remote work

Article Dean Dorton

COVID-19 has rapidly changed the landscape of our professional lives. No one could have predicted the year that we have seen, as well as the digital transformation that has occurred in many organizations trying to quickly adapt to a work-from-home model. 

The good news is that eventually the pandemic will end and people will return their normal duties, with likely some in-office and some virtual. After spending months working from home, many of us are anxious to go back to the office, at least on a regular basis to meet with colleagues and experience these social interactions that we so missed lately.

During the early stages of the pandemic, we observed an uptake in cybersecurity incidents related to remote work. Did your organization do any of the following?

  • Give laptops or other devices to employees to take home
  • Give open remote access to employees
  • Start utilizing new software programs
  • Give users local administrative rights

Any of these, as simple as they seem, open up your team members, devices, and your network to vulnerabilities, especially if new software was installed but is potentially malicious in some way.

As you continue to evaluate and navigate returning to work and remote work, consider these cybersecurity responses:
  • Implementing a comprehensive plan for your organization before employees return is of the utmost importance. The risk appetite (risk that an organization is willing to accept) will be different for every organization. An accounting firm may not have the same risk appetite as a hospital, for example. The basic checks will remain the same for most organizations, however.
  • How will you ensure that devices that were used in homes for months are not compromised and will not be leveraged by threat actors to spread as soon as they are connected to your internal networks? This would be a worst case scenario. An organization may have many technical controls in place to prevent incidents within their network, but it can be difficult to account for the wild card of laptops and other devices that have been at other locations being introduced back into the environment.
  • What software was installed by the employee and what other devices have been on the same home network 24/7 for the past few months?
  • How will you assess the risk related to how the device was used in the household or the level of exposure to unsecured devices?

We know that once threat actors gain access to system, they can wait idle for days, weeks, or even months before launching a cyber attack. Some of them are certainly lurking for the right opportunity to strike. Unfortunately, this opportunity may be when the user brings the infected laptop or other device and reconnects to your network, allowing the threat actor to propagate and infect many more laptops and/or devices in your organization.

Beyond standard practices such as effective patch management is effective and up to date anti-malware, we also recommend doing a thorough review of these devices before they are connected back to the internal network. This can be done manually or with an implementation of a NAC or Network Access Control system. This would allow your organization to set a baseline that laptops and devices must meet before they can connect to your network. These baselines could include ensuring that the laptop or device is patched with the latest critical updates, ensuring that the firewall is turned on and that the laptop or device has anti-malware software installed.

The majority of these solutions are highly customizable and can be tailored to fit your organization’s specific needs. Dean Dorton’s cybersecurity experts can assist you in putting a plan together, so risk is minimized and laptops and other devices do not put your information and systems at risk.

Cybersecurity Services

Gui Cozzi
Cybersecurity Associate Director
gcozzi@ddaftech.com • 859.425.7649

Article Dean Dorton

Our country and much of the world is locked down due to the coronavirus (COVID-19) pandemic. As we look forward to returning to our usual lifestyles, it’s apparent that what was normal pre-pandemic will not be the same post-pandemic. We are starting to hear plans that begin to phase out restrictions and lead to the reopening of businesses in a ‘new normal’.

While everyone has faced rapid and significant change, one thing remains constant: the need to maintain security of information systems and comply with regulatory requirements.

The unique situation we are all faced with provides an added challenge when it comes to our IT Security. Many businesses may have bypassed existing controls in order to maintain productivity during the pandemic. For example, the Federal government relaxed HIPAA regulations for telehealth services in order to maximize the number of patients who were able to receive treatment, and ease the burden on the healthcare industry.

Companies have adapted and some have learned new ways to conduct business. These adaptations occurred within a rapid time frame. New processes were developed, established change management procedures may have been ignored, and there likely was not enough time to consider the ramifications to regulatory compliance requirements. The quick-fix genies that were let out of their bottles to assist during the pandemic, now need to be re-evaluated and potentially return to their rightful homes.

Dean Dorton has identified the following challenges and learning opportunities that will be essential to address once we are no longer under a COVID-19 lock down.

Disaster Recovery

  • Was this treated as a disaster event?
  • Updating the disaster recovery plan.
  • Documenting lessons learned.

Incident Response

  • Does the plan address national and global events?
  • Documenting lessons learned.
  • Updating the incident response plan.

IT Risk Assessment

  • Did the IT risk assessment address this risk?
  • Updating the IT risk assessment for national and global events.

