Want to understand what instant messaging in a business environment? Here is a full guide on this super-interactive feature
We are not staring at emails anymore!
You send out a message and you get a reply in the next few seconds. Instant messaging for business or commonly called ‘team chat’ has changed the way we communicate with each other at our workplaces.
If you are curious about this feature Instant Messaging for Business, and want a quick glimpse into its role in business communication, stay with us for the next 3 minutes of this article!
Table of Contents
What Is Instant Messaging for Business Communication?
Instant messaging (IM) is a real-time digital communication tool that allows employees to exchange text messages and other content immediately, enhancing collaboration and quick information sharing within an organization.
In a business setting, companies use instant messaging as a primary tool for communication. Some of the Best Instant Messaging Apps for Business in 2025 are Slack, Microsoft Teams, Google Chat, WhatsApp, and Discord.
How Is Instant Messaging Used for Business?
Instant messaging (IM) is a communication feature in written form between two or more parties. This communication happens in real-time, connecting people in a secure business environment.
The easiest way so far, to add real-time chat features to your app is by using a pre-built solution like MirrorFly.
You can simply add the solution to integrate features into your existing chat app or build an app from scratch within a few hours.
Now, let us list a few key features you can add to your app:
- Direct 1:1 Chat
- Group Chat
- Topic-based chat
- Upload large files
- Custom security
- Message Search
- Chat mentions
- Chat history and export
- Chatbot
- Indicators & Notifications
You can use these features to build a communication platform to connect your team members within your organization.
Let’s look into some of the examples where instant messaging is used in business.
- The people in your team can communicate with each other with direct messages.
- A team can form a group chat to discuss a project and get things done quickly.
- You can set up a chat system to let your audience communicate with your team for support, and promotional activities.
Benefits of Instant Messaging for Business
Instant messaging for Business Benefits can be used for different reasons and purposes .However, when it comes to a workplace, people will communicate within employees, and also with clients outside their organization.
Let’s look into both sides:
For internal communication:
- Direct messages: Your team members can directly chat with each other.
- Group chat: Two or more users can form a group and discuss their project within the group.
- Channels: You can create spaces where people can chat on specific temporary tasks/ projects, without having to create a group that may stay idle after the project is done.
- File sharing: Hardcopy documents were long gone when online file sharing was made possible. But, it is becoming even easier when people are able to share files without any restrictions.
For external communication:
- Customer support: When your audience needs your support, you can use real-time chat features to address their queries, issues or inquiries without letting them wait for a reply from your end for days.
- Client communication: Whenever you need to communicate with people outside your organization, like freelancers or contractors, you can use instant messaging on your own app.
- Sales calls: You can sell out items by talking to customers over calls on instant messaging apps.
Other common uses:
Apart from internal and external communication, instant messaging (IM) is used for several other purposes. Let’s look at each one of them below:
- Team Alerts: You can use IM to keep other members of your team informed of any upcoming meetings, deadlines or important announcements.
- Company News: Instant messaging is an easy way to send out company-wide announcements or any changes in policies, to keep employees on the same page.
- Task Coordination: IM is an easy way to coordinate project workflows, allowing for agile project management. You can easily track and follow up on them in real time.
- Feedback Loops: Your team can get immediate feedback and approvals from managers easily, just with a chat message.
- Virtual Team Building: Your team can use IM for team-building activities or casual conversations to improve the rapport between each other.
- Immediate Response: Some projects may require immediate attention and crisis management. In these cases, IM lets you communicate with your team easily and co-ordinate with them to resolve any matter swiftly.
- Mentorship Communication: Instant messaging is an easy way to pair up new hires with the mentors in your organization. They can get trained right from the start.
- Third-Party Integrations: One of the exclusive options with instant messaging apps is that you can integrate project management tools, CRMs, or any other plugins that your employees will use every day to get things done.
Why Should Your Company Use Instant Messaging At Work?
A business environment becomes more productive when people are able to effectively discuss their ideas and get things done faster and quicker. But that’s not all, there are several other benefits to using instant messaging as a tool for workplace communication.
1. Easy and quick communication
Gone are the days that people have to wait for a reply to important emails. With instant communication, your team members can talk to each other in real time.
Just that the person must be available online. In fact, some of the business messaging apps these days support offline messaging so that people can be connected with each other anytime.
