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Last updated on 2024年7月6日

What do you do if your online communication tools are compromised?

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In the digital age, online communication tools are vital for administrative assistants. They enable efficient collaboration and management across different locations. However, what happens when these tools are compromised? Whether it's a data breach, unauthorized access, or a phishing attack, your response can protect sensitive information and mitigate damage. Understanding the steps to take immediately after discovering a compromise is crucial for maintaining security and trust in your administrative capabilities.

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Christopher LaBarbera

Recent Finance BBA Graduate at the Isenberg School of Management - 501(c)3 Treasurer, Aspiring Pharmaceuticals and…

1 Assess Impact

Once you realize your online communication tools have been compromised, the first step is to assess the impact. Determine what information might have been accessed or stolen. This includes looking at sensitive data such as contact lists, scheduled meetings, and confidential discussions. Understanding the scope of the breach will help you to communicate the severity of the issue to your team and decide on the next steps to take. It's critical to remain calm and methodical, even if your instinct is to panic.

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Christopher LaBarbera

Recent Finance BBA Graduate at the Isenberg School of Management - 501(c)3 Treasurer, Aspiring Pharmaceuticals and Biotech FP&A Analyst
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One crucial principle to always consider when communicating to your team is how the impact affects them directly. I have found that often, while a supervisory team may communicate impact, they do so in a way they believe to instill calmness and professionalism; yet the consequences of their actions instills gossip and panic. To clearly and effectively communicate, the manager of sorts must understand how those directly affect feel both via the impact and how they are treated in communication levels.

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2 Notify Team

After determining the impact, promptly inform your team and any relevant stakeholders. It's important to be transparent about what has happened without causing unnecessary alarm. Provide clear instructions on what they should do next, such as changing passwords or avoiding certain links. Your role as an administrative assistant is to ensure that everyone is on the same page and understands the seriousness of the situation while maintaining a sense of control and order.

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Christopher LaBarbera

Recent Finance BBA Graduate at the Isenberg School of Management - 501(c)3 Treasurer, Aspiring Pharmaceuticals and Biotech FP&A Analyst
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A proper manager should not only ensure the same message has been communicated to everyone affected, varied department to department, but that manager follows up throughout the process to ensure operations can continue swiftly. A manager who distributes information and instructions on communication impact, but doesn’t ensure their department is up to standard, is no manager at all

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3 Change Credentials

Changing passwords and other credentials immediately is essential. Encourage your team to create strong, unique passwords and consider enabling two-factor authentication (2FA) for an added layer of security. If you have access to the administrative controls of the compromised tools, revoke access for any suspicious accounts and update security settings. This step helps to lock out potential attackers and protect against further unauthorized access.

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Christopher LaBarbera

Recent Finance BBA Graduate at the Isenberg School of Management - 501(c)3 Treasurer, Aspiring Pharmaceuticals and Biotech FP&A Analyst
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In present day, changing passwords is the least an organization can do to fill a gap in security. Dual authorization, in whatever form it may take place, is readily available and often is not blocked from acquisition due to cost, if any. We as a society have realized security of information is one of the most important aspects of a company, and that has driven availability to the masses. One can consider whether the time it takes to employ dual authorization and enact it every time is worth giving up ease of access; but never forget the impact if the security in place is breached.

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4 Secure Systems

After updating credentials, take measures to secure your systems. This might involve updating software, installing patches, or running antivirus programs to detect and remove any malware. As an administrative assistant, you may need to coordinate with IT professionals to ensure that all vulnerabilities are addressed. It's also a good time to review and improve security protocols to prevent future incidents.

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5 Review Policies

Review your organization's policies regarding online communication and data security. If the compromise was due to a policy gap or oversight, work towards updating these policies to better protect against similar threats. This might involve implementing stricter access controls, regular security training for staff, and protocols for responding to future security incidents. As an administrative assistant, your insight into daily operations can greatly inform these policy updates.

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Christopher LaBarbera

Recent Finance BBA Graduate at the Isenberg School of Management - 501(c)3 Treasurer, Aspiring Pharmaceuticals and Biotech FP&A Analyst
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A well written policy should be written not with the urge of need, but need of care. If a policy, even in compliance, doesn’t help guide those employees employing those policies, that will inevitably cause another breach to appear. Each sentence of a policy should be written with the understanding of the job to which it applies, not simply due to credentials and certifications.

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6 Learn & Educate

Finally, use this experience as a learning opportunity. Educate yourself and your team on the latest security best practices. This can include recognizing phishing attempts, the importance of regular software updates, and the benefits of secure password management. Sharing this knowledge not only helps prevent future compromises but also positions you as a proactive and knowledgeable member of your organization.

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Christopher LaBarbera

Recent Finance BBA Graduate at the Isenberg School of Management - 501(c)3 Treasurer, Aspiring Pharmaceuticals and Biotech FP&A Analyst
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Learning and educating is a two level issue. One level is regarding employee training so they on the front end can protect themselves and their customers/organization. The other level is of managers working together. If a manager of a department has analyzed and decided that specifics are needed, via a budget, to better position the organization, lower level managers should not be involved in the decision making. This creates bureaucracy, not efficiency, and therefore produces less than a dollar of value for the organization when it expends a dollar to improve.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What do you do if your online communication tools are compromised?

1

2

3

4

5

6

7

1 Assess Impact

2 Notify Team

3 Change Credentials

4 Secure Systems

5 Review Policies

6 Learn & Educate

7 Here’s what else to consider

Administrative Assistance

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What do you do if your online communication tools are compromised?

1

2

3

4

5

6

7

1 Assess Impact

2 Notify Team

3 Change Credentials

4 Secure Systems

5 Review Policies

6 Learn & Educate

7 Here’s what else to consider

Administrative Assistance

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