As organizations rush to modernize their communications infrastructure, compliance and regulatory concerns can sometimes present obstacles.
These challenges often leave IT and compliance teams questioning how to introduce innovative tools without creating new risks.
In a recent UC Today session, Adam Freeman, Senior Unified Communication Specialist at Global Relay, highlighted how firms can embrace new collaboration tools without risking regulatory violations.
“Compliance teams are naturally risk-averse,” Freeman noted. “There’s always a temptation to block channels or communication types, but long-term prohibition is not feasible. Employees will find workarounds, often outside the official IT framework, which can create even greater compliance risks.”
The tension is clear: how can organizations innovate while ensuring employees do not inadvertently breach regulatory requirements?
Traditional strategies often involved banning platforms or restricting communication channels outright. While this may seem secure, Freeman warns that such approaches can backfire. Staff may resort to unmonitored messaging apps, personal devices, or shadow IT solutions, increasing the likelihood of data loss, information leakage, or regulatory breaches.
Organizations must grapple with fundamental questions: How do we ensure collaboration without compromising security? How do we maintain audit trails without stifling productivity? And critically, how do we create a culture that embraces compliance rather than resents it?
Proactive Security and Vendor Selection
Businesses should invest in secure, scalable, and compliant tools from the outset, rather than attempting to retrofit controls later.
“Waiting until a problem arises is no longer an option,” Freeman added. “Proactive security and careful vendor selection are the cornerstones of sustainable technology adoption.”
Organizations should prioritize tools with robust encryption, access controls, and comprehensive audit logging.
Beyond features, vendor reliability and support capabilities are essential – especially for multinational firms requiring consistent service across multiple regions.
Freeman also highlighted the importance of Proof of Concept (POC) testing, allowing organizations to evaluate platform functionality, integration potential, and compliance suitability before committing to large-scale deployment.
“Technology exists now to solve many challenges that previously led organizations to ban certain messaging platforms,” he added. “With AI-driven monitoring and advanced surveillance tools, firms can innovate confidently while staying compliant.”
Phased rollouts, supported by targeted training and proactive monitoring, allow organizations to address issues early, rather than reactively scrambling to fix problems after deployment.
“Investing time, resources, and careful planning up front avoids expensive mistakes,” Freeman said. “Collaboration technology should empower employees, not restrict them, while keeping compliance intact.”
Future-Proofing Collaboration
Looking ahead, organizations must adopt a flexible mindset to respond to regulatory changes, emerging technologies, and evolving employee work patterns. Freeman recommends regular audits, continuous employee training, and ongoing vendor engagement to ensure platforms remain effective and compliant.
The challenge goes beyond technology – it’s also cultural.
Companies must foster an environment where employees understand compliance requirements as a shared responsibility rather than a bureaucratic burden. Freeman stressed that embedding these practices early can transform compliance from a perceived barrier into a competitive advantage.
With careful planning, technology investments, and cross-functional collaboration, organizations no longer need to view compliance as an obstacle to innovation. Instead, it can be a guiding framework for secure, efficient, and future-ready collaboration.
