1. Weak Password Policies

One of the most common security mistakes is weak password policies. Companies often allow employees to use weak, easily guessable passwords, or reuse passwords across multiple platforms. This leaves collaboration accounts vulnerable to brute force attacks or credential stuffing. Implementing strong password requirements, multi-factor authentication (MFA), and regular password updates can significantly mitigate this risk.

2. Insufficient Employee Training

Lack of adequate training is another significant collaboration security mistake. Employees should receive comprehensive training on collaboration tools, their security features, and best practices for data protection. Training sessions should cover topics such as phishing awareness, recognizing suspicious links or attachments, and the importance of reporting potential security incidents promptly.

The ability to collaborate remotely using an internet connection has led to employees connecting to insecure public Wi-Fi networks at locations like cafes and airports, potentially compromising their data. To address this risk, experts recommend using virtual private networks (VPNs), secure access service edge (SASE) solutions, and zero-trust network access tools. 

Rahul Mahna of EisnerAmper highlights the security issues associated with relying on free Wi-Fi available in trains, hotel rooms, and conference centers, suggesting that tethering to a mobile phone provides a more secure connection due to the better security provided by mobile carriers.

3. Overlooking Data Encryption 

Many collaboration platforms offer encryption features to protect data during transit and storage. Unfortunately, companies often fail to enable encryption or overlook the importance of encrypting sensitive information. 

4. Unmanaged Third-Party Access 

Collaboration often involves sharing information with external parties, such as vendors, contractors, or clients. However, granting unmanaged third-party access poses a significant security risk. Companies must establish stringent access controls, including limiting privileges and implementing secure protocols for sharing data externally. Regularly reviewing and revoking access permissions when they are no longer needed is also crucial

Organizations need to provide employees with secure collaboration tools to prevent them from resorting to insecure solutions. While embracing digital collaboration, organizations should also implement measures such as restricted local admin access and managed browser solutions to prevent the installation and use of unapproved tools. 

Even when approved tools are in place, organizations must be mindful of the specific collaboration platforms accessible to each employee to avoid data breaches and new attack vectors. IT departments should maintain centralized control over these tools to ensure that access is promptly revoked when an employee leaves the organization, preventing former employees from retaining access to sensitive company data.

5. Neglecting Patch Management 

Latest software patches and new software updates contain bug fixes that irons out security loopholes and other issues in older versions. Yet, companies frequently neglect to update their collaboration tools promptly, leaving them exposed to known security flaws. Implementing a robust patch management process ensures that collaboration platforms and associated software are kept up to date with the latest security patches, minimizing the risk of exploitation.

6. Inadequate Data Backup and Recovery 

System failure, human errors and even cyberattacks can lead to data loss. Failure to have a robust backup and recovery strategy Anti DDoS protection in place can result in irreversible data loss and operational disruptions. Companies should regularly back up collaboration data, test the restoration process, and have a disaster recovery plan to minimize downtime and maintain business continuity.

It is not enough to only create backups; organizations must also test the restoration process. Just because you have a backup does not mean that you can relax. It is important to regularly verify the accessibility of your data backups so you don’t have to regret it during an incident. Ensure that you can acces and retrieve your backup successfully. This is also critical when it comes to ensuring compliance with industry standards. By implementing a backup and recovery strategy that adheres to these requirements, organizations can avoid legal complications and penalties.

By demonstrating a proactive approach to data protection through a robust backup and recovery strategy, companies can enhance their credibility and reassure customers that their data is safe.

7. Lack of Monitoring and Auditing 

Proactive monitoring and auditing are essential to detect and mitigate security incidents promptly. Many organizations overlook this crucial aspect of collaboration security, failing to implement monitoring tools or conduct regular security audits. By monitoring user activities, detecting anomalies, and conducting periodic audits, companies can identify and address potential vulnerabilities or breaches before they escalate.