One reason business owners are hesitant about using a virtual assistant is the fear of losing out on the security of their business, their customers, and any of their data. It’s no reason to avoid bringing on the incredibly helpful extra hands of a virtual assistant. Businesses simply need to cover their bases in order to keep their sensitive data confidential.
Businesses can benefit greatly from a virtual assistant because it can away the need for their busy staff to have to answer incoming calls, it can help with appointment scheduling needs, and it can help when it comes to sorting through countless emails, updating social media, and other busy tasks.
Instead of blaming a provider for a breach of confidentiality, it may sometimes be just a bad apple in the bunch. Here is a look at how to ensure your company’s security while still reaping the benefits of hiring a virtual assistant to take some of the weight off your shoulders.
Limit their access
One area where business owners that have suffered a breach of confidentiality may have failed was not limiting their virtual assistant’s access. You can limit access to only give them access to what they will need in order to ensure your data stays safe. Simply use tools like Keepass or Google Docs to make sure your virtual receptionist will only have access to the documents needed for the task at hand.
In that case, you won’t end up with some that wants to hunt around your servers and find out things they shouldn’t be able to see. This is an easy solution to handling company access to this virtual assistant hire and it’s free to use Google Docs. You may even want to make sure they have a firewall set up so that a third party can’t access your information from their workspace.
Your customer’s confidentiality should be to priority. Whether you are a law firm, doctor’s office, or otherwise, your client’s information can’t be at risk for being spread to outside parties. While your virtual assistant is considered a part of the team, they are not an actual lawyer, doctor, or otherwise that can be trusted with sensitive documents.
When you have documents with client information on them, you need to make sure you’ve removed any information about your client from the eyes of your virtual assistant. For example, a legal virtual assistant writing for you can send you the work while you add the client information after the fact.
Change your passwords and discuss expectations
A simple security measure you can take is to seal your documents and change your passwords when your virtual assistant does have to work with something confidential. Even if they only work on it for a day, change the password afterwards to prevent someone from snooping around the file. They can’t come back later to get the information either.
Track user access to be safe and be sure to have a conversation with anyone handling the workload so that they understand the expectations when it comes to privacy of your customers and company security. Make sure they know how phone calls should be answered and how to stay safe online from malware or viruses. In some cases of security threats, a virtual assistant wasn’t aware of an action they took could jeopardize security.
Follow these tips to ensure security with your virtual assistant and you can relax knowing that your administrative tasks are handled without risking your client’s data security. The last thing you need is a security issue when all you were trying to do is improve your company’s daily operations, so cover your bases before making the hire.