ASANA FREQUENTLY ASKED QUESTIONS
AM I IN A WORKSPACE OR AN ORGANIZATION?
If it’s a work email domain you are in an Organization, if it’s your personal email domain you are in a Workspace.
From your Asana account you can create or join as many Organizations or Workspaces as make sense for you.
Organization vs Workspace
Organizations are based on having a dedicated company or business email domain. Anyone who signs up to Asana with your company's email domain will automatically join your company's Organization as a member.
For example, if you're using Asana at your work, Acme Co., you would create an acmeco.com Organization. Be sure to add your work email to your Asana account.
Use a Workspace if you are using Asana for personal goals and tasks, or for work if your company does not have a unique email domain. Workspaces act like singular Teams.
Can I use both?
You can use both if you're working in Asana at your company and you want to use Asana for outside interests, too.
The table below outlines the differences between Workspaces, Teams and Organizations.
HOW DO I CONVERT MY WORKSPACE INTO AN ORGANIZATION?
If you haven't already done so, add your company email address to your account. With a company email address on your account, you can then convert one of your Workspaces into an Organization. If you do not see the option to convert to an Organization, contact our Support Team for help.
WHO OWNS MY WORKSPACE OR ORGANIZATION?
Workspaces and Organizations are shared spaces that can be managed by all Members. In the free version of Asana, ownership of a Workspace or Organization is collective and managed by all Members with access. Who owns the Workspace or Organization in a Premium account?
In a Premium Workspace or Organization, Members still collectively manage all Projects and Tasks, but billing is managed by the billing owner, and Organization membership is managed by the Organization Admin Console.
HOW DO I START FRESH WITH A PERSONAL ACCOUNT INSTEAD OF A BUSINESS ACCOUNT?
When you sign up for Asana, you create an individual account for yourself that is associated with your name, your email address(es), and your photo (if you upload one). There is no option at any stage of setup to choose a business or personal account - they are all the same. If you are planning to use Asana for work, start with an Organization, if it's for personal use consider a Workspace. How to switch from Org to Workspace? If you’ve started with an Organization and now want a Workspace account, no problem. Do not deactivate your account, you simply leave the Organization and create a Workspace.
WHO CAN SEE MY WORKSPACES OR ORGANIZATIONS?
Only the Members of a given Workspace or Organization can see it in the sidebar. If you are a Member of a Workspace called "Travel" that you made for yourself and you are also a Member of your company's Organization, acmeco.com, no one in acmeco.com will see that you are a Member of Travel, unless they are also a Member of Travel. Conversely, you cannot see the other Workspaces and Organizations other people are Members of.
WILL MY COMPANY NEED TO HIRE MORE IT STAFF TO HANDLE THE TRANSITION?
Since one of the major appeals of working with a cloud service provider is that they handle the ins and outs of your cloud transition, you shouldn't have to hire additional staff when shifting to the cloud. However, having some IT expertise in house is helpful to make the transition smooth. If you do not have an existing IT team, consider hiring an IT professional to help take advantage of the services that cloud providers offer and provide advise.
MY COMPANY IS CHANGING EMAIL DOMAINS, WHAT DO I NEED TO DO IN ASANA?
The first step is to add your new email address to your Asana account. How to update your Organization’s domain. When you have a new email address, access the Admin Console and navigate to the Settings tab to click on Associated email domains. From here, you can then submit a form and our support team will make the necessary changes. Please ensure you have verified your new email address prior to submitting the form.
HOW DO I WORK WITH CLIENTS IN MY ORGANIZATION?
You can invite clients to your Organization as Guests. Organization membership is defined by your company's email domain (firstname.lastname@example.org is a part of the yourco.com Organization). Those who do not have an email address @ your company's email domain may be invited to your Organization as an Organization Guest. What exactly can Guests of an Organization see? There are limited Permissions.
I ALREADY HAVE AN ACCOUNT, WHY AM I STUCK ON THE ACCOUNT CREATION SCREEN?
