Top 7 messaging apps for work for a more productive workplace

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Rapid and secure communication is essential in a contemporary workplace, particularly with the rise of remote work. This is why messaging apps have become vital for real-time collaboration and productivity.

The State of Business Communication report indicates that 72% of business leaders believe effective communication boosts productivity.

This highlights the importance of messaging apps for more seamless collaboration. However, many organizations still face challenges that hinder workplace team communication, such as:

Poor communication, delaying projects
Ineffective tools, frustrating employees
Managing multiple platforms, overwhelming teams
Unclear protocols, leading to errors and misunderstandings

These issues emphasize the need for efficient messaging apps. This article will explore the top seven messaging apps for work, their key features, and best practices.

Evolution of workplace communication

Workplace communication has gradually evolved, primarily driven by advancements in the internet and information technology. Even though conventional techniques like phone conversations and emails are still in use, they are often less interactive and do not allow for secure and instant data or file sharing like workplace chat apps do.

In this context, the demand for rapid, effective communication has prompted a move towards instant messaging and real-time collaborative solutions.

The instant messaging chat software market size was valued at USD 58.37 billion in 2024 and is projected to reach USD 95.62 billion by 2031, growing at a CAGR of 7.02%.

With messaging apps, information can be shared quickly, cutting down on the amount of time spent on phone calls and long email threads.

Additionally, the rise of remote work has increased the need for robust communication platforms. These platforms are essential for keeping dispersed teams connected and productive.

A survey by Gartner revealed that 74% of CFOs plan to permanently shift some employees to remote work, underscoring the need for robust messaging solutions.

Contemporary use cases of instant messaging in the workplace

Here are two real-world applications of instant messaging:

Onboarding with instant messaging: Organizations are increasingly using instant messaging to streamline the onboarding process for new employees.

For example, companies like HubSpot utilize dedicated chat channels for onboarding, where new hires can access resources and ask questions in real time. This method helps new employees acclimate faster and fosters a sense of belonging from day one.

Enhanced collaboration in hybrid teams: As hybrid work models become more common, companies like Dropbox have implemented instant messaging apps for work to bridge the gap between remote and in-office employees.

These tools facilitate informal communication and social interactions, helping to maintain team spirit and collaboration across different work environments.

Key features of effective work messaging apps

When evaluating messaging apps for work, several key features should be considered to ensure they meet the needs of a modern workplace:

1. Real-time messaging

Instant communication is crucial for quick decision-making and problem-solving. Real-time messaging allows team members to interact on the go, promoting a close-knit workplace culture. This immediacy also helps keep projects moving forward and ensures that critical issues are addressed promptly.

2. File sharing and integration

The ability to effortlessly share files and integrate with other programs promotes fluid teamwork. Robust messaging programs enable users to attach documents, photographs, and links directly to team chats, minimizing the need for emails and enhancing accessibility.

Integration with tools such as calendars, project management software, API for chat, and cloud storage boosts productivity by creating a more cohesive work environment.

3. Video and voice call capabilities

Messaging apps with built-in video and phone call capabilities allow for more personal and direct communication, resulting in faster problem resolution and greater team relationships.

4. Team collaboration tools

Effective messaging apps provide features that promote team collaboration. These include:

Channels or rooms dedicated to certain projects or themes.
Threads to keep talks orderly.
Tag option to ensure that the appropriate team members participate in relevant discussions.

5. Security and privacy measures

Protecting sensitive information is essential, especially in a professional setting. Robust messaging apps employ end-to-end encryption, secure file storage, flexible and secure hosting, compliance, and strict access controls to protect company data from unauthorized access and data breaches.

6. Cross-platform compatibility

The app should work seamlessly across various devices and operating systems to accommodate all team members. This accessibility is crucial for maintaining communication and productivity on the go.

Top 7 messaging apps for work

Here are seven of the most effective messaging apps for work, each with unique features that cater to different organizational needs:

1. Rocket.Chat

Rocket.Chat is an open-source communication platform that facilitates seamless collaboration for teams and organizations. Designed for superior flexibility and security, it allows users to communicate through real-time chat, audio and video calls, and file sharing.

With a focus on customization and control, Rocket.Chat offers a versatile solution for internal messaging, audio/video conferencing, and customer engagement.

The platform stands out as a leading instant work chat app due to its robust feature set, encrypted messaging app, and commitment to user privacy.

Currently, Rocket.Chat enjoys the confidence of over 12 million users spanning 150 countries, encompassing government entities, military branches, healthcare institutions, and various other sectors, highlighting its extensive global adoption and dependability.

Key features

Real-time messaging
Superior collaboration features
Audio and video calls
Secure file sharing
Omnichannel support through live chat and instant messages on WhatsApp and Facebook Messenger
Customizable interface lets users customize the platform's appearance and functionality
End-to-end encryption
Regulatory compliance with ISO 27001, SOC 2, BITV 2.0, WCAG, GDPR, HIPAA, and FINRA
Over 50+ third-party integrations and real-time API messaging and collaboration with 6000+ apps
Secure file hosting
High scalability

2. Slack

Slack is a cloud-based team communication and collaboration platform that has become one of the top instant messaging apps for businesses. Its intuitive interface, robust features, and seamless integration capabilities make it an indispensable tool for modern digital workplaces.

The platform’s popularity as a leading instant messaging app can be attributed to its ability to streamline communication, increase productivity, and foster collaboration among teams.

