and patient care.

Tourism and hospitality

AR and VR provide virtual tours, interactive guides, and cultural experiences, enhancing the tourism industry and making travel planning more accessible.

IT professionals need to keep abreast of these developments to effectively leverage AR and VR technologies in their respective industries.

Internet of Things (IoT)

Recent advancements in the Internet of Things (IoT) have significantly impacted business operations across industries. Here are some key areas affected:

Operational efficiency

IoT devices enable real-time monitoring and data collection from various assets, such as machinery, equipment, and infrastructure. This data can be analyzed to optimize operations, detect anomalies, and predict maintenance needs, leading to increased operational efficiency, reduced downtime, and cost savings.

Supply chain management

IoT sensors and tracking devices can provide end-to-end visibility into the supply chain. They enable businesses to track inventory, monitor product conditions, and streamline logistics. This improves inventory management, reduces waste, and enhances overall supply chain efficiency.

Customer experience

IoT devices can collect data on customer preferences, behaviors, and usage patterns. This information enables businesses to personalize products, services, and experiences, which in turn enhances customer satisfaction and loyalty.

Remote monitoring and maintenance

 IoT devices allow businesses to remotely monitor and manage assets and infrastructure, reducing the need for physical inspections and manual interventions. This capability is particularly beneficial for geographically dispersed operations, enabling predictive maintenance and proactive troubleshooting.

Energy efficiency

 IoT-enabled systems can optimize energy usage by monitoring and controlling energy-consuming devices based on real-time data and algorithms. This leads to energy savings, cost reduction, and improved sustainability practices.

Data-driven decision making

The proliferation of IoT devices generates vast amounts of data that can be analyzed to gain actionable insights. Businesses can leverage IoT-generated data for informed decision-making, identifying trends, predicting market demands, and optimizing business strategies and provide great support for IT executives.

Embracing IoT technologies allows businesses to gain a competitive edge, foster innovation, and drive growth. This potential increases the demand for IoT skills and use of IoT in the IT sector.

5G technology

5G technology significantly enhances connectivity and provides robust support for various emerging technologies. Here are a few key ways in which it does so:

Faster speeds

5G offers significantly faster data transfer speeds compared to previous generations of wireless technology. This high-speed connectivity enables seamless and near-instantaneous communication, data sharing, and streaming, enhancing user experiences and supporting real-time applications.

Lower latency

5G brings lower latency, reducing the delay in data transmission. This is particularly important for emerging technologies like autonomous vehicles, remote surgery, and industrial automation, where low latency is critical for real-time decision-making and control.

Increased capacity

5G can handle a massive number of connected devices simultaneously, supporting the growth of the Internet of Things (IoT) and the deployment of numerous smart devices and sensors. This increased capacity enables the seamless connectivity and communication required for smart cities, smart homes, and interconnected systems.

Enhanced reliability

5G networks provide higher reliability and availability compared to previous generations. This is essential for applications that require consistent connectivity, such as critical infrastructure, emergency services, and remote monitoring. 

By providing the necessary infrastructure and capabilities, 5G acts as a catalyst for other emerging technologies. It supports technologies like augmented reality (AR), virtual reality (VR), autonomous vehicles, smart grids, telemedicine, and advanced industrial automation. Familiarity with the use and integration of 5G networks is a valuable asset for IT managers who want to unlock the full potential of these technologies. 

Edge computing

Edge computing refers to the practice of processing and analyzing data closer to the source or edge of the network. Edge computing is transforming data processing and analysis in several ways:

Reduced latency

By processing data closer to the source, edge computing reduces latency, enabling real-time analysis and faster response times. This is crucial for time-sensitive applications, such as autonomous vehicles and industrial automation, where immediate decisions need to be made based on data insights.

Bandwidth optimization

Edge computing helps optimize bandwidth usage by performing data processing and analysis at the edge devices or local servers. This reduces the need to transfer large volumes of data to centralized cloud systems, resulting in lower network congestion and cost savings.

Enhanced privacy and security

Allows sensitive data to be processed and analyzed locally, mitigating privacy and security risks associated with transmitting data to external servers. This is particularly important for industries such as healthcare and finance, where data confidentiality is critical.

Offline capabilities

Edge computing enables data processing and analysis even in environments with limited or no internet connectivity. This allows edge devices to function autonomously and make real-time decisions without relying on cloud services. It is particularly beneficial in remote areas or during network outages.

Robotic process automation (RPA)

Robotic Process Automation (RPA) is an area of applied IT that can optimize business processes and boost productivity in several ways:

Streamlines repetitive tasks

The process can automate repetitive and rule-based tasks, freeing up human workers from mundane activities. Software robots can perform these tasks with precision and speed, reducing errors and enabling employees to focus on higher-value activities. This automation streamlines processes improves efficiency, and boosts overall productivity for IT managers.

Improves accuracy and quality

RPA reduces the likelihood of human error by executing tasks consistently and accurately. By eliminating manual data entry and repetitive tasks prone to mistakes, RPA enhances data accuracy, quality, and integrity. This, in turn, leads to improved decision-making, customer satisfaction, and compliance with regulatory requirements.

Increases operational efficiency

The robotic automation process facilitates seamless integration between systems and applications, enabling data transfer and process orchestration without human intervention. This integration optimizes end-to-end processes, reduces latency, and eliminates manual handoffs between departments or systems. As a result, businesses experience increased operational efficiency, faster turnaround times, and improved overall productivity.

For IT managers who work in industries where operations play a major role, leveraging RPA effectively can achieve cost savings, allocate resources more efficiently, and enhance their organization’s competitive edge.

Cybersecurity trends

New technologies introduce new risks. As an IT manager, it is critical to stay up-to-date on the cybersecurity issues that emerging technologies bring to your industry. Here are some notable examples:

Rise of AI in cyberattacks and defense

The use of AI in cyberattacks is becoming more prevalent, with adversaries leveraging AI to gather network information and identify weaknesses. IT professionals must stay updated on AI-driven threats and develop expertise in AI to effectively defend against sophisticated attacks.

Securing private 5G networks

5G networks are rapidly becoming an enterprise network of choice, especially in industries with heavy adoption of IoT, or those with assets spread over wide geographic areas. But cellular protocols are not inherently understood or processed effectively by standard IT security systems. In addition, cellular assets in remote locations are vulnerable to physical compromise and SIM-swapping attacks. In order to realize the promise of 5G networks, cybersecurity must take their unique configurations and characteristics into account.

Quantum computing and cryptography

Quantum computing can break traditional cryptographic algorithms, necessitating the adoption of quantum-resistant encryption methods in IT systems to ensure secure communication and data protection.

Cloud computing trends

Staying abreast of cloud computing trends empowers IT managers to stay informed, adapt their strategies, and effectively manage the complexities associated with the move to the cloud and the application of cloud-centric technologies. Here are a few trends to take into consideration:

Multi-cloud and hybrid cloud adoption

Organizations are increasingly adopting multi-cloud and hybrid cloud strategies to leverage the benefits of different cloud providers and deployment models. IT managers need to navigate the complexities of managing diverse cloud environments, ensuring seamless integration, data transfer, and interoperability.

Edge computing

Edge computing, mentioned above, is gaining traction as organizations seek to process and analyze data closer to the source or edge devices. IT managers must consider the implications of edge computing on infrastructure design, data transfer, latency reduction, and security enhancements.

Serverless computing

Serverless computing, also known as Function as a Service (FaaS), allows developers to focus solely on writing code without the need to manage the underlying infrastructure. IT managers need to evaluate the suitability of serverless architectures for their applications, considering factors such as scalability, cost-efficiency, and vendor lock-in risks.

