{"id":19567,"date":"2020-04-23T14:56:21","date_gmt":"2020-04-23T13:56:21","guid":{"rendered":"https:\/\/www.topdesk.com\/en\/?p=19567"},"modified":"2025-06-11T14:14:19","modified_gmt":"2025-06-11T13:14:19","slug":"security-work-remotely","status":"publish","type":"post","link":"https:\/\/www.topdesk.com\/en\/blog\/security-work-remotely\/","title":{"rendered":"How to maintain security when employees work remotely"},"content":{"rendered":"

It\u2019s safe to say that we\u2019re living in unprecedented times. Organizations all around the world suddenly have to work out how to maintain security when employees work remotely. And that\u2019s not all \u2014 they also need to balance this with providing a truly first-rate employee experience. We spoke (remotely, of course!) with TOPdesk\u2019s IT and security experts, Mark Herrewijnen and Bart van Manen, to find out how to maintain security when employees work remotely.<\/p>\n

What can organizations do?<\/h2>\n

First things first: it\u2019s important that every employee is armed with at least a basic knowledge of IT security. Not every employee is a digital native, so it\u2019s crucial that you cater to each and every one of your colleagues. To help with this, Mark suggests producing a one-page summary document outlining key security dos and don\u2019ts (e.g. do remember to back up all documents but don\u2019t log onto public networks).<\/p>\n

Not only will this make sure that your employees don\u2019t make basic\u00a0security mistakes<\/a>, but your employees will also appreciate having all this key information to hand \u2014 you can\u2019t simply expect everyone to intuitively know what to do and what not to do.<\/p>\n

There\u2019s also another major danger. Amidst such widespread upheaval, organizations might be tempted to tear up the existing rulebook and introduce sweeping changes in an effort to ensure ongoing security.<\/p>\n

Bart warns against this strategy. \u201cIntroducing too much change all at once might leave your employees confused and discouraged\u2014 they already have enough on their plate as it is. Try to follow established procedures as much as possible, and if you do want to switch things up, use change templates or incident workflows with documented approval steps.\u201d<\/p>\n

The message is clear: balancing security and\u00a0employee experience<\/a>\u00a0is difficult enough as it is, so there\u2019s no need to make it even harder.<\/p>\n

Lastly, it\u2019s important to ensure ongoing communication between your IT staff and your employees. As much as you might want to rely solely on established procedures, your security strategy will probably be affected in more ways than one. Mark recommends having verified forms of centralized communication \u2014 for example an intranet where employees can chat about any issues they\u2019re having.<\/p>\n

Try to foster a real sense of community. Let your team know that you\u2019re always there for support if they need it: offering up your expertise and advice at all times. This is crucial if you want to successfully blend organization-wide security with providing a fantastic employee experience.<\/p>\n

What should \u2013 and shouldn\u2019t \u2013 your employees do?<\/h2>\n

\u201cWell, there are the obvious things that should be avoided: don\u2019t view confidential information in public places, don\u2019t discuss confidential material in virtual meetings using unknown apps, and don\u2019t log on to public networks,\u201d Bart says.<\/p>\n

Mark agrees: \u201cYou should also remind people not to assume that if everyone else is doing something, that automatically means that it\u2019s safe. Even USB flash drives, which have long been a staple of IT practices, carry their own risks: they have a significant risk of being infected with\u00a0malware.\u201d<\/p>\n

This also goes for VPNs. While some organizations might be rushing to provide employees with their own VPN in an attempt to increase organization-wide security, the opposite is actually true \u2014 if you use a VPN, you have a bigger attack surface, which leaves you more vulnerable to security breaches.<\/p>\n

That being said, if you\u2019re going to provide the best employee experience possible, it\u2019s just as important to focus on what employees should do \u2014 rather than simply what they shouldn\u2019t do. Mark emphasizes that employees should work together to develop contingency plans: triaging teams, sharing management responsibilities, as well as assigning and duplicating all essential codes and failsafe roles.<\/p>\n

