As a professional, you know the importance of fast, efficient, and productive communication and how it brings productivity to the business. 

Yet your internal communication is still poor. 

Interested to know the reason? 

Although the reasons could differ, it could simply be that you are not using the right tools for your business communication. 

Technological advances allow your employees to be even more productive and collaborative at work. 

Instant messaging (IM) technology, for example, is on the rise among individuals and workplaces everywhere.

This guide covers everything you need to know about instant messaging, how to use it effectively, and how to choose the right tool for your business.

Let’s dive in. 

Why should you use instant messaging in the workplace? 

Instant messengers allow teams to communicate and be more productive by creating a collaborative and administrative environment. 

That’s not all. 

Below are 3 reasons you should use instant messaging at work to grasp its benefits fully.

1. Instant communication

You know the speed of communication within the office is crucial. 

Many workflows and functions rely on employees’ ability to ask for quickly and receive information.

With instant messaging, you can communicate in real time without any delays.

You can converse instantly if the other person is available, resulting in more efficient and quicker communication. 

2. Get robust messaging features 

Digital workflows require high-performance tools and features for businesses to remain productive. 

A wide range of features makes instant messaging ideal for meeting complex technical requirements for business communication. 

You can easily manage your business communication with features such as instant screenshots, audio and video calls, voice notes, file sharing, and groups.

3. Implement and administer easily 

Over the years, instant messaging networks have become easier to set up and administer. 

With today’s technology, you can set up a private team network in minutes, allowing you to take advantage of the technology and administer who can join. 

Moreover, instant messaging tools give you control over users’ contact information, chat space, and the features they have access to. There is even the option to designate multiple administrators and set specific levels of data security.

The benefits of instant messaging at work

There are many reasons why you should start using instant messaging. 

You might also wonder what advantages it offers to your business. 

Let’s explore the benefits of instant messaging at work. 

1. Enhanced record-keeping

Maintaining a record of your internal communication can help you improve your performance.

A messaging history helps team members recall details and saves loads of time and frustration by providing a record of conversations. 

Activity logs provide insight into who’s communicating, when, how, and how often, allowing you to pinpoint productive periods. 

2. Enhanced transparency

Instant messaging enhances communication and approachability in the workplace. 

Using chat channels as a means to receive feedback, support, or praise helps you consistently reinforce the company’s goals and directives. 

When working remotely, holding a daily stand-up via audio or video chat helps you coordinate sprints and provide task updates efficiently.

3. Enhanced security

Globally, a data breach cost $3.86 million in 2018.

Business instant messengers provide a secure space for workplace communication, whereas free instant messengers pose serious security risks.

A closed network, end-to-end encryption, peer-to-peer communication channels, and other measures like anti-virus integration and data security levels help enterprises of all sizes avoid falling victim to the next data breach.

How to use instant messaging apps to enhance remote team collaboration 

In the previous section, we have highlighted the multiple reasons why companies should consider IM apps. 

They improve workplace communication and collaboration in numerous ways, from enhancing safety to saving time. 

Despite all the good, there are some bad aspects too.

The task for business leaders is to find a perfect balance between maximising the benefits and minimising distractions. 

Here are some practices to help your organisation get the most out of IM tools. 

1. Encourage your employees to use instant messaging apps

Any organisation’s success depends on effective communication. An organisation’s future depends on how well its teams communicate and work together. 

Ensure your team uses an instant messaging app to update their day-to-day tasks and challenges when implementing one within your organisation. 

2. Encourage informal communication

In an office, most employee relationships extend beyond work.

As a result, encouraging such relationships plays a crucial role in fostering a thriving corporate culture.

It is important to encourage employees to use IM tools to build relationships and connect with each other.

Additionally, you can foster relationships by taking part in virtual team-building activities.

3. Maintain transparency

The lack of transparency in an organisation can negatively affect employee morale and trust. 

Therefore, you should build a culture of trust and togetherness even when employees work remotely.

How can you promote transparency?

 Regularly sharing information and updates via IM tools can encourage a sense of togetherness.

How to choose the right instant messaging app

The use of business communication apps ensures seamless collaboration and communication between all stakeholders. 

Before opting for an IM app, it’s important to know what to look for. 

There are several options available in the market, so you should take into account a few key factors before introducing a new tool to your entire organization. 

Following are a few tips to follow before choosing an IM app for your organisation. 

1. Opt for a tool specially designed for business communication

Since the onset of the pandemic, the line between work and home has eroded. Furthermore, business and personal communication are no longer separated. 

Using a free app like Whatsapp to communicate may be appealing, but it comes with its own set of costs.

What costs? 

Well, you may lost the track of important conversations and your team may face challenge to stay focused. The result? Less productivity. 

So, make sure you choose an instant messaging app specifically designed for business communication.  

2. Look for tools that have multiple real-time communication features

Looking for the right features is equally as important as opting for an app designed for business communication. 

So to function effectively while working remotely, your business needs more than just an instant messaging app. 

Thanks to the ever-changing digital workspace, communication doesn’t always occur in one form. 

Some clients or business partners might prefer instant messaging, while others might prefer audio or video conferencing. 

So it’s best to opt for an IM tool that also provides audio and video call features along with document-sharing, recording, and scheduling. 

3. Opt for a secure, private & compliant IM tool 

Data security should be a critical aspect to inspect before selecting a business communication app.

The biggest tech companies designed and developed consumer apps for personal communication. Even if these apps don’t have malicious intent to misuse confidential information, data can be compromised as some are unmonitored and unencrypted.

While opting for an IM business tool, look for a secure, private & compliant one designed for business communication. 

In addition to looking for basic safety features, look for tools that allow added controls and features to ensure data privacy & security. 

For instance, tools like TelebuPing allow administrative controls that can help monitor user access and adjust settings for file and document sharing.

Ready to implement an instant messaging app for your business? 

There you have it. A complete guide on what instant messaging is, its benefits, and reasons why you should implement one into your business. 

To make your instant messaging journey easier, read our article on 5 highly secure team chat app options for your business. 

Keeping in mind that personal chat apps do not offer the levels of security necessary for business communications, it’s time to switch to one specially made for a team such as yours.

So how about giving TelebuPing a go or taking it for a spin? Sign up to get started and get your free demo today. 

You should also read:

• Team chat software: Everything you need to know
• Unified communication and collaboration and the rise of UCaaS
• Unified communication and the future of work
• How to unlock rich customer experiences with unified communication and collaboration solutions