What is Digital Communications Governance and Why Is It So Important

Imagine this – you have a bunch of hallways in your office, filled with important documents and conversations happening everywhere. People are talking on the phone, leaving sticky notes on desks, and sending emails back and forth. This is what it’s like for companies today with all their emails, chats, social media messages, video conferences, and even voicemails. All this communication creates a goldmine of information, but it can also be a mess if not managed properly.

Digital Communication Governance (DCG) is like having a filing system for all those hallways, but even more sophisticated. It helps keep everything organized, so you can find what you need easily and make sure nothing gets lost. Think of it like a system that sorts all those sticky notes, phone conversations, and emails into labeled folders, with clear rules about who can access them and for how long.

Why is Digital Communications Governance important?

Here’s why DCG is important:

• Avoid getting fined: Just like getting a parking ticket, companies can get fined a lot of money if they don’t handle their communications data properly. Different industries have different regulations, and DCG helps you follow the rules for your specific area. For example, in the healthcare field, there are strict guidelines about protecting patient privacy. DCG ensures you meet those standards.
• Protect your reputation: If customer information leaks out, it can be a big mess. Hackers can steal this data and use it for fraud or identity theft. Even if it’s not a malicious attack, simply losing track of sensitive information can damage your customers’ trust. Digital Communications Governance helps you keep things confidential, so you can build trust with your customers and avoid a public relations nightmare.
• Save money: Having a good Digital Communications Governance system can help you avoid big fines and data breaches, which can be very expensive. But it can also save you money in other ways. By keeping your communications organized, you can find information faster and avoid wasting time digging through emails or voicemails. Additionally, by automating some of the tasks associated with data governance, such as data deletion, you can free up employee time to focus on more strategic initiatives.

Beyond Compliance: The Advantages of a Robust Digital Communications Governance Strategy

While avoiding fines and protecting your reputation are crucial aspects of DCG, there are additional benefits to consider. A well-designed DCG strategy can empower your organization to:

• Improve Collaboration: By ensuring everyone has access to the information they need, when they need it, DCG can foster better collaboration across teams. This can lead to faster decision-making and improved project outcomes.
• Boost Employee Productivity: Imagine wasting hours searching for a specific email or voicemail. By making it easier to find information, DCG can help employees save time and be more productive.
• Enhance Risk Management: DCG can help you identify and mitigate potential risks associated with your communications data. For example, you can use DCG tools to monitor for keywords or phrases that could indicate fraudulent activity.
• Gain Valuable Insights: The data captured through your DCG platform can be a valuable source of business intelligence. By analyzing this data, you can gain insights into customer behavior, employee sentiment, and market trends.

Taking the First Steps Towards Effective DCG

Here’s how DCG works in 5 steps:

1. Make a map: Figure out all the different ways your company communicates, like email, chat, social media, video conferencing, and even voicemails. This might seem simple, but with the ever-growing number of communication tools, it’s surprising how many companies don’t have a clear picture of everything they’re using.
2. Control who can see what: Just like giving keys to different rooms in your office, DCG lets you control who has access to different types of communication data. The sales team might need access to customer chat logs, but the marketing team probably doesn’t. DCG helps you set clear permissions to make sure sensitive information stays in the right hands.
3. Set rules for storage: Decide how long you need to keep different types of information. Legal requirements might dictate how long you need to store some data, while other information can be safely deleted after a certain period. DCG helps you set clear rules and automate the process of deleting old data, so you don’t end up with overflowing digital filing cabinets.
4. Get the right tools: There are special programs that can help you collect, store, and organize all your communication data. These DCG platforms can be complex, but they offer a range of features like automated data capture, data encryption, and even artificial intelligence that can help you categorize and analyze your communications data.
5. Keep improving: As technology changes and new rules come out, you need to update your DCG system to keep up. Think of it like your office filing system – if you never clean it out and reorganize, it will eventually become outdated and unusable. By regularly reviewing your DCG strategy and incorporating feedback from your employees, you can ensure your system stays effective. This can involve:

• Scheduling regular check-ins: Set aside time to review your DCG policies and procedures. See if there are any areas where things can be improved or streamlined.
• Encouraging employee feedback: Ask your employees for their input on how the DCG system is working for them. Are there any challenges they’re facing? Do they have suggestions for improvement?
• Staying up-to-date on regulations: The regulatory landscape is constantly changing. Make sure you’re aware of any new rules or requirements that may impact your DCG strategy.

Conclusion

Digital Communication Governance (DCG) is no longer an optional add-on for businesses. In today’s digital world, it’s essential for ensuring compliance, protecting your reputation, and even boosting your bottom line. By taking a proactive approach to DCG, you can ensure your organization is well-positioned to thrive in the digital age.