Instant messaging for business has become more than just a convenience—it’s a necessity. From fast decision-making to engaging frontline employees, businesses can no longer rely solely on email or outdated systems. Instead, they’re adopting office instant messaging and modern business messaging apps to streamline communication, cut down delays, and boost productivity.
Unlike consumer tools such as WhatsApp or Signal, which lack enterprise-level compliance and integration, dedicated enterprise instant messaging software is designed to meet the demands of modern organizations. In this article, we’ll review the top apps, highlight essential features, and examine future trends. Along the way, we’ll identify where competitors fall short—and why HubEngage is positioned as the all-in-one alternative for organizations of every size.
👉 For more on the bigger picture, see our guide to internal communication software and tools and our team communication software guide.
What Makes the Best Instant Messaging App for Business?
Based on leading reviews of team chat apps, the strongest platforms share several common traits:
- Organized Conversations: Channels, threads, and tagging options to reduce noise.
- Universal Search: Robust filters to quickly find past conversations.
- Voice and Video Chat: Built-in audio/video calling and screen sharing for smooth collaboration.
- Ease of Navigation: Clear UI with shortcuts and gestures.
- Collaboration Features: File sharing, embedded previews, and integrations with workplace tools.
These criteria are essential benchmarks we’ll use when evaluating the top business messaging apps below.
Top 10 Instant Messaging Apps for Business in 2025
Here’s a detailed look at the most notable instant messaging at work platforms, with their best use cases, features, and pricing:
| App | Best For | Standout Features | Pricing (per user/month) | Weaknesses |
|---|---|---|---|---|
| HubEngage | Unified messaging + engagement | Chat + recognition + surveys + AI | Starts from $1 | Less known vs Slack/Teams but rapidly growing |
| Slack | Teams needing extensive integrations | 2,500+ third-party apps, channels, DMs | Free; Paid from $8.75 | Message history limited on free plan; cluttered UI |
| Microsoft Teams | Microsoft 365 enterprises | Deep Office integration, video meetings | Free; Paid from $4 | Busy interface; tied to Microsoft ecosystem |
| Google Chat | Google Workspace users | Simple interface, threads, Spaces | Free; Paid from $7 | Limited features vs competitors; bundled with entire suite |
| Zoho Cliq | SMBs on a budget | Channels, integrations, task management | Free; Paid from $3 | Less enterprise adoption |
| Chanty | Task-oriented teams | Convert chats to tasks, video calls | Free (5 users); Paid from $3 | Limited integrations, small free tier |
| Mattermost | Open-source & dev teams | Playbooks, high security, customization | Free; Paid from $10 | Complex setup, cluttered UI |
| Rocket.Chat | Data-sensitive industries | Role-based encryption, identity control | Free (50 users); Paid from $4 | Steep setup, limited free users |
| Twist | Async-first teams | Threads, inbox-style conversations | Free; Paid from $6 | No built-in calls, history limits on free plan |
| Discord | Always-on voice collaboration | Best audio quality, voice-first channels | Free; Nitro $2.99 | Not built for enterprises; limited compliance |
| Element | Self-hosted workplaces | Fully encrypted, open-source Matrix protocol | Free; Paid from €5 | Complex setup, fewer enterprise integrations |
| Pumble | All-in-one collaboration | Messaging, calls, unlimited history | Free; Paid from $2.49 | Missing advanced enterprise features |
Unlike single-purpose chat apps, HubEngage’s employee instant messaging app can be deployed as a standalone instant messaging tool. Organizations can start with chat alone, then easily expand into surveys, recognition, social, and more—all within the same platform. This modular approach helps consolidate multiple tools, cutting costs on licensing and integration while boosting adoption. HubEngage not only combines communication with engagement and AI-driven insights, but also delivers substantial savings by eliminating the need for separate platforms.
👉 For additional comparisons, see our article on the best team chat apps.
Benefits of Instant Messaging at Work
Switching to instant messaging for business delivers measurable benefits across industries. Key advantages include:
- Speed & Agility: IM reduces response times drastically compared to email. According to McKinsey research, productivity improves by up to 25% with real-time communication tools.
- Stronger Engagement: By blending chat with recognition and surveys, apps like HubEngage encourage employees to stay active and connected.
- Mobile-First Access: Perfect for deskless and frontline employees who may not sit at a computer all day.
- Reduced Costs: Organizations consolidate tools, lowering licensing, integration, and administrative overhead.
A poorly chosen app often leads to frustration, wasted productivity, and hidden costs—a reality many remote and hybrid teams know well. Selecting the right tool is critical to avoiding these pitfalls.
👉 For broader strategies on workplace channels, explore our corporate chat app and office chat software guide.
Why Secure Business Messaging Matters
One of the biggest mistakes organizations make is relying on consumer apps like WhatsApp or Signal for workplace communication. While these tools are popular for personal use, they lack the compliance, administrative controls, and integrations required for enterprise environments.
Here’s how consumer apps compare to dedicated business messaging apps:
| Feature | Consumer Apps (WhatsApp/Signal) | Business Messaging Apps (HubEngage, Slack, Teams) |
|---|---|---|
| Compliance | No SOC 2, HIPAA, or GDPR alignment | Enterprise-grade compliance (SOC 2, GDPR, HIPAA) |
| Admin Controls | Limited; no centralized management | Centralized control, role-based permissions |
| Integrations | Minimal integrations | Connect with HRIS, LMS, payroll, CRM |
| Security | End-to-end encryption only | Advanced security: SSO, MFA, audit logs |
| Multi-Channel Reach | Messaging only | Chat + surveys + recognition + SMS/email integrations |
In short, consumer apps may feel convenient but expose organizations to risk, compliance issues, and productivity gaps. Dedicated business messaging apps like HubEngage’s instant messaging solution provide the controls and engagement features companies need. For further trust, see HIPAA compliance details from the U.S. Department of Health & Human Services.
