In an era of rapid digital transformation and evolving threats, businesses are constantly on the lookout for threats that could compromise them. Ensuring they have secure internal communication is a non-negotiable – it helps protect sensitive data, ensure regulatory compliance, and prevent both financial and reputational damage.
In this guide, we’ll look at exactly what secure internal communication means in an enterprise context, along with the risks to be aware of and the best practice tips to protect your organization.
What is secure internal communication?
Secure internal communication refers to the systems that employees use to interact and share information with each other. For organizations with thousands of employees and global operations, secure internal communication helps things move at speed, while still having the layers of security required.
Why secure internal communication is critical for large enterprises
Secure corporate communication is always high on the agenda for large enterprises, due to the volume of sensitive information they have – from confidential strategy and HR data to customer insights and intellectual property.
Data breaches can have devastating consequences, including:
- Regulatory fines (GDPR, HIPAA, CCPA, etc.)
- Reputational damage that erodes employee and client trust
- Losses in productivity from operational disruptions
- Legal liabilities impacting financial health
Secure internal communication ensures only the right people have access to the right data. This prevents data leaks, and ensures organizations are meeting both national and global data protection obligations.
It’s not just about safety either. Leading companies now view secure internal communication as a strategic asset – not just a risk-mitigation tactic. By having this in place, you can make sure that the information employees rely on is accurate, up to date, and tamper-proof. This increased level of data integrity gives them the confidence to make faster decisions – increasing pace and productivity.
Common security risks facing internal communications
Modern communication tools have made it easier for people to work from anywhere on any device. However, this flexibility also introduces several risks:
Shadow IT
Employees are increasingly using personal messaging apps such as WhatsApp and iMessage for quick fixes when corporate tools fall short. A 2023 study by Devo saw 96% of IT security professionals admit to someone at their organization using unsanctioned AI tools, while data from IBM shows that 1 in 3 breaches involved shadow data.
This can lead to massive compliance and security risks, and is a particular worry in highly regulated industries, such as banking or healthcare.
Phishing and social engineering
Cybercriminals frequently exploit internal communication tools such as email, instant messaging, and collaboration platforms to deliver phishing campaigns and conduct social engineering attacks. These attacks often mimic legitimate internal messages, making them difficult for employees to detect. A single successful phishing attempt can compromise login credentials or deploy malware.
Unauthorized access
Poorly configured access controls can lead to unauthorized individuals viewing or even manipulating sensitive data. This risk is amplified in large organizations for two reasons. Firstly, they tend to have complex permission hierarchies which can create confusion. Secondly, enterprises that need to rapidly onboard and offboard a high volume of employees on a regular basis can see permissions slip through the net.
Data interception
Unsecured communication channels – such as unencrypted emails or legacy messaging systems – pose a significant risk, particularly when used over public or compromised networks. As remote and hybrid work becomes the norm, employees often connect from cafés, airports, or home networks that may lack robust security.
Human error
Even the most secure systems are vulnerable to simple human mistakes. Employees may send sensitive documents to the wrong recipient, share confidential files in public channels, or mistakenly grant access to external users. These errors can lead to data exposure, compliance violations, and reputational damage.
Did you know: Unily’s research of frontline workers saw 42% of healthcare workers admit to sharing sensitive information such as customer data via unofficial channels, showing the importance of a governed digital workplace.
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Secure corporate communications: Best practices & methods
Your enterprise can’t afford to leave security to chance. At Unily, we work with HR and IT leaders at some of the world’s most iconic brands, and here are some best practices we’ve seen that help secure internal communication:
1. End-to-end encryption
Ensure all messages, files, and content are encrypted in transit. Only the sender and authorized recipients should be able to read communications.
2. Role-based access controls
Assign granular permissions so people only access relevant information. This is especially important when trying to scale the use of governed AI within your organization – something many enterprises are in the process of doing.
3. Multi-factor authentication (MFA)
Enforce strong sign-in requirements to block unauthorized entry – even when credentials are compromised.
4. Regular audits and monitoring
Monitor communication channels with audit trails. Conduct regular reviews to ensure adherence to policy and regulatory requirements.
5. Employee training and awareness
Continuous training ensures your people recognize phishing attempts, understand the importance of strong passwords, and are keeping systems secure. Especially when it comes to frontline workers, it’s important your training is tailored in a certain way – check out our in-depth frontline training guide for more information!
6. Policy enforcements
Consider putting rules in place prohibiting consumer apps for business communication. Only deploy approved solutions equipped with compliance and governance features – this means you’re not restricting, just replacing.
7. Secure mobile access
Use secure employee apps that offer consumer-grade experiences, but with enterprise-grade security. Ensure these are equipped with device-level protections, and are kept up to date. Using a platform like Unily means a single-pane-of-glass experience where the platform is accessible and secure from all devices.
