Peter Moriarty: Here's five steps to help you better secure
your business if you're using Google workspace, and you're
running a small to medium sized company
today, my name is Pete Moriarty, we help businesses systemize,
organize and scale with Google workspace. If you're new to the
channel, make sure you take a look around and learn all there
is to learn about workspace and small to medium sized business
tech. Now in this video, I'm here to help you out improving
your security, and making sure that you and your business are
protected. We're in crazy times at the moment, lots of hacks
happening, lots of security breaches happening at
organizations, large and small. And I'll give you some basics,
some very, very basics to help you make sure that you don't
become a sucker to the latest security breach. First up, let's
talk about passwords. Now, the big issue that we have in most
businesses is that most breaches are due to poor passwords,
whether someone's got a poor password policy, whether
someone's got poor, you know, just password practice in
themselves, or what most people do in a business is they
actually share passwords between each other. Now, many business
owners will be in the situation where they have one Google sheet
in their business. And that's like the password sheet. And if
that's you right now, well, I forgive you. But you know, maybe
you didn't know the right way to do things. I'm here to tell you
what the right way to do it is number one, you want to make
sure that you've rolled out a password manager. So something
like LastPass or one password, we haven't to be a LastPass
partner. So if you're interested in that, please get in touch
with us via the links down below this video. But we will allow
you to get set up on something like LastPass. And when you roll
that out for your team, what that lets your team do is
securely share passwords with each other, it's going to
generate a random password for every single website that they
have access to. And it means that everyone's accounts are
going to be secured. So if someone breaks into one of your
accounts, they're not going to get into everything else. Now
the sharing passwords also becomes easy as well, because if
you've got a team and you need three people to access one Canva
account, because you don't need to use it at the same time. Or
what you can do is you can actually take a password, put it
in a shared folder, and then have multiple people access that
shared folder, and therefore access that website or that app
makes it super duper simple. Now, it's a frictionless
experience, it runs across all of your computers. And
effectively it is a locked vault of passwords, meaning that not
even LastPass can see the passwords, they are encrypted by
a passcode that you choose on your individual machines. And
they've got heaps of great additional security options,
like two factor authentication. What I really like about
LastPass is works across my different devices. And it also
means that I can access them on the go, I can feel credit cards
into websites, and I trust LastPass for absolutely
everything. Tip number two is rolling out two factor
authentication. Now this one's a little less sexy, but it's
vitally important for you and your business. And this is the
second most important area for security. Now typically, when
someone has a password breach in a business, it's because someone
has guessed, or used one of your other passwords to use the same
password to get into your Google account. And once someone's in
your Google account, they can email people pretending to be
you, they can get access to your documents, and probably your
other personal information from your emails, because you know,
from time to time, we're emailing identity documents, or
for leases or business agreements or whatnot. And what
happens is if someone gets into your Google account, they're
pretty much got the keys to the kingdom, they can access
absolutely everything in your business. And so the biggest
risk here is fraud and potentially your personal
identity being taken or stolen and used for nefarious purposes.
And it's really, really hard to unwind this stuff. And so to
roll out two factor authentication for your account,
well, it's provided for free whether you're on a Gmail
account or a Google workspace account, you can just go
straight to your account settings, click on to security,
and set up your two factor verification. As I said, this
works across any Google account that you have. But if you're an
administrator of Google workspace, or you're a business
owner, it's very important that you make sure you roll this out
as a policy right across your workspace account as well. So
you want to make sure that you have gone to the security
features inside your Google workspace admin, and actually
enforced two factor authentication right across your
business. Now you can give people a grace period to get
enrolled on their accounts before they get locked out. But
once you've enabled two factor authentication, anytime someone
signs into their account on a new device, not every day, but
when they sign in on a new device, they're going to get a
little prompt to either receive a text message or a push
notification to sign in with a second factor of authentication.