When someone invites you to join their team using another email address than the one already added to your Asana account, you'll see a new creation screen and may be prompted to create new Teams. To resolve this, log in to your existing account using a different browser or incognito window and add the new email address from there. This will allow you to access the Team you've been invited to using your own account. Alternatively, click Continue underneath the Teams creation menu, and continue into your new account. You can then merge this account with your existing one. After you merge your accounts, you will be able to log in to one account with either email address and be able to access all the Organizations and Workspaces that you are a part of. If you usually use Google SSO to log in or are having issues, contact our support team for further steps.
CYBER SECURITY FREQUENTLY ASKED QUESTIONS
DO MOBILE DEVICES PRESENT SECURITY RISKS?
Mobile devices do bring great utility in terms of convenience and allowing individuals to be “online all the time.” Governments have widely deployed mobile devices for accessing resources and greater workforce productivity. However, the use of mobile devices for communicating and for sharing data create inherent security issues and add more points of access to the network. Mobile malware threats are certainly growing and a significant security concern with mobile devices is the loss of the device. Additional risks related to mobile devices are personal devices being used in the workplace and authentication of the user. The National Institute of Standards and Technologies (NIST) publication “Guidelines for Managing the Security of Mobile Devices in the Enterprise” (SP 800-124) outlines a number of items for government organizations should follow.
WHAT ARE THE TOP FIVE BARRIERS IN ADDRESSING CYBER SECURITY?
Even as CISOs better define their roles and become an integral part of state government, they continue to face challenges, particularly in securing the resources they need to combat ever-evolving cybersecurity threats. Four-fifths (80 percent) of respondents say inadequate funding is one of the top barriers to effectively address cybersecurity threats, while more than half (51 percent) cite inadequate availability of cybersecurity professionals (figure 6). Survey evidence suggests that when CISOs develop and document strategies—and get those strategies approved—they can command greater budgets and attract or build staff with the necessary competencies.
DOESN’T EVERYONE ALREADY KNOW ABOUT CYBER SECURITY?
People know about cyber security – but they don’t know enough to protect themselves. Most people may even understand the imperative for protecting data and the fact that cyber threats are getting worse. However, effective cyber security is an ongoing maturing capability for not only the government enterprise but for individuals who are employed by or served by state government. This capability must be continually exercised, tested and strengthened through awareness training to not only combat aggressive cyber threats, but also accidental, unintentional cyber events.
DO CLOUD SERVICES CREATE NEW CYBER SECURITY ISSUES?
Yes. Cloud services promise to provide flexibility, scalability, measured service and certain cost efficiencies, but also present additional security risks associated with authentication, access and storage of government data. The total economic cost and different security elements of cloud services must be fully understood when evaluating cloud computing in general and the various deployment models (public, private, hybrid, community). Consumer-based cloud services used by government workers present additional risks because they may not offer rigorous security controls.
HOW SIGNIFICANT IS PRIVACY AS A COMPONENT OF CYBER SECURITY?
Very significant. There has been an unprecedented growth of social media, personal cloud services, and employees utilizing personal devices and third-party applications. This parallels with high profile stories on data breaches and even government accessing citizens’ personal information. The issues cited by state Chief Information Security Officers include unauthorized access to personal information, compliance with state statutes on privacy and managing information sharing with third parties.
ARE CYBER SECURITY THREATS INCREASING?
Yes, threats are increasing exponentially in sophistication, intensity, diversity and volume. Cyber experts report significant escalation in external cyber attacks, especially from criminal organizations and foreign state sponsored activities.
HOW DOES GOOD CYBER SECURITY OPERATE?
Strategically, cybersecurity should focus on protecting the identity, the device, and the data, and how to protect, detect and respond to the inevitable breach. It’s not about the four walls of the organization and its data centre security. Considering the mobility and extensibility of the user and the organization, a strategy that protects the user accounts and their devices is key, with a shift toward protecting what ultimately really matters, the organization’s data. That’s all a well and good strategy, but, as recent history from the Equifax breach has shown, it’s about even more fundamental practices, like patching servers to close known vulnerabilities. Enabling’s security assessments cover online and on-premises best practices to shore up immediate gaps.
