Every day, companies, teams and project managers trust platforms like Trello, Asana, and more to collaborate and manage tasks. But what happens when that trust is broken? According to a recent report by Statista, the average cost of data breaches worldwide was around $4.88 million. Additionally, in 2024, personal data from over 15 million Trello user profiles was shared on popular hacker forums. However, most organizations and project managers assume that embedded backups of the platform are sufficient to not. The next few paragraphs reveal the risks that rely solely on these platform tools, as well as how to better protect yourself and your organization from data loss caused by cloud backup and recovery.
Why are project management tools a major target for data loss?
Over 95% of today’s businesses rely heavily on project management tools such as Trello and Asana to organize tasks, work with teams, and track project milestones. However, as project managers are deeply integrated into these tools for their day-to-day operations and store large amounts of data in one place, two major threats arise. Human error and cyber threats.
Small human errors that cause large data disasters
Data is one of the most important assets of all organizations. It helps you understand customer behavior, market trends, and internal performance. It also provides project managers with insights into project timelines, risk management, resource allocation, and team productivity. When used effectively, it can be used to predict sales and revenue for your business.
However, cyberattacks and natural disasters can lead to data loss, but the human element is the most common cause. For example, teams and project managers who interact with multiple tasks and deadlines in a shared workspace create enough space for accidental deletions and mistakes. Additionally, human error accounts for 52% of the root causes of security breaches, according to a survey conducted by the Computing Technology Industry Association (CompTIA). Other common human errors include misunderstood user permissions, unintended bulk actions, and archive projects.
Increased threat of cyberattacks
Most project management tools today are cloud-based, allowing teams to collaborate remotely. But they are also attracting cybercriminals. Cyberattacks such as phishing and ransomware have a lot of confidential information that can cripple business if these platforms are found by the wrong hands.
For example, a data report by Docuclipper shows that “60% of small and medium-sized businesses that are victims of cyberattacks will go out of business within six months.” Therefore, as a project manager, you need proper information security to protect your data from such threats.
Are built-in security features sufficient to protect project data?
The answer is no! And here’s the reason. Most SAAS-based project management tools, such as Monday Com, Trello, and Asana, have basic built-in features such as role-based access control, data encryption, and authentication, but are not fully designed to protect against expensive mistakes caused by human error. For project managers, this can mean the difference between staying on a schedule and facing expensive delays.
Limitations of Native Security Project Management Tools
There is no version history or rollback. Many project management tools do not offer the full version, making it difficult to restore to its previous state. Limited recovery windows. Platforms like Asana will hold deleted tasks for 30 days. It is then permanently deleted without traces. A basic trash can is not enough. For example, if a team member accidentally deletes a task and is not caught immediately, it may be impossible to restore such tasks. Lack of protection against internal mistakes. Built-in features cannot stop major errors such as accidental deletion of the entire board or misunderstanding of configuration.
Third-Party Backup: Missing Layers of SaaS Project Management Tools
Project managers and team leaders must be proactive when working with SaaS tools. And that includes third-party cloud backups for your business. The SaaS project management platform is efficient, feature-rich, but vulnerable and unaffected by data loss. With rising cyberattack threats, human error, compliance and audit preparation, third-party backup solutions have become essential for data protection.
Use FluentPro backup of project management software
FluentPro Backup is one of the best cloud-based backup and restore tools for project management software. Whether it’s a Monday.com backup, Asana, Smartsheet, Trello, Microsoft Planner Basic, Planner Premium, Microsoft Dynamics Project Operations, or Microsoft Dataverse databases, the backup tool is designed to automate end-to-end data protection without the need for manual intervention from a project manager or team leader. Also, one of the strengths of FluentPro backups is its ability to minimize data loss due to accidental deletion, sync errors, or third-party integration failures.
FluentPro Backup Features in SaaS Project Management Tool
Automated continuous backups. FluentPro Backups provide 100% automated backups that run continuously and store project versions. Quick repair of the project. FluentPro Backup provides quick and automated recovery. For example, if a project is deleted due to a human error or a cyber attack, the software offers one-click full project restoration to minimize downtime and confusion. Granular restoration. The project manager or team may not need to restore the entire project, only specific files or tasks. FluentPro Backup provides a textured recovery option that allows you to restore individual items, subtasks, or labels. Enterprise-grade security measures. The core of FluentPro backup is project management software security. Software that understands the importance of data security protects your projects from unauthorized access and breach. For example, the software uses Microsoft Azure to store data under full compliance standards. Version control and audit trail. Version history is one of the great features of FluentPro backup software. This solution holds historical snapshots of project data. This allows you to compare and restore changes between versions. There is also an audit trail that records all backups and restores SaaS project management tools.
What real-world value does FluentPro backup bring to your business?
Ensures project continuity. Always showing up is the most important thing for every business out there. This uninterrupted flow supports better project delivery outcomes and maintains client trust. Increases team confidence and productivity. Project managers and teams can work productively if they know that all tasks and projects are backed up safely. Minimize operational and financial risks. The most important risks associated with data loss include costly delays, reputational damage and contract loss. However, using FluentPro backups can minimize this risk without affecting your business operations. Strengthen the trust of stakeholders. Stakeholders and clients are the backbone of all business ventures. You want to ensure they are happy to do business with you all the time. You can use the FluentPro backup tool to guarantee them by demonstrating your backup and recovery strategies.
Conclusion
SaaS project management tools such as Monday.com, Asana, Trello, and Smartsheet are widely used for collaboration and task tracking, but there are some project management challenges that can undermine the integrity and availability of project data. However, taking a proactive approach to project management security is suitable for cyber threats or small human errors that can cause downtime, financial losses, and reputational damage. Therefore, do not wait until data loss disrupts the project’s workflow. Invest in secure tools like FluentPro backup to protect your project data and ensure peace of mind for your team and organization.
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