Office communication products usability comparison

Or

DingTalk WeCom
www.dingtalk.com work.weixin.qq.com

An intelligent working platform A communication platform for enterprises

by Alibaba Group by Tencent

Zudo Wang
V00791829
ENGL 317
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Table of Contents

Introduction ......................................................................................................................................................................................................... 2

Methodology ....................................................................................................................................................................................................... 2

Environment................................................................................................................................................................................................ 2

Tasks. ............................................................................................................................................................................................................. 2

Metrics .......................................................................................................................................................................................................... 3

Results .................................................................................................................................................................................................................... 3

Task 1: Find a colleague.......................................................................................................................................................................... 3

Task 2: Send text and pictures ............................................................................................................................................................ 11

Task 3: Send a large file ........................................................................................................................................................................ 13

Task 4: Sending huge amount of small files .................................................................................................................................. 17

Task 5: Create or upload cloud documents ................................................................................................................................... 20

Task 6: Edit cloud documents by multiple people....................................................................................................................... 24

Task 7: Start and record a video conference ................................................................................................................................. 26

Task 8: Share screen in web meeting ............................................................................................................................................... 28

Task 9: Enable real-time subtitles...................................................................................................................................................... 29

Task 10: Obtain transcript of video meeting ................................................................................................................................. 30

Conclusion .......................................................................................................................................................................................................... 31

Appendix ............................................................................................................................................................................................................. 31
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Introduction
Working from home is becoming a new demand as the global epidemic lasts. A good online office platform could
reduce the disadvantages working from home as much as possible, especially those require close teamwork. DingTalk
and WeCom are two such platforms from where currently holding relatively strict control towards coronavirus.
This white paper tests 10 works significant in most of remote office working as I know in both 2 platforms.

Methodology

Environment

The test runs on an ordinary desktop PC running Windows 11 22H2 and an Intel-chip MacBook running macOS
Ventura to test their cross-platform performance at the same time.
Two devices were put together but connected to networks from different ISPs.

Tasks.

Basic communicating function:

1. Find a colleague
2. Send text and pictures
File editing & transferring:
3. Send a large file
4. Sending huge amount of small files
5. Create or upload cloud documents
6. Edit cloud documents by multiple people at the same time
Video conferencing:
7. Start and record a video conference
8. Share screen in web meeting
9. Enable real-time subtitles
10. Obtain transcript of video meeting
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Metrics

Effective: The result of the task meets or exceeds the expectation

Efficient: It takes little time to complete the task by both novice and veteran.
Engaging: It makes the job less boring or even pleasing.
Error Tolerant: It is easy to correct errors from user or itself.
Easy to Learn: It has a user-friendly interface where functions needed are easy to be found.

For each task, a six-point Likert scale was used with the following ratings:
0-strongly disagree, 1-disagree, 2-slightly disagree, 3-slightly agree, 4-agree, and 5-strongly agree.
Example:
Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

5 4 3 2 1
Task1

1 2 3 4 5
Task1

Results

Task 1: Find a colleague

Dingtalk

DingTalk intergrates various function in the "+" sign at the upper-right corner of the window, which includes the
"Add Contact" button. (Figure 1)

Figure 1 The "Add Contact" button in DinkTalk's "+" menu.

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Figure 2 The window waiting for phone number or DinkTalk account

After clicking on the "Add Contact" button, a window will pop up waiting for phone number or DingTalk account.
(Figure 2) We type in the Dingtalk account of a colleague then click on the OK (Figure 3):

Figure 3 The colleague will be shown below

After clicking the colleague, another subwindow will appear on the top showing detailed information. (Firgure 4)

Figure 4 Subwindow showing detailed information

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We can remark it other than the Nickname (Figure 5), after that we can click the "Add Contact" button and write
the request (Figure 6).

Figure 5 Remarking the colleague label Figure 6 Filling the request

After we click the "Add Contact" button again, a "Request Sent" will appear on the top of the sub-window (Figure 7).

Figure 7

At the same time on the colleague’s DingTalk, a friend request will appear on the top of the message list (Figure 8).

Figure 8 New Friend notification on colleague's DingTalk

Click on the New Friends, the lists will appear on the right side of the Dingtalk window (Figure 9).

Figure 9 Friend Notifications

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After clicked the “Accept” button, the button will disappear and display as “Added”, at the same time user will
receive a new message on the left side indicating that the colleague is now in the Contacts list (Figure 10).

