12 Best Internal Communications Tools in 2024

May 23, 2024
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Hady ElHady
12 Best Internal Communications Tools in 2024

A significant 74% of recruiters emphasize that proficiency in digital communication tools and video conferencing is essential for job candidates.

Internal communications convey an organization's unique story, incorporating the voices of all employees. This method relies on openness and transparency. To achieve this, many companies utilize internal communication tools.

Given the multitude of available tools for creating, distributing, promoting, or planning employee communications, finding the right ones can be overwhelming.

To simplify this, we've curated our top 12 communication tools in the workplace, categorized by their specific uses.

What is an Internal Communication Tool?

Internal communication software is used by organizations to facilitate effective communication and collaboration among employees. These tools help share information, promote engagement, streamline workflows, and ensure everyone is informed about company updates, policies, and other important matters.

In simple terms, these are tools that let you talk to other people at work through different channels like messaging, email, video conferencing, SMS, and phone calls. Generally, the more streamlined your business communication tools are, the better.

Benefits of Internal Communication Tool

Communication is the heartbeat of any thriving workplace. It's what keeps teams connected, ideas flowing, and productivity soaring. In this exploration of internal communication tools, we'll uncover how these digital companions can transform the way your team interacts, collaborates, and ultimately achieves success together.

Send Better Communication Mail

Send better communications through Outlook or Gmail. With an internal communications integration, you can create and send customized newsletters directly from these platforms. For example, some solution lets you send interactive messages, add videos, images, and GIFs, and track email performance to improve your messaging.

Increase Engagement

Employee engagement is essential for reducing turnover, boosting performance, and enhancing job satisfaction. Research shows that effective internal communication, where information flows freely and equally, leads to higher employee engagement. This makes sense—when employees feel listened to and valued, they are more likely to be motivated and involved in their work.

Improved communication fosters a sense of belonging and commitment, encouraging employees to contribute actively to the company's success. Organizations can create a positive work environment where employees thrive by prioritizing open and transparent communication.

Reduce Expenses

Communication mistakes can be costly, particularly for smaller businesses. Forbes reports that disengaged employees cost U.S. companies up to $550 billion annually. Poor communication can lead to misunderstandings, errors, and wasted time, all of which can drain resources and affect the bottom line. For businesses working within tight budgets, effective internal communication is crucial. Investing in good communication practices and tools can prevent these costly errors, ensuring that everyone is on the same page and working efficiently.

Promotes Productivity

An effective internal communications toolkit helps employees feel more connected to each other and to decision-makers in the organization. This sense of connection fosters a collaborative work environment where everyone is informed and aligned with the company's goals.

Studies indicate that when employees are well-connected, their productivity can increase by 20-25%. This boost in productivity comes from clearer communication, reduced misunderstandings, and a stronger sense of teamwork. Companies can create a more efficient and motivated workforce, leading to better overall performance and achieving organizational objectives more effectively.

Top Internal Communications Tools Your Company Needs

Internal communication is the lifeblood of any organization, serving as the connective tissue that binds together its various parts. From fostering connections to igniting collaboration, these tools are more than just software – they're the essence of a vibrant workplace culture.

1. Digital Newsletters

Company newsletters have come a long way from the old paper versions pinned to noticeboards. Today’s digital newsletters are beautifully designed and offer a much richer reading experience. With tools like HubSpot, Mailchimp, and Brevo, creating these engaging newsletters is easier than ever.

Modern digital newsletters can feature videos, slideshows, and live web pages, making them far more interactive and interesting. They are easy to create and can be sent to any desktop or mobile device, making them a great way to share the latest company news.

With digital newsletters, companies can keep employees informed, engaged, and connected to the organization’s updates and initiatives. They are a fantastic tool for building awareness and fostering a sense of community within the workplace.

2. Intranet

An intranet is essential for internal communications within a company, especially for sharing knowledge among large groups of employees. Teams and departments use the intranet to share important documents, articles, charts, and more. Popular intranet platforms to add to your internal communication tools for small businesses include Simpplr, Axero, and Jostle.

One of the key benefits of an intranet is its ability to connect all employees, regardless of their location. Whether workers are in satellite offices or working from home, the intranet keeps everyone informed about company news and events. This connectivity ensures that all employees have access to the same information and resources, creating a more cohesive and informed workforce.

3. Instant Messaging Software

Instant messaging software like Slack and Microsoft Teams is essential for effective workplace communication. As remote and hybrid work arrangements have become more common, the importance of these tools has grown significantly.

Today, it's rare to find a tech company that doesn't use some form of instant messaging software. These platforms facilitate quick and efficient communication, allowing teams to share information, collaborate on projects, and stay connected regardless of their physical location.

However, there are some challenges to consider. In some cases, these systems can create communication silos. This happens when teams are deeply integrated into one platform and struggle to collaborate with departments using a different system. Ensuring cross-platform compatibility and encouraging open communication channels across different teams can help mitigate this issue.

Despite these challenges, the benefits of instant messaging software in fostering real-time communication, enhancing team collaboration, and supporting a flexible work environment make it an indispensable tool in modern workplaces.

4. Employee Recognition & Reward System

An employee recognition and reward system is a corporate communication tool designed to celebrate and incentivize your employees' achievements and contributions. It can include any tool or feature that acknowledges and rewards employees' actions, such as sharing content, participating in activities, and performing well at their jobs.

These systems are not just about giving rewards. They create a fun and engaging environment where employees can interact with each other. For example, tools like Nectar, Awardco, and Bonusly allow companies to recognize top performers, fostering a sense of accomplishment and motivation among employees.

