Join the Trend of Organizations: Importance of Secure Internal Communication

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What is needed to ensure secure internal communications? This blog discusses the security-related challenges of using unvetted internal communication means and ways to address them. 

An introduction to secure internal communication

Alongside the global expansion of businesses and remote working norms, digital collaboration for employee communication is rising. Statistically, 44% of employees today desire wider adoption of internal communication tools for ease of correspondence and other benefits. Enabling this is essential to:

If you're an internal communicator or HR leader responsible for expanding digital communication, you must be mindful of your additional responsibility of maintaining information integrity for internal comms. 

Falling short here can unfold damaging consequences. A Deloitte study on three global companies revealed a loss as high as 20% to 56% in market value when they lost the trust of their stakeholders. 

Compromised security of internal communication can lead to the following:

  • Loss of confidentiality of sensitive information
  • Disclosure of trade secrets to outsiders
  • Damage to clients' and stakeholders' trust 

What are the challenges and risks in internal communication?

Rising trend of cyber threats

There's a growing incidence of security breaches like malware, phishing, and ransomware attacks. The US experienced a 75% increase in ransomware attacks in the second half of 2023. Phishing remains the most common type of cybercrime. Widespread occurrences like these pose threats to preserving the integrity of internal communication. 

Lack of employee knowledge about secure communication

Employees often unintentionally share sensitive information out of ignorance over insecure means of communication. For instance, an in-office and frontline worker may communicate over a sensitive topic using an unencrypted channel to resolve a problem quickly. They lack the idea of negative consequences and such insecure internal communication could turn prey to social engineering tactics, exposing confidential information to outsiders.

The difficulty for managers to monitor employees' communication

Controlling where and how securely locationally dispersed employees communicate isn't straightforward for companies today. As of 2023, 98% of workers prefer working remotely. 16% of companies are now wholly remote. This geo-dispersion makes it difficult for organizations to monitor employee activity concerning secure internal communications.

Lack of a cohesive security policy for communications

Most companies still need a comprehensive security policy that covers access control, device-related rules such as bring-your-own-device (BYOD) policies, and safe communication. This hampers the security of internal communication in their organizations.

You can address these problems using secure internal communication technology enabled with the right features. 

What technology features are necessary to ensure secure internal communications? 

  • End-to-end encryption: Encrypted channels ensure conversations are stored and transmitted on safe and secure servers. Using them, only authorized people can access shared information and discussions.
  • Secure file-sharing features: Internal communication involves exchanging files and documents that can get corrupted, infected with viruses, or become vulnerable to security breaches and data thefts. This makes it essential to have secure collaboration features to exchange files and media seamlessly.
  • Access and permission control features: Setting up access control and permission levels is essential. This can be implemented through authentication methods like one-time passwords (OTP), thorough vetting of devices, and granting or revoking access as needed. Other examples include Multi-Factor Authentication and enabling role-based access control.
  • User-friendliness: Most importantly, any secure technology implemented must be user-friendly and context-dependent. If you ask frontline workers or those on the field to check their email, they will unlikely follow this. Instead, they may end up using non-secure communication channels for their ease. However, you can be protected if you choose a mobile-first secure tool with suitable UI/UX and security features.

Alongside using the right technology, following some best practices is essential.

Best practices for secure internal communication

  • Regularly train employees: Educate your employees regarding the importance of workplace data security and ways to ensure it, like sharing messages and files through secure servers.
  • Establish specific tools for internal communications:  From the organizational front, choose and provide your employees with a secure, collaborative internal communication tool. From a security standpoint, choose one that prioritizes data encryption and robust security protocols.
  • Add extra security layers: Over and above designating a tool for internal comms, add an extra layer of security with Multi-Factor authentication. In the same vein, try to limit what's stored on employee devices, as they may get lost or jeopardized.
  • Implement strict access control: Invoke user permissions, making conversations and discussions accessible only to those who need them. This can prevent unauthorized personnel from accessing confidential data.
  • Ensure updated communication systems: Conduct regular audits to identify potential security gaps in your internal comms infrastructure. Simultaneously, stay abreast with the technological environment and ensure your applications are up-to-date with the latest security patches.

Now, let's look at some case studies that show the power of secure internal communications. 

Impact of secure internal communications - A look at real world case studies

Case study: Domino's Pizza

Real-time messaging across the different Domino's pizza teams became crucial during the pandemic. The health crisis demanded sharing COVID updates and monitoring progress through an employee hub. The pizza giant intervened and leveraged Speakap's solution to create a secure employee app for internal comms - Domino's Chat. This helped the company securely consolidate communication. Best practices and successes were shared between stores and teams within seconds without losing any confidential information. They witnessed excellent results since information started traveling fast within the company.

Result: They became twice as fast at making pizza.

Case study: Rituals

Rituals is a cosmetic company with over 800 stores and 8,000 employees. It was facing several employee and store-related crises across its widespread ecosystem. With this, their management realized the need to use an employee app to streamline and attend to different crises promptly and efficiently. The cosmetics giant thus implemented SpeakAp's solution to streamline shop managers' communication securely. This helped them sort out even individual cases without leaking any sensitive information. This action-oriented style of communication helped fix problems quickly. 

Result: Happy employees and customers.

Case study: Rituals

Previously known as Penn National Gaming, Penn Entertainment operates 43 properties in 20 American states, including Hollywood Casino. The gaming behemoth needed a secure employee engagement platform to transmit messages across an establishment that's busy, large, and open 24/7. It worked with SpeakAp to create its employee hub to manage and communicate with frontline employees. They could quickly communicate necessary information without divulging distracting (potentially confidential) information. 

Bottom line: Secure internal communication tools ensure long-term success

Choosing the right employee communication tool is crucial to navigating organizational success. Alongside other features, security is an essential for addressing risks and challenges associated with information sharing, conversation, and data storage. Using a safe and encrypted employee communication tool enhances an organization's transparency, trust, and credibility. This helps create an organizational culture of collaboration, efficiency, and mutual trust. 

It wouldn't be an exaggeration to say that an encrypted employee communication tool is an investment that assures your organization's long-term success.