In the modern workplace, communication is becoming increasingly complex and diverse. The requirements of many companies are becoming increasingly specialised. Microsoft Teams is a popular platform for collaboration and, in combination with Microsoft Viva, covers some important functions for employee engagement and development. However, despite the benefits of Microsoft Teams and the addition of Viva, a standalone, dedicated employee app that is specifically tailored to an organisation’s needs and culture often still offers crucial added value. In the following, we show why a customised employee app is the better long-term alternative for many companies.
1. Distinctive brand identity and user experience
Microsoft Teams and Viva offer little flexibility when it comes to adapting the design to a company’s corporate identity. All companies use the same Teams app, and the company is practically not taken into account visually. The user interface is standardized and leaves very little room for visual individuality. With their own employee app, on the other hand, companies can completely adapt the look and feel to their branding and thereby strengthen employees’ identification with the brand. With every push notification, the company gains visibility, and with the app icon on the home screen, it becomes part of the most important device. Employees are more likely to feel like part of a unique company if the app reflects the same brand identity and aesthetic.
2. Specifically curated content for focused communication
Microsoft Teams and Viva offer channels for disseminating information, but often in a generic, overcrowded structure that quickly leads to information overload. A dedicated employee app, on the other hand, offers a clearly structured platform that enables content to be curated and communicated in a targeted manner. Companies can present important information, training content and updates in a clear and bundled manner, making the app an easily accessible source of knowledge – without the usual “rush” of information that often occurs in Teams and Viva. A dedicated employee app is specially developed for the dissemination of information and knowledge, while Teams is primarily a chat app (and remains primarily so in most cases). tchop, for example, offers extensive options for integrating existing content automatically based on smart workflows. Microsoft does not offer this.
3. Real community features for stronger cohesion
Microsoft Teams or Viva attempts to strengthen cohesion and employee loyalty through functions such as Viva Connections and Viva Engage. However, these are supplementary features that do not offer the scope of a fully integrated community platform, as a separate employee app does. In addition, additional licensing costs are usually incurred, as this functionality is not covered by the existing Microsoft licenses.
In comparison, a dedicated system offers deeper community functions, such as personalized groups, individual surveys or feedback options. It promotes the creation of real communities and enables closer networking between employees across different departments – all in a separate room specially provided for this purpose.
4. Full control over data security and access rights
A dedicated employee app gives companies the opportunity to individually define and implement security protocols and compliance requirements, which is only possible to a limited extent with Microsoft Teams and Viva. Since Microsoft takes over data storage and administration, this can be problematic, especially for companies with strict compliance standards or in regulated industries. A tailor-made employee app, on the other hand, offers the flexibility to adapt data protection policies and access rights precisely to company-specific requirements. tchop, for example, offers the option of storing data exclusively on servers of a German hoster.
5. Real-time chat and targeted communication in a protected environment
Although Microsoft Teams offers a real-time chat function, it is standardized and tied to Microsoft’s communication structure. In a dedicated employee app, chat functions can be specifically adapted to the company’s communication needs and work processes. Important messages or announcements can be highlighted, and chats can be optimized with personalized functions and the ability to send content to specific groups. This creates more efficient, targeted communication that is geared to the company’s priorities and needs. Teams is a chat app for everyone in the company, but is actually only used by a few (often just office workers). Experience shows that employees without a permanent workplace in particular are overwhelmed by the Teams functionalities.
6. High licensing costs for companies
Since the change in Microsoft’s licensing structure, the cost of using Teams has increased significantly, as Teams is no longer part of the Microsoft 365 license. Companies that want to use Microsoft Teams across their entire workforce must now purchase separate licenses. The costs can quickly become very high, especially in larger companies with many employees. With an annual licensing model and additional costs for integrating additional features such as Microsoft Viva, companies face significant expenses.
For many companies, this means that Teams – in addition to the Microsoft 365 license – represents an additional, not insignificant investment. Especially for companies looking for a cost-effective solution, the question arises: Is there an alternative that offers similar or even more advanced functions at a better price-performance ratio? A dedicated employee app is cheaper and is suitable for a workforce that does not spend the whole day at a fixed workstation computer and works with Microsoft products every day.
7. Flexibility and adaptability for growing needs
A dedicated employee app is highly flexible and can be easily expanded to keep pace with the evolving needs of a company. Existing services such as a shift schedule or time tracking can be integrated in a customized way. Microsoft Teams and Viva, on the other hand, have a fixed functional framework that is costly and limited in customization due to additional extensions. A customized employee app can add and develop new functions and integrations individually without being dependent on an external system, enabling sustainable growth and long-term development of the internal communication strategy.
Conclusion: An investment in the future of employee communication
Having your own employee app not only brings practical benefits, but is also a long-term investment in corporate culture and employee engagement. It offers a unique combination of high-quality, personalized content and a real community experience that ensures data protection, flexibility and a tailored brand presence. Microsoft Teams and Viva are powerful tools, but for companies that want to offer their employees a truly individualized experience and a platform for exchange and identification, having your own employee app is the better alternative.
