Employees collaborate—and consequently perform—best when they have immediate access to all the tools they need and can share information without barriers. Yet, IT systems are most secure under tight restrictions. This creates the following dilemma: how can data security be achieved without hindering collaboration?
In this article, we present a practical three-step process to resolve this dilemma so that you can enjoy both robust security and seamless collaboration.
Step 1: Understand the Security Risks of Unrestricted Collaboration
Enabling your team to collaborate without barriers can boost efficiency, but it also opens the door to various security risks. These risks, if not managed properly, can lead to serious data breaches, compromising not just your company’s confidential information but also its reputation.
Here are some examples of security risks created by unrestricted collaboration:
- Use of poorly secured cloud apps: Many teams use cloud-based applications for ease of access and collaboration. However, if these apps lack robust security measures, they become vulnerable to cyber attacks and put all shared data at risk. Alarmingly, attacks on cloud-based applications increased by 48 percent in 2022, so this isn’t some unlikely-to-happen risk—it’s a real and present danger.
- Sharing unencrypted sensitive data: Transmitting sensitive information across the public internet without encryption can be likened to sending a postcard through the mail—it’s easy for prying eyes to see. Unfortunately, that’s exactly what usually happens when employees are allowed to collaborate without any restrictions because they end up using whichever file-sharing service they find the most convenient, and they seldom change the default settings to something more secure.
- Accessing company systems from personal devices: When employees are allowed to use their personal devices for work as they please, it can lead to security breaches. Personal devices often lack the same level of security as company-provided equipment, making them easier targets for hackers.
The following graph illustrates the effect unrestricted collaboration can have on cybersecurity:
Step 2: Find Common Ground Between Security and Collaboration
Given that fully unrestricted collaboration would create a poorly secured environment, it’s essential to find a common ground between the security team and the rest of the workforce.
The good news is that employees, aside from malicious insiders, don’t intend to trigger cybersecurity incidents. It’s just that they often lack an understanding of how their actions can put the organization at risk. This gap in knowledge is where the potential for security breaches widens, but it’s also an excellent opportunity to increase security without compromising collaboration.
Open and transparent conversations about cybersecurity and topics like email phishing and social media impersonation attacks are key here. It’s vital that employees understand not just the “what” but the “why” behind cybersecurity initiatives and policies. When they comprehend the reasons for certain restrictions, they’re more likely to follow them and even advocate for them.
These discussions should be an ongoing process, not a one-off event. The cybersecurity landscape is constantly evolving, with new threats emerging regularly. As such, cybersecurity awareness training sessions need to be a regular feature of workplace learning. This continuous learning approach helps keep everyone updated on the latest threats and the best practices to counter them.
Step 3: Move Collaboration from the Shadows to the Spotlight
Collaboration should never be a clandestine activity; when it happens in the shadows, the so-called shadow IT spreads, and cybersecurity teams lose visibility and the ability to protect the organization effectively.
To stop employees from empowering themselves with unauthorized tools, it’s crucial to provide them with the resources they need for safe and effective collaboration. This is possible only when employees feel comfortable and encouraged to communicate their needs to the IT department.
When the IT team is aware of what tools and resources employees need, they can then implement and monitor these tools properly to maintain a high level of security. Alternatively, they can educate employees on how to accomplish their tasks using existing tools. Often, the solutions required for effective collaboration are already available within the organization but may be underutilized or misunderstood.
Conclusion
The path to achieving data security without hindering collaboration involves a deep understanding of potential risks, open communication between IT teams and employees, and the strategic implementation of tools and policies.
At OSIbeyond, we are committed to helping organizations like yours keep cyber threats at bay without keeping your employees from being productive. Let us help you find that perfect balance where data security and collaboration coexist in harmony. Reach out to OSIbeyond today and take the first step towards a more secure, collaborative future for your organization.