Existing/New Internal Controls

  • Were existing IT controls circumvented?
  • Were mitigating controls in place?
  • What new IT controls are needed for new processes?

IT Policies

  • Do IT policies address the locked down work model?
  • Updating IT policies.

HIPAA

  • Were Telehealth solutions implemented or expanded?
  • Once regulatory requirements are restored, will processes comply?

PCI

  • Was credit card information taken or entered differently during the lock down?
  • Were new processes PCI compliant?

GLBA

  • Were Higher ED remediation efforts placed on hold?
  • Even with a Single Audit report filing extension, Higher ED will still need to comply on time.

CMMC

  • Were DoD CMMC remediation efforts placed on hold?
  • CMMC deadlines are loosly defined at this point, but will be coming this year.

Dean Dorton has a team of IT Audit and Compliance professionals ready to assist your organization with navigating the challenges awaiting a “new normal” as it relates to IT security controls, IT compliance requirements, and the related policies and procedures.

We can assist your organization by getting your compliance back on track. If you would like to brainstorm more about how to prepare for the post-pandemic world or how to evaluate your pandemic response, please contact Kevin W. Cornwell.

IT Audit ServicesCybersecurity Services

For more information on how the Coronavirus is impacting businesses across multiple industries, visit our COVID-19 resource page:

COVID-19 Resources

Article Dean Dorton


Assessing your business to be ready for a comeback.

I don’t want to be the guy who is always trying to make lemonade when life throws a lemon. I also do not want to minimize the severity of the COVID-19 pandemic. However, I do have to point out that the COVID-19 pandemic presents many businesses a unique opportunity to restart in a stronger position than they were in prior to the pandemic. The business environment that will exist once the effects of COVID-19 are diminished and social restrictions are lifted may be different from what you were accustomed to. Businesses need to start preparing to capitalize on new opportunities to grow and strengthen their operations. Businesses that have the self-awareness, proper team, and clear focus can position themselves to thrive as the world finds a new normal. Here are ten ideas to make your business better.

10 Ways to Make Your Business Better PDF
1. Be honest about your business strategic strengths and weaknesses

Where does your business thrive? In what areas should your business deliver world class / best-in-class service? Where is your business only average, or below average? Were staple revenue streams showing some signs of decline?  What pain points have you felt for years but have never dealt with (those will still be there post-pandemic)? Are there additional revenue streams, products/services that need to become a focal point? Is your overall business being handicapped by under performing segments? If operations have been idled due to the pandemic, consider the possibility that some segments of your operations should be closed indefinitely. Businesses should use this economic slowdown to understand the points of leverage they have over their competitors and those that will be differentiators post-pandemic.

2. Understand the business environment and what has changed

The post-pandemic business environment may look very different from the pre-pandemic business environment. The world made a very rapid adjustment to social distancing. Millions of workers have been logged into their workspace from home for weeks now, many for the first time ever, and many are surprised to find they like it. Flights have been grounded forcing the sales-force and consultants to interact with their clients and teams virtually. The one-on-one interaction that many businesses were accustomed to has been replaced by telecommuting. Businesses may find that they no longer need the corporate office space that was once idolized, nor do they need the robust retail space to serve customers that have grown even more accustomed to online retail.

Businesses reliant upon gathering of individuals (hospitality, entertainment, travel, food service, sports to name a few) need to be aware that social distancing has forced customers into their homes for significant amounts of time, with limited trips of any kind, and an inward focus on natural community to meet many needs. Also, the realization that many basic goods and services can be met online (think telehealth, religious services from the family living room, Google Classroom and food delivery) has fostered a consumer “cocooning” effect. Consumers have accepted being restricted to their home. Also, expected post-pandemic health anxiety (avoidance of handshaking, large groups, unnecessary business travel), as seen in post-pandemic China, further adds complexity to the consumer environment businesses will face.

3. Understand your opportunities – customers/services

After doing a thorough analysis of your business (pre-pandemic) and giving consideration towards what the post-pandemic business environment will look like, businesses need to carefully examine their opportunities. How can they re-engage with both existing and new customers? Businesses seeking to enhance their value and market share need to align their obtainable strengths (the differentiators that set them apart from competitors) with the opportunities that will be in high demand post-pandemic. Understanding opportunities in the post-pandemic economic may mean:

  • Shifting from physical presence to an online retail presence
  • Reassigning team members to emphasize new or different services or products
  • Recruiting people to the business with skill sets that have never been required
  • New strategic alliances to protect the supply chain, secure access to capital
  • A marketing shift to create a new public persona

Businesses must also consider that the economy may re-open in stages. Each stage may have its own opportunities and life cycle. Businesses must consider its timing as it pursues post-pandemic opportunities and plan accordingly.

