Businesses are facing ever-greater cyber threats, and teleworking is exacerbating these risks. Julien, System and Security Administrator at Tixeo, gives us his advice on how to make teleworking (and teleworkers!) more secure.

Why do companies need to improve security when teleworking?  

It’s no secret that cyber threats have been on the rise for several years now. They have even increased since the pandemic and the geopolitical upheavals. Companies of all sizes are affected by cyber attacks today. And the expansion of teleworking has not helped.

IBM’s recent “Cost of a data breach” report even indicates that when teleworking is a factor in a computer attack, the cost to the company increases by almost 1 million dollars, compared with an attack without this factor.

What are the cyber threats of teleworking?

By definition, teleworkers work from home. The employer therefore has limited control over the teleworker’s environment and usage, particularly with regard to the home Internet connection. However, the Wi-Fi network is a primary cyber threat when teleworking. If access to it is not protected, the data on the connected device may be exposed.

Furthermore, when teleworking is hybrid, employees are often required to travel with their work equipment. Here again, connection to public Wi-Fi networks is problematic. There is also a greater risk of equipment being lost or stolen.

Finally, the resurgence of cyber-threats such as phishing and ransomware can do more damage to teleworking employees. On site, the slightest suspicion of a computer attack is discussed in open space. If they are isolated, teleworkers are likely to be less vigilant in the face of one of these cybersecurity risks.

What needs to be secured when teleworking? 

There are three main elements to teleworking safety. Firstly, the teleworking workstation must be protected. At Tixeo, teleworkers’ hard drives are encrypted. This limits the risk of data being compromised, if the device is stolen while on the move for example.

Teleworkers also need access to resources hosted on the company network from home and when they are on the move. Setting up a VPN protects this access. When resources are available via a cloud system (preferably a sovereign one), MFA (or multi-factor authentication) securely authenticates the user.

Finally, protecting teleworking communications is a key issue. Employees use videoconferencing to discuss a multitude of subjects, some of which are confidential. Access to these exchanges can have serious consequences for businesses, in a context of constant cyber-warfare. The use of a secure videoconferencing solution is therefore highly recommended, to avoid zoombombing and computer espionage.

READ ALSO:

How does secure video conferencing protect the personal data of companies and employees?

Why is it essential to raise awareness of cybersecurity among teleworkers?

Even with all the right security measures in place, the human factor is still the biggest vulnerability. According to the latest Verizon report, this factor is present in 74% of all data breaches. What’s more, 52% of cyber espionage attacks begin with “spearphishing” or “targeted phishing attacks“. This type of cyber attack specifically targets a company employee with access to sensitive information. It is generally based on identity theft and strong social engineering. The hacker’s aim is to send an e-mail that is consistent with the activity of the person or company targeted, as ANSSI explains on its website.

Teleworkers must not feel they are on their own when it comes to these issues. That’s why cyber security awareness campaigns need to be held regularly. They should be given a comprehensive IT charter tailored to their workstation, containing all the information they need on how to use the equipment they are provided with, and what to do if they suspect an attack. Finally, teleworkers need to be made aware of the increased risks of shadow IT. Shadow IT involves employees using software and applications that have not been checked and approved by the IT department. Shadow IT can lead to vulnerabilities on the workstation and, by extension, on the internal network. To avoid the inconvenience of shadow IT, IT Departments have every interest in examining the performance of the tools deployed and providing training in their use.

What advice would you give to companies on how to make teleworking more secure?

1. Stepping up awareness campaigns aimed at teleworkers
2. Facilitate support for teleworkers, in particular through software for remote control of workstations
3. Intensify the security of mobile teleworkers’ workstations and their access to resources (VPN, MFA, Endpoint Detection & Response, Mobile Device Management, Disc encryption, etc.)
4. Understand the uses of your teleworking employees and adapt security accordingly so as not to generate frustration and shadow IT
5. Implement a secure videoconferencing tool to protect the company’s sensitive data and communications

Find out more about good practice in teleworking security in the white paper: discover all Julien’s security tips

Have you been videoconferencing several times and are you feeling very tired? Here are a few tips to prevent you from becoming exhausted during your online meetings.

More tired than during a face-to-face meeting?

Videoconferencing saves time, especially in travel, but it does not always save energy. This is especially true in teleworking, where there are many online meetings, whether to keep track of ongoing projects or simply to maintain team cohesion.

Increased concentration in front of the webcam

Although face-to-face meetings can also be tiring, video conferencing requires a different kind of concentration from participants. Generally, participants are filmed by their webcam and tend to be constantly attentive, facing the camera. This requires a lot of energy and limits the possibility of taking a break. In a meeting room, it is often easier to move around or do something else without fear of generating questions from the other participants (looking at your notes, getting up to get a document or a glass of water, etc.).

