Choosing secure messaging tools for teams
How to choose a secure messaging tool for your team: end-to-end encryption, metadata, group rules, adoption and the questions to ask before you decide.
Short answer
Choose a messaging tool by your risks, not by brand. Prefer end-to-end encryption that is on by default, then check who can see metadata, how the tool handles phone numbers and backups, and whether your contacts will really use it. Agree simple group rules, such as disappearing messages and no sensitive files in large groups, and review the choice regularly.
Key points
- End-to-end encryption means only the sender and receiver can read messages.
- Encryption does not hide metadata: who talks to whom, and when.
- A secure tool that nobody uses gives no protection; adoption matters.
- Set group rules: who joins, what is shared, and how long messages stay.
- Choose by your risks and review the choice at least once a year.
What makes a messaging tool secure?
Teams send plans, photos, locations and sensitive reports through chat apps every day. If messages can be read by others, the harm may fall on colleagues, partners or the people you serve.
The Electronic Frontier Foundation (EFF) explains end-to-end encryption this way: a message is turned into a secret message by the sender and decoded only by the final recipient, so no one in the middle can listen in, including the app itself. This differs from transport-layer encryption, which only protects messages on their way to and from the app's servers. With transport encryption, the provider can see unencrypted copies.
So the first question to ask is simple: is end-to-end encryption available, and is it on by default? EFF notes that when a messenger offers a special "secret" mode instead, people can forget to turn it on.
What does encryption not protect?
Encryption protects the content of messages. It does not hide the fact that you are communicating. EFF notes that end-to-end encryption does not protect metadata, such as who you are talking to and when. Location can also be metadata when you use a phone. Sharing links can leave a trail too.
Also remember that encryption protects messages in transit, not a phone that is unlocked, stolen or checked by someone in person. Our guide on digital security basics covers device protection.
Which questions should you ask before choosing?
Security in a Box lists questions to ask about any tool. Adapt them for your team.
| Question | Why it matters |
|---|---|
| Does it use end-to-end encryption by default? | Protects content from the provider and from network snoops |
| Who develops and runs it, and how has it handled problems? | Trust in the people behind the tool |
| Is the code open to inspection or independently audited? | Experts can check it works as claimed |
| What personal information does it need, such as a phone number? | Affects your privacy and your contacts' privacy |
| Where are the servers, and what can authorities request? | Legal exposure of stored data |
| Is it easy to use and affordable? | People abandon tools that are hard or costly |
No tool scores perfectly on every row. Use the table to compare options and to understand trade-offs.
Why does adoption matter?
EFF makes a point that is easy to miss: an app with great security features is worthless if none of your contacts use it, and the most popular apps vary by country and community. In some places, using a particular app may itself draw attention, and EFF warns that users could be endangered if their use becomes known.
For a team, this means two checks. First, will staff, partners and communities actually install and use it, on their phones, on slow connections? Second, is it safe to be seen using it where you work? Ask your local team members, and do not decide only from a desk.
How do you choose in five steps?
- List your risks. Who could read your messages, and what could happen? See your risk assessment.
- List what you share. Plans, photos, locations, personal data, funding documents.
- Shortlist two or three tools that meet your risks and that your contacts can use.
- Test with a small group for two weeks, on real devices and connections.
- Decide and write it down. Say which tool is for which type of information.
What group rules should you set?
Good tools can still be used badly. Agree these rules:
- Who may join, and who approves new members of a group.
- Verify new contacts before sharing anything sensitive. Many tools let you check a contact's security code in person or by call.
- Use disappearing messages for sensitive topics, and set a time that suits your work.
- Keep sensitive files out of large groups. The more people in a group, the more phones that can be lost.
- Remove people who leave the organisation, and review groups every quarter.
- Do not forward private messages without permission.
Also check backup settings. Backups of chats stored in a cloud account may not have the same protection as the chat itself, so decide whether to switch them off for sensitive groups.
Match the tool to the task
Many teams use two layers. A familiar app handles routine coordination, such as meeting times. A more protective tool handles sensitive topics, with strict rules. Record the two layers in a one-page guide, and train staff to pick the right one. For data you must record formally, see our guide on data protection for NGOs.
Review regularly
Tools change, laws change and risks change. Review your choice at least once a year, and after any incident or major shift in your context.
How EMPO can help
EMPO is a reliable, Myanmar-based training and consultancy provider and one of the country's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. We deliver training online or in person across Myanmar, in English and Burmese, and can build a session around your team's communication and security needs. See our services or contact us.
Sources
- Communicating With Others — Electronic Frontier Foundation, Surveillance Self-Defense, 2024
- Thinking About What You Need In A Secure Messenger — Electronic Frontier Foundation, 2018
- How does Security in a Box work? — Front Line Defenders
Questions people ask
Is WhatsApp secure enough for NGO work?
WhatsApp uses end-to-end encryption, according to EFF, but it is closed-source and owned by Meta, and metadata is still collected. Whether it is enough depends on your risks, so assess them first.
What is the difference between end-to-end and transport encryption?
End-to-end encryption protects a message from sender to recipient, so even the service cannot read it. Transport encryption protects it only on the way to and from the service's servers.
Should we use one tool for everything?
Not always. Use a simple, widely used tool for routine coordination and a more protective one for sensitive topics. Write down which tool is allowed for which type of information.