Leveraging Web 2.0 safely in the enterprise

How many times have you e-mailed yourself work just so you could continue a project at home or while traveling? Have you ever shared a file with a business associate using Google or Yahoo ?

If you answered "yes" or have tried any of the growing number of new social networks on the Web to overcome workplace collaboration challenges, you're not alone. In fact, researchers estimate that more than half of U.S. employees abandon enterprise tools when they need to work with applications outside of their organization to complete a project or task.

But while Web sites like Flickr , YouTube , Facebook, and LinkedIn make it easy to collaborate and share files, the services pose a significant risk for companies. Vital information can slip away from organization control and reduce the institutional knowledge base and the potential for its reuse, and there are a growing number of examples where the use of social networks has exposed sensitive business information to unwanted exposure and risk.

CIOs freely admit they're in competition with consumer Web services when employees look for tools to address their needs. But should organizations ban the use of consumer Web 2.0 services, or is there a way these technologies can be safely leveraged in the workplace?

[ See how security fears have meant banning Web 2.0 sites at some companies ]

One CIO tasked his IT team with meeting Web 2.0 head-on by providing enterprise services that are just as compelling and easy to use as consumer services. As a result, his organization is already offering collaborative Web services to more than 25,000 users via an enterprise portal. Users have just one place to visit to access a vast array of resources as well as all the content they create and share with others. Best of all, IT knows what's going on with information both inside and outside of the organization because users have little need for alternative collaboration tools.

Obviously, embracing Web 2.0 technologies won't happen overnight for every organization. Security remains a constant concern. That's why some analysts recommend experimenting within individual departments or in specific projects to help minimize the consequences that go along with learning new techniques. These risks are relatively minimal compared with data loss and exposure that could result from ignoring enterprise Web services altogether.

One key success factor associated with introducing collaborative services in the enterprise is a well-understood usage policy. Employees and partners must know what behavior and content is accepted, what is not, and be aware of the potential consequences of noncompliance. As users become comfortable with new services they may even become the system's own watchdogs, eager to protect their new Web community, just as they might in the physical universe.