Key Features of a Business Messaging App
When evaluating a business messaging app, focus on these must-have features:
- Security & Compliance: Enterprise-grade security (SSO, SOC 2, GDPR, HIPAA) is critical for sensitive communication.
- Integrations: Smooth connections with HRIS, payroll, and LMS tools reduce workflow friction.
- Multi-Channel Communication: Employees should receive updates via chat, SMS, email, or push notifications.
- AI & Analytics: Insights into message performance, engagement, and best send times.
- Scalability: Works for both SMBs and global enterprises.
This is where HubEngage stands apart—starting as a secure standalone instant messaging app, but easily expandable into recognition, surveys, and AI-powered insights. This modular design consolidates multiple tools and delivers cost savings.
Challenges of Implementing Office Instant Messaging
Despite its benefits, rolling out office instant messaging comes with challenges:
- Adoption Resistance: Some employees cling to email. → Solution: Gamification & recognition features.
- Channel Overload: Too many tools confuse staff. → Solution: HubEngage unifies multiple channels.
- Compliance Concerns: Industries like healthcare & finance require strict data controls. → Solution: Enterprise security standards built in.
👉 For organizations evaluating broader tools, our team communication software guide explains how messaging fits into the bigger ecosystem of work communication apps.
The Future of Instant Messaging at Work
By 2025, instant messaging is shifting from simple text chat to AI-driven engagement platforms. Expect:
- Automatic translation for global teams.
- Sentiment analysis to measure employee mood.
- Consolidation into unified employee apps (chat + recognition + surveys).
👉 This trend aligns with the rise of apps for team communication that unify multiple channels and functionalities.
Editor’s Note: How We Compared These Apps
This list was created after reviewing dozens of business messaging apps against specific criteria: ease of use, compliance and security, integrations, pricing, and ability to scale. Each platform was tested for real-world features such as search, threads, video calls, and mobile performance. We also compared adoption across industries and checked for recent feature updates to ensure accuracy.
👉 For an even wider perspective, see our internal communication tools guide where messaging is positioned as one of five essential pillars.
We also factored in industry research. For example, Gartner predicts that by 2026, 80% of workers will use AI daily, making AI-powered messaging platforms a future-proof investment. Similarly, Deloitte highlights how communication technology is central to workforce productivity and engagement.
Conclusion
Instant messaging for business is no longer optional—it’s the foundation of modern work communication. While Slack, Teams, and Google Chat remain dominant, they fall short in engagement and multi-channel delivery. HubEngage fills this gap by offering a flexible solution: it can begin as a standalone instant messaging app and scale into an all-in-one business messaging platform that connects employees across channels, integrates recognition and surveys, and provides AI-driven insights with significant cost savings.
➡️ Ready to see the difference? Book a demo of HubEngage’s employee instant messaging app today and unify your workplace communication.
FAQs
What is the difference between instant messaging vs email?
Instant messaging is faster and ideal for real-time collaboration, while email is better suited for formal or long-form communication. 👉 See our instant messaging vs email article for a deep dive.
What is instant messaging for business?
Instant messaging at work refers to the use of secure, real-time chat platforms built for organizational needs. Unlike consumer tools, office instant messaging offers compliance, integrations, and enterprise features for better communication.
What is the most secure business messaging app?
Most default to Slack or Teams, but many overlook compliance needs. HubEngage supports SSO, SOC 2, GDPR, and HIPAA compliance.
Which instant messaging app works best for deskless employees?
HubEngage was designed for frontline and deskless workers, with mobile-first delivery and offline access. It can serve purely as a messaging tool, or expand into recognition, surveys, and more as needs grow.
What is the most affordable instant messaging app for small businesses?
Apps like Chanty and Flock are low-cost, but HubEngage offers SMB pricing with enterprise-grade features.
Can instant messaging apps integrate with employee recognition and surveys?
Yes—HubEngage uniquely offers native recognition and surveys inside the same app.
Are consumer apps like WhatsApp suitable for business messaging?
Not for compliance-heavy industries. Consumer tools lack enterprise security and integrations.
How do I choose between Slack and Teams for office messaging?
Slack is better for integrations; Teams fits organizations deeply invested in Microsoft 365. However, neither offers multi-channel engagement like HubEngage.
What are the disadvantages of instant messaging at work?
Overuse can cause distraction. Unified platforms like HubEngage balance productivity with engagement.
What is an alternative to Google Business Chat?
Google Chat comes bundled as part of the entire Workspace suite, which many organizations find bulky and unnecessary if they only want messaging. This can mean paying for features you don’t need. In contrast, HubEngage is available as a standalone business messaging app with the flexibility to expand into surveys, recognition, and multi-channel communication when you’re ready.
👉 See our alternatives to Google Chat guide for more options and a deeper comparison.
How does instant messaging support internal communications overall?
Messaging is one of the five pillars of modern internal communication platforms and tools, alongside email, intranets, signage, and recognition.
What is an office messaging app?
An office messaging app is a communication tool designed for workplace collaboration. It enables real-time chat, file sharing, and video calls, unlike consumer apps. HubEngage offers an office messaging app that can start as standalone chat and scale into a broader platform.
What is enterprise instant messaging software?
Enterprise instant messaging software provides secure, compliant communication for large organizations. It includes features like SSO, GDPR compliance, integrations, and multi-channel reach. HubEngage is an example, offering enterprise-grade security while staying modular and cost-effective.
