Top 10 must-have internal communication tools

A solid internal communications strategy can make all the difference between a team that’s simply going through the motions and one that’s truly thriving. Companies with effective communication and support programs are 3.5 times more likely to outdo their rivals, while well-informed employees outperform their peers by 77%.

It’s all about ensuring everyone is on the same page, sharing the same goals, and moving in the same direction. But how do you ensure your internal communications are effective? 

According to Gatehouse State of the Sector, 21% of internal communicators globally lack formal planning, a figure that rises to 31% in North America.

How can you keep everyone informed, and how can you make sure that information flows seamlessly across your organization? That’s where internal communication tools come in.

In this blog, we’ll explore the top 10 internal communication tools to elevate your communication strategy. Discover which platforms help teams share information faster, eliminate communication gaps, and keep your entire workforce connected.

What are internal communication tools?

Internal communication tools are software or platforms that empower your company to manage employee communications effectively. They streamline how information is shared, reducing the need for face-to-face interactions and increasing overall efficiency and productivity.

These tools come in various forms, from instant messaging apps and collaboration platforms to intranets and employee engagement software. Each serves a unique purpose: facilitating quick updates, creating team collaboration, or providing a centralized location for important documents and resources. The right mix of technology can break down silos and ensure everyone has access to the information they need when they need it.

Benefits of internal communication platforms

Organizations today face significant challenges in keeping teams aligned and informed about important initiatives. Many companies struggle with fragmented messaging and information that fails to reach the right people at the right time.

33% of employees report that a lack of open and honest communication negatively impacts morale, according to Accountemps. 

The right internal communication tools provide the structure needed to overcome these obstacles. When implemented effectively, these platforms address core communication challenges that traditional methods can’t solve.

Key benefits of using internal communication tools:

• Enhanced employee engagement: Keep your team motivated and involved by providing easy access to important updates and creating a sense of community.
• Streamlined information flow: Ensure critical information reaches the right people at the right time, reducing misunderstandings and delays.
• Improved collaboration: Facilitate better teamwork with tools that support real-time communication and project management, breaking down silos and encouraging cross-departmental cooperation.
• Increased productivity: Centralize communication and make it more efficient to minimize the time spent on redundant meetings and lengthy email chains.
• Better transparency: Keep the lines of communication open and make sure everyone is on the same page to build trust within your organization.
• Real-time feedback: Enable quick feedback loops and continuous improvement using tools that allow instant communication and response.

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What are the different types of internal communications?

Internal communication comes in various forms, and each serves a distinct purpose. When you understand each type, you can refine your strategy and ensure that messages are effectively conveyed and received.

Top-down communication

Top-down communication flows from senior management to the rest of the company. This method is crucial for conveying strategic directives and companywide updates. It provides employees with a clear understanding of the organization’s goals and policies, ensuring everyone is aligned with the overarching vision.

Bottom-up communication

Bottom-up communication involves feedback and information from employees to leadership. It enables team members to speak with management directly about their viewpoints, ideas and concerns.

Horizontal communication

Horizontal communication occurs between colleagues or departments at the same level within the organizational structure. It ensures that different departments and individuals working on similar projects can share information and resources seamlessly.

Informal communication

Informal communication includes spontaneous and casual interactions that take place outside formal channels. These conversations happen during coffee breaks, team lunches or even through casual messaging. Though less structured, informal communication is key to building strong interpersonal relationships and a positive work atmosphere.

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10 must-have internal communication tools

Now that we’ve explored the different types of internal communication, let’s talk about the tools that make it all happen. These tools are essential for creating a seamless flow of information within your company, helping keep everyone connected and on the same page.

1. Intranet

Gone are the days of clunky, hard-to-use intranets that drained time and resources. Modern intranets have transformed into sleek, user-friendly platforms that integrate seamlessly with popular collaboration solutions, making implementation swift and straightforward. Today’s intranets are designed to serve the needs of desk-based and frontline teams. Mobile-first intranets have intuitive interfaces — modeled after social media apps — that employees can easily navigate with little to no training..

Key benefits of modern intranets:

• User-friendly design: Intuitive and easy to use, requiring minimal training
• Rapid deployment: Set up in days, with minimal IT involvement
• Seamless integration: Connects effortlessly with business systems and databases
• Enhanced accessibility: Keeps employees informed, whether they’re at their desks or on the go with mobile apps

Leading modern intranets like Simpplr offer advanced features to actively boost engagement and cultivate a more connected workplace. You can also track content performance with built-in analytics and use insights to refine your communication strategies.

2. Messaging and chat

When quick questions need immediate answers, instant messaging tools bridge the gap. They enable swift, real-time communication that keeps projects moving forward without unnecessary delays.

Messaging platforms are essential for remote teams to keep one-on-one and group conversations organized and efficient. These internal communication tools help teams stay coordinated whether for quick clarifications or collaborative discussions to drive projects forward.

Mobile apps ensure connectivity even away from a desk. However, it’s important to manage notifications to prevent burnout. Encourage employees to set appropriate alert settings to maintain a healthy work-life balance.