And once you've got that done, you're pretty much completely
secured as far as password security goes. Number three,
let's talk about mobile devices. Now, mobiles are great for doing
work on the go. It means that we can sit on a train and check our
emails, it means that we can open up a Google doc from our
iPad and get things done while we're not necessarily sitting in
front of a computer. But the big risk that pops up there is now
that most businesses have staff and employees that are
installing work applications onto their personal devices. And
if you don't have control over those personal devices, if you
don't actually own them as a business, well, they could be
putting out on any old device. It could be an Android device
that is potentially insecure if someone's changed the operating
system, or it could be an iOS device. But someone hasn't set
up a passcode on. Now, it's pretty rare these days for
someone not to have a passcode. But some people are pretty damn
determined to make it a dumb passcode like 1111 or 0000. And
so to ensure that your data is not breached by someone
forgetting a phone on a train, and someone else picks it up,
and all of a sudden, they've got access to your Google Drive,
though your company data, their emails inside your business
email addresses, you want to make sure that you have those
independent devices locked down. Now thankfully, you can actually
do this right inside of Google workspace. And so whether it's
important for a regulatory concern inside your business, or
you just want to make sure that you have the security in place,
you can actually enforce using a mobile device policy, a strict
password policy on mobile devices. Now, this will work for
iOS, and it will work for Android devices. It's only
available on some Google workspace plans. So if you'd
like to review your plan and make sure that you're on the
right plan, click on the link down below and just have a chat
with our team, you can jump on a consultation, and they'll be
happy to help you out with that. But once you implement a
password policy for mobile devices, using the built in
mobile device management, it will actually give you the
ability to enforce a certain passcode on mobile devices, and
it will make sure that they are locked down. The other great
thing that you can do with a mobile device policy is if a
device is lost, you can initiate a corporate wipe. So employee
calls you and says, Hey, I've lost my phone, it's got all my
work data on it, you can click one button and actually wipe
that phone. And it will remove all of the business data and
automatically sign out of everything on that local device.
Very, very cool. Now there are some advanced features of mobile
device management like backing things up, like being able to
deploy Wi Fi passwords to your staff automatically, all kinds
of amazing enterprise features. So if you're interested in
getting more out of your mobile devices, have a chat to our team
via the link below. And they'll be very happy to help you out.
Number four security tip is utilizing shared drives. Now
most people will share files willy nilly in a business. But
the problem with that is that once you use the blue button,
worst case, have people share things with someone outside your
business or share it with the wrong person inside the
business, or in very serious cases, accidentally click the
wrong button and share it with the world, which will mean that
your documents start showing up in Google searches. And we've
actually seen this happen unfortunately. So we recommend
that first setting up shared drives and having an iron rule
inside your business that everyone must use those shared
drives. And those shared drives are the only way that sharing
will be accepted. Even if you have contractors who are outside
the business and they're sharing files with you and your team
using a Gmail account where you would just add them to the
appropriate shared drive, and then only give them access to
files inside the shared drive. Now, this is a bit of a
challenge to get the behavior to change with your team. But the
benefit of this is it's going to restrict your files to only
people that you control. Ideally, you only want to have
your team members using shared drives for any kind of sharing
right across the business. And they can still share a file with
each other via a URL. But the URL points to the file sitting
inside the shared drive. Number five tip for securing your
business is to make use of Chrome policy. Now most
administrators have not dug far into the administrative panel
inside Google workspace. And if you're someone who has the time
to do that, that's fantastic. If you're an IT manager or IT
leader at a mid market size business, we'd love to help you
out with those policies if you're a small business owner,
and this is just the kind of thing you don't have the time
for, then jump on to our concierge service via one of the
links below. And our team will be happy to help you out setting
up some basic best practice policies.
Let's talk you through what some of those policies may be. Well
number one, it's really important to make sure that
anyone who's using Google Chrome right across your business has
some of Chrome's built in safety features enabled. And so via
policy, you can actually switch on the ability to have Google
Safe Search and safe browser warnings. What that will do is
it will restrict people's ability to access websites that
are not secure. It'll let them know anytime they're searching
or you know getting to a part of the internet that may
potentially be harmful for their computer with things like
malware or spyware. But you can also go to the level of blocking
particular websites if you'd like to, or even isolating
access to different areas of Chrome. Also the ability to
switch on encryption for data as well, which is pretty cool. And
if you want to go you know right to the enth degree, you can even
stop third party websites ability to track your team's
activities as well. So there's all kinds of things that you can
do to enable better security controls inside of Google
Chrome. Now, you can also do cool things like making things
more simpler and easier for your team as well by for example,
setting up a shared bookmarks bar. If your team have shared
bookmarks configured with all of the links for your company in
the shared bookmarks, that means that they won't accidentally go
to the wrong website and put in a username and password for the
wrong website. But they wouldn't do that if they're using last
password they because all your websites are saved in the secure
vault. And anytime you go to a site, it's going to just
autofill for you. Well, there you go. There's my five security
takeaways for you and your business. If you have found this
useful, please drop me a comment down below and let me know I'd
love to know are there any that you think you should implement
that I missed on the list there any that you'd like to see in an
upcoming video? Love your questions and your comments and
I'll get to as many of those as I can. If you're interested in
more help from our team You know to do click that link below, and
I'll see you in the next one. If you'd like this content, please
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