WHAT ARE THE COSTS OF A CYBERSECURITY ATTACK?
$15M on average, according to Microsoft, but this is thrown off by the supersized breaches at the likes of Target, Anthem, and Equifax. Still, in middle America, the losses are adding up. The amount of *reported* loss from business email compromise alone between 10/13 – 12/16 was $5.3B, per the Internet Crime Complaint Centre. This comes in four through six-digit losses but is all due to phishing and impersonation attacks. Enabling’s PhishHunter solution can mitigate and remediate such risks
I'M A SMALLER ORGANIZATION, DO WE REALLY HAVE TO WORRY ABOUT HACKERS?
The front-page headlines are just click bait. The losses in everyday organizations are piling up. Who’d have thought university students would be the focus of attackers? Yet they’re being phished, and their credentials used to log into course registration systems, cancel classes, and their refunds are funneled to attackers. Organizations that don’t move money electronically are less susceptible to phishing and financial threats but may be used as bots in DDOS attacks or malware command and control, as was the State of Louisiana whose server was used to infect victims of the SEC phishing scheme.
WHAT IS A VPN AND HOW DOES IT HELP ME?
In very simple terms, a VPN connects your PC, smartphone, or tablet to another computer (called a server) somewhere on the internet, and allows you to browse the internet using that computer’s internet connection. So if that server is in a different country, it will appear as if you are coming from that country, and you can potentially access things that you couldn’t normally.
So how does this help you? Good question! You can use a VPN to:
- Bypass geographic restrictions on websites or streaming audio and video.
- Watch streaming media like Netflix and Hulu.
- Protect yourself from snooping on untrustworthy Wi-Fi hotspots.
- Gain at least some anonymity online by hiding your true location.
- Protect yourself from being logged while torrenting.
Many people these days are using a VPN for torrenting or bypassing geographic restrictions to watch content in a different country. They are still very useful for protecting yourself while working at a coffee shop, airport connexions, public WiFi's,...
HOW DO I GET A VPN, AND WHICH ONE SHOULD I CHOOSE?
Depending on your needs, you can either use a VPN from your workplace, create a VPN server yourself, or sometimes host one out of your house — but realistically the vast majority of people are just looking for something to protect them while torrenting or help them watch some media online that they can’t seem to access from their country.
Here at Heptagon, we partnered with NordVPN. To sum up: NordVPN is a secure, fast and incredibly easy to use VPN. Their VPN app uses the industry standard 256-bit AES encryption and OpenVPN tunnelling protocol (by default). ... NordVPN also supports P2P & torrenting on all servers and also have an Onion over VPN feature for the ultimate privacy and anonymity.
Contact our sales team to know more about NordVPN and Heptagon Group.
HOW CAN HEPTAGON HELP US CHOOSE THE RIGHT CYBER SECURITY PROVIDER?
There are 10 main reasons you should consider buying through Heptagon.
We have a deep understanding of the commercial cybersecurity business. The best will constantly monitor cyber security market prices, technologies, updates, novelties,... enabling us to help you get the better information before making a buying decisions.
A fundamental advantage of using a us is our impartiality. Because we work independently of all our vendors, our service is totally unbiased, meaning businesses get a better deal. If you currently are thinking about switching provider and you are already getting the best deal, we will let you know with the same transparency.
Using us forces competition in the market, which can only be a good thing for businesses. Vendors will offer us better prices in comparison those that they give directly to customers, predominantly because they know they must compete for the contracts. This competitive element brings down the vendors’ profit margins, and in turn your business cybersecurity costs.
4. Cyber Security Management.
We offer a fully managed service. The ongoing support and contract management means that you are reminded well in advance of your contract renewal date, ensuring they won’t automatically rollover into a new contract. Equally importantly, it gives you ample time to take advantage of any new business market offers.
