Is your Home/Work Office IT Strategy supporting efficiency?

Over a year ago the world was faced with a tremendous threat. For everyone’s safety people were forced to stay at home and remain distant from everyone else. In business, people always come first, so businesses had to find ways to adapt and find innovative ways to conduct business. Businesses that found alternate ways of operations have been able to carry on, while those who did not struggle. Many organizations leveraged technology to establish a collaborative virtual environment that has become the norm. It is incredible to hear companies like Microsoft express that their employees can work remotely indefinitely. With this change in the work landscape, it becomes crucial to think about the technology and devices being used for work at home. Most people did not purchase their current devices with the idea that such devices would be used for work. Additionally, the IT department has always been responsible for taking care of computers at work to include device selection, updating, and failure. But are you prepared to establish and recover all your hard-work stored on your computer in the event of its failure? 

Typical home computer users purchase a computer with the idea of sending and receiving emails, browsing the internet, watching movies on Hulu/ Netflix, watching videos on YouTube, or simply keeping up with social media sites such as Facebook, Twitter, and of course LinkedIn. Computers purchased for this purpose do not require much computing power, extensive memory, or large storage capacity. On the other hand, many users download and install productivity programs/ applications such as Microsoft 365 suite, amongst others on the same lightweight computers. With remote work, these same computers are now running bandwidth-hungry applications such as Zoom, MS Teams, GoToMeeting, Skype, and many others. It is not uncommon to have one of these collaboration tools open while also using productivity applications that may be taxing the computer's resources. This continuous effort by computers may be causing slow and degraded performance that could eventually result in failure. Most computer users are not accustomed to conducting backup and restore procedures of their computers which results in the loss of many months or years of dedicated efforts. Before this happens, the computer’s Operating System will try to communicate that it needs to be upgraded, or replaced.

Operating Systems

The Operating System is responsible for supporting the instructions required to conduct basic functions such as executing applications and controlling peripherals. When presented with the question about what is the best Operating System many would search data about what is the most popular Operating System. After all, if the Operating System is popular it has to be the best. Right? The question about the best Operating System has always sparked a debate but this article is not meant to continue this debate. The intention instead is to think about what happens when technology fails and how to avoid the inevitable. Despite the choice of Operating System ecosystem, it will fail eventually. 

Microsoft’s Windows 10 has over 70% percent of the Consumer Operating System market making it the most popular Operating System today. Windows 10.0.18363 Build 18363 is the most current version of Windows. Build or version 18363 is a testament that Microsoft has been continuously working to improve security and the user experience. Windows 10 price starts at $139. Although Windows 10 is more reliable than its predecessors such as Windows 7, 8 and the unpopular Windows Vista users continue to be presented with challenges. Have you ever been focused on an important piece of work and were greeted with this dreaded picture on your screen? 

Microsoft Windows blue screen of death error (BSoD) or a System Crash.

Apple’s macOS 11 or Big Sur (previous versions were known as macOS X) is the most current version of the Operating System. macOS X has over 16% percent of the Consumer Operating System Market and it is free of cost to download. Even though Apple has a reputation for stable and secure performance several vulnerabilities were reported in January 2021 for Apple’s mobile device Operating System (iOS) that have already been addressed. Apple security updates

Much like the Windows Blue Screen of Death, MacOS presents the Gray/ White Screen when the system encounters memory, hardware, software issues.

Linux uses a different approach than Windows and Apple. Rather than an Operating System, Linux is a Kernel (base/ core) allowing the interface between hardware and processes. Linux is free and open-source. Ubuntu, Mint, Kali, Manjaro, and many other distributions depend on Linux for operating. Linux has less than 2% percent of the Customer Operating System Market. System Crashing is not very common on Linux, but they are certainly possible when the hardware is disconnected or fails. 

Laptop vs Desktop

The quality and capacity of hardware are important. When thinking about selecting a computer it is comparable to purchasing a vehicle. A 1985 Yugo or a 1971 Ford Pinto would take you from point A to point B just the same way as a 2021 BMW 4 series. The difference, of course, is the reliability and performance of each. There is hardly a need for either of these extreme examples and instead, the target should be dependent on the need and purpose of the device. Laptops are typically a cheaper option but limited in performance and upgrades. Laptops are great for mobility and travel and are usually good for 3-5 years. Desktop computers are more flexible offering better performance with typically better upgrades available than laptops. Desktops are not ideal for traveling or high mobility since they occupy more space. Desktop parts and components can be swapped and upgraded so long as the motherboard allows it. This will determine the lifespan of the device. 

