Collaborative work has become much easier thanks to technology. Collaborative task management tools let you assign tasks to team members and track progress. They also give you access to a platform where you can send the needed files and communicate with the team members.
Now, here’s the catch. Your data is now more vulnerable. If you were not careful, malicious actors, like hackers, could gain access. They may be able to know who the team members are, what tasks they handle, what projects they are working on, and more. That could compromise your operations.
That said, it is important to know the ways to secure your data when using collaborative task management tools. Continue reading to learn these best cybersecurity practices.
1. Define the Sensitivity Level
First of all, identify how sensitive the data is. Is the project you are working on confidential? Are you talking about trade secrets online? If yes, you need to choose platforms with robust security features. They should be able to prevent and detect different types of attacks.
On the other hand, if what you’re working on is a simple project, you don’t need to spend a lot on tools. It’s still wise to find a secure tool, but it does not have to have state-of-the-art security features.
2. Limit Each Member’s Access
You should define the team members’ roles. Then, limit their access based on their roles. It ensures that they can only do and know what they are allowed to do and know. It protects your team from insider threats and data misuse.
An example of data misuse or an insider threat is a team member accessing sensitive client information they don’t need for their role and accidentally leaking it.
Let’s say a graphic designer is curious about the campaign’s analytics. They might download a performance report containing confidential client data. If this report is shared outside the team or mishandled, it could lead to a breach of trust, legal issues, and damage to the company’s reputation. Proper role-based access would prevent such incidents by ensuring team members only access what’s necessary for their tasks.
3. Train Members To Use Strong Passwords
Password123, abcde, and Aileen081892 – what do these have in common? They are all weak passwords. Using common passwords or those using names and birthdays is like inviting hackers to attack your system. They can easily guess them.
That said, all team members should use complex passwords. They should come up with something on their own. Ideally, it should be easy for them to remember but impossible for others to guess.
Alternatively, team members can generate passwords using password managers. These tools create unique passwords that are strings of random characters and numbers. Here is an example: NTd79C2MudlAc4s. Admittedly, it is difficult to memorize, but you really don’t have to. Password managers let you store them securely.
4. Use Tools that Don’t Capture Passwords
Your team may be using browser extensions or third-party tools to facilitate task scheduling. Be careful when using these, as they can capture passwords with malicious intent. They make generating strong passwords a waste of time since cybercriminals no longer have to guess. The tools give them what they need.
These tools can record and steal sensitive login information, allowing unauthorized access to the team members’ accounts. That can lead to identity theft, data breaches, and financial loss.
One tool that is secure and lets you easily assign tasks to the team members is TaskClone. It lets you create your notes in a dedicated note-taker like OneNote and converts action items to tasks in a dedicated task app or calendar like Todoist or Google Calendar. No passwords are shared and data is secure in transit and at rest. Even better, you can set due dates, assignees, and tags without leaving the notes.
5. Utilize Virtual Private Networks
Even with secure tools and strong passwords, cybercriminals can still intercept your connection. To prevent this, you should encrypt your connection. Using a Virtual Private Network (VPN) tool is an effective way to achieve this.
A VPN creates an encrypted tunnel between your device and the internet. That protects your data from being accessed by hackers or third parties. Furthermore, it masks your IP address, making it hard for cybercriminals to track your activity.
While not needed in all situations, if you frequently use public Wi-Fi in places like hotels or coffee shops, having a VPN is a must. For reliable options, check out Cybernews’ guide to the best free VPNs for Android. Cybernews is a trusted source for cybersecurity insights, offering detailed reviews and comparisons to help you find the best VPNs to keep your data safe. Their in-depth research ensures you can make an informed choice and browse with confidence, no matter where you are.
6. Update Your Software
Vendors continuously develop their tools. They release software updates every now and then, and these updates often include new features. Gaining access to those new features is exciting but it’s not the only reason why you should update your software. It is also great for security.
Software updates also include security patches that address the vulnerabilities in the previous version. That said, downloading these updates helps keep hackers away.
7. Educate Your Team
Teach the team members the best cybersecurity practices to protect your data. Teach them how to create passwords, as mentioned above. Furthermore, inform them about the different types of cyber attacks. That is the best way to prevent them from falling victim to phishing and other types of scams. Also, emphasize the importance of verifying links and email senders before clicking or responding to messages.
We also recommend encouraging the use of multi-factor authentication (MFA) for an added layer of security. It ensures that even if passwords are compromised, accounts remain protected.
Conclusion
Cybersecurity is important in collaborative task management. It prevents unauthorized access to sensitive information that can cause reputational damage or financial loss.
The best practices include using strong and complex passwords and using secure tools. Furthermore, you should limit access and permissions to prevent data misuse. We also recommend using VPNs to encrypt your connection. Above all, you should educate the team members about cybersecurity. It makes them knowledgeable about the different types of attacks and teaches them how to avoid said attacks.
