Remote work settings present security challenges for design teams. They face a constant battle to safeguard their design files and protect sensitive client information while working remotely.
For that reason, designers and design organizations must prioritize and implement robust security measures to safeguard sensitive data and ensure a seamless and secure remote work environment.
This article will discuss six such essential remote work security tips. Let’s get started!
1. Use antivirus software
Remote design teams need trustworthy antivirus software on all the personal or company devices they use. This software detects and prevents malware, viruses, and other security risks to design files and client data. It also updates and scans devices regularly to protect them against cyberattacks and unwanted access.
When selecting antivirus software for your remote employees, prioritize features such as real-time scanning and automatic updates. Additionally, consider the reputation and reliability of the software provider and their customer support services.
It is also advisable for remote design teams to opt for a comprehensive security suite that includes advanced security features, such as firewall protection, phishing and ransomware detection, and secure web browsing. These features can provide an extra layer of protection.
Here is an example of browsing protection that antivirus software can provide.
Finally, consider the software's performance impact on the system, as heavy resource usage can slow down the design process. A trial version can help you test the software's effectiveness and ensure its compatibility with the team's specific needs before making a final decision.
2. Secure privacy with a VPN
Here’s one of the most crucial remote work security tips: secure privacy with a VPN (Virtual Private Network).
A VPN technology creates an encrypted and secure connection between the user's device and the internet. It masks the user's IP address, ensuring their online activities remain private. It encrypts their data, protecting it from hackers or unauthorized access.
As a result, ultimately, a VPN can help design teams protect their communications, file transfers, and online work from potential security threats.
If you want to get the most of this technology, the first step is to choose a reputable provider for your team. Find a VPN provider with topnotch security and privacy features. It should have solid encryption protocols and a strict no-logs policy.
Speed and reliability are also critical factors to consider. Slow or unreliable connections can negatively impact your remote design team's productivity.
You can easily check out a VPN provider’s features on its website. See below ExpressVPN’s:
Once you've selected a provider, ask team members to download and install it onto their personal devices. Then, they just need to connect to a server location of their choice.
3. Pay attention to Wi-Fi security
As reliance on wireless connectivity continues to grow in personal and professional settings, it has become necessary to implement strong Wi-Fi security measures. This is essential to prevent unauthorized access to network resources.
To ensure high levels of Wi-Fi security, urge members of your remote design team to implement robust encryption protocols such as WPA2 or WPA3. The following comparison chart will assist them in gaining a better understanding of the Wi-Fi security protocols.
In addition, urge them to use secure Wi-Fi passwords. We’ll talk more about how to create strong passwords later.
To improve your company's cybersecurity, also educate your team about the importance of safe browsing habits and the risks of unsecure public Wi-Fi networks. Urge them to keep an eye on network traffic frequently so they can detect any unusual activity that might point to a security breach. You can ask them to install an intrusion detection system and firewall to protect their network from unwanted visitors.
You don’t want to overwhelm your remote design team with all this Wi-Fi-related IT jargon. So, before anything else, consider investing in their training to also boost their cyber security awareness. Make sure the expert you choose to train them has top security certifications. You want to ensure your team members are taught by only the best in threat detection and risk management strategies.
4. Encrypt emails
Email encryption entails encrypting email content so that only the intended receiver can view it. This provides another degree of protection to communications, guaranteeing that only authorized people may access and read them.
There are various methods for encrypting email. Your remote design team may use a secure email service that encrypts communications automatically. These services use end-to-end encryption, which ensures the encryption takes place before emails are transmitted and prevents third parties from decrypting them. ProtonMail and PreVeil are two examples of these services.
You may also utilize encryption software or plugins for your team’s current email service. These technologies use encryption techniques to scramble the content of communications using encryption techniques, rendering them unintelligible to anybody who does not have the decryption key.
The SendSafely Chrome Extension, for example, offers this type of encryption for Gmail. It generates a key for users to decrypt an email.
Finally, certain email providers, such as Gmail, have encryption options remote design teams may use to safeguard your conversations. Note, however, that encryption will only operate if the receiver uses an encrypted email server.
5. Ensure a secure working environment
Ensuring a secure working environment is vital to safeguarding sensitive information.
You must establish clear guidelines and protocols for remote work for your design team. For instance, as mentioned earlier, you can prohibit or restrict design team members from using public networks and computers to perform their tasks. You can also ban the posting of sensitive client or company information on their personal social media accounts to get Instagram likes or Facebook comments. The more detailed your security guidelines for them to follow, the better.
When it comes to your design programs, implement user access controls and permissions as well. This will help minimize the risk of hackers gaining access to project and client data in the event a team member’s computer is compromised.
It’s essential, of course, to also ensure all members of your remote design team have access to the necessary tools to perform their tasks securely. These tools include everything from the antivirus software to VPNs and encryption software we discussed above. You can provide tools that protect them identity theft to ensure unscrupulous individuals don’t gain access to their personal and work accounts.
6. Avoid sharing passwords online
It may seem convenient to share passwords through messaging platforms or design collaboration tools, but this practice can put sensitive information at risk of unauthorized access. Design teams must adopt safer alternatives to protect their work and clients' data.
You can use a secure password manager to store and share work-related passwords with your team members. These tools don’t just provide a centralized platform your design team can access. They also use encryption to secure passwords, ensuring an additional layer of protection against unauthorized access.
Make sure you don’t use weak passwords for your design programs and other platforms team members access for work in the first place. Follow the table below to ensure even the best hackers won’t be able to decipher them:
As an added layer of security, implement two-factor authentication (2FA) if possible.
Lastly, encourage team members to update the passwords for their own work-related accounts regularly (as outlined in the table above). This way, they can protect their design work and clients' data from potential security breaches.
Conclusion
Design teams working remotely need to prioritize security. For this, they should follow these six remote work security tips.
Using antivirus software can help detect and prevent any potential malware or viruses. A VPN can also add an extra layer of protection. Remote design teams should also pay attention to Wi-Fi security. Encrypting emails further enhances team protection, as it ensures that only intended recipients can access the content.
On your part, ensure a secure working environment for your design team members. Lastly, urge them to avoid sharing passwords online to prevent unauthorized access that can compromise the entire team's security.
With these remote work security tips being implemented, design teams are protected from hackers and other cybersecurity threats that can compromise privacy and disrupt operations.
