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How to Encourage Successful AI Use in Your Organization

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The AI hype train continues to gain momentum, with breathless reports of rapid user growth, billion-dollar deals, and sky-high company valuations. At the same time, it’s easy to highlight AI pilot failures, problematic uses, and worries about job losses.

As always, reality lies between the extremes. AI is just another technological tool, like spreadsheets, email, and the searchable Web. Like them, casual usage won’t automatically increase an organization’s productivity. At best, many people have begun using AI chatbots as a smarter search engine, and while that’s a fine start, it’s unlikely to make a notable difference. Many others are technology skeptics who are uncomfortable with any new technology, let alone one as fuzzy as AI. Even those who are interested and capable are often overwhelmed by their existing work and don’t have time to learn yet another tool.

So how do you set up an organization to make effective—even transformative—use of AI?

Get Buy-In from Management

Ideally, the desire to adopt AI would come from the top of the organization, with leadership discussing and modeling the kind of usage they want to see. But what’s absolutely essential is lower-level management creating the culture, resources, and time necessary for employees to experiment with AI.

Evangelize from the Bottom, Don’t Mandate from the Top

Although management must be on board, a CEO memo mandating immediate AI adoption won’t have the desired effect. Unlike many other technologies, AI solutions tend to be highly specific rather than one-size-fits-all. Frontline employees know where they’re wasting time with inefficient workflows, and they have first-hand knowledge of what customers want, so they’re more likely to be able to leverage AI tools when they are involved in the development and deployment. Solutions created without their participation likely won’t benefit the business’s bottom line, customers, or employees.

Centralize Testing and Support

A top-down approach does make sense for tool analysis and testing. The explosive growth of the AI market means that there are numerous similar options for any desired workflow. To save time, avoid future chaos, and reduce tool jumping, it can be helpful to have a single IT team evaluate the numerous possible tools, make recommendations, suggest best practices, establish basic data handling and privacy guidelines, and provide support.

Adopt a Documentation Mindset

A key to automating workflows with AI is being able to document the necessary tasks clearly first. Some organizations already have a documentation mindset, where they write everything down, define processes, and record decisions. If that’s not the case for your organization, it’s better to focus on building such documentation before creating automation tools that are unlikely to deliver the desired results. Consider using AI to help with documentation, such as by interviewing people who understand the workflows and using AI to extract an outline from the transcript of the recording.

Think of AI Tools Like a Junior Employee

The hard part of using AI is defining your goals and determining where AI can make a difference. It’s much like training a new hire. What are you trying to achieve by hiring them? What do they need to learn to do their job? What level of excellence do you expect? What common mistakes and pitfalls should they avoid? You can only automate something if you have a clear idea of what success entails and precisely what’s necessary to achieve it.

The Bottom Line

Ultimately, successful AI implementation comes down to defining what you want to achieve, giving people the time they need to explore possibilities, and providing guidance rather than mandates.

(Featured image by iStock.com/FabrikaCr)

Social Media: Casual AI use won’t impact your organization. To see real productivity gains with AI projects, avoid top-down mandates and instead empower frontline teams, document workflows, and centralize support.

Consider Business Cyber Insurance

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When discussing digital security, we typically focus on preventive measures, such as using strong passwords with a password manager, enabling multi-factor authentication, keeping systems up to date, maintaining regular backups, and training employees to recognize potential security threats. While these practices are essential, they don’t guarantee complete protection.

No one is immune to online attacks—the most security-conscious organizations and individuals can still become victims. Even security experts occasionally click something they shouldn’t have or forget to keep a little-used system up to date. A single employee opening a convincing phishing email, a momentary lapse in judgment, or a zero-day vulnerability can lead to devastating consequences.

According to the FBI’s Internet Crime Complaint Center (IC3), cybercrime-related losses from 2020 through 2024 are estimated at $50.5 billion, with IC3 receiving 4.2 million complaints. Most concerning is the rising trend in the frequency and severity of these attacks.

Given these statistics and the reality that perfect security is impossible, many are looking to protect themselves from possible financial losses. Just as fires and accidents make home and auto insurance necessary, these ever-increasing threats from phishing, malware, and other forms of digital attack make cyber insurance an important consideration for both companies and individuals. We’ll focus on businesses here and explore personal cyber insurance in a future article.

