Choosing the Right Communication Tools for Your Business: From Emails to Instant Messaging

May 6, 2025

Jump to Key Sections:

Why the Right Tools Must Align with Business Needs and Security Standards

Most Secure Forms of Email Communication for Businesses

Instant Messaging Tools for Fast, Focused Collaboration

Video Conferencing: Connecting Teams and Clients Anywhere

Simplifying Communication Through Strategic IT Support

Need Help Setting Up Secure Communication Channels?

Clear, secure communication underpins every successful business. Whether you're coordinating remote teams, managing client relationships, or collaborating across departments, the tools you choose directly affect how efficiently your business operates and how securely your data is handled.

With hybrid work models now standard and compliance obligations tightening across Australia, selecting the right communication stack has become a strategic priority. Tools must do more than just connect people, they must be secure, integrated, and manageable at scale to support productivity and long-term resilience.

Why the Right Tools Must Align with Business Needs and Security Standards

When selecting communication tools, they must align with your operational structure and meet your legal obligations. Seamless collaboration is only effective when the underlying platforms are properly configured, secured, and centrally managed.

Under the Cyber Security Act 2024, Australian businesses are expected to demonstrate due diligence in how they manage data and digital infrastructure, including communication platforms.

One key development is the introduction of the Cyber Incident Review Board (CIRB), which reviews major cyber incidents and provides recommendations to strengthen national resilience.

To meet these obligations, businesses must ensure communication systems support audit trails, enforce access controls, and retain critical records for incident review and compliance.

Choosing tools that lack proper encryption, administrative oversight, or compliance features can leave your business exposed to unnecessary risk and may fall short of evolving regulatory expectations.

The right communication platforms not only support collaboration but also help build a secure, scalable, and compliant operational environment. Below are our expert recommendations on the tools best suited to Australian businesses today.

Source: Microsoft

Most Secure Forms of Email Communication for Businesses

Email remains the foundation of business communication. It’s used for client correspondence, formal documentation, invoicing, onboarding, and more. Unlike chat tools or SMS, email provides an auditable, timestamped trail of communication, making it essential for both operational clarity and regulatory compliance.

Using unmonitored or free email services exposes your business to credential theft, phishing attacks, and impersonation. Many breaches begin with a compromised inbox, either due to poor password hygiene or a lack of MFA. Without proper configuration, emails may also fail compliance checks, particularly for industries bound by regulations such as the Australian Privacy Act or the Cyber Security Act 2024.

What to Look For:

Secure email platforms should offer enterprise-grade protection against threats like phishing, spoofing, and unauthorised access. Look for platforms that support:

  • Multi-factor authentication (MFA)
  • Encryption in transit and at rest
  • Integration with calendars, file storage, and compliance features
  • Administrative control over user accounts, retention, and policies

Recommended Email Tools

Microsoft Outlook

In the Microsoft 365 ecosystem, it is a trusted choice for Australian businesses needing secure, integrated communication.

  • Integrates seamlessly with Teams, SharePoint, and OneDrive
  • Advanced security with MFA, encryption, and DLP
  • Centralised admin control for policies and auditing

Google Workspace or Gmail

Ideal for teams already using Google services, offering simplicity with enterprise-grade protection.

  • Works smoothly with Google Meet, Drive, and Calendar
  • Strong phishing and spam protection
  • Admin tools for access control and compliance management

Instant Messaging Tools for Fast, Focused Collaboration

Real-time messaging tools help teams reduce inbox fatigue, speed up internal decisions, and collaborate more efficiently. For hybrid and remote teams, they also support a sense of cohesion, offering everything from quick chats to persistent project threads.

Choosing the wrong messaging platform can lead to security gaps and fragmented communication. Sensitive data may be shared in unmonitored channels, and using multiple tools across teams often results in confusion, missed information, and inconsistent practices. Without a unified, well-managed system, it's difficult to enforce access controls, apply retention policies, or maintain clear internal communication, especially in hybrid or remote environments.