Figure 10 Colleague is finally in Contacts

The job seems smooth, but I did encounter something unpleasant during the steps, for example:

Figure 11 Somehow sometimes there is nothing but a blank menu after clicking the "+"

Figure 12 Also, even the “+” menu works fine, after I click the “Add Contact” button, it shows a blank window
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WeCom

WeCom has nothing but searching and group creating in the ”+” menu, it is a little different to add a colleague
from DingTalk.
In the WeCom window, we click on the Contacts first, the contacts and groups will show on the right side of
WeCom window (Figure 13).

Figure 13 Contacts in WeCom

There is a relatively not-so-obvious “Add Contact…” link at the bottom of contacts list, click on it and an “Add
new contact” subwindow will appear, but not always on top (Figure 14)!

Figure 14 "Add new contact" window in WeCom

There is no “OK” button for us to click, we got to use Enter key to submit (Figure 15).

Figure 15 Entering phone number

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Then it says User not found (Figure 16)! That was because I used my phone number in another country to test,
but it show that WeCom is not friendly for international teams.

Figure 16 User not found

In order to proceed, I switched in the other computer with China Mainland WeCom account, the interface is a
little different (Figure 17).

Figure 17 Contacts list in macOS

We can apparently see a “New Contacts” title, click on it and the New Contacts page is on the right side of
WeCom window (Figure 18).

Figure 18 New Contacts page

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There’s an “Add” button on the top-right corner, click on it and an “Add external contacts” subwindow will appear,
it is always-on-top this time (Figure 19).

Figure 19 Add external contacts window

Badly, there’s still no visualized button to click to submit, type in the phone number and press Enter again, this
time the people shows below (Figure 20)

Figure 20 Colleague found, it found WeChat contacts as well.

After clicked the “Add” button and submit the request, the colleague’s WeCom will appear a new notification in
the “New Contacts” (Figure 21)

Figure 21 New Contacts notification

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After clicked the “Accept” button, it will not disappear immediately, instead it pops out an alias setting subwindow
(Figure 22).

Figure 22 Alias setting

Finally, click the “Done” button.

……

Figure 23 Not again

It shows that WeCom offers less privilege for individual users, I cannot add external contacts unless the admin
permits. A better administrative system is good for an enterprise to manage the staff, colleagues shall be already be
in your contacts if is submitted by admin, but it does sacrifice individuals’ own experience greatly not able to add
external contacts by themselves.

Conclusion

Task1 Effective Efficient Engaging Error Tolerant Easy to Learn

5 4 4 3 4

2 5 3 4 3
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Task 2: Send text and pictures

Dingtalk

Once a colleague is added into Contacts, we can send text and pictures directly (Figure 24).

Figure 24 Ready to send texts

There’s an eye-catching “Send” button at the bottom-right corner with tips beside it (Figure 25).

Figure 25 "Send" button with tips

Press Enter or click the “Send” button would have the text or picture sent, a mark will appear next to every
message indicating whether the message is read (Figure 26).

Figure 26 Text and image sent

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When it detects that the two clients are using different language settings, an Auto-translation feature tip will
appear so that we may click the “Enable Now” link to enable that if we need (Figure 27).

Figure 27 Auto-translation feature

WeCom

The administrator has restricted me from adding external contacts, but I can still send messages in my own group
(Figure 28).

Figure 28 Sending texts and images in a group

The “Send” button is relatively not so sys-catching, and without such tips like DingTalk (Figure 29).

Figure 29 The textbox and the "Send" button

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Conclusion

Both WeCom and DingTalk can recall a message, where messages sent within 24 hours are recallable in WeCom
(Figure 30).

Figure 30 Recalling a message

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

5 5 5 5 5

5 5 5 4 4

Task 3: Send a large file

Dingtalk

DingTalk has a “Send File” button on the top of the sending textbox (Figure 31)

Figure 31 Dingtals's "Send File" button

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Click on the “Send File” button, and an option list would show beside the button to choose the sending method
(Figure 32).

Figure 32 After Clicking the "Send File" button

After clicking the first “Send File” option, an “open …” window of the operation system will appear to choose a
file to send, default the DingTalk directory (Figure 33).

Figure 33

DingTalk has a 2GB limit for personal users, we choose a file less than 1GB for file sending (Figure 34).

