Boards of directors play a vital role in leading organizations, and it is their vision that ultimately guides the important decisions. But when it comes to managing the many different logistical elements that go into organizing a board meeting, it is board secretaries and administrators who need to foresee problems and propose solutions. And with information security becoming an everyday concern for organizations of all sizes, it is the board administrator’s job to ensure that board communications align with the best cybersecurity practices.
This can be a real challenge. Many of the most popular communications tools, such as text messaging, messenger apps, and Gmail, are extremely easy for hackers to gain access to. And even if more secure options are used, careless communication still poses a threat — if a hacker intercepts an email containing a document password, for example. Fortunately, there are ways to reduce the risk of cyber attack and build a safer communication culture among board members. Here are three of the most important:
Train Your Board Members To Understand The Risks
One of the most significant challenges board administrators may face when trying to encourage more secure communication practices is the lack of knowledge. Due in part to the rate of technological change and in part to the complexity of cybersecurity issues, it can be easy for board members to lose track of the risks associated with email or SMS.
This is why it is important to train board members on the risks associated with unsafe communication practices and to ensure that they not only understand that some modes of communication are more dangerous than others, but also know why.
Use Portal Software And Other Secure File Sharing Tools
Teaching board members about the dangers of unsafe communication are not enough if there aren’t more secure alternatives readily available. The good news is that due to the security concerns associated with board communications, there are a number of professional tools available that offer better alternatives. Board management software provides a secure portal where documents can be shared and discussed by board members, and where discussions leading up to board meetings can be facilitated.
You can read about the latest in board portal technology to find out more about how board portals can provide communications solutions for your board of managers. With so much riding on good board communications, it is important to use the most convenient options available. For example, cutting-edge software is now available for use both on the desktop and as a mobile app, which means board members can access the information they need from anywhere in the world on their own personal device.
Stay Up-To-Date On New Security Threats
Things move quickly in the world of cybersecurity, and solutions that work one year are likely to become obsolete as cybercrime becomes more sophisticated. While professional board management tools like portals are a good way of staying on top of changes as they happen, it is important to make sure that board members are kept up-to-date with the latest changes. Choosing a portal software provider that offers training packages is one way of ensuring that your board of directors is aware of the latest cybersecurity best practices.
Board members are chosen based on their knowledge of a particular industry, or their far-sightedness as leaders, or their ability to solve problems. But they may not be selected for their in-depth knowledge of cybersecurity, which is why board administrators need to make sure that communication practices have adopted that guarantee the greatest possible security for the board, and for the organization as a whole. Training, software, and vigilance to new threats are important tools that can help protect your board against cybercrime.