Companies choose VoIP to make their phone calls for a number of reasons. The low cost is probably the main motivation, but VoIP phone systems offer a range of benefits over their fixed and mobile cousins. They’re wonderfully flexible, portable, scalable, and accessible, they can make it look like you’re calling from anywhere, plus they have lots of really useful, advanced features (forward a voicemail to team members, or configure your phone to ring wherever you are, anyone?!).
Most of the time, using the internet to make your phone calls is a great experience, but by definition, it does open users up to the dangers of hacking. And those dangers are only too real.
Horror Story Hacks
Horror stories of companies who’ve had their VoIP systems hacked include phone systems down for days, false and abusive mailbox greetings, crude and offensive answerphone messages, voicemails deleted, fraudulent and expensive calls, especially to premium-rate numbers, intruders listening in on confidential conversations, and even customer calls routed to external numbers.
When you read that list, you might wonder why anyone would risk using a VoIP phone system. But the reality is that most companies never encounter such nightmarish scenarios, and with some sensible precautions, you can greatly reduce or even eliminate the risks of being hacked. Here’s how to stay safe with your VoIP phone system.
Six Top Tips To Stop VoIP Hacks And Stay Safe
1. Educate And Communicate!
An awful lot of security measures are common sense, but that doesn’t mean they’re that common. If you have a VoIP phone system, it’s vital that your staff understand any potential threats, and also the importance of using the system correctly.
In particular, that means having a proper password policy in place. All staff passwords should belong, and require capitals, lower case, numbers, and one special character. Regrettably, hackers have a good record at guessing passwords based on the names of children, pets, or home towns!
2. Have A Robust Security Policy In Place
If you want to avoid being hacked, it’s vital you take security seriously. A quick Google to look at the catastrophic damage caused to companies that have been targeted should be enough to persuade you!
Alongside a proper staff password policy, make sure at least two people have access to administrator passwords, in case the unthinkable happens. You also need to regularly monitor usage and make sure the system is set up correctly. Ask the supplier of your VoIP system to help you on this final point: they have all the necessary expertise and know-how.
3. Use a Decent Router
To make VoIP calls, you need to connect to the internet, and to connect to the internet, you need a router. You could buy a cheap one, which offers little or nothing in the way of protection and security. Or you could spend a little more, and be much safer.
The reality is that purchasing a cheap router is a false economy. Always buy from a trusted manufacturer: that way, you get a faster, more reliable, and robust service, plus you benefit from much better protection in the form of integral firewalls, encryption, reporting, and other multi-layered security features (just make sure that you switch all that functionality on!).
4. Be Aware Of The Insider Threat
It’s a sad fact that many hacking incidents are perpetrated by disgruntled, sacked or former employees with a grudge. You need to be aware of that fact – if you expect the worst, you won’t be disappointed.
It sounds obvious, but if you’re about to sack someone for gross misconduct or unprofessional behavior, make sure that they’re not holding on to vital administrator passwords or other important security information. And as soon as any employees leave, immediately delete their access to the system.
5. Monitor Usage
To stay safe, it’s really important that you monitor your usage patterns at all times. Many systems and routers enable you to do just that, often in real-time. If you can spot a hack or unusual call patterns, you have a much better chance of reducing or stopping any potential damage.
It also pays to think like a hacker. Are they more likely to try and access your system on a weekday when you’re there and would notice any unusual behavior, or at weekends, nighttimes, and labor days?
6. Stay Safe With SASE
Although VPNs provide secure remote access, there can be issues with performance, especially if large numbers of users are connecting to the system at the same time – as is currently the case with Covid 19. For that reason, many companies are looking at new ways of delivering secure remote access.
The latest technological developments like SASE promise to enhance the performance of VPNs and also deliver even higher levels of protection for services like VoIP. If you have some time ahead of you, read the What is SASE? an article, if you don’t, we’ll explain it here briefly. SASE stands for Secure Access Service Edge and is a new user-centric, consolidated, cloud-based model for cybersecurity. Some observers believe that SASE may even end up replacing VPNs in the future because it provides such a practical, elegant and compelling solution for user and network security.
But for now, follow the aforementioned security steps, and you can enjoy all the benefits of a VoIP system – at the same time as avoiding any potential downsides!
