Contractors rely on secure CRM and project management software to help expand and scale their business. But how secure are these tools? What constitutes secure software, especially since many top tools operate in the cloud?
We love this question because it’s at the heart of keeping our customers and others in the industry safe and protected–which is really important to us! Here’s a list of three security features and practices we feel can benefit every contractor.
1. Choose a Cloud-based CRM Tool With Industry-leading Security
Any tool you use in the cloud should feature top-of-the-line security, precisely because it’s part of the world wide web. Contractors need to make sure the right safeguards are in place.
This means choosing the right tool. For example, JobNimbus guarantees:
“We protect your data with “bank-level” digital security. All access to your data is governed by cutting edge security including biometric access and advanced video monitoring. Only users on your JobNimbus account can gain access to your data.”
Your data is safe with us. We feel this is one of the most important things to know about any CRM or project management tool.
2. Communicate How Policies Differ in the Field Versus the Office
Security also includes ensuring that your team doesn’t compromise your software’s safety features.
Much of this comes down to education. Communicate expectations, even if it seems like common sense. For example, share best practices or rules about storing or entering passwords, locking smartphone screens when finished, or keeping mobile devices in a pocket (not on a table, etc.).
Also, make sure your team members know which areas of your CRM they shouldn’t show to customers. With the JobNimbus app, employees in the field have a ton of power and access to information. From their mobile device, they can communicate, capture and annotate images, customize estimates, get digital signatures, take payments, and much more. Just make sure it’s clear whether they should show sensitive areas to the customer, such as workflows, call notes, and other potentially private areas.
3. Use and Maintain Permission Levels
A good CRM and project management tool should offer customizable access or permission levels. JobNimbus provides this at the feature level, which means you can turn access to specific screens or tools on or off for each employee. Taking time to think through who should have access to different types of information is a powerful way to safeguard your company.
On the other hand, don’t forget to turn access off when an employee leaves your company. It’s unfortunately all too easy for this to fall through the cracks, but leaving this door open allows a frustrated employee to cause a lot of problems. Emotions can run high in these situations, even when you as the employer feel a situation is in your favor. When someone feels powerless, the temptation to compromise your company’s information might even feel like the right thing from their perspective.
Avoid all of this by designing an employee exit procedure that includes changing access, passwords, and permission levels as the situation requires. Otherwise, the damage can take a very long time to repair.
It’s All About Prevention
As you move toward starting up or upgrading your existing CRM and project management software, keep this in mind: every security crisis you save is tons of time and resources earned.
Thankfully, when you sign up for the right tool, getting your team on the same page doesn’t have to be a barrier.
JobNimbus provides a simple layout, with easy onboarding tools for each new user you add to your team, and plenty of training options to help you smooth out any learning curves or knowledge gaps. We know your situation is unique, and we love troubleshooting solutions, so if you haven’t already, reach out today. We’re here to help!