4. Know your team

Most businesses are only as good as the team they employ. To maximize identified strengths or potential strengths, to navigate the post-pandemic business environment and to capitalize on upcoming opportunities businesses must have a strong cadre of team members to support the mission. Businesses must identify the key roles that will be crucial for their success, identify the skills required for those roles, and do an inventory of their organizational structure to identify any roles or skills that are lacking. Businesses also need to consider opportunities to shift pre-pandemic responsibilities between team members to capitalize on under-utilized skills or abilities. Businesses may need to consider outsourcing non-essential activities such as accounting, human resources, and marketing to free internal resources and gain access to external resources. Lastly, businesses need to consider their succession plan.  Do you have a plan in place to transition key roles and responsibilities if needed? Is your business protected from the unexpected loss of a key team member?

5. Know your needs – Evaluate your supply chain

Consumers have benefited from the global economy since the Reagan presidency. The global economy brought global supply chains which emphasized efficiency above all else. The COVID-19 pandemic has revealed the risks assumed by over dependence on global supply chains. Businesses will likely reconsider the emphasis on efficiency and explore options for supply chain reliability and control through domestic options. This may lead to re-shoring of international manufacturing as losses in the short term are outweighed by the risk of efficiency. This creates opportunities for local industries that have been impacted by the import economy but will require businesses reliant on international suppliers to manage costs and supply chain relationships.

6. Know your community – Key relationships

To be stronger in the post-pandemic economy, businesses need to identify those external relationships that will be key in helping the business succeed. This includes financing relationships, key stakeholders, significant vendors, legal counsel, tax/accounting, human resources, real estate and on and on. Businesses should be proactive in communicating any strategic initiatives with its key relationships to ensure alignment. This may include replacing some relationships with new participants, adding new types of relationships, and having difficult conversations with a relationship that needs to bring more value.

7. Prioritize your marketing plan

Most business’ marketing and sales funnels have been smudged, if not erased. Marketing efforts will need to be rebooted. Businesses should not assume customers will automatically return. Businesses should not assume prospective customers are exactly where they were in the sales cycle pre-pandemic.  Marketing efforts need to be tailored to a new business landscape sensitive to an economy that has been quarantined for many weeks. In some cases, businesses will need to work to re-build awareness of its services and products, especially new services or products. As always, the timing of the marketing strategy will be essential.

8. Plan for next time

The medical community has identified an unsettling trend. From 1900 to 2000, the World Health Organization identified 4 pandemics (including AIDS/HIV, which is ongoing). Since 2002, the World Health Organization has identified 5 pandemics (excluding AIDS/HIV, including COVID-19 which is ongoing). Businesses need to be prepared for future situations such as the COVID-19 pandemic. Factors to consider when building such a contingency plan:

  • Team member safety
  • Access to cash or capital
  • Continuity of services
  • Communication protocols
  • Inventory / supply stockpile
  • IT infrastructure integrity/security
  • Data availability

9. Establish the vision for what the business will be

It may be hard to see beyond the imminent threat of the COVID-19 pandemic, but successful businesses see beyond the dark horizon and envision what can become in the long term. This vision will serve as a guiding star as short and mid-term challenges are navigated. The world is changing more rapidly than it ever has. Future growth and opportunities come from seeds that are planted today. All business analogies ultimately point towards Apple, so consider Apple 20 years ago. The dotcom bubble was crashing and the Apple computer business was failing. While the traditional Apple business was in a pinch, the leadership of Apple was envisioning the iPod and iPhone, which would go on to alter life as we know. If you struggle to cast a vision for your business, start with a perspective of gratitude for the fact that your business is surviving and build your vision from there.

10. Communicate… then communicate some more

If a mighty tree falls in the woods with no one to hear, does it make a sound? I have no idea. I do know that a business with a great plan but a failure to communicate it effectively has set itself up for loss. As businesses build their plan and formalize their identity for the post-pandemic era, they must communicate effectively. Key team members and strategic partners must understand your business’ intentions. Short, mid and long-term plans need to be communicated to provide guidance in the day-to-day and to provide stability over the mid and long-term time frames. Communicate how business is going to be different going forward. Communicate new cultural guardrails and expectations. Empathize with team members as they adjust to a new normal but be rational about the facts of the situation and the opportunities ahead. Instill confidence in team members by letting them be part of the long-term plan.

