Secure collaboration: Top 15 strategies to protect team communication

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As remote work becomes more predominant, are you sure your organization’s collaboration tools are not opening the door for hackers? This apprehension is not baseless, in fact,

57% of organizations see collaboration tools like Slack, Microsoft Teams, and Zoom as the biggest security risk in their tech stack.

Therefore, strict security measures are necessary since these platforms are becoming increasingly crucial for project management and team communication in the workplace.

This also indicates that a safe platform for collaboration and synergy is desperately needed, one that not only makes collaborating easy but also guards against new online dangers.

Modern secure collaboration tools incorporate advanced technologies such as end-to-end encryption (E2EE), multi-factor authentication (MFA), and data loss prevention (DLP) to safeguard communications and data.

In this article, we will examine these successful strategies to guarantee secure collaboration within your company.

4 major challenges in achieving secure collaboration

Here are the main challenges organizations face in attaining secure collaboration:

1. Cybersecurity threats

The frequency of cyberattacks on collaboration platforms is rising sharply.

Global cyberattacks have increased by 38% in 2022, with collaboration tools like Slack, Microsoft Teams, and Zoom being prime targets.

Plus, since early 2020, there has been a 7x increase in external attacks on cloud accounts and a 3x increase in unusual login attempts.

2. User education

Teams should be guided to secure communication techniques because frequent security training has dramatically lowered the risk of breaches. Users should learn how to spot phishing attempts, make secure passwords, and exchange information.

99.9% of compromised accounts did not use MFA, underscoring the importance of such measures.

3. Integration with legacy systems

Implementing contemporary safeguards without interfering with workflows in older systems is challenging since they were not designed with today's security requirements in mind. API integration can help achieve this.

For example, using APIs to connect legacy systems with modern applications can enhance security while maintaining operational continuity.

4. Data privacy

It is now harder than ever to ensure privacy due to the growing volume of sensitive data being shared across platforms.

Implementing strong encryption, access controls, and regular audits and techniques like data masking and anonymization can protect sensitive information from unauthorized access for secure collaboration.

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Top 15 strategies to bulletproof secure collaboration

These expert-recommended strategies listed below will assist you in establishing a secure collaboration:

1. Implement end-to-end encryption

Choose platforms that encrypt data both in transit and at rest to guarantee the privacy of your communications. Encryption should cover all channels—chat, video, and file sharing.
Example: As an open-sourced communication platform for secure messaging, Rocket.Chat offers end-to-end encryption to protect all organizational communication and data. Secure file sharing is also available.

2. Adopt zero-trust security models

Apply the principle of least privilege access, where team members only have access to the data and tools necessary for their roles.
Authenticate every user or device accessing your collaboration tools using MFA.
Example: Google's BeyondCorp framework is a notable implementation of the Zero-Trust model.

3. Regular security audits and monitoring

Continuously monitor collaboration platforms for vulnerabilities or suspicious activities. Use tools with audit logging and tracking to detect anomalies in real time.
Example: IBM's QRadar provides comprehensive monitoring and analytics for security incidents.

4. Educate and train employees on security best practices

Conduct regular training sessions to ensure employees understand secure communication practices (e.g., avoiding phishing attempts using secure passwords).
Make security part of your company’s collaborative culture by encouraging safe data-sharing habits.
Example: Companies using platforms like KnowBe4 for ongoing cybersecurity training see significant reductions in phishing-related breaches for secure collaboration.

5. Integrate secure third-party apps and tools

Ensure that any third-party applications connected to your collaboration tools meet security standards.
Vet all integrations to confirm they don't introduce vulnerabilities or security risks.

6. Deploy self-hosted solutions for full control

For sensitive industries (e.g., government, education, healthcare, and so on), opt for self-hosted collaboration platforms that allow full control over data storage and management.
Also, regularly update software to patch security vulnerabilities and ensure the latest protections are in place for secure collaboration.
Example: Healthcare organizations using self-hosted versions of Nextcloud can manage data internally and comply with HIPAA.

7. Establish clear communication policies

Set clear rules about which communication channels should be used for different purposes (e.g., confidential discussions vs. casual chats).
Limit the sharing of sensitive information through unencrypted channels.

8. Implement data loss prevention (DLP)

Detect and prevent the sharing of sensitive information automatically using DLP policies.
Apply classification-based security controls based on the content's sensitivity level.
Example: Microsoft 365's DLP features can automatically block the sharing of sensitive information like credit card numbers or social security numbers.

9. Define role-based access control (RBAC) and permissions

Limit exposure of sensitive information by defining user permissions based on predefined roles within your organization.
Set granular controls for file sharing, including the ability to limit editing, downloading, and setting expiration dates for shared files.
Example: Rocket.Chat offers RBAC to manage permissions and define user access levels, improving the platform’s security and ensuring that users only access what they are authorized to see.

10. Enforce device trust and management

Establish security requirements for devices accessing your collaboration network, such as passcodes, disk encryption, and anti-virus protection.
Secure and control access from various devices using mobile device management (MDM) solutions.
Example: Implementing VMware Workspace ONE to manage and secure employee devices.

11. Restrict access with IP allow listing

Enhance security by restricting access to your collaboration system based on a predefined list of approved IP addresses.
Example: Configuring IP allowlisting in Google Workspace to limit access to corporate networks.

12. Employ threat detection and AI-powered security

Analyze contexts and identify malicious content or potential data theft using advanced threat detection capabilities powered by artificial intelligence.
Protect your collaboration environment proactively by implementing ransomware detection and suspicious activity alerts.
Example: Darktrace uses AI to detect and respond to cyber threats in real time.

13. Ensure compliance and regulatory adherence

Meet industry standards and regulations such as NIS2, GDPR, HIPAA, or SOC 2. Use tools with compliance features like retention policies, legal holds, and data residency controls.
Example: Rocket.Chat offers comprehensive compliance with the regulations mentioned above.

14. Implement secure backup and recovery

Protect against accidental deletion or ransomware attacks. Establish a robust disaster recovery plan.
Example: Using Veeam for regular backups and rapid recovery to ensure business continuity.

15. Centralize administration and visibility

Manage users, permissions, and security settings across the collaboration platform.
Gain better visibility into user activities and potential security issues by implementing tools that provide comprehensive audit logs and analytics.

End Note

Cyber threats and data breaches can severely impact an organization's trust and operations. Adopting strategies like end-to-end encryption, Zero-Trust models, and regular audits is crucial to safeguarding communication.

Rocket.Chat is a flexible and secure solution perfect for organizational collaboration.

With features like E2EE encryption, MFA, audit logs, and extensive compliance, Rocket.Chat ensures that your team's communications are protected against emerging cyber threats.

Moreover, its customization option and flexibility allow seamless integration with existing systems, making it a versatile solution for organizations of all sizes.

Rocket.Chat is trusted by over 12 million users, including organizations such as The World Bank, The US Navy, and Credit Suisse.

To learn more, Rocket.Chat today!