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3 Ways To Increase Your Project Management Software Security

Marissa Taffer

Last updated on Aug 13, 2024

QUICK SUMMARY

Cybersecurity attacks aren't going anywhere, and you need to take steps to protect the data stored in your project management software. It's a matter of safety for your clients, your team members, and your organization. Here's how to protect yourself and reduce your risk.

TABLE OF CONTENTS How Secure Is Project Management Software? What Security Features Are Offered By PM Software? 3 Tips To Keep Data Safe

With so many headlines and stories around data breaches and hacking, it's natural for project managers to worry about the security of their project management software. You might be wondering if your data is vulnerable and if relying solely on your company or agency's IT department is enough to protect it.

To put yourself (your clients, and your teams) at ease, I’ve put together this guide to increase your project management software security. Read on, and you'll be able to rest easy, knowing your data is well-protected.

How Secure Is Project Management Software?

The answer to this question varies from tool to tool, but in general, each project management tool offers some degree of cybersecurity or, more specifically, data security, and provides features to minimize vulnerabilities.

Here are a few examples:

Wrike has a detailed security document that outlines their comprehensive approach to security, which covers everything from their server security to how personnel handle secure data.
Asana boasts that over 100,000 of the world’s most innovative companies trust them to keep their data safe. Their trust page details how things like privacy control and data governance work and provides a thorough overview of security practices and features.
ClickUp, which has become more popular over the past few years, also has a full page detailing its security policies. If you use another PM tool, it is a good idea to check to make sure they have an up-to-date security page so you can understand how safe your data is and ensure you are compliant with any privacy laws.

Another important point to consider is your own network security. This will also dictate how secure your software actually is, in addition to the security features of your chosen software.

What Security Features Are Offered By Project Management Software?

When evaluating project management software, research the company’s security standards, what security features are available to you, and whether the tool’s features and practices meet your needs.

Here are some security features you’ll usually find in project management software:

Two-factor authentication: This security tool requires users to log in with their password and a secondary authentication, such as a code sent to a provided email address or phone number, or via an authenticator app. You may also see software with multi-factor authentication options.
Single sign-on (SSO): Larger companies or enterprise organizations might look for project management software with single sign-on functionality. This means users log in with the same username and password as they do for their company email or other applications.
Role-based permissions: This provides access control based on the user’s role in the system. This means access to project plans and data will be restricted to what the user has permission for. If a user tries to access a project they don’t have permission for, they will see an unauthorized access notice. Setting up this level of role-based access control can take some time and oversight, but it’s worth it for the peace of mind.
Privacy policy: Having a solid privacy policy that is regularly updated as best practices and laws evolve is always a good move. From GDPR in Europe to evolving state laws, you want to make sure your project management software is keeping up with the changes and staying compliant.

While keeping sensitive data (and any client data) secure and confidential is important in any industry, it’s even more important to prioritize it in regulated spaces like healthcare, pharmaceutical, financial, and insurance.

3 Expert Tips To Keep Data Safe In Project Management Software

*Follow these key tips for keeping your data safe in your project management software.*

Understanding the types of project management solutions available can help you select the one that aligns with your security requirements.

In addition to leveraging the security features that are offered by project management software, here are a few security measures to add to your overall process or operations to ensure that you’re keeping your project data safe and secure and to avoid opening yourself up to additional vulnerabilities.

1. Remove employees when they leave the organization

This tip seems pretty obvious, but I can’t begin to tell you how many times this step is skipped. The only people who should have access to the project management tool are current project team members.

Revoking someone’s email access when they leave the organization may not be enough. If your former employee or contractor knows their password and has access to the phone number or email address they were using with two-factor authentication, it is still possible for them to access your project management tool and the data that lives in it.

As a contractor, I routinely audit my access to client workspaces and can confirm that some of my clients do not revoke my access when the project is over. If appropriate, I will request that my access be revoked.

2. Refrain from allowing clients to have direct access

The fewer people that have access to your software, the more secure it will be. Consider using project management software that has a read-only view or other type of role-based access control for clients or outside stakeholders so that they don’t need their own login, or, if they do, they can only see the project plans and information that is relevant to their roles.

This allows the team to work more efficiently without clients poking around in the project plan, and clients can still see how the project is progressing and what is next in the timeline.

3. Consider password protection for data or deliverables

Over the course of a project, you and your team may be privy to some confidential information that needs to be kept close to the vest.

In order to efficiently and safely share this information with the entire project team, you might attach it to a task in your project management system instead of sharing it via email. In order to protect this customer data or your proprietary deliverables, consider using a tool with functionality that allows for password protection.

This will help you limit access only to the intended audience.

Pro Tip: Upgrade your tools! Enterprise project management systems offers enhanced security features, ensuring that sensitive project data is protected from unauthorized access and potential breaches.

Join For More Insights On Project Management Software

The global project management tools market size is driven by an increasing demand for efficient and secure project handling tools.

From data security to better project planning and management, The Digital Project Manager community is here as a resource for you. No matter what questions you have or which direction you want to grow your career, joining the DPM membership will help you get where you want to go.