More energy to communicate

In an online meeting, participants may need to amplify their reactions or gestures to show their interest or to make themselves better understood: for example, nodding or waving to their interlocutors during a presentation. This adds to the mental load and can lead to fatigue.

Not to mention that many studies have shown that we spend more time looking at our own reflection than that of our interlocutors during a video conference. A practice that could also have a tendency to affect our morale and fatigue.

Tips for limiting video conferencing fatigue:

Adapting the modes of exchange

As with face-to-face meetings, it is never a good idea to hold too many video conferences or to drag them out. Before scheduling a videoconference, it is therefore preferable to consider its purpose. Some online meetings can be replaced by a simple discussion between colleagues. With Tixeo’s Fusion mode, you can easily get in touch with a collaborator in a virtual open-space, to quickly exchange ideas without disturbing him/her too much.

Choose the right timing

When videoconferencing is essential, it is advisable to set a reasonable timing for the meeting. A video conference that lasts more than an hour is generally considered too long: the participants will tend not to pay enough attention and the exchanges will be less qualitative. Consequently, it will waste time (and energy) for all participants!

Make sure you have good brightness

The brightness of your screen should not be neglected during your online meetings. After several video conferences with too little or too much brightness, eye strain can quickly set in. In addition, you can activate a blue light filter on your computer to further protect your eyes. Regular breaks without looking at your smartphone are also recommended.

Take regular breaks

This is essential to recharge your batteries and avoid getting tired too quickly. Taking breaks of a few minutes after a video conference allows you to rest your eyes and take the time to assimilate all the information exchanged. It is advisable to get up and walk around, as if you were leaving the meeting room to go for a coffee or to your office, for example. The aim is to stretch your legs as much as possible in order to limit the harmful effects of a sedentary lifestyle, accentuated by teleworking and remote meetings.

Set up in a suitable environment

The environment of your videoconference is an important aspect that can lead to fatigue. Indeed, if you cannot isolate yourself, you will be bothered by surrounding noises which will force you to increase your concentration. You should therefore choose a quiet place, and if possible a closed one, to gain in serenity.

Julien has been a developer for 2 years at Tixeo. He is 100% teleworking like all his colleagues. On the eve of the new school year, he agreed to answer our questions and give us 5 precious tips for successful teleworking and to be productive and feel good while working at home. Here they are!

First, tell us what you like about teleworking?

Julien: I had never teleworked before, but now I would find it hard to do without! The biggest advantage is that I save time because I don’t have to waste time on transport. My schedule is more flexible and I can spend more time on my hobbies.

There is also an ecological interest because we reduce the number of journeys, and that is something I am attached to and I think that it should develop.

The comfort at home is also very appreciable. For example, during the confinements, I didn’t have to wear a mask all day. I can also easily change my workplace from time to time or for long periods. It also makes it easier for me to consider a move.

What is a successful telework day for you?

Julien: It’s a day when I forget the distance between me and my colleagues. The simplicity and fluidity of our videoconferencing tool means that I work normally with the teams, almost as if we were in person.

To chat with a colleague, I just have to click on his or her bubble: it’s fluid, spontaneous and we gain in productivity. In addition, I have a coordinating role in my job, so it’s particularly important for me to have a video collaboration solution that facilitates exchanges.

What are the essentials for working at home?

Julien: First of all, of course, you need a good quality Internet connection because a poor connection has a direct impact on the fluidity of remote collaboration. The workspace must also be clearly identified. Ideally, you should have a separate room or mark out a “zone” with screens if you have a small area. Finally, you need to have the right equipment (chair, desk, lights, etc.). For this, you can use sites such as that of the Civil Service, for example.

What are your tips for successful teleworking ?

Julien :

1. Get moving! You may not realise it, but you are at home all day. It is therefore important to maintain a good level of physical activity. Fortunately, there are no more excuses since we have more free time… And it’s still more pleasant to run in a park than to run after the bus or the underground!
2. Take breaks: we already spend a lot of time on screens and when teleworking, this can become even more so. You should make sure you take regular visual breaks to spare your eyes.
3. Exchanging, talking, chatting: it may seem trivial, but when teleworking, it is important to maintain the link with colleagues. Managers should be aware of the risk of isolation if these moments are not encouraged. Informing colleagues of progress and difficulties encountered in carrying out work. For example, a daily meeting (from the Agile method) is an essential moment for a teleworking team. This is when they synchronise on a common vision of the day’s agenda.
4. Meet your colleagues! You can organise a moment with colleagues located near you, over a drink or a good meal. At Tixeo, every three months, we all get together for several days at a seminar. This is essential to maintain the team spirit.

Thanks again to Julien for this interview!