Email signature software solutions for IT managers

WiseStamp’s email signature software revolutionizes business communication by providing IT managers with the tools to create, manage, and implement professional and consistent email signatures across their organizations. It supports the inclusion of company logos, social media icons, promotional banners, and legal disclaimers.

Offering advanced security features, our Email signature software seamlessly integrates with all email platforms, such as Microsoft 365, Google Workspace, and more. We support Single Sign-On (SSO) for enhanced security and provide an analytics dashboard for valuable insights into email signature marketing efforts. This tool streamlines the management of corporate email signatures, offering a secure, efficient, and consistent approach for businesses of all sizes.

Knowledge is power

Staying updated on technological advancements is essential for IT managers in today’s dynamic digital landscape. It enables them to leverage emerging technologies, identify new solutions, and drive innovation within their organizations. 

By staying informed, IT managers can proactively address risks such as cybersecurity threats, phishing, and data breaches, implement robust security measures, and maintain stakeholder trust. Additionally, staying on top of tech advancements promotes effective collaboration and communication within the IT department and across the organization. It fosters a culture of continuous learning and adaptability. 

IT managers who stay updated become valuable strategic partners, contributing to decision-making processes, aligning technology initiatives with business goals, and driving organizational growth. Informed IT managers can confidently navigate the digital era, seize opportunities, and position their organizations for success in a technology-driven world.

Understanding the role of IT in organizations

IT, or Information Technology, refers to the use of computers, software, networks and electronic systems to store, process, transmit, and retrieve information within an organization. Its function involves managing technology resources, ensuring data security, facilitating communication and supporting business management and operations.

How IT drives business growth

IT supports business growth by enabling:

• streamlined operations
• automation of processes
• efficient data management
• improved communication
• enhanced customer experiences 

IT empowers businesses to scale, adapt to market changes, make data-driven decisions, innovate, and reach wider audiences. When leveraged correctly, IT drives productivity, competitiveness, and profitability.

IT and digital transformation

Digital transformation refers to the integration of digital technologies into all areas of a business. This fundamentally changes how the business operates and delivers value to customers. 

An example of digital transformation is the adoption of cloud computing. Previously, a company may have relied on physical servers for data storage and infrastructure. Through digital transformation, they migrate their operations to cloud platforms, leveraging scalable and flexible resources, remote access, enhanced data security and cost optimization. This shift enables greater agility, collaboration and innovation within the organization.

IT enables digital transformation by providing the tools, infrastructure and expertise necessary to adopt and integrate these new technologies.

The scope of IT in today’s business landscape 

While large corporations have utilized IT for decades, today IT has a role in almost every business. In a 2022 study by the U.S. Chamber of Commerce, 93% of small business owners report using at least one type of technology platform to help run their business. The average owner utilizes three different platforms. 

Key responsibilities of IT in every organization

Within any organization, those responsible for IT must take care of:

• Infrastructure Management: Ensuring the availability, performance and security of the organization’s IT infrastructure, including servers, networks and hardware devices.
• Software and Applications: Installing, configuring and maintaining software applications.
• Vendor Management: Engaging with external vendors and managing relationships for hardware, software and service procurement.
• Data Management: Managing data storage, backup and recovery systems; ensuring data integrity, security and compliance with relevant regulations.
• Cybersecurity: Implementing security measures to protect the organization’s digital assets.

The above IT tasks apply to organizations on every level. Even a small business owner or solopreneur must do things like:

• set up up website and make sure it is kept up-to-date and secure
• install anti-virus and anti-malware programs
• buy a marketing automation platform from a vendor, like Hubspot
• make sure the business complies with GDPR, CAN-SPAM, CCPA and any other number of data protection acts

All of that falls under IT. And even a very small organization (sometimes especially a very small organization) may choose to outsource some of these IT responsibilities to website maintenance companies or marketing automation consultants, for example.  

Responsibilities of IT in larger organizations

In big organizations and enterprises, IT responsibilities may also include:

• IT Strategy and Planning: Collaborating with other departments to align technology initiatives with business goals, evaluating new technologies, and developing IT strategies for future growth.
• Training and Documentation: Conducting training sessions to educate employees on IT tools and systems; creating documentation and knowledge bases for reference.
• Technology Innovation: Identifying and implementing emerging technologies that can enhance productivity, efficiency, and innovation within the organization.
• User Support: Providing technical support and troubleshooting assistance to employees; resolving hardware and software issues promptly.

All this is a lot of work, and some of it requires detailed specialization. That raises the inevitable question: does it make more sense to have an in-house team taking care of your IT, or to outsource these responsibilities to an external team or agency?

The answer is: it depends. On many factors. Let’s take a look at them

The in-house IT department: pros and cons

An in-house IT team refers to a group of IT professionals employed directly by an organization to handle and manage its internal technology infrastructure, systems, software, and user support.

Benefits of an in-house IT team 

Organizations with an in-house IT team will often experience the benefits of:

• faster response times
• deeper knowledge of the organization’s specific systems and needs
• better alignment with business goals
• enhanced data security
• greater control over technology decisions
• the ability to provide tailored support and solutions to internal stakeholders

Case studies of successful in-house IT departments

Netflix’s in-house IT department is the reason why Netflix never goes down, no matter how many millions of viewers tune in to live, streaming programs. Way back in 2012, Netflix decided to stop relying on external content delivery networks (CDNs) and develop their own proprietary network called OpenConnect. Netflix knew that if they wanted control over the quality of their streaming video (which is the core of their business), they would have to take control, building and maintaining it independently. The results speak for themselves, and are one of the main factors in Netflix’s leadership of the industry. 

Walmart has maintained its position as number one in the world by annual revenue for the past nine years. Their in-house IT department is front and center in their success. Walmart’s spending on e-commerce and supply chain technologies, combined with new investments in supply chain infrastructure was 72% of their strategic capital expenditure in the US for 2020-2021. Their investment in developing their own supply chain gives them control and flexibility and enables them to cut costs and increase profitability.

Drawbacks of an in-house IT team 

Businesses with an in-house IT team may experience certain disadvantages, including:

• higher costs associated with hiring, training and retaining skilled IT professionals
• limited expertise in specialized areas
• difficulty in keeping up with rapidly evolving technologies
• challenges in providing 24/7 support or scalability during peak demand periods

Additionally, an in-house team may face difficulty in accessing a diverse range of perspectives and expertise found in external IT service providers.

Overcoming the challenges of an in-house IT team

To mitigate the drawbacks of an in-house IT team while maintaining its presence, organizations can adopt the following strategies:

• Continuous Training: Invest in ongoing training and professional development programs to keep the team updated with the latest technologies and skills.
• Collaboration with External Experts: Engage in partnerships or consultancies with external IT experts for specialized knowledge and to address complex challenges.
• Partnerships with Managed Service Providers: Collaborate with managed service providers who can supplement the in-house team during peak periods, provide expertise and offer 24/7 support.
• Knowledge-Sharing Platforms: Implement internal knowledge sharing platforms to encourage collaboration, document best practices and foster learning within the team.

By leveraging these strategies, organizations can enhance their in-house IT capabilities, overcome limitations and adapt to changing technology landscapes more effectively.

Outsourced IT services: pros and cons

Outsourced IT refers to the practice of delegating IT functions and responsibilities to external service providers who specialize in managing and supporting technology infrastructure, systems and services.

