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10 Challenges When Using WhatsApp for Business Communication And How To Solve Them

Written by: Carliff Rizal

· About,WhatsApp For Teams

WhatsApp!

The most popular messaging platform unlike any other applications with ...

  • 1bn daily active users,
  • 1.5bn monthly active users,
  • and 60bn message-exchanges per day. Across the globe have taken a back seat serving the enterprise-level communication.

Simple to use, fun-loving, and free. The WhatsApp security issues made the application no more favourite across professionals!

Many small retailers think WhatsApp as their best communication channel to be in touch with customers for promoting the products, taking orders, answering customer queries, etc., to increase their product sales.

But how safe is your business data and its processes are?

The Potential Risks of using WhatsApp for business include;

  • Security issues,
  • Compliance,
  • Workflows mismanagement,
  • Tracking,
  • Data Administration,
  • and business productivity?

Though the enterprise version WhatsApp for business has been around since 2017. Why the end-users are limiting only to personal communication? What potential risks are involved in using the personal messenger application WhatApp, for business communication? Take a closer look at the insights below:

  1. Privacy Regulation compliance
  2. Limited Admin Controls
  3. Unauthorised Communications
  4. A mix of personal and business conversations
  5. Loss of Official Data
  6. No third-party app integrations
  7. Decreased Productivity
  8. Policy Violation
  9. Data ownership
  10. Advanced Search Features

1. Privacy Regulation compliance

Whatsapp uses the user information (subject to the choices they make) to operate, provide, improve, understand, customize, and support. Refer here for more info.

According to the latest regulations, businesses are asked to adhere to their home country’s data protection laws for securing their business partners and customers data. However, this turned out to be a real conflict with WhatsApp, as it accesses your address book or metadata for enabling message-exchanges between you and your contact list. They further said that data deserves high-priority protection in certain areas like Government organizations, industries, large enterprises, and business sectors, where it essentially has to deal with sensitive and confidential information.

2. Limited Admin Controls

WhatsApp has few admin control features that only control Groups. Being a personal messenger, it does not support an extensive range of corporate admin control features to limit user access to the organization’s data. Corporate business collaboration applications like YesHello, have well-defined admin-level privileges to monitor and track employees access controls.

The moment you start using WhatsApp for official communication routines, then there is a possible risk of misusing your sensitive data when employees leave the company. To avoid such scenarios, use business collaboration applications for strictly restricting the terminated users to have access to the organization's data. We can’t find this advantage in WhatsApp.

How unique the admin controls of YesHello are?
Admin dashboard is distinctively designed from other chat applications. The simple and clean dashboard is made up of full-level admin controls, for efficaciously implementing them over the users of the application. Right from adding employees with their corporate details, setting limitations on feature access-controls, and eventually deactivating the terminated employees of the organization to restrict them having access to the organization’s data.

3. Unauthorized Communications

As there are no defined set of admin controls to regulate the users in WhatsApp, there is a potential risk of personal and unauthorized communications taking place within the app. Since you cannot monitor communications happening across the application, anyone can communicate privately. In a case where a non-employee has to communicate with in-house employees, corporate applications can restrict them to use only certain features to stay connected with people the admin decides.

How simplified are YesHello authorized communications?

Everything that happens across YesHello is authorized. But how?

Here are the simple answers;

  • only admin can add users to the application (no other user has the control to add or invite others into the application);
  • the admin can impose the enriched permission settings on each user to control them in using the features.
  • Once when an employee is terminated, thereby his/her access to the application is completely taken away by the admin.

Hence, all forms of conversations, those including direct messages, group conversations, file sharing, screen sharing, etcetera. All happens within authorized users.

4. A mix of personal and business conversations

The moment we think of WhatsApp, we feel it has been made to personalize communications. With a strong conviction, one can say it has completely replaced SMS with its ease of use and with the concept of a single conversation window for multiple message sharing. Usually, we receive messages as diverse packets through SMS, but here in WhatsApp, the conversation history is available within a single window. A mix of personal and business conversations strictly should not take place within a single interface, as it creates confusion and a lack of motivation for work.

One must essentially feel professional while exchanging office information, and it happens only with professional business messenger applications. A wholesome bunch of collaboration features such as screen sharing, advanced search controls, guest-collaboration features, dashboard, analytics, user permission, and settings, etc., have been specially designed in-office chat applications to make office work productive.

