10 critical factors to consider when choosing a chat server in 2025

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Choosing the wrong chat server can lead to severe issues like data breaches, loss of sensitive information, and operational disruptions.

For example, the recent breach of AI aggregator OmniGPT exposed over 34 million lines of user conversations and 30,000 user emails and phone numbers.

Similarly, DeepSeek's exposed database allowed unauthorized access to sensitive chat history and backend details.

That's why prioritize security, scalability, real-time communication, data persistence, and fault tolerance when selecting a chat server.

A study by McKinsey found that companies implementing optimized chat solutions witnessed a 25% increase in productivity and a 50% reduction in email usage‍.

This article explores ten critical factors to consider when selecting a chat server in 2025, examining how platforms like Rocket.Chat address these key requirements.

Selecting chat server: 10 factors you must consider

Here are 10 critical factors to consider when choosing a chat server:

1. Deployment flexibility

One crucial factor when selecting a chat server involves deployment flexibility. Here are the standard options:

Cloud hosting: This uses shared servers managed by third-party providers, offering quick deployment and scalability but posing data security challenges.

High bandwidth is important for optimal performance, and according to Salesforce, 73% of businesses reported improved performance with adequate bandwidth management.

On-premise hosting: On-premise hosting uses an organization's own infrastructure, providing control and security. This model is preferred by organizations with strict data security regulations, but it incurs high initial costs.

Data indicates that 38% of businesses opted for on-premise hosting to maintain data control. However, this requires physical servers with sufficient resources (e.g., Intel Xeon processors and 16 GB RAM) and dedicated IT staff.

Hybrid hosting: Hybrid hosting combines cloud and on-premise resources, offering flexibility but increased complexity.

According to a 2024 IDC report, 45% of organizations are utilizing hybrid deployment models to effectively balance security and scalability.

2. Scalability architecture

A strong chat server must support both vertical and horizontal scaling.

Vertical scaling: Adding resources to an existing server to enhance capacity.

In 2024, 60% of businesses used vertical scaling to manage predictable loads.

Horizontal scaling: Adding more servers to distribute the load. Effective load balancing and clustering are essential for managing increased traffic and ensuring fault tolerance.

As of 2025, over 75% of organizations are using or planning to use containers in their production environments, which frequently utilize horizontal scaling for enhanced efficiency and flexibility.

3. Security infrastructure

Authentication mechanisms like two-factor authentication (2FA), OAuth, and token-based authentication ensure secure access. These methods protect user data and maintain secure sessions.

Two-factor authentication leads the worldwide multi-factor authentication market, accounting for nearly 74% in 2024.

Encryption standards

Encryption is crucial for protecting data transmitted between users and servers. Key standards include:

Transport layer security (TLS): Secures internet communication by encrypting data in transit, ensuring confidentiality and integrity of messages exchanged.
End-to-end encryption (E2EE): Ensures only communicating users can read messages. For instance, Signal uses E2EE with the Signal Protocol, preventing even the service provider from accessing message content.
Advanced encryption standard (AES): A symmetric encryption algorithm used to secure data at rest, protecting stored messages and user information from unauthorized access.

Access control systems

Access control systems determine who can access specific resources within a chat application. Key components include:

Role-based access control (RBAC): Assigns permissions based on user roles within the organization, allowing admins full access while restricting regular users.
Attribute-based access control (ABAC): Considers various attributes (like user location) when granting access, enabling more granular control over functionalities.
Audit logs: Tracking user activities helps identify potential security breaches or unauthorized access attempts.

4. Data sovereignty features

Data sovereignty mandates that organizations comply with local laws regarding data collection, storage, and processing.

For example, the General Data Protection Regulation (GDPR) in the EU requires that the personal data of EU citizens be stored and processed according to strict privacy standards.

In order to do so, companies must implement measures to ensure compliance, such as obtaining user consent before data collection and allowing users to access or delete their information.

Organizations can choose from various data storage options based on compliance needs.

For example, sectors like healthcare, finance, government, and legal may opt for on-premise storage to meet stringent regulatory requirements.

Additionally, an incident response plan should outline procedures for restoring services quickly after disruptions.

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5. Integration capabilities

Seamless integration with other business tools is a key requirement for modern chat servers. Some of these are:

API accessibility: Many chat servers like Rocket.Chat provide extensive API support, allowing developers to interact programmatically with the server. This enables automation of tasks such as sending messages, managing channels, and retrieving user data.
Webhook support: Webhooks facilitate real-time communication between chat applications and other systems by sending event notifications via HTTP POST.
Third-party integration options: Many chat platforms support integration with numerous applications through platforms like Zapier or custom APIs.