Advantages of outsourcing IT 

Organizations that choose to outsource IT often benefit from:

• access to specialized expertise
• cost savings through reduced staffing and infrastructure expenses
• scalability and flexibility to meet changing needs
• round-the-clock support
• the ability to leverage advanced technologies
• allowing internal resources to focus on core business objectives and strategic initiatives

Success stories of outsourced IT services

Slack, the popular collaboration and communication platform, outsourced its IT infrastructure and cloud services to providers like Amazon Web Services (AWS). This allowed them to focus on product development, scalability and reliability while relying on the expertise and robust infrastructure of AWS to handle their hosting and data management needs.

Airbnb utilized outsourced IT services for managing its online platform and ensuring seamless user experiences. By partnering with external providers for infrastructure, database management, and security, Airbnb was able to rapidly scale their business and accommodate a growing number of hosts and guests globally.

Disadvantages of outsourcing IT 

When a business outsources its IT, it is likely to experience certain downsides, including:

• potential communication challenges
• loss of direct control over IT operations
• dependency on external providers
• concerns about data security and privacy
• limitations on customization
• the need for effective vendor management to ensure service quality and alignment with business objectives

Mitigating risks of outsourced IT services

To mitigate the drawbacks of outsourced IT while continuing to leverage external providers, organizations can employ the following strategies:

• Clear Communication: Establish robust communication channels and maintain open dialogue with the outsourced IT provider to ensure alignment, address concerns and maintain transparency.
• Service Level Agreements (SLAs): Define clear SLAs that outline expectations, response times and performance metrics to hold the provider accountable and ensure service quality.
• Regular Audits and Reviews: Periodically assess the provider’s adherence to SLAs, address any issues promptly and identify opportunities for improvement.

By implementing these strategies, organizations can mitigate the potential drawbacks of outsourced IT and establish a productive and collaborative partnership with their service provider.

In-house vs outsourced IT: a comparison

In-house and outsourced IT represent two poles on a continuum. This continuum runs from direct, hands-on control over resources to leveraging the power and expertise of large groups. Each point on the continuum offers its own combination of benefits and limitations when it comes to cost efficiency, flexibility, scalability, quality of service, expertise, security and compliance. 

Cost efficiency analysis 

In-house IT can have higher upfront costs due to investments in hiring, training and infrastructure. However, it offers greater control over expenses in the long run. 

Outsourced IT can provide cost efficiencies through shared resources, economies of scale and predictable pricing models. It eliminates the need for large capital investments but may require ongoing service fees. 

Flexibility and scalability comparison

In-house IT offers more immediate flexibility when it comes to customization, as the organization has direct control over resources. However, scaling up can require time and investment. 

Outsourced IT provides flexibility by offering scalable services that can quickly adapt to changing needs. It allows organizations to scale up or down as required without significant upfront costs. However, customization may be limited, and changes may require coordination with the service provider. 

Quality of service and expertise 

In-house IT allows for direct oversight and control, enabling organizations to tailor service quality to their specific standards. It provides the opportunity to build internal expertise aligned with the organization’s unique needs. 

Outsourced IT offers access to specialized expertise from experienced service providers. These providers often have a broader knowledge base and can deliver high-quality services based on industry best practices. 

Data security and compliance issues

In-house IT offers organizations greater control and direct oversight over data security measures and compliance. It allows for implementing customized security protocols and ensuring adherence to specific regulatory requirements. 

Outsourced IT providers, however, can offer specialized expertise in data security and compliance, with dedicated teams and robust security measures. They may be more likely to be updated on the latest regulations and industry standards. 

Making the right decision for your organization

As said above, in-house and outsourced IT represent two poles on a continuum. How do you choose what point on that continuum will deliver the maximum benefit to your organization, taking into account your organization’s strengths, resources and limitations? 

The following are questions to ask and general guidelines as to what type of answer would indicate one way or another. Considering these factors when choosing between in-house and outsourced IT can assist you in making a wise choice.

What are the specific IT requirements and goals of the organization?

If you have complex, unique or highly specialized IT needs that require direct control and customization, in-house IT may be more appropriate.

If you have standardized IT requirements or functions that can be effectively managed by external experts, outsourced IT may work very well for you.

What is the current size and complexity of the organization’s IT infrastructure and systems?

If you have large-scale, complex infrastructure or systems that require continuous management and maintenance, you may want to lean in the direction of in-house IT.

If you have a relatively smaller or less complex infrastructure that can be efficiently managed by external providers, outsourced IT may be a good option.

What is the available budget for IT operations and support?

If you have a sufficient budget to invest in hiring, training, and maintaining an in-house IT team, in-house IT should be considered.

If you have a limited budget that can be better utilized by outsourcing to take advantage of cost efficiencies and avoid upfront investments, outsourced IT may be preferable.

Does the organization have existing in-house IT expertise or resources?

If you have strong internal IT capabilities or resources that can be leveraged for efficient management and support, consider starting to develop an in-house IT team.

If you have limited or insufficient in-house expertise, requiring specialized skills or knowledge available through external providers, starting with outsourced IT may be the best option.

What is the organization’s long-term IT strategy and growth projections?

If your organization places a strategic focus on developing internal IT capabilities and long-term investment in technology infrastructure, an in-house IT department fits right into that strategy.

If your organization puts emphasis on agility, scalability and flexibility to quickly adapt to changing technology landscapes and business needs, you may be better off sticking with outsourced IT, certainly for the time being.

How critical is data security and regulatory compliance for the organization?

If you operate in an industry with a high level of data sensitivity and regulatory requirements necessitating strict control and direct oversight, in-house IT may better provide for your compliance needs. 

If your industry is not as stringent, or if you have confidence in the external provider’s expertise, robust security measures and compliance practices, outsourced IT should be a possibility to explore.

Does the organization require specialized expertise or support for certain IT functions?

If your organization’s IT functions require specific domain knowledge or industry expertise, developing in-house IT may be the way to go.

If your organization’s IT functions are more general, or if you have access to external providers with proven expertise and experience in the required specialized areas, outsourcing your IT can be practical and helpful.

What are the desired service levels, response times and scalability requirements?

If you have requirements for immediate response times, high service levels and seamless scalability, an in-house IT team may have more ability to deliver that.

If you would prefer the flexibility to scale resources based on demand, and you have confidence in external providers to meet service level agreements, look into outsourced IT.

What is the organization’s tolerance for relinquishing control over certain IT functions?

If your organization has a strong preference for maintaining direct control and oversight over all IT functions, you may be more comfortable with in-house IT.

If you are willing to delegate certain IT functions and entrust them to external providers, outsourced IT is an option.

How would outsourcing or in-house IT impact the organization’s ability to align IT with business objectives?

If you have a strong need for tight integration and alignment of IT functions with specific business goals and strategies, an in-house IT team may contribute the most to the business.

If you would prefer to focus on core business objectives, allowing external providers to handle non-core IT functions efficiently, then outsourced IT may deliver the best results.

These are, of course, general guidelines. Base your final decision on a comprehensive assessment of your organization’s unique circumstances, priorities and constraints. But these questions and the insights they unearth can be valuable contributors to that assessment.

Optimizing IT for your business success

Choosing between an in-house or outsourced IT strategy is a critical decision that requires careful consideration. Optimal IT management is essential for driving business success in today’s technology-driven landscape. 

While in-house IT offers control, customization and expertise, outsourced IT provides scalability, cost-efficiency and access to specialized knowledge. Ultimately, the right approach depends on the organization’s specific needs, goals and available resources. By aligning IT strategies with business objectives, organizations can optimize their IT management, enhance operational efficiency and position themselves for sustained success in an increasingly digital world.

1. Marques Brownlee

Coming in at #1 on our list is Marques Brownlee, also known as MKBHD. Marques is one of the most popular tech YouTubers out there. His content is focused on in-depth reviews of smartphones, laptops, and other tech gadgets. With over 14 million subscribers, he’s built a loyal fan base who trust his unbiased and honest opinions on technology.

