07.09.06
IM: Friend or Foe to Business
Instant Messaging (IM) is an ever-increasing communication tool, not only in the social but business environment as well. However, there are potential pitfalls which businesses should be aware of if they choose to allow or use IM.
Lacks security safeguards
Consumer versions of IM such as Yahoo! Messenger, Microsoft MSN Messenger and AOL Instant Messenger, which many employees sometimes install themselves, can become an open door to hackers and data thieves. Quicker then you can hit that “send” button, a virus, worm or Trojan can unknowingly be transmitted through IM to your servers and network.
Provides no legal form of recordkeeping
Rare is the individual that prints a transcript of their IM conversation after they have finished. In cases where companies may become embroiled in potential sexual harassment or wrongful termination cases and IM was used, but no record kept, it becomes a case of the company’s word against the employee’s. Are you ready for a trip to court?
Productivity drain
Employee usage of the Internet at work for unrelated work issues is on the increase. IM can potentially encourage longer periods of socialization at work which can drain productivity. Without stricter usage controls, it can place quite the drain on your employees’ productivity.
What can you do? IM is not going to go away and it would be illogical to suggest that it should. If IM is an important part of your communication process, then take steps to ensure that it is secure. In other words, use IM programs specifically designed for businesses such as IBM Lotus Sametime or Messenger Enterprise Edition. These types of applications come with encryption and firewall protection.
Finally, incorporate appropriate policies and procedures into your employee handbook regarding IM usage. Clearly spell out what is appropriate and expected and the possible consequences so that everyone is on the same page.
Questions: Do you use IM in your business? How do you use it, i.e. to communicate with customers and/or between employees?
