Lucy - BQ Magazine EditorFor many businesses, instant messaging apps have become essential tools for team communication and customer service. Team group chats can reduce meetings, enable remote work, and put conversations into writing. Customer instant chat tools can, meanwhile, allow you to easily answer customer questions without the need for a phone call.
Clearly, there are many benefits to instant messaging apps, but just which instant messaging apps should you be using? There are countless options to choose from nowadays, and they each have different perks. To help you make the right choice, below are some of the most popular apps compared, along with the unique benefits of using each one.
Slack
Slack was designed to replace lengthy email threads with an easy-to-use communication tool. It’s used by many tech startups and creative agencies for its limitless customisation and integration with hundreds of other apps. Managing larger teams through this app does, however, require signing up to a pricey plan, which can cause some growing companies to look elsewhere.
Pros:
- Highly customisable with integrations for over 2,000 apps.
- Excellent for organising conversations into channels and threads.
- Strong search functionality for retrieving past messages.
- User-friendly interface with a modern design.
Cons:
- The free plan is limited in features (e.g., only 90-day message history).
- Paid plans can be expensive for larger teams.
- Notifications can become overwhelming without proper management.
Google Chat
A lot of companies that already use Gmail and Google Docs find that Google Chat is an excellent tool for instant messaging. It’s commonly used to communicate with freelance teams and features a strong search feature for retrieving past conversations, which many companies find useful. It’s relatively basic compared to some other apps, but free and easy to use.
Pros:
- Seamlessly integrates with Google Workspace (Gmail, Google Drive, etc.).
- Free to use for Google account holders.
- Strong search functionality for finding old conversations.
- Simple and intuitive interface.
Cons:
- Lacks advanced features like automation and extensive integrations.
- Not ideal for large teams or complex workflows.
- Limited customisation options.
Microsoft Teams
If your company is already using Microsoft 365, then you may want to stick to Microsoft’s own instant messaging service, Microsoft Teams. It’s very secure and loaded with features to support everything from one-on-one online meetings to large-scale virtual events. Those wanting only a basic app, however, may find its interface a little too bloated.
Pros:
- Fully integrated with Microsoft 365 tools (Word, Excel, SharePoint, etc.).
- Robust security features make it ideal for enterprise use.
- Supports video conferencing, file sharing, and team collaboration.
- Scalable for both small teams and large organisations.
Cons:
- Interface can feel cluttered and overwhelming for new users.
- Requires a Microsoft 365 subscription for full functionality.
- It can be resource-intensive on older devices.
Many companies with small teams find that WhatsApp is simple and effective enough for their needs. The hugely popular instant messaging app offers quick messaging, end-to-end encryption, and voice notes—plus most people already use it for personal use and are therefore familiar with how to use it. WhatsApp Business is a specialist business option that adds features like customer support tools and automated replies for commercial use.
Pros:
- End-to-end encryption ensures secure communication.
- Easy to use and widely adopted globally.
- WhatsApp Business offers tools for customer support and automation.
- Free to use for basic messaging.
Cons:
- Limited team collaboration features compared to other apps.
- Not ideal for large teams or complex workflows.
- Requires a phone number for account setup.
Telegram
Telegram can support large group chats of up to 200,000 members and has strong privacy features in place. It also offers channels for broadcasting and bots for automation. Contacting Telegram for support can, however, be more challenging, and its less stringent moderation can make it riskier for some industries.
Pros:
- Supports massive group chats and broadcast channels.
- Strong privacy features, including secret chats and self-destructing messages.
- Bots and automation tools for enhanced functionality.
- Free to use with no ads.
Cons:
- Limited customer support options.
- Less moderation can lead to potential misuse.
- Not as widely adopted in professional settings as other apps.
Discord
Originally designed for gamers, Discord has started to see adoption by a growing number of businesses. It offers voice channels, screen sharing, and community servers that can be useful for creative companies. Just be wary that Discord may lack professionalism in some corporate environments and can potentially be distracting to workers who also use Discord for non-work-related purposes.
