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Best Practices for Businesses to Manage Their Data Safely and Securely

Regardless of what you do with your data you need to have some sort of strategy as to how you’re going to manage and protect it

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Any modern business knows that data is king. Regardless of what you do with your data (track customer orders, store financial records, maintain employee data, etc.), you need to have some sort of strategy as to how you’re going to manage and protect it.

Sometimes, though, the flow of information becomes overwhelming, and to stay on top of it can be a real struggle. Hence, it is crucial that one employ the best of practices that help to keep all your business data organized and also secure.

Keep Your Data Safe and Protected

The best thing to start with is security. Just try to think about all the sensitive information your business holds. From customer information to financial records and employee data, it all needs to be protected. You certainly don’t want this data to fall into the wrong hands, and that’s why implementing security measures is a must.

First, encrypt your data so nobody can see it. Then, set up strong passwords and grant access only to those who need it. Do not forget about security audits, either. These ‘health’ inspections will catch a vulnerability before it causes a big disaster.

And, of course, always keep track of new cyber threats and how they evolve. Phishing, ransomware, and other threats are ever-changing. Make sure your security keeps up with the times.

Lay Down the Ground Rules with Data Governance

Now your data is safe, so let’s address the rules. Each business needs a well-defined policy that addresses how data is collected, stored, accessed, and finally disposed of. Without rules, it’s chaos.

Assign specific roles for data management within your team. Who updates the records? Who oversees compliance with regulations such as GDPR and CCPA? When everyone is aware of their responsibility, things tend to go much more smoothly. In addition, solid governance protects you from excessive fines in case of a compliance check.

Get Serious About Records Management

Now, how many times have you tried to find an old document and it wasn’t there? Frustrating? That’s where good records management steps in. Every business should know what is information and records management, and where to seek help with organizing and protecting all the data.

Implement tools, such as ERMS, which assist in keeping everything organized. Such systems enable you to store, categorize, and retrieve records quickly, saving you time and headaches. And don’t forget retention policies. Every record does not need to be retained forever. 

Clearly establish rules for how long documents are kept and when they can be disposed of security. It is not just a case of being neat and tidy; it is about being compliant and efficient.

Embrace the Power of Technology

Let’s be honest: managing data manually is a recipe for burnout. Why not let technology do the heavy lifting?

Repetitive work, such as data entry and backups, can be automated using automation tools. Other highly praised solutions include cloud services, which offer secure, scalable, and accessible storage anywhere. 

And if you want to get a little fancier, AI and machine learning can analyze data trends and help you make smarter decisions.

The bottom line? The right tech can turn data management from a chore into a strategic advantage.

Don’t Skimp on Backups

Imagine this: your system crashes and years of data disappear in an instant. Scary, right? That’s why backups are non-negotiable.

Set up a regular backup schedule, and then stick to it. Cloud-based backups are highly recommended due to the fact that they are very secure, reliable, and manageable. 

However, that is not all: from time to time, test your backups to be sure they will work. After all, a backup that doesn’t restore is about as useful as no backup at all.

Keep Your Data Clean and Reliable

Ever make a decision with bad data? It happens more often than you think. That is why the quality in data matters.

Perform regular audits to weed out errors, remove duplicates, and update everything. Validation processes will help weed out inaccuracies before problems arise. When your data is clean and sound, then you can trust it to guide your business decisions.

Empower Your Team

Here’s a secret: your data is only as secure as those handling it. That’s why employee training is key.

Make sure everyone on your team understands how to handle data responsibly. Teach them about security protocols, such as recognizing phishing attempts or using encrypted communication tools. And don’t make it a one-and-done thing-regular training sessions keep everyone sharp and up to date.

Keep Improving

Data management is not a set-it-and-forget kind of activity. Your data management needs will increase and evolve along with your business.

Set quantifiable goals for your data management, whether it be retrieval times or the success rate of backups, and monitor it through key performance indicators. Make the relevant adjustments. And most importantly, ask your team for feedback because they are generally the very first to know exactly what works and what doesn’t.

Managing business data doesn’t have to be overwhelming. Start with security, set rules and regulations, embrace technology, and then train your team.

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Business

The Entrepreneur’s Reading List That Transforms Ideas Into Empires

These must-read titles and writing insights reveal how entrepreneurs turn bold ideas into empire-level success.

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Entrepreneurship is powered by stories—of accomplishment, failure, and decision moments that define businesses. Books are maps, providing insight from individuals who’ve traversed the road ahead. (more…)

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Entrepreneurs

The Leadership Shift Every Company Needs in 2025

Struggling to keep your team engaged? Here’s how leaders can turn frustrated employees into loyal advocates.

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Bridging the gap between employees and employers
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In workplaces around the world, there’s a growing gap between employers and employees and between superiors and their teams. It’s a common refrain: “People don’t leave companies, they leave bad bosses.”

