… in today’s digital world can feel like a complicated job. You’ve probably heard about needing good quality business security software and making regular copies of your important information. These are definitely key. But one of the most powerful, yet often overlooked, ways to protect your business is surprisingly simple: tidying up your company’s technology and keeping a firm grip on what’s being used.
So let’s outline some easy steps you can take as a business owner to begin the process to safeguard your business and ensure your long term success.
Think of your business’s computer systems (all the software, apps, and devices) like a house. The more doors and windows you have, and the more complex the layout, the harder it is to keep an eye on everything and make sure it’s all locked up tight. Simplifying your technology is like reducing the number of entry points a burglar could try.
The Must-Haves: Business Security Software and Backups
Before we dive into simplifying, let’s quickly touch on those essential security layers.
First, every business needs professional-grade security software (often called anti-malware or anti-virus). I can’t express this enough, IT IS A MUST HAVE! WINDOWS DEFENDER IS NOT GOOD ENOUGH, STOP LISTENING TO ANYONE THAT SAYS THAT IT IS! (sorry for shouting, but it matters). Good Anti-malware software is your first line of defense against computer viruses, ransomware (where criminals lock up your files and demand money), and other nasty things that can steal your data or stop your business in its tracks. Make sure this software is always kept up to date.
Second is having a solid plan for backing up your important business data. This means regularly making copies of everything crucial:
- customer information
- financial records
- operational details
and storing these copies safely. Ideally, have them in more than one place, perhaps one in your office and another securely online (in the “cloud”).
Here’s the really important part: test that you can actually get your information back from these copies. A backup plan you haven’t tested is just a hopeful wish.
The Power of Tidying Up Your Tech
With those basics covered, let’s talk about making your technology setup simpler and cleaner. This is where many businesses can make huge security gains.
1. Fewer Places for Trouble to Hide (Smaller Attack Surface):
The more computer systems, software programs, and old equipment you have, the more potential weak spots you’re trying to manage. Each one is a potential doorway for cybercriminals. By getting rid of old, unused, or unnecessary technology, you’re essentially reducing the number of targets they can aim for. A simpler setup is much easier to defend.[5]
2. Easier to See What’s Going On:
When your technology is sprawling and complicated, it’s hard to get a clear picture of what’s connected and how it’s all working. Simplifying gives you, or your IT support, a much better view. This makes it easier to spot unusual activity that might signal a security problem.
3. Keeping Software Updated Becomes Simpler:
Software updates are really important because they often fix newly discovered security weaknesses. Trying to keep dozens of different programs and systems updated across your business can be a massive headache. With fewer, more standardized systems, it’s much easier to stay on top of these vital updates.
4. Avoiding “Stealth” Software and Apps (Shadow IT):
Sometimes, employees, often with the best intentions to be more productive, might start using software, apps, or online services that aren’t officially approved by your company. This could be anything from using personal file-sharing accounts (like their own Dropbox or Google Drive) for work documents to using unapproved messaging apps for business chats. This is sometimes called “Shadow IT” by technical folks, but it basically means “tools used in the shadows,” outside of the company’s official, protected setup.
The danger here is that these unapproved tools haven’t been checked for safety by your company. They might not be secure, could leak sensitive company information, or might not comply with data protection rules. For example, even if a public messaging app like Signal is secure itself, if it’s used for sensitive company discussions outside of official channels, it can create security blind spots and unintended risks because your company’s security measures aren’t overseeing it. It’s crucial to have clear rules about using only company-approved tools for work.
5. Making Legal Compliance Easier:
Many businesses have to follow rules about how they protect customer or patient data. A cleaner, well-organized technology setup makes it much simpler to show that you’re meeting these legal requirements, which can be important if you’re ever checked.
Simple Steps to a More Secure Business:
- Know What You Have: Take stock of all the computers, software, and apps being used in your business. You might be surprised by what you find.
- Make a Plan: Decide what technology you actually need. Get rid of anything that’s old, unused, or doing the same job as something else you can standardize on. The goal is a planned, streamlined infrastructure.
- Identify Your Most Valuable Information: You can only give the best protection to the most important information if you know what it is.
- Control Who Accesses What: Make sure employees only have access to the information and systems they absolutely need for their jobs.
- Train Your Team: Help your employees understand why it’s important to use only company-approved technology and how to spot potential security threats, like suspicious emails.
- Regularly Tidy Up: Just like spring cleaning your house, make it a regular habit to review your technology, clear out what’s no longer needed, and ensure your firewall rules (the guards for your internet connection) are up-to-date and not too lenient.
In a nutshell, while good security software and reliable backups are your essential body armor, simplifying your technology and stopping the use of unapproved tools is like making your business a much harder target to hit in the first place. It’s a smart move that not only boosts your security but can also make your business run more smoothly.
Access Devices Asia Sdn Bhd has been operating in Malaysia for the past 20 years, we provide IT Security Training, Consultancy and Advice on protecting your data and your business.
