Implementation of IM Service & Policies

It is essential that employers first analyze whether or not an IM service would be beneficial or detrimental to their business. It ultimately depends on the size of company, the type of business, and the locations where the business operates. IM services can increase company efficiency, however if there is no need to communicate instantly with other employees, the service may only serve as a distraction which would decrease efficiency levels.

Employers should also take into account the repercussions of misusing IM services in regards to applicable laws, security, privacy and any vulnerability it may include.

Employers should decide upon one standard IM service that they will allow their employees to use for work purposes. This service should only be used on work devices, that way it can be monitored and archived. An IM service also ensures that it is easy to reach everyone consistently and that all data being exchanged is tracked for later use should the company have a need for it.

Employers should not be the only ones educating themselves about the service, but they should also be educating their employees as well. Everyone using the service should be aware of the risks. Employers should be responsible to provide proper training for employees and create a policy for employees to refer to in the event they may be unsure about any given situation with the IM service. The policy should outline :

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• Proper language
• Formatting for messages
• Contact time restrictions/ constraints
• Personal use
• Sending sensitive information
• Cyber bullying/ harassment
• Define penalties for breaching
• Include the company code of conduct
• Inform of archiving every message
• Laws and privacy concerns

Employers should also regularly update their IM service in order to keep up 

with regular maintenance in regards to encryption. It is important to do this in order to prevent hackers from accessing the service in order to obtain sensitive or confidential information. This exchange and interception of information could result in a law suit against the company, so it is important to ensure the network is always secure.

These are the main things to consider upon implementing an IM service and policy within your business. It is very important to educate your employees and have policies in place to outline how instant messaging should be used in order to make sure that your company and its information is protected.

Questions to consider:

What should the penalties be for employees who are breaching the IM policy?

What should be the main factor in determining whether or not to implement an instant messaging service?

Is the service worth incorporating with the potential damage it could cause?

Works Cited

Alexander, P. (2005, December 11). Creating an Employee IM Policy. Retrieved February 17, 2015, from Entrepreneur: http://www.entrepreneur.com/article/81594

Alexander, P. (2005, November 13). Should Your Business Use Instant Messaging? Retrieved February 17, 2015, from Entrepreneur: http://www.entrepreneur.com/article/81050

Team, T. E. (2014, December 11). A Guide to Finding the Best Internet Security Software Packages. Retrieved February 17, 2015, from Tech Tricks World: http://www.techtricksworld.com/guide-finding-best-internet-security-software-packages/