What Is Business Cyber Insurance

Cyber insurance for businesses helps companies recover from security breaches and online attacks. Unlike traditional business insurance policies, cyber insurance focuses on the risks of using technology to operate or to store sensitive data online. Businesses of all sizes are vulnerable, but small and medium-sized businesses are often targeted because they lack the robust security infrastructure of larger enterprises.

Industries that are especially at risk include healthcare, financial services, retail, and professional services, but no sector is immune. You may have cause for additional concern if your company collects customer information, processes payments, or maintains a significant online presence, but realistically, every business that uses email or conducts online banking is vulnerable.

What’s Covered

A business cyber policy typically includes two core types of coverage:

  • First-party coverage: This coverage responds to direct costs incurred by your company, including legal expenses, data breach response and notification costs, ransomware payments and recovery expenses, business interruption losses, data restoration, system replacement, and crisis management.
  • Third-party coverage: Also known as liability insurance, this coverage protects you against claims from others affected by the breach, including legal defense costs, settlements, regulatory fines and penalties, and PCI-related fines associated with credit card processing.

What’s Not Covered

However, it’s essential to be aware of common exclusions to business cyber insurance, the most important of which are:

  • Weak security processes: Insurance doesn’t exempt you from maintaining a strong security stance—if you aren’t requiring strong passwords, providing security training, and correcting known vulnerabilities, the policy won’t cover you. Insurers will likely require verification of minimum cybersecurity practices before providing coverage.
  • Prior breaches: Just as health insurance may not cover pre-existing conditions, cyber insurance typically does not cover events that occurred before the policy was taken out.
  • Insider attacks or misconduct: Deliberate or fraudulent acts by company leadership or employees generally aren’t covered. Employees are a company’s greatest resource, but they can also be its greatest weakness.

Shopping for Business Cyber Insurance

How much will business cyber insurance cost? It varies based on your company size and revenue, industry sector, type and amount of sensitive data stored, security practices, coverage limits and deductibles, and claims history. That said, small businesses with yearly revenues under $1 million typically have annual premiums ranging from $500 to $2,000. Mid-sized firms often pay between $2,000 and $10,000, and large companies can expect premiums in the tens of thousands.

It’s common—and entirely understandable—to hesitate to purchase cyber insurance due to concerns about the cost. However, the potential financial impact of an incident is often significant. IBM’s 2024 Cost of Data Breach Report found that the average cost of a data breach was $4.9 million globally, but $9.4 million in the United States. Although IBM doesn’t break out costs by company size, those costs are likely for larger companies. Nonetheless, a Financial Times report notes that users at small and medium-sized businesses were twice as likely to encounter threats as those at large companies.

Choosing the right cyber insurance broker is as important as selecting the policy itself, and you’ll want to involve your security team in the search. Look for someone specializing in cyber coverage who has technical expertise in cybersecurity practices, strong relationships with underwriters, and a track record of providing active claims support. A good broker will not only find competitive pricing but also help tailor coverage to your specific risks and ensure you’re prepared to meet underwriting requirements.

When comparing cyber insurance options, pay attention to the details. Confirm that the policy addresses risks specific to your situation and provides sufficient financial protection for your potential exposure. Pay close attention to exclusions—there will be more than those listed above. Research the insurer’s claims process and reputation for responsiveness, as timely support during an incident is crucial. Finally, inquire about additional risk management services offered by the insurer that may provide valuable preventative resources to complement your coverage.

Start Researching Cyber Insurance Now

Unfortunately, the frequency and risk of cyber attacks are on the rise. Proactive security measures are key, but a single mistake or oversight could have dire outcomes. Cyber insurance provides an important safety net in the event of a breach or attack that evades your best efforts.

We won’t pretend that finding and purchasing cyber insurance is simple, but we can help with finding a good cyber insurance broker, evaluating the policy, answering application questions, and ensuring that your company meets the necessary security requirements.

(Featured image by iStock.com/Who_I_am)

Social Media: Cyber insurance can protect your business from crippling financial losses after a security breach. Learn what’s covered, what’s not, and how to shop for the right policy for your company.

