In recent years, more and more companies are adopting “instant messaging platforms” that enable real-time communication to facilitate internal communication and information sharing.
If a highly secure business instant messaging platforms is used properly, it can reduce the risk of information leakage compared to e-mail or written communication. Therefore, appropriate softwares must be selected with security in mind.
On the other hand, there are many people who want to introduce a instant messaging platforms, but are not sure which one matches their company’s needs because there are so many different types.
In this issue, we will introduce the security features of instant messaging platform and focus on the key points on how to choose the right one for below people.
- “We are troubled by complicated internal communication methods.”
- “You want to introduce a instant messaging platform to improve the efficiency of information sharing.”
- “You are looking for a platform that you can use with peace of mind in terms of security.”
If you are in charge of such a situation, this article will help you find “a instant messaging platform with optimal security functions” and make information sharing more efficient.
Contents
- 1 Security risks of instant messaging platforms
- 2 Security measures you can take with instant messaging platforms
- 3 3 key points for instant messaging platform comparison
- 4 5 best instant messaging platforms with strong security
- 5 Comparison chart of 5 instant messaging platforms
- 6 3 points to note about instant messaging platforms
- 7 Summary of instant messaging platforms with strong security
Security risks of instant messaging platforms
Many instant messaging platforms are highly secure, but if you do not check the security features carefully, you may be at risk for the following.
- Account hijacking
- Password Breach
- Leakage of information due to misdirection
- Information leakage due to lack of employee control
Accounts can be hijacked through ID and password leaks or snooping, allowing a malicious third party to see the information shared.
If you use a predictable password, your password can be breached and allow others to log in.
Sending a message to the wrong recipient or group can result in the leakage of personal or confidential information.
Employees’ carelessness, such as “connecting to unsecured Wi-Fi at home or in public”, can result in infection by viruses.
Thus, just like any other platform, instant messaging platform has risks such as account hijacking. And because instant messaging platforms make it easy to send messages, the risk of misdirection is high.
Security measures you can take with instant messaging platforms
Business instant messaging platforms have “the same security risks as other platforms”, but you can prevent information leaks and other problems by choosing a highly secure platform. Security measures for instant messaging platforms include the following.
- Encryption of communication data
- Two-step authentication
- Cancellation of sent data
- Authorization management
- Access restrictions
If data is encrypted by SSL/TLS, etc., the risk of information leakage in the event of unauthorized access can be reduced.
By dividing the login process into two stages, such as “issue and enter an authentication code”, it becomes impossible for an unauthorized person to log in simply because their ID and password have been breached.
This function allows you to delete data that has been mistakenly sent. In addition to undoing, many platforms also allow editing of sent messages.
You can prevent accidental transmissions by managing permissions, for example, “Files cannot be sent to members outside the company”.
This function prevents carelessness or lack of management by employees, for example, “The platform cannot be used in environments other than the company network.
The above functions reduce the risk of information leakage due to unauthorized access by a third party or human error. When choosing a platform, be sure to check its security.
3 key points for instant messaging platform comparison
The following are 3 points to compare before introducing instant messaging platform. This is a must for efficient information sharing with a platform that matches your purpose of use.
(1) Does the platform have all the necessary functions?
Make sure that the platform does not have excess or insufficiency functions for your company.
Many general platforms come pre-equipped with business management functions, group chat functions, file sharing functions, and so on. On the other hand, some platforms do not have features such as survey or mentions, so be sure to check in advance.
In addition, even if a platform appears to be a good fit for your company, when you actually use it, you may find that it is complicated and difficult to use, with many functions that no one uses.
Therefore, it is important to determine whether the platform is equipped with the necessary functions for operation.
(2) Is the cost reasonable for your company?
It is also important to confirm in advance how much the cost will be.
Basically, instant messaging platform has 3 fee structures: initial cost, usage fee, and optional fees. Instant messaging platform often do not require an initial, only the actual usage fee is charged.
Even though you intend to continue using a free plan, you will have to consider moving to a paid plan when the number of employees increases. Therefore, even if you sign up for a paid plan, choose a platform that can be operated at a low cost.
(3) Can anyone use it easily?
Check the operability and convenience of the platform for actual use.
If the platform is easy to use, even non-IT companies will have no problem putting it into operation. For example, a platform that can be operated intuitively is stress-free and does not require IT knowledge or familiarity.
