For any business to operate effectively, it must ensure that its sensitive information remains protected at all times. Secure file sharing solutions are a key part of any such effort. Only by putting dedicated tools in place can a firm's leaders enable employees to send and receive files safely. Failure to offer these resources will force workers to turn to options that are less secure, such as consumer grade box file sharing services.
Yet investing in and deploying secure file sharing tools does not guarantee that employees will actually use these offerings. To this end, business decision-makers must adopt additional strategies.
1. Emphasize ease of use
Even conscientious employees will usually prioritize convenience over strict adherence to the rules. They want to do their jobs as efficiently as possible, and if a particular policy is seen as an obstacle, it will likely be ignored.
To avoid this, businesses need to choose secure file sharing solutions that have an easy-to-use interface that do not impose a significant burden on workers. Just as importantly, business decision-makers must emphasize this user-friendliness to employees by providing clear training and getting feedback in the implementation process, or else they may assume that the solution is burdensome, even if it is not. By adopting a strategy of emphasizing the tool's benefits, rather than the dangers posed by insecure practices, firms can make adherence to secure solutions easy for workers to accept.
2. Establish strong incentives
To encourage best practices when it comes to secure file sharing tools, it is also necessary that business leaders establish strong incentives for workers to follow prescribed practices. These should include both rewards and potential punishments. In the former category, decision-makers may want to consider organization-wide prizes for extended periods without a data breach. Conversely, penalties should be established if employees are found to have engaged in risky behavior by ignoring the secure options.
For the incentives described to be effective, it is critical that the business leaders enforce the relevant policies regularly and dependably. One of the reasons why lax, unsecured behaviors seep into businesses is that leaders fail to enforce established policies after the initial implementation stage. For a company to remain secure, security must be an ongoing priority, and this is only possible if business leaders dedicate themselves to long-term enforcement and ensure employees understand their larger role in keeping an organization safe.