Company Secrecy: A Double-Edged Sword
21 October 2011
Read by 2053 persons
To avoid the release of strategic information, it is necessary to implement a protection and awareness system. Never forget that the smooth running of the organization also depends on information sharing.
"We are always the last to know. Whether it's a new recruitment, a new procedure, a promotional campaign…, our department head hides everything. We've come to believe he does it on purpose," explains Amina, executive assistant. In her company, it is not only her direct superior who acts in this way. From the boss to the courier, including the assistant, everyone cultivates their own little secrets. "Even for our half-yearly bonuses, the boss decided to give them at the last minute before the holidays, so as not to create unrest," she continues.
Of course, many companies are known for their cult of secrecy. In this respect, the New York Times published an article a few weeks ago on the cult of secrecy within Apple, a firm known for its rigor in managing information concerning the development of its products.
According to the article, this cult is taken very far, even within the company's own premises. Thus, there is obviously a strict division of departments with contracts clearly stating to employees not to communicate about ongoing projects. However, these measures can be considered passive, and the firm is very proactive when it comes to protecting its interests. Even employees sometimes receive false information to mislead and prevent any leaks.
This strong culture of secrecy is an important element of Apple's strategy. It helps maintain a high level of excitement for new products, with the complete list of features of a product benefiting from the cascade effect at the time of the announcement.
Obviously, this is about protecting strategic information for the group, which is legitimate. The American multinational is not the only one to scrupulously protect its integrity. Given the fierce competition in the current context of globalization, every company wants to know what the competitor is doing. And cases of economic espionage are legion all over the world. This is why many companies have taken draconian measures to prevent any intrusion or theft of documents. Moreover, this is why visitors are relieved of their mobile phones when accessing certain strategic locations that are only open to a select circle of carefully chosen managers.
In these cases, vigilance is quite normal because the future of the company is at stake. Imagine a copy of a product launched by a competitor even though the company that originated it has not yet finished testing! This is about protection from the outside world.
For strategic positions, confidentiality clauses are included in the employment contract
The danger is to maintain this practice in internal relations. It happens that managers refuse to communicate to preserve their influence over collaborators or colleagues. Some do it to destabilize others or simply because they don't believe it's necessary to communicate. However, the company feeds on information. In a more prosaic way, communication is the guarantor of smooth operation and social peace. Sharing is therefore essential… up to a certain level.
"The difficulty lies in defining the perimeter of secrecy. What is confidential for some is not for others. It all depends on the company culture," specifies Karim El Ibrahimi, CEO of RMS Conseil. Moreover, what is valid for large companies is not valid for SMEs or public companies.
Information deemed confidential also depends on the situation. Times of crisis can mean not sharing information. "We are currently managing an inexhaustible flow of information. One of the main difficulties facing companies today lies in transferring information to the right people at the right time," specifies Aziz Taib, HRD in an industrial group. For example, redundancies, promotions, remuneration policies… are all sensitive issues that it is important to handle discreetly. However, not being able to determine the right time to talk about it with the right words can lead to trouble. Rumors are indeed devastating because information is often distorted and therefore loses its meaning. Aziz Taib rightly points out that "transparency must be mastered and controlled" and points out, for example, that "if the promotion of a manager is not managed with caution, it can create tensions."
In the same spirit, Mohamed El Yousfi, CEO of LMM QSE, adds that it is important to know how to prioritize information by specifying what is publicly accessible, what should circulate within the company and what should remain totally confidential. The reason is that the company is not immune to acts of malice and, at a time of the boom in social networks, a disgruntled employee or one facing redundancy may very well spread confidential information at lightning speed. Several times, members of networks like Facebook have been caught red-handed.
Leaks can also be accidental, particularly due to negligence: employees who talk easily to everyone without realizing they are disclosing information useful to the competition, documents thrown in the trash without precautions, a poorly secured information circuit…
If responsibilities are defined from the start, it will be easier to prevent risks and identify sources in case of disclosure of confidential information.
Some companies therefore provide for confidentiality clauses in employment contracts or a charter applicable to all employees (multinationals in particular). Such a document sets out the behavior to be adopted and the types of remarks to be made internally to avoid any misunderstanding.