Who is Marques Brownlee and why he’s a top influencer in the mobile tech industry

Marques Brownlee is a tech YouTuber and content creator who has been active on the platform since 2008. He initially gained a following for his smartphone reviews, which were known for their in-depth analysis and attention to detail. Over the years, Brownlee has expanded his content to cover a wide range of mobile tech topics, from laptops to wearables to cameras.

One reason why Brownlee has become such a popular figure in the mobile tech industry is his expertise and credibility. He’s known for his objective and honest reviews, which are based on his extensive knowledge and experience in the field. He’s also known for his meticulous attention to detail, which allows him to provide a comprehensive analysis of a product’s features and performance.

Another reason why Brownlee has become such a top influencer is his engagement with his audience. He’s known for taking the time to respond to comments and questions from his viewers, which has helped him build a loyal fanbase. He’s also active on social media, where he shares behind-the-scenes glimpses of his content creation process and interacts with his followers.

Marques Brownlee’s YouTube channel and its content

Marques Brownlee’s YouTube channel, “MKBHD,” is one of the most popular tech channels on the platform. It features a wide range of content related to mobile tech, including smartphone reviews, product comparisons, and in-depth analyses of the latest industry trends. Brownlee’s videos are known for their high production value, with clear and concise explanations and stunning visuals.

One of the things that set Brownlee’s channel apart from other tech channels is his focus on the user experience. He’s known for his emphasis on how a product feels and performs in real-world use, as opposed to just its technical specifications. This approach resonates with viewers who are looking for practical insights into how a product will fit into their daily lives.

Another aspect of Brownlee’s channel that sets it apart is his willingness to cover niche topics and products. He’s not afraid to delve into lesser-known brands and devices, which has helped him build a reputation as a comprehensive and authoritative source of information in the mobile tech space.

2. Unbox Therapy

As a tech enthusiast, I have come across various YouTube channels that review mobile phones and consumer tech. One channel that stands out is the Unbox Therapy YouTube channel. Created by Lewis Hilsenteger, Unbox Therapy has grown to become one of the most influential tech channels on YouTube. With over 18 million subscribers, Unbox Therapy has successfully leveraged its web presence to become a tech influencer.

Overview of Unbox Therapy’s content

The Unbox Therapy YouTube channel covers a wide range of topics, with a focus on mobile tech, consumer tech, and unboxing videos. The channel’s content is engaging and informative, making it a go-to source for anyone looking to keep up with the latest tech trends.

1 – Mobile Tech

Unbox Therapy’s mobile tech reviews are some of the most detailed and comprehensive on YouTube. Lewis provides thorough reviews of mobile phones, highlighting features such as camera quality, battery life, and overall performance. The reviews are accompanied by high-quality videos that showcase the phones in action.

2 – Consumer Tech

Unbox Therapy’s coverage of consumer tech is equally impressive. The channel reviews various consumer tech products, including laptops, headphones, and smart home devices. The reviews are informative and engaging, with Lewis providing insights into the products’ features, performance, and value for money.

3 – Unboxing Videos

Unboxing videos are a staple of the Unbox Therapy YouTube channel. Lewis and his team unbox various tech products, giving viewers a first look at what’s inside the box. The unboxing videos are well-produced and provide an exciting glimpse into upcoming tech products.

3. Linus tech tips

If you’re a fan of technology and all things computer-related, then you’ve likely heard of the Linus Tech Tips YouTube channel. This channel with 15.2 million subscribers is the go-to source for all things tech, with a focus on reviews, tutorials, and general tech news.

Linus Tech Tips was created by Linus Sebastian in 2008, and since then, it has grown to become one of the most popular tech channels on YouTube. So, what makes Linus Tech Tips stand out from the rest? For starters, the channel offers a wide range of content, from in-depth product reviews to fun and informative tutorials.

Whether you’re a seasoned tech veteran or a complete newbie, there’s something for everyone on this channel. Plus, the videos are always entertaining, with Linus and his team injecting humor and personality into every episode.

Linus Tech Tips’ commitment to quality

Another thing that sets Linus Tech Tips apart is its commitment to quality. The team behind the channel is dedicated to providing accurate and honest reviews, and they take the time to thoroughly test every product before giving their opinion. This level of attention to detail is rare in the world of tech reviews, and it’s one of the reasons why so many people trust Linus Tech Tips.

Linus Sebastian

But perhaps the biggest reason for the channel’s success is Linus himself. He’s a charismatic and knowledgeable host who knows how to keep his audience engaged. Whether he’s unboxing the latest gadgets or giving his opinion on the state of the tech industry, Linus is always entertaining to watch. Plus, he’s not afraid to speak his mind, which is refreshing in an industry that often feels sanitized.

Overall, if you’re a tech enthusiast who hasn’t checked out Linus Tech Tips yet, you’re missing out. This channel is a must-watch for anyone who wants to stay up-to-date on the latest tech trends and products. With its engaging content, commitment to quality, and charismatic host, Linus Tech Tips is the gold standard for tech channels on YouTube.

5. iJustine

iJustine, also known as Justine Ezarik, is a tech YouTuber who covers a wide range of topics, including gaming, smartphones, and other tech gadgets.

Justine has been creating content on the platform for over a decade. With over 7 million subscribers Her channel features a wide range of content, including tech reviews, unboxings, vlogs, and more.

iJustine’s engaging personality and relatable content have helped her gain a loyal following, and she’s even been recognized by mainstream media outlets for her success on YouTube. Whether you’re a tech enthusiast or simply enjoy watching entertaining content, iJustine’s channel is definitely worth checking out.

Watch this video by iJustine – Cleaning my House with ONLY a Robot!

6. MrMobile [Michael Fisher]

MrMobile, hosted by Michael Fisher, is a YouTube channel that covers smartphones, laptops, and other tech products. With over 1.21 million subscribers, his channel features in-depth reviews of the latest smartphones, tablets, laptops, and other tech gadgets.

MrMobile’s unique style of storytelling and attention to detail make his videos stand out in a crowded field of tech reviewers on YouTube. In addition to product reviews, his channel also features informative videos on various topics related to technology, such as how to improve smartphone battery life or how to choose the right headphones. If you’re looking for insightful and entertaining tech reviews, MrMobile’s channel is definitely worth checking out.

7. Jonathan Morrison

Jonathan Morrison is a tech YouTuber who has made a name for himself by covering a wide range of topics in the tech industry. He has a loyal following of over 3 million subscribers who appreciate his visually stunning and informative content.

Over the years, Jonathan Morrison has become a leading voice in the tech community. One of the reasons for his success is his ability to tell a story through his videos. Morrison’s videos are known for their high-quality visuals and production value, which is something that sets him apart from many other YouTubers in the tech space.

Jonathan Morrison covers a wide range of topics on his channel, including smartphones, laptops, and other gadgets. He also does product reviews, comparisons, and tutorials. But what really sets him apart is his ability to make complex tech topics accessible to a wider audience. His videos are informative, but they’re also visually stunning, making them enjoyable to watch even if you’re not a tech enthusiast.

8. Kevin Stratvert

Kevin Stratvert is a Microsoft-certified professional and technology expert. The channel offers a variety of tech-related content, including tutorials, how-to guides, and reviews of software and hardware products. Kevin covers topics such as Microsoft Office applications, Windows operating system, Excel, PowerPoint, and other tools commonly used in the workplace.

