Top IT Security Challenges When Onboarding New Employees in SMEs

Onboarding new employees is a critical process for any small to medium-sized enterprise (SME). However, it introduces several IT security challenges that, if overlooked, can expose your organization to significant risks. From unauthorized access to sensitive data to inadvertent breaches caused by untrained staff, onboarding is a potential minefield for IT security.

In this guide, we'll explore the most common IT security challenges that SMEs face when onboarding new employees and provide actionable strategies for addressing them.

1. Granting Excessive Access Rights

The Challenge:

One of the most common mistakes SMEs make during onboarding is providing new employees with more access than necessary. This is especially risky if employees are given administrative access to sensitive systems without proper justification. Even if the new hire is trusted, excessive privileges increase the risk of accidental or malicious misuse of data and systems.

Solution:

Adopt the principle of least privilege (PoLP), which limits each employee's access to only the information and systems necessary for their job. This can be enforced through role-based access control (RBAC), ensuring that employees only have access to systems that align with their responsibilities. Regularly review access levels to ensure that permissions are adjusted as job roles evolve.

2. Lack of Comprehensive Security Training

The Challenge:

Many new employees enter a role without sufficient knowledge of the company’s IT security policies. This lack of awareness can lead to risky behaviors such as weak password creation, unintentional data sharing, or falling for phishing scams. SMEs may lack formal training programs, making it harder to ensure new hires are up to speed on security best practices.

Solution:

Develop a mandatory IT security training program for all new hires. This training should cover topics such as password hygiene, recognizing phishing attacks, data protection, and secure use of company devices. In addition to an initial training session, consider ongoing security refresher courses to keep all employees up to date on emerging threats.

3. Shadow IT and Unapproved Tools

The Challenge:

When new employees bring their software or tools into the workplace, known as shadow IT, they bypass the organization’s approved systems. This creates significant security vulnerabilities, as these unapproved tools may not be monitored, secured, or compliant with company standards.

For SMEs, where resources are often stretched thin, shadow IT can go unnoticed for longer periods, increasing exposure to potential breaches or data leaks.

Solution:

Create clear policies around approved software and devices and communicate these to new employees during onboarding. Consider implementing a Bring Your Own Device (BYOD) policy that includes specific security measures such as antivirus software, encryption, and regular software updates. Additionally, deploy Mobile Device Management (MDM) tools to monitor and secure all devices accessing company data.

4. Failure to Implement Multi-Factor Authentication (MFA)

The Challenge:

Many SMEs still rely solely on passwords to protect accounts, leaving them vulnerable to unauthorized access, especially during the onboarding period when new employees are setting up accounts and credentials. Weak or reused passwords can be easily exploited by hackers, leading to breaches that could compromise sensitive business data.

Solution:

Require multi-factor authentication (MFA) for all critical systems. MFA adds a layer of security by requiring employees to verify their identity through multiple means, such as a password and a one-time code sent to their phone. This significantly reduces the likelihood of unauthorized access, even if a password is compromised.

5. Inconsistent Deprovisioning Practices

The Challenge:

When employees leave the company, their access to systems, data, and tools must be revoked immediately. However, many SMEs lack formal de-provisioning processes, leading to situations where former employees retain access to sensitive information. This can pose significant security risks, particularly if the employee is disgruntled or if their account is later compromised.

Solution:

Establish a formal offboarding process that includes deactivating all user accounts, revoking access to sensitive data, and retrieving any company-owned devices. Utilize Identity and Access Management (IAM) systems to automate the process of de-provisioning users, ensuring that all access is revoked promptly and efficiently.

6. Unsecured Remote Work Environments

The Challenge:

Remote work has become more common, but it introduces unique IT security challenges. New employees working from home may be using personal devices or unsecured networks, increasing the risk of breaches. SMEs may lack the resources to properly secure remote work environments, leading to vulnerabilities during the onboarding process.

Solution:

Ensure that all new remote employees are provided with secure company-managed devices configured with the necessary security measures, such as encryption and antivirus software. Require employees to connect to company systems through a Virtual Private Network (VPN) and educate them on the importance of using secure, password-protected Wi-Fi connections.

7. Weak Endpoint Security

The Challenge:

New employees often require access to company systems from a variety of devices, including laptops, tablets, and smartphones. Securing these endpoints is crucial, especially when they are used in different environments, including homes, cafes, or coworking spaces. Weak endpoint security can lead to malware infections or unauthorized access to company data.

Solution:

Deploy endpoint protection software on all devices that access company systems. This should include firewalls, encryption, antivirus programs, and regular updates. Consider using Endpoint Detection and Response (EDR) solutions that monitor and respond to potential threats in real time, ensuring that any suspicious activity is quickly identified and mitigated.

Conclusion

Onboarding new employees presents a unique set of IT security challenges for SMEs. From managing access rights to ensuring adequate training and securing remote work environments, the risks are significant but manageable with the right approach. By implementing strong access controls, mandating security training, and enforcing modern security practices such as MFA and endpoint protection, SMEs can reduce their exposure to potential breaches and ensure that their new hires integrate securely into the organization.

Ultimately, a proactive approach to IT security during the onboarding process helps safeguard your business from the outset, setting the stage for both employee success and long-term security.