Finally, getting a Virtual Assistant? But now concerned about your security?
No worries, we’ve got you!
After taking one of the wisest decisions of hiring a Virtual Assistant the most frequently asked question by entrepreneurs is about their security system. Outsourced workers (including virtual assistants) are usually honest—they wouldn’t last long in this line of work if they weren’t. However, there are things you can do to reduce risk and protect your business for your own peace of mind (and good business sense).
We don’t pester much but this step indeed creates a cushion of a well-kept security system. That being said, we have outlined 5 excellent ways for sealing the deal with security systems and virtual assistants.
5 Ways to Strengthen Your Business’s Virtual Security System Before Hiring a Virtual Assistant
Create Specific Policies for data security
Many small businesses make their first VA hire, so it’s understandable that they don’t have a formal workplace security policy.
In general, a responsible VA understands the importance of protecting your sensitive data, but it’s best to be very clear about your expectations.
Create policies for corporate data security, information privacy, and any other security-related issues in your business documentation. For example, if a document classification policy is important to you, you could include it. There are a number of such policies we could name but we know that you understand your business better than anyone else. So, it’ll be the best approach to think through, document them all, and voila, share it with your VA.
Prepare a template or document detailing what your VA will and will not have access to, so you can easily refer to it and check up on it.
Utilize a Password Manager
Aside from giving your virtual assistant specific and restricted logins to your systems, you can also greatly benefit from using a password manager (such as LastPass) with your virtual assistant, especially if the tasks you delegate to your VA require them to have access to your online accounts, whether they are,
- Social media platforms
- CRM and project management tools
- Your business email accounts
- Bank accounts
- Cloud storage drives.
And what not?
Using a password manager ensures the security of your data, so it should always be part of your business security systems.
You wouldn’t have to reveal specific information to your virtual staff if you used a password manager. LastPass, for example, secures your username and password combinations on a website or app.
It can also detect potentially weak passwords, detect if you use the same password across multiple accounts, and assist you in changing them to something more secure. It’s also simple to remove their access to those accounts using the password manager if they leave your company later, protecting your information privacy.
Use Copyrights and Patents
Businesses are frequently concerned about intellectual property protection, especially if they are developing proprietary products. Intellectual property laws differ in their application depending on the country in which you live, so if you believe you may require protection, consult with a suitably qualified attorney who is knowledgeable in information security management.
Because a Virtual Assistant is often intimately familiar with the inner workings of your company, it stands to reason that you should protect your intellectual property through copyrights, trademarks, or patents. This at least provides you with a paper trail and some legal standing if you need it later.
Remember that working across international borders can be challenging when it comes to enforcing intellectual property rights.
NDAs and NCCs
An NDA (Non-Disclosure Agreement) is intended to provide you with legal recourse if your VA discloses any proprietary information about your company to anyone else. You’re basically asking them to keep your company’s inner workings, client lists, and any other vital business information private.
A CNC (Non-Compete Clause) is another name for an NCC (Covenant not to Compete). When you have an employee sign this, you are asking them to agree that they will not start or enter into a similar business to yours. Some of these pacts prohibit employees from working for a marketer during the period in which they are employed by you.
Sometimes this won’t even be a necessity as the service providers have a system of them in place as well. This is not only to ensure their own security system but to give a sense of security to their clients. On the other hand, some freelancers might not be comfortable with signing an NCC. But we recommend going for an NDA before you pick an NCC because, generally, there will always be some kind of time limit on an NCC, and they may be limited by geographic areas too.
“The goal is to keep a former employee or competitor from gaining a competitive advantage through their intimate detail of your business.”
Two-Factor Authentication (2FA)
Requiring users to enable two-factor authentication is another way to protect your data, your customer’s data, and your company’s reputation. Two-factor authentication adds an extra layer of security by requiring a second step to log in, usually by using an authentication token or fingerprint. This will help to ensure that only authorized users can access your data and device, as well as prevent unauthorized access.
This might seem like an additional routine in your daily tasks. Remember, you will always receive a notification every time your VA tries to sign in. If you’re willing to take this extra step in your routine, but its one of the most effective techniques in security systems.
