Workforce management software helps facilitate tasks related to business operations and payroll generation. For example, you can use them to set schedules and check attendance. These programs also let you manage employee tasks, leaves, and absences. New systems may even include features for recognition and rewards.
At first glance, you may think that cybercriminals get nothing from hacking these systems. What value could they get from knowing how many remaining leave credits an employee has? But that is a false assumption. Workforce management tools contain lots of information that cybercriminals can find useful. That said, you should know how to secure these systems.
In this article, we will discuss why data security matters in workforce management systems. Furthermore, we will teach you the best security practices to thwart hacking attempts.
Why Data Security Matters
First, let us recap what information can be found in workforce management systems. That includes employee names, their schedules, their everyday tasks, their leave credits, and more.
Hackers can benefit from gaining access to this information. Knowing what tasks an employee does informs cybercriminals about the type of data they handle. If these malicious actors could trace their devices, they may be able to steal that data. Knowing the employee's schedule also lets hackers know the perfect timing for the cyber attack.
Cybercriminals could also do direct attacks through ransomware. They can deny you access to the workforce management software's contents and ask you to pay to regain your access. The problem is that paying will not actually solve the problem. The cybercriminals may just ask you for more and more.
That will disrupt your business operations. But that is not all. That will also land a company in legal trouble for non-compliance with data protection laws, such as GDPR or HIPAA. That could lead to hefty legal fines. There will also be damage to the company's reputation. Current employees and even job seekers will trust the company less as they don't think their data will be safe.
With all that said, businesses must strengthen their security measures to prevent successful cyber attacks.
Cybersecurity Best Practices
Here are the things a company should do to enhance cybersecurity.
Verify Security Standards When Choosing Your Workforce Management System
Most of the time, your company would get workforce management tools from vendors instead of building one from scratch. That saves the company time and resources. When choosing the tool, you should check for adherence to data protection and privacy regulations. The tool should comply with regulations like the General Data Protection Regulation (GDPR) or HIPAA.
Soon is one of your safest choices. Not only is it highly secure, but it is also feature-rich. This workforce management system offers a smart scheduler that automatically removes employees on leave from shifts. It also allows you to handle workload peaks without stress and get real-time metrics on your operations. With its intuitive interface, you will find it easy to use.
Update Software Regularly
The methods cybercriminals use for their attacks are constantly evolving. Thus, a secure system now may not be as secure in the future. There might be vulnerabilities that the cybercriminals' new tools can exploit.
To combat this, vendors constantly work on their products. Every now and then, they release software updates. These patches often address known bugs and remove known weaknesses. That said, you should keep your software updated. Besides that, users should also keep their computers and smartphones updated.
Adopt Zero Trust Architecture
Traditional security models assume that everything in the network is trustworthy. The problem with that is that once the hacker is in the network, they can easily do what they want to do. As such, businesses now adopt a zero-trust architecture.
Zero Trust operates on the principle of "never trust, always verify." It means every user, device, and application must continually prove their legitimacy. This authenticates every user and device attempting to access the workforce management system. With that, you can stop cybercriminals, regardless of whether they are outside or inside the network.
Enforce Strong Password Policies
Companies should enforce strong password policies. Teach everyone who uses the workforce management system the guidelines for creating complex passwords. Tell them not to use passwords that can easily be guessed, like their birthdays or "password12345."
Require them to use passwords that include uppercase letters, lowercase letters, numbers, and special symbols. The more random the characters used in the password is, the better. You should also encourage employees to use long passwords. If you can, set a required password length. This makes it impossible for a hacker to guess.
The problem with this is that complex passwords are not easy to remember. After all, they are basically gibberish, a string of characters that don't make sense. Employees don't need to memorize them. They simply need a way to securely store the passwords. They can do that by using proven password managers.
Encourage the Use of VPNs
Virtual Private Networks add another layer of security that encrypts the user's connection. That helps prevent cybercriminals from intercepting the data sent online. With that, cybercriminals will not be able to see the user's usernames, passwords, and other sensitive information.
Using VPNs is highly recommended if the company is in a work-from-home setup. Their home wi-fi may not be secure, and they may even be connected to public wi-fi, which is even less secure. A VPN ensures they can access the workforce management system without risks of tampering.
The VPN employees use on their computers may not be available on mobile devices or might require a separate subscription. Fortunately, there are free and reliable VPNs for Android. They should opt for these trusted options, as they are proven to be effective.
Conclusion
Data security is crucial in software management systems because it protects against reputational damage, legal penalties, and financial losses. It safeguards sensitive information belonging to both the company and its employees from cyber threats. To enhance data security, follow best practices like choosing software with robust security features, implementing strong password policies, and using VPNs for secure system access. By prioritizing these measures, businesses can build trust, ensure compliance, and maintain long-term operational security.
