7 Reasons to Use Instant Messaging in the Workplace

As a professional, you’re aware of the importance of fast, efficient, and productive communication. Yet many people continue to fall short in this area. While the reasons could vary, it may simply be that they’re not using the right tools.

Fortunately, advances in technology can empower your employees to be even more productive and collaborative at work. One such technology – instant messaging (IM) – has been on the rise for quite some time, not just with individuals but rather in workplaces all over.

The Radicati Group reports that:

“In 2019, the number of worldwide IM accounts (not including Mobile Messaging) total over 7.0 billion. This figure is expected to grow at an average annual rate of about 6% over the next four years, and reach over 8.9 billion by the end of 2023.”

Building off of this growth, instant messaging apps geared toward the work environment allow users to not only communicate, but also collaborate in a highly efficient manner through a range of features beyond simply sending and receiving messages.

As solutions become increasingly feature-rich including real-time messaging, voice and video capabilities, collaboration tools, and stronger security, more and more companies are realizing that instant messaging is one of the best ways to communicate in the workplace.

Why Using Instant Messaging at Work Is Important

Instant messaging used at work helps employees complete tasks faster as they don’t have to wait for an answer via email or phone. They get clarifications in real time. Instant messengers for business purposes also help remote and in-office teammates maintain contact during the work day. By creating an environment that’s collaborative and administrative, workplace messengers increase team communication and productivity. But that’s not all.

To fully realize why you should use this beneficial technology, explore below 7 reasons to use instant messaging tools at work:

1. Communicate Instantly

The speed of communication in the office is crucial. Many workflows and functions depend on employees’ ability to quickly ask for and receive information. Instant messaging allows you to communicate with others in real time, with no delays such as those associated with email communication. As long as the other person is available, you can hold a conversation instantly, meaning quicker and more efficient communication.

2. Improve Efficiency and Productivity

As workplaces teem with productivity killers, you need every possible advantage at your disposal. If you’re wondering how to increase your productivity around the office, consider a team chat app. They’re geared to the business environment!

Apps like Brosix, Flock, and Slack utilize instant messaging technology at their core, but package it with advanced chatting options, collaboration tools, control features, and security. That allows you to streamline workflows and teamwork without compromising productivity and security.

3. People Like Using It

Simply put, people enjoy using instant messaging. For starters, it’s familiar. IM technology is so much a part of everyday life that most of your employees will feel completely at ease messaging each other at work.

It can also be exciting to know that you’re using dynamic, cutting-edge technology. For example, video calls, virtual whiteboards, and instant messages can all facilitate interactive team-building activities like virtual quizzes and games. Some even have in-built grammar checkers to ensure your language is clean and clear Or you could use the technology to check in with remote or international teams around their holidays, sharing virtual cafe sessions or meals.

4. Save Money

It’s no secret, startups and small or mid-sized companies need to constantly reduce small business costs just to survive. In many instances, instant messaging can help you trim inefficient overhead and operating expenditures.

Taking advantage of video calling and its abundant use cases can help you eliminate expensive phone plans. With collaboration tools like virtual whiteboards and file sharing, you can replace costly in-person meetings where travel is involved.

All-in-one messengers like Brosix feature real-time communication channels, collaboration tools, advanced control options, and enterprise-grade security so you can consolidate your toolkit without sacrificing productivity.

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5. Communicate with Remote Workers

Remote work is fast becoming the norm for more and more teams. While keeping employees engaged is crucial for the success of any enterprise, often companies neglect remote employees in their engagement efforts. Working with employees through email and the occasional phone call leaves remote team members feeling disconnected and isolated.

Instant messaging ensures that all your employees, regardless of their location, have the means to communicate quickly and meaningfully. Moreover, many solutions can facilitate interactive teamwork and even streamline mundane processes like remote business meetings.

6. It’s Full of Features

As workflows evolve digitally, businesses need high-performance tools and features to ensure productivity. Instant messaging is full of features to meet complex technical requirements.

Screen sharing with remote desktop control and instant screenshots mean that messengers can streamline how-to explanations, visual demonstrations, and configurations, or even double as tech support tools. Enhanced file sharing capabilities allow you to share large data without facing workflow-crippling restrictions of email clients. And that’s in addition to rich communication channels like group, audio, and video chat. Odds are, whatever your business communication and collaboration needs there’s a feature to help you meet them.

7. Easy to Implement and Administer

The time needed to set up and administer a workplace messaging network has been greatly reduced over the years. Nowadays, you can get a private team network up and running within a matter of minutes, instantly allowing you to not only take full advantage of the technology, but also administer who can join the platform.

What’s more, robust enterprise tools provide you control over contacts, shared chat spaces, and the features to which users have access. You can even designate multiple administrators and set specific data security levels.

