Is it possible to keep communication secure with the end of Workplace?

The announcement of Workplace's closure took many organisations by surprise. The platform, which for years served as an internal communication channel, will be discontinued by 2026.

This means that institutions that have adopted Workplace as a central space for exchanging information, aligning teams and building corporate culture now face the challenge of finding secure and efficient alternatives.

In addition to the technical need for data migration, there is a direct impact on people's routines.

This is because many teams were used to the daily use of the platform, the risk is that, in the absence of proper planning, employees resort to informal and unmonitored channels, such as personal messaging apps.

An action that considerably increases exposure to information leaks and other security risks.

This moment represents not only a change in tool, but an opportunity for companies to rethink their internal communication strategy with a focus on security, governance, and engagement.

What changes with the end of Workplace?

Meta's decision to end the service by 2026 forces organizations to rethink their communication channels, looking for alternatives that keep teams engaged and efficient.

Among the main functions that will be lost are real-time collaboration spaces, thematic communities, live broadcasts to large internal audiences, and integration capabilities with other corporate tools.

Many communications and HR leaders also used Workplace for engagement campaigns, quick surveys and tracking engagement indicators.

The absence of these resources can generate a drop in the connection between teams, impacting the dissemination of strategic information. The most immediate risk with the closure of the platform is the discontinuity in communication between the teams.

Without a well-planned transition solution, there are chances that employees will seek unofficial channels, such as WhatsApp groups or other open networks, to meet the need for quick contact.

This practice can put confidential data at risk, in addition to making it difficult to control and govern information within the organization.

Another point of attention is the feeling of loss of belonging, because many companies have built on Workplace not only a communication channel, but also a cultural space, with:

• Recognition of employees;

• Celebrations of achievements;

• Awareness campaigns.

Ignoring this aspect during the transition can lead to disengagement and reduce the effectiveness of internal communication and safety actions. This is the ideal time to rethink processes and reinforce the digital security culture.

What are the main security risks in the transition from Workplace?

Transitioning from one internal communication platform to another involves a number of security risks that are often underestimated by organizations.

In the event of the end of Workplace, the main challenge is to ensure that all corporate information stored on the platform is migrated in a secure and controlled manner.

A poorly planned migration process can open loopholes for data leakage, especially when it involves the movement of sensitive files, conversation logs, and strategic documents.

Another critical risk is the increased use of unauthorized tools, the so-called Shadow IT.

When employees realize that they will lose access to a communication channel, the tendency is to look for quick and personal alternatives, such as instant messaging apps or uncontrolled cloud storage services.

This practice not only compromises the confidentiality of information, but also hinders the traceability of communications, leaving the organization vulnerable to attacks and incidents.

During the transition period, the exposure of strategic information also becomes a central concern.

Documents such as internal reports, business plans, and employee data can end up circulating in insecure environments, especially if there is no clear policy for migration and the use of new channels.

In addition, the rush to choose a new tool can lead to hasty decisions, prioritizing features over security and compliance with data protection regulations.

To mitigate these risks, it is essential that the company adopts a planned approach and with the support of areas such as IT and Information Security, it is essential:

• Map critical data;

• Establish access controls;

• Clearly communicate next steps;

• Provide training on the safe use of the new tools.

These are essential measures to protect the organization's digital assets during this phase of change.

How do I migrate from Workplace?

It is important to understand that this change involves much more than just choosing a new tool, it requires careful planning, attention to security risks, and a strategic eye.

Throughout the migration, organizations need to deal with challenges, in addition to ensuring that employees know how to use the new environment safely.

Therefore, it is essential that in this migration, leaders are attentive to reduce vulnerabilities and keep the flow of information aligned with the company's objectives.

Migration Planning

Before you start your migration, it's essential to conduct a detailed assessment of your team's needs.

Identify the features that are most used, such as discussion groups, live chats, video conferencing, and document storage.

That's because understanding which features are most critical to team productivity and collaboration will ensure that the new platform is selected based on real-world needs and prioritizes seamless communication continuity.

Once you've identified your identified needs, choose a platform that not only meets the functional requirements but is also compliant with the organization's security standards.

After choosing the platform, define a realistic timeline for the migration, with clear implementation and testing steps, ensuring that the process occurs efficiently and without major interruptions to the teams.

Ensuring Migration Security

During the migration process, it is essential to perform full backups of all data stored on the original platform.

This includes messages, shared files, images, and videos. The backup must be performed in secure environments and in multiple formats to ensure the integrity and recovery of the information in case of any error in the migration process.

Additionally, it is important to ensure that only authorized individuals have access to this sensitive data during the transition. Migration security also requires strict access control.

This means that during data transfer, there must be constant monitoring to ensure that access permissions are adequate and that sensitive data is not exposed or improperly accessed.

Also, it is essential that communications about the migration are clear, informing employees about how to access the new platform, what changes they can expect, and how security will be maintained throughout the process.

Implementation of Governance Policies

Establishing clear rules for the use of the new platform is crucial to ensure that internal communication practices remain secure.

These policies should cover everything from how data is shared to rules about storing sensitive documents.

It is also important to define who is allowed to create new groups or channels, ensuring that only authorized users can distribute critical information.

This helps minimize the risk of information being shared inappropriately.

Employees must be properly trained to understand new tools and security best practices when using them.

Additionally, training should be mandatory for all employees and cover topics such as creating secure passwords, using multi-factor authentication (MFA), and protecting sensitive data.

Monitoring compliance with security policies and conducting periodic audits are also key to ensuring that the governance of the new platform is maintained.

Post-Migration, with monitoring and Feedback

After the migration, continuous monitoring is essential to ensure that the new platform is working according to security and usability expectations.

As such, IT staff should conduct periodic data integrity checks and monitor for any behavior that may indicate a security breach.

It is also important to conduct regular audits to assess whether security policies are being followed correctly by employees.

In addition to monitoring, it is essential that employees provide feedback on the new platform. This will help identify areas for improvement, both in terms of functionality and security.

Continuous feedback can be used to adjust settings, update training, or even review usage policies.

With constant monitoring and the willingness to improve, the transition to the new platform will be safer and more effective.

PhishX in the Workplace transition

With the announcement of the discontinuation of Facebook Workplace by 2026, many organizations are faced with an urgent decision. How to ensure the continuity of communication without impacting the routine?

The good news is that, for those who already have PhishX, this impact is practically non-existent.

Our platform was developed precisely to operate fluidly in different corporate environments, with total flexibility and security.

PhishX offers native integrations with leading communication solutions on the market, such as:

• Microsoft Teams;

• Slack;

• Google Chat;

• Discord.

  
  

In addition to traditional channels such as email, SMS, WhatsApp and Telegram.

This means that actions such as segmented campaigns, training, phishing simulations, and internal communications can continue to happen normally, regardless of the channel.

Best of all, all without the need for coding or complex configurations, with a centralized and efficient management experience.

Our team has already accompanied the migration of companies from various sectors, such as financial, industrial, retail and government, ensuring zero interruption in communication and in the continuous process of security awareness.

At PhishX, we understand that security starts where people are, which is why our technology is ready to ensure that your internal communication flow remains active, engaged and protected, even after Workplace ends.

Ensure a safe and lossless transition, contact our experts, and keep your organization's security culture up and running.

The end of Workplace is not the end of your communication