Figure 34
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After clicking the “open” button of the operating system’s window, it will start sending and show the progress
bar in the window (Figure 35).

Figure 35 Progress shown in the window

At the same time, the receiving side can also see the file in transmission (Figure 36).

Figure 36 File transferring, receiver view

After the transmission is finished in the sending side, it will display like Figure 37:

Figure 37 File sent, sender view

Whereas the receiving side seem like this (Figure 38):

Figure 38 File sent but not downloaded

Click the “Download” button, and a progress bar will show indicating the downloading (Figure 39).

Figure 39 Downloading

After the downloading is finished, the sending side could see that the file is marked as “Received” (Figure 40).

Figure 40 Received
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WeCom

WeCom also has a “File” button on the top of the textbox (Figure 41).

Figure 41 "File" button

Unlike DingTalk, clicking the “File” button will directly bring you to the choosing window of the operating system
(Figure 42), default the WeCom directory.

Figure 42

What is different is that you can choose either files or folders, which is more flexible than DingTalk’s way.
We still use the same file to send (Figure 43).

Figure 43 Selecting the file and click the "Send" button

After clicking the “Send” button of the system window, the files or folders will not be sent immediately, but appear
in the textbox, we can send them along with texts (Figure 44).

Figure 44 File in the textbox

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WeCom employs a more fancy progress bar to show the sending (Figure 45), we can see the estimated time left
as well.

Figure 45 Sending a file

When the transmission is complete, it will not look that different, without any “Open” button etc., we got to right
click on it to make further operations (Figure 46).

Figure 46 Right click the file sent

Conclusion

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

5 5 4 5 3

5 5 5 5 4

Task 4: Sending huge amount of small files

Dingtalk

Similar to the Task 3, clicking on the “Send File button” and choose “Send Folder” option to send an amount of
small files in a folder (Figure 47), then another operating system window will show to choose a folder (Figure 48).
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Figure 47 Send File option list again Figure 48 Exploring Folders

After selected the folder to send and click “OK”, it will start transmission exactly the same as Test 3 (Figure 49).

Figure 49 Sending a folder

Figure 50 Transmission complete

Figure 51 Receiver side

Figure 52 Receiver side downloading

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After download is complete, the appearance is the same as Test 3 (Figure 53) and the sending side will mark it
as “Received” as well (Figure 54).

Figure 53 Folder Downloaded Figure 54 Marked as “Received”

WeCom

It is exactly the same as test 3 in WeCom, much easier than DingTalk.

Figure 55 Click the “File” button.

Click the “File” button (Figure 55) and choose the folder as same as choosing files (Figure 56).

Figure 56 Choosing folders as well as choosing files

Still the same as Test 3, the chosen folder will appear in the textbox, will not be sent until we click the “Send”
button (Figure 57).

Figure 57 Folder in textbox

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A significant difference is that even what we chose was a folder, WeCom does not send the actual folder directly.
Instead, WeCom compresses the folder first (Figure 58) and send it as a zip package (Figure 59).

Figure 58 Compressing the folder Figure 59 Sending it as a zip file

Although it is sent as a zip file in the sending side (Figure 60), the receiving side need not to decompress it
manually (Figure 61), it will decompress itself and become the folder just as when we chose.

Figure 60 Zip file sent Figure 61 It decompresses itself

Conclusion

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

5 3 3 5 4

5 5 5 5 5

Task 5: Create or upload cloud documents

Dingtalk

DingTalk has a “Create an online document” button next to the “Send File” button (Figure 62).

Figure 62 “Create an online document” button

Click on the button, there emerges an option list again, to choose the document type (Figure 63).
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Figure 63 Choosing the file type

Choose a Doc file, a window appears to name the file and decide whether to send it to current chat (Figure 64).

Figure 64 Name a new Doc and whether to send to current chat

Click the “New and Send” button, it will send the cloud document immediately and open a separated window to
edit the document (Figure 65).

Figure 65 A new window to edit the document

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Input some words, and close the window, it will save itself automatically (Figure 66).

Figure 66 Type some words and close the window

WeCom

WeCom calls their cloud document feature “WeDoc”, which is also next to the “File” button (Figure 67).

Figure 67 The "WeDoc" button

Click the button, and a window comes letting you decide to create a new Doc or new Table (somehow no slides).
There’re also some precreated folders there for us to choose, but not localized well (Figure 68).