5. Strong supplier relationships.
We build working relationships with all the key business cybersecurity, ensuring they can pass on extremely competitive prices, without compromising the quality of the service that clients receive.
6. Industry experience.
Its important to source a company that has operated in the cybersecurity industry for a considerable amount of time. Without long-standing experience, and the supplier relationships that come with it, it’s harder to source the best business comparison deals. We have that experience for you!
7. A holistic service.
Heptagon's team job is not just about finding the best deals. It’s equally important to ensure that businesses cybersecurity solutions are efficient. We will step by step advice on best practices, teach your team, raise awareness about cyber security and help you with areas you did not think about yet. We will be able to offer this service to suit all types of business, of any size and with any budget.
8. Group Purchasing.
This means we are able to set up and manage multi-site contracts. This simplifies and reduces costs if a company is made up multiple locations.
9. Flexible buying.
Yes, flexible buying. We will help you set up and manage flexible deals. ‘Flexible Commercial Cyber Security Procurement’ offers great freedom over your Cyber Security purchasing and is ideal for businesses who don’t want their entire business Cyber Security purchasing decisions fixed all in one go.
10. Vendors needs us.
Ironically, vendors value our contribution to the industry, viewing us as an important channel to retail Cyber Security markets. Our retail presence actually means suppliers don’t need such large sales and marketing, saving them on sales staff wages and outbound marketing and advertising costs associated. In fact, our role as reseller make up nearly 50% of some Cyber Security suppliers’ sales completing it with the service you will never have passing directly through the vendors.
BITRIX24 CRM FREQUENTLY ASKED QUESTIONS
WHAT IS CRM? WHY DO I NEED ONE?
CRM stands forCustomer Relationship ManagementSoftware.
In the space of just a few years, CRMs have evolved enormously. Approachable and far easier to learn, implement, and pay for, they’ve morphed from three-letter monsters into ready-set-go software for businesses of all shapes and sizes.
CRM allows businesses of all sizes to drive growth and profits.
Yes, they’re still mainly designed for sales, marketing, and service. But now they do a dizzying number of other things too, like help users manage relationships between team members, vendors, partners, and collaborators.
WHAT ARE THE BENEFITS OF A CRM?
Costs reduction - Automated and regulated business processes allow you to reduce operational costs by decreasing the amount of routine operations, which your employees were initially to perform manually.
Quality of the service/product improvement -Using CRM system, it is possible to make relationships with customers the first priority for your company, which allows for paying more attention to the level of the provided service and customer satisfaction rate.
Performance improvement - Using CRM system, it is possible to make relationships with customers the first priority for your company, which allows for paying more attention to the level of the provided service and customer satisfaction rate.
Increases customer loyalty - Complete information on each client will enable marketing, sales and service agents to deliver truly personalized customer experience, which leads to increased customer loyalty and more sales.
Increased number of customers - Having loyal customers, you can be sure that they will recommend your company to their friends or partners.
Increased sales volume - With the involvement of new customers, the number of sales is also growing, and increasing the loyalty of existing customers leads to repeated sales.
WHO NEEDS A CRM?
The short answer? Anyone who works can benefit from CRM.
The longer answer: anyone doing sales, marketing teams, service, support, or running a startup, managing a community group, non-profit, or volunteer organization, and editorial teams, ad agencies, and art projects or productions can benefit.
Businesses of all kinds use CRM, from solo freelance operations and home-run e-commerce to small businesses, mid-size businesses, and massive enterprise-level corporations. Everyone can benefit from better organization, centralized task management, and contemporary AI and automation tools that make work faster and better with less time and effort.
In general, companies are becoming more remotely distributed, and teams are becoming more flexible from project to project. It makes sense to invest in a tool that neatly places all your work processes in one place, and lets you access all your tasks and workflow processes on-the-fly via cloud services.
WHAT KIND OF SUPPORT AND TRAINING DO YOU OFFER?
