In today’s world of global communication, smartphones facilitate easy connection with our peers, giving access to a myriad of mobile messaging apps such as Whatsapp, Viber or Facebook Messenger, which provide an alternative to SMS messaging. Indeed, very few smartphone users send text messages to their contacts, as they are not only expensive, but they also don’t offer the same additional functionality as messaging apps.
One of the most attractive aspect of some instant messaging apps in comparison to texts, is that they offer the possibility of communicating in real time with a group of users, as opposed to just one single person. This is why many mobile users have recently started to utilise their favourite personal messaging app to collaborate with their work colleagues. Despite the benefits that publicly-available messaging applications provide, we would recommend against using them in a work environment, because of the following reasons:
LACK OF CONTROL
One of the prime inconveniences of using a free instant messaging application is that a company has no control over the use of their employees’ account. So, conversations that members of staff will have with their teammates about your business dealings will be mixed amongst personal discussions with outsiders that take place on the same app.
Besides, the fact that the system isn’t solely dedicated to business use makes it difficult to define boundaries and a line of conduct to follow, so as to ensure that conversations don’t become too informal. For instance, it would be hard to ask your staff to avoid using a personal profile picture and to stop them from publishing personal content on their own profile via their status.
Conversely, certain members of your workforce may be reluctant about having to give out their private number to colleagues and use their own private profile. They may see this as a form of invading their privacy, yet they wouldn’t be kept in the loop as to what was discussed if they don’t join the group – creating a vicious circle.
Some popular messaging applications like Whatsapp encrypt communications to ensure that the content remains private and is only accessible to the telephone’s owner. However, this isn’t enough to keep business information secure, as the chat history of your employees can be saved on their phone and there is no way for a firm to retrieve the data when someone leaves the company.
On the other hand, their user management functionality would also put your security at risk, as anyone is able to add participants to a group, which means that outsiders could gain access to your information. What’s more, if the size of the list of group members is significant, you may struggle to keep an eye on who was added or who should be removed from a group.
Another danger is that in the event of a phone being lost or stolen, somebody with malicious intent could look through your employee’s conversations and use it at the expense of your enterprise.
Additionally, most free messaging applications don’t comply with EU regulations as regards to data protection, as their data centre is often located outside the EU where laws may not be as strict. This is particularly problematic as your company itself must ensure the security of any client information that is shared amongst your staff.
LIMIT OF THE NUMBER OF MEMBERS
As most mobile messaging apps are free and are designed for personal use, the number of members in a group is restricted. As a consequence, such applications wouldn’t be adapted for companies with over 100 employees.
WE OFFER A BETTER SOLUTION: THE TEAM ZEUS NATIVE APPS
The Team Zeus application is a responsive communication and collaboration web application for enterprises, which is accessible on any devices. Thus, you can access Team Zeus on your phone by downloading our app.
BETTER MANAGEMENT OF CONVERSATIONS
One of the main advantages of Team Zeus – in comparison with public messaging apps – is that you can easily create different groups (no matter how big they are), and have separate conversations about different topics within the same group – as opposed to having to use a single thread for different discussions.
In contrast with public apps, Team Zeus keeps your internal conversations 100% secure, as not only all content that is shared between employees is encrypted, but access is limited to staff only. Besides, Team Zeus’s data centre is based in the EU and complies with the European General Data Protection Regulation, which makes it an appropriate mean of communication for colleagues to converse together.
Furthermore, Team Zeus also increases the security of your account by enabling companies to appoint administrators who are responsible for managing users and controlling the Team Zeus company account, via an audit trail which records all sensitive activities. In case a normal user changes phone, he/she can as well deny their old device access to Team Zeus.
Last but not least, the Team Zeus application goes beyond instant messaging, offering a to-do list, calendar and a range of other features designed to enhance your productivity.