Team Chat Software

Team Chat Applications for Business

Business messaging applications have become commonplace, and even essential, for in-office communications ever since the increasingly popular messaging service Slack won over workers’ hearts. These apps combine screen-sharing, file sharing, video calls, private forums, text messaging, and instant messaging into one collaborative hub. The end result is a place for employees to chat with other colleagues asynchronously and in real-time. In the current distributed workforce climate, teams need to think more seriously about how they plan to stay in touch with clientele who want to avoid face-to-face meetings, are unable to travel, or who are quarantined. A key part of this solution involves business messaging applications.

Users can have invitation-only group chats, public conversations, or one-on-one conversations with anyone. Team chat apps, when used appropriately, are the most productive tools because they improve teamwork, maintain company culture, and make tracking conversations easier.

Email vs. Team Chat Applications

Email has become the productivity black hole of the internet. Business messaging apps, on the other hand, have many advantages. Unlike emails, where people feel compelled to over-explain everything, messages are more succinct due to these apps’ evolving etiquette about using them, along with their layouts. Users can also join conversations or discussions that are relevant to them by opting in, and can skip anything that is irrelevant to them. If a specific user is needed, another user can put an @ sign next to their name to flag them, which is much easier than being CC'd in an email when they have no idea what role they have in the conversation, if any. Messaging apps also allow for ongoing, persistent conversations – something an email simply cannot do. For instance, a user could open a “Brainstorming” forum where people can add ideas whenever they think of them.

Collaborate/Communicate

Some organizations have collaboration tools that include messaging and chat functionality. For instance, users can discuss their work using most project management software. The tools support discussions related to current projects, but are not suited for general conversations like discussing improvements to office policies or letting commuters know about any traffic issues that arise. Case-in-point, there are more advantages to having collaboration tools and messaging apps that contain multiple ways to communicate with others.

The most important function a team messaging app has is to support all team members by giving them the communication tools they need to efficiently get work done.

Common Features of Business Instant Messaging Software

Common features of chat and IM software include the following:

• Notifications: Allows users to control when and how they are alerted to new messages to cut down on distractions or miscommunications.

• File Sharing: Allows users to share files among each other through the application.

• Video Chat: Users can connect with co-workers online from anywhere, face-to-face.

• Third-Party Integrations: To facilitate data exchange, the software can be connected to other systems.

• Mobile Integration: Users can receive alerts and messages through native mobile apps on their smartphone devices.

• Chat: Users can communicate simultaneously with one or several users through a chat server.

Deployment Options for Business Chat and IM Apps

Chat and IM software both have two deployment options. The characteristics of these options are listed below:

1. On-Premise Deployment: Users host software on their own network and servers using this deployment model. On-premise deployment is more expensive, as it includes hardware costs and a one-time licensing fee. Users will also pay for data storage, support, upgrades, and maintenance.

2. Cloud-Based Deployment: SaaS cloud-based software is typically hosted on third-party servers or through a vendor. The system can be accessed from a mobile app or a web browser. This type of deployment is charged annually or monthly through a subscription. The subscription fee can be calculated by the number of users who use the service each month.

There are some key questions companies should ask a vendor before they buy:

• Can the system be integrated with third-party apps?

• Is the system multi-lingual?

• How much are the total ownership costs, including one-time fees such as data migration or setup fees?

• Is support offered for onsite deployments?

The Best Team Chat Apps

Each company is different, as communication is solely tied to culture, which is why there are a myriad of work chat apps available on the market. Some universally necessary features were kept in mind when these apps were reviewed.

• Collaboration: The most ideal chat apps should have several collaboration-specific features to make sharing files as simple as clicking-and-dragging. They should include embedded previews within links and should also be able to integrate with other apps to make accomplishing tasks easier.

• Easy to Control and Navigate: Members need to be able to navigate multiple conversations efficiently. User interfaces should be clear and uncluttered. There should also be different ways to move from one channel to the next quickly, as well as desktop keyboard shortcuts and mobile gestures.

• Audio and Video Chat: Some conversations make more sense when they are spoken out loud. Video and voice communication are available on some team chat apps, which offer several ways for users to collaborate through screen-sharing. 