Internet Speed and Bandwidth

Perhaps one of the most underlooked IT items while working remote/ at home is the connectivity type. Wi-Fi speed has improved dramatically, but it has yet to catch up with the speed and bandwidth that wire connections provide. Wi-Fi 6 is out, but the great majority of Home/ Offices are operating in the more predominant Wi-Fi 5 with 2.4 GHz and 5 GHz bands. Not all Wi-Fi is created equal and there are advantages and disadvantages to both options. The 2.4 GHz band can reach longer and penetrate better than 5 GHz but at a much slower speed. In contrast, 5 GHz is much faster but cannot reach as far. It is common for the Internet of Things (IoT) devices to operate in 2.4. Wireless connectivity provides great mobility and accessibility than wired networks but with a trade-off. Distance and interference can certainly disrupt wireless connectivity degrading that Zoom session or causing movies to buffer and the peak of the plot. 

A way around the Wi-Fi’s shortcomings is using wired connections instead. The typical wired connections are CAT 5, CAT 5e, and CAT 6 to connect networking devices. 

It is important to note that because a CAT 6 cable is plugged into the wall outlet with an RJ45 connector that the network connectivity will be at the CAT 6 level of performance. This is because a lower specification cable may be used in the house wiring. The good news is that if this is the case, the cables can be upgraded. Most home’s current ideal wired network should be CAT 5e since most service provider speed options are up to 1 Gbps. Certainly, not every computer in the house requires a direct copper cable connection. Smart mobile devices typically do not need a wired connection, since they are intended for mobility. In contrast, using a dedicated wired connection for computers doing the heavy lifting of remote work will ensure the best performance possible. 

The Internet Service Provider (ISP) can offer a variety of connectivity speed plans ideal for different types of workload. If you are unsure of what your internet speed is, use any of your devices to make use of any of the available, free internet speed tests. Conducting this speed test will ensure that devices have the advertised speed and will identify when issues or interference exist. If the Wi-Fi connection is not satisfactory, perhaps using Wi-Fi repeaters can help you boost the Wi-Fi signal around the house. Another way to increase Wi-Fi coverage is to use Wi-Fi Mesh Network Systems. If deciding to use the Wi-Fi Mesh Network, this is the opportunity to upgrade from Wi-Fi 5 to Wi-Fi 6. Many of the popular Smart devices on the market are Wi-Fi 6 ready. Other devices such as computers may require additional adapters to be able to join the Wi-Fi 6 network. 

File and System Backups

Backing-up depends on the type of data being used and the desired end state. Individual document backup can be done by saving files on your computer to an external drive, to a Network-Attached Drive (which I would call your own Private Cloud), or to cloud services such as AWS, Google Drive, OneDrive, or Dropbox. A better approach to individual file backup is to use Windows’s File History backup by saving a backup copy of all files on a different drive. These files can be restored if original files become damaged or deleted. This type of backup will only save files and not any software/ applications or setting on the computer. 

Windows Backups

A complete system backup is possible under Windows Backup and Restore but it requires a conscious effort to conduct backups regularly. It can be frustrating and time-consuming to attempt re-installing previously installed applications, not to mention that software keys would be needed for the re-installation. A system backup requires a dedicated hard drive of the same capacity or greater than the hard disk drive being used on the computer. A typical approach is to use a Solid State Drive for the computer and a traditional Hard Disk Drive for the backup drive whether external or networked drive with New Technology File System (NTFS) formatting.

Mac Backups

Apple Operating Systems have a smoother approach to system backups called Time Machine for Mac users only due to the Apple File System (APFS) formatting. When the Time Machine is paired with Apple Time Capsule (Network-Attached Drive) it saves files that were not part of the OS installation such as Apps (programs), music, photos, and documents to the network drive automatically. These files are saved every 24 hours called snapshots and are easy to recover when a computer fails. One thing to note, the Apple Time Capsule is a Wi-Fi router as well as a Network Drive, but unfortunately, Apple does not support Wi-Fi 6 on this device.

