Work Messages Are Never Truly Private
When the NZ Herald asked us to comment on workplace messaging risks, we were glad to contribute. It’s a topic that catches many small businesses off guard – often waay too late, after casual (funny/personal/sarcastic/poorly timed) comments end up in formal processes or public forums.
The article focused on emails and internal messaging platforms like Slack and Teams. But the same risks apply to social media, texting, and even private group chats. Digital messages feel informal, but they form permanent records. And in New Zealand workplaces, screenshots are showing up in disciplinary processes, personal grievances, and media stories more and more frequently.
The real risk? False confidence.
There’s something about a computer screen that lulls us into a false sense of fluidity and security. Messages are typed quickly, shared casually, and often sent without a second thought. But that sense of privacy is misleading.
We’ve seen it firsthand (even just typing these out makes me feel a bit sick):
- A frustrated Slack message screenshotted and sent to a director
- A sarcastic comment in a group chat used as evidence in a personal grievance
- A forwarded email that was never meant to be shared, now part of a formal investigation
These moments don’t just cause embarrassment. They fracture trust, damage reputations, and trigger costly legal processes. For small businesses, the impact is often disproportionate. We’ve seen one careless message undo years of goodwill and cost tens of thousands of dollars.
At FixHR, we aim to help businesses prevent these moments before they happen. The pain worth preventing isn’t just in the fallout—it’s in the realisation that something meant to be off-the-cuff is now on the record. A moment of venting has become a serious liability. A team member feels exposed, misunderstood, or betrayed. Once a message is out there, you can’t take it back. We teach our kids this valuable lesson. The important thing is to choose how you communicate going forward.
Five ways to stay safe and professional in digital comms
Formulate a workplace policy that addresses this topic head-on. We need to set our workplaces up so there are no excuses for poor standards or behaviour. These standards must be set and maintained by everyone in the organisation. Do not think for a second that being the director, senior management, or a family member allows you to skirt around them.
Your policy should cover, at minimum:
- Use work channels for work topics
- Keep messages respectful and clear
- Avoid sarcasm, gossip, or venting in writing
- Assume your messages could be seen by others
- Choose the right channel – some things are better said face-to-face
Social media adds another layer of risk
Social media is another channel of digital dialogue. It blurs the line between personal and professional, and that’s where the danger lies. A casual comment in a private message, a reaction to a team member’s post, or a screenshot shared in a group chat can all become part of a workplace issue.
Even when staff use their own accounts, their behaviour can reflect on your business. A poorly worded post, a heated comment, or a joke that doesn’t land can quickly escalate, especially if clients, colleagues, or competitors are watching.
The risk isn’t just reputational. Social media interactions can trigger formal complaints, breach confidentiality, or violate company values. And unlike internal emails, social media posts are often public, permanent, and searchable.
What can small businesses do?
You don’t need a 20-page policy. But you do need clarity. Here are a few practical options:
- Create a short social media guideline that outlines what’s expected—especially around tone, confidentiality, and representing the business
- Clarify what’s private and what’s not. Many staff assume DMs are off-limits, but screenshots change that
- Encourage staff to pause before posting, especially when emotions are high
- Make it part of onboarding so expectations are clear from day one
- Review your policy annually as platforms and norms evolve
We published a blog back in August last year about formulating a good communications policy in the workplace. Review that here if this is something you’re planning to draft.
At FixHR, we help businesses write policies that people actually read and follow. The goal isn’t control. It’s clarity, trust, and protecting the culture you’ve worked hard to build.
Clarity Beats Complexity
Managing digital communication risks can feel overwhelming. Platforms evolve, tone gets misread, and the line between personal and professional is blurry at best. But it’s not too hard. With a few clear expectations and a culture of respect, your team can stay ahead of the curve and avoid the pain of misused messages, misunderstood intent, or a screenshot that turns into a formal complaint.
The payoff? Fewer surprises, stronger trust, and a workplace where people speak up with confidence, not fear. We recommend treating every message as if it could be read aloud in a meeting. It’s not about fear, it’s about clarity, respect, and protecting your business.
Reach out if you’d like to talk to us about your options with this.
If you missed the NZ Herald article, you can read it here.
