“Data protection training” – this phrase will not conjure up a great deal of excitement among the staff of any company. That said, public awareness of data violations and the interests individuals have in protecting their own personal private data has grown. Most employees therefore recognise that data protection training is now part and parcel of their workplace’s cybersecurity strategy.
Although this is good news for businesses, it does not mean that the battle has been won. Staff may well recognise that they need to undertake training in data security methods, but are employers offering the right training?
A uniform approach to data protection training is not effective for all employees. Different roles have different responsibilities, and varying access levels across any given company often require that data protection training be customized to meet specific needs. When training and policies become overly complicated or irrelevant, there is a risk that employees may begin to take shortcuts or disregard policies and their training altogether.
Sector and role
It is difficult to imagine a current business model which remains completely unconcerned by data protection; even a small store or repair business must process, in one form or another, the personal data of staff, suppliers and customers. Simple examples include payroll, bank card payments, telephone numbers and much more. That said, it is evident that some sectors are much more concerned by data protection than others, meaning that the training of staff in different sectors should be tailored accordingly.
Not all of the roles within any company carry the same level of data security risk. Employees with access to sensitive information, such as financial records or personal data, usually require a higher level of data protection training compared to those in roles with more limited access to such information. Implementation of a one-size-fits-all approach to training often results in a mismatch between the training offered and the actual needs of the employees.
The IT department, for example, should already know the basics but could require in-depth training on technical aspects of data security, such as encryption protocols, network security, and threat detection. Alternatively, employees in administrative roles might benefit more from a more introductory level of training that focuses on recognizing phishing emails, safe internet practices, and the importance of password management.
Matching data protection training to the responsibilities of each individual role ensures that employees are equipped with the knowledge and skills necessary to protect the data they handle. This approach enhances the effectiveness of the training and increases the likelihood of compliance with security protocols.
Reducing complexity
Overly complex, and therefore superfluous, data protection training often leads to disengagement among employees. When training materials are overloaded with technical jargon or touch upon topics that are not directly relevant to the employee’s role, there is a risk that the training will be viewed as an unnecessary burden. This can result in employees skipping through much of the training sessions or failing to apply the knowledge in their day to day work.
Training programs need to be clear, concise, and directly applicable to the employee’s role. Simple language should be used in training materials and sessions focused on practical examples to help make the content more accessible. Smaller, manageable modules can help prevent information overload and improve retention.
Regular updates
Cybersecurity threats have developed over the last decade, and as such, data protection training needs to develop with them. A data security seminar from ten years ago would be of little use to today’s workers. Regular updates to training programs need to reflect the latest threats and current best practices. Ongoing education aids in maintaining a high level of security awareness and underlines the importance of data protection in the organization.
Periodic assessments and refresher courses serve to reinforce key concepts and identify any gaps in employee knowledge that need to be addressed. Keeping training programs up-to-date ensures that employees are always equipped with the latest information to safeguard sensitive data.
Striking the right balance
It is necessary to strike the correct balance between security and productivity. Overly stringent policies and training can create friction and may be seen as hindrances to getting work done. A classic example of excess is the insistence that passwords be changed on a fortnightly basis; many companies which have attempted such a measure observe that staff who forget their new password can become frustrated and resort to finding workarounds. In this context, staff have been known to write passwords on post-it notes which they affix to their computer screen or desk. Clearly, this jeopardizes security and defeats the entire purpose of the regular password updates.
To prevent this, training and policies should be intended to integrate with employees’ daily workflows. Ideally, security practices are embedded in regular work activities, making them a natural part of the process as opposed to an additional task. For example, using automated tools to enforce password policies or creating systems that require minimal user intervention reduces the burden on employees while maintaining security standards.
Data security as second nature
Data security practices within an organization need to be normalized. Employees should think of data protection as a shared responsibility as opposed to a requirement to be checked off during training. This mentality can be encouraged by emphasizing the particular role that each individual plays in protecting the organization’s data.
Leadership has a role to play in this by acting as an example and demonstrating a commitment to data security. Recognizing and rewarding employees who consistently abide by security best practices helps to reinforce positive behavior and encourage others to do the same.
Is the training effective?
It is important to measure the effectiveness of training. Companies, like their employees, should not simply view data security training as a box to be ticked once or twice a year; they need to satisfy themselves that the training has actually achieved its intended purpose. This can be verified through various methods; e.g. carrying out surveys to gather feedback from employees, tracking compliance rates, and monitoring security incidents.
Data collected from these assessments provides insights into how well the training is being received and whether the needs of the employees are being met. Using this feedback, organizations can adjust the training programs and address any shortcomings.
A tailored data protection training program acknowledges that not all employees have the same needs or deal with the same risks. Customized training aligns with the specific responsibilities of different roles, simplifying the content, and maintaining a balance between security and productivity. In this way, organizations can create a more effective and engaging training program. Regular updates and assessments, together with a culture of security, further enhance the overall security of the organization. Data protection training can, and should, be both relevant and impactful, helping to safeguard sensitive information while supporting the organization’s key goals.
Photo credits: InputUX, AdobeStock.com
