Instant messaging (IM) has grown significantly in use over the past few years and managed to morph itself from a simple chat tool into a speedy and convenient business application.
The benefits of IM in the workplace include cheaper long distance calls, quicker responses (no waiting for messages to download from the mail server) and less spam ('spim' is a fast-growing phenomenon but is negligible in comparison to spam - which now far exceeds legitimate email in volume*).
Like most technologies though, it has its drawbacks. There are obvious difficulties with word limits and communicating through different messenger providers can be problematic. There are security issues too - especially with 'free' or public messenger applications which can effectively leave the door wide open for viruses, worms and other malware. Encrypting or archiving is awkward and there are no features to prevent users from copying, pasting, or forwarding messages.
In an unmonitored environment, IM is proven to have a detrimental effect on productivity and promote the use of 'chatty' or unprofessional language and gossip in the workplace. However, where IM is monitored, employee misuse tends to be minimal and its business advantages (and legal risks) can be much more easily evaluated.
If used, IM should be monitored and Acceptable Use Policies should be amended to minimize or mitigate the costly expense of legal disputes. Other security tips include the default blocking of all attachments, downloads and the installation of unauthorized clients.
SmoothWall's Web Filters, Firewalls and UTM appliances include a wide range of tools for controlling and monitoring Instant Messaging applications. IM conversations can be monitored and logged with handy reports that can show anything from time spent messaging to number of chat friends per user. Chat content can also be manipulated by censoring or replacing bad words and file transfers and attachments can be logged or blocked altogether. A wide range of messaging applications are supported including: MSN, Jabber/XMPP, AIM, ICQ, Yahoo, IRC and Gadu-Gadu (a popular Polish IM client). Using Yahoo, webcam events can also be blocked or logged.
*IDC: "Worldwide Email Usage 2007-2011"
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