Our training and support services are second to none. We provide unlimited support and training for both hosted and on-premise customers. Need a quick tutorial or resource? We have a large online database of video tutorials and step-by-step instructional guides. Looking for something a little more extensive? Our support staff provides 4-8 hour administrative CRM training designed to provide you with an in-depth knowledge of the software. We also offer free live webinars weekly to our customers for a broader look at CRM.
WHAT DOES THE IMPLEMENTATION PROCESS LOOK LIKE?
Our CRM implementation experts are skilled and well-trained in their positions, each having an in-depth understanding of software implementations and the CRM product. To begin the process, there’ll be an overview of the software. From there, administrator training will take place to ensure that those at the top are extremely knowledgeable of their new software platform. Once the initial training is completed, our software experts will begin to customize the database to fit your business’s unique needs and IT requirements. We’ll also assist with data imports and any additional data that needs to be added before testing of the product and the end-user rollout.
If your business needs a small-scale or simple implementation (for 3 or fewer users), or an advanced implementation for a large-scale or complex process, our services team can accommodate. In fact, we’ve designed implementation processes for businesses with all sorts of unique requirements and specifications.
WHY DID YOU CHOOSE BITRIX24 AND NOT ANOTHER PROVIDER?
Well there is an excellent question. Bitrix24 is a solution we used after having tried 15 different CRM providers. Bitrix24 isfor business communications and collaboration inside organizations of any size. The system unites tools classically belonging to the corporate intranet with social collaboration elements to form an optimal virtual work platform.
Depending on your business nature, company size, and requirements to an intranet solution, you can choose between the flexible monthly payment available from the Cloud version of Bitrix24 or the purchasing and owning a life-time license of the Self-hosted version. Both versions have their benefits and trade-offs associated with deployment and maintenance.
Whether the cloud or self-hosted is right for you depends on a number of factors. Heptagon CRM team is there to help you make the right choice.
If you eventually need high-level customization, advance customization, corporate branding or integration with other enterprise software, your Bitrix24 intranet can be migrated from the cloud to your on-premise server and 'rolled out' using a license of a version of Bitrix24 Self-Hosted.
SCORO FREQUENTLY ASKED QUESTIONS
IS SCORO FOR ME AND MY COMPANY?
Scoro is a cloud-based work management solution for professional and creative services.
Scoro eliminates silos and simplifies professional service delivery through a single, unified platform. With complete visibility over your entire operation, including clients, projects, resources, financials, and business intelligence, you’re able to better execute, elevate client satisfaction, improve financial performance, and more easily forecast revenue and resource needs.
Is Scoro the right software for your company? To find the answer to that question, we recommend you to register for a personal demo with one of our consultants. A demo helps you to fully understand Scoro’s capabilities and to see if we have a good fit with your business requirements and company workflow.
WHAT INDUSTRIES DO YOUR CUSTOMERS REPRESENT?
Scoro empowers users all over the world from creative and professional industries. Most of our clients are Creative and PR Agencies, Media Companies, Consulting Services, Event Planning Companies, and IT & Web Development Companies. Some alternative fields include Real Estate, Legal and Construction.
HOW DO I GET STARTED?
Get started now with a free, fully-featured 14-day trial of Scoro, no credit card required. Or schedule a demo to talk with one of our experts and they will show you exactly how Scoro can streamline the way your team works.
HOW LONG WILL IT TAKE TO GET UP AND RUNNING?
That depends on the size of your team and company, and your requirements. For most of our customers getting fully up and running with Scoro takes from a few days up to a few weeks – that includes importing your data (contacts, invoices, etc.), and getting to know the system.
WHAT ARE THE INSTALLATION REQUIREMENTS?
Scoro is a cloud-based platform, so no installation is required. You can easily access Scoro on desktop and responsive mobile on all major web browsers, including Google Chrome, Safari, Mozilla Firefox, and others. Scoro is now also available as a mobile app on all Android and iOS devices.
