Chat app is one of the applications that can be used for business contact. Also, it is necessary for communication with other people promptly.
However, when operating chat apps for work, all kinds of risks must be taken into consideration. In fact, many people may be wondering whether it is safe to use chat apps for business, even though they use it in their off-time.
In this issue, we will focus on the risks of using chat apps for business contacts for below people.
- “We want to understand what the risks are of using chat apps for business contacts.”
- “I am having problems because my employees are not checking their messages on chat apps.”
- “It is difficult to know “what was sent and when” on chat apps.”
If you are in charge of such a situation, this article will help you understand not only the risks of using chat apps for work, but also the most appropriate method of business communication for your company.
Contents
- 1 What is business contacts?
- 2 4 risks of chat apps for business contacts
- 3 Key points in choosing tools for business contacts
- 4 What is the alternative business contacts method to chat app?
- 5 3 points to keep in mind when taking business contacts
- 6 How to write business contacts?
- 7 Summary of risks and alternative methods of taking business contacts on chat app
What is business contacts?
Business contacts refers to matters that need to be shared in order for business to proceed smoothly.
In case of trouble or accident, it is necessary to “report” immediately, and in case of customer’s inquiry, “contact” the person in charge. In addition, “consultation” is required for matters that cannot be resolved by an individual, etc.
Notification of tardiness or leave is also an important form of business contacts. Since vacancies must be covered by members of the team, prompt internal sharing is vital.
Thus, since business contacts directly affect the quality and speed of work, a system must be in place to ensure smooth communication.
4 risks of chat apps for business contacts
One of the applications used for business contacts are chat app like WhatsApp, which is frequently used for private communication and has the advantage of being able to quickly create and operate groups.
On the other hand, there are 4 risks in continuing to use chat app for business contacts, be sure to check them before they develop into major problems.
(1) Misdirected messages
The first risk is misdirected work messages.
Basically, Chat app is an application for communicating with acquaintances and family members in private. Therefore, when used for work, private and company communications are mixed together, making it difficult to read and increasing the possibility of accidentally sending messages to colleagues or superiors to outsiders.
Business contacts contain confidential information. So if this information is leaked, not only can it cause serious damage for company, but it can also lead to a loss of trust from business partners in some cases.
(2) Inability to manage retirees
The second risk is the inability to manage retirees.
With the “group function,” which allows multiple people to communicate with each other, even if a retiree is removed from the group, all of his or her message history will remain on the retiree’s chat app until he or she is removed from the group.
This means that the retiree will continue to have confidential company information. There is a risk of information leaks.
(3) Security cannot be guaranteed
The third risk is that security cannot be guaranteed.
For example, personal use apps like WhatsApp, which are difficult for companies to manage, have the risk of accounts being hijacked by third parties. In many cases, passwords for personal use apps are used repeatedly, and this means that business contacts and internal company information can be compromised.
In addition, WhatsApp has a function that allows messages and files to be easily forwarded, so allowing private chat app accounts to be used for work is a major risk.
(4) Important communications flow or burry
The fourth risk is the flow or burry of important communications on chat app.
In a chat app like WhatsApp, where messages flow upwards, once an important communication is made, it is quickly swept away by a new message. The disadvantage of this is that members may miss the message or find it difficult to read it later.
In addition, if you operate multiple groups within a team, you may find yourself in a situation where you are not sure which group that message was in. As described above, there is a risk that important communications may be lost or buried in WhatsApp, and this can hinder the sharing of work information.
Key points in choosing tools for business contacts
When selecting a tool for business contacts, it is important to keep the following points in mind.
- Can anyone use it?
- Does it have sufficient security?
- Can all of information stock easily?
If the tool is multifunctional and requires IT literacy, some employees may not be able to use it. As a result, the tool will not be widely used within the company, and the operation will fail.
Since business communications contain personal information of employees and clients, the tool must be equipped with a high level of security. For this reason, we recommend choosing a tool like Stock that has obtained international-level security certification.
All member need to confirm the business contacts since the information is important, also you should use “information stocking app” which is not flow the chats of business contacts like other chat apps for the scene that you check the contact later.
Selecting a tool based on the above points will help you implement a secure and easy-to-operate IT tool.
What is the alternative business contacts method to chat app?
Below we introduce alternative business communication methods to chat app.
