Communication is essential for a successful business. The issue is that we are all extremely busy. People do not always have time to respond to emails or calls. Fortunately, more instant messaging apps are available every day. Businesses worldwide are using apps like Clariti, Slack, and Microsoft Teams to improve all aspects of team communication.

Email and instant messaging are essentially the same things. Both are virtual modes of communication that can complement each other in the workplace. But there are times when instant messaging is beneficial to email or an email is better than messaging. It all depends on the situation. 

But still, we all need a clear answer for which is a better platform, right? Let us compare and find the differences between email vs instant messaging.

When should you use email?

With over 2.9 billion email software users worldwide, its appeal ranges from professional to personal. In a business setting, keeping written communication records and sharing files is also useful. Every generation, from employees in various industries to teenagers, has sent and used email. Whatever new communication tools are introduced to us each month, email is here to stay. 

Emails provide a certain formality that instant messaging does not, which can be good or bad. While email is not typically used for casual chats or quick questions, it is an excellent choice for:

- Setting up an interview

- Making the first contact with a client

- Controlling disciplinary actions

Email leaves a "paper" trail that you can find quickly or archive if necessary. However, using an email platform as the primary mode of communication is not the best option. It is not only overly formal and old-fashioned but also quite ineffective.People waste most of their time sending and reading emails. According to some estimates, the average employee receives 122 emails daily, with only 38% containing important information.

When should you use instant messaging (IM)

Although instant messaging is not the best way to conduct a formal conversation, it is ideal for internal communication among colleagues. Because of its various features, instant messaging is ideal for teamwork, as many apps have integrated calendars that allow you to schedule a meeting while doing something else.

When it comes to email vs instant messaging at work, instant messaging has many advantages that email does not. 

 
Instant messaging is real-time messaging that allows you to converse more quickly and easily than email.

Instant messaging is typically used when both (or all) workers are online, allowing your messages to be read immediately. An email message is not visible until the recipient checks his email, so instant messaging is better for quick messages and conversations.

Why do people prefer instant messaging to email?

Instant messaging, as the name suggests, delivers messages instantly. Coworkers can communicate quickly and easily with just a few clicks. While employees may struggle to write formal emails, instant messaging allows them to communicate freely.

Mail can also be slow and inefficient. According to the most recent estimates, 32% of employees rated instant messaging as one of the best tools for increasing productivity. And now, 43% of Fortune 100 companies use multiple online communication platforms. The basic concepts of effective communication have not changed. Whether you use email or instant messaging, you must be informative, polite, and concise. Here are more benefits of instant messing you must consider for team communication.

1. It is accessible everywhere

By the end of 2019, nearly 2.8 billion people had smartphones. Of course, if you own a smartphone, you are already familiar with instant messaging apps. After all, this method of communication evolved from a simple SMS sent 20 years ago. Because many people are used to texting, their ability to use instant messaging comes naturally. As a result, increased productivity is implied and does not necessitate training.

2. It is less expensive 

One of the most significant advantages of using the instant messaging app for business is the low cost. Instead of using traditional forms of communication, such as expensive telephone systems or customer support staff, you can simply use a tool like Clariti.

3. It is reliable

Keep in mind that there are two types of instant messaging: private and public. For a long time, we believed that the public one was not recommended for businesses due to viruses and cyberattacks. On the other hand, WhatsApp proved us wrong by implementing end-to-end encryption for every message sent. 

4. It improves communication quality

Twitter and text messages have taught us to be concise and to say more with fewer words. Nobody wants to sift through countless emails or make endless phone calls when instant messaging can accomplish everything.

Is instant messaging or email better for team communication

Even though the roles of email and instant messaging are very different, both are used for team communication. While some argue that using slow emails for team communication has become outdated, others argue that instant messaging distracts team productivity. Depending on the context, both are still useful. If proper protocols and best practices are employed, both can be used productively for team communication. 

Tools for improving instant communication with teams

Today's instant messaging market provides various tools for you to consider, including team chat, video and call conference tools, and so on. How do you decide which option is the best? Fortunately, many apps provide a free trial period so you can easily assess their value for your business before purchasing.

While there are many options, let us look at Clariti. It is one of the best free instant messaging tools for startups and small businesses to unite their teams in different locations to communicate and work together efficiently. Clariti’s Workspaces allows users to connect, interact, plan and store all work with their team and stay organized by topic. Clariti provides an easy and effective way for everyone in a hybrid workplace to collaborate and interact with their team using faster, synchronous communication technologies, like chat messaging and internet calls, while not giving up on the more traditional asynchronous ways to connect with the outside world using emails.

In Conclusion

Businesses, teams, and individuals must always look for ways to improve efficiency, productivity, and performance. Nonetheless, many people rely on basic email for communication and collaboration needs.

Think again if you believe using instant messaging apps wastes time reserved for Twitter and Facebook addicts. Check out how instant messaging software can improve your company's workflow if you are up to date on the latest technologies and recognize its potential.Still not convinced that your company requires instant messaging? With so many free trials and service tiers available, you cannot go wrong by giving it a shot. Begin by experimenting with internal IM for one or two departments or colleagues. As your confidence and productivity rise, word of its numerous advantages should spread.Try Clariti to take advantage of instant messaging and dramatically improve your team’s communication, collaboration, delegating, and other skills!