Fake Scanner Emails Infect Office Computers

You are at work, and you receive a message from what you think is your office printer/scanner. It appears that someone sent you a copy of a scanned document.  The name doesn't ring a bell, but you open the attachment anyway.

When you click on the file, you find that it isn't a scanned copy of the latest office report. It’s really a link to a third-party website that will download a virus to your computer.  These viruses phish for personal and banking information on your machine. 

The settings in the email header have been faked, so the messages appear to come from an internal email address. However, with so many workplaces failing to set strong passwords, it is possible that your scanner was hacked.

As always, variations of the scam exist. Most recently, scammers have disguised malware as emails from Hewlett-Packer and Xerox scanners. But scammers will hijack any famous manufacturer’s name to lend credibility to their scam.

NOTE: Hewlett-Packard, IBM and Microsoft are BBB Accredited Businesses. Hewlett-Packard is also a BBB National Partner.

How Do I Protect My Work Computer From Viruses: 

While your work computer is not your personal property, downloading a virus is great way to ruin your work day. Here are tips for protecting your office computer:

• Create strong passwords. Don’t leave the factory presets or use easy to crack passwords. See Microsoft’s tips for creating strong passwords.
• Don’t believe what you see. Scammers can make emails appear to come from an account at your office. Just because it’s an “@yourbusiness.com” address does not mean it’s safe.
• Be wary of unexpected emails that contain links or attachments. Do not click on the links or open the files.
• Beware of pop-ups. Some pop-ups are designed to look like they’ve originated from your computer. If you see a pop-up that looks like an anti-virus software but warns of a problem that needs to be fixed with an extreme level of urgency, it may be a scam.
• Keep anti-spyware, anti-virus and anti-spam software up to date.  Your office’s IT department probably has your computer programmed to conduct regular scans and updates. Let these run as planned.

Have you received an email like this?

Leasing an Office Space that Works for You

If your business is starting to take up more room than your home office has to give, it’s time to think about moving your business out of your house. Taking the leap and leasing a commercial office space can be a frightening prospect. But if you ask the right questions and take the time to do your research, you’ll avoid the common pitfalls. 

BBB recommends considering the following when choosing a leasing space that’s right for your business:

What are your needs? Before you start your search, spend some time thinking about what you need in an office space. Don’t just consider how many employees you currently have; seriously consider your company’s growth and estimate how many employees you’ll gain over the course of a lease. The general rule for allotting space is 175 to 250 square feet of usable area per person.   Also consider the common areas such as break rooms, reception area, and conference rooms you and your employees will need. 

Get professional help. Finding the right commercial office space isn’t as easy as finding residential property.  Chances are you’ll need a realtor to navigate you through the process of finding that perfect office space.  Before you select your realtor, check out their free BBB Business Review. 

Location, Location, Location. The perfect location can often depend on what kind of business you run.  If you regularly expect clients in your office you’ll need a convenient, safe, location. Where is the competition located? 

Consider safety and accessibility—parking, public transportation—as well as the condition of the building and the neighborhood.  Will your employees be able to easily get to work?

Take a long hard look at the office space and assess the condition of the building. Office space is typically broken down into three categories, Class A, B, and C dependent on the location, age, condition, and amenities with Class A being considered the highest quality. Ask the landlord about recent improvements and upgrades as well as the condition of the AC and heating units.

Also, discuss with your landlord how much remodeling needs to be done to the office space and determine who will foot the bill. You’ll need to consider the basics such as new carpet, fixtures, and fresh paint as well as major interior renovations such as constructing new walls.

Review the lease carefully. It’s time to get out the glasses because you need to make sure you read all of the fine print of your lease.  If you need help deciphering the legalese of your lease, an attorney who specializes in lease agreements can help negotiate the terms. Don’t be shy about negotiating; this is a major investment and a big step for your company and you don’t want to get locked into a bad deal.

What other tips can you offer?

Preventing Cold and Flu Season in the Work Place

With cold and flu season upon us, the transfer of germs and illness in the workplace increases. Better Business Bureau advises business owners to take initiative in preventing the spread of illness.

Beginning in late November each year, the flu affects millions of us. The Centers for Disease Control and Prevention says this germy bug costs businesses nearly $10 billion in employee medical visits every year. Keep your employees healthy by maintaining a clean and productive work environment. The CDC has made it easier with a free employer tool kit, “Make It Your Business to Fight the Flu.”

Here are some tips to help protect employees and customers as much as possible:

Acquire products that ward off germs. Hand sanitizers, tissues and disinfectants are all products that can aid employees in keeping the workspace clean. Make them readily available throughout your workspaces.

Advise employees to stay home. While sick employees may deem it necessary to attend work, their presence will only expose healthy employees to contagions. If employees are sick, they should stay home for at least 24 hours after they no longer show symptoms. Consider creating a leave policy that allows employees to work from home should they (or their children) fall ill.

Enforce good hygiene in the work place. Institute the cleaning of shared equipment such as phones and computers, and wipe down common areas with
disinfectant regularly. Remind employees of the importance of washing their hands, as well as covering their mouth when sneezing and/or coughing. Encourage them to “sneeze in your sleeve,” rather than into their hand, to reduce the spread of germs.

Promote flu shots. Search for on-site flu shots through your local hospital, retail pharmacy or other health care provider, or consider reimbursing some or all of the cost for employees to receive the shot on their own.

Hold a health fair. Contact your local hospital to see if they provide health fairs for employers. If your business isn’t large enough, you can possibly team up with others in your building, office park or neighborhood. If you are in a retail location, you can invite the community, as well. You can also contract the coordination of an on-site health fair with a company specializing in the service.

Be the example. It is important for the employer to follow the same advice being given to the employees. As the boss, it may seem impossible to take a sick day, but it is just as important for you to stay home and keep your germs out of the office.

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