The role of an intranet in secure internal communication
Intranets, also known as employee experience platforms (EXPs), are becoming the backbone of secure corporate communications for large, complex organizations. Here’s how a modern EXP enables both productivity and protection:
A single source of truth
By offering integrations with your existing tech stack, a modern EXP enables all communication and collaboration to occur in a secure, governed environment. This not only improves compliance, but reduces the need for people to app switch or remember multiple passwords.
Content targeting
Messages, updates, and resources can be tailored based on role, location, function and more. This means they reach only the intended audience – reducing both risk and confusion.
Real-time and company-wide reach
A modern EXP enables you to communicate seamlessly from HQ to the frontline across web and mobile channels – while maintaining centralized oversight. This eliminates the need for comms teams to duplicate work, and bridges the gaps between functions. It also means everybody is fully aware of company strategy and messaging, regardless of where they work.
Shadow IT elimination
By offering easy, instant messaging and collaboration tools within the platform, across all devices, employees don’t have to rely on unsanctioned consumer apps, removing the costly compliance risk.
Secure by design
Industry-leading EXPs are certified to enterprise-grade standards, demonstrating commitment to ongoing risk management. Encryption levels are also woven throughout the platform – for example secure instant messaging by default
Streamlined user management
Granular permissions and single sign-on simplify user authentication and reduce vulnerabilities associated with password sprawl.
What to look for when choosing a secure employee experience platform
Below is a framework to evaluate platforms for secure internal communication. This table provides a checklist of the capabilities and certifications that matter most for global organizations:
|
Feature |
Why it matters |
|
End-to-end encryption |
Protects messages and files in transit and at rest |
|
ISO 27001, SOC 2 Type II certification |
Demonstrates robust, independently audited security controls |
|
Role-based access controls (RBAC) |
Prevents unauthorized access to sensitive information |
|
Multi-factor authentication (MFA) |
Reduces account compromise risk |
|
Governed mobile app |
Enables secure internal communication everywhere employees are |
|
Integrated audit logs |
Provides transparency for compliance and incident response |
|
Data loss prevention tools |
Detects and blocks unauthorized data sharing |
|
Real-time instant messaging |
Bridges HQ-frontline divide and eliminates shadow IT |
|
Advanced analytics & reporting |
Tracks adoption, detects anomalies, and informs decision-making |
|
Seamless third-party integrations (M365, HR apps, etc.) |
Ensures platform grows with business needs while maintaining security |
|
Global and sector compliance (GDPR, HIPAA) |
Meets industry and jurisdictional data requirements |
Practical tips for business leaders to secure internal communication
Implement regular security reviews
Security is not a one-time task – it’s a continuous process that should evolve alongside your business operations and the threat landscape. Build scheduled security reviews directly into your internal communication policy, whether quarterly, biannually, or aligned with organizational milestones. These reviews should assess current tools, evaluate access controls, identify emerging threats, and test the effectiveness of existing protocols. Include stakeholders from IT, HR, and department leads to ensure a holistic view. Scheduling these reviews ensures you proactively adapt rather than react.
Foster a security-aware culture
Technology alone doesn’t protect an organization. People also play a crucial role. Establish a security-first mindset across all departments through mandatory awareness campaigns. Partner with IT and HR to deliver training tailored to different employee roles – from frontline staff to office-based executives. Go beyond generic e-learning modules by incorporating phishing simulations, real-life case studies, and interactive workshops. You should also reward safe behavior and make reporting suspicious activity easy – a culture that prioritizes security makes it far harder for attackers to succeed.
Audit tool adoption regularly
Conduct regular audits of the tools and platforms employees are using, especially as teams experiment with new apps or bring in personal favorites. Use endpoint monitoring, app discovery tools, and employee surveys to identify what’s really in use. Replace unauthorized or insecure tools with vetted, enterprise-grade alternatives – the key is to provide sanctioned options that are just as convenient and functional.
Leverage analytics
Modern communication platforms generate valuable data – not just on usage but also on behavior. Ensure you use advanced analytics tools that go beyond measuring engagement metrics. Examples include detecting anomalies such as unusual login patterns, data access spikes, or communication across suspicious domains. These indicators can serve as early warning signs of threats or compromised accounts.
Enable employee feedback
Regularly solicit employee feedback from employees through surveys, interviews, or workshops to understand pain points, security concerns, and real-world workflows. Pay special attention to the needs of frontline workers, who may have unique constraints. Use this feedback to inform technology choices, adjust training content, and refine policies. When employees feel heard and see their input reflected in changes, adoption increases – and so does your overall security level.
Secure internal communication: A safety net and rocket fuel for growth
When information flows freely but securely your enterprise is able to both minimize risk and maximize gains. Siloes are broken down, work gets done faster, and business goals can be achieved. By combining the right technology with the right processes, business leaders move from reactive compliance to proactive protection – and accelerated growth.
Unily’s employee experience platform was created to meet the needs of the world’s most demanding enterprises – blending security, user experience, and operational insight to drive measurable business value. Crucially, it ensures organizations don’t have to choose between speed and security.
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