WhatsApp has become one of the most popular messaging apps, with over 2 billion users worldwide. Its ease of use and versatility make it an attractive option for both personal and professional communication. However, many companies block WhatsApp and other messaging apps due to security and compliance concerns. So can you use WhatsApp for work purposes? Let’s take a closer look.
The benefits of using WhatsApp for work
There are several potential benefits to using WhatsApp for work communication:
- Real-time communication – WhatsApp allows for instant messaging, providing a quick way to get in touch with colleagues.
- Group chats – You can create groups to communicate with teams or departments.
- Easy file sharing – Documents, images, videos and other files can easily be sent through WhatsApp.
- Cost-effective – Using an internet-based messaging app can help reduce telecommunications costs for businesses.
- Ubiquity – With so many people already using WhatsApp, there’s a good chance your coworkers are already on it.
The convenience and accessibility of WhatsApp make it an appealing enterprise communication tool. It facilitates rapid collaboration and immediate discussions between team members. For distributed teams and companies with international offices, WhatsApp provides a helpful way to stay connected across time zones.
Compliance and security risks
However, there are also a number of compliance and security risks associated with using WhatsApp for work purposes:
- Message encryption – WhatsApp uses end-to-end encryption for messages. However, this makes messages indecipherable for compliance monitoring.
- Data leaks – Sensitive business data shared over WhatsApp could potentially be leaked.
- Lack of administrative controls – Employers have limited ability to monitor, moderate or backup work communications over WhatsApp.
- Third-party access – WhatsApp’s parent company Facebook may have access to user metadata and communications.
- Message permanence – Unlike enterprise communication tools, deleting or editing WhatsApp messages can be difficult.
- Personal blending – Personal and work conversations may get blended together over WhatsApp.
These risks around governance, security and compliance make many organizations hesitant to officially approve WhatsApp for employee usage.
WhatsApp Business app
WhatsApp does provide a separate business-focused app called WhatsApp Business. Key features of WhatsApp Business include:
- Business profiles – Confirms an account as an official business profile.
- Messaging tools – Canned quick replies, greetings messages and away messages.
- Analytics – Provides simple message read and delivery statistics.
- List management – Lets you create customer contact lists.
However, WhatsApp Business still lacks many enterprise-grade administration tools. And it suffers from the same encryption, compliance and permanence issues as standard WhatsApp when used for sensitive business communication.
Organizational policies around WhatsApp
Many organizations have policies explicitly banning or restricting employee use of WhatsApp for work purposes. Reasons include:
- Compliance – WhatsApp’s encryption prevents message monitoring needed for compliance.
- Governance – Lack of employer access to messages sent via personal employee accounts.
- Security – No control over data/file sharing and links sent.
- Custody – Inability to retain business communication records.
- Privacy – Personal and work data blending risks.
Banning WhatsApp reduces an organization’s compliance, security and operational risks. However, it also prevents them from benefitting from its collaborative strengths.
Typical WhatsApp usage policies
Many organizations try to strike a balance by allowing limited WhatsApp usage under certain conditions, such as:
- Non-sensitive communication only – No customer data, financials, trade secrets etc.
- Messages must be archived – To provide record if required.
- Disclaimers – Clarifying messages are not formal business records.
- Voluntary participation – Employees shouldn’t be required to use personal accounts.
Regulatory environment
Various laws, regulations and standards may impact whether companies can use WhatsApp:
- HIPAA – Prohibits sharing of patient health records over WhatsApp due to privacy concerns.
- GLBA – Financial companies cannot use WhatsApp for customer data due to lack of security controls.
- SOX – WhatsApp messages are not retrievable, hindering SOX auditability requirements.
- GDPR – EU privacy law restricts use of users’ personal accounts and metadata.
- ISO 27001 – WhatsApp lacks security controls required under this global standard.
These and other regulations often effectively block the use of WhatsApp for regulated work functions. Failing compliance can lead to heavy fines and penalties.
Alternative enterprise messaging apps
Rather than use WhatsApp, many companies opt for enterprise-grade messaging tools. These provide the benefits of modern messaging while maintaining compliance, security and governance.
Examples of enterprise messaging apps include:
| App | Key Features |
|---|---|
| Slack | Channels, Video calling, File sharing, 3rd-party integrations |
| Microsoft Teams | Video conferencing, Call recording, Email integration, Unlimited storage |
| Discord | Text chat, Voice chat, Screen sharing, dedicated servers |
| Google Chat | Native Gmail integration, AI bot assistance, Team spaces |
| Ryver | Task management, Organization charts, Private chat |
These tools provide the team messaging capabilities modern employees expect, while maintaining the visibility, governance and control organizations require.
Conclusion
While WhatsApp offers useful functionality, its lack of encryption, compliance and governance controls make it risky for handling sensitive company information. Organizations requiring stringent data security, privacy and archiving are better suited with enterprise messaging platforms.
However, for some teams and use cases, WhatsApp can still be a pragmatic communication tool when policies are followed. Overall, the answer depends on your specific regulatory, compliance and corporate governance environment.