One of the key factors that sets Slack apart is its focus on creating a centralized hub for all communication and collaboration needs. By organizing conversations into channels based on topics, projects, or teams, the tool keeps discussions organized.

Key features

Searchable history
Customizable channels
Slack connect
Workflow builder
Slack analytics

3. Microsoft Teams

As a powerful collaboration platform, MS Teams is popular across organizations in various sectors. It integrates seamlessly with Microsoft 365, providing a centralized hub for teamwork and communication. Designed to facilitate real-time collaboration, Teams combines chat, video conferencing, and file sharing into a single interface, making it an essential tool for organizations of all sizes.

Microsoft Teams has rapidly become one of the leading instant messaging apps due to its comprehensive feature set and deep integration with other Microsoft services.

The tool supports both remote and in-office collaboration, making it ideal for today’s hybrid work environments.

Key features

Integration with Microsoft 365
Breakout rooms
Meeting recording and transcripts
Live captions and reactions
Security and compliance

4. Google Chat

Google Chat is a messaging platform designed for teams and organizations, enabling seamless communication and collaboration within the Google Workspace ecosystem.

It serves as a modern alternative to traditional email, allowing users to engage in real-time conversations, share files, and integrate with various Google services.

With its user-friendly interface and robust features, Google Chat enhances productivity and fosters teamwork. Its ability to streamline communication among team members and provide a centralized hub for discussions makes it an essential tool for businesses, especially in hybrid and remote work environments.

Key features

Smart Compose
Quoted replies
Read receipts
Task management
Message editing and deletion
Integration with Google Meet

5. Zoom

Zoom, a cloud-based video conferencing solution, empowers users to collaborate remotely and in person through a suite of features. It includes video and audio conferencing, webinars, meeting recordings, and live chat.

It has become one of the most popular video conferencing solutions due to its user-friendly interface and robust feature set.

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Key feature

Screen sharing
Virtual backgrounds
Polls and surveys
Video and audio conferencing
Integrations
Recording and transcription

6. Discord

Discord is a popular instant messaging and VoIP platform that enables real-time communication through text, voice, and video. It is primarily used by gamers, streamers, and online communities to connect, collaborate, and engage with each other.

It also offers a range of features that make it an attractive choice for instant messaging.

Key features

Organized collections of customizable channels
Roles and permissions
Direct messages
Bots and integrations
Developer tools
Screen sharing

7. Mattermost

Recognized as one of the top instant messaging applications, Mattermost combines powerful messaging capabilities with extensive security safeguards. It is an excellent choice for enterprises that manage sensitive data.

Its open-source nature enables substantial modification, allowing teams to modify the platform to their individual requirements. With an emphasis on mission-critical work,

The tool enables complicated processes and integrates effortlessly with existing tools, making it a top choice for businesses wishing to improve collaboration while maintaining data management.

Key features

Customizable workflows
Self-hosted or cloud deployment
Cross-platform availability
Open-source flexibility
Integration capabilities

Choosing the right messaging app for your team

Selecting the appropriate messaging app for work involves assessing several factors:

Assess your team's specific needs

Consider what features are most important for your team’s communication style and workflow. Assess whether your team needs robust video conferencing capabilities, extensive integrations, or enhanced security measures.

Tailoring the choice to your team's specific needs will ensure better adoption and effectiveness.

Consider the company's size and structure

Larger organizations may require more robust features and integrations compared to smaller teams. For instance, Microsoft Teams is ideal for enterprises due to its deep integration with Microsoft Office and robust security features.

In contrast, Slack's intuitive interface and flexibility make it suitable for smaller teams and startups.

Integration with existing tools and workflows

Check if the messaging software can interface with the technologies your team already utilizes. For example, if your team depends extensively on Google Workspace, Google Chat would be an ideal choice owing to its seamless connectivity with Google Drive, Gmail, and Google Calendars.

Budget

Compare the app's price to its features to find a solution that matches your budget. Some apps provide free tiers with basic functionality that are suitable for small teams or startups.

As a case in point, larger teams or organizations with specialized demands may require a premium package to get additional features and greater support.

4 Best practices for using messaging apps at work

To maximize the efficiency of messaging apps in the workplace, consider the following best practices:

1. Set clear communication guidelines

Establish rules for when and how to use the messaging app. Define what types of messages should be sent via the app versus email or other communication channels. Clear guidelines will help prevent misuse and ensure that the app is used properly.

2. Balance real-time chat with focused work time

Encourage team members to set boundaries to maintain productivity while using messaging tools. For instance, set specific times for checking and responding to messages, and promote the use of "Do Not Disturb" features during focused work periods.

3. Utilize channels and threads effectively

Organize interactions by topic or project to keep them focused and relevant. Use channels to separate projects, departments, or subjects, and threads to keep conversations cohesive within those channels.

4. Promote the etiquette for professional messaging

Promote respectful and concise communication to maintain professionalism in all interactions. Encourage team members to use clear language and avoid jargon to ensure everyone understands the conversation.

Choosing the right messaging app for work for enhanced productivity

Selecting the right messaging app for work is vital for efficient communication and productivity. Modern tools boost collaboration, streamline work, and build connections. As remote work grows, the right messaging app is key to successful teams.

By carefully assessing your team’s specific needs, company structure, existing tools, and budget, you can select the most suitable app to transform your workplace.

Rocket.Chat provides features that streamline communication, foster collaboration, and improve overall efficiency. It’s one of the most secure messaging apps available because of its robust security features, including: