Glossary

Workplace Messaging App

Workplace messaging apps have transformed the way employees and contractors communicate within organizations. These apps make it easy to send quick updates or get fast responses to urgent queries. However, in some cases, they can also create security and compliance issues. Create a plan to tackle these before they become a problem.

What Is a Workplace Messaging App?

This communication tool is designed for employees and contractors within an organization. It provides a variety of features, including instant messaging, group chat, file sharing, and voice and video calling. Workers usually access messaging apps via a mobile application, desktop software, or web browser. Standard options include Microsoft Teams and Slack.

Some companies also use workplace messaging apps to reach out to customers. For example, when customers use chat options in branded apps or via company websites, internal software handles that. Companies sometimes also rely on existing consumer-level chat options, such as Facebook or WhatsApp.

What Are the Top Benefits of Using Workplace Messaging Apps?

Virtually any type of business can benefit from these apps. Whether managers communicate with traveling salespeople or remote workers need to collaborate with in-office colleagues, they simplify the communication process. Take a closer look at these benefits:

  • Improved Communication: These apps can streamline the communication process. For example, if managers need to give updates or employees need to ask questions, they can do so quickly and easily with a workplace messaging app. This can reduce misunderstandings and confusion.
  • Increased Productivity: Workplace messaging apps can help employees achieve more. They provide a quick and easy way to communicate without needing face-to-face interaction or lengthy email chains. This can save time, reduce distractions, and allow workers to focus on their tasks.
  • Greater Collaboration: These apps make it easy for team members to collaborate on projects. For example, workers can easily share files, ideas, and feedback. This can help improve the quality of work and get tasks completed more quickly. It can also ensure input from different departments or geographic locations in real-time.
  • Improved Customer Service: One J.D. Power study found that customers prefer online chats in several industries, such as telecom, financial services, online retail, and insurance. So, when companies use chat apps for customer service, they can provide a better experience. Customers can get their questions answered quickly and easily without needing phone calls or emails. 
  • Easier Remote Collaboration: Employees can get immediate feedback when working together in the office. Remote and hybrid work disrupt this. However, workplace messaging apps can bridge that gap, especially when apps include voice and video options.

What Are the Challenges of Workplace Messaging Apps?

Despite the versatility and well-known benefits of messaging apps, some organizations face challenges. Knowing what these are ahead of time puts companies in the best position to take proactive measures to address them.

  • Potential Disruptions: Workplace messaging apps can disrupt workflows. For example, if employees constantly get notifications or are easily distracted by group chats, it could impact their productivity. Create a communication protocol to address this.
  • Compliance Issues: Compliance is a top priority in regulated industries, such as healthcare and finance. Some workplace messaging apps might not meet all data privacy and security requirements. This could create the risk of a data breach or regulatory action.
  • Lack of Adoption: If employees are not using the workplace messaging app, it defeats the purpose. Managers must find ways to encourage adoption, such as providing training or offering incentives. Note that older demographics are often less interested in instant messaging, while younger generations prefer them.
  • Poor Connectivity:  If the internet connection is not strong, workplace messaging apps may not work correctly. Unsent emails usually go to an outbox folder and send automatically when the connection resumes, but chat apps might not allow users to sign in at all. Resolve connectivity issues before implementing these apps.
  • Record Keeping: Some apps have built-in archiving solutions, and some do not. Even when they do, not all of these are compliant with the regulations affecting your industry. Research the right instant messaging app and look up third-party archiving solutions to cover your bases.

How Can LeapXpert Help With Workplace Messaging Apps?

We help businesses in over 45 countries achieve reliable business communication via the channels their customers prefer. Our products also simplify the process of capturing and archiving chats and ensuring compliance with regulatory bodies. Are you ready to leverage the full power of workplace messaging apps while reducing business risks? Contact us to get started.