Today’s work setup has evolved immensely, allowing people in remote and distributed locations to get things done.
Provisioning tools and resources allow team members to perform their job functions effectively and securely without the hassle of going to offices.
What’s best about using automated provisioning tools is the ability to manage user accounts and access them in a single pane of glass, wherever you may be.
Moreover, they provide automated provisioning benefits that:
- Increase productivity by eliminating repetitive manual work.
- Assure more accuracy and removes human errors and inconsistencies.
- Eliminate outages and save time.
- Protect against service disruption.
Given the immense nature of digital technology, look for provisioning software with the best practices.
With its critical role in the remote work setup, it is essential for such software to incorporate best practices for several reasons.
Best Practices for Remote and Distributed Teams
Like the traditional office setup, every team needs a manager to streamline processes.
Many companies enjoy these perks without having to distribute tasks to different departments[2]. For instance, user provisioning Akkadian fully automates provisioning tasks that allow seamless integration, among others.
When we say “others”, we’re talking about making user and device management easier within the unified communications environment (UC). Not to mention, these managers actually deliver reports in real-time.
It’s been largely helpful for operations teams in delegating certain tasks as well, saving more time, energy, and manpower.
This includes making complex tasks manageable and simpler, which is one of the many technological advantages.
With the growing number of professionals choosing remote work options – up to 87% – investing in your software is investing in your employees.
When working remotely, especially with teams in distributed locations, having a provisioning manager has increasingly become a need. Unified communications benefits outweigh the cons in every angle.
Nevertheless, automated user provisioning is still bound to proper control and moderation.
Here are some of the best practices for remote and distributed teams when provisioning users.
1. Centralized System Across All UC Applications
Implementing a centralized system to manage user accounts is primarily why using automated provisioning tools is simpler.
Security-wise, it helps streamline not only the user provisioning process but accessing rights and permissions across your organization.
Consequently, it allows consistency within your system and helps enforce strong authentication measures.
It is no question, nor surprise, that security is one of the topmost considerations with distributed teams. It can be difficult to fully guarantee it when everything is done remotely. Having a centralized system helps prevent unauthorized access, data breaches, and other security incidents.
2. Streamlined Onboarding and Offboarding Processes
User provisioning software allows organizations to quickly manage user accounts in remote and distributed locations. This includes assigning appropriate permissions and configuring access to the relevant systems, tools, and resources.
Having the best practices in user provisioning improves operational efficiency as administrative overheads are reduced. This promotes productivity overall.
Ultimately, new hires and team members can become productive members of the organization faster.
When they’re all set up, automated user provisioning helps define roles and permissions based on job functions and responsibilities.
This includes the following:
- Assign appropriate access rights to each role.
- Ensure team members have access to the necessary resources.
- Minimize security risks while doing so.
- Provide necessary credentials.
Similarly, by the time an employee leaves, your provisioning software can easily revoke this access.
3. End User Self-Service Portals and Automation
Another way to offload tasks is by incorporating UC self-service options for users.
In other words, streamline user provisioning processes via self-service portals that enable the team to manage simple tasks like PIN resets or speed dial.
This comes with strong authentication measures to enhance security for remote team members, especially when accessing sensitive systems and resources.
Meanwhile, provisioning automation allows team members to have access to the necessary collaboration and communication tools. Provision these tools and provide guidance on their usage to facilitate remote collaboration.
Best practices in user provisioning allow team members to request access to specific resources and applications. Less administrative tasks mean more opportunities for the team to be efficient in their roles.
Likewise, it is paramount to regularly review access to ensure that team members have appropriate access rights based on their roles and responsibilities.
Security is not absolute that can only be tested once. Having access review periodically helps identify and address any potential security vulnerabilities or access privileges that are no longer needed.
4. Security Awareness and Training
Provide remote team members with security awareness training and education regarding the best practices for securing their accounts.
Strengthening the security of sensitive systems and resources is one thing, raising awareness is another. Having your team equipped with the knowledge, even the basic ones, in securing their accounts could go a long way within the organization.
This includes recognizing phishing attempts and safeguarding sensitive information.
Additionally, training them with robust incident response procedures is equally significant. User provisioning software detects any security incidents or unauthorized access attempts promptly. Ensure that your team members recognize a threat when they see one.
5. Compliance and Data Protection
Provisioning users must comply with the relevant data protection and privacy regulations.
This means your provisioning software assists your remote and distributed team in meeting compliance requirements. Always put in the picture the importance of data privacy regulations and industry-specific standards.
For instance, ensure that access controls and permissions are properly managed in provisioning users, or else your organization may face several risks and challenges.
As mentioned, access reviews must be conducted regularly and audit trails are maintained. This helps organizations demonstrate compliance during audits and avoid potential penalties or legal issues.
By following these best practices, companies can effectively provision user accounts and access rights wherever their team members are located.
Collectively, they can ensure productivity, security, and compliance.
Challenges and Mitigations
In case proper management of access controls and permissions in provisioning users is not implemented accordingly, you must first know how to identify these challenges and come up with mitigations.
You can start with the establishment of robust user provisioning practices, such as having role-based access and regular access reviews.
Lack or inadequacy in this department can put the company assets at risk due to security breaches, data leaks, or unauthorized modifications.
Without proper management of access controls, you welcome the risk of users having unnecessary or excessive privileges. This is why as much as possible, follow the principle of least privilege.
So, how can you properly manage access controls and permissions?
Have a keen eye for details when choosing a provisioning software that maintains a secure and compliant environment.
Next, know how to appropriately allocate resources to your team and manage the user lifecycle.
If your software can support the necessary security features, you’ll have fewer worries in initiating your remote team.
Thirdly, consider the integration capabilities of your provisioning software with your existing systems and applications. Does it seamlessly integrate with your identity and access management (IAM) systems? HR systems? Collaboration tools?
You may need more relevant platforms than that to ensure smooth user provisioning processes.
More importantly, does it have a user-friendly interface and intuitive workflows that simplify complex provisioning tasks?
You must not forget, once and for all, the relevance of user experience. Having a remote team means less supervision compared to traditional office affairs. Clearly, there is less visibility since everything is done virtually.
A well-designed and easy-to-use software reduces the likelihood of human errors. Thus, you can maintain consistency in access controls and permissions management within your remote team.
Let’s Wrap It Up
Carefully considering these details helps organizations choose a provisioning software that aligns with their security and compliance requirements. Similarly, it allows them to have more integrity in implementing the best practices.
