Many of us in the modern workplace, live in an interconnected society where the line between professional and personal communication often blurs. For many of us WhatsApp Web is the go-to tool for meeting with colleagues, clients, or project teams simply because of its ease of use and familiarity. However, to see your private messages on a company device or network opens up serious security risks. Security within the company and your own personal privacy need to be considered early in a workplace communication. Here is a guide on how to use WhatsApp Web safely at work.
Understand the Risks of a Shared Environment
The major risk of WhatsApp Web at work comes from the shared nature of working environment. As opposed to your personal phone, the work computer does not always belong to you personally. A colleague might just look at your screen and notice something valuable or you might forget to log out and leave your personal communications on the doorstep of the next person who uses the computer. This can in turn lead to accidental loss of data, privacy leaks, or even security breach if confidential information is visible.
Always Log Out at the End of Your Session
Use WhatsApp Web like your real-life bank. Never just close the browser tab when you’re done. Click the 3-dot menu button in the Whatsapp Web interface and then choose “Log out. ” That unplugs your phone from the computer (which is almost imperceptible), so that nobody ever gets your messages if you just don’t have your phone for a physical scan of the QR code again (just to be safe, right? ) Make logging out as automatic as locking out your computer once you’ve left your desk.
Enable Two-Step Verification on Your Account
Two-step verification is the fundamental piece of security that goes above and beyond your phone number. It also has an additional PIN which you have to enter every few weeks to verify your account. If somehow someone naively manages to register your number on another device, they would still need this PIN to activate it. You can enable this feature in your mobile WhatsApp app under Settings > Account > Two-step verification. This is a very simple step that will drastically reduce the risk of your account being hijacked.
Keep Your Devices and Software Updated
Hacking is never defeated, and software updates are one of the most important defenses you can deploy against your cybersecurity. Make sure that both your mobile WhatsApp app as well as the web browser on your office computer (Chrome, Firefox, Edge, etc. ) are always up-to-date. Some times software updates come with fixes for security vulnerabilities found recently that hackers can exploit to gain access to your systems or data. A mobile browser without support is an open door for cyber criminals.
Be Wary of Suspicious Links and Messages
Phishing attacks are not limited to email. They are increasingly popular on social networking (i. e., WhatsApp). If you receive an unexpected link from a contact, even one that you know be very wary. Hacked accounts are often used to spread malware. Do not click on links that promise you “deals”, “urgent action”, or strange “files”. Verify with the sender via another method (such as a quick call) if a message seems suspicious. This will be in your interest as well as the company network’s.
Use a Secure and Private Network
Public Wi-Fi networks are notoriously insecure, but even office networks can have vulnerabilities! So basically, if your company provides a secure and password protected Wi-Fi network, you probably should be fine to use it. Please remember, though, that you must not use WhatsApp Web on an open or guest network without a VPN (Virtual Private Network). A VPN encrypts your internet traffic so it’s much harder for anyone on the same network to intercept your data and see what you are doing online.
Lock Your Computer When Not in Use
I think this is one of the most basic forms of office security, and especially important if you have WhatsApp Web open. When you’re leaving your office, practice pressing Windows Key + L (Windows) or Control + Command + Q (Mac). This immediately shuts down the screen on the computer, so no one could see what you’re texting or send an unauthorized message to anyone from your account. Physical security is obviously the first line of defense.
Know and Follow Your Company’s IT Policy
Finally, it’s always best to be aware of your organization’s official IT and acceptable use policies. Sometimes the reasons your workplace may have for limiting personal messaging software on the work hardware are compliance, data sovereignty, or security reasons. If you’re concerned about using what you’re using or how you’re communicating across the workplace, you might want to check with your IT team to determine which methods are considered acceptable.
By following these best practices, you can enjoy the convenience and reliability of WhatsApp Web while maintaining your own and your company’s highest level of security. Just a few conscious behaviors will be all that’s needed for secure communications.
