If there is anything that binds humanity together in today’s digital economy, it is likely our widespread use of mainstream communication applications. Apps such as WhatsApp, Facebook Messenger, and WeChat have created a virtual world where the physical barriers of distance and time are no longer a limitation.
People are empowered by these apps, which are mostly free, to connect anytime, from anywhere with ease and they are fast becoming standard communication tools amongst friends and families. WhatsApp, for instance, is now actively being used by more than two billion people worldwide, and now ranks as the most widely used mobile app in business – and not without its benefits.
This element of convenience has become so great that despite the plethora of more professional alternatives readily available on the market, many individuals are resorting to consumer-grade applications as the predominant means of communication in business.
However, in today’s increasingly complex cyber landscape where cyberattacks can and are happening to all types of businesses, consumer-grade applications can create yet another unseen vulnerability for corporate IT teams.
Let us explore why.
Shadow IT: the blind spot in cybersecurity
Just like when MSN Messenger rose in popularity in the early 2000s, many of today’s consumer-grade applications have also been adopted for business or professional use.
These familiar applications have also found to break down the traditional hierarchies imposed by more dated corporate communication channels. In the context of healthcare, it has been argued that these platforms have the potential to remedy the often fragmented communication flow between junior and senior doctors.
However, consumer-grade applications often go unsanctioned by central management, creating nightmares for business IT teams when they finally become aware of their widespread use. With no real administrative or auditing means, IT managers are growing increasingly conscious and cautious of these ‘shadow IT’ communication applications.
Shadow IT creates very real risks for businesses. It can pose serious threat to the security of not only business and employee data, but also the data of its customers and partners. When employees use consumer-grade applications for business communication, sensitive data gets stored in cloud-based systems without the control of their organisations.
This way, data can continue to reside in these external systems even after employees responsible for the data there have left the organizations.
Here is an example: One of the key appeals of WhatsApp’s platform is its end-to-end encryption, and the brand has been recognized as a pioneer in this area. However, while the app may not store data from individual messages on its servers, it does hold the address book information of every one of its users, including contacts who haven’t even downloaded the app.
This can create a plethora of issues, including a risk of having such data falling into the wrong hands for malicious usage, or simply the fact that businesses will be deemed non-compliant with the European General Data Protection Regulation (GDPR).
What, then, is the alternative? Enterprise unified communication & collaboration (UC&C) applications with consumer-grade user experience (UX).
Communicating the way employees want, with what businesses need
UC&C is used to describe enterprise-grade applications that combine common communication features such as instant messaging, file and screen sharing, audio and video calling, and conferencing, with asynchronous collaboration capabilities. They provide a more purpose-built, secure, and controllable alternative to consumer-grade applications.
Some of these platforms often include useful business features like analytics (to track effective usage), central management (to move, add and edit users), and auditing (to ensure appropriate usage).
A recent Global Corporate IT Security Risks Survey suggests that data protection and maintaining relationships with customers and partners are going to be the two biggest challenges in 2020, particularly as the world turns to remote working.
Organizations in Southeast Asia were found to fear data loss and being exposed to a targeted attack the most (34%). Interestingly, 18% are worried about inappropriate IT resources used by employees.
Enterprise-grade UC&C addresses these concerns. Most platforms have built-in encryption standards to safeguard user data, and some also guarantee that all user information is stored securely within a specific location in accordance with customers’ own regulations, never shared with any third parties or used to increase its own brand recognition.
In the current uncertain economic climate where business continuity has become a priority, UC&C cloud platforms can also be deployed instantly. This means that organizations can get their teams online effectively, quickly, and securely from any location and on any device.
Businesses and their employees require technologies that can successfully facilitate the seamless flow of knowledge and information. While there will always be those employees who favour one platform over another, businesses need to be wary of these shadow IT habits and present viable enterprise-grade alternatives to appease both parties.
With the same level of features but more administrative and auditing capabilities, the use of purpose-built UC&C platforms will not only help boost productivity but also safeguard all corporate crucial data.