2. Make your team super-productive
When people want to work on a project, it needs multiple hands to complete it. Now, without communication, people might not be aware of the seriousness of the deadline or the project’s intensity. But when a business implements instant messaging, this challenge dissolves.
People will be able to chat quicker in real-time, making everyone around the project conscious about their role, improving productivity and workflow effortlessly.
3. Your team will love to use IM
It has become a lifestyle for people to use apps like WhatsApp or Telegram, for chatting with friends and family personally. This is going to make it easy for your team to communicate with each other seamlessly.
To make it much more interesting, some of the business instant messaging apps include team collaboration features like group chat, video conferencing, whiteboards, and file sharing.
4. Makes remote work highly interactive
Remote work has been there for a while, but it has become more common these days with the rising communication technology.
People can use their own company apps and work from anywhere by simply chatting with each other.
5. Saves you a lot of money
Forms of workplace communication have changed over time. The old forms of communication have complex operating workflows and corresponding expenditures. Plus, implementing instant messaging is easy and less costlier.
Top Instant Messaging Solution Providers For Business
You’ll need reliable instant messaging solutions that have pre-built tools like APIs and SDKs to build a chat app. So, we curated a list of the top 5 Instant Messaging Solution Providers for Business 1. Mirrorfly, 2. AppiTect, 3. Twilio, 4. Rocketchat, 5. Cometchat
1. MirrorFly
MirrorFly is a cutting-edge communication platform that offers a highly secure CPaaS solution for Developers, IT teams, and businesses of all sizes. While prioritizing customer satisfaction, MirrorFly provides 1000s of customizable chat features including unlimited chat and instant messaging for enterprise
One of the key highlights of MirrorFly include complete data ownership – where the platform gives you full control over your data. Besides this, MirrorFly lets you customize your security features, understanding the unique security needs of each business.
And guess what? MirrorFly gives you the full freedom to host your chat platform on any server – your own data centers, private cloud, third-party hardware or MirrorFly’s multi-tenant chat server. Above this, you can white-label your app, using your own company logo, colors and themes, without any restrictions.
Key Features of MirrorFly
- Unlimited Private and Group Chats & Calls
- Topic-based Chat & Calls
- Message History, Backup & Export
- Upload ‘N’ Large Files
- Presence & Typing Indicators
- Read Receipts & Delivery Status
- Push Notifications
- Profanity Filters
- Chat Moderation Tools
- Video Conferencing
- Live Streaming
- Voice Broadcasting
- Geolocation Sharing
- Chatbot Integration
- + 1000 of in-app chat features
2. Apphitect
Apphitect is one of the pioneers in offering a CPaaS solution for businesses seeking self-hosted and highly customizable chat solutions. Whether it is messaging, video conferencing, voice broadcasting or live streaming, Apphitect brings all your communication needs in a single, powerful solution.
The entire solution is built on Microservices Architecture making the use of the solution seamless and quick. Eventually, you can build a complete chat platform within the next few hours. While you can add features from SIP & VoIP calls to profanity filters all by yourself, there is also an option where you can hire a full team of developers to build your instant messaging platform end-to-end.
On the other hand, if you’d like to switch from your existing provider, Apphitect can offer your complete migration support without any downtime.
Key Features of Apphitect
- Real-Time Messaging
- Video Conferencing & Voice Broadcasting
- Live Streaming
- Message History & Backup
- Upload Huge Files
- Chat Notifications
- Online Presence Indicators
- Threaded Conversations
- ChatGPT support
- Rich Media Support
- Message Reactions and Emojis
- Integration with Other Services
- Real-time Chat Translation
- + 1000s of chat features
3. Twilio
Based in San Francisco, California, Twilio is a Cloud Communication Platform that offers a wide range of communication tools and capabilities to implement instant messaging and phone calls on web and mobile apps. Twilio claims that instant messaging apps across 180+ countries are driving over 167+ billion conversations yearly.
The platform primarily focuses on 3 different APIs – Programmable messaging API, Conversations API and Verify API. It also offers Rich Communication Services (RCS) to enhance customer engagement and greater deliverability.
Key Features of Twilio
- SMS, MMS, WhatsApp
- Omnichannel engagement
- World-class carrier infrastructure
- Multiparty conversational messaging
- Call quality monitoring & tracking
- Virtual agent via Dialog Flow CX
- Flexible third-party integrations
- Intelligent agent routing
- Global delivery
4. Rocket.chat
Rocket.Chat is an open-source communication platform that has over 12 million users across 150+ countries. The solution is completely customizable and is built in JavaScript to make sure that the platform you build with Rocket.chat is highly secure.