Benefits of Instant Messaging in the Workplace

Benefits of Instant Messaging

There are many reasons to start using instant messaging. But you might also wonder what advantages it brings. By deploying the technology in a work setting, businesses and employees alike can realize specific benefits.

More Thorough Record-Keeping

A record of your internal communication can be a real performance booster. Messaging histories provide a chronicle of conversations, helping team members to easily recall details and save loads of time and frustration. User activity logs can shed insight into who’s communicating, how, and when, enabling you to pinpoint productive times and collaborative flows.

“My staff have praised instant messaging because they have documented answers to questions they may have asked throughout the day or week, which they would usually ask face-to-face, forgetting what was discussed at a later date. As a result, instant messaging has increased efficiency amongst my workforce as it gives staff a clearer way of communicating; making the task at hand easier to get on with.”

– Chris Wain, Sales Director, AfricaTravel

Camaraderie for Remote Teams

Work is more enjoyable and worthwhile when you have friends there. While instant messaging can’t substitute the in-person communication fundamental to human relationships, it can help foster and maintain camaraderie during the busy workday, especially for remote teams.

Group chat rooms, for instance, serve as valuable spaces for sharing small team victories or just a clever GIF. Video chats can help you more personally mark celebratory occasions or just check in. It’s an easy way to improve team cohesiveness!

Increased Transparency

In the workplace, instant messaging promotes regular communication and approachability. Chat channels for feedback, support, or praise help you provide consistent reinforcement of company goals and directives. For remote teams, holding the daily stand-up via audio or video chat helps you efficiently coordinate sprints and get task updates.

What’s more, the simplicity of an instant message keeps everyone on equal footing. In one study of emergency surgical teams, instant messaging helped level the hierarchy on the team, allowing trainees access to more experienced clinicians who provided guidance and advice.

Enhanced Security

$4.45 million! That’s the average cost of a data breach in 2023 globally. While free instant messengers pose serious security risks in an office environment, business instant messengers provide a secure space for workplace communication.

Closed networks, end-to-end encryption, peer-to-peer communication channels, and other safety features like anti-virus integration and individual data security levels help enterprises of all sizes avoid falling victim to the next data or privacy breach.

All-In-One Communication, Collaboration, and Control

By consolidating in one package real-time messaging, collaboration, and administrative control, you streamline internal processes and teamwork while eliminating the need for extra software.

“Rapid response. Brainstorming sessions. Office banter. It’s hard to argue with the effectiveness of instant messaging in the workplace. Instant messaging has become the focal point for our creative sparks. It also encourages the team to share ideas as well as being an informal platform for help and guidance and helping new employees settle in quickly.”

– Will Craig, Founder and CEO, LeaseFetcher

Wrap Up: Is Instant Messaging at Work Right for Your Team?

As you can see, instant messaging is advantageous for a variety of reasons. To get a fuller idea of what it can bring to your workplace, the best thing you can do is experiment with the technology yourself. You might just uncover another reason not mentioned here!

If you’re still on the fence, give Brosix a try. It’s a highly capable, secure, and customizable instant messenger equipped for workplaces and teams of all types.


How can instant messaging platforms improve remote work?

Instant messaging platforms enable remote teammates to stay connected, communicate, and collaborate effectively. Instant messaging replaces lengthy email exchanges or phone calls, allowing quick and efficient communication regardless of location.

How can instant messaging contribute to better team collaboration?

Instant messaging fosters better team collaboration by providing a platform for quick and interactive communication. It allows team members to ask questions, quickly exchange ideas, and provide feedback. This promotes a more collaborative and efficient work environment.

What role does instant messaging play within an intranet?

Instant messaging plays a significant role within an organization’s intranet since it serves as an internal communication tool. It enables employees to connect with each other within a private network, share information, and communicate in real time, thereby enhancing overall work efficiency.

What are some tips on how to overcome challenges with using instant messaging for work?

To overcome challenges with using instant messaging for work, it’s essential to establish proper etiquette and guidelines. Encourage employees to use instant communication tools for work-related purposes only, avoid excessive use or distractions, and prioritize important tasks. Regularly communicate best practices and educate employees on how to effectively use messaging tools without compromising productivity.

How can instant messaging help employees access the information they need without delays?

Instant messaging provides employees with a platform to access the information they need without delays as it allows for quick exchanges between colleagues, such as asking questions, seeking clarifications, or requesting files. This removes the need for exchanging emails, and employees receive the information they need right away.

Nikola Baldikov

Nikola Baldikov is a Head of Marketing at Brosix, specializing in SaaS marketing, SEO, and outreach strategies. Besides his passion for digital marketing, he is an avid football fan and loves to dance. Connect with him on LinkedIn or follow him on Twitter at @baldikovn.

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