Figure 68 "Send Document" window

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We choose the New Doc option, and it becomes a smaller window waiting for us to name the new document
(Figure 69).

Figure 69 Naming the new Doc

Click the “Create and send” button, it also sends it to the current chat immediately (Figure 70).

Figure 70 Cloud Doc sent\

Editing will not start until we open the document manually. Click on the Doc sent, and the editing window comes
(Figure 71). Comparing with DingTalk, the editing interface uses page view, like Microsoft Word.

Figure 71 The editing window

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Type something and close the window, WeDoc will save it automatically, too.

Figure 72 Type something Figure 73 No thumbnail

However, somehow WeCom does not show the thumbnail of the document in the chat (Figure 73).

Conclusion

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

5 5 4 5 5

5 5 4 5 5

Task 6: Edit cloud documents by multiple people

Dingtalk

Directly click the document in the chat and the cloud document in two computers will sync as soon as anyone
makes any change. Two computers and edit the same document at the same time.
Colleague’s cursor will be shown in different color, mouse over it will display the username.

Figure 74 Mouse over the cursor and display the username

We can undo our changes anytime, but only changes by ourselves, no need to worry about others to undo
changes by us.
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It also asks whether to notify others when closing the window (Figure 75).

Figure 75 Notification notification

…and it froze for seconds closing the window (Figure 76).

Figure 76 It took seconds to close

WeCom

The biggest advantage of WeDoc may be the interface, which is similar with Microsoft Word, which may save
some time learning (Figure 77).

Figure 77 The Microsoft Word-ish interface

Sadly, due to the error in Task 1, we cannot test its performance with two or more users editing the same
document. But it is a good editor as a personal document platform.

Conclusion

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

5 4 5 5 5

5 5 4 5 5
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Task 7: Start and record a video conference

Dingtalk

DingTalk has the “Voice call/Video Conference” button on the top of the textbox (Figure 78).

Figure 78 The “Voice call/Video Conference” button

Just as expected, clicking it will result in an option list to choose voice or video call (Figure 79).

Figure 79 Option list to choose the calling type

DingTalk does not offer video conference services to unauthorized organizations when online users reach a
certain number, we got to wait until it is available (Figure 80).

Figure 80 Service unabailable for unauthorized otganizations

WeCom

Surprisingly, even the admin does not permit us to send messages to external contacts, we can still start a Quick
Meeting by clicking the button at the top right of the textbox (Figure 81).

Figure 81 "Call" button on the top of the textbox

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A Quick Meeting prompt will be sent in the chat waiting group members to join (Figure 82)/

Figure 82 Waiting for members to join

Then a window like Zoom Meeting will appear, what is horrible is that it is not even translated (Figure 83).

Figure 83 Zoom-ish meeting window

We can turn on the camera smoothly (Figure 84).

Figure 84 Meeting window with camera on

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Conclusion

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

2 5 4 4 4

4 5 4 4 4

Task 8: Share screen in web meeting

Dingtalk

Due to the error in Task 7, we cannot test its performance sharing screen.

WeCom

There’s a “Sharing” button in the toolbar at the bottom of the meeting window (Figure 85) but it is in Chinese.

Figure 85 A "Share" button in Chinese

Click the button, and a screen or document sharing subwindow will come up like Zoom meeting (Figure 86).

Figure 86 Sharing option window

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We can choose what to share in the window and click the “confirm sharing” button on the bottom right of the
window. Then the selected window to be shared will have a green box around it indicating that this is the window
being shared. The toolbar will also be on the top middle of the screen (Figure 87).

Figure 87

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

3 2 2 3 3

5 4 5 4 4

Task 9: Enable real-time subtitles

Dingtalk & WeCom

Unexpectedly, neither Dingtalk nor WeCom supports real-time subtitles. But both of them can output
postmeeting transcripts. See Task 10.

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

1 1 1 1 1

1 1 1 1 1
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Task 10: Obtain transcript of video meeting

Dingtalk

In a meeting, Dingtalk users with permission can record the meeting and enable the voice to text function by
clicking the “Cloud Recording (Flash Minutes)” button in the Summary in the meeting toolbar (Figure 88).

Figure 88 Flash Minutes

WeCom

WeCom has a similar function at the same position in its meeting toolbar, but it is barely localized (Figure 89).