CAN I GET SPECIALISED TRAINING?
At Heptagon Group, as a Scoro partner, we provide you with a professional Onboarding program is designed for all new customers. With the help of our Onboarding Specialist, you will receive guidance all the way from how to properly configure Scoro, to your team training.
When it comes to onboarding – guiding our customers to success – a one-size-fits-all approach just won’t work. We at Scoro have a personalized approach to onboarding, taking into account your company size and industry, business processes, software use cases, and requirements, and various other details.
You will be assigned a personal Onboarding Specialist, and most of the times, the onboarding program includes:
- Creating your personalized success plan, and making sure you achieve each step
- Business process mapping
- Help on setting up the site
- Help on importing data
- Help on setting up integrations
- Help on configuring PDF templates
- Your team onboarding sessions
“When we’re doing team training for Scoro’s users, we can solve the questions and issues right away. We are also showing the new users all the tips and tricks on how to use the system in a more effective way. In the long term, team training ends up saving you tens of hours of time that you’d otherwise spend on troubleshooting and learning on your own.”
CAN I USE MY OWN BRANDING?
Yes. You can use your own branding for quotes, invoices, and other documents. A PDF-file can be made to look according to your wishes and delivered to your client from Scoro. You can also use PDF templates for creating contracts, for example, directly from quotes. Last but not least, you can also show off your beautiful company logo on the top navigation menu throughout the site!
CAN I USE MY OWN SIGNATURES?
Yes, you can use your signatures in Scoro. You can copy your signature from your existing email client (e.g. Outlook, Apple Mail, etc.) or you can import the signature in HTML.
Set up the signature in Scoro under Settings > My Settings > Email. When creating your signature, use dynamic fields to make your life easier. When you have entered your details, these dynamic fields fetch that information automatically.
CAN I USE MY OWN TEMPLATES?
Yes, you can use your own PDF templates for creating contracts, invoices, quotes, and all other documents.
A PDF can be personalized and made to look exactly the way you like. Most of the things you see on a PDF can be modified under Settings > Site settings > PDF templates. You can modify an existing template or create a new one. To make it even easier for you, we’ve added a PDF library with six designs to choose from, so all you need to do, is take your pick.
CAN I IMPORT MY EXISTING DATA?
Yes, you can import your own contacts, products, images, invoices, receipts, and more. This can be done under the Import/Export module, and .CSV, .XLS and .XLSX files that have been created based on our example files can be imported.
CAN I EXPORT AND TAKE MY DATA WITH ME?
Yes, you can also export your data. Exporting can be done from the list views. If you don’t see the Export buttons in any views, consult your site administrator about relevant rights. You can export data either in .xls or .csv format. More detailed instructions on how to export data can be found in our Help Center.
IS MY DATA SECURE AND CAN I HIDE/LOCK CONFIDENTIAL INFORMATION?
Yes and yes.. All traffic in and out of Scoro is done over HTTPS protocol, which means all the communication is being encrypted. It is also worth mentioning that we use 256-bit encryption – the same as most banks use – for ensuring the highest level of security for your information. What’s more, every Scoro site is held separately from each other so that data cannot get mixed up or accessed without permission.
Yes. Every module (i.e. invoices, projects, reports, etc.) is role-based. Access can be removed completely or access can be limited according to viewing and modifying needs. There are also private events, task and projects, locked projects for selected users and more.
WHAT DOES SCORO INTEGRATE WITH?
You can integrate Scoro with many of your current tools. For example, you can:
- Synchronize your Scoro calendar with iCal, Outlook, Google and other calendar applications.
- Connect your Dropbox account or FTP server to access your files right where you need them.
- Connect Scoro with MailChimp to keep your mailing lists synchronized.
- Synchronize financial information with your accounting software – currently, Scoro integrates with Xero, Quickbooks, Hansa. Find out more about how to integrate Scoro with Xero.
- In fact, you can integrate Scoro with almost any other software solution or online tool by using our full-featured API or Zapier.
