8 best practices for managing off-channel communications

‍

8 best practices for managing off-channel communications

87% of organizations struggle to oversee work-related communications outside official channels. So, what can be done to address this? 

Here are the top expert-recommended secure communication  strategies enterprises can adopt: 

1. Develop a comprehensive communication policy

A clear, enforceable policy is the first line of defense. Organizations should:

• Define approved and prohibited channels: Specify which platforms are permitted for business use and which are banned.
• Set clear accountability measures: Assign compliance officers and IT leaders to oversee adherence.
• Establish consequences for policy violations: Define escalation paths for breaches and ensure enforcement at all levels.

2. Implement robust technological solutions

Technology must work alongside policy to create a secure collaboration and communication ecosystem. CTOs should invest in:

• Enterprise-grade messaging platforms: Safe alternatives like Rocket.Chat offers end-to-end encryption, role-based access controls, and enterprise governance features.
• Communication archiving and monitoring tools: Solutions such as Smarsh and Proofpoint help organizations maintain compliance by recording all interactions.
• Zero trust architecture: Zero trust approach ensures that no one, whether inside or outside the organization, is trusted by default. Every access request is thoroughly verified.
• Air-gapped networks: The Cybersecurity & Infrastructure Security Agency (CISA) highlights that air-gapped network systems can prevent 98% of remote cyber threats.

3. Conduct regular employee training

Policies and tools are ineffective if employees do not understand the risks of off-channel communication. Companies should:

• Create interactive cybersecurity awareness programs: Utilize gamification and scenario-based training.
• Simulate potential communication risk scenarios: Run real-world phishing and data breach drills.
• Provide ongoing education on compliance requirements: Keep employees updated on evolving regulations and best practices.

4. Establish clear communication governance

A strong governance framework ensures that off-channel communications remain secure and compliant. Organizations should:

• Define roles and responsibilities: Assign compliance officers, IT administrators, and department heads to oversee communication security.
• Create cross-departmental compliance teams: Foster collaboration between legal, IT, and HR departments to align communication policies.
• Develop transparent reporting mechanisms: Implement tools and procedures to report communication risks and violations in real-time.

5. Implement multi-factor authentication

Enhancing authentication mechanisms reduces unauthorized access to corporate communication channels. To achieve this, organizations should:

• Use advanced authentication methods: Deploy biometric authentication, token-based logins, and time-sensitive one-time passcodes. When organizations use biometrics to identify users, they see 70% fewer unauthorized access attempts, according to a 2023 IBM study.
• Enable remote device management: Ensure IT teams can remotely wipe corporate data from lost or compromised devices.
• Require secure login for all communication platforms: Enforce multi-factor authentication (MFA) across approved messaging apps and collaboration tools.

6. Create granular access controls

Access control ensures that employees only have the necessary permissions for their role, minimizing security risks. Here are some action items:

• Implement role-based communication access: Define specific permissions based on job function. Companies using role-based access control (RBAC) have 53% fewer security incidents.
• Develop dynamic permission management systems: Adjust access levels based on real-time needs and risk assessments.
• Enable precise control over information sharing: Restrict sensitive data exchanges to authorized personnel only.

7. Develop incident response protocols

Despite best efforts, breaches can occur. A well-structured incident response plan minimizes damage. The focus must be on to:

• Create step-by-step breach response plans: Define the actions to take in case of a security incident.
• Establish rapid notification and mitigation procedures: Ensure immediate containment of communication breaches.
• Design comprehensive forensic investigation frameworks: Leverage digital forensics to analyze security incidents and prevent recurrence.

8. Ensure continuous compliance monitoring

Real-time monitoring and adaptive risk assessment tools help organizations stay compliant with evolving regulations. Some effective strategies include:

• Utilize AI-powered communication scanning tools: Detect policy violations and unauthorized communications proactively.
• Implement real-time compliance tracking systems: Monitor employee communication activities for potential risks.
• Develop adaptive risk assessment algorithms: Continuously refine security measures based on emerging threats.

Rocket.Chat: tackling off-channel communication challenges

With over 12 million users globally, Rocket.Chat can serve as a perfect secure messaging solution for enterprises seeking a highly scalable, customizable, and feature-rich secure communication platform:

1. Comprehensive compliance and security features

Rocket.Chat provides organizations with enterprise-grade security and compliance capabilities, including:

• End-to-end encryption: Protects messages and shared files from unauthorized access.
• Comprehensive message archiving and retention policies: Ensures adherence to regulatory requirements such as GDPR and HIPAA.
• SOC 2 compliance support: Meets industry standards for secure data management.

2. Advanced communication governance

With the tool, organizations can maintain control over communication channels through:

• Role-based access control: Restricts access based on job responsibilities and hierarchy.
• Granular permission management: Customizable access permissions for different teams and departments.
• Unified communication platform: Provides a centralized hub for internal and external communication across devices.

3. Integrated compliance tools

To help businesses stay ahead of regulatory challenges, Rocket.Chat offers:

• Automated message retention and deletion: Ensures compliance with industry and legal requirements.
• Real-time communication monitoring: Identifies potential security risks before they escalate.
• Customizable compliance workflows: Tailors monitoring and reporting mechanisms to specific business needs.

4. Secure collaboration capabilities

Organizations can collaborate securely via these features:

• Secure file sharing with access controls: Limits document sharing based on user roles.
• Integration with enterprise security infrastructure: Supports identity management systems and single sign-on (SSO).
• Authentication: Enhances security through additional verification layers with 2FA.

5. Scalable communication management

As an open-source secure communication platform Rocket.Chat is built for flexibility and scalability, offering:

• Cloud and on-premises deployment options: Besides cloud, the platform provides on-premise deployment and control based on business needs.
• API-driven communication governance: Allows seamless integration with existing security solutions.
• Third-party integrations: Connects with 100+ enterprise tools to streamline workflows.

Key takeaways and next steps

Managing off-channel communications effectively requires a multi-layered approach that combines governance and all-encompassing security features. Organizations must proactively refine their policies, adopt cutting-edge security measures, and foster a culture of compliance.

Rocket.Chat provides a secure, scalable, and compliant communication platform that helps organizations take control of off-channel interactions. Whether you want to enhance security, streamline compliance, or ensure seamless collaboration, the platform offers all the useful features.

Get started with Rocket.Chat today.