How would you feel about sharing confidential information about your company on Twitter or Facebook? That doesn’t sound right, does it? So, in a corporate life where we keep our work calendars online, and where we work together on projects using online flow-planners and online project management software, it might pay off to wonder whether the shared content is safe from prying eyes.
From the easy-to-use shared document on Google Drive to full-fledged Trello boards that we use to manage complicated projects—basically everything that uses the cloud as a server is our subject here. When evaluating your online project management tools, it is important from a security standpoint to have an overview of:
Once you know this, you can move on to the main question:
The risks of using online project management tools are made up of several elements. Once again, a list of questions will help you gage this, including:
As you can see, we are not just worrying about outsiders getting ahold of information. Sometimes, we must keep secrets, even from our own co-workers. Not every company has an open salary policy, for example, so the information how much everyone makes might not be allowed outside of HR.
But the threat of a breach is the most important one. Having the competition know about the latest project your design team is working on can be deadly in some industries. And of course, any project that contains customer data and is not secured can be breached by a cybercriminal. Knowing this, it’s our job to help you find the safest possible tool to perform your job.
Are we sharing information online because we need to do it online or just because we can? Sometimes being the cool kids that use an online project management platform that has all the bells and whistles is more a matter of convenience than it is strictly necessary. But if you are:
then online tools maybe the only way to realize your project management goals.
What you don’t share can’t get lost. And control over what you do share (and with whom) is adamant.
Hardening your online tools against breaches is usually in the hands of toolmakers themselves—the software provider or the cloud service provider with whom you’ve partnered. Therefore, it makes sense to look into the project management tool’s reputation for security, as well as its ability to serve your company’s needs. While you can’t control the security of the tool itself, you can limit the consequences of a mishap, should it occur, by doing the following:
Working in the cloud can be useful for project management, but sometimes we need a reminder that there are risks involved. If you set up an online project management tool or other cloud-based project, it’s good to be aware of these risks and give some thought to the ways you can limit them.
When you’re working on a project for your company—whether it’s leading a team or participating in the project’s development—it’s important to make data losses as rare as possible, to learn from your mistakes, and to handle breaches and other security incidents responsibly.
Stay safe out there!