Collaboration tools are now an essential part of the workplace in all types of industries. More of us are working with the help of online platforms to communicate with colleagues clearly and efficiently, whether we’re in the office, or working from home.
Sharing sensitive information and documents over the internet can be a risk, but with safe collaboration in place, we can continue to work together securely, without putting ourselves or our client’s data at risk. Read on to find out more about factors to consider for safe collaboration.
Why Is Safe Collaboration Important?
Most of us are used to collaborating online with others in the workplace, but why is it so important for us to make sure we’re doing it safely and securely?
We are essentially passing data, files and documents that could contain sensitive information, or at the very least, information that only our colleagues are meant to see over the internet, which could be intercepted by others at any time, meaning the information could fall into the wrong hands. Using various tools, techniques, and best practices, we can make sure our files are kept secure.
1. Utilise Collaboration Platforms
With more of us taking advantage of remote and hybrid working, collaboration platforms give us a way of communicating with our colleagues and allow us to work together effectively even when we’re not in the same place. You can use these platforms to your advantage when it comes to safe collaboration.
These various applications have had to adapt due to the popularity and necessity of remote working, so choosing to use the best app to suit your company means you’ll be getting high-quality, up-to-date collaboration software that is equipped with everything you need to send files, information, data, and ideas safely and securely.
2. Verification and Passwords
These are two of the most important factors to consider when collaborating safely within the workplace and making sure your passwords don’t fall into the wrong hands is key. You should always use a mixture of letters, numbers, and symbols in a strong password, or you could opt for a phrase to keep your data safe.
You could introduce two-step verification, which means you will be asked on another device or account to confirm whether you are trying to access data or documents, it is only when you confirm that it is you that you will gain access. This means you can be alerted to any activity that isn’t you, that could mean someone outside of the company is trying to access your documents.
3. Encrypted Messaging
You should think about using a platform that offers end-to-end encryption as standard practice. Encryption is a way of transforming information into a code, that can only be deciphered by authorised parties.
It means that your information can be stored and transmitted safely and securely without having to worry about it being seen by anyone that is not permitted. Even if your data does fall into the wrong hands, it is highly unlikely that a third party will be able to crack the encryption code. Looking out for platforms that offer encryption gives you extra peace of mind that your security is their priority.
4. Safe File Sharing
Collaboration means sharing and working together – so the ability to send and receive files safely is one of the most important factors to consider. You should think about ways that you can send, edit and receive files between each other quickly and with ease, but you must also think about the safest way of doing this.
If you have encryption in place, or you’re using a platform that has encryption as a feature, this is advantageous. You could also use a platform that allows files to be accessed only if a colleague has the password to view, or you have invited them to view a document in a private container. Using a secure container for files means you can share documents, images, and videos more safely.
5. Secure Video and Audio Calls
In the age of hybrid and remote working, video and audio calls have never been so popular, and are a crucial part of staying connected. You should look for a collaboration platform that allows for video conferencing, that will work wherever the participants are in the world, but you should also make sure that they can offer you a way to manage your calls effectively.
You should be able to monitor who is in the call, you should also be able to add and remove people, if necessary, as well as be able to mute yourself and participants. Looking for these things when collaborating on a video or call platform, means that you can monitor your information for increased security.