DO YOU HAVE AN IOS/ANDROID APP?
We’re excited to announce that we’ve just launched the Scoro app for iOS and Android. Now it takes just a few taps to create a project, assign a task or add an event to your calendar. Not to mention having everything you need to know about your business with you at all times. You can download it from AppStore or Google Play now. P.S. Besides the app, Scoro is of course also available in all responsiveness on your mobile devices’ web browsers.
DO YOU HAVE MANUALS/VIDEOS?
Yes, to make sure you have all the knowledge to get the most out of Scoro, we have put together guiding manuals and videos of Scoro. All this can be found in our Help Center. You can browse content by topic or just type what you’re looking in the search box.
HOW DO YOU OFFER SUPPORT?
There’s a ton of useful support articles and videos available at our Help Center. We also have a dedicated Customer Support team in place that is happy to help you with any questions – feel free to email them, or if you’d prefer to have a chat with one of our Support Specialists, you can request a call-back on our contact form.
GDPR FREQUENTLY ASKED QUESTIONS
WHAT IS THE GDPR?
The General Data Protection Regulation is a European Union law that was implemented May 25, 2018, and requires organizations to safeguard personal data and uphold the privacy rights of anyone in EU territory. The regulation includes seven principles of data protection that must be implemented and eight privacy rights that must be facilitated. It also empowers member state-level data protection authorities to enforce the GDPR with sanctions and fines. The GDPR replaced the 1995 Data Protection Directive, which created a country-by-country patchwork of data protection laws. The GDPR, passed in European Parliament by overwhelming majority, unifies the EU under a single data protection regime.
DOES HEPTAGON TECHNOLOGIES COMPLY WITH THE GDPR?
Yes. Any organization that processes the personal data of people in the EU must comply with the GDPR. “Processing” is a broad term that covers just about anything you can do with data: collection, storage, transmission, analysis, etc. “Personal data” is any information that relates to a person, such as names, email addresses, IP addresses, eye color, political affiliation, and so on. Even if an organization is not connected to the EU itself, if it processes the personal data of people in the EU (via tracking on its website, for instance), it must comply. The GDPR is also not limited to for-profit companies.
HOW DO I COMPLY WITH THE GDPR?
Organizations can comply with the GDPR by implementing technical and operational safeguards to protect personal data they control. The first step is to conduct a GDPR assessment to determine what personal data they control, where it is located, and how it is secured. They must also adhere to the privacy principles outlined in the GDPR, such as obtaining consent and ensuring data portability. You may also be required to appoint a Data Protection Officer and update yourprivacy notice, among other organizational measures.
DOES THE GDPR REQUIRE ENCRYPTION?
The GDPR requires organizations to implement “appropriate technical and organizational measures” to secure personal data and provides a short list of options for doing so, including encryption. In many cases, encryption is the most feasible method of securing personal data. For instance, if you regularly send emails within your organization that contain personal information, it may be more efficient to use an encrypted email service than to anonymize the information each time.
COVID-19 FREQUENTLY ASKED QUESTIONS
WHAT EQUIPMENT MUST I PROVIDE FOR MY EMPLOYEES TO ENABLE THEM TO WORK FROM HOME?
Equipment already in use in the workplace e.g. laptop, mouse, monitor, keyboard and headset could be used for temporary home-working. If the employer provides any equipment, it must be in good condition and suitable for the work activity.
Note: Suitable equipment already available in the employee’s home can be considered for temporary work from there.
WHAT QUESTIONS DO I NEED TO ASK EMPLOYEES IN RELATION TO THEIR TEMPORARY HOME WORK SPACE?
As an employer, you must determine whether the temporary home workspace is suitable for the work you want the employee to do.
Examples of questions you could ask about the temporary workspace include the following:
- Do you have a suitable space to work from temporarily?
- Can you access the workspace easily and safely?
- Is there adequate light, ventilation and heat to allow you to work comfortably?
