Instant messaging has long since been the staple in business communications. It’s fast, convenient, and readily accessible to anyone. But like many other things, instant messaging has uniquedisadvantages.

Instant messaging can be distracting, loud, and used for activities completely irrelevant from work. These pitfalls may be some of the reasons why businesses use SMS archiving software to keep track of employee messages.

Nowadays, it is near impossible for companies to find alternatives to instant messaging. In this article, we’ll discuss the pros and cons of instant messages for the workplace and how you might remedy the downsides.

Pros of Instant Messaging

Keeps Records

During ordinary meetings or phone calls, you may not remember specific details. Fortunately, like emails, instant messages record all conversations in your application. These records are crucial for compliance regulations and can be further enhanced using instant message archiving solutions.

Real-Time Conversations

There is a great reason why instant messages are called “instant.” This form of communication is faster than emails and allows people involved in the chat to see the other party’s messages immediately.

Easy Setup

You do not need to use instant messaging platforms to carry out complex processes. You can quickly receive and send messages to connected individuals as long as you have a phone.

Cons of Instant Messaging

A Distraction

Because of how easy it is to “pop in” someone’s inbox in instant messages, this can distract employees. Disrupting someone during work can only take a second, leading to decreased productivity.

How to troubleshoot?

You can make a workplace policy prohibiting personal instant messaging and other irrelevant applications during work hours if it becomes a persistent problem.

Decreased Security

Another problem with instant messages is that they may not be as secure as other modes of communication because it is on a public network. An intruder may intercept these conversations or join a chat without permission.

How to troubleshoot?

You can place a layer of security on your IM system by using end-to-end encryption, self-destructing messages, and limiting what information to send.

Improve your Instant Message Monitoring

Proper supervision and regulation are the keys to minimizing the disadvantages of instant messages for business. Besides implementing rules and educating employees on responsible communication, an archiving solution benefits your company’s compliance with regulatory bodies.

To learn more about instant message archiving software, get in touch with LeapXpert.

By Robert Smith

John Smith: John, a former software engineer, shares his insights on software development, programming languages, and coding best practices.