The Right App Can Save You Time and Money

June 10, 2025

By

Stephanie

X

min read

The Right App For Your Business Can Save You Time and Money

 

We live in times where a quick web search would have you believe there’s an app solution for any problem … and there is - you can buy off the shelf options for pretty much every issue. However, most of these apps only deal with a single issue – what do you do if you have more than one problem that needs fixing? Or if you need multiple functions in a single piece of software to suit how your business works? Increasingly people are coming to the realisation that it’s the right app that is the real key to success; one that does it all. So how do you make sure you get the right app, and what does that even really mean?

 

What’s the Problem?

 

Most off the shelf software tools tackle the biggest and most obvious challenges which on the face of it sounds great, but they’re designed to suit basic requirements without any consideration to the complexities of individual businesses.

 

Take booking platforms as an example. There are loads of different versions out there but what you see is what you get; you need to change the way your business works around the app which can mean huge shifts in process and procedure. Similarly, the way you book meetings or appointments for your business can be totally unique to you, so you need solutions that suit you exactly. When you adopt new software, you should always be confident that it’s going to improve your situation, not hinder it.

 

Business is fast moving in the current world. You need to be adaptable and ready to make changes quickly. Off the shelf apps can seem like a great solution, but you are very much beholden to the updates the developer pushes out. This means that software which initially feels revolutionary can rapidly start to become a huge limitation to growth … nobody wants to watch on as their competitors move forward while they stagnate thanks to crucial software they’ve become wedded to.  

 

These problems can lead to real time sink and hidden costs. You need your business to fully embrace the software, but that can be hard if it doesn’t suit the processes you’ve had in place for years. For example, if you buy ticketing software that does 75% of the tasks you want it to, what happens to the remaining 25%? Either it gets forgotten and becomes a massive issue further down the line, or you’re asking your team to have 2 procedures… one for the app, one for the rest. This inevitably causes confusion and time wastage.

 

While off the shelf solutions can initially seem considerably cheaper, actual return on investment calculations often show an entirely different story. Many software solutions are incredibly feature heavy, but they’ll be bells and whistles which you don’t really need yet are still paying for. However, as we’ve already discussed, because it’s not software built exactly to your requirements there’s likely to be gaps that need to be filled … this means you’ll be forking out more for solutions and secondary software that often doesn’t integrate with the original piece you bought.

 

These factors are huge drivers of the recent and ongoing shift to custom software.

 

Custom App Development

 

We’re seeing a huge increase in businesses turning to us for custom software and apps developed to eliminate time sinks and unexpected, increased costs.

 

We build apps from the ground up, specifically designed to meet the needs of our clients, not the needs of the masses. We work together to ensure that all the issues are being tackled by what we create; even more importantly we always build apps that can grow as our clients do. It’s rare that version one of any software is the version that will still be in use five years later … apps should evolve regularly so they suit the business at that point. If you don’t expect your business to stay stuck in in time, then you certainly shouldn’t accept it from your software. Technology should always support your business in whichever way you need it.

 

We understand costs too. We work with you to make sure that you’re not paying for redundant features and that all the integrations you need are built in from the very start. Our goal is to make sure that the app we build becomes ‘your app’, exactly what you want it to be. Our software development puts your business at the front of all considerations – at the end of the day nobody knows your business like you do so we’ll involve you every step of the way. Custom apps often end up being much more cost effective than the alternatives in the long run. The ability to include all the elements you want combined with monthly maintenance packages means you always have clear visibility of the real cost.

 

 

By providing organisations with exactly what they want, exactly what they need, and exactly what they expect, we’re helping our clients to save time, money, and resource – get in touch with us to have a chat about how a custom app can help grow your business!

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Organisations are always on the lookout for efficient and accessible communication tools, and due to their widespread use and user-friendly interfaces, peer to peer messaging apps like WhatsApp, Telegram, and Signal often seem like perfect choices for both internal and external communication . As most people are already familiar with these apps, they find them easy to use and comfortable for communication anytime, anywhere. However, despite their convenience, using these platforms for business purposes carries significant risks that may jeopardise security, compliance, and operational integrity.