Brahim Habriche.
Lavieeco.com
Published October 5, 2011.
Posted online October 21, 2011.
"We are always the last to know. Whether it's a new recruitment, a new procedure, a promotional campaign…, our department head hides everything. We've come to believe he does it on purpose," explains Amina, executive assistant. In her company, it is not only her direct superior who acts in this way. From the boss to the courier, including the assistant, everyone cultivates their own little secrets. "Even for our half-yearly bonuses, the boss decided to give them at the last minute before the holidays, so as not to create unrest," she continues.
Of course, many companies are known for their cult of secrecy. In this respect, the New York Times published an article a few weeks ago on the cult of secrecy within Apple, a firm known for its rigor in managing information concerning the development of its products.
According to the article, this cult is taken very far, even within the company's own premises. Thus, there is obviously a strict division of departments with contracts clearly stating to employees not to communicate about ongoing projects. However, these measures can be considered passive, and the firm is very proactive when it comes to protecting its interests. Even employees sometimes receive false information to mislead and prevent any leaks.
This strong culture of secrecy is an important element of Apple's strategy. It helps maintain a high level of excitement for new products, with the complete list of features of a product benefiting from the cascade effect at the time of the announcement.
Obviously, this is about protecting strategic information for the group, which is legitimate. The American multinational is not the only one to scrupulously protect its integrity. Given the fierce competition in the current context of globalization, every company wants to know what the competitor is doing. And cases of economic espionage are legion all over the world. This is why many companies have taken draconian measures to prevent any intrusion or theft of documents. Moreover, this is why visitors are relieved of their mobile phones when accessing certain strategic locations that are only open to a select circle of carefully chosen managers.
In these cases, vigilance is quite normal because the future of the company is at stake. Imagine a copy of a product launched by a competitor even though the company that originated it has not yet finished testing! This is about protection from the outside world.
For strategic positions, confidentiality clauses are included in the employment contract
The danger is to maintain this practice in internal relations. It happens that managers refuse to communicate to preserve their influence over collaborators or colleagues. Some do it to destabilize others or simply because they don't believe it's necessary to communicate. However, the company feeds on information. In a more prosaic way, communication is the guarantor of smooth operation and social peace. Sharing is therefore essential… up to a certain level.
"The difficulty lies in defining the perimeter of secrecy. What is confidential for some is not for others. It all depends on the company culture," specifies Karim El Ibrahimi, CEO of RMS Conseil. Moreover, what is valid for large companies is not valid for SMEs or public companies.
Information deemed confidential also depends on the situation. Times of crisis can mean not sharing information. "We are currently managing an inexhaustible flow of information. One of the main difficulties facing companies today lies in transferring information to the right people at the right time," specifies Aziz Taib, HRD in an industrial group. For example, redundancies, promotions, remuneration policies… are all sensitive issues that it is important to handle discreetly. However, not being able to determine the right time to talk about it with the right words can lead to trouble. Rumors are indeed devastating because information is often distorted and therefore loses its meaning. Aziz Taib rightly points out that "transparency must be mastered and controlled" and points out, for example, that "if the promotion of a manager is not managed with caution, it can create tensions."
In the same spirit, Mohamed El Yousfi, CEO of LMM QSE, adds that it is important to know how to prioritize information by specifying what is publicly accessible, what should circulate within the company and what should remain totally confidential. The reason is that the company is not immune to acts of malice and, at a time of the boom in social networks, a disgruntled employee or one facing redundancy may very well spread confidential information at lightning speed. Several times, members of networks like Facebook have been caught red-handed.
Leaks can also be accidental, particularly due to negligence: employees who talk easily to everyone without realizing they are disclosing information useful to the competition, documents thrown in the trash without precautions, a poorly secured information circuit…
If responsibilities are defined from the start, it will be easier to prevent risks and identify sources in case of disclosure of confidential information.
Some companies therefore provide for confidentiality clauses in employment contracts or a charter applicable to all employees (multinationals in particular). Such a document sets out the behavior to be adopted and the types of remarks to be made internally to avoid any misunderstanding.
Brahim Habriche.
Lavieeco.com
Published October 5, 2011.
Posted online October 21, 2011.