In addition to his tech-related content, Kevin also creates videos on productivity tips and tricks, time management, and personal development. His channel has gained a large following due to his engaging and informative videos, which are presented in a clear and easy-to-understand manner.

Overall, Kevin Stratvert is a great resource for anyone looking to improve their productivity and learn more about technology. His videos are well-researched and offer practical advice that viewers can use in their everyday lives.

9. Andy Malone MVP

Andy Malone is a Microsoft Most Valuable Professional (MVP) who has a YouTube channel dedicated to providing training and insights into Microsoft technologies. His channel, called “Andy Malone MVP,” covers a wide range of topics related to Microsoft products, including Windows, Office 365, Azure, and cybersecurity.

On his channel, Andy shares his expertise and experience with his audience through tutorial videos, product demos, and discussions about emerging trends and best practices. He also regularly invites guest experts to join him on the channel, providing a diverse range of perspectives on various Microsoft-related topics.

Andy’s channel is a valuable resource for anyone looking to learn more about Microsoft technologies, whether they are beginners or seasoned professionals. With over 80,000 subscribers, his channel has become a popular destination for those seeking reliable and up-to-date information on Microsoft products and services.

10. Sara Dietschy

A popular YouTuber who is known for her content on technology, creativity, and entrepreneurship. She started her YouTube channel in 2011 and has since gained over 1 million subscribers.

Sara’s content covers a wide range of topics, including tech reviews, camera gear, software tutorials, and interviews with other creatives and entrepreneurs. She also creates vlogs about her personal life and travels.

In addition to her YouTube channel, Sara has a podcast called “That Creative Life,” where she interviews successful creatives and entrepreneurs about their journeys and experiences. She also runs a website called “CreativeLive” where she provides educational resources and courses for creatives.

Sara is known for her energetic personality and relatable content, which has helped her build a loyal following on YouTube and other social media platforms. Her videos are entertaining and informative, making her a great resource for anyone interested in technology, creativity, and entrepreneurship.

A lack of email security leaves your business wide open to cybercriminals. Fraudsters take advantage of the fact that more companies are using increased amounts of digital tools and resources, and now 94% of malware is delivered directly to email inboxes. S/MIME is an email protocol that helps organizations maintain the integrity of their messages and reduce data breaches.

What is S/MIME?

S/MIME stands for Secure Multipurpose Internet Mail Extension. S/MIME is an email signing protocol aimed to increase email security using cryptographic functions. S/MIME certificates enable users to verify email senders with time-stamped digital signatures to help avoid phishing, breaches of data, and imposters.

S/MIME comes with built-in security services such as authentication, non-repudiation of origin, message integrity, and privacy. S/MIME lets you encrypt and decrypt emails for extra security, and there are also additional security features that you can use, including signed receipts, security labels, and secure mailing lists.

S/MIME email security protocol ensures that documents can be shared across networks while maintaining file integrity. They can even double as document signing certificates by signing and encrypting files before they leave the network.

One of the critical features of S/MIME is the different classes of certificates that it offers. Since there isn’t a single certificate authority standard, these validation levels allow organizations to tailor their level of email security according to their unique needs.

Validation levels offered by S/MIME:

• Email validation — requires a valid email address and verifies the domain.
• Individual validation — verifies the identity of employees and issues an email signing certificate for individuals.
• Organization validation — certifies the validity of an organization in a process that requires speaking to a representative from the organization and domain verification before a company certificate is issued.

Users around the world send more than 319 billion emails each day. Some may come from trusted senders, others from imposters.

Many emails include deals and discounts, while others contain malicious attachments and code. Although S/MIME has not been widely implemented, it’s still supported by numerous email clients and provides automated tools to implement and manage certificates.

How does S/MIME encryption work?

S/MIME works for a great many businesses worldwide. It’s widely accepted as a robust email encryption protocol. Its two-fold functioning as an encryption protocol and a digital signature provides end-to-end protection, so you know that the messages you send and receive are secure.

Digital Signatures

Digital signatures provide crucial security capabilities:

• Authentication — a digital signature validates the sender’s identity so that you can be sure they are who they claim to be.
• Nonrepudiation — a digital signature ensures that neither party can deny their actions under that signature. This includes sending and receiving messages, approving information, or simply using the digital signature.
• Data integrity — a digital signature assures that emails aren’t altered in transit, or else S/MIME would invalidate the signature.

While digital signatures alone provide integrity, they can’t guarantee confidentiality without encryption. That’s why S/MIME uses a combined approach to email security that includes digital signatures and encryption.

Encryption

S/MIME encryption allows the translation of information sent via email into an unreadable format. The encrypted email can only be decrypted or changed back into its original form by its intended recipient with a private decryption key.

Email encryption refers to the following security services:

• Confidentiality — encryption protects the content of your emails from unauthorized interception. It ensures the information in your messages remains private while it is in transit and when it’s sitting in your inbox.
• Data integrity — similarly to a digital signature, encryption assures that emails have not been altered in transit since no one except the intended recipient can decrypt the message.

S/MIME email security

But without a comprehensive email security protocol such as S/MIME, you can’t be sure that your emails are indeed secure.

S/MIME combines digital signatures and email encryption to create a layered approach to email security. When you receive a message, you can ensure that the sender is valid and that no one else has accessed your documents to change or view the information.

Who should use S/MIME?

S/MIME may not be practical for everyday email applications, but it can be a crucial tool to manage business email. Whether or not you should use S/MIME digital signatures and email encryption depends on how much privacy you need for business operations and the size of your organization. Of course, there are exceptions, and even some individuals, especially those with home offices, can benefit from using S/MIME.

Who needs S/MIME?

• Businesses that adhere to PCI compliance guidelines.
• Organizations that are required to keep information private according to the Healthcare Insurance Portability and Accountability Act, or HIPAA.
• Companies that do business in countries that are protected by the General Data Protection Regulation, or GDPR.
• Government agencies.
• Organizations that deploy enterprise-level security.
• Businesses and individuals that have shifted to remote and hybrid work models.
• Companies that manage email lists and collect personal information via email.
  

In general, if your company uses business email for internal and customer-facing communications, then implementing S/MIME can add a crucial layer of security.

Cybersecurity experts agree that ransomware poses the greatest threat to businesses in 2022. Since malware and ransomware are most often deployed due to phishing and other email scams, companies should prioritize email security and install S/MIME.

Pros and Cons of using S/MIME

A multi-faceted approach to email security lends itself to innovation as well as complications. Weighing the pros and cons can help you decide if S/MIME is right for your organization.

Pros

1. S/MIME is a very secure email encryption protocol. It offers digital integrity and privacy that prevent phishing attacks and enable secure communication. 
2. S/MIME integrates with several different email solutions. However, some email solutions do not provide native S/MIME certificate support.

Cons

1. S/MIME users can only send secure emails to other S/MIME users.
2. Setting up your digital signature with S/MIME requires intimate knowledge of the platform you are working on.
3. There are also a few cons that are associated with implementing S/MIME certificates. For example, its end-to-end encryption can disrupt email search since the contents must be decrypted to be understood.
4. S/MIME can interfere with other security protocols such as anti-virus scanners, archiving tools, and other data loss prevention mechanisms. For example, emails are scanned for viruses on the way out of the network. But because the email is encrypted, S/MIME will hide the contents from the receiving gateway scanner.

How do I get a S/MIME certificate?

A S/MIME certificate is prescribed by a certificate authority. There are public and private authorities of this kind. You must first find a certificate authority you trust, then you can purchase a S/MIME certificate. You can expect to pay anywhere from $25 to hundreds of dollars per year, depending on the certificate authority that you choose.

What is a S/MIME certificate authority?