6. Performance metrics

Performance metrics are essential to ensure a smooth user experience. Some of these are:

Key performance indicators: To measure the effectiveness of a chat application, organizations should track KPIs such as message delivery times, system uptime, and user engagement levels.
Monitoring capabilities: Built-in monitoring tools provide insights into system performance in real time. Administrators can track metrics such as server load and active users.
Optimization techniques: Organizations can also implement various optimization techniques. These may include:
- Load balancing to distribute traffic evenly across servers
- Caching frequently accessed data to reduce latency
- Optimizing database queries for faster response times

7. Resource requirements

Before deployment, understand hardware and network requirements.

Hardware specifications: The hardware requirements for deploying a chat application depend on the expected number of concurrent users.

Typically, organizations should consider using servers with multi-core processors, at least 16 GB of RAM, and SSD storage for optimal performance during peak usage.

Bandwidth considerations: Adequate bandwidth ensures smooth communication within the chat application. Organizations should assess their internet connection speeds based on expected traffic levels.
Storage needs: Storage requirements vary based on message retention policies and file-sharing capabilities. Organizations must determine how long they intend to retain messages; longer retention periods require more extensive storage solutions.

Additionally, backup strategies should be in place to preserve historical conversations securely.

8. Maintenance considerations

A well-maintained chat server ensures uninterrupted communication. The processes include:

Update processes: Organizations should establish a clear update process that includes scheduling maintenance during off-peak hours to minimize user disruption.
Backup procedures: Implementing strong backup procedures is essential for safeguarding data against loss. Organizations should automate backups of chat histories and user data, storing them securely offsite or in the cloud to ensure quick recovery in case of incidents.
Monitoring requirements: Organizations should deploy tools capable of providing real-time insights into server health indicators such as CPU usage and memory consumption.

9. Cost analysis

Understanding the basics of cost analysis helps in making informed decisions. Some of these are:

Hosting options: Organizations must evaluate different hosting options to determine which best aligns with their budget while meeting functional requirements effectively.
Licensing models: Licensing models dictate how organizations pay to use chat servers over periods specified under agreements negotiated with vendors supplying products/services offered commercially.
Total ownership cost: It encompasses all expenses associated with deploying and maintaining over its lifespan, including initial setup costs, ongoing operational expenses, maintenance costs, and training expenses.

10. Future-proofing capabilities

Choosing a chat server that supports extensibility and future upgrades ensures long-term sustainability.

Extensibility option: It refers to the ability to adapt over time. This includes adding new features or integrating additional functionalities seamlessly without requiring extensive redevelopment efforts.
Upgrade path: This outlines how organizations can transition smoothly between versions of chat servers while minimizing disruptions experienced during migration processes.
Technology stack longevity: A long-lasting technology stack means the technologies behind the chat app are reliable and will stay relevant even as market demands evolve.

Rocket.Chat: A chat server governments trust

Rocket.Chat is a strong open-source chat server with over 12 million users worldwide. It is heavily utilized by various government entities worldwide to ensure secure and efficient collaboration. Notable examples include:

United States Government Agencies: Used by DoD and federal agencies for secure, on-premises communication.
Government of British Columbia, Canada: Enables developer collaboration and open communication.
Public Defender’s Office, São Paulo, Brazil:Ensures secure citizen communication and regulatory compliance.

Some of the notable features of this secure collaboration platform include:

Customization and flexibility: It is renowned for its extensive customization options. Organizations can tailor the platform to meet specific needs with custom themes, plugins, and integrations.
Integration capabilities: Rocket.Chat supports various third-party integrations, including productivity tools like JIRA, GitHub, and more.
Security and compliance: The platform offers features like end-to-end encryption, role-based access control, and compliance with various standards.
Omnichannel support: It provides omnichannel support, allowing businesses to manage communications across multiple channels from a single platform.
Real-time communication: Facilitate instant communication with team members through secure and searchable chat rooms, private messages, and group discussions.
Video and voice conferencing: The platform includes built-in video and voice conferencing features, enabling virtual meetings directly within the platform.
Cost-effectiveness: Finally, Rocket.Chat offers both free and paid plans, making it accessible for businesses of all sizes.

End note

Choosing the right chat server is a strategic decision that can significantly impact a business's productivity and secure communication. The factors discussed above provide a comprehensive framework for evaluating different options.

Rocket.Chat stands out as a powerful and versatile chat platform that addresses these critical considerations. Its open-source nature, flexible deployment options, robust security features, and extensive integration capabilities make it a compelling choice for businesses seeking a future-proof communication solution.