C2 | Messengers & SMS

This module will teach you about the different types of text messages, what messengers are, and how to use messengers in a professional context.

• 1. What is the difference between SMS, MMS, and messengers?

  SMS and MMS are message types that can be sent with a traditional mobile phone. Smartphones are capable of sending these message types as well, but it’s cheaper and often easier to use a messenger app instead.

  SMS stands for “Short Message Service.” An SMS consists of a maximum of 160 characters, which you send to recipients through a mobile network like a phone call. While SMS technically means short message service, it usually refers to the message itself in casual speech, omitting the word “service.” Since SMS communication is even more secure than messengers, they are still used today for security queries, for example.

  An MMS is also a short message. In this case, the M stands for “Multimedia,” meaning audio, video, or photos. An MMS allows you send multimedia messages to other devices, acting basically as an SMS with an attachment. Mobile data is required to send an MMS, and MMS use in Germany has gradually discontinued since 2023 due to the convenience of messengers, which are faster and, above all, free.

  With messengers (messaging services) such as WhatsApp, Signal, or Telegram, you can message your coworkers or customers online in real time and exchange videos or pictures. You can also use your messenger to make phone calls with and without video, provided all participants have the same messenger as you. Messengers use either mobile data or WiFi. You can easily download messengers from any app store, and the good news is that they’re usually free.

  Got it!

• 2. Which messengers are recommended for business contacts?

  The following messengers are available in both free and paid versions. If you don’t quite know which messenger is right for you and your work yet, the following information can help you decide:

  Slack

  Slack is an instant messenger that allows you to easily communicate within workgroups of different sizes. You can connect Slack to other services, such as Dropbox or Google Drive. In addition to communication between colleagues, you can also work together collaboratively on tasks.

  Microsoft Teams

  Microsoft Teams offers a variety of useful features for your business. You can send messages to your coworkers, make calls and video conferences, share files, and use so-called channels for focused discussions or collaboration. Teams is a Microsoft product, so you are able to easily access other Microsoft Office applications within Teams.

  Mattermost

  Mattermost is based on an open-source code with its own cloud. With the appropriate knowledge, you are able to customize the messenger to fit your individual needs through the open source code. Mattermost offers two-factor authentication and supports mobile devices.

  RocketChat

  With RocketChat, you are also able to open different channels, make phone calls, write messages with coworkers, share documents, and exchange ideas. This provider is also an open-source offering, meaning that with the appropriate coding skills, you can tailor it to the exact needs of your work or business.

  Please regularly backup your messengers and make sure you are always running the latest version. It is worthwhile to actually read the privacy policy and terms and conditions of all messenger services instead of just accepting them blindly. Ultimately, it’s up to you to decide which messenger you want to use, and how important data protection is to you.

  Got it!

• 3. How do I install a messenger?

  If you would like to use a messenger, all you need is an internet connection and a smartphone. Next, proceed as follows:

  1. Download

  Find the messenger in your app store and download it.

  2. Register

  Next, you need to create an account in the messenger app by registering. This is usually a very quick and easy process; just follow the on-screen instructions. Don’t be unsettled if you are asked to provide a mobile phone number, the app needs this information in order to verify your identity. You will then receive an SMS code, which you have to enter into the app to confirm your identity.

  3. Setup

  You can now set up your messenger at your discretion. It is possible to enter your name and provide a profile photo, if you wish.

  We advise you to read the privacy settings carefully and not just skim them. You can then decide what kind of access you are willing to grant the app. Is the messenger allowed to access your contacts and media? If you are uncomfortable with this, you can change these settings at any time.

  Got it!

• 4. What if I want to use messengers for work?

  More and more companies are moving to messengers to allow employees and teams to network quickly and easily. Messengers can also be useful for communicating with customers, with messages taking the place of traditional emails. The format is perfect to provide a timely confirmation or quickly exchange ideas. It is still important to consider the following points when sending messages in a professional context:

  Try to avoid private messenger services.

  Whether you use Slack, WhatsApp, Teams, or Telegram, as soon as you start using your private messenger for professional purposes, boundaries between your private and professional life can start to blur. Not only can private pictures accidentally be shared with business partners (for example, through you profile photo), but your work-life balance might also start to be affected. You can avoid this scenario by considering a dedicated work cell phone with its own unique number.

  Comply with the provisions of the General Data Protection Regulation (GDPR).

  Please note that some messenger services will automatically download all the contacts from your address book. According to the GDPR, however, you must first obtain consent from each individual contact to share their data with your messenger service. So when choosing a messenger, make sure that you choose a service that is GDPR-compliant.

  Don’t share confidential information through a messenger app.

  When using messengers, you should only send confidential business information through encrypted communication, or not at all. This also includes passwords and other personal data, such as customer contact information.

  The provider Virtual Solution AG has developed the SecurePIM app, which securely combines messenger, email, and telephone services. This app is also available for personal devices. This option separates business and personal data while remaining GDPR-compliant.

  Got it!