Figure 89 Barely localized non-real-time voice to text button

Tasks Effective Efficient Engaging Error Tolerant Easy to Learn

4 5 5 3 5

4 5 4 5 4
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Conclusion
The result was out of my expectation. I thought that as long as the admin does not permit me to add contacts
by myself, the experience ought not to be better than DingTalk as a personal user. I was wrong, even I can add almost
everyone in my contact in DingTalk, I can only start a video meeting when their server is idle. WeCom, however, it
allows everything but what the admin restricts. If only the admin permits, I can even add contacts from WeChat.
I did the tests as a personal user, but these two platforms are for enterprises, I believe that they will work much
better (especially WeCom) tested as an enterprise user.

Appendix

Total Scoring
50 45
43 43
45 41 41 40 41
39 39
40 37
35
30
25
20
15
10
5
0
Effective Efficient Engaging Error Tolerant Easy to Learn

DingTalk WeCom

DingTalk WeCom
Effective 5 - it works perfectly 2 - sometimes does not work
Efficient 4 - 6 clicks 5 - 5 clicks
Task1 Engaging 4 - sometimes blank 3 - sometimes not found
Error Tolerant 3 - errors but functional 4 - relatively less errors
Easy to Learn 4 - simple steps 3 - missing visible buttons
Effective 5 - successfully works 5 - successfully works
Efficient 5 - sends as quick as click 5 - sends as quick as click
Task2 Engaging 5 - just like chatting 5 - just like chatting
Error Tolerant 5 - recallable 4- recallable in 24 hours
Easy to Learn 5 - eye-catching guidance 4 - no tips nor eyecatching buttons
Effective 5 - successfully works 5 - successfully works
Efficient 5 - 4 clicks 5 - 3 clicks
Task3 Engaging 4 - visible progress bar 5 - a fancier progress bar
Error Tolerant 5 - cancel anytime 5 - cancel anytime
Easy to Learn 3 - 3+ options 5 - direct button
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Effective 5 - it works perfectly 5 - successfully works

Efficient 3 - 4+ clicks 5 - the same as Task3
Task4 Engaging 3 - old selection window 5 - the same as Task3
Error Tolerant 5 - cancel anytime 5 - the same as Task3
Easy to Learn 4 - takes seconds to learn 5 - the same as Task3
Effective 5 - it works successfully 5 - it perfectly works
Efficient 5 - 3 clicks 4 - 4 clicks
Task5 Engaging 4 - colored distinguishable 4 - simple interface
Error Tolerant 5 - edit anywhere anytime 5 - edit anywhere anytime
Easy to Learn 4 - takes seconds to learn 5 - almost no learning cost
Effective 5 - it works successfully 5 - it works perfectly
Efficient 4 - freeze for seconds exiting 5 - it saves and exits quickly
Task6 Engaging 5 - colored distinguishable 4 - simple interface
Error Tolerant 5 - edit anywhere anytime 5 - edit anywhere anytime
Easy to Learn 5 - as long as you can type 5 - almost no learning cost
Effective 2 - meeting create failed 4 - it does work
Efficient 5 - 2 clicks 5 - 2 clicks
Task7 Engaging 4 - no icons in the options 4 - no localization
Error Tolerant 4 - hang up and leave a log 4 - hang up and leave a log
Easy to Learn 4 - it takes seconds to learn 4 - it takes seconds to learn
Effective 2 - meeting create failed 5 - it works perfectly
Efficient 5 - 3 clicks 5 - 3 clicks
Task8 Engaging 2 - it is not working 4 - no localization
Error Tolerant 5 - no error if it does not even work 5 - reshare anytime
Easy to Learn 5 - eye-catching button 5 - user-friendly interface
Effective 1 - no such function 1 - no such function
Efficient 1 - no such function 1 - no such function
Task9 Engaging 1 - no such function 1 - no such function
Error Tolerant 1 - no such function 1 - no such function
Easy to Learn 1 - no such function 1 - no such function
Effective 4 - it works manually 4 - it works manually
Efficient 5 - 2 clicks 5 - 1 click
Task10 Engaging 5 - an eye-catching icon 4 - no localization
Error Tolerant 3 - still in beta test 5 - start or stop anytime
Easy to Learn 5 - guided steps 4 - it takes seconds to find
Effective 39 41
Efficient 43 45
Total Engaging 37 39
Error Tolerant 41 43
Easy to Learn 40 41