How Often Should Macs Be Replaced?

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It’s a question as old as the personal computer. When should you replace your current Mac with a new model that’s faster and more capable? If money were no object, the answer would be easy—whenever you feel like it. For the rest of us, and particularly for organizations with multiple Macs and limited budgets, the question is harder to answer. But answer it we must because most of us can’t do our jobs without a Mac.

Let’s first look at some of the things that might encourage you to upgrade:

  • Performance and resale value: Many companies and large organizations swap out their Macs every 3 to 5 years. That’s considered the sweet spot where performance starts to decline, but resale value remains relatively high. Plus, Macs of that age start to have more problems that may require repair, resulting in lost productivity due to downtime.
  • Hardware limitations: At some point, you might feel your Mac is too slow—you’re seeing the spinning beachball frequently, or tasks are taking too long to complete. Another common concern crops up when you frequently have to shuffle files around to deal with low disk space on the startup drive. Or perhaps the battery life of a Mac laptop isn’t always sufficient for your needs—losing hours of productivity while on an airplane without seat power can be problematic.
  • macOS support: Although there’s no requirement that you run the latest version of macOS, being unable to upgrade is a hint that your Mac is getting older. Apple provides security updates for the two versions of macOS before the current one, so if your Mac can’t stay within that update circle, it will become more vulnerable to security exploits.
  • Physical damage: Macs are fairly durable, which often keeps them running even when the screen is cracked, a key sticks sometimes, or the case has been dented. The more damage your Mac has, the more likely it is that something else will go wrong, potentially at an inconvenient time.
  • General flakiness: It’s hard to quantify this, but an older Mac might start to feel slow, crash more often, or act weirdly. Sometimes those problems can be resolved by reinstalling macOS and apps from scratch, but that’s a lot of work and far from guaranteed.
  • Repair support: Apple guarantees that it will provide parts and service for all products within 5 years of when Apple last distributed them for sale. After that, Apple considers the products “vintage” for the next 2 years and will repair them subject to parts availability. Apple considers products pulled from the market more than 7 years before to be “obsolete” and won’t repair them apart from Mac laptops that are eligible for an additional battery-only repair period.
  • Shiny new Mac: Sometimes, it’s easy to delay a new Mac purchase because none of the Macs seem quite right. At other times, however, the exact Mac you want will be released just when you need it, making for an easy decision.

With those variables in mind, let us offer recommendations for different audiences:

  • Large-fleet organizations: It’s probably not worth the time to consider the needs of every employee in the context of what Mac they have. Instead, create a policy for replacing Macs on a 3- to-5-year schedule you can build into your annual budget. When it’s time to replace a particular Mac, swap it out for a comparable new model and send the old one to a resale organization.
  • Small-fleet organizations: For companies and nonprofits with a smaller number of Macs and a smaller budget, stick with the same 3- to 5-year schedule, but instead of automatically replacing each Mac as its number comes up, use it as an opportunity to evaluate the user’s needs and then either replace the Mac or set the next evaluation date. You may end up replacing Macs slightly less often, perhaps every 4 to 6 years. It’s also more likely that old Macs will be handed down rather than resold.
  • Creatives and freelancers: If you live and die by the work you can accomplish on your Mac, pay regular attention to whether your Mac is meeting your needs. You’ll probably start to notice issues in 3 to 5 years, and as soon as you do, start watching Apple’s releases to see what new Mac might be the best replacement. Also, consider saving a small amount per month with the idea that you’ll have enough to buy your new Mac about the time the old one noticeably starts to cut into your productivity.
  • Home users: As long as the Mac meets your needs and can run a version of macOS that’s receiving security updates, there’s no harm in continuing to use it for 8 years or more. However, if it starts to need hardware repairs and repeated consultant visits, that’s an indication that you should spend the money on a new Mac instead. Once it can no longer run a supported version of macOS, it’s time for a replacement.
  • Fixed budgets: We get it—sometimes there’s no money for a new Mac. Assuming you can accomplish what you need to do and avoid sketchy parts of the Internet, go ahead and run your current Mac into the ground. It could last 10 years or more. And when it comes time to replace it, there’s no shame in looking to the used market—all those Macs that others are replacing often come up for sale at bargain prices.