Thus, make sure that not only employees with decision-making authority but also front-line employees can quickly use the platform.
5 best instant messaging platforms with strong security
Below are 5 free and secure instant messaging platforms that you can use.
Business instant messaging platforms not only facilitate communication, but also provide file management, task management, voice and video calling, and other features to improve work efficiency. They also have strong security, so even though a device is misplaced or lost, information leaks can be prevented with administrative privileges.
However, chat has a major disadvantage: “Information flows upward and cannot be retrieved immediately when needed”. Therefore, it is essential to have a platform that allows immediate access to the necessary information without the confusion of topics.
In conclusion, the best choice for internal information management and sharing is Stock, which meets the strict security standards of major companies and allows centralized management of “Note”, “Messages”, and “Tasks”.
Stock is not excess or insufficiency with necessary functions and is so simple that any member from a non-IT company can use it without explanation. It is also certified with the international security certification ISO 27001 (ISMS) and can be used under strict security controls.
Stock｜A platform with security standards that even major companies can rely on
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
Slack｜An internal instant messaging platform with channels
＜Features of Slack＞
- Convenient for sharing information within a department or project
- Create “Channels” for conversation
- Attach files and video clips
By creating a channel for each department or project, you can send necessary information to specific members. Also, you can create separate channels for each topic, so that topics are not intermingled.
Create a “channel” for each project in your “workspace” and communicate with each other. In addition to “public channels” that everyone can see, there are also “private channels” with viewing privileges, which are ideal for topics that you do not want other members to see.
Enter text in the message box at the bottom of the screen and send it. You can also send not only text but also files and video clips, solving the need to attach them to an email.
＜Notes of Slack＞
- The free version only allows you to keep a history for a certain period of time
- Searching for channels is difficult
The free version of Slack deletes your chat history in 90 days, so you cannot go back and check the data before that time.
Some reviewers say that they would like to have the ability to easily search for channels, as channels become cluttered after many years of use.
＜Price of Slack＞
- Free: Free of charge
- Pro: $8.75/user/month (monthly payment)
- Business Plus: $15/user/month (monthly payment)
- Enterprise Grid: You need inquiry
Rocket.Chat｜You can enhance productivity by integration
＜Features of Rocket.Chat＞
- High security
- Integrate with many platforms
Rocket.Chat has the high security standards that is for healthcare, and government.
Rocket.Chat can integrate with other third party platforms to enhance productivity, for example, Zapier, Zoom, ChatGPT and so on.
＜Notes of Rocket.Chat＞
- Support is limited on free plan
Since the free plan(Community) only provides support that is community assistance, you should subscribe Enterprise in case that you need direct support.
＜Price of Rocket.Chat＞
- Community: Free of charge
- Enterprise: $7/user/month(Minimum of 25 users) or $35/agent/month(Minimum of 5 agents)
If you subscribe Enterprise, you can choose add-on. However, as each price is not opened, you should inquiry customer support.
Microsoft Teams｜The groupware provided by Microsoft
＜Features of Microsoft Teams＞
- Groupware provided by Microsoft
- Adaptable to remote
- Chat with your team
Microsoft Teams is used by many companies because it has versatile with other apps of Microsoft such as Word, Excel, etc. Plans for Business Basic and above include not only expanded functionality of Microsoft Teams, but also licenses for some Microsoft applications. Microsoft Teams.
The video conferencing feature makes it ideal for online meetings. The free version can accommodate up to 100 participants, making it possible to have large online meetings.
Create multiple teams for different departments and projects, and chat, share files and photos, and more.
＜Notes of Microsoft Teams＞
- It is multifunctional for IT-savvy
- Operation is a little lagsSome reviewers say that “Loading is slow, so I cannot open chats immediately after jumping from a notification”.
Many services are only available with Microsoft 365, and only a few features are available with the free plan. On the other hand, the paid plan has many functions and may be difficult to use for those who are not familiar with IT.
＜Price of Microsoft Teams＞
- Free: Free of charge
- Microsoft Teams Essential: $4.00/user/month
- Microsoft 365 Business Basic: $6.00/user/month
- Microsoft 365 Business Standard: $12.50/user/month
- Microsoft 365 Business Premium: $22.00/user/month
Brosix｜All in one messenger platform
＜Features of Brosix＞
- Unlimited file transfer
- All infoamation are encrypted
There is no restriction for sending file size, you can transfer the big file such as video and design data.