Rocket.chat is especially suitable for businesses and developers looking to build secure and private communication platforms for Android, iOS and web. When it comes to security, Rocket.Chat is ISO 27001 certified and compliant with GDPR, HIPAA, and other regulations, which makes sure of data protection through features like end-to-end encryption and two-factor authentication.
Key Features of Rocket.chat
- Teams
- Channels
- Discussions
- Messages
- Threads
- Mentions
- Guest Users
- Files Sharing
- Video & Audio Calls
- Read receipts
- Push notifications
5. Cometchat
CometChat is a leading chat and messaging solutions provider for web and mobile apps. This platform is solely popular for its customization and ease of use. Most developers use Cometchat because they find it as a reliable tool to build personalized messaging experiences for their users.
CometChat currently accommodates 10 million active users, with a SLA guarantee of 99.999%, which makes it an undeniable option for building communication apps. On the other hand, the solution is also known for its wide range of features which are both flexible to be modified for need and secure to protect conversations.
Key Features of Cometchat
- One-on-one & group chat
- Share files & multimedia
- Collaborative document & whiteboard
- Voice transcription
- Meeting scheduler
- Custom WebSocket connection behavior
- Localization
- Threaded conversations and message replies
- Custom structured messages
- Voice notes
- Bookmark message
Best Instant Messaging Apps For Business
In this section, let us look into the Best Instant Messaging app for Business 1. Slack, 2. Microsoft Teams, 3 Google Chat, 4. WhatsApp, 5. Discord
1. Slack
Since its launch in 2013, Slack has transformed how teams communicate by providing a centralized platform for messaging and collaboration. With millions of daily active users across various industries, it has become synonymous with team communication.
Slack has the ability to create organized channels tailored to specific projects or departments, allowing teams to collaborate effectively without losing context. Its extensive integration capabilities further enhance its appeal as a go-to solution for businesses.
Key Features of Slack:
- Group channels
- Automation options
- Third-party integrations
- Direct messaging and file sharing
- Searchable message history
- Integrations
- Workflow Builder
- Huddles (Voice and Video Calls)
- Screen Sharing
- Slack Connect
- Threads
- Pins & Bookmarks
- Reminders
- Do Not Disturb
2. Microsoft Teams
Introduced in 2017 as part of Microsoft’s suite of productivity tools, Microsoft Teams has rapidly become a central hub for collaboration among organizations using Microsoft 365 applications.
With over 270 million monthly active users, it offers integrated chat, video conferencing, and file sharing capabilities designed specifically for business environments.
Its seamless integration within the Microsoft ecosystem, allowing users to collaborate effectively while utilizing familiar tools. Its robust security features make it particularly appealing to enterprises concerned about data protection.
Key Features of Microsoft Teams:
- Built-in video conferencing
- Integration with Microsoft 365 applications
- Customizable channels
- Task management tools
- File Sharing and Collaboration
- Tasks and To-Do Lists
- Whiteboarding
- Power BI Integration
- Third-Party App Integration
- Live Captions and Translations
- Background Blur and Custom Backgrounds
- Virtual Appointments
- Frontline Worker Features
3. Google Chat
Google Chat, originally launched as Google Hangouts Chat is one of the products of the Google Workspace package. This instant messaging software is exclusively built for teams and businesses for enterprise communication. This team communication service focuses on integrating team communication and collaboration tools in a single platform.
With the rise of remote and hybrid working cultures, Google Chat is turning into a primary mode of communication for teams, making the giant look for opportunities to develop newest technologies including integration of Gemini, Google’s own AI model into the communication platform.
Key features of Google Chat
- Direct Messaging & Group Chats
- Spaces
- File Sharing
- Chat Search
- Smart Reply
- In-line Replies
- Task Assignment
- Integration with Google Workspace
- Video and Voice Calls
- Bots and Integrations
- Security and Privacy
4. Discord
While Jason Citron and Stan Vishnevskiy developed Discord, it was primarily a communication platform specific to gamers. As the platform evolves, it starts to increase in popularity among non-gaming communities like education, art, social and dating.
Since most people use Discord on their mobile devices, the platform is recently focusing on the features and performance of mobile experiences. Additionally, Discord is steering towards making the platform more interactive for modern users by introducing features like Stage Channels for live audio discussions.