On the whole, employees should always raise any queries \u2014 no matter how large or how small \u2014 with their IT team. For Bart, \u201cthe key is to create a culture where employees have an ongoing, open dialogue with their IT team. You should make an extra effort to ensure that your less tech-savvy colleagues feel especially comfortable.\u201d<\/p>\n

Employee experience doesn\u2019t mean that you have to run around making everyone happy all the time; instead, it means that you\u2019re there for people whenever they need you, and that everyone knows this. Given how integral IT is to the vast majority of modern organizations, IT support is as much a\u00a0cultural\u00a0issue as it is a technical one.<\/p>\n

If something unfortunate does happen, this is how you manage panic at the service desk<\/a><\/p>\n

\n

The key is to create a culture where employees have an ongoing, open dialogue with their IT team.<\/p><\/blockquote>\n

Do you have any other specific technical tips and tricks?<\/h2>\n

Right, let\u2019s get stuck into the nitty-gritty details of how to maintain security when employees work remotely (I could tell that this is what Mark and Bart were really looking forward to discussing!). Our top nine tips are:<\/p>\n

    \n
  1. Remind employees to be cautious with any company-provided hard- & software \u2014 it might be pretty difficult to send out physical help or to provide replacements.<\/li>\n
  2. Don\u2019t allow kids to install apps on devices you use for confidential work. Maybe consider borrowing a device from school or dust off an old laptop.<\/li>\n
  3. Make sure that all work devices have up-to-date security protection.<\/li>\n
  4. Don\u2019t suddenly roll out mass software updates \u2014 if you haven\u2019t updated for a long time, updating now might actually be worse. Communicating changes is also more difficult with everyone at home, so only install small updates and critical security patches where possible.<\/li>\n
  5. Don\u2019t use a VPN to disclose the whole office network \u2014 one compromised device can affect all your services, so disclose individual apps to remote workers instead. A VPN, by its very nature, might admit potentially undesirable or unsafe devices into your company\u2019s internal network.<\/li>\n
  6. Don\u2019t ask everyone to change their password: changing passwords right now might be very problematic. If a password was secure enough when an employee was working in your office, it\u2019ll more than likely be secure enough when they work from home.<\/li>\n
  7. Don\u2019t click on links in emails that are strange or suddenly urgent. If you\u2019re not sure, verify with the sender (preferably not via the reply button).<\/li>\n
  8. Verify impacting change requests, like additional access or money transfers, with colleagues. Preferably try to use a different channel than the original request (e.g. verify emails using Skype\/Teams).<\/li>\n
  9. Ask employees to reset default Wi-Fi router passwords (just in case).<\/li>\n<\/ol>\n

    Communication is key<\/h2>\n

    It\u2019s always been difficult trying to balance security with employee experience \u2014 but it\u2019s just become even more complex. The current situation has brought about a number of hurried changes, which means more vulnerabilities: both\u00a0technical<\/a>\u00a0and personal.<\/p>\n

    But don\u2019t panic; it\u2019s more important than ever for IT staff to\u00a0remain calm and communicate clearly<\/strong>. Let your employees know precisely what to do and what not to do. Answer any questions they might have, and foster a sense of community \u2014 after all, we\u2019re all in this together.<\/p>\n

    Want to find out more tips and tricks on how to successfully put your employees first? Download our\u00a0customer centricity e-book<\/a>.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

    It\u2019s safe to say that we\u2019re living in unprecedented times. Organizations all around the world suddenly have to work out how to maintain security when employees work remotely. And that\u2019s not all \u2014 they also need to balance this with providing a truly first-rate employee experience. We spoke (remotely, of course!) with TOPdesk\u2019s IT and<\/p>\n","protected":false},"author":1,"featured_media":45240,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_searchwp_excluded":"","inline_featured_image":false,"editor_notices":[],"footnotes":""},"class_list":["post-19567","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry"],"acf":{"blog_author":"","blog_hubspot_cta_link":"","toc_display":"not-visible","blog_promotion_overwrite":false,"blog_promotion":false},"yoast_head":"\nHow to Maintain Security When Employees Work Remotely<\/title>\n<meta name=\"description\" content=\"Discover essential strategies to maintain security when employees work remotely. 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