- Is there enough space to allow you to work without twisting, bending or sitting/standing awkwardly?
- Is there enough workspace to accommodate the equipment or other materials needed for the activity?
- Is the floor clear and dry, e.g., kept clear of electrical cables or anything else you could trip over / slip on?
- Is the workspace free of clutter?
- Are electrical sockets, plugs and cords in good condition e.g. no charring, exposed wiring or frayed cables?
AS AN EMPLOYER WHAT DO I NEED TO CONSIDER WHEN PREPARING VULNERABLE WORKERS, THOSE WITH DISABILITIES, OR SENSITIVE RISK WORKERS TO TEMPORARILY WORK FROM HOME? (E.G. PREGNANT EMPLOYEES, YOUNG PERSONS AND THOSE WITH MOBILITY NEEDS)
In requesting an employee from a sensitive risk group to work from home, the employer should consider the suitability of the person to the work in the context of their home working space. It is essential that work tasks and working conditions do not adversely affect the health of employees with a disability, pregnant employees, and young workers.
The employer should consider the following in relation to the employee’s work and workspace:
- safe access to the workspace
- the equipment necessary to complete the work
- sufficient workspace
- adequate lighting, heat and ventilation to allow comfortable working
- adequate breaks
- regular contact
- emergency contacts and procedures
WHAT DO I NEED TO CONSIDER WHERE EMPLOYEES ARE USING COMPUTERS AND DIGITAL TECHNOLOGY WHEN HOME WORKING?
Employers should consider doing online ergonomic assessments of an employee’s home workspace through video calls or through the use of other technology platforms in order to make sure that the workspace is set up correctly.
In the current circumstances (COVID-19) the employer may adopt a two stage approach to the ergonomic risk assessment process:
The employer engages with their employees who are working from home and sends out a Remote Work questionnaire to employees. Employees will need to complete the questionnaire. The completed questionnaire should capture information such as the type of equipment needed by each employee for their home workspace and information on whether or not the employee has any musculoskeletal discomfort such as neck or wrist discomfort. The employer needs to follow up and address any issues identified in the completed questionnaire.
The employer should consider including the following questions in the Remote Work questionnaire, however, this is not an exhaustive list of questions.
- Does the employee have a keyboard, mouse and separate monitor connected to their laptop?
- Is the employee’s workspace set up to allow the employee to view the monitor at a height which avoids bending of the neck for sustained periods of time?
- Does the employee have access to other suitable accessories such as laptop stands which allow the laptop to be connected to the keyboard and positioned at a suitable height?
- Does the employee take regular short breaks from sitting by standing up and moving about for 1-2 minutes every thirty minutes?
- Is the employee’s workspace set up to allow space in front of the keyboard to provide support for the hands and the arms?
- Does the employee have a chair that is adjustable in height?
- Does the employee have a chair that has a back rest that is adjustable in height and tilt?
- Does the employee have any back support on their chair (for example a back rest or cushion)?
- Is there adequate lighting to allow comfortable working?
- Is the employee experiencing any musculoskeletal discomfort?
After the initial issues have been addressed at stage 1 including the provision of equipment for the home workspace, the employer needs to plan for the completion of online ergonomic risk assessments for all employees who are remote working.
This can be done by video calls or through the use of other technology platforms in order to make sure that the workspace is set up correctly. It is reasonable to carry out the online ergonomic risk assessments over a phased time period and priority should be given to those employees who have reported musculoskeletal discomfort. The ergonomic risk assessment needs to take account of the following:
employee’s posture, level of intensity of keyboard/mouse work, freedom of movement
information on the general environment at the workspace including set-up of the equipment and the lighting environment including potential sources of glare
information on the nature of the employee’s work at the computer.
The employer needs to record any specific issues identified at an employee’s home workspace and agree on corrective actions with the employee. Once any corrective actions are addressed there should be sign off by the employer and employee.
If the employer makes any changes to an employee’s workspace at home they need to take account of public health guidance.