Protecting Data at Rest

Protecting backups or data at rest is important. Using encryption for backups will ensure the confidentiality of the data stored on external and networked drives. Running a hash against this backup file will produce a hash value that can be compared to ensure the integrity of the backup. Why is this important you ask? Most computer users are familiar with viruses and such types of malware but what a large number of computers may not realize is that crypto-malware attacks are on the rise. Crypto-malware encrypts all files on the computer with very powerful encryption ciphers preventing users from accessing their own data until they pay a ransom to the attackers. Think about your pictures, your documents, and your work being locked until you pay to access them. The majority of crypto-malware victims chose to pay the ransom, but this does not mean that the attacker will not strike again. An example of this attack happened in 2017 named WannaCry. The best protection against crypto-malware is to backup existing data away from the system in use so that in the event of a compromise at least the victim does not have to pay the ransom to regain access to the data.

Protecting Data in Transit

Consider using a Virtual Private Network (VPN) to protect data in transit. The internet connection at home sends communication "in the clear" or without encryption. An attacker could potentially intercept the data send from this encrypted state. Using a Virtual Private Network (VPN) will add a layer of security between the home network back to the office network. This is a good option not only to protect data but also to allow the use of digital resources from work. Those working from home could also protect communications by using one of the many paid Virtual Private Network (VPN) services available.

Remote Desktop Access

Have you ever been frustrated trying to fix a computer issue over the phone? There are a variety of remote tools that will make troubleshooting easier. Applications such as Teamviewer, Anydesk, and many others offer remote access tools for a small price or free. If a photo is worth a thousand words, then having live access to a remote computer is worth a thousand times a thousand words. Remote access tools are great for work-related troubleshooting or to help a family member with their computer/network-related problem that could extend from settings and configurations or a simple software installation. Most remote access tools also work with smart devices such as smartphones and tablets from remote computers. Once the remote access software is installed on both devices it’s like being there, without being there. 

Collaboration Tools

Following actions by sending and receiving emails is a common practice, but it might not necessarily the most efficient way to get the job done. Collaboration tools such as Microsoft Teams are a great way to elevate productivity by providing real-time feedback for teams without the need to chase emails in the inbox. Using collaboration tools could declutter the inbox by keeping communication relevant to a project on specific channels with the right audience.

Video Display Options

Selecting monitors can be challenging since the market is loaded with so many specifications such as 1ms Refresh Rate, Response Time, dual monitor vs ultra-wide, IPS, 4k resolution, etc. Identifying what is best suited for the task can help narrow the selection for the ideal monitor. Refresh Rate (measured in Hertz) refers to the number of times the image changes in one second Response Time (measured in seconds) refers to the time it takes to change from one color to another. A monitor’s Refresh Rate and Response Time are only relevant if the monitor is used for images that change a lot such as in video games. Twisted nematic (TN) and In-Plane Switching (IPS) refer to the technologies used to build the monitor’s panel. TN panels are more affordable and require less power than IPS. In contrast (no pun intended) IPS panel presents images much clear and with better colors than TN panels.

Having dual monitors increase efficiency over using a single monitor (1920 x 1080 pixels), especially when having to use data from multiple applications. Ultra-wide monitors resemble the monitor workspace from dual monitors without the monitor’s vessel on the way. The resolution for Ultra-wide monitors is usually 2560×1080 pixels (21:9 aspect) for high definition (HD) and 3440x1440 pixels for 2k. Anything above that would be very pricy and it will not be much different from 2k resolution. Monitors have a few display connection options. VGA (video only), HDMI (video and audio), or DisplayPort (video and audio) are some of the most common options to connect monitors. It is important to note that not all computers will be able to support VGA, HDMI, and Displayport simultaneously. However, a variety of USB adapters or dongles can help connect monitors with a different port. USB adapters may require the installation of a driver to support the monitor connection.

Conclusion

The term Small Office/ Home Office (SOHO) has definitely become a standard across a variety of jobs since most living rooms, and dining rooms are the dedicated home office. For some, this is a great opportunity to acquire new gear to stay ahead of the technology curve, for others this is a great opportunity to establish efficient systems that support work at home in the same way it would have happened at the office. Others that perhaps do not see the importance of putting some focus on the Small Office/ Home Office network will eventually learn its value when it is already too late. Technology is always evolving, attackers in the same fashion are also always evolving. Stay ahead of the technology wave will allow individuals and organizations to leverage the power of technology to a world of possibilities that perhaps were not seen before. What technologies are you planning on implementing at home to make your work more efficient?