Data Security Tips and Best Practices for Remote Teams

As an aftermath of the pandemic, remote working has become quite common and increasingly popular in organizations worldwide. After the COVID-19 pandemic, all companies found that going remote was the only way to continue their smooth running. Remote work is working from home or any other space rather than from an office. It also offers great flexibility and efficiency. 

With modern solutions come modern problems. Remote teams enhance business continuity and curb infrastructural costs, while data security is the bigger problem. Organizations should be vigilant and implement regular practices to maintain data security. There are many managed IT services in Philadelphia that offer reliable data security measures for organizations. 

This blog will explore data security tips and best practices exclusively for remote work teams and environments. 

Tips and Practices for  Data Security

1. Migrate the Business Applications to the Cloud

Migrating to the cloud is a great initiative for remote-first organizations, offering improved accessibility and safety. Most cloud applications include built-in updated security features that comply with industry regulations. 

2. Instruct Employers to Connect Over VPNs

Virtual public networks (VPNs) are among the most popular security tools for remote workers. They protect laptop data online while retaining the same security, functionality, and appearance as though the laptop were within the company network.   

3. Go With Multi-factor Authentication (MFA)

Although implementing multi-factor authentication might seem distressing and inconvenient,  it is necessary for strong security. Waiting for an authentication code is a step most people would rather not take. Nevertheless, this process is extremely effective in avoiding data hackers. The super idea behind the MFA is very simple. 

4. Educate Employees

Data security threats can be avoided by providing effective training and offering up-to-date knowledge to the staff. Employees must be aware of the various data security threats and the immediate damage control measures in all organizations. 

  • Phishing Awareness: Educate employees on recognizing phishing attempts, such as doubtful emails or links, and emphasize the importance of not sharing sensitive data through unsecured emails.
  • Management of Passwords: Encourage the employees to use strong and unique passwords. They should also be advised to have two-factor authentication (2FA) for all accounts. Popular password managers include 1Password, Zoho Vault, LastPass, Blur, Sticky Password, Password Boss, etc. 
  • Device Security: Encourage employees to keep their devices up-to-date with the newest security patches and advise them to employ encryption for data storage.

5. Avoid Public Wi-Fi

Advise employees to avoid public Wi-Fi networks for work-related tasks whenever possible. Logging in using public Wi-Fi is not considered safe in any world, and avoiding them at all costs should be strongly emphasized. Avoiding public networks will enhance data security and give fewer chances for hackers to get through.    

6. Encryption of Data

Encrypting data when at rest or in transit gives an additional shielding layer. It includes:

  • End-to-end Encryption:  Employ end-to-end encryption for communication platforms and file-sharing services to confirm data remains secure from sender to recipient.
  • Full Disk Encryption:  Switch ON Full Disk Encryption on all devices used for data protection.

7. Organize an Incident Response Plan

Despite preventive methods, security incidents may still occur. This can be prevented by establishing an incident response plan, which includes two parts: response team and incident reporting. In the response team, nominate a team responsible for responding to security incidents rapidly and effectively. In the incident reporting section, organize clear methods for reporting security incidents, including whom to contact during a data security mishap and how to share the incident effectively.  

8. Regular Security Audits and Updates

Constant monitoring and systematic audits help to identify irregularities and vulnerabilities in security systems. Regular audits and updates assist the workers in updating their devices and assessing the productiveness of existing measures. Through this, employers can identify areas for improvement and secure themselves from hackers. 

9. Secure Video Meetings

The ubiquitous platforms for video meetings are Google Meet and Zoom. Here are some tips for data security while using such online meeting platforms. 

  • Always go for paid accounts to gain access to advanced security features
  • Always use a unique ID and password for calls 
  • Use a waiting room to prevent unexpected entry of people in the ongoing calls
  • You should make sure that only hosts can share the screen
  • Make it a point to lock the meeting after all the expected participants have joined. 

10. Always Keep Your Work Separate

According to studies, up to 30% of an employee’s activities are not likely to be work-related. Advise your employees to use private devices for personal activities. Organization-provided laptops should be used strictly for work-related activities only. This will help employees stay safe from major security threats. 

12. Turn On your Firewall

The firewall controls the network traffic to and from your computer. It works based on a set of rules. It explicitly asks you whether to allow pristine programs to access your network, and it remains your first line of defense. 

13. Security Policies for Remote Workers

  • Emergency Contact Information: Collect all the information about your remote worker. It will be useful when that employer becomes unresponsive.
  • Grant Necessary Privileges Only: Don’t grant access to any particular area if your team member doesn’t need it to complete their work. For instance, a sales team member does not need access to your development section.
  • Centralized Code Repositories: It is recommended that all codes written in a company be stored in a company code repository rather than on an individual employee’s PC. 


In today’s digital age, data security is paramount for remote teams. Proactive prevention is the only milestone to staying one step ahead of evolving cyber threats. Implementing modern security measures with the help of managed IT service providers and taking utmost care while dealing with data can prevent data security errors in remote-first organizations. Remote teams must always stay vigilant, whether at rest or in transit. Implementing the above-mentioned tips and best practices for remote workers can effectively secure data and, thus, improve the organization’s reputation.

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