As the founder of TeachPrivacy and a longtime privacy law professor, I’ve seen how crucial regular privacy training is for organizations. But how often should employees actually receive this training? Let’s dive in.
The Baseline: Annual Training
At a minimum, employees should receive comprehensive privacy training once a year. This annual refresher ensures everyone stays up-to-date with evolving privacy laws, regulations, and best practices.
But here’s the thing: annual training alone isn’t enough. Privacy threats and regulations change rapidly, and a once-a-year approach leaves significant gaps.
Beyond Annual: A Layered Approach
Here’s what I recommend for a more robust privacy training program:
New Hire Onboarding
Every new employee should receive privacy training within their first week on the job. No exceptions. This sets the foundation for a privacy-aware culture from day one.
Quarterly Updates
I suggest brief, focused training sessions (15-30 minutes) every quarter. These can cover new developments, reinforce key concepts, or address emerging threats.
Ad-hoc Training
Whenever there’s a significant change in privacy laws or company policies, or after a security incident, roll out targeted training ASAP. Don’t wait for the next scheduled session.
Role-specific Training
Employees handling sensitive data should receive more frequent, in-depth training tailored to their responsibilities. This might mean monthly or even weekly micro-learning sessions for high-risk roles.
Making It Stick: Effective Training Strategies
Now, I know what you’re thinking: “That sounds like a lot of training. Won’t it take too much time?”
Here’s the thing: The cost of inadequate training is far higher than the time invested in proper education. One data breach caused by an uninformed employee can cost millions in fines, legal fees, and reputational damage.
To make your training efficient and effective:
Keep It Short and Sweet
Use microlearning modules. Break complex topics into bite-sized, digestible chunks.
Make It Relevant
Use real-world examples and scenarios that directly relate to employees’ daily work.
Leverage Technology
Online modules, quizzes, whiteboards, and simulations can reinforce learning without disrupting workflows.
Interactive is Key
Passive lectures are forgettable. Get employees involved through discussions, case studies, and games.
Test Knowledge Retention
Regular assessments help identify gaps and tailor future training. Plus, they reinforce the importance of the material.
Creating a Culture of Privacy Awareness
Remember, privacy training isn’t just about compliance. It’s about creating a culture where privacy is woven into every decision and action.
When employees understand why privacy matters and how their actions impact it, they’re more likely to make smart decisions day-to-day.
Key Takeaways
- Provide comprehensive privacy training to new hires within their first week.
- Conduct annual refresher courses for all employees.
- Implement quarterly update sessions to cover new developments.
- Deliver ad-hoc training when significant changes occur.
- Offer more frequent, role-specific training for employees handling sensitive data.
- Use varied, engaging training methods to maximize retention and minimize disruption.
- View privacy training as an ongoing process, not a one-time event.
Remember, your employees are your first line of defense against privacy breaches. Arm them with the necessary knowledge to protect your organization and its data. Make privacy training an ongoing commitment, not just an annual checkbox.
Since its founding by Professor Daniel J. Solove in 2010, TeachPrivacy has provided training for hundreds of organizations, boutique to Fortune 500, both nationwide and globally. A leading international expert in privacy law, Solove is a law professor at George Washington University Law School, has authored more than 10 books and more than 50 articles, as well as given lectures around the world. His LinkedIn blog has more than 1 million followers. Click here for more information about Professor Solove.