How to Integrate an External Team Member into Your Workflow Safely and Efficiently

The process of integrating an external team member into your remote workflow can seem daunting. However, with the right strategies and measures, this integration can happen smoothly and securely. This article will guide you through several key steps to ensure that your team's collaboration remains efficient and that all security measures are in place.

1. Updating the Security Policy

Remote workflows present new security challenges that need to be addressed. It's crucial to review and update your company’s security policy to adapt to these changes. Conduct a thorough assessment of your workflow to identify any gaps and potential vulnerabilities. Investing in additional security measures and scheduling regular security audits (every six months) can help mitigate these risks effectively.

2. Providing Security Training

Updating your security policy is just the first step. To ensure that everyone on the team understands the new protocols, comprehensive security training is essential. This training should cover:

New security routines Potential security risks Emergency procedures and responsibilities

By increasing staff awareness, you can significantly reduce the chances of security breaches and ensure that everyone is prepared for any situation.

3. Using Corporate Accounts

When integrating an external team member, create corporate emails and profiles specifically for them. These accounts should be used when working with your company’s resources and internal systems. Adding these new members to corporate spaces and management systems will help streamline their onboarding process, making it easier for them to access the necessary tools and information.

4. Assigning Access to Required Information

To maintain efficiency and security, strictly assign access only to the necessary information and resources. Determine the specific permissions needed for each team member to complete their tasks, and ensure they have access to tech documentation as needed. Avoid setting up unnecessary barriers that could impede progress. By minimizing access, you reduce the risk of unauthorized access and data breaches.

5. Configuring Access Management System

An access management system is a critical tool for securing various types of secrets, tokens, passwords, and certificates. This system allows you to:

Handle secrets securely Monitor and manage inventory Minimize the impact of possible breaches and identity theft

Using a robust access management system can greatly enhance your organization's security posture. It enables you to respond swiftly to any changes in team member roles and to maintain control over sensitive information.

6. Facilitating Meetings and Collaboration

Effective communication is vital for successful collaboration. Ensure that the admin or host of a meeting adds their email to the sender list if the external team member is going to be a permanent part of the workflow. If the person is not a member of the organization but will attend meetings occasionally, the host should send a meeting link well in advance. Alternatively, ask the person to log into their MS Teams page and send a request to join the meeting.

By following these steps, you can ensure that your external team members are integrated into your workflow safely and efficiently, while maintaining the highest levels of security and collaboration.

Demo Video: Integrating External Team Members into Your Workflow