Computers and online tools are at the center of productivity, collaboration, and information access. It’s also important to consider the challenges created by the increased time spent in front of screens. Navigating this digital landscape means being aware of risks and adopting practices to mitigate them.
This article reviews five issues to be aware of when working with computers or online and guides staying productive and healthy in the digital era. Stay informed and take small, consistent actions to maximize the benefits of technology while minimizing its potential drawbacks.
1. Cybersecurity Threats
Working online comes with the risk of cybersecurity threats. Every day, hackers and cybercriminals develop more sophisticated methods to gain access to personal and organizational data. Phishing scams, ransomware attacks, and malware infections are some of the tactics used to compromise systems. Individuals and organizations need to protect sensitive information - practicing good cybersecurity practices is a critical part of online work.
The first step in safeguarding your data is creating strong, unique passwords for each account, with letters, numbers, and special characters. Avoid reusing passwords across multiple different sites or systems, as this increases vulnerability – find a pattern for establishing passwords using an approach that makes sense to you and that you will remember, but that is hard for others to guess. Password managers are useful tools for storing and organizing complex passwords securely – though there is always a risk that the lockbox could be hacked as well.
Another layer of protection is enabling two-factor authentication when available. This requires both a password and a secondary form of verification, such as a code sent to your phone. This makes it harder for hackers to gain access to accounts even if they have your password.
Phishing attacks are common cybersecurity threats, often showing up in the form of emails or messages that ask for personal information or contain suspicious attachments. Slow down and be cautious; check for slight variations in web addresses, links, or sender addresses; and avoid clicking on unknown links.
Installing antivirus software and keeping it updated can also provide a layer of defense. Regular software updates are also crucial for all devices, as they often include patches for newly discovered vulnerabilities. For those working on public Wi-Fi or other unsecured networks, using a Virtual Private Network (VPN) – if provided by your employer - is another wise choice.
2. Data Privacy and Compliance
In today’s digital age, data privacy is critical, especially for professionals handling sensitive information. Mishandling data—financial, healthcare-related, or personal—can lead to legal consequences, security breaches, and eroded trust. It’s important for employees to understand their organization’s best practices for storing, sharing, and discarding sensitive information. Following these protocols can help prevent accidental leaks and keep your organization in good standing.
Role-based access to data enhances security – if you don’t regularly use a system, then you may not need an account anymore; on the other hand, you need access to the tools you need to do your job. Both business and technology leaders need processes for governing account provisioning and maintenance.
In terms of individual data management, storing data securely on encrypted drives or approved cloud systems and deleting unneeded data further safeguard sensitive information. One overlooked aspect of data access and privacy is metadata—hidden data that travels with documents. While metadata is useful for cataloging, it can unintentionally expose proprietary information. Limit the distribution and storage of sensitive materials to reduce risks.
Backing up critical files protects against data loss from cyberattacks, accidental deletion, or technical issues. However, this also creates another copy that needs to be protected. Placing all your files on a thumb drive backup may seem like a good idea in case something happens, but if the thumb drive is lost, that creates a whole new set of problems. Organizations need to provide file transfer and portability options, so employees can do their jobs safely and securely – while also having workable file management and transfer options that are realistic given the speed of business.
3. Ergonomics and Physical Health
A common problem that comes from prolonged computer use is poor ergonomics, which can lead to physical strain and long-term health problems. Many people spend hours at their desks without considering their posture or equipment positioning. This can cause repetitive strain injuries, musculoskeletal disorders, or chronic pain in the neck, back, and shoulders. Working in a poorly designed workstation can lead to discomfort, impacting both productivity and overall health.
Setting up an ergonomic workspace means finding a chair that supports good posture, ideally one with adjustable height, lumbar support, and comfortable armrests. The desk should also be at a height that allows your arms to be comfortable when typing. Positioning the monitor at eye level, at about an arm's length away, can reduce the tendency to hunch forward, which can cause neck and back pain. The keyboard and mouse should be placed at a height that avoids straining the wrists.
Regular breaks are important for managing physical strain. Experts recommend a brief break every 30 minutes to stretch and move, preventing stiffness and fatigue. To combat the impact of blue light from screens—which can disrupt sleep and lead to digital eye strain, consider using blue light filters or investing in glasses with blue light-blocking lenses. Also, try to log off an hour or so before bed (if not before) to allow your body to transition to your sleep cycle.