Key features of Discord
- Text Chat
- Voice & Video Channels
- Server Customization
- Role-Based Permissions
- Screen Sharing
- Bots and Integrations
- Direct Messaging & Group Chats
- Threads
- Nitro (Premium Features)
5. WhatsApp
Introduced in 2009 by Brian Acton and Jan Koum, Whatsapp is a messaging app developed to exchange text messages over the internet. Since its acquisition by Facebook (now Meta) in 2014, Whatsapp has evolved to become the world’s most popular messaging app with over 2.96 billion (as of June 2024).
While the app is the first choice for everyday communication, the company is taking the services further with more tools for customer interaction. Additionally the platform is exploring opportunities through monetization strategies through advertisements, channels for influencer/ product marketing, and payment options.
Key features of Whatsapp
- Text Messaging
- Voice Calls & Video Calls
- Group Chats
- Media Sharing (Photos, Videos, Documents)
- Voice Messages
- Status Updates
- End-to-End Encryption
- Disappearing Messages
- Reactions & Polling
- Community
Choosing Instant Messaging Software: Mistakes To Avoid
One glitch in your company’s chat app can ruin your entire organization’s reputation. A simple example is leakage of confidential information.
But how to avoid this? You’ll need to strongly avoid a few things when choosing an instant messaging software to build your team chat application. And what are those few things? Let’s put this in a simple list:
1. Compromising on Customization
Every organization has its own unique communication needs. A few of the instant messaging platforms are so rigid that they do not provide any sort of customization options. As each team operates with different workflows, your platform will require features that are helpful for the team.
If you have only the option to use the pre-built features in your team chat app, your team may face it a bit rigid and it might affect their productivity. And it is also not helpful for your organization, as the communication needs of your team grows over time.
2. Ignoring Data Ownership
When you ignore data ownership policies, it might lead to a lot of unexpected consequences like the provider having access to your organization’s data. This is where you might need software that respects your privacy, by providing options to export and remove it as needed.
Now why should you not ignore this aspect? Because, it might lead to legal and security issues, especially if the provider’s data practices do not match with your privacy policies. This is a reason why you must not compromise on the explicit data ownership agreements in place.
3. Inadequate Security Customization
Every business has its own sensitive information. If an instant messaging solution does not allow you to customize the privacy features, it might lead to security breaches from anywhere around the platform.
However, if you have the freedom to build every part of the security for your business, you’ll be able to analyze where and how to set up the entire security system along with a clarity of which type of security your business needs.
This is especially important for companies that accommodate user count in big numbers, where the impact might be huge if the security is breached in any form or scale.
4. Hosting Restrictions
In general, companies prefer on-premise hosting to have greater control over their data, while others may prefer cloud hosting if they plan to scale big effortlessly. But what if you do not have a choice, and you are allowed only to host on the servers that the instant messaging solution supports? This might lead to a huge setback for your business.
If you have the option to host your chat app on any server you prefer, you will have all the freedom to control your data, security and infrastructure on the whole. If you ignore this, it may lead to unprecedented consequences leading to disruption of services.
5. No Availability of Multi-Tenant Server
Some organizations expect a server set up to scale up their app easily and also be flexible with the infrastructure, all at a small cost. At these instances, you can go for a multi-tenant chat server that is both affordable and easily scalable. Without this option, you might need to manage individual server instances for each user group or division. This can be a headache increasing overhead and limiting the platform’s scalability.
When comparing multi-tenant servers with single-tenant servers, you can notice that single-tenant server systems often manage many resources, as each instant requires dedicated server management. On the other hand, you can notice that multi-tenant servers manage only a few resources as many instances will share the same server.
6. Lack of White-labeling Options
Using a pre-built solution to build an instant messaging app is a wise option. But what if you have to use the name of the solution and their logo on your platform to indicate that you’ve built your app with this solution. This may somehow affect the way users see your app.
Plus, if there are no options to customize your brand elements like logo and other colors, it might hugely impact your brand visibility.
Well, these are some of the major mistakes you need to be careful about when building your instant messaging apps.
Surprisingly, you might be able to avoid all of the mistakes mentioned above – choosing MirrorFly as your instant messaging solution provider.
Unlike other solutions in the market, MirrorFly focuses on Customer Satisfaction first. With its 16+ years of experience in the real-time communication market, the team at MirrorFly has carved every inch of the solution with exactly what developers and businesses look for in an instant messaging solution.
