Why Your Business Needs More Than an Instant Messaging Tool

Instant messaging has long been a default for communication at work. But today’s economic environment demands a fresh approach to how we think about workplace technology, one that empowers individuals and aligns every tool and process: a work operating system. 

A work OS includes instant messaging and much more. It combines everything you need to drive work forward — your colleagues and external partners, data, processes, knowledge, documents — under a conversational interface. In doing so, it removes all the time typically spent switching between apps or searching for the data you need. 

Choosing the right business communication tools can make all the difference to your organization. Here’s what you need to know about finding the right fit.

What’s the difference between a work OS and instant messaging?

Instant messaging is a form of digital, written communication that happens in real time. IM-based tools ensure fast, structured communication without the formality of emails (and cluttered inboxes).

To IM someone, just sign into your chosen platform, select someone from your contact list, and initiate a chat. Sending a message delivers it instantly to your recipient, who gets a notification of the message, often accompanied by a sound and an icon badge.

While instant messaging simplifies day-to-day communication, it won’t help your business grow. A work OS offers instant messaging, as well as features that:

• Streamline workplace communications in one secure, searchable location that’s accessible from desktop and mobile
• Integrate with your existing apps and tools
• Automate routine work without requiring coding skills
• Unlock even more productivity with secure artificial intelligence

Choosing the right instant messaging tool for your business

With so many business communication solutions to choose from, you might not know where to start. Consider these four factors to help you choose the right system for your workplace.

1. Scalability and customization options

Your team and operations will evolve, and so will your needs from your tech stack. The best work OS or IM apps are ones that can grow with you.

Look for tools that offer flexible pricing tiers and have the potential to support more users and expanded needs. Check if they can handle distributed teams, include external stakeholders, and offer features that are specific to your industry.

Likewise, the tool you select must be customizable. Whether that’s the language, regions, notification sounds, or even integrations to extend its capabilities — your tool needs to fit your requirements.

2. User-friendly interface and mobile accessibility

The best work OS and IM tools simplify and speed up communication. This begins with an intuitive, chat-based user interface that makes it easy to navigate the tool and become proficient. A smooth navigational experience also reduces friction and eases the implementation process.

Plus, workplace instant messaging apps must be available on Android and iOS. This lets your team stay connected on the go, with smartphone notifications ensuring quick message reads.

3. Reliable customer support and training

Even with an easy-to-use tool, your team will need training when adopting it at a business level. Look for business instant messaging apps that offer online or in-person training on purchase.

Also, look at the customer support options and explore reviews from existing customers to find out if the team is effective at solving user problems quickly.

4. App integrations

Whatever communication medium you use, it probably won’t be a one-and-done solution. Your team will likely need other tools too, to manage workflows, schedule events, and track tasks — and your chat platform should play nice with those tools. Keep the following integration considerations in mind:

• Does the communication tool integrate with other software your company already uses?
• Does it contain APIs that you can leverage into custom integrations?
• Does it have an app directory you can use to find integration options and add apps?

Four business communications solutions to consider

Some work operating systems and instant messaging platforms stand out as the best in the market. Let’s take a closer look at them.

1. Slack

Slack is an AI-powered operating system for work that brings your people, knowledge, and tools together in a single, intuitive, user-friendly environment. Slack builds on that foundation with no-code automation features and — for customers who purchase the generative AI offering — Slack AI, to deliver big results.

With Slack, you can create channels to organize your work and keep all related conversations in one place — no more endless searches needed. Here’s why it’s popular:

• Huddles for voice and video calling that allow users to share screens during digital meetings
• Voice notes and clips to deliver messages asynchronously
• Canvas for jotting down quick notes during meetings
• Slack Connect to extend channel-based messaging to external collaborators
• Workflow Builder to automate routine tasks
• Integrations with over 2,600 apps and tools
• Easy file sharing in chats and channels
• Features to schedule messages and catch up with the latest messages
• Ability to create to-do lists and assign tasks to people within Slack
• Accessibility settings to control zoom level, animations, and keyboard shortcuts

Pricing

• Free
• Pro: $7.25/user per month
• Business+: $12.50/user per month
• Enterprise Grid: Custom pricing
• Slack AI: $10/user per month

1. Zoho Cliq

This business instant messaging app is ideal for users of the Zoho Suite, as it integrates seamlessly with all its tools, ensuring smooth adoption. Additionally, it supports various integrations with file management, customer support, marketing, productivity, and dev-ops tools.

Key features include:

• Channels for individual teams or cross-departmental collaboration
• Live events for companywide gatherings and events
• Multi-chat or single-chat views
• Text chat, voice chat, video meetings, and screen sharing features
• Access control and integrated enterprise mobility management
• Branding and custom domain to personalize the UI

Pricing

• Free
• Standard: $16.20/user per month (up to 25 users)
• Professional: $1.80/user per month (minimum 10 users)
• Enterprise: $3.60/user per month (minimum 10 users)

3. Flock

Flock helps you streamline communications in your workspace with channel-based communication. It’s built for scale, supporting up to 500,000 users in a single team. Here are its major features:

• Voice and video conferencing features and recording voice notes
• Easy file sharing, including images, apps, videos, and links
• Polls, reminders, and to-dos
• Personalized onboarding and 24/7 customer support
• Integrations with apps like Jira, Google Analytics, Asana, and Google Drive
• Restricted and one-way announcement channels
• Smartphone apps for iOS and Android

Pricing

• Free
• Pro: $4.50/user per month
• Enterprise: Custom pricing

3. RingCentral

RingCentral offers voice and video chat features and integrates them into the team chat app. You can use this platform to share files, connect with external stakeholders, and set up virtual meetings. Let’s look at its main features:

• Numerous pre-built integrations to extend the tool’s functionality
• Ability to build custom workflows using APIs
• Content search feature with powerful filters
• Possible to add members using their email addresses
• Ability to assign tasks with built-in task management features
• Apps for desktops, Mac, Android, and iOS

Pricing

• RingCentral Video Pro: Free
• RingCentral Video Pro+: $10/user per month
• RingEX Core: $20/user per month
• RingEX Advance: $25/user per month
• RingEX Ultra: $35/user per month

Give your business the work OS edge with Slack

Today’s business landscape requires agility, the right tools to get the job done, and, most importantly, efficient communication.

Slack brings instant messaging to the next level with async collaboration tools, third-party app integrations, and a wide selection of unique, useful features.

As businesses look toward the future, Slack will be the tool that helps companies be collaborative, creative, and competitive during one of the most exciting technological shifts of our lifetime.