The biggest disadvantage of chat app for business communication is that important information may be lost. For example, you may find yourself in a situation where you cannot locate an important message that your supervisor has called for you, and you have to spend time looking for the message in question.
Therefore, use an alternative method so that you can look back on your work communication at any time. The best way to prevent important communications from flowing is to use a tool that allows you to manage your messages by linking them to detailed information about your work.
In conclusion, the alternative to chat app for business contact is Stock, which allows you to accumulate important business contacts without letting them flow, and to look back at them easily at any time.
Stock allows you to leave information such as problems and inquiries in “Note”, and also allows you to communicate with members via “Message” linked to the notes, so that topics do not get mixed up. You can also “Search” for notes you want to read, so you can quickly find them when you need them.
Stock| An easiest app for managing business contacts
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
*Minimum number of users: 5 users
3 points to keep in mind when taking business contacts
Below we explain 3 points to keep in mind when communicating with your business. The readability of the message will vary depending on the method and content of the communication, so be sure to check them to ensure smooth communication at work.
(1) Specify the requirements
The first point is to clearly state the requirements.
There are various types of business communications, such as “Notification”, “Thank you or apology”, and “request or consultation”. Therefore, clearly state the requirements so that the other party can read it and immediately understand the outline.
Also, if you also state the importance and urgency of the requirement and whether or not a reply is required, it will make it easier for the recipient to take further action. As mentioned above, in order to ensure smooth contact even during busy work hours, you must clearly state the requirements and the level of importance.
(2) Describe the contents without excess or insufficiency
The second point is to describe the contents without over- or under-description.
If there is too much information in a business communication, it takes time for members to read it, and if there is not enough, they have to go back and forth. In order to ensure that the information to be conveyed is sufficient, it is recommended to use a framework called 5W1H.
The 5W1H stands for “When, Where, Who, What, Why, and How.
As mentioned above, the key to smooth communication with others is to convey information without excess or deficiency while utilizing the 5W1H framework.
(3) Make sure you can look back at it anytime
The third point is to make sure that the communication can be looked back at any time.
For example, if you are communicating business by a method such as LINE, where important communications flow out, you will not be able to quickly find the information you need. Another disadvantage is that topics can get mixed up within a single talk room.
Therefore, it is advisable to organize and store information by topic and create an environment where you can look back on it at any time. Specifically, a tool such as Stock, which allows you to link messages to a notebook created for each customer or project, will keep information from flowing and topics from getting mixed up.
How to write business contacts?
Below is an example of how to write a business contacts. The example sentences can be used by copying and pasting, so if you are not sure how to write a business contact, this is a must-see.
Example 1｜Request to adjust the schedule
The following is an example of how to write a business contact requesting the scheduling of a meeting or other event. When making a request, clearly indicate when you would like a reply by.
I would like to adjust the date and time of the first meeting regarding the 00 project.
We have listed the available dates from your schedule below, and we would appreciate it if you could reply to us by [by mm/dd/yy] with a date and time that you are unable to accommodate. If you are available for all of the dates listed below, please let us know by ✕✕ day(s).
・October ✕✕, 2023 10:00 am
・October ✕✕, 2023 11:00 am
・October ✕✕, 2023 3:00 pm
Thank you for your cooperation.
Example 2｜Reporting tardiness
The following is how to write a business contact reporting tardiness. When reporting tardiness, be sure to give three points: apology, reason, and estimated time to arrive at the office.
Good morning.
I am very sorry, but I will be late for work because all trains are out of service due to the accident that occurred on the 00 line.
×× train is expected to resume operation at x time, so I will arrive at work at x time.
I apologize for the inconvenience and thank you for your cooperation.
Summary of risks and alternative methods of taking business contacts on chat app
We have focused on the risks of using chat app for business contacts and alternative tools.
Using chat app for business contact increases the risk of information leakage from personal devices. In addition, important messages may be sent to the top of the list and cannot be viewed when necessary, which may hinder the progress of work.
Therefore, for business communication, “a tool that allows work information to be exchanged without anxiety and that stores information without leaking it” should be used instead of private chat apps such as WhatsApp.
For example, Stock introduced here is a tool that is protected by strict security standards and provides instant access to the exchanges you want to confirm information.
It only takes 1 minute to register for free, so using Stock and get rid of the risky business contacts on chat app.