And here is how you will practically benefit from using MirrorFly for building your chat app.
Building a Highly Secure Instant Messaging With MirrorFly
There is no doubt that businesses these days are increasingly recognizing the value of using instant messaging solutions to build their communication apps. Now the question is – which solution to choose?
We’d love to end this article with an amazing recommendation.
We’ve tried and tested over 23+ solutions, and we’ve chosen the best that would work for your business, just like it works for 1000 other global brands.
MirrorFly is a real-time communication solution that has been in the market for over 16+ years and is still a champion in delivering custom instant messaging solutions for web and mobile apps.
If you ask why we recommend MirrorFly, here are our reasons:
- The solution is 100% customizable
- You can white-label it as you need
- You get full access to their source code
- Security features can be customized
- You get to add 1000+ in-app chat features for team communication
- You can host your app on-premise or on-cloud
- The pricing models are quite flexible
- You’ll love the interface elements
And there’s more!
Honestly, this one article is not enough for us to cover everything about this amazing solution. So, we’d urge you to check out the official website or contact experts to discuss everything that’s on your mind about your team chat app and then start building one right away!
FAQ
Instant messaging (IM) is a useful tool for businesses because it helps people communicate quickly. Teams can use it to ask questions and get fast answers, which makes solving problems easier. It’s also great for teamwork since employees can share files, have group chats, and stay connected informally.
Businesses use different messaging and collaboration tools to stay connected. Platforms like Microsoft Teams, Slack, and Google Chat are popular for helping teams communicate and work together.
You can also use tools like Asana and Trello are used to organize tasks and manage projects. People also use apps like WhatsApp and Messenger for chatting with people outside the company. Some businesses also rely on specific tools like Flock or Troop Messenger to handle their communication needs.
To make an instant messaging app,
1. Start by deciding what features you want it to have and check out similar apps to see what they offer.
Then, design how the app will look and work, making sure to include basic features like signing up, chat screens, contact lists, and showing when messages are delivered.
2. When building the app, focus on important features like group chats, setting messages to send later, and private chats.
3. You can use tools like Visual Studio Code to create the app’s design or use ready-made solutions like MirrorFly chat solution to speed things up.
4. Once the app is built, test it carefully to fix any issues before launching, and plan to keep updating it with new features and improvements.
Signal, Threema, Viber, LINE, Wire, and Dust are secure messaging apps that use end-to-end encryption to protect conversations. Signal is known for being open-source and collecting minimal user data, while Threema allows sign-up without personal details. These apps offer features like message deletion, privacy controls, and secure file sharing.
For businesses looking to create their own secure messaging app, tools like MirrorFly enable the development of custom security features and region-specific compliance.
Instant messaging has a lot of benefits for modern communication. It allows people to have fast, real-time conversations and works on different devices, making it super convenient. IM platforms keep things organised by sorting chats into channels and saving past messages so you can search them later. Overall, IM improves how teams work together and how businesses interact with customers.
Instant messaging enhances team collaboration by enabling instant communication and quick decision-making, regardless of location. Teams can easily share files, chat in groups, and brainstorm ideas. It’s particularly useful for remote work, keeping teams connected through video calls and ongoing chats. IM also simplifies onboarding by organizing key materials in dedicated chats, while reducing costs by eliminating communication delays and barriers.
Key features for a business instant messaging platform:
Communication Tools
– Unlimited chats
– Voice & Video Calling
– Conferencing & Broadcasting
Robust Security
– End-to-end encryption
– Multi-factor authentication
– Region-specific compliances
Collaboration Features
– Topic-based chat
– Screen sharing
– Unlimited File and media sharing
Instant messaging is not secure for sharing sensitive business information due to several security risks, such as:
– Unsecured transmission channels
– Vulnerability to viruses and malware
– Potential data leakage via social media links
– Risk of messages being forwarded unintentionally
– Exposure to malicious code modifications
The cost of developing an instant messaging app typically ranges from $25,000 to $50,000, with an average cost of around $37,500. However, some key factors highly influence the pricing of instant messaging apps. Some of them are compatibility, app design complexity, specific feature requirements, and the development timeline.
Get Started with MirrorFly’s Instant Messaging Solution!
Drive billions of conversations on your apps with highly secure 1000+ In-app Communication Features.
Contact Sales
Hosting On Your Own Server-
100% customization
-
Full source code access
