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How secure are your internal communication channels?

 

Photo by ANTONI SHKRABA from Pexels

Internal communication has always been of utmost importance in both large and small companies. However, with remote work, employee communication has become more relevant. Since a wide variety of tools, apps, and channels exist, you need to choose the one that suits your organization the most. But you need to worry about safety first!

As companies highlight the importance of internal communication channels, hackers and cyber attacks have the opportunity to steal important data and information through unsecured networks. Theft can certainly jeopardize your business. Therefore you need to know how secure your internal communication channels truly are, and implement those that are the best and safest for your teams!

  • 1. Emails

Did you know that each employee receives up to 120 emails daily, most of them being spam? This makes email the top channel for communication and abuse. Considering the number of emails each person receives daily, it’s safe to say that most spam mail doesn’t get opened. However, curious, uneducated, and negligent employees are a big threat when it comes to situations like these.

Without system administrators and protective programs, businesses would be on the edge daily. Even though emails were considered to be a safe way of communicating with colleagues, hackers are still trying and succeeding in making diversions and getting their way. You need to come up with ways of keeping data safe. So, unless you’re absolutely certain you’re interacting with a colleague or trusted partner, do not send important and confidential details over mail.

  • 2. Chat

Chat and messaging tools are used daily not only in companies. It’s a popular way of communicating with friends, family, and colleagues. While chat messages have the desired speed and efficiency, they aren’t always the best option for businesses. Why?

We can agree that chatting with colleagues or friends may take up too much time of the day. Even though it may be necessary and work-related, companies can’t always control the flow of conversation. This may lead to lower productivity. On top of that, careless employees who don’t follow recommended online safety procedures might jeopardize the entire team and lead to data theft. So, be careful about chatting tools.  

  • 3. Video conferencing

Remembering the time when we didn’t use video conferencing tools for daily meetings seems impossible. During the covid-19 apps like Zoom, Skype, Google meets and Microsoft Teams became increasingly popular, which lead to the use of such tools in internal as well as external communication. One of the biggest perks of tools like these is being able to meet and see people from the other part of the world, even through the screen. But is this way of communication safe?

It’s safe to say that video conferencing doesn’t go through the same dangers as emails and chats. However, this type of communication can never be the first option in organizations as it takes up too much time, and doesn’t engage employees.

  • 4. Phone calls

For decades now, employees all over the world have been using phones to communicate. Firstly, we had landline phones, then mobile and lastly smartphones we use daily. While phone calls are an efficient and quick way of receiving and forwarding information, some people may consider them outdated! However, the main question is are they safe?

Many individuals may think that nothing can go wrong during the phone call. However, a couple of tricky and even dangerous situations may happen. The first one is eavesdropping and listening-in by hackers, or not having a written trace of what you’ve arranged over the phone. So, using phone calls is the best for informal conversations, while focusing on other means of communication when arranging business.

  • 5. Intranet

Intranet and similar platforms have been extremely popular in many internal communication strategies. These channels provide employees with needed information, updates, policies, events, and a place to safely communicate with their colleagues. While many intranet solutions decrease engagement, certain apps boost it and help employees find everything they need. Are they secure enough for businesses?

A well-managed intranet is a key to a successful organization. It allows all employees access to needed information and encourages discussions among them, which can lead to new and greater ideas. Update your internal communication strategy by keeping the intranet relevant and updating the information there frequently. That way you can ensure safe and sound communication between the employees, as well as a secure place for file and data sharing across the departments.

  • 6. Social media

Social media have a special place in internal communication and business marketing strategies. They are used for a wide variety of purposes, mainly marketing. However, social media platforms also play a huge role in communication. There’s an ongoing debate on whether apps like messenger, Instagram, Twitter, and TikTok are efficient means of communication.

On one hand, people think social media apps are a distraction and that they shouldn’t have a place in internal communication strategies. On the other, they are a quick, easy and simple way of conveying a message. Even though the truth lies somewhere in between, social media platforms are known to collect and store private data. Therefore, they aren’t a suitable channel of communication for businesses.

  • Wrapping up

This is a list of the most popular and widely used channels of communication in companies. Now you know which ones are safe to use and implement in internal communication strategies. Put your business’s security and your employees’ safety first.

 

Author bio: 

Stella van Lane is a Sydney based mom and a passionate writer in love with coffee, chocolate, music, books and good vibes. Her top interests are business, technology, health etc.

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