In the corporate world, instant messaging platforms are fast becoming popular. Yet, while they have their advantages, they can pose various security and legal risks. As a result, your firm may find it helpful to create and implement an IM best practices policy to secure your company further.
The following are a few tips for creating a holistic instant messaging for business policy:
Inform Staff of the Dangers
Guarantee all employees are informed of the hazards if your company employs instant messaging. Create a documented list of IM’s dangers in explicit but not overly technical information and ensure each employee gets a copy.
Include the Data Owner
The policy should apply to all technologies owned by the organization or utilized at work. This comprises business gear, software, and personal devices used at work.
Establish Sanctions for IM Content Violations
Rules, like IM content policies, are only as good as their enforcement. Make the consequences for violating IM policy clear and enforce them as required. Having workers sign a copy of your IM policy reduces misconceptions.
When is the Appropriate Time to Message?
It is critical to establish guidelines for when it is okay to convey a message to co-workers and when it is not. To protect each employee’s privacy, define actual hours when everyone should be present at work and put a notice about hours when employees should not communicate with each other.
Archived IM Logs
IM chats, like e-mail, should be archived to safeguard your company in the case of a lawsuit or other disagreement. Let your staff know their messages are archived so that they know what happens before agreeing to use a specific IM app. If required, provide more storage to your network for IM archiving, and ensure that IM logs and messages are periodically backed up.
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