While there are, of course, cases where management could do better, this isn’t just a “bad boss” problem. The relationship between leaders and employees is complex. Instead of assigning blame, we should explore practical solutions to build stronger, healthier workplaces where everyone thrives.

Why This Gap Exists

Every workplace needs someone to guide, supervise, and provide feedback. That’s essential for productivity and performance. But because there are usually far more employees than managers, dissatisfaction, fair or not, spreads quickly.

What if, instead of focusing on blame, we focused on building trust, empathy, and communication? This is where modern leadership and human-centered management can make a difference.

Tools and Techniques to Bridge the Gap

Here are proven strategies leaders and employees can use to foster stronger relationships and create a workplace where people actually want to stay.

1. Practice Mutual Empathy

Both managers and employees need to recognize they are ultimately on the same team. Leaders have to balance people and performance, and often face intense pressure to hit targets. Employees who understand this reality are more likely to cooperate and problem-solve collaboratively.

2. Maintain Professional Boundaries

Superiors should separate personal issues from professional decision-making. Consistency, fairness, and integrity build trust, and trust is the foundation of a motivated team.

3. Follow the Golden Rule

Treat people how you would like to be treated. This simple principle encourages compassion and respect, two qualities every effective leader must demonstrate.

4. Avoid Micromanagement

Micromanaging stifles creativity and damages morale. Great leaders see themselves as partners, not just bosses, and treat their teams as collaborators working toward a shared goal.

5. Empower Employees to Grow

Empowerment means giving employees responsibility that matches their capacity, and then trusting them to deliver. Encourage them to take calculated risks, learn from mistakes, and problem-solve independently. If something goes wrong, turn it into a learning opportunity, not a reprimand.

6. Communicate in All Directions

Communication shouldn’t just be top-down. Invite feedback, create open channels for suggestions, and genuinely listen to what your people have to say. Healthy upward communication closes gaps before they become conflicts.

7. Overcome Insecurities

Many leaders secretly fear being outshone by younger, more tech-savvy employees. Instead of resisting, embrace the chance to learn from them. Humility earns respect and helps the team innovate faster.

8. Invest in Coaching and Mentorship

True leaders grow other leaders. Provide mentorship, career guidance, and stretch opportunities so employees can develop new skills. Leadership is learned through experience, but guided experience is even more powerful.

9. Eliminate Favoritism

Avoid cliques and office politics. Decisions should be based on facts and fairness, not gossip. Objective, transparent decision-making builds credibility.

10. Recognize Efforts Promptly

Recognition often matters more than rewards. Publicly appreciate employees’ contributions and do so consistently and fairly. A timely “thank you” can be more motivating than a quarterly bonus.

11. Conduct Thoughtful Exit Interviews

When employees leave, treat it as an opportunity to learn. Keep interviews confidential and use the insights to improve management practices and culture.

12. Provide Leadership Development

Train managers to lead, not just supervise. Leadership development programs help shift mindsets from “command and control” to “coach and empower.” This transformation has a direct impact on morale and retention.

13. Adopt Soft Leadership Principles

Today’s workforce, largely millennials and Gen Z, value collaboration over hierarchy. Soft leadership focuses on partnership, mutual respect, and shared purpose, rather than rigid top-down control.

The Bigger Picture: HR’s Role

Mercer’s global research highlights five key priorities for organizations:

  • Build diverse talent pipelines

  • Embrace flexible work models

  • Design compelling career paths

  • Simplify HR processes

  • Redefine the value HR brings

The challenge? Employers and employees often view these priorities differently. Bridging that perception gap is just as important as bridging the relational gap between leaders and staff.

Treat Employees Like Associates, Not Just Staff

When you treat employees like partners, they bring their best selves to work. HR leaders must develop strategies to keep talent engaged, empowered, and prepared for the future.

Organizational success starts with people, always. Build the relationship with your team first, and the results will follow.

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Entrepreneurs

What Makes an Entrepreneurial Leader? Traits of the World’s Best Innovators

Inside the mindset of entrepreneurial leaders who transform risk, passion, and vision into world-changing results.

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When you think of Richard Branson (Virgin Group), Bill Gates (Microsoft), Steve Jobs (Apple), Rupert Murdoch (News Corporation), and Ted Turner (CNN), one thing becomes clear: they are not just entrepreneurs, they are entrepreneurial leaders. (more…)

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Entrepreneurs

Building a Business Empire: Lessons from the World’s Boldest Entrepreneurs

Learn essential lessons, success strategies, and mindset shifts every aspiring entrepreneur needs to overcome challenges and build a thriving business.

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how to build a business empire
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Back in July 2017, I attended a business seminar on entrepreneurship in India. With my appetite for learning and meeting new people, I wanted to explore the latest developments in the entrepreneurial world. (more…)

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