Technology now plays a critical role in everything we do at work, but our teams still play a vital role in ensuring that our technology functions properly. At Allied, we strive to make sure we give our people the very best tools and to make sure our systems stay secure, safe,
Here are some of the strategies we use to ensure our teams can effectively leverage the technology they’re given and to keep our technology (and the company’s investment!) safe and secure.
Match the Technology to the Process, not the Process to the Technology
An estimated 90% of all technology investments by companies fail to provide the full benefit being sought. If people don’t see how the technology helps them, they frequently will use it incorrectly or find a way to work around it.
On the other hand, if you teach your team the process first, and then customize your technology to expedite those process, people will be more than happy to adopt new tools that make their lives easier, faster, and less complicated. In today’s world of interconnected software, matching the technology to the humanity has become do-able and affordable. Whether SaaS or enterprise software, talk to your vendor about your processes, and find out how the software can be tailored to them.
Set Good Password Policies
Many people take passwords too far. You don’t need three capital letters, two special characters, and some mystic symbol to keep a secure password. Simply make sure employees use a password with a mix of letters and numbers, and have them change it every 90 days or so.
Arguably more important than the number of symbols or characters in a password is the weight behind the importance of security and the privacy of passwords. We ensure our teams know that passwords are secure for a reason, and they aren’t to be shared or saved. Making sure your team knows to keep their passwords private, why it’s important, and that they will be held accountable, is a vital part of ensuring security.
Properly Manage Permissions
There’s a good reason we don’t give everyone access to everything. When you are setting up any computer system, make sure each person has access to necessary information and programs only. This prevents even the appearance of impropriety, and lets managers sleep better at night knowing networks are secure from potential mistakes or disgruntled employees. It also allows people performing critical functions to know someone untrained or unauthorized doesn’t damage the fruits of their hard work.
Keep Track of Your Hardware
Whether someone needs a tablet for leasing, a laptop for reports, or a work phone for securing accounts, you should always know where your equipment is at all times. Employees should sign out the equipment. When they do, they should sign a document in which they promise to protect it, use it only for its intended purpose, and return it when it is either no longer needed or they leave the company. This helps prevent theft and loss. it also gives employees an incentive to take care of their tools. If something critical “walks,” we hold the person who checked it out responsible for replacing the company property that was entrusted to them.
Every organization will have different tools, roles, and processes, but we hope these general principles will help you get the most out of your technology.