These are indeed interesting times, but these are times that businesses can use to add value to their future operations. Businesses that engage the new environment, are sensitive to their current and future customer needs, and that can be agile enough to deal with the challenges the restart will bring should be positioned for long term success.

We would be thrilled to talk to you about your business. If you would like to brainstorm more about how to strengthen your business for a successful post-pandemic relaunch, please contact Justin Hubbard at jhubbard@deandorton.com.

Article Dean Dorton

You’ve heard the standard tips and tricks of how to stay positive and productive when working from home- Keep a routine, make sure you’re active, get some fresh air, etc., but apart from the basics, how do you ensure you have the right technology tools to support you through this “new normal” we are facing?

With so much fear, uncertainty, and angst taking over our communities and daily lives, it’s hard to feel in control of both personal routines and business processes. Without a doubt, we are living in unprecedented times – add in the shelter in place orders, stir up of economic turmoil, and trying to work remotely – and you’re up for a challenge.

Businesses are being forced to shift their operations and focus on a digital and virtual business model. Don’t let technology disruptions stall your organization’s success– with Dean Dorton Technology, you can make your remote situation more stress-free and efficient with these top five tools from our diverse technology stack:

1. VoIP Systems: No phone technician, no problem! With our Voice-over IP (VoIP), your telephone system can be completely centralized to make communication with colleagues, customers, and prospects, more manageable and smoother. VoIP is not limited to local connections, so you can make or receive calls from anywhere. A few benefits of VoIP include:

  • Cost reduction from your current phone service
  • Single number reach to multiple devices and call forwarding. Office phones can be easily installed at remote employee homes
  • Soft-phones on remote PC’s or smartphones to maintain business identity and protect your employee’s private cell numbers
  • Voicemail to e-mail

2. Video Conferencing: How many times have you signed into a meeting and had to wait for someone to start sharing their screen and it didn’t work or got kicked out and had to dial-in a few times? With reliable tools like Cisco Webex, virtual collaboration has never been easier and more pain-free. You and your team can make the most out of every meeting (from the comfort of your own home!) with real-time mobility and “face-to-face” collaboration.

Yes, phone calls are great, but with all the stress around us, it’s critical to stay connected in a dynamic environment and continue maintaining personal relationships with colleagues and customers as much as possible.

3. Security Authentication: According to a security article from The Hill, researchers for cyber group Barracuda Networks found a 667 percent increase in phishing emails using the coronavirus to trick individuals into clicking links or downloading attachments that included computer viruses.

Don’t fall victim to ransomware and malicious encrypted messages- Dean Dorton has tools such as Okta, Duo, Crowdstrike, Cisco Umbrella, and many others to help ensure secure your user accounts and end-point devices are secure.

4. Cloud Accounting: Financial management is posing as a big challenge for some organizations that use on-premise solutions or have to maintain their servers onsite. With Dean Dorton’s premier cloud accounting solutions like Sage Intacct or Microsoft Dynamics 365 Business Central, you can access your financial and operational data from anywhere at any time, with the security of the cloud.

Accelerate your cash flow! With our cloud accounting solutions, go paperless with automated accounts receivable and accounts payable processes. This allows your finance team to avoid handling paper invoices and transactions, mitigating the risk for errors. You can also manage ACH payments quickly, letting you get paid faster and pay vendors faster during these trying times.

5. Team Collaboration: Apart from video conferencing, Dean Dorton’s team collaboration tools can make communication stronger and increase team productivity. With technology like Webex teams and file sharing, your entire organization and teams can chat in real-time and continuously be on the same page.

Overall, we don’t know how long this “work from home world” will last, but whether it’s three more weeks, one month, or six months or more, it is critical that your business is prepared to adapt and respond to unique scenarios like this. We also don’t know how many of our team members will want/expect to work from home permanently. Now is the perfect time to assess what technology you need for the current situation, but also plan for other “disaster scenarios” that could come in the future– will you be prepared to tackle those?

Don’t let technology disruptions get the best of your business. All in all, keep calm and carry on- and let Dean Dorton take the stress away when it comes to doing “all things digital.”

View all of Dean Dorton’s Remote Work Tools