Instant messaging has been a part of daily routine for years. IM delivers many benefits, such as: ease of use, video streaming, screen sharing, real time communication. It is handy for companies that have offices in different countries. If your company decides to use instant messaging for internal and external communication with partners and clients, make sure you do the following in order to avoid common annoyances and even threats that come with some IM systems:
- Take control over instant messaging
Ideally you need to have a custom enterprise IM for communication. All instant messages sent and received by employees can be then channeled via a central server, archived for future reference, encrypted and subjected to security processes and policies. Contact us, if you wish to keep your business safe from malware and hackers.
Otherwise, you can use a known IM with tools that were designed for enterprises. Use features that track history and back up messages to create a knowledge base for future reference. Don’t forget to utilize encryption technologies so that anyone who tries to access your messages sees only encrypted (gibberish) text.
- Minimize the risks
Lower the risks of using IM by verifying the domains that can send and receive messages. The system administrator can block the source of potentially malicious messages. If the company policy forbids the transfer of files to unknown recipients, the risks associated with the loss of confidential information, are mitigated. This is especially relevant in the financial and insurance industries, where data confidentiality is particularly critical.
- Educate employees
Most importantly, employees need to be aware of security risks. Develop an instant messaging usage policy and make sure that it gets followed. Employees need to understand clearly what kind of information they can provide to clients and partners by IM and what sort of documents can be sent by email. Training end-users to be more skeptical about the messages they get must be part of the strategy.
Instant messaging is the preferred communication channel when it comes to brief conversations with prospects, clients and partners. IM bears risks and requires thorough management to be a safe tool.
DAS Solutions Team.