The effectiveness of a business largely depends on the quality and speed of communication – within the team, with clients, suppliers, and partners. One of the most convenient tools for facilitating seamless communication is a corporate instant messenger. It will help streamline workflow by enabling the transition to group chats, where everyday tasks and company-related matters can be productively discussed.
What is a messenger for the local network?
The main features of corporate chat:
- video chats, team voice calls;
- exchange of documents, images, audio, video files;
- arranging conferences; remote computer access
- group chats only for certain employees.
A corporate messenger can be an effective solution for a company if it has the following needs:
- Communication between employees in different locations or departments;
- Regular meetings with a large number of employees;
- A requirement for prompt responses to requests, such as operational reporting.
A chat app is also useful if a lot of coordination happens during the working day, there is a large flow of information, and it is important to monitor the situation for each employee. The message history will tell you in what status the communication is, what documents need to be sent or when to call.
2. Advantages of corporate messengers.
Corporate messengers are specifically designed for business purposes. They offer more features compared to mass applications and provide an increased level of data transmission security – usually, corporate messengers operate under the AES protocol. Such messengers can be customized to meet the company’s specific needs and can be controlled through the IT Department. Additionally, any technical issues will be promptly addressed and resolved by the software vendor. 
Corporate messengers help increase productivity within teams. Users can set up alerts, mark their presence at the workplace, and avoid distractions from personal messages.
For example, Softros LAN Messenger has a function that displays colleagues’ availability statuses. You can set your status to “Do Not Disturb” during meetings, and other employees will be aware that you’re unavailable, saving them time from attempting to contact you unnecessarily.
3. Why You Shouldn’t Use Regular Messengers
The servers used for messaging in regular applications belong to third parties. You have no control over the security of data transmission and access to it by unauthorized individuals. Corporate network programs excel in this regard because the rules are set by the company owner.
The main disadvantages of public messengers:
- Low file transfer speeds, compression, and size limitations;
- Lack of adequate search functionality or inefficient search tools;
- Spamming, with no ability to disable it;
- Distractions from personal chats, subscriptions to channels;
- Constant push notifications on smartphones and computers;
- Personal contacts mixed with work contacts, increasing the risk of accidentally sending messages to the wrong recipient.
Corporate messengers, on the other hand, provide a dedicated and secure platform for professional communication, eliminating these potential issues and ensuring a focused and productive work environment.
4. Types of Messengers
Messengers can be divided into three categories: free, serverless and client-server. They have both advantages and disadvantages, that are worth considering when choosing.
4.1 Serverless LAN Messaging Applications
These are popular apps, such as RealPopup, Lancetchat, and Softros. All of them are characterized by a closed system: users can only see and communicate with each other within the network and cannot interact with the “outside world.” These applications are designed as tools for team interaction, file transfer, and remote access via the local network.
Serverless LAN messengers are suitable for networks with up to 100 workstations. They operate without internet access and do not burden network traffic. They are also ideal when you need a one-way information system (message broadcasting) without the need for feedback. For private conversations within the organization, serverless LAN messengers are one of the best solutions, as they exclude the possibility of sending messages to external recipients outside of work, such as personal contacts.
4.2 Client-Server Applications
For more complex IT infrastructures, other solutions such as client-server applications are required. Their “central” client is installed on a remote or local server, and the systems run on a UNIX or Microsoft Windows platform. The server is under the control of an administrator, allowing you to monitor the security of data on the network. Messages will reach the intended recipient, even if they are not online, as the information remains on the server. Therefore, client-server messengers are a suitable type of messenger for corporate use in communicating with partners and clients outside your office.
Client-server messengers are installed on the same servers used for the company’s daily operations. As a result, you can connect to the server in almost any way: via a local network, Wi-Fi, mobile internet, or a VPN channel. This flexibility ensures that communication remains seamless, regardless of your location or connectivity method.
4.3 Free internet messengers.
Popular Internet messengers have the advantage of being fast and cost-effective to implement. They also often rely on cloud servers, which can ensure uninterrupted communication. However, free options such as Viber, Telegram, and WhatsApp may be vulnerable to access through phone numbers and may not offer a high level of data transfer security.
A potential disadvantage of using personal phones for a corporate messenger is that it can pose a threat to confidentiality when employees leave the company. If the employee changes their phone number, the message history and client contact information may be lost. Additionally, the company will not have access to the server and will not be able to monitor employee conversations. This can be a significant drawback, as it limits the company’s ability to ensure compliance and protect confidential information.
5. How to choose a messenger for a company?
Certainly, there are products that are popular in specific environments – for example, Discord and Slack in the IT industry. However, a messenger should be evaluated based on its convenience and functionality. Sometimes, the simplicity of the interface and its adaptation for employees who are less tech-savvy become critical factors.
Before selecting a messenger, make a list of necessary functions. Here’s a sample list of criteria:
- Whether it works within a local network or requires an internet connection;
- Whether an anonymizer or VPN is needed;
- Type of platform and support for multiple platforms;
- Ability to integrate with other services;
- Support for file sharing and documentation.
Depending on the line of business, data encryption may be a necessary requirement. In this regard, it is more reliable to use paid products, whose license agreements require information safety and responsibility for the disclosure of trade secrets. We strongly recommend rejecting free versions of messengers, as they may have backdoors or other potential vulnerabilities that could introduce spyware or compromise data security.
6. How to implement a corporate messenger?
Implementing a corporate messenger involves several steps. First, you should determine your criteria for selecting a messenger. Next, you should install the messenger in test mode and have a group of employees use it to test out its various features. This will help you determine which option is the best fit for your needs. If you’re looking for a simple solution, you can consider installing a local messenger that does not require a server.
How the program is installed:
1. Download the application from the program website.
2. Count the number of users you need: install messengers on all computers and phones where you want to use chats.
3. Ask each employee to fill in their name, position and department.
4. Prepare instructions and train employees on the rules of correspondence and sending files over the network (usually these actions do not cause difficulty for people who have already used messengers)
5. Create chats for projects and departments
6. Configure access rights for those team members who do not need some messenger functions (sending files or messages, remote access)
7. Conclusion
A corporate messenger can significantly improve communication within your team and optimize your work processes. It is advisable to consider paid options, as they often provide better security for your data. Customization is also a crucial factor, so be sure to choose a messenger that can be tailored to your company’s specific needs. Additionally, if available, take advantage of a trial period to thoroughly test the messenger and ensure it meets all your requirements before making a final decision.
