A simple approach to enhancing your organization’s security
For entertainment executives who need practical security solutions that don't break the bank or slow down creative work
If you're running a production company, talent agency, or entertainment organization, you're sitting on valuable data: client lists, project details, financial information, and creative content that competitors would love to access. Yet most entertainment companies treat cybersecurity as an afterthought—until something goes wrong.
The reality is stark: the average entertainment company uses 40+ different web applications and cloud services. From project management tools to creative software subscriptions, each new app creates another potential entry point for data breaches.
Here's how to protect your organization without turning your office into Fort Knox.
The Hidden Risk: App Sprawl in Creative Industries
Entertainment companies are particularly vulnerable because creative work requires specialized tools:
Project management: Monday.com, Asana, Notion
Creative collaboration: Frame.io, Dropbox, Adobe Creative Cloud
Communication: Slack, WhatsApp Business, Zoom
Financial management: QuickBooks, FreshBooks, entertainment-specific accounting software
Client management: HubSpot, Salesforce, or custom databases
Each tool represents a potential security gap. When your assistant uses their personal Gmail to sign up for a "quick" project management trial, or when freelancers access company files through their own accounts, your data starts living outside your control.
Five Practical Steps to Secure Your Entertainment Business
1. Implement an Organization-Wide Password Vault
The Problem: Your team is using "password123" or variations of the company name for multiple accounts.
The Solution: Deploy a business password manager like 1Password Business, Bitwarden, or Dashlane Business.
Why it works: Password managers generate unique, complex passwords for every service and securely share credentials across your team. When that freelance editor finishes the project, you can revoke access without changing passwords across multiple platforms.
Implementation tip: Start with your core team and most critical accounts. Roll out gradually rather than forcing everyone to change everything at once.
2. Create Clear Digital Security Policies
Include in your employee handbook:
Approved software list: Which tools can teams use without IT approval?
Personal vs. business accounts: Require business email addresses for all work-related signups
Device policies: What happens to company data when someone leaves or loses their laptop?
Client data handling: How should sensitive information be shared and stored?
Entertainment-specific considerations:
Policies for handling unreleased content
Social media guidelines (especially important for talent agencies)
Guidelines for working with freelancers and contractors
3. Audit Your Current App Ecosystem
Monthly exercise: Have each department list every web service they use. You'll likely discover:
Duplicate subscriptions (three different project management tools)
Forgotten trial accounts that became paid subscriptions
Personal accounts being used for business purposes
Unsecured sharing of sensitive files
Action items: Consolidate where possible, upgrade personal accounts to business accounts, and cancel unused services.
4. Implement Two-Factor Authentication (2FA) Everywhere
Priority accounts for 2FA:
Email systems (this is your master key)
Financial software and banking
Client management systems
Cloud storage (Google Drive, Dropbox, etc.)
Social media accounts
Entertainment industry note: If you manage talent social media accounts, 2FA is non-negotiable. A compromised celebrity account can cause PR disasters worth millions.
5. Plan for the Inevitable: Incident Response
Before something happens, decide:
Who gets notified if there's a security incident?
How do you communicate with clients if their data is affected?
What's your process for changing passwords and revoking access?
Do you have recent backups of critical data?
Industry-specific preparation: Entertainment companies often work with high-profile clients who expect discretion. Have a communication plan that protects both your business and your clients' reputations.
Making Security Work in Creative Environments
The biggest challenge in entertainment companies isn't technical—it's cultural. Creative professionals often view security measures as obstacles to collaboration and innovation.
Address this by:
Emphasizing protection of creative work: Frame security as protecting intellectual property, not restricting creativity
Choosing user-friendly tools: If your security solutions are clunky, people will work around them
Training focused on real scenarios: Use examples relevant to your business (protecting unreleased content, client confidentiality)
Start Small, Build Gradually
You don't need to transform your security overnight. Pick one area—perhaps implementing a password manager or conducting an app audit—and execute it well. Success in one area builds momentum for broader security improvements.
The bottom line: In an industry built on relationships and reputation, a security breach can damage more than just your data—it can destroy the trust that drives your business.
Want to Get Started?
Want to get started immediately? Download my free App Security Audit Template—a pre-configured spreadsheet that guides you through cataloging your organization's digital tools and identifying security gaps.
Need Help Getting Started?
Implementing organizational security can feel overwhelming, especially when you're focused on creative projects and client relationships. If you'd like guidance on choosing the right tools for your entertainment company or developing policies that your team will actually follow, I help organizations implement practical, user-friendly security measures that protect without hindering productivity.
Ready to secure your organization? Let's discuss a security strategy that works for your business.
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