A certificate authority is responsible for issuing digital certificates such as S/MIME, SSL, and TLS. The certificate authority determines the security procedures, certificate requirements, and the parameters of the certificates they issue. CAs must document these policies and make them public so that individuals can decide whether or not to trust a specific authority.

2 main types of certificate authorities:

1. Public — a third party that issues certificates to other organizations. Backed by the regulatory standards set out by the CA/Browser Forum, public certificate authorities are generally accepted as trustworthy.
2. Private — an internal certificate authority that only issues certificates for a specific organization. Since they create certificates with specs according to business needs, they are not typically trusted outside the organization.

How to enable S/MIME encrypted emails?

After you get your S/MIME certificate, you will need to enable it in your email client.

Outlook Desktop

1. Select File > Options.
2. Choose Trust Center at the bottom of the menu in the options window, and open Trust Center Settings > Email Security.
3. Now, click Import/Export under Digital IDs, then hit Browse.
4. Open the PKCS#12 file and enter your password.
5. Navigate to Encrypted Email and click Settings to enter a name for your security settings.
6. Navigate to Signing Certificate and click Choose to select your certificate, then confirm your selection.
7. Navigate to the Encryption Certificate and confirm your certificate.
8. Close the Change Security Settings Window.
9. Set your S/MIME defaults in email options.

Outlook 365 Web App (OWA)

1. Go to Settings > Mail > S/MIME.
2. When prompted, select Run or Open.
3. Verify your selection.
4. Next, you need to allow Outlook to use S/MIME.
   1. For Internet Explorer, you will be asked: “Do you want to allow the domain to use the S/MIME control to encrypt and decrypt messages in your inbox?” Select Yes.
   2. For Edge or Chrome, you will receive a message: “S/MIME isn’t configured to work with the current domain. You can add it in the S/MIME Extension options page in the settings for your browser.” Follow the link to settings and allow the domain to use S/MIME.

Gmail

1. After installing the certificate to your device, sign in to your Google console using an administrator account.
2. Go to Apps > Google Workspace > Gmail > User Settings.
3. Under Organizations on the left side of the screen, select the domain you want to enable.
4. Scroll down until you see the S/MIME setting and check the box next to Enable S/MIME Encryption.
5. It may take up to 24 hours for your S/MIME settings to update across the network.

Mac

1. Double click your downloaded certificate file to open Keychain Access. Then, enter your password to install the certificate.
2. Once installed, your certificate will appear in Keychain Access > My Certificates.
3. Close and re-open Mail and compose a new secured message.

iPhone

1. Import your .p12 file and select Open. Enter your password to open the file.
2. Select Install. You may be prompted to enter your password again.
3. To enable the certificate for iOS, go to Settings > Mail.
4. Select the email account associated with your S/MIME certificate under Accounts.
5. Tap your email address on the next screen and then again on the following screen.
6. Go to Advanced > Mail, scroll down, and toggle the slider to ON next to S/MIME.
7. To turn on digital signing and encryption, toggle their corresponding sliders to ON.
8. Close and re-open your mail app to start sending secure emails.

Exchange

1. First, install your certificate on your machine.
2. Open your Windows Start Menu and choose All Programs > EA Disclaimer and S/MIME for IIS and Exchange Server.
3. Follow the steps on the screen to set up S/MIME encryption and digital signatures.
4. When finished, make sure that the Microsoft Exchange Transport Service and the Microsoft Exchange Mail Submission Service are running. If not, then start them.

PGP vs. S/MIME: which is better?

PGP and S/MIME are both email security protocols that similarly use encryption. However, some key differences show how S/MIME has evolved from PGP.

While PGP only covers security issues related to plain text emails, S/MIME meets the needs of today’s businesses by extending this protection to other email data and attachments. Also, S/MIME is already integrated into numerous email clients, so you don’t need to download additional software to experience its benefits.

The table below details the main differences between PGP and S/MIME:

PGP	S/MIME
Designed to process plain text emails	Designed to process email and multimedia files
Ideal for personal use	Ideal for office, enterprise, and industrial use
Based on user key exchange	Relies on certificate hierarchy for key exchange
Requires additional software	Integrated with commonly used email products
Standard encryption	Strong encryption
Diffie-Hellman digital signature	ElGamal digital signature
Can be applied to VPNs	Applies to email services
Public keys = 4096	Public keys = 1024
Less expensive	More expensive

Wrapping up

S/MIME is a powerful email encryption protocol that offers digital signatures to keep your email data secure. In today’s world of rising ransomware losses and increased vulnerabilities caused by fragmented security ecosystems, email encryption is your best defense against fraud.

Implementing S/MIME increases your organization’s ability to protect consumer information, internal business data, and login credentials. The email security protocol is the strongest of its kind and is backed by Public Key Infrastructure, or PKI, to secure your email and let your recipients know that your domain can be trusted.

Use S/MIME to protect against phishing, spoofing, man-in-the-middle attacks, with the ability to encrypt and digitally sign your emails. Whether you are just beginning to grow your email list or have legacy security protocols in place, there is a S/MIME solution for every major email client.

What is a business Gmail account?

Google business account is also known as Google Workspace is a cloud-based productivity suite provided by Google (formerly named Gsuite). It’s a workspace where you can work connect, collaborate and develop team projects. Google Workspace is known for being the business account for Gmail.

Individual vs professional

The difference between individual use and professional is all about the design. Gmail and Google Workspace are fundamentally different from a design perspective. Many functions are similar, though the individual account is made and designed for 1 individual user and Google Workspace was made for businesses and team mesh-ups.

the default of Gmail is that it’s designed for individual use, file sharing is limited and there is no team management in Gmail for individuals. If a user wishes to share a file with another user, rights need to give in order to do so. If the company is a team of 5, you must enter 4 other members’ email addresses. Once your company grows beyond a certain point collaboration problems will start to occur.


Further to this access to the likes of Gmail, Drive, Calendar, Google Meet, Docs, and Google Forms undoubtedly look familiar to you as applications that you at one point have used individually. The moment you set up several of these Google Apps within the same Google environment, you can ensure important and time-saving synergies within your organization. Google Workspace offers all applications in one package.

Therefore, for a company with more than 10 employees, using Gmail as a corporate mailbox will experience inconveniences in teamwork & collaboration. If your company uses Google Workspace, all access rights of all cloud files can be preset to the company.

However, on the flip side of this Gmail is a free service whilst Google Workspace is paid. The pricing plan can be seen here.

Free account vs Paid Gmail for organization

Here is a brief outline of the differences between 

	Gmail	Google Workspace(G Suite)
Design Concept	Personal Use	Gmail for business(with domain)
Ownership	Individual	Company/Organization
Access Right is owned by	User who has the password	Business Administrators
When requesting individual account’s resources	Requires user’s permission	Default rights
When losing access to an individual account due to personnel changes	Loss of access to data & services requires rebuild	The data can be saved and transferred, and the service in use can continue to be accessed.

Advantages of Google Workspace: 

• Provide customer service via phone & email
• Access to Admin console, allowing granular settings & control which is unavailable to gmail users
• Use your company name for your email adress e.g @yourcomppanyname.com and not @gmail.com 
• Enjoy higher storage capacity and with an upgrade to enjoy unlimited capacity 
• It’s not just about mailbox but also a variety of cloud office collaboration services

A full scope of Google Workspace plans can be found here

Create a Gmail account for an organization 

1) “Go to Google workspace” and click get started, to create a Google workspace account first

2) “Add information” about the admin of the business account 

3) You will be asked about your Google domain, Google will provide you with a Google domain if you don’t have 1.

