Collaboration Tools Have Changed How We Work—But Are You Staying Secure?
Not too long ago, most of us relied on good old-fashioned emails, phone calls, and in-person meetings to get work done. Fast forward to today, and tools like Microsoft Teams, Slack, and Zoom have completely changed the way we communicate and collaborate.
Need a quick update? Shoot a message.
Need to share a file? Just drop a link.
Need a meeting? Hop on a video call.
Even folks who once swore they’d never move beyond email are now using these tools daily. But while they’ve made teamwork easier, they’ve also opened the door for cybercriminals who see them as a new way to sneak into businesses like yours.
The Tools Aren’t the Problem—How We Use Them Is
Let’s be clear: Microsoft Teams, Slack, Zoom, and other collaboration tools are safe—the companies behind them spend big bucks on security.
The issue? Hackers know you trust these tools, and they use that trust against you.
1. Phishing Attacks: When Familiarity Works Against You
Picture this:
- You get an email saying a coworker shared a file with you.
- You recognize their name, so you click the link.
- A login page pops up, looking exactly like Microsoft Teams or Google Drive.
- You enter your username and password.
Boom—you’ve just handed your login credentials to a hacker. Now they can:
Log in as you.
Send messages or files on your behalf.
Target your coworkers, pretending to be you.
Because everything looked legit, you didn’t think twice. That’s why phishing attacks work so well.
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2. Weak Passwords: An Easy Way In
Even with all the talk about cybersecurity, some people still use easy-to-guess passwords like their pet’s name or birth year (which, let’s be honest, are all over Facebook).
And while collaboration tools require strong passwords, many people reuse passwords across multiple accounts. That’s a huge risk because:
- Hackers steal passwords from data breaches all the time.
- If an employee’s password gets leaked from another site, attackers will try it on your business accounts.
- If it works, they now have access to everything.
Moral of the story? Use unique passwords everywhere.
3. Supply Chain Attacks: The Hack That Comes from Outside
Even if your security is solid, what about your suppliers, partners, or contractors?
Example:
- You regularly share spreadsheets with a vendor.
- One day, you get an email from them with a file link.
- You click it because you trust them.
- But surprise—it wasn’t really from them. A hacker got into their account and is now coming after you.
Since businesses collaborate across platforms, one weak link can put everyone at risk.
4. Oversharing: When Open Access Becomes a Problem
We’ve all done it—shared a file by sending out a quick link. But here’s where things go wrong:
Links without expiration dates stick around forever.
Some links allow anyone with the link to edit.
Shared folders may expose way more files than intended.
That means old employees, outside contractors, or even hackers could still access your company’s data long after they should.
So, How Do You Keep Your Business Safe?
Good news: Cybercriminals rely on human error, which means with a few smart moves, you can stay a step ahead.
1. Train Your Team to Spot the Red Flags
Most cyberattacks start with a simple mistake—clicking a bad link, reusing a password, or trusting the wrong email. A little training can go a long way in:
- Helping employees spot phishing attempts.
- Teaching them to verify shared links before clicking.
- Encouraging strong, unique passwords for every system.
2. Double-Check Suspicious Links
Before clicking on a shared file, do a quick trust check:
- Did you expect to receive it? If not, verify with the sender.
- Does the link look slightly “off”? Hackers love using sneaky typos.
- When in doubt, confirm another way (call, text, or send a separate email).
3. Use Two-Factor Authentication (2FA) Everywhere
Even if a hacker steals a password, 2FA stops them in their tracks.
By requiring a second form of verification (like a text message code or an authentication app), 2FA adds an extra layer of protection that makes breaking in way harder.
4. Regularly Review Who Has Access
Take a moment to audit:
Who has access to shared files?
Are there former employees or outside vendors who no longer need access?
Do shared links have expiration dates?
Tightening up permissions drastically reduces the risk of unauthorized access.
Need Help Locking Down Your Collaboration Tools?
Tools like Microsoft Teams, Slack, and Zoom make life easier—but only if they’re used safely. Not sure where to start? We’ve got you covered.
Want to train your team to avoid phishing scams?
Need help setting up strong passwords and 2FA?
Unsure if your access controls are secure?
That’s what we do. Little Dog Tech helps businesses like yours stay safe, prevent cyberattacks, and keep hackers out.
Let’s chat. Give us a call at (515) 422-1995, and let’s make sure your business is protected.