Not just knowledge intensive industries but even FMCGs competing for mindshare face this dilemma. On one hand you want to have your employees on your side by letting them into your plans and on the other you want to ensure they can keep a secret. The best policies and processes may not be enough to keep things in. Tough?
Especially if you are in projects which demand secrecy such as the defense forces or the intelligence agencies, it is a need and a matter of practice. The recent unveiling of the INS Arihant – India’s first nuclear powered submarine, is a case in point. Till the launch, employees always believed they worked on a different project altogether. Or was it a case of different people getting to touch only a part of the entire puzzle?
Research points out those organizations who keep employees regularly abreast of the company’s strategy and plans do much better than those who communicate lesser.
What if you are in the technology, energy, automotive or even say packaged food sectors?  What can organizations do to maintain a balance of sharing processes, plans and milestones yet keeping a firm hold on proprietary content? Packaging best practices, patented solutions, brand secrets, hiring plans, new launches and more – there are lots for organizations to lose.
A McAfee survey estimates that data leakage costs organizations $1.82 million on average per year. 33 percent of respondents believe that a major breach could potentially put them out of business, while 70 percent believe that a major breach could seriously damage their company’s brand.
I am aware of organizations which thrive on secrecy while others who bungle despite putting in stringent measures to control information flow. One such firm includes an annual exercise to share their vision on ‘trust’ and maintaining ‘company confidential information’. It even monitors e-mails and embeds code to block potentially information from leaking out. Separate monitored computers allow employees to access the Web. With the spread of social media, it is getting more and more difficult for organizations to keep a tab on data theft and information pilferage. According to a commentry on Jacob Neilsen’s Alertbox, ” it can be unnerving for traditionalist executives to see employees freely discussing company strategies. But loosening control of information on the intranet is a way to control a much bigger risk: that employees will spill the beans on Internet-wide social media. When people have internal media at their disposal, they’ll post their questions and comments there, as opposed to going outside”.
The McAfee  survey reports that ‘over 60% resort to dismissing employees found to be stealing or revealing company secrets but very few walk their talk when it comes to monitoring and educating employees.’
Here are some thoughts which I believe communicators can use to share the right message with employees.
To begin, it is essential to get employees thinking in terms of the common purpose and objectives. Help them understand their contribution in making the organization successful.
- Educate them on the downsides of information leakage – for example, impact to the project, the organization and finally their job.
- That apart, information can be placed at a common space for sharing within teams.
- Include employees in drafting the confidentiality policy and how they can enforce it.
- Appoint internal champions who can own sections of the program.
- Recognize their contribution and encourage open conversations.
- Share examples and scenarios of how information leaks can damage a brand.
- Invite senior leaders to come in to your team meetings and talk about how critical information protection is.
- Finally, monitor all start and end points of your process to close on gaps, if any.
Like they say – trust in God but lock your car!