Security Risks: Infiltration and Bad Actors

One of the primary concerns for businesses using instant messaging apps is the risk of infiltration by bad actors. Accounts are often linked to phone numbers, which can be easily obtained or spoofed. This opens the door for hackers to infiltrate group chats, posing as legitimate members. Once inside, these bad actors work to access sensitive information, introduce malware, or manipulate communications for fraudulent activities.

The end-to-end encryption that many of the platforms boast, while providing a layer of security, is not foolproof nor a defence against many attacks. If a device, user or user account is compromised, the encryption becomes irrelevant as attackers can read information directly or from the device. Businesses might not have the necessary controls to monitor and protect every device their employees use, increasing the vulnerability to such breaches. Many employees may use their personal devices for business communication, which often lack the robust security measures found in corporate-managed devices, escalating the risk of data breaches.

"Your mobile device is the Trojan horse in your pocket." – Bruce Schneier, Security Technologist and Author

Identity Verification: Who Are You Really Talking To?

Another significant risk is the difficulty in verifying the identity of the person you are communicating with. Unlike business communication systems that use domain or other user verification which are defined by policy and controlled by IT departments, instant messaging apps do not provide a robust mechanism for identity verification. This makes it challenging to ascertain whether the person or group you are communicating with is indeed who they claim to be.

Phishing attacks exploit this vulnerability. By creating fake profiles or hijacking existing accounts, attackers deceive employees into sharing confidential information or performing actions that compromise the business. The lack of a formal verification process makes such platforms an attractive target for malicious activities.

It is alarmingly simple for bad actors to steal photographs and gather personal information from social media platforms to create convincing fake profiles. By combining a stolen image with a spoofed phone number, an attacker can easily impersonate a trusted colleague, brand or contact. This impersonation can easily deceive employees into believing they are communicating with a legitimate individual, making it much easier for the attacker to extract sensitive information or distribute malicious links.

Phishing: A Growing Threat

Phishing remains a pervasive threat on all communication platforms, with attackers using phishing techniques to trick employees into clicking malicious links, downloading harmful attachments, or divulging sensitive information. These attacks can be highly sophisticated, often mimicking legitimate communications from colleagues or business partners.

Since communication sent on instant messaging apps is generally perceived as more personal and less formal than emails, employees might be less vigilant when interacting on this platform. This relaxed attitude can lead to lapses in judgement, making them more susceptible to phishing scams.

Spear Phishing, where context and tone of voice are used to defraud the victim is made easier with access to rich conversation and activity histories shared online.

Compliance and Legal Concerns: Terms of Service

Beyond security risks, there are significant legal and compliance concerns associated with using peer to peer apps for business communications. For example, according to WhatsApp's terms of service, the app is not intended for business use unless through a WhatsApp Business account. Regular accounts used for business purposes violate these terms, potentially leading to account suspension or termination. This is generally the case across all similar platforms.

Using these tools without adhering to their terms also poses compliance risks, particularly for industries with strict regulatory requirements. For instance, financial services, healthcare, and legal sectors have stringent data protection and communication archiving mandates. This twinned with the lack of formal oversight and control mechanisms on instant messaging apps makes it difficult for businesses to comply with these regulations, exposing them to legal penalties and damage to their reputation.

Data Privacy and Retention Issues

Messages sent via instant messaging apps are stored on individual devices and on the service providers servers. Businesses have limited control over how data is stored, accessed, and shared. This decentralised approach to data management increases the risk of data leaks and unauthorised access.

If your organisation need to retain communication records for auditing and legal purposes, you will find that most instant messaging apps do not provide tools to efficiently archive and retrieve messages, or identify sensitive data, making it challenging to meet legal and regulatory requirements for data retention.