We hope this has given you some structure for thinking about replacing Macs, whether you’re worried about the Mac on your desk or all those in the entire design department. And, of course, feel free to contact us for help putting together a replacement schedule.

(Featured image by iStock.com/Prykhodov)

Social Media: When should you replace the Mac on your desk—or your organization’s Macs? There is no single answer, but we run down some variables that play into the decision and make recommendations for different use cases.

Reopening Your Office? Now’s a Great Time to Evaluate Your IT Infrastructure

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As vaccination rates climb, many businesses are starting to think about reopening their offices and bringing back employees who have been working from home for the last year. That’s a big decision that will undoubtedly vary from company to company, but we’d like to suggest a few things to consider. Please contact us early in such deliberations so we can provide guidance before problems crop up.

Full Return or Hybrid Model?

Perhaps the biggest question firms will have to answer is if they’ll require all employees to return or if some can continue to work remotely. Many organizations have discovered that physical presence isn’t as important as they thought it was. In a post-pandemic world, many employees may prefer to continue working from home if they can, at least for a while.

If you decide on a hybrid model, you’ll want to put some thought into what technology you’ll need to enable hybrid meetings, with some people connecting remotely via videoconferencing software and others gathering in person. Large screens, specially mounted cameras, and dedicated speakerphone hardware may be necessary to conduct a hybrid meeting effectively.

With some workers remaining at home, it will also be important to ensure that everyone has appropriate access to on-premises servers. Obviously, that has been a problem for the last year as well, but it may be tempting to revert to old approaches upon reopening an office. That may not be effective in a new hybrid workplace, so check with us on cloud-based alternatives that could work better in the new world order.

Consider Your Physical Space

Particularly if you do decide on a hybrid model, it’s worth evaluating whether you need the same amount and type of space as you did before. There’s no single answer here. You don’t want to downsize your physical space only to discover in a few months that some of those employees who swore that they never wanted to come back feel that they’re missing out. Simultaneously, if your offices are a warren of small, poorly ventilated rooms, employees may be even more hesitant about returning.

Plus, your physical space is inherently related to your IT infrastructure, so don’t ignore the costs surrounding an office move. A new space might require pulling new Ethernet cables, testing Wi-Fi signal strength to ensure sufficient coverage, evaluating the cleanliness of the electrical power, and more.

We don’t mean to dissuade you from moving offices if that’s what makes the most sense for the future of your company, but talk to us before signing any new leases so we can help identify and head off any technical problems with the physical plant.

Finally, this isn’t related to IT, but if your existing office space has been entirely vacant for the last year, it’s worth reading the information that the Centers for Disease Control puts out to help employers create safe and healthy workplaces. Buildings don’t do well with prolonged shutdowns.

Does Network Infrastructure Need Updating?

Before you bring employees back, at least en masse, it’s also worth touching base with us about your IT infrastructure. If you’ve been limping along with sketchy Ethernet cabling, or if you have dirty power that could be damaging your Macs and peripherals, it’s a great time to consider addressing such problems. Pre-pandemic, attempting to install new electrical circuits or pull new network cabling might have been too disruptive, but with an office that’s empty or nearly so, such work can be done more quickly and cheaply.

Similarly, this could be a good time to replace aging computers, printers, or even phone systems. Such infrastructure upgrades and transitions can cause interruptions in normal times, but if you’re bringing people back, wouldn’t it be nice to have the office provide a better IT experience than it did before?

(Featured image by Shuki Harel from Pexels)

Social Media: If you’re having discussions about when and how to reopen your organization’s office, it’s worth thinking—and talking to us—about the role your IT infrastructure plays in such discussions. Learn more at:

Preparing Your Organization for a Possible COVID-19 Quarantine

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As of this writing, the respiratory disease COVID-19 has caused nearly 3000 deaths and infected over 80,000 people worldwide. There are relatively few cases in North America currently, but that could increase significantly. For high-quality information about COVID-19, turn to the World Health Organization and the US Centers for Disease Control and Prevention.