Set up your GSuite to your domain with your business address 

1) “Input” @example.com into the next box and click next

If you use a domain that is already in use. You will receive an error and a link to creating your own domain for your business or if you own a domain already in use Google will provide you with the steps to claim this domain to use for Google workspace.

If you need to create your own domain. Google will give you the option to search for the domain you wish to use and click the domain which is closest to your inputted name.

2) “Select the domain” you wish to use 

3) “Put your business information” 

Note: You will be asked to opt into some marketing/promotional emails.

4) “Create a username and password“

5) “Review your payment” plan and proceed to payment details.

Note: in this final step you have the option of entering a promo code and then finally you will enter your payment method details as standard. 

How to manage a Google My Business organization account

An organization lets you manage your Google Business Profile. Each company is allowed to have only one organization in its business profile. An organization account is a type of Business Profile designed for third parties who are responsible for managing locations on behalf of business owners. Organization accounts can only manage a location after the location grants permission to the organization. Users within an organization account are responsible for managing locations. Before a user can be added to an organization, their account must not directly own or manage any locations or location groups.

Here’s a summary of the different capabilities of each role:

Capability	Organization owner	Organization member
Add and remove organization members	yes	yes
View organization details	yes	yes
Edit organization name	yes	yes
Edit organization name	yes	yes

List of resources that will be useful when managing your business organization. 

• Informative video on organizing business accounts
• Workspace handbook
• Workspace vs Office 365
• Google Workspace learning center
• Benefits of Google Workspace

Add owners and members in Gmail for organization

Only the owner of an organization can add owners and members to it.

To add an owner or member to your organization:

1. “Login” to the Business Profile Manager.

2. Select the “Users tab” of the organization.

3. Select the “Add New User” on the top right.

4. “Fill in the info” of the new contact

Remove owners and members in Gmail account to manage my business

Only the owner of an organization can remove owners and members from it. 

To remove an owner or member from your organization:

1. “Go to” Business Profile Manager.

2. “Select the users tab” from the drop-down menu.

4. Select the contact you want to remove and “Click Remove“

View organization ID and other details to manage my business gmail

To view organization details:

1. “Go to” Business Profile Manager.

2. “Click Menu” for the organization and choose Details.

You’ll see the organization name, 10-digit organization ID, and other details.

Some user group members may not have access to see the organization ID. In this case, try contacting the organization owner for the organization ID

Transfer primary ownership of an organization in gmail

To transfer primary ownership of an organization:

1. “Go to” the Business Profile Manager.

2. “Select the User Tab” organization from the drop-down menu.

3. Click the dropdown menu next to the user’s name and choose Primary Owner.

4. “Click Transfer to confirm” that you want to make this user the primary owner, and click done.

Note: Only admins will be able to do such action

Delete a Gmail organization

Before you delete an organization, you must first remove or transfer any locations and users within it. Deleting an organization can’t be undone.

To delete an organization:

1. “Sign in to Business Profile Manager”.

2. Click Menu for the “Account settings“.

3. “Click Delete” organization.

4. “Confirm” that you want to delete the organization.

Conclusion

To conclude, using Google workspace is a powerful tool for your organization to use. Real-time collaboration is a priceless value for organizations, especially in the current pandemic situation. Google workspace allows remote working to become a seamless integration with their blended tools used for any use case.

Further to this Google has an expansive range of support for organizations and workspace users to help users quickly get up to speed with their products. As well as a range of support provided to organizations to help resolve solutions.

The number of data breaches has already exceeded the number of incidents that occurred in all of 2020 by 17% so far in 2021. Today’s business environment is becoming increasingly reliant on digital technologies like email for communication within an organization, and with outside vendors and suppliers.

What is email security?

Email security refers to the practices and protocols that can be put in place in order to secure sensitive emails as well as protect against social engineering and malware attacks. Certificates and encryption are often used to protect email servers as well as technologies such as SMIME or Secure Multipurpose Internet Mail Extensions that incorporate asymmetric cryptography to keep email files safe.

Email security also involves elements such as education, fraud protection, and gateway security. You can expect to pay at least $40 an hour for a quality developer who understands email security, but many businesses rely on their email host and firewalls alone. Fortunately, there are many options available today for those that require a more secure email environment.

Is your business email protected? Let’s find out.

Does my business need email security?

Email is one of the most popular ways that organizations communicate with customers, prospects, partners, vendors, and other businesses. With so many emails going in and out every day, businesses often overlook the security implications that this can have on businesses of all sizes and industries. 

In short, all businesses that use email need some form of email security in place. Here’s why:

• Phishing emails are responsible for over 90% of successful cyber attacks
• The average web developer possesses less than 5 years of experience according to recent surveys
• According to the Verizon 2021 Data Breach Investigations Report, 43% of all data breaches involve small and medium-sized businesses

Most common email security threats:

Malware delivery. Fraudsters send spam emails impersonating trusted senders and trick their victims into downloading files that contain malicious content. The malware, going unnoticed, can then infect entire networks and cause serious data breaches.

Credential theft. Phishing emails are designed to deceive employees into giving up sensitive information including names, email addresses, bank account information, and login credentials from both customers and employees. 

Business email compromise. A more sophisticated type of spear phishing targeting high-ranking employees, BEC fraud is where attackers invest much of their time and effort into studying these individuals so that they can build trust and retrieve sensitive information that other employees may not have access to such as trade secrets.

Malicious bots and DDoS attacks. Hijacked botnets send out a large number of emails to a business, crashing the server and shutting down B2C operations. On the other hand, DDoS attacks on email servers mainly target B2B emails in order to cause the most damage possible. 

Authentication attacks. These attacks include brute force, credential stuffing, and other techniques to gain access to a company’s email server. At this point the attackers have access to all emails and attachments that are stored on the server, leading to catastrophic data leaks. 

Zero-day vulnerabilities. When vulnerabilities are discovered and disclosed but have not yet been patched, cybercriminals can take advantage of this security vulnerability and exploit businesses until a patch is finally issued. 

As you can see, the list of ways that malicious attackers can gain access and exploit email vulnerabilities is long, and these are only a few of the main security concerns regarding email security. 

Types of email security

In an effort to combat attacks created by cybercriminals, there are a number of email security techniques and tools that can be used to protect email servers and individuals within an organization from falling prey to an attacker:

1. Email phishing protection

To prevent phishing attacks, organizations typically need to take a layered approach that includes educating employees in spotting social engineering scams and multifactor authentication protocols. 

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2. Email spam protection

Protecting from unwanted spam messages that could potentially lead to a data breach or more serious cyber attack can be as simple as not giving out your personal or business email address and only using an outside email address to fill out web forms and create accounts. However, with spammers growing more sophisticated, it can be helpful to use spam filtering tools in addition to antivirus software to thwart potential attacks. 

3. Email fraud protection

In addition to regular cybersecurity education where employees learn how criminals use impersonation and other fraudulent techniques to extract information or execute malware attacks, using email scanning software can be crucial for inboxes with heavy traffic. Email scanners comb through all incoming emails in order to spot clues that identify fraudulent emails and separate them from genuine messages. 

4. Email gateway protection

Using a secure email gateway is one of the most proactive methods for preventing email cybersecurity threats. Office 365 encrypted email and other encrypted email solutions provide protection before emails are even delivered to the server to protect businesses from all kinds of email spam, viruses, malware, and DDoS attacks. A secure email gateway scans all communications, attachments, and URLs going in and out of an email server to spot malicious content before it reaches employee inboxes. 

Email security protocols

The SMTP (Simple Mail Transfer Protocol) sends and receives emails, but offers no authentication value. That’s why many email servers need an extra boost from other authentication protocols. While each protocol works slightly differently from the next, email authentication relies on a standard process.

