Common Administrator Mistakes to Avoid in 2026
As administrators, we’re often juggling multiple responsibilities, from managing budgets to ensuring smooth operations. These critical roles can make or break a news organization. Are you inadvertently making mistakes that could be costing your organization time, money, and credibility?
Key Takeaways
- Ensure all software licenses are up-to-date to avoid potential legal issues and security vulnerabilities.
- Implement a robust data backup system with offsite storage to protect against data loss from ransomware or natural disasters.
- Train staff on cybersecurity best practices to prevent phishing attacks and data breaches.
Overlooking Security Protocols
One of the most significant mistakes administrators can make is neglecting security protocols. We’ve seen a sharp rise in cyberattacks targeting news organizations in the past few years. These attacks can range from simple phishing scams to sophisticated ransomware attacks that can cripple operations.
Implementing robust security measures is not just a good idea; it’s essential. This includes regularly updating software, using strong passwords, and implementing multi-factor authentication. It also means educating staff about the dangers of phishing and other social engineering tactics. According to a 2025 report by the Pew Research Center’s Journalism Project Pew Research Center’s Journalism Project, 62% of Americans get their news from social media, making them particularly vulnerable to misinformation campaigns. This is why it’s also important to secure your organization’s social media accounts. We must also consider, can we trust news, especially with the rise of AI?
Ignoring Data Backup and Recovery
Data loss can be catastrophic for any organization, but it can be particularly devastating for news outlets. Think about it: years of reporting, investigations, and archives could vanish in an instant. A comprehensive data backup and recovery plan is a non-negotiable for any competent administrator.
This plan should include regular backups of all critical data, both on-site and off-site. Off-site storage is crucial because it protects against physical damage, such as fire or flood. We ran into this exact issue at my previous firm after a freak lightning strike near our Atlanta office. Our on-site servers were fried, but luckily, we had a recent backup stored in a secure cloud server. It allowed us to recover quickly and minimize downtime. Make sure to test your recovery plan regularly to ensure that it works as expected. A backup is only useful if you can restore it.
Neglecting Software License Management
Software is the backbone of most news organizations, from content management systems to video editing software. However, many administrators overlook the importance of managing software licenses effectively. Using unlicensed software can expose your organization to legal risks and security vulnerabilities.
I had a client last year who was hit with a hefty fine for using unlicensed software. What started as an innocent oversight turned into a major legal headache. To avoid this, conduct regular audits of your software inventory and ensure that all licenses are up-to-date. Many software vendors offer volume licensing programs that can save you money and simplify license management. Tools like Flexera can help you track and manage your software licenses.
Poor Communication Strategies
Effective communication is the cornerstone of any successful organization. A lack of clear and consistent communication can lead to misunderstandings, inefficiencies, and even conflict. Administrators play a crucial role in fostering open communication channels within the organization.
Here’s what nobody tells you: communication isn’t just about sending emails or holding meetings. It’s about actively listening to your employees, understanding their concerns, and providing timely feedback. Consider implementing regular town hall meetings or surveys to gather feedback from staff. Use collaboration tools like Slack to facilitate real-time communication and knowledge sharing.
Communication also extends to external stakeholders, such as the public and other news organizations. Maintaining a transparent and open relationship with the public can help build trust and credibility. According to the Associated Press Associated Press, transparency is key to maintaining public trust in the media. This is especially important when fighting against GNN’s “Balanced” news.
Ignoring Employee Training and Development
Investing in employee training and development is not just a nice-to-have; it’s a necessity. In today’s rapidly changing media environment, employees need to constantly update their skills and knowledge to stay relevant.
This includes training on new technologies, journalistic ethics, and security best practices. Consider offering workshops, online courses, or even tuition reimbursement programs to encourage professional development. Remember that a well-trained and motivated workforce is your most valuable asset.
Case Study: Improving Cybersecurity Awareness at “The Atlanta Gazette”
In early 2025, “The Atlanta Gazette,” a fictional local news organization, experienced a concerning rise in phishing attempts targeting its employees. Recognizing the vulnerability, the managing administrator implemented a comprehensive cybersecurity training program. The program consisted of:
- Initial Training Session: A mandatory two-hour workshop covering phishing awareness, password security, and data protection best practices.
- Regular Simulated Phishing Attacks: Monthly simulated phishing emails were sent to employees to test their vigilance. Those who clicked on the links received immediate feedback and additional training.
- Ongoing Education: A dedicated cybersecurity channel on the company’s internal communication platform provided regular tips, updates on emerging threats, and resources for further learning.
Within six months, the click-through rate on simulated phishing emails dropped from 25% to just 5%. The “Atlanta Gazette” also experienced a significant decrease in actual phishing incidents reported by employees. The program cost approximately $5,000 to implement (including the cost of the training platform and the administrator’s time), but it saved the organization an estimated $20,000 in potential losses from data breaches and ransomware attacks. This highlights the tangible benefits of investing in employee training and development. Could AI skills factor into this training?
Administrators need to be proactive in identifying potential risks and taking steps to mitigate them. By avoiding these common mistakes, you can help ensure the smooth operation and long-term success of your news organization. To stay ahead, admins should consider how AI isn’t killing administrators, it’s evolving them.
FAQ Section
What are the most common types of cyberattacks targeting news organizations?
The most common types of cyberattacks include phishing attacks, ransomware attacks, and denial-of-service (DoS) attacks. Phishing attacks are designed to steal sensitive information, such as passwords and credit card numbers. Ransomware attacks encrypt your data and demand a ransom for its release. DoS attacks flood your servers with traffic, making your website and other online services unavailable.
How often should I back up my organization’s data?
You should back up your organization’s data at least daily, and ideally more frequently for critical data. Consider implementing a real-time backup solution for the most important files and databases. Weekly offsite backups are a must.
What are some tips for creating strong passwords?
Use a combination of upper and lowercase letters, numbers, and symbols. Avoid using easily guessable words or phrases. Use a password manager to generate and store strong passwords securely. Never reuse passwords across multiple accounts.
How can I improve communication within my organization?
Implement regular town hall meetings or surveys to gather feedback from staff. Use collaboration tools to facilitate real-time communication and knowledge sharing. Encourage open and honest communication between employees and management. Be proactive in addressing concerns and resolving conflicts.
What resources are available for employee training and development?
Many online learning platforms offer courses on a variety of topics, including technology, journalism, and security. Local colleges and universities may also offer workshops and certificate programs. Consider partnering with industry experts to provide customized training for your employees.
As administrators, our dedication to detail and proactive approach can significantly impact our organizations. Take a moment to assess your current protocols. Are you truly prepared for the challenges ahead? Implement at least one of these strategies this week, and you’ll be well on your way to a more secure and efficient operation.
