5 Reasons Why You Should Not Use WhatsApp for Work

Today’s mobile-first workforce brings considerable improvements in productivity and quality to enterprises, and many workers use a variety of mobile applications to accomplish that. The downside of the company’s propagation of mobile apps is the protection and enforcement threats that may come with them. This is particularly true as workers use mobile messaging apps for business communication and collaboration of a consumer-grade type, such as WhatsApp.

While teamwork is essential to improving productivity and performance, enterprises should not put compliance and security at risk to make improvements in those fields.

See our five insights on why you should not use WhatsApp for business:

1. GDPR Compliance

WhatsApp might not store your messages; it does hold the address book information of every one of its users, including contacts who haven’t even downloaded WhatsApp as stated in their policy:

The phone numbers of WhatsApp users, and your other contacts in your mobile address book on a regular basis, including for both the users of our Services and your other contacts.

According to the GDPR, businesses are responsible for the protection of client and staff data. These are some of the reasons how WhatsApp for business use puts your data at risk:

  • Without having a dedicated audit trail, tracking shared messages, files, and data, it is an impossible task to examine the data you possess.
  • WhatsApp users are required to share their contact list, and under the GDPR, organizations must be able to keep a record of permissions from people whose data you store.

Messagenius is 100% GDPR-compliant, leak-proof, and an all-round business communications app. Learn more on our security here.

2. Malware Threats

WhatsApp has seen an array of attacks that put users’ entire mobiles at risk over the years. However, it begs the question, how can this even happen to an app that has over 2 billion users?

They occur through particular ‘vulnerabilities’ found within the app and are made possible by merely modifying the JavaScript code, scrutinizing bugs in its system, or social engineering. Such vulnerabilities can put your entire organization at risk.

Here are some of the most critical components to assess when identifying a perfect business communications app such as Messagenius:

  • Exclusive ownership and control over encryption keys and security settings 
  • Flexible On-Premise or Cloud Installation 
  • GDPR compliant

Get in touch with Messagenius team today to protect your enterprise data.

3. The WhatsApp End-to-End Encryption Myth

“End-to-End encryption sounds nice — but if anyone can get into your phone’s operating system, they will be able to read your messages without having to decrypt them.”

Source: Bloomberg

WhatsApp currently uses the open-source Signal protocol; however, its implementation is not open-source, and so does not have the same level of transparency. 

Another flaw to the End-to-End Encryption of WhatsApp is that the moment you decide to back up your phone to Google Drive or iCloud, that encryption is gone.

Get exclusive ownership and control over encryption keys and security settings with Messagenius today.

4. Data Ownership

Imagine trying to track all the chat conversations of all your employees, without having the right to check their messages. An employee leaves for whatever reason, and those business group chats are all stored within their device, making it impossible for you to know what will become of all that data. 

The WhatsApp Privacy Policy states you can delete your account; however, the data already sent remain with them, as highlighted in the WhatsApp terms of service:

…Please remember that when you delete your account, it does not affect the information other users have relating to you, such as their copy of the messages you sent them.

With Messagenius, great features include Black Box Chats, and they are always certified between the sender and recipient.

5. Risk Mixing Work with Pleasure 

WhatsApp now has over 2 billion users, and you can be confident many of these are your colleagues and employees, organising family events, or keeping in touch with old friends. Add several workgroup chats to the mix, and you risk mixing work with pleasure.

WhatsApp for business use offers limited admin controls, so you are unable to authorise a specific set of people to share, chat, and receive data. 

The use of a business communications app ensures professionalism when exchanging office information with their peers and supervisors. 

Messagenius’ suite of collaboration features ensures that the whole office is more productive when communicating internally without taking away the enjoyment and facility of messaging from one’s phone.

In conclusion, employees in a digitally powered era need state-of-the-art resources to help them operate more effectively, productively, and safely.

The solution is to implement safe business messaging in a way that aligns with the communication workflows and current infrastructure of their company while enabling workers to leave consumer messaging apps and adopt Messagenius, a business communications app.

Messagenius expands the advantages of mobile messaging through all preferred business communication platforms – text, voice, and video. Such benefits combined with the ease of mobile messaging not only promotes teamwork but also increases in productivity.

Messagenius provides businesses a way to increase efficiency and productivity at work without compromising security or compliance.

Want to know more about Messagenius?

Three Tips for Secure Remote Workforce Management

Communication is critical when it comes to managing a remote workforce. From delivery drivers to equipment repairmen, today’s mobile field workers are more connected than ever thanks to technology. But communication efficiency and productivity gains do come with risks, particularly for remote workers who handle sensitive information as part of their jobs. 

