IT in 15 Minutes
Real-World Tips
(brought to you by AI)
Today's Roadmap
⚠️ Important Disclaimers
- This is general guidance - your specific needs may vary
- Technology changes rapidly - stay informed
- When in doubt, consult with IT professionals
- Start with basics, then build from there
What We'll Cover:
- ✅ Backups & Disaster Recovery
- ✅ Cybersecurity Essentials
- ✅ Password Management
- ✅ Quick Wins You Can Implement Today
FAQ #1: What About Backups?
Q: "How often should I backup my data?"
A: Critical business data should be backed up daily. Everything else at least weekly.
Why Backups Matter:
- 💻 Hardware fails - Failure rates rise with age; plan for ~3–5 year replacement cycles
- 🔥 Disasters happen - Fire, flood, theft can destroy equipment
- 🦠 Ransomware attacks - Can encrypt all your files
- 👤 Human error - Accidental deletion is more common than you think
Reality Check
Data loss can be business-ending—don’t risk it!
The Golden Rule: 3-2-1 Backup Strategy
Your original plus two backups. If one fails, you have another.
Example: Computer hard drive + External drive or cloud storage
Cloud storage (Google Drive, Dropbox) or physical backup stored elsewhere
💡 Pro Tip
For Google Drive users: Keep one copy in Drive and another in a different cloud service or physical location.
FAQ #2: What About Cybersecurity?
Q: "What is ransomware and why should I care?"
A: Ransomware locks all your files and demands payment to unlock them. Small businesses are prime targets because they often have weaker security.
Key Realities:
- 🎯 Small businesses are frequent targets
- 💰 Ransom demands and payments vary widely; impact can be severe
- ⏰ Downtime can be significant and costly
- 📈 Attack activity remains elevated across sectors
How Do Hacks Actually Happen?
🎣 Phishing is a leading cause of successful attacks
Fake emails that look legitimate, asking you to:
- Click a malicious link
- Download an infected attachment
- Enter passwords on fake websites
Red Flags to Watch For:
- Urgent language: "Act now or your account will be closed!"
- Generic greetings: "Dear valued customer"
- Spelling mistakes or odd grammar
- Sender's email doesn't match company domain
- Unexpected attachments or links
Golden Rule
When in doubt, don't click! Call the company directly using a number from their official website.
FAQ #3: Do Passwords Really Matter?
Q: "Why can't I use the same password everywhere?"
A: When one website gets hacked (happens daily), criminals try that password on all your other accounts. It's like using the same key for your house, car, and office!
The Password Reality:
- 📊 People manage dozens of online accounts
- 🔓 Stolen or weak passwords drive many breaches
- ⚡ Short (8-character) passwords can be cracked quickly
- 🔐 12-character complex passwords are far stronger
Most Common (Worst) Passwords of 2024:
123456 • password • 123456789 • qwerty • abc123 • Password1
If yours is on this list, change it NOW!
The Power of Two-Factor Authentication (2FA)
Q: "What is 2FA and why does it matter?"
A: It's a second lock on your door. Even if someone steals your password, they can't get in without your phone.
How 2FA Works:
- Enter your password (something you know)
- Enter a code from your phone (something you have)
- Access granted only with BOTH
💡 Password Manager Solution
Can't remember all your unique passwords? You don't have to!
- Use a password manager (LastPass, 1Password, Bitwarden)
- Remember ONE master password
- It creates and remembers all others
- Bonus: Warns you about fake websites
5 Quick Wins You Can Do TODAY
⏱️ Takes 30 Minutes Total:
1. ☁️ Enable automatic cloud backup (5 min)
Turn on Google Drive, iCloud, or OneDrive sync for your documents folder
2. 🔐 Enable 2FA on email & banking (10 min)
Start with these critical accounts, then expand to others
3. 🔄 Set up automatic updates (5 min)
Enable auto-updates for Windows/Mac and all software
4. 📧 Create a "suspicious email" rule (5 min)
Train staff to forward suspicious emails to IT or a dedicated inbox
5. 📝 Document your passwords securely (5 min)
Start using a password manager or at minimum, a secure physical list
Your 30-Day Action Plan
Week 1: Foundation
- ✅ Implement 3-2-1 backup strategy
- ✅ Enable 2FA on all critical accounts
- ✅ Install a password manager
Week 2: Security
- ✅ Update all software and enable auto-updates
- ✅ Train team on phishing recognition
- ✅ Review and change weak passwords
Week 3: Documentation
- ✅ Document all IT assets and accounts
- ✅ Create IT emergency contact list
- ✅ Test backup restoration process
Week 4: Maintenance
- ✅ Schedule monthly backup checks
- ✅ Set quarterly security review reminders
- ✅ Consider professional IT consultation
Resources & Next Steps
Free Tools to Get Started:
- 🔐 Password Managers: Bitwarden (free), LastPass, 1Password
- ☁️ Cloud Backup: Google Drive, Dropbox
- 🛡️ Antivirus: Windows Defender (built-in), Malwarebytes
- 📚 Training: CISA.gov cybersecurity resources
When to Call a Professional:
- Setting up company-wide backup systems
- After any security incident
- For compliance requirements (HIPAA, PCI, etc.)
- Network setup and security
Questions?
Key Takeaways
✓ 3-2-1 Backup Rule
✓ Enable 2FA Everywhere
✓ Start Today!