What to Look For:

Effective messaging platforms should provide:

  • Threaded conversations or channels for topic-based discussions
  • Access controls for internal vs guest users
  • Centralised logging and retention policies
  • End-to-end encryption and identity integration
  • Integration with calendars, file storage, and video calls

Recommended Messaging Tools

Microsoft Teams

The go-to platform for businesses using Microsoft 365, bringing communication and collaboration together in one secure interface.

  • Integrated with Outlook, SharePoint, and OneDrive
  • Centralised access and security control via Azure Active Directory
  • Supports chat, video meetings, and real-time document collaboration

Need help setting up Microsoft Teams securely for your business? Get Started with Superior IT.

Slack

Well-suited to fast-moving teams that rely on third-party apps and modular workflows.

  • Extensive integrations with tools like Asana, Trello, and Google Drive
  • Flexible channels for team or project-based communication
  • Supports automation, bots, and advanced notifications

Video Conferencing: Connecting Teams and Clients Anywhere

Video conferencing enables real-time communication for remote meetings, sales presentations, team check-ins, and virtual events. With more businesses operating hybrid workplaces, high-quality, secure video tools are essential for productivity and professionalism.

Improperly secured meetings can lead to unauthorised access or data exposure, particularly if recordings or chat logs contain sensitive material.  Businesses often overlook storage locations for recordings, guest access controls, and the risk of employees using personal meeting tools that aren’t compliant with internal policies.

What to Look For:

Secure, business-ready video platforms should include:

  • HD video and audio quality with minimal lag
  • Screen sharing, breakout rooms, and recording features
  • Scheduling integrations with calendars
  • Meeting authentication and waiting rooms
  • Administrative controls for access and data storage

Recommended Video Conferencing Tools

Microsoft Teams

Ideal for Microsoft 365 users, offering video calls fully integrated with your existing communication and document tools.

  • Native integration with Outlook, SharePoint, and OneDrive
  • Secure access control through Azure AD and Microsoft compliance tools
  • Supports meetings, chat, and file sharing in one platform

Google Meet

A straightforward option for businesses using Google Workspace, designed for internal and client-facing meetings.

  • Quick access via Gmail and Google Calendar
  • Reliable performance for day-to-day video calls
  • Supports screen sharing, recordings, and meeting links with access controls

Zoom

A popular choice for its ease of use and capacity to host large-scale meetings and webinars.

  • High-quality video and audio with minimal setup
  • Scales easily for training sessions or public events
  • Supports SSO, breakout rooms, and admin-managed settings

Simplifying Communication Through Strategic IT Support

Secure communication is a critical foundation of any effective cybersecurity strategy. Without proper access controls, configuration, and integration, even the most popular tools can become vulnerabilities rather than assets.

A managed security partner ensures your communication environment is not only functional but resilient. From securing email infrastructure to implementing governance policies in platforms like Microsoft Teams, we help businesses set up systems correctly, reducing risk, improving visibility, and ensuring every team member has access only to what they need.

Beyond protection, managed partners also enable seamless collaboration through tools like SharePoint, allowing your staff to work efficiently across departments without compromising data security or compliance obligations.

For businesses serious about building a secure, scalable, and connected workplace, partnering with a managed security provider is essential.

Need Help Setting Up Secure Communication Channels?

At Superior IT, we work with Australian businesses to design and implement secure, fully integrated communication systems that are built for hybrid teams and aligned with the requirements of the Cyber Security Act 2024.

Whether you're rolling out Microsoft Teams, securing email infrastructure, or integrating collaboration tools like SharePoint, we ensure every channel is properly configured, compliant, and ready to support your business securely.

Call Us To Start: 1300 93 77 49

Email: info@superiorit.com.au

Secure Your Setup with DefenderSuite: https://www.superiorit.com.au/defendersuite-au

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