Moreover, adding a Corporate Social Responsibility (CSR) component can make the rewards more meaningful. For instance, instead of just giving out points or prizes, employees could earn donations to their favorite charities. This adds an extra layer of value to the recognition and can increase employee engagement and satisfaction.

5. Employee Surveys

To understand what your employees think about your company's policies or new training methods, ask them. Regularly conducting anonymous employee surveys is an effective way to gather honest feedback. This approach ensures that employees feel safe to share their true opinions without fear of repercussions.

Using online surveys as part of company internal communication tools like Deel and Trakstar can facilitate this process, allowing employees to express themselves openly. These internal communication tools for employees are valuable for feedback management, helping you identify areas that need improvement or validate that employees are content with the current situation.

Once you have the survey results, you can use the data to pinpoint gaps, initiate change management processes, or confirm that your employees are happy with the status quo if the feedback is positive.

This ongoing feedback loop is crucial for maintaining a healthy and engaged workplace. It shows that you value your employees' insights and are committed to continuous improvement based on their feedback.

6. Virtual Reality (VR)

Virtual Reality (VR) has been an idea for a long time, but now it's becoming a reality.

Although VR can be expensive, its potential for businesses is huge. It allows staff to visualize digital transformation concepts, making them easier to understand. VR can also improve training programs by making them more immersive and interactive. Also, it helps employees understand the user experience of new products before they're even launched.

Implementing VR technology can revolutionize how businesses train employees and develop new ideas for employee communication, ultimately leading to more efficient processes and better products.

7. Video and Live Broadcast Platform

In the world of remote work, face-to-face interactions can be hard to come by. That's where a live broadcast feature comes in handy. It bridges the gap left by long-distance communication, allowing for more personal and engaging interactions.

This tool isn't just for small chats; it's also perfect for larger town hall meetings. These meetings give employees direct access to top management to ask questions and share their thoughts. It's like bringing the office right to their screens, fostering a sense of connection and transparency within the company.

8. News Center

Imagine if your workplace news was as easy to find as your favorite website. That's what a News Center does for your company. Instead of sifting through long email chains or searching through different chat groups, employees can find all the latest updates in one convenient place.

In this centralized hub, you'll find everything from company announcements to press releases and industry news. It's like having your own personalized newspaper for work. Plus, you can stay in the loop with updates on company assets, recent blog posts, social media buzz, and upcoming projects. It's the ultimate source for staying informed and connected with what's happening in your workplace.

9. Knowledge Base Software

Knowledge base software serves as a centralized repository for storing, organizing, and disseminating information within an organization. It functions as a digital library, facilitating efficient access to various knowledge resources.

This software enables users to create structured content, including documents, articles, tutorials, and FAQs, covering various topics relevant to the organization. Information is organized systematically through categorization and tagging mechanisms, ensuring easy navigation and retrieval.

Moreover, knowledge-based software often includes features such as version control, access control, and search functionality, enhancing the platform's usability and security. Some platforms may also offer collaborative editing capabilities, allowing multiple users to contribute and update content collaboratively.

10. Mobile Apps for Employee Engagement

Mobile apps offer a fantastic opportunity to engage employees and enhance their overall organizational experience. When implemented effectively, they can revolutionize the way employees interact with their workplace.

Employee apps serve as a centralized hub where all organization members can access important information and perform various tasks conveniently. This is particularly beneficial for remote or field-based workers who may not have access to traditional communication channels.

A company mobile app offers endless possibilities for internal communications. You can use it to promote wellness and benefits programs, encourage participation in company events, and keep employees informed about the latest news and updates.

Mobile apps provide a platform for fostering a sense of community and belonging among employees, regardless of their physical location. They enable seamless communication and collaboration, thereby strengthening connections within the workforce.

11. Enhance Team Collaboration with Project Management Tools

Collaboration tools aren't just about project management; they're the backbone of efficient communication and coordination in modern workplaces.

Imagine having Trello, Monday.com, or Jira seamlessly integrated into your workflow. These platforms serve as centralized hubs where teams can plan, assign tasks, and monitor progress in real-time.

Beyond task management, these tools offer advanced features like Kanban boards, Gantt charts, and agile methodologies, empowering teams to streamline workflows and adapt to changing project requirements.

From developers to marketers, these collaboration tools cater to diverse teams, facilitating efficient communication and ensuring everyone stays aligned with project goals.

12. Leveraging Social Media for Internal Communication

Did you know that your CEO's tweets or an Instagram account dedicated to company events could be more than just social media fodder?

Why It Matters:

  • Social media platforms are one type of employee communications software that offers a familiar interface for employees to share and access information effortlessly. These platforms simplify communication, from updates on new projects to celebrating team milestones.
  • Publicly posting messages about your company's achievements and culture contributes to its employer branding. It showcases the organization's values, culture, and successes, making it more attractive to potential hires and boosting employee morale.

What's Next for Your Business?

With a plethora of options available, it's essential to find the right internal communication tools for small business to fit your unique needs and goals. Explore the various corporate communication tools mentioned above and select the one that aligns seamlessly with your requirements.

However, investing in internal business communication tools goes beyond choosing the right software. It begins with assembling a skilled team capable of effectively leveraging these tools, fostering collaboration, and driving the company toward success.

Here's where HiPeople steps in to help. Powered by cutting-edge AI technology, HiPeople empowers employers to accurately evaluate potential employees' diverse skill sets.

With a vast Talent Assessment Library encompassing over 300 types of evaluations, ranging from Excel Efficiency to Advanced English, HiPeople enables businesses to make well-informed hiring decisions. By leveraging HiPeople and the best internal communication tools, organizations can build dynamic teams poised for success.