Why Workplace Messaging Needs a Rethink
When internal communication tools aren’t secure, traceable, or built for scale, risks add up fast. Consumer messaging apps have made it easier than ever to stay connected - but that doesn’t make them suitable for business.
This guide breaks down what to look for in a secure messaging app for business — and explains how Joyned helps you move beyond the limitations of consumer tools, without sacrificing usability or reach.
The Hidden Risks of Informal Messaging Channels
Many businesses still rely on consumer messaging apps or basic email for daily communication. However, while tools like WhatsApp and Messengers might keep teams in touch, most lack the fundamentals needed for compliant workplace communication: secure data handling, audit trails, admin controls, and role-based visibility.
Put simply, they were never designed for workplace use. And for businesses, this is a serious concern.
Here’s what workplace communication tools often lack:
Auditability
Informal apps make it difficult to review past messages, locate key decisions, or demonstrate compliance during audits. There’s no centralised log of who said what, when.
Data Control
When communication happens via personal devices, messages can be lost, forwarded, or deleted without trace. There’s little to no visibility for IT or compliance teams.
Regulatory Compliance
Tools like WhatsApp aren’t built for GDPR compliance. Data may be stored outside approved regions, and consent or retention policies are nearly impossible to enforce.
Access boundaries
Without role-based access or admin controls, staff may see irrelevant or sensitive information. It’s hard to limit visibility to what’s appropriate for each role or location.
Separation of Work and Personal Life
When employees receive work messages in personal chat apps, it blurs boundaries. This raises privacy issues and makes it harder to manage after-hours communication expectations, leading to information overload and burnout.
5 Things to Look for in a Secure Messaging App for Your Business
Choosing the right workplace communication tool means balancing usability with compliance. Below are five critical areas to assess:
1. End-to-End Security
A strong internal messaging platform protects data throughout its lifecycle. Look for:
- End-to-end encryption to prevent unauthorised access
- Secure authentication, such as Single Sign-in (SSO) or Multi-Factor Authentication (MFA)
- Admin-level controls to manage user permissions and message visibility
- Hosting in approved data centres for GDPR alignment
2. Reliable Audit Trails
Being able to trace communication is essential for:
- Proving compliance during audits or investigations
- Reconstructing timelines in the event of disputes or incidents
- Ensuring accountability in decision-making
A platform with built-in logging and exportable message histories can simplify oversight.
3. GDPR Compliance by Design
Compliance isn’t just a feature, it needs to be embedded in how the platform operates. That includes:
- Tools for managing data access and deletion requests
- Clear consent management and user data controls
- Local data residency options where required
These capabilities help organisations meet regulatory obligations without manual workarounds.
4. Enterprise-Level Scalability
As teams grow, so do communication needs. A platform must support:
- Thousands of users without performance drops
- Hierarchical structures (e.g. departments, sites, roles)
- Custom permissions and admin tiers
- Seamless onboarding and integrations with existing IT systems
This ensures the tool grows with the organisation - not against it.
5. Easy, Inclusive Adoption
Security features only help if people use the platform. Adoption hinges on:
- A user-friendly interface that feels familiar to staff
- Mobile accessibility for deskless or shift-based workers
- Features like announcements, polls, and acknowledgements to engage users
- Minimal training or setup time, even for non-technical teams
The best tools serve everyone, whether tech-savvy or not.
Why Organisations Choose Joyned
Joyned is a workplace communication app built to meet the needs of security-conscious, compliance-driven teams - without sacrificing usability or reach.
With Joyned, organisations get:
Secure Business Messaging
Joyned offers end-to-end encrypted chat built specifically for internal communication. You control who sees what, with full visibility over how and where data is stored.
Full Audit Support
Every message is traceable, with exportable logs that support compliance, HR, and legal reviews. There are no gaps in history — just clear, accountable communication.
GDPR-Compliant Messaging
Joyned puts data privacy first, helping organisations meet GDPR requirements by design. Admins can manage data lifecycle, control access, and maintain a clear audit trail.
Enterprise-Ready Architecture
From 50 users to 5,000, Joyned scales seamlessly across teams and departments. Role-based permissions and flexible integrations make it easy to deploy and manage at any size.
Inclusive Engagement Features
Joyned combines broadcast alerts with two-way chat to keep everyone informed and involved. It’s mobile-first and intuitive, supporting hybrid, remote, and frontline teams equally.
Time to Rethink Your Internal Communication Strategy?
If your current setup includes:
- Unofficial WhatsApp groups
- Communication that’s difficult to trace or audit
- Rising compliance concerns
- Friction between departments or dispersed teams
…it may be time to consider a more accountable, purpose-built platform.
Joyned isn’t just a secure messaging app that protects your data. The app creates a foundation for better collaboration, trust, and operational clarity so that you can do business better in every way that’s important.
Final Thoughts
Internal communication is no longer just an IT concern - it’s a business-critical function tied to privacy, compliance, and engagement. Choosing the right messaging platform is key to aligning your organisation’s values with its day-to-day operations.
Joyned helps you move beyond patchwork tools, supporting secure, auditable, and scalable communication that works for every team.
Ready to explore a better way to connect your teams?
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