Totally hopeless

Why Dominic Cummings and Boris Johnson should not have been using WhatsApp.

Numerous articles have been written about the perils of using WhatsApp at work, but Dominic Cummings’s recent revelations are a timely reminder of the risks. That an ex-employee can still access work communications, let alone publish them, should serve as a wake-up call to employers.

What are the risks?

Security

From the employer’s perspective, once a message is sent, it leaves the organisation. Information it contains, whether harmless or highly confidential, is now controlled by the recipient(s). This passes responsibility for information security to the employee. In Dominic Cummings’s case, he has chosen to make certain information public. Most employees are unlikely to do this, but if information is on a personal device, the risk of a security breach is heightened. End-to-end encryption is only as strong as the security at either end.

Accountability

This is a major issue in government, accountability being fundamental to democracy. The prolific use of WhatsApp in Parliament undermines accountability and is perhaps a reason why so many politicians use it. Accountability is also an important issue in non-political organisations, both public and private. If any organisational activity needs to be reviewed, including for a subject access/freedom of information request, there is no way an employer can ensure access to its employees’ WhatsApp messages.

Privacy

Unless all staff have a work phone, they need to disclose their personal phone number in order to use WhatsApp with their colleagues. Aside from breaching data protection regulations, expecting employees to share their phone number is a recipe for HR problems. Harassment and bullying are rife on social media, and WhatsApp is no exception. Giving staff direct, private access to each other’s phones can lead to significant issues, not least for the individuals on the receiving end of the online abuse.

What is the solution?

The first step is to ask staff not to use WhatsApp in the workplace (except for important personal matters such as childcare, eldercare, medical appointments and so on). Not only does cutting out WhatsApp reduce non-work distractions, it helps control the security, accountability and privacy risks outlined above. That is not to say that staff shouldn’t chat on WhatsApp, but it should outside work, and it should be a choice not a expectation.

At the same time, you need to provide staff with an alternative that is both viable and suitable. To be viable, it needs to be fast, simple and effective (like WhatsApp). To be suitable, it needs to provide your organisation with accountability, provide employees with privacy, and it needs to be secure. Mainstream options include Slack and Teams, both of which are very good. However, neither can be described as simple and as a result neither are a viable alternative to WhatsApp.

ChatPro is a viable alterative to WhatsApp. Your whole team can use it, from cleaners to directors, and no one has to share their phone number. You can send text, voice and picture messages, create as many individual and group chats as you need, and set a timer so it turns off when you go home. At the same time, it provides your organisation with accountability, and is certified by the National Cyber Security Centre. Most importantly, it is very simple to use.

To arrange a 14-day no obligation free trial of ChatPro for your organisation, visit our website or get in touch.