Identify and Block Suspicious Emails  

If someone is clogging your inbox but Gmail’s Report spam feature isn’t catching it, you can easily block individual senders. With an email open, click the three dots in the upper right corner, then select Block. Any future messages you receive from this sender are automatically routed to the Spam folder, where you will not be able to see them. 

However, don’t dismiss the spam-reporting feature just because it doesn’t appear to be working. It is not intended to prevent emails from the same sender from reaching you though it may but it does help train Gmail’s spam filters based on the email’s content and characteristics. According to Google, a certain number of flagged emails are analyzed in order to improve cybersecurity. Create a filter for more precise control. Choose Filter messages like this instead of Block or Report spam from the options. You can then configure a sequence of actions that will be applied to any incoming messages from this sender or that match the filter words, such as marking the email as read, designating it as irrelevant, moving it to the Spam folder, or totally deleting it.

Increase the Time it takes to undo a Sent Message 

Here’s a strategy to help you save yourself. If you’re quick enough, Gmail’s Undo Send feature allows you to recall a sent email before it reaches its recipients. It works by delaying the email’s sending for a few seconds, allowing you to click Undo if you discover a typo or the wrong contact in the To field. The Undo Send window is set to 10 seconds by default, but you can expand it to 20, even 30, to give yourself more time to consider “Did I really mean to say that?” Simply click the cog icon in the top right corner of the main Gmail interface, then Settings, to access the General tab and the Undo Send drop-down menu. You never know when those extra seconds will be useful.

Make Use of the Confidential Mode 

This is a more secure method of email delivery wherein recipients can’t copy, forward, print, or download the message. This is a new security feature that you can set to expire after a specified period of time and even secure with a passcode in case the mailbox you’re sending it to has been hacked. By clicking on the small padlock symbol at the bottom of the compose window, you can switch to Confidential mode. It’s especially worthwhile to turn on for messages containing private or sensitive information, or for any other situation when you want to be completely certain that no one else will be able to view what’s inside a message. The recipients of a confidential email will then be able to see the expiration date that you’ve included, but they won’t have all of the typical forwarding and printing choices available to them. A confidential email can only be kept for five years so this isn’t the best option for messages you wish to save forever. 

These self-destructing, super-secure texts, however, come with a few red flags. Recipients of these emails don’t have access to the official Gmail apps which means they’ll have to see the messages on the web. Also, keep in mind that there’s nothing stopping your contacts from screenshotting confidential conversations and then passing them on, thus the mode should only be utilized with people you trust.

Remove Cached Data from Offline 

Gmail even works offline, it’s excellent when you have a patchy internet link, but maybe not as good for your personal confidentiality. If you have physical access to your computer and don’t have an Internet connection, you can get a lot of information from a local Gmail cache if you know what you’re looking for. If you are on a family, colleague’s, or your local library’s computer, be sure that this information is removed once you log out. Choose on the main inbox button (upper right), then click Settings and Offline. Check the Remove offline data box next to the security heading from my computer and make sure that you sign off when you are finished.

Hide External Pictures 

Embedded images remain a concern for e-mail privacy and security, as they might reveal your browsers, computer and even how you use them – not the information you want to provide to everyone with an e-mail address. Email tracking is a widespread problem. Email senders can employ tracking pixels, which are little image embeds, to see if you’ve opened their messages, when you opened them, and what kind of device you used to open them. They can even determine whether you’ve forwarded an email to someone else. All of this information is extremely valuable to marketers, but it may not be the type of tracking you like.

I hope you found this post useful in protecting your Gmail account and feel more secure in this remote work era. I also want to urge you to take care and observe the safety guidelines when using the internet, because if an attacker gains access to your computer or surfing session, he can gain access to your emails as well.

The post 5 Tips to Make Your Gmail Account More Secure appeared first on SiteProNews.

It is critical to build a tech team that has support functions, always ready to resolve technical issues such as hardware and software problems over the phone or online regardless of time. They serve as a backbone to ensure that the company functions like a well-oiled machine. Some of their support could be data restoration, software troubleshooting, and remote training among others. A remote technical team is a lot more cost effective than an office-based team. 

Before doing a deep dive into how to build this important remote team, let us first look at the basics of leading a team and some remote work hacks that  should be applied every step of the way.

Alignment of objectives. Operating a business in the midst of all uncertainties requires trust. Though, nothing will be done if employees are not sure about their exact roles and the directive from top management moving forward. It’s crucial that leaders can clearly set expectations, outlining the responsibilities and timelines to be able to give everyone the trust they need and deserve. Nothing is wrong with being upfront about what needs to be done and when it is due even if it means pressuring the team members a little bit. 

Contextualization. What people need nowadays is a sense of purpose especially when the world is basking in disheartenment. You must clearly communicate with your team members why and how they matter, serving an invaluable role to make the big picture come to life. Some of the things that must be clarified are their mode and frequency of communication, overall business goals, and the role of the team as a whole in the company. Giving them this context can help them define their own version of success.

Respecting boundaries. Even while on a work-from-home setup, there should be a distinction between personal and business hours. Employees shouldn’t feel obligated to respond all the time especially after they have logged off. Encourage them to turn off notifications and to communicate if they feel that they are being overworked. Open communication is key when it comes to establishing reasonable boundaries. 

Accountability. Since boundaries are to be respected, schedule regular check-in meetings where everyone can agree on timelines and talk about how they are doing thus far. It is also important to communicate who will be held accountable for what to manage expectations. A progress tracker would be helpful as well to see how everybody is managing and to get insight if someone needs help on a certain task. This will encourage the members to up their performance and do better.

Now that the fundamentals are covered, it is time to determine a couple of ways to strengthen a remote tech team. Remember that those who are part of this team are more likely fixed in front of their computers to answer calls from anyone anytime. Their soft skills are therefore as important as the technical know-how they bring. Holistically honing their talents will take some time but will surely be worthwhile and beneficial in the long run.

Updated infrastructure. Due to the nature of their work, remote employees must have the right equipment and a reliable internet connection to efficiently function. Many challenges are out of the question if these basics are not already covered. HR should also take the initiative to ask if there are other things that they need which could be provided by the company to ensure that everyone in the remote tech team is feeling optimal and properly supported. 

Online project management tools. Message boards and applications are useful not only in tracking progress but also communicating with fellow team members. They might as well use their time to connect with others not only to make them feel that they are part of the team but also to evaluate their respective points of improvement from time to time. The centralization that project management tools offer also help in managing the influx of inquiries. Implementing an effective follow-the-sun-model could bring significant benefits as well since it allows the company to pass along the work at the end of a workday to someone in another time zone. These systems can permit the team to also find information that they need without spending too much time looking for it, as well as have a bird’s eye view on how everyone is faring. 

Reasonable KPIs. This is one of the first things that the team should agree on in order to have clear goals to pursue in a specific amount of time. Defining KPIs will allow the team to know exactly where they are headed and reward the individuals who are exerting the needed effort to achieve a common objective. This will allow them to also identify and concentrate on essential tasks and be encouraged to achieve greater heights when they know that they are significantly contributing to the business.

There will always be room for growth when leading a team. The points for improvement can be identified and objectively assessed through adequate communication armed by an efficient system. It can be difficult to navigate through a remote work environment, but going the extra mile of doing whatever it takes to make it work will cultivate not only employee trust but also a healthy corporate culture.

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