Poor communication can silently sabotage even the most well-funded technology projects. From vague training instructions to ignoring subject line best practices, these common missteps weaken cybersecurity defenses. Here’s how to fix them before they become costly.
Why Communication Is Critical for Cybersecurity in Technology Projects
Technology projects bring many layers of complexity, and one common thread that runs through nearly all of these types of initiatives is cybersecurity. Project teams need to ensure that data, devices, systems, and networks remain protected as the effort—whether it’s the replacement of an existing legacy solution, a move to or from the cloud, or the addition of new technology such as an ERP platform into the stack—moves through its lifecycle. Integrations may be added, login processes changed, data repository locations expanded or constricted, and user credentials adjusted.
Ensuring stakeholders contribute to a strong cybersecurity posture along the way hinges on good communication. Users will need to understand and follow the latest instructions, spot security gaps, avoid potentially risky behaviors, and be aware of emerging threats. But effectively sharing information about cybersecurity issues can be tricky, and even small communication gaps can cause big problems.
If your team is approaching a technology project, consider these communication missteps that can undermine cybersecurity efforts.
Mistake 1: Being Vague About Cybersecurity Training Requirements
Technology projects frequently feature robust training programs to build users’ skills and create a foundation for a successful implementation. However, cybersecurity educational offerings may include both mandatory and optional elements depending on stakeholders’ roles, regulatory requirements, the stage of the rollout lifecycle, or the current threat environment. Stakeholders may not have the expertise to evaluate the training curriculum and determine which modules they must complete and which are voluntary. This can lead to dangerous gaps in the organization’s cybersecurity posture and could even put the project’s outcome in jeopardy. Communications should clearly explain how stakeholders can determine if the various training elements are mandatory or optional.
Mistake 2: Using Jargon That Obscures Critical Information
Unless you’re addressing an audience of technically knowledgeable stakeholders, keep the industry acronyms and lingo to a minimum. The flow of cybersecurity communications during technology projects, from announcing training opportunities to notifying users of emerging threats, can cover some complex and detailed concepts. Jargon is likely to confuse users and people might not know what’s expected of them or what’s supposed to happen next. It could result in stakeholders missing vital threat information, misunderstanding the urgency of cybersecurity messages, or following the wrong security procedures.
Quick Definition: Cybersecurity Communication Clarity
Writing security-related messages in a way that is accessible to both technical and non-technical users. It emphasizes plain language, explicit instructions, and context-aware urgency.
Mistake 3: Neglecting Subject Line Best Practices in Email Updates
Your project stakeholders probably have busy inboxes, and clear, accurate subject lines are key to ensuring that important or time-sensitive cyber-related messages don’t get lost amid the noise. Consider establishing a few simple standards, either on a per-project basis or for the entire project portfolio, to guide subject line composition so everyone can quickly identify communications that convey cybersecurity information and determine message priorities at a glance. Post a brief explanation of the protocols on the project’s intranet page or other shared resource to enable stakeholders and project team members alike to reference the guidelines as needed.
Email overload is real, and your critical cybersecurity message is likely competing with dozens of others. A poorly written or vague subject line can bury important updates, causing stakeholders to miss time-sensitive actions.
To fix this, project teams should adopt subject line standards for cybersecurity emails. For example:
- Use prefixes like [SECURITY ALERT], [ACTION REQUIRED], or [TRAINING UPDATE]
- Include relevant dates or system names
- Keep the line concise but specific
Make these standards visible—post them on the project’s intranet or collaboration space so everyone knows what to look for and how to contribute.
Mistake 4: Letting Cybersecurity Questions Go Unanswered
Stakeholders may need to react quickly to instructions when cybersecurity issues arise. For example, it may be necessary to adjust the login procedures for a specific user group as new systems come online. If stakeholders have questions about the updated security instructions but they can’t get an answer when they need it, they may inadvertently create vulnerabilities by continuing to follow outdated guidance. Communication strategies that quickly surface and respond to stakeholder queries often leverage multiple channels and resources working together. In addition to using shared inboxes where project team members can process incoming messages on a rotating schedule, you may also reduce user wait time by creating an FAQ page on the project’s intranet site that addresses the most common questions and gives stakeholders on-demand access to detailed answers.
Build Cybersecurity Into Communication From Day One
Cybersecurity isn’t just a technical issue—it’s a communication challenge. Technology projects succeed not only by selecting the right tools but by ensuring every user understands how to engage with them securely. Clear, responsive, and jargon-free communication can be the difference between a secure deployment and a vulnerable one.
FAQs About Cybersecurity Communication in Tech Projects
What is the biggest communication mistake in cybersecurity?
Failing to clearly communicate training requirements and responsibilities is one of the most common and damaging missteps.
Why is jargon a problem in cybersecurity updates?
It confuses non-technical stakeholders, increasing the risk of misunderstanding or inaction during critical security moments.
How can we improve response time to stakeholder questions?
Use shared inboxes, FAQs, and auto-responders to ensure timely support, especially during high-risk rollout phases.
Should we standardize email subject lines for security updates?
Yes. Consistent subject line formats improve visibility and ensure critical messages are recognized and prioritized.
Is optional training still important to communicate clearly?
Absolutely. Even optional modules should be clearly labeled to help stakeholders make informed decisions.