 

Why YesHello stands best for Business?
As a team, we strongly believe that in any case, the personal messengers doesn’t fit the bill for office work routines. The transactions that take place in the business world are a way different from those of personal interactions. To fill the need gap of corporate message-exchanging, it underwent a good number of iterations to bring the best business value to its users from thoughtfully designed features.

Explore the tool to understand how you can benefit from using it.

5. Loss of Official Data

When you use WhatsApp for office work, and in case, if your mobile device is lost or stolen, then assume all official data along with device has also been lost. This kind of issue arises, as WhatsApp does not provide a security layer to prevent data loss or theft.

But,


whereas the applications that are specially designed for corporate communications, ensure data backup in their servers for future retrieval. As there is no data access control defined on the user accounts of WhatsApp, the confidential enterprise data may be accessed by others in case of mobile theft.


How does YesHello’s protect it's data?

Worried about the official data that’s been lost from your personal messenger?


Yes, it often happens with Whatsapp! But not in the case of YesHello, as customer data can be found in your dashboard and data is saved in the cloud. You need not set any preferences to happen so. In contrary to this, WhatsApp asks you to manually set the preferences to backup your chat conversations by daily, weekly, and monthly.

6. No third-party app integrations

Unlike the core business collaboration applications like Slack, Microsoft Teams, Ryver, etc., WhatsApp doesn’t support any third-party app integrations. Usually, I don’t see any need for integrations when we use it for personal communications. But, the scenario completely differs from corporate work routines.

For instance,

integrating a full-scale CRM application like Mailchimp into your messaging tool allows to automatically update your contacts into your database and, besides you can route contacts to cross-functional teams for quick customer support.

What Integrations does YesHello Support?
YesHello supports a good number of add ons for increasing users work productivity. Applications such as Mailchimp, Hubspot, Google Drive, Dialogflow and hundreds more applications can be successfully integrated for enhanced user experience through Zapier.

7. Decreased Productivity

As WhatsApp is not made for end-to-end office work routines, adopting it at your workplace may damage your productivity. The essence of professionalism is never noticed in the mindsets of employees, as the interface reminds them of personal messaging. Many large enterprises across the globe don’t prefer to use a personal messenger to perform office work. Instead, they can rely on commercial applications that were uniquely built to run effective work schedules.

Does YesHello increase your work productivity?
Of course Yes. It’s been precisely made to ease work communications. The rich-feature stack allows you to chat directly with customers, share files, exchange live conversations, preview files, get customer support updates, live track your remote work teams, etc.

8. Policy Violation

Last, but the most important aspect besides all the above is a policy violation. Whatsapp clearly states in its policy terms that it has to be strictly used for personal messaging only. Being an enterprise, if you breach their policy and encourage your employees to use it for office purposes, you have to be ready to pay a hefty fine as per the civil laws stated in the terms and conditions policy.

9. Data ownership

Do you want to be the data owner of your organization’s data or no? The choice is yours!

Unauthorized, unorganized, non-channelized message-exchanges happens across WhatsApp! It is a tough task to keep a track of chat conversations of all employees, as you don’t have the right to check their personal messenger applications to figure out any unauthorized information transfer between them and their peers.

Hold your data in your hands with YesHello:
Be the admin of YesHello and become the data owner with full-level control over all your corporate employee chat conversations. In a case where an employee is terminated, or left the company, or suspended, or when their phone is being lost, etc, YesHello securely holds your data in its cloud or local servers. Being an admin, you can immediately deactivate the employee access to the application.

10. Advanced Search Features

How can you filter out text files, images, videos, audio messages and more, when you don’t have an itemized search functionality in WhatsApp?! We know that contacts and text can be filtered out effectively in WhatsApp. But, I don’t see any need for extensive search filters for personal messaging. But, yes they do bring and make a noticeable change for corporate business chat applications. You hardly see any such applications search functionality missed in them.

How about them in YesHello?
There are a distinct variety of search filters present in YesHello. To name them, the list goes like this; Global Search, Channel, Status, Assignee, Unread message filters, unassigned users filter, tag search filters, and message-text filters.

The functionalities of a well-designed search are defined below:

  • users, gold members, deactivated/terminated employees, with Global Search.
  • data by applying date-time range.
  • images, videos, files, contacts, URLs, and Location using the advanced filter group.
  • unread messages.
  • unassigned users.
  • text from chat conversations.
     

Choose a tool for business messaging that has good search functionality.
 

Conclusion

Rather than relying on various communication channels like emails and personal messengers to exchange customer communications, simply collaborate on one official platform for great work outcomes. Authorize all your communications and data with a better designed commercial chat application like YesHello!

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