• Universal Searches/Filtering Features: It can be frustrating having the same conversation numerous times with different people, which is why searches are so important. Team members should be able to find relevant information from past conversations quickly. This process can be further simplified with filtering features.

• Keeping Conversations Organized: There are some messages that the entire company needs to see, while others only need to be seen by the entire team or certain members of the team. A good chat app keeps conversations organized so that users can decide what they can and can’t see. This includes channels that team members are allowed to join or not join, depending on their relevancy. Conversations can be further broken down by using threads or other similar features to prevent other people from talking over one another. The app should also have the ability to tag and pull people into conversations that they may miss otherwise.

Slack

One of the most loved, well-known messaging apps is Slack. While there are many other alternatives available, Slack made significant headway shortly after it was adopted. Its popularity has been fueled by a massive advertising campaign. In one year alone, Slack spent over $104 million on marketing, according to CNBC. This figure has doubled in the last several years.

Besides getting out the word early, the app is unique in that it is vastly different from email. It has embraced playfulness with animated GIFs, emojis, and reacjis (emojis used to react to posts). Its feature list has also steadily grown and now includes real value-adds. Users that are familiar with Slack may remember when email forwarding, threaded messages, and customizable status alerts were added to the app. Slack also integrates with other online services and apps well. If a user needs to get alerts from another app, they can get them in Slack without any issues.

There are some users who have a love/hate relationship with Slack. Some may find it too noisy or distracting, but these problems can be changed in the app’s settings. Other people may like a lot of the features Slack offers, but it may not have enough of the tools they need. Glip by RingCentral, another app filled with features, offers a variety of different tools that users won’t find in Slack, unless they are added through an integration. For instance, Glip includes collaborative document editing along with task management tools and a team calendar. Glip also gives users tools for marking up PDFs and images. And if a team has the RingCentral Office VoIP service, they are already paying for Glip. If users are looking for an app with added features, Glip is highly recommended.

Alternatives to Slack

There are many other apps that cater to a user’s specific needs. One such example is Chanty. Its unique layout supports distributed teams (people located in different time zones). When users work different hours, they need a communications app that will keep conversations organized and orderly. If a group of team members in Germany begin work and read conversations from a group of American team members, they shouldn’t be left in the dark because the chat took place while they were asleep.

Discord is another good choice. While it isn’t as distracting as Slack, it has most of the same features. It just isn’t overloaded with a lot of superfluous features people won’t use or need. This app is also less expensive than Slack. Its tidy interface includes the option to make channels read-only, which can be used to broadcast information from company executives, HR, or a legal department, and also contains a cohesive to-do list.

Bundled Choices

One other way costs can be kept low is by using a team messaging app bundled with an existing service that the team’s organization is currently paying for. Several examples include Glip by RingCentral, Microsoft Teams, or Google Chat.

A business Google Workspace account is included with Google Hangouts and Google Chat. If an organization already uses Google Docs or Gmail, then they have Google Chat. It doesn’t cost extra, and team members can start using it right away.

The same is true for Microsoft Teams, which is usually bundled with some Office 365 Enterprise or Business accounts. Teams differs from Hangouts Chat in that Teams can be used for free, even if the user isn’t a paid business customer under the Microsoft Office umbrella. All a user needs is an Outlook.com email address which can be obtained for free. If a team has been using Slack and their company is paying for Office, they should compare Slack with Microsoft Teams to see what sets one apart from the other. This may help them decide whether they should switch to Microsoft Teams or keep what they have.

Inexpensive Chat Apps for Small Businesses

While some smaller organizations may be able to get away with using one of the free messaging apps that are available, these apps limit the number of messages users will be able to see when a search is run, or they will include a limited storage cap on any files that are uploaded. Flock is a smart option for small businesses that want to pay for the features they need without limitations, as it is one of the lowest-priced team messaging apps.

Flock’s fees depend on how many team members are using the app. The per-person price is lower if there are lots of people using it. For instance, if over 500 people on a team are using the app, it only costs $1 a head each month. The per-person price is higher if the number of users declines. If fewer than 10 people are using the app, it costs around $3 a month, which is still very affordable.