For now, the Centers for Disease Control are recommending sensible precautions. They include regular hand washing or using alcohol-based hand sanitizer, covering coughs and sneezes (with your elbow), and staying home and avoiding public spaces if you’re feeling unwell. (These are smart things to do during flu season anyway, given that 10,000 people in the US have died of influenza already this season.)

What if local health officials were to declare a quarantine? Without lapsing into doomsday scenarios, it is always reasonable to make sure that you are personally ready for a natural disaster or other emergency. The Prepared has a detailed guide to help you prepare for a COVID-19 scare or quarantine.

We want to focus on how organizations—either those you run or work for—might prepare for a public health scare or possible quarantine, particularly in the context of your technology use. Here are our thoughts, and contact us if you want help with your preparedness plans.

Infection Prevention

If your organization has numerous employees or serves the public, put some thought into how you can reduce the chance of infection. That might include providing hand sanitizer dispensers, wiping down frequently touched surfaces with household cleaners, and a more frequent cleaning schedule for restrooms.

For an Apple-specific tip, try using or encouraging the use of Apple Pay to reduce the need to touch credit card terminals!

Also, it’s best to avoid shaking hands with customers and colleagues. Perhaps the Japanese custom of bowing will gain traction elsewhere in the world.

Internal Communications

In the event that public health officials discourage people from gathering, think about how your company will communicate internally with people working from home. Many organizations allow such flexibility now anyway, so it’s likely that yours has at least informal communication channels via phone and email, and chat systems like Slack.

Consider formalizing those channels if need be, and if your directory service doesn’t already contain this information, publish a list of phone numbers and email addresses so everyone can contact co-workers easily. If your organization relies on IP telephony, make sure everyone understands how to use softphones or can configure an office phone at home. If you have a switchboard, investigate how it can be operated remotely.

If your organization’s email system is usually available only from computers owned by the organization, make sure webmail access is enabled and that everyone understands how to access it. Similarly, it’s worth making sure everyone has email access from their phones.

Chat systems like Slack or Microsoft Teams can be effective ways for far-flung groups to communicate because they provide real-time communication segregated into topic- or group-specific channels. If you’re not already using such a system and would like to investigate adding it to your communications strategy, contact us for advice.

Remote Access to Organizational Services

For connectivity to office-based file servers and other systems, make sure everyone has access to your VPN and knows how to use it. (Don’t have a VPN, or virtual private network? Again, call us—a VPN is an essential way to provide remote access while ensuring security.)

Are there any specialized servers or services, such as an accounting system, that have security safeguards related to specific access points? Think about what additional access may need to be provided for an employee working from home.

Physical Environment

If most or all employees are working from home, what does that mean for your office? Do physical security systems or climate settings need to be adjusted? Do you want to set up video cameras or other remote monitoring hardware? Who’s going to water the plants? On a more serious note, if you have on-premises servers, make sure they can be administered entirely remotely, including power cycling.

It’s also worth determining who will have responsibility for the office in the event of problems, which could still occur even if no one is there. What if a water pipe in the building breaks, or there’s a burglary? Make sure it’s clear who will respond.

Business Functions

Think about the regularly scheduled aspects of running the business, with an eye toward those that might assume the presence of certain people. Can they run payroll, accounts receivable, and accounts payable remotely? Make sure that every key position has at least one backup, so if one person falls ill, the organization’s ability to function won’t be compromised.

If international travel is a significant part of your organization’s mission, you’re already figuring out how to compensate through videoconferencing and similar technologies. But if you regularly travel only within the country or your area, think about which trips are essential and which can be replaced using online conferencing tools.

Finally, consider how your clients and customers will react to the situation. It’s unfortunately likely that there will be less work taking place, so you may see decreased revenues, but certain organizations may see an increased workload. For instance, if the number of patients in hospitals skyrockets, those who support healthcare systems may struggle under the load alongside the doctors and nurses.

We certainly hope that all these preparations prove unnecessary, but they’re worthwhile regardless. Too many businesses have failed after a fire, hurricane, or earthquake renders an office uninhabitable, and such natural disasters are all too common. As the Boy Scout motto says, “Be prepared.”

(Featured image based on an original by Gerd Altmann from Pixabay)

Social Media: How would your organization react to a COVID-19 scare or quarantine? Here’s how you can use technology to respond to such an event.

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