Pros:
- Voice channels and screen sharing are great for collaboration.
- Community servers allow for large-scale communication.
- Free to use with optional paid features (Nitro).
- Highly customisable with bots and integrations.
Cons:
- May lack a professional appearance for corporate use.
- It can be distracting for employees who use it recreationally.
- Limited integration with traditional business tools.
Signal
Is privacy a priority? Signal is considered one of the most secure instant messaging tools and is used by many legal firms and healthcare providers. It provides top-tier end-to-end encryption, minimal data collection, and the option to delete messages after a certain time automatically. It lacks the extensive team collaboration features of other apps, but it is free and reliable.
Pros:
- Industry-leading end-to-end encryption.
- Minimal data collection and no ads.
- Free to use with no hidden costs.
- Option to set messages to self-destruct.
Cons:
- Limited team collaboration and project management features.
- Basic interface with fewer customisation options.
- Not ideal for large teams or complex workflows.
Zoom Team Chat
Zoom, known for its video conferencing, also offers a team chat feature. It’s ideal for companies already using Zoom for meetings and provides seamless integration with its video tools.
Pros:
- Integrated with Zoom’s video conferencing platform.
- Easy to use for companies already familiar with Zoom.
- Supports file sharing and team collaboration.
Cons:
- Limited features compared to dedicated messaging apps.
- Requires a Zoom subscription for full functionality.
Mattermost
Mattermost is an open-source messaging platform designed for businesses that prioritise data control and customisation. It’s popular among tech-savvy teams and industries with strict compliance requirements.
Pros:
- Open-source and highly customisable.
- On-premise hosting for full data control.
- Strong security and compliance features.
Cons:
- Requires technical expertise to set up and maintain.
- Interface can feel less polished than competitors.
Twist
Twist is designed to reduce the chaos of real-time messaging by focusing on asynchronous communication. It’s ideal for remote teams that work across different time zones.
Pros:
- Encourages focused, asynchronous communication.
- Organised threads for better conversation management.
- Simple and distraction-free interface.
Cons:
- Lacks real-time messaging features.
- Limited integrations compared to other apps.
Let’s Compare The Best Instant Messaging Apps For Businesses
| App | Best For | Key Features | Pricing | Limitations |
|---|---|---|---|---|
| Slack | Customisation & integrations | Channels, app integrations, search | Free & Paid | Expensive for large teams |
| Google Chat | Google Workspace users | Search, Gmail integration | Free | Basic features |
| Microsoft Teams | Microsoft 365 users | Video calls, file sharing, security | Paid | Cluttered interface |
| Small teams & customer chat | End-to-end encryption, voice notes | Free | Limited team features | |
| Telegram | Large groups & privacy | Large chats, bots, secret messages | Free | Limited moderation |
| Discord | Creative teams | Voice channels, screen sharing | Free & Paid | Lacks professionalism |
| Signal | Privacy-focused industries | End-to-end encryption, self-destruct | Free | Limited collaboration features |
| Zoom Team Chat | Zoom users | Video integration, file sharing | Paid | Limited messaging features |
| Mattermost | Tech-savvy teams | Open-source, on-premise hosting | Free & Paid | Requires technical expertise |
| Twist | Asynchronous comms | Threaded chats, distraction-free | Paid | No real-time messaging |
Which Instant Messaging App Would Serve Your Business Best?
Choosing the right instant messaging app for your business depends on your specific needs, team size, and budget. Whether you prioritise privacy, seamless integration with existing tools, or advanced collaboration features, there’s an app tailored to your requirements. Use the pros and cons above to weigh your options carefully, and refer to the comparison table for a quick overview. The right messaging app can streamline communication, boost productivity, and help your team stay connected, so take the time to find the perfect fit for your business.