Email authentication standard process:

• Verify the domain and sender address
• Domain server adds encryption keys
• Receiving server authenticates the encryption key
• Receiving server decides what to do with the email (i.e. send, reject, or quarantine)

Here we differentiate between three of the main email security protocols, DMARC (domain-based message authentication, reporting & conformance), SPF (sender policy framework), and DKIM (domainkeys identified mail), that are meant to be layered in order to protect against email spoofing and other malicious attacks. 

SPF

Sender Policy Framework is an email authentication protocol that helps servers decide whether or not an IP address is authorized to send an email. If the IP address is listed and there is a valid SPF record, then the email passes. If the IP address is not found in the DNS records, then the email is either rejected or moved to spam. 

Pros:

• Helps stop most domain spoofing attempts
• Prevents phishing attacks
• Builds your domain reputation

Cons:

• Emails that are forwarded may fail authentication
• Records must be updated each time there’s a change in IP address or email vendor
• Limited number of DNS lookups before the server automatically fails authentication

DKIM

Domainkeys identified mail builds on the protocols that are put in place by SPF to make email even safer. DKIM acts as an email passport that can verify your identification using cryptographic authentication keys. When you send an email, DKIM is attached so that the receiving server is able to properly identify where the email came from. 

Pros:

• Increased email deliverability 
• Increased phishing protection
• Build your domain reputation

Cons:

• Forwarded emails may not be verified in addition to the original sender
• Whitelisted domains bypass analytics
• Only authenticates the sender; not the email contents (such as malicious links)

DMARC

Domain-based message authentication, reporting, and conformance is a three-in-one tool for email security that builds on the authentication protocols of SPF and DKIM. It is an email authentication, policy, and reporting protocol all in one, helping domains prevent unauthorized use. 

Certain policies can be created by the domain owner to tell DMARC how to treat messages. During the DMARC setup process, the policy can be set to none, where the message is delivered normally; quarantine, which places the message in a quarantine folder like junk or spam; or reject, and the message is bounced. 

Additionally, DMARC also offers unique reporting features that can help further prevent phishing and spoofing attacks. In fact, domain owners using DMARC are able to see where each email using their domain is being sent from. That means that potential spoofing attacks can be stopped in their tracks.

Pros:

• The domain owner can specify how to treat unauthenticated messages
• The domain owner can see where email using their domain is being sent from
• Fills in the gaps where SPF and DKIM fail

Cons:

• Legitimate emails might fail authentication
• Doesn’t check the email contents

As you can see, a layered approach to email security protocols is the best way to ensure that your business email is safe from cybercriminals. 

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Email security best practices

Protecting your business from email security threats is no simple task. Protecting your organization from malicious content and potential threats requires an approach that includes the use of email security tools, email security services, and email security education for all employees. 

Follow these four email security best practices in order to keep your business safe from potential cyber threats:

1) Email security awareness employee training

Using email is practically a requirement for doing business today across all industries and sectors. If your company uses email for communicating internally between departments or externally with vendors and suppliers, then your organization should mandate email security awareness employee training. 

Ensure that all members of the organization, including management and C-level executives, are trained in identifying social engineering tactics and know basic cyber hygiene skills such as leaving unknown links alone and not opening messages from unknown senders. 

2) Use multi-factor authentication

In addition to stringent employee education regarding cybersecurity and online privacy practices, it is critical that all employees use multi-factor authentication in order to access all business applications. Using multi-factor authentication to access email applications is essential especially as more companies deploy IoT devices and allow workers to work remotely. Identifying users that are accessing your network at any given time is essential for email security. 

3) Email encryption

Ensure that your business is using email encryption for all users to ensure the protection of individuals, company assets, and network security. Using encryption protocols for emails can provide an extra defense against bad actors that are able to access your email servers. Without the proper encryption credentials, it is almost impossible to decrypt encrypted emails. 

4) Keep your software up to date

Finally, to make sure that your network vulnerabilities are protected, it’s of utmost importance that businesses of all types and sizes keep their software up to date and regularly scan for vulnerabilities. Even the smallest hole can lead to major disruptions if hackers with ill intent want to exploit an organization. 

For example, one of the largest ransomware attacks took advantage of companies that had not yet updated their operating systems when a simple security patch could have eliminated the vulnerability. As a result, the WannaCry attack affected nearly 230,000 systems and companies incurred $4 billion in losses across the world. 

Email protection services

Many businesses struggle to manage email threats on their own and find that turning to email protection services streamlines email security efforts. There are countless email security services and offerings, but here we will just provide a brief overview of the basic email protection services that are commonly used for business applications. 

1) Cloud email security

Cloud or cloud app email security scans and filters emails that have been received by your domain server through direct integration with APIs. This means that ransomware and other malicious content that is stored on your server in connection with your API (think Exchange, OneDrive, Dropbox, etc.) is sandboxed and won’t infect your network. Another key feature of cloud email security is that it also prevents unauthorized sharing of sensitive files like account numbers and other personal information. 

2) Secure gateway for email servers

Using a secure gateway for all email servers within an organization’s network is crucial for stopping malicious content before it can even be introduced into your communication ecosystem. With a secure email gateway, each email passes through the gateway server before it goes to your domain server. Both incoming and outgoing emails can be analyzed to keep fraudsters out and sensitive information in. 

3) Hosted email security

Hosted email security is a cloud-based email scanning and filtering service that many established online security companies make available to their customers. The advanced features of hosted email security software help organizations increase spam detection rates as well as limit the number of phishing emails that are able to enter the network, which could contain harmful malware. These services include standard anti-spam detection, the ability to block suspicious attachments, and even advanced message inspection. 

Email security tools

A mix of capable technology and continual re-education is crucial to fully protect your company from email fraud and other malicious attacks. There are many different types of security tools available that protect your network from the outside, from the inside, and even by scanning emails and suspicious links. Here are eight of the most valuable email security tools:

1. Email spam blocker – Email spam blockers detect malicious, unauthorized, and unwanted emails and prevent them from making it to your inbox. 

2. Email security scan – Email security scanners use your email address and other information to see if your email has been hacked or compromised. 

3. Network sandboxing – A network sandbox isolates emails from the rest of your network so that they don’t pose any threat while they are analyzed for suspicious activity. 

4. Content disarms and reconstruction – Content disarmament and reconstruction or content sanitization is a process that eliminates elements of an attachment that are suspicious while leaving the rest intact. 

5. URL rewriting – URL rewriting tools identify suspicious URLs within an email and rewrite them so that they either are not clickable, are removed from the message, or are redirected for a time-of-click analysis. 

6. Remote browser isolation – RBI ensures that security risks are isolated by sending users to an external browser when they click on a suspicious link where they can only interact with clean content since all malicious content is not rendered. 

7. Lookalike domain detection – Many fraudsters try to trick email recipients by using a domain that is nearly identical to a legitimate and familiar domain, but modern email security solutions allow domain owners to list suspicious lookalike domains that are not to be trusted. 

8. Anomaly detection – Using telemetry and data intelligence, email anomalies and deviations from normal behavior on email servers can be detected to prevent even the most sophisticated attacks.

Putting it all together

The best privacy email solutions often require a layered approach that includes different aspects of email security and protection since there are so many different types of attacks that can be executed using email as a tool. Hackers and cybercriminals often use email as a way of penetrating a network, either by social engineering, spam, or malicious software downloads. 

Fortunately, following these email security best practices, utilizing the right email protection tools, and understanding the ways that cybercriminals are able to use email to cause data breaches can help prevent future cyberattacks.