All information in Brosix are encrypted and are used peer-to-peer connections, secret information will be store securely.
＜Note of Brosix＞
- Security restriction of Brosix
If you want to enhance security by “history expiration of user activity” and “Antivirus function” and so on, you need to subscribe Premium plan.
＜Price of Brosix＞
- Free: Free of charge
- Business: $4/user/month (annually payment)
- Premium: $6/user/month (annually payment)
Comparison chart of 5 instant messaging platforms
Here is a comparison chart of the 5 instant messaging platforms we introduced. Select the best instant messaging platforms for your company’s information sharing from the following platforms.
| Stock (Most Recommended) | Slack | Rocket.Chat | Microsoft Teams | Brosix | |
|---|---|---|---|---|---|
| Features | Security standards that even large companies can rely on | Manage chats by channel | Enhancing the productivity by integration | Many companies have already introduced | There is no restriction for sending file size |
| Notes | Simple functions, so you cannot create complex hierarchies | The free version deletes history in 90 days | Free plan does not have the support by support team directly | Multifunctional and requires integration with Microsoft applications, so you need to be an IT expert to use it | Unless you do not subscribe Enterprise plan, more security functions will not be provided |
| Pricing | ・Free plan available ・Paid plans are also available for $5/user/month or more | ・Free: Free of charge ・Pro: $8.75/user/month (monthly payment) ・Business Plus: $15/user/month (monthly payment) ・Enterprise Grid: You need inquiry | Community: Free of charge Enterprise: $7/user/month(Minimum of 25 users) or $35/agent/month(Minimum of 5 agents) | ・Free: Free of charge ・Microsoft Teams Essential: $4.00/user/month ・Microsoft 365 Business Basic: $6.00/user/month ・Microsoft 365 Business Standard: $12.50/user/month ・Microsoft 365 Business Premium: $22.00/user/month | ・Free: Free of charge ・Business: $4/user/month (annually payment) ・Premium: $6/user/month (annually payment) |
| Official Site | For detail of Stock, click here. |
3 points to note about instant messaging platforms
While instant messaging platforms can facilitate communication within a company, there are also some points to keep in mind when using them. Below are some cautions when using instant messaging platforms.
(1) Rules need to be set before introduction
Before introducing the platform, it is necessary to clarify the purpose of use in your company and set the rules.
If there are no rules and the method of communication and the purpose of use are different, a situation will arise in which the content you want to convey will not be conveyed accurately. Therefore, it is important to unify rules such as “only share information related to business” or “share information according to a format” to prevent miscommunication or missing information.
In this way, it is necessary to establish rules and disseminate them throughout the company so that information can be comfortably shared for business use only.
(2) Information flows and cannot be found quickly
Be aware of the fact that information is flowing and you cannot find the information you need immediately.
While instant messaging platforms allow for smooth communication, messages flow one after another. Therefore, as the number of members increases, important information may be missed or omitted.
With a platform like Stock, which allows you to store important internal information in a “Note”, you do not have to search through a huge volume of messages to find the information you need.
(3) Possibility of not being able to use the platform
Special attention should be paid to the possibility of not being able to use the platform.
A platform with many functions may look convenient, but in reality, there are many cases where only functions that are not used. A multifunctional platform is also difficult to operate, so employees who are not accustomed to digital technology will not be able to use it and the platform will not be widely adopted.
Therefore, “simple and easy-to-use platform” that match the IT literacy in the company are necessary.
Summary of instant messaging platforms with strong security
We have focused on instant messaging platforms with strong security and points of comparison.
Important points of comparison for instant messaging platforms include features, cost, and ease of use. However, “Does it meet your company’s security policy?” is a prerequisite, as each platform has different settings for administrator and access privileges and different levels of security.
On the other hand, instant messaging platforms have the disadvantage that shared messages flow and you cannot reach necessary information when you want to look back. So, it is essential to have a platform that can reliably stock information.
Therefore, for companies that have issues with information sharing, the best choice is “Stock,” which has world-standard security features and is easy to manage information immediately.
Free registration takes only 1 minute, so using Stock to facilitate information sharing and communication within your company.