When sensitive business data and conversations are conducted on personal devices, companies lose control over content and have no means of monitoring or accessing what has been discussed. This fragmentation leads to significant gaps in security and accountability, making it difficult to enforce corporate policies and ensure compliance with legal and regulatory requirements. Without centralised control and oversight, organisations are unable to maintain a cohesive record of communications, potentially leading to mismanagement, data leaks, and an inability to respond effectively to security incidents.

"Effective oversight of staff communications is crucial for maintaining security, compliance, and operational integrity." – Theresa Payton, former White House CIO

A Need for Caution

While instant messaging apps offer convenience and widespread adoption, their use for business communication comes with significant risks. Security vulnerabilities, identity verification challenges, phishing threats, and compliance issues mean they should be carefully considered, and subject to clear policy guidance. Businesses should consider more secure and compliant communication tools designed specifically for corporate use. These tools offer better control, monitoring, and security features, ensuring that business communications remain protected and compliant with relevant regulations.

It's important that whatever your policy, the tools you use reflect those priorities and any gaps in enforcement can be easily identified and mitigated.

In summary, while instant messaging apps can be handy tools for informal and personal communication, businesses must exercise caution and should seek alternative solutions that prioritise security, compliance, and data integrity. By doing so, they will protect their operations, reputation, and bottom line from the myriad risks associated with using instant messaging apps for business purposes.

If you'd like to talk to us about how digital transformation can help your organisation discover better ways to communicate, book a meeting by clicking here!

References

Star fund manager Nick Train impersonated in WhatsApp scam | MoneyWeek

13 WhatsApp scams to know and avoid in 2024 - Norton

'I had £3,000 stolen via WhatsApp job scam message' - BBC News

Behind the global scam worth an estimated €100m targeting WhatsApp users with fake job offers | Euronews

Whatsapp users issued urgent warning over scam message they need to delete | The Independent

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“Some people don’t like change, but you need to embrace change if the alternative is a disaster.” - Elon Musk

If you're a leader in today's fast-paced and ever-changing world, you're probably already well aware that digital transformation is not only inevitable, but essential for staying ahead of your competition. It's all well and good making the very best strategic decisions at board level, but how do you make sure that your team is on the same page and ready to embrace new technologies and processes?

Well, very simply ... you include them.

But, I've made my decisions already. Why do I need my team onside?

Nothing kills motivation faster than feeling left out or ignored, so letting your team know what's going on and keeping them up to speed, boosts morale and engagement. When you involve your team in digital changes, you show them that you value their input and trust their abilities, giving them a sense of ownership and responsibility for the outcomes. They'll be more engaged, enthusiastic and inclined to willingly participate in getting the new show on the road.

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Communication and collaboration are key to any digital transformation given the process will almost always require new ways of working and interacting with each other. Including your team in digital changes fosters a culture of openness and transparency where sharing ideas, feedback, and concerns is encouraged. Not only does this prevent misunderstandings, conflicts and silos, but ultimately it creates a more cohesive, productive team who are all working towards the same goal.

“Automation applied to an inefficient operation will magnify the inefficiency.” - Bill Gates, Microsoft

Digital transformation is an excellent opportunity to enhance learning and innovation across an entire organisation. By including the whole team you're exposing them to new skills, knowledge, and perspectives and challenging them to think creatively to solve problems in different ways. In developing capabilities and building confidence, innovation and improvement inevitably trickle through into every part of the business.

OK, so I understand why I need by team onside, but how to do I get them there?

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At Yopla digital transformation is our passion, but we know that it’s not always the easiest to get buy in from the people who will be affected on a daily basis by digital changes. That’s why we work alongside organisations to implement strategies in a way that is best for them, fully aware that every team is different. We make sure you have everything in place to get your transformation underway quickly, but most importantly, effectively. We’re always here to offer advice and answer any questions you may have, so whether you’re thinking about digital transformation, in the midst of it, or just want to check you’re still leading in your field, don’t hesitate to get in touch!