It’s vital for organizations to keep their clients’, partners’, and employees’ private information safe from harm. However, they also need to share this information securely within the organization and across their extended network.
Companies that invest in proper tools and methods safeguard their business chats and projects, ensuring sensitive data is managed carefully. This requires going beyond the standard security measures provided by platforms like Microsoft 365 and implementing advanced, government-grade security often used in regulated industries.
For firms aiming at flawless IT audit results concerning secure business communication practices, here are seven easy steps that could make a big difference.
Strategies and Tools for Protecting Privacy in Communications
- Use Strong Passwords and Email Security
Creating secure passwords is crucial in protecting your business from potential threats. Rather than opting for easy-to-remember passwords, encourage yourself and your team to create complex and robust ones. Keep things secure – switch it up with distinct passwords for every account you own. Boost your information’s defense by setting up a double-layered authentication system that involves both multiple passwords and identity checks. A good password manager balances tight security with user convenience, ensuring all your passwords stay both robust and easily accessible.
Keep those company emails safe by making sure you have a secure email gateway in place. Every email that enters or exits is thoroughly checked by these systems to stop potential virus infections right at the doorsteps.
- Record Conversations
At any point in time in business communication, a moment may arise when you need to reproduce the words spoken. This may not necessarily be in court, but also during an audit or reconstruction of a chain of events. If you want to find an easy way to record calls, you can use the app to record phone calls. The leader of the segment is Call Recorder for iPhone, you can start getting acquainted with it. With Call Recorder for iPhone, you can record unlimited calls in first-class quality and play them back at any time. The records are also suitable for AI analysis.
- Improve Access Control
Implementing robust access controls within a communication system is crucial for maintaining security and complying with data sovereignty regulations. Sensitive data, such as users’ names and personal information, must remain inaccessible to employees without the appropriate security clearance.
One effective method for ensuring secure communication is multi-factor authentication. This approach prevents unauthorized access, data theft, and the spread of misinformation. In scenarios where unauthenticated users need to join meetings, a service that allows authenticated users to review and either accept or deny these requests is necessary.
- Train Your Staff
The first step in fortifying your organization’s security is to provide your employees with fundamental security training. This training should cover everything from creating strong, secure passwords to identifying sensitive data that needs protection and sharing confidential information strictly on a need-to-know basis. Laying the groundwork for effective knowledge management and robust business security matters more than ever because many people still lack basic understanding of secure practices.
Considering that employees constantly use various business communication tools, it’s imperative they understand how to secure these channels. Whether it’s scheduling tasks via an online calendar or coordinating team meetings, every communication aspect must be safeguarded. Train each member of your workforce about the specific importance of adhering to these safety protocols within their respective positions. Armed with this information, employees are well-equipped to boost security protocols for communicating within the organization.
- Deactivate Unused Devices
To enhance security, make it a routine to power down any devices linked to your unified communication (UC) system when they’re not in use. Additionally, instruct your staff to always close or log out of UC applications when they’re not actively engaging with them. Unattended or active UC apps and devices can be vulnerable targets for cybercriminals.
- Regular Audits
When conducting internal audits, results may be compromised if the auditor is biased or has ulterior motives. Additionally, audits can be misused to introduce malware, misuse information, or initiate phishing attacks, leading to negative consequences.
Outsourcing security audits to a reliable and compliant third party ensures greater communication security. An authorized auditor should conduct a surprise audit if the security system detects multiple failed login attempts or any suspicious activity in the communication channels.
- End-to-end Encryption
A straightforward yet highly effective method to bolster your business communication security is by adopting end-to-end encryption for all your communication channels. In essence, this form of encryption ensures that your messages can only be accessed and read by the intended recipients, thereby preventing any potential interceptions from external entities. This is achieved by encrypting the communication at both the sender’s and receiver’s ends.
Numerous applications and programs provide end-to-end encryption, whether you are sending text messages, voice notes, files, or documents. It’s advisable to conduct thorough research to identify an internal communication setup that aligns with your business needs.
Conclusion
For the safety of your enterprise, workers, and patrons, fortifying the security around your corporate communications cannot be overlooked. Therefore, skimping on quality tools for your phone system protection is definitely a bad idea. Need a hand maximizing how well your service works? Your IT and phone companies are just a call away—ready and eager to assist.