By 2028, it’s estimated that 73 percent of all teams will have at least one remote worker. And that means a lot more than just work-from-home employees. It’s hospitals collaborating with doctors across the country using VR. Oil platform workers are now constantly connected to both equipment and work teams with iPads. While this all makes the world run smoother, remote working security risks need more attention than ever from executives and IT professionals.

“A new digitally enabled, dynamic workforce can operate from various locations, and these remote workers introduce new identity-assurance problems,”

explains Chris Miller, regional UK director of cybersecurity firm RSA Security.

The concern is even greater for companies or public entities that allow remote access to things like patient health records, passcodes to secure facilities or government military files. The good news is that with the right technology and business practices, organisations can both optimise their remote workforce and ensure private data isn’t stolen or exposed. 

1. Use End-to-End Encrypted Communication

The primary remote worker data security concern is simply keeping information away from unauthorised third-parties. But ensuring that all enterprise messaging and communication to, from, and among remote workers requires the right technology. Today, end-to-end encryption is the gold standard for secure mobile messaging and communications. 

With end-to-end encryption, data is encrypted on the sender’s device or system. Only the device of an authorised recipient is able to decrypt the message and view its contents. This makes it nearly impossible for third-parties to access, from hackers and cybercriminals to internet and cloud service providers. That’s because the cryptographic encryption keys needed to decipher messages are stored only on end-user devices.

The only way a hacker could potentially circumvent end-to-end encryption is through the endpoint device itself. Hospital workers, for instance, can send private patient data to each other knowing that the possibility of a “man-in-the-middle” security breach is all but impossible. The bottom line is that end-to-end encryption and key management for remote workers is an essential technology for keeping all workforce communications safe and secure. 

The bottom line is that end-to-end encryption and key management for remote workers is an essential technology for keeping all workforce communications safe and secure.

2. Build Managerial Dashboards and Reports

Next, it’s critical to have visibility into the performance of your remote workers. You’ll also want to monitor the on-going safety and security of day-to-day communications and information exchange. That’s why you’ll want to utilise dashboards and reports as two key remote access technologies for workforce management.

What metrics you track will vary depending on your organisation’s key performance indicators (KPI) and overall goals. An electric utility company might want to track how long it takes repairmen to fix a telephone line, for example. Whatever enterprise software tools you use for remote workforce management, be set up custom reports and dashboards to get real-time, measurable insights into your remote team’s performance.

You’ll also want transparency into secure internal communication taking place among your mobile or remote workforce. Some secure enterprise instant messaging tools allow you to create dashboards to both track work progress and monitor the security of all communications. From boosting productivity to protecting sensitive data, managerial dashboards and reporting are must-haves in your workforce management software stack.

3. Create Secure Team Messaging Groups

The ability to segment secure internal communication within your remote workforce helps teams function more effectively. Smart workforce managers are now using enterprise messaging software and apps to facilitate smarter team collaboration. Technology now allows for chat groups to be created on the basis of more dynamic criteria like department, location, or area of expertise. 

Take the entire repair and maintenance crew for a global airline, for example. These individuals need to be in constant communication with pilots, the air traffic controller, and other ground crew members. All while mobile and on the go. To allow problems to get solved faster, you might create internal chat groups based on common problems with a specific aircraft. Someone having trouble with an engine in Dubai can quickly troubleshoot with peers and get an answer from Melbourne or New York. 

But you also need to emphasise the importance of security as it relates to team and group chat. In addition to using end-to-end encryption, you should strongly consider using software with auto-disappearing message functionality enabled for highly sensitive material. Unfortunately, it’s become natural for workers to let their guard down when it comes to business group chat apps that now look and feel like many consumer messaging apps.

The more consumer-like and informal the experience, the more likely employees are to accidentally let slip confidential or inappropriate information,

explains Amanda Finch, chief executive of the UK Chartered Institute of Information Security.

The complexion and definition of the remote workforce and mobile worker will only continue to expand thanks to technology. And it’s mostly a good thing, enhancing productivity, efficiency, and communication in almost every industry. But organisations do need to be realistic about the potential security and privacy threats posed by the remote workforce model. 

Make sure your secure enterprise messaging technology uses end-to-end encryption keys.

Carefully track team performance and communications using managerial dashboards and reports. And consistently train your remote workforce on privacy and security best-practices to reduce remote working security risks.