All digital teams work with software in one way or another to perform their work. Whether that’s a project management software, ticketing solution, digital customer feedback software, or even an HR solution. But not all teams work together well when that same software is adopted by multiple teams or departments.
In fact, this is a challenge many organisations face on a daily basis. There are matters of security that arise as well as occurrences such as siloed data and the accidental tampering of data by (irrelevant) departments. And while you all have the same goal of helping the organisation achieve higher results, there is sometimes a clash when it comes to user management. Thankfully, there are ways around this. In this post, we will walk you through how to securely and efficiently adopt and manage new software across your organisation.
Let’s dive in.
There are four key ways to successfully adopt and manage software into your organisation:
- Establish the hierarchy within your organisation
- Consider security and privacy measures
- Ensure the right data goes to the right departments
- Find a software with a flexible access solution
Let’s take a closer look at each of these individually.
Establish the hierarchy within your organisation
One of the best ways to start is by identifying which departments within your organisation will use the software and who within those departments will be responsible for user management. While this may seem obvious, oftentimes this step is actually overlooked.
In some cases some departments don’t have access to the software at all, some departments have access though it may not be relevant to their work, or perhaps there are users who have access to certain aspects of the software that probably shouldn’t.
As you can see it’s important to establish the hierarchy right off the bat. From there you can make the right choices in terms of which users/teams have access and make sure that the software is being used appropriately and effectively.
Ensure the right data goes to the right departments
Once you’ve defined who might need to use the software and how, you can start stippling out what kind of access each of your teams/users will need to securely work within the software. Do certain users need to be restricted from parts of the platform? Or is there an entire business unit that should have limited access.
For example, the head of a department (or team lead) will likely need to manage sensitive information and keep track of who can access which information within the software. They will do the assigning and delegating of tasks, so they’ll need more rights. Alternatively the members of the marketing team may only need access to marketing KPIs or items directly relevant to their work.
This will not only streamline processes and limit the amount of information overflow arriving at each department as well as keep security risks low.
Consider security and privacy measures
The more employees with access to the software your organisation uses, the bigger the concern for security and privacy (especially if those employees work remotely). Of course, the majority of these concerns arise from factors such as poor password hygiene and the use of private email addresses for work purposes. However, unregulated access to work-related documents and materials is definitely moving up on the list.
In fact, according to Microsoft research,
Nearly half (43%) face/navigate no security restrictions when accessing work-related documents and materials remotely.
Therefore, practicing good data security and having the right measures in place is critical. For example, making sure you work with a software that is ISO certified wherein personal data is encrypted as well as stored securely (i.e. Amazon Web Services).
Find a software with a flexible access solution
There are plenty of software solutions on the market that offer just what you’re looking for in terms of features and functionality. But what about user access and management solutions? If you want to ensure that your software is being used securely and effectively, it’s best to pick out a software solution that caters to these requirements.
In fact, Mopinion is about to release a brand new solution for its digital user feedback software called Access Groups.
Just released! Mopinion’s Access Groups
Managing sensitive information is critical in today’s data-filled market which is why extra attention must be paid to data security and privacy.
Mopinion’s new Access Groups system will not only improve security measures but also offer complete flexibility to our users as it gives the right people access to the right information.
In fact, many of our users have been yearning for a way to ensure organisational hierarchy remains intact, while still being able to open up the platform to different departments and roles. With this new system that will be an easy feat. Users can set permissions (keeping private information private) and enable or restrict access to certain areas of the platform. It will also protect your inexperienced users from accidentally tampering with existing forms and charts.
Want to learn more about this solution?
Check out more about the release of Access Groups here.