Key benefits of messaging and chat tools:

• Real-time communication: Get quick answers and updates to speed up workflows
• Accessibility: Stay connected on the go with mobile capabilities
• Team coordination: Collaboration easily through individual and group chats
• Remote work support: Keep distributed teams in sync regardless of location

Solutions like Slack and Microsoft Teams offer powerful features to support your communication needs. An intranet that can integrate these internal communication tools can further enhance their effectiveness and ensure important announcements and updates reach everyone, no matter where they work.

3. Internal newsletters

Today’s newsletter tools let you create engaging content in minutes, focusing on storytelling that builds company culture. The right platforms enable you to develop consistent, visually appealing newsletters that support videos, links, buttons and images — without getting caught up in complex design or distribution.

85% of employees feel most motivated when management regularly updates them on company news.

Key benefits of modern newsletters:

• Effortless creation: Design and send newsletters that capture attention
• Personalized content: Use AI to tailor content to each employee’s needs and interests
• Multi-channel delivery: Reach employees on mobile, desktop, Slack, Teams or SMS
• Accurate targeting: Sync with HRIS for precise audience management without IT help

Modern internal communication platforms provide comprehensive analytics on newsletter  performance. Monitor engagement metrics like click-through rates and content interaction to refine your approach. Heatmaps reveal which elements capture attention,  allowing you to continually improve.

Use pre-built templates or create custom ones that align with your brand. Simplified collaboration features allow for review and approval before distribution. The result? Newsletters that inform and drive employees back to your intranet, increasing engagement and interaction across the board.

4. Employee surveys

Employee surveys are essential for capturing feedback and insights directly from your employees. Unlike traditional methods that might miss important voices, modern employee surveys integrate with your internal communication tools to keep you connected with employee sentiment. 

Employees who believe their voices matter are 4.6 times more inclined to feel empowered to excel in their work.

These surveys offer real-time data, allowing you to identify trends, understand pain points, and address issues before they escalate. They gather opinions, drive improvements, and inform decision-making.

Key benefits of employee surveys:

• Real-time feedback: Capture employee sentiments instantly to respond proactively
• Actionable insights: Use data to identify key areas for improvement and boost employee experience
• Tailored responses: Customize surveys for specific themes or departments to gather more relevant insights

Popular survey tools include SurveyMonkey, Google Forms and Typeform. However, integrating survey tools with your intranet significantly enhances their effectiveness. The best survey tools enhance your ability to gauge employee engagement and satisfaction, ensuring you can address concerns and implement changes based on solid data.

5. Voice and video conferencing

Video meetings and webinars build better relationships with suppliers, vendors and colleagues across different locations, whether in neighboring cities or globally. Popular video conferencing like Zoom, Microsoft Teams and Google meet come equipped with screen sharing, whiteboarding and collaborative features that make sharing work and generating ideas efficient and effective. 

Voice conferencing provides an alternative when video isn’t necessary or practical. It’s quick, uses less bandwidth, and allows for spontaneous discussions. 

Key benefits of voice and video conferencing:

• Enhanced collaboration: Real-time video and voice communication keeps teams aligned and engaged
• Flexibility: Choose between video or voice calls based on your team’s needs and preferences
• Efficiency: Screen sharing and collaboration tools streamline meetings and boost productivity

Internal communication platforms with video and voice conferencing ensure your team stays connected and productive, regardless of location and circumstances.

6. Knowledge management

Knowledge centers and wikis serve as a centralized hub for essential information. They function as the backbone of internal documentation, keeping policies, procedures and data in one accessible location.

These tools streamline knowledge sharing and ensure everyone has information precisely when needed. With detailed permissions, you can control who views or edits specific content, safeguarding critical data.

Key features of knowledge centers and wikis:

• Central repository: Consolidate all essential information in a single location
• Easy search: Locate necessary details quickly with an intuitive search function
• Controlled access: Set precise permissions to manage who can view or modify content

Popular knowledge management solutions like Atlassian Confluence and Notion offer robust wiki capabilities. Integrating these internal communication tools with your intranet enhances their effectiveness, centralizing knowledge management and streamlining access across the organization.

7. Collaboration software

Teams working across different time zones and locations require robust collaboration tools. These platforms facilitate seamless communication and project management, ensuring alignment despite geographic separation. Popular collaboration tools such as Google Workspace, Trello and Asana help bridge the gap. 

About 75% of employers consider teamwork and collaboration crucial, yet 39% of employees feel that their organization lacks sufficient collaboration.

Key features of effective collaboration software:

• Real-time messaging: Maintain ongoing conversation with instant messaging and chat rooms
• Task management: Assign, track and complete tasks efficiently
• File sharing: Exchange documents without the limitations email attachments
• Project timelines: Visualize schedules and deadlines to stay on track

Integrated collaboration platforms within your intranet enhances their value by unifying functionalities in one location.  This integration streamlines workflow and ensures essential updates and documents remain accessible. For example, real-time project boards allow team members to monitor progress and upcoming tasks at a glance.

8. Leadership center

A leadership center is a dedicated digital space where executives communicate directly with employees. This specialized portal enhances transparency by providing a consistent platform for sharing updates, company news and strategic goals — functioning as a direct line between management and staff.

74% of employees feel they are missing out on important company information and news, while 72% of employees lack a full understanding of their company’s strategy.

Regular communication from leadership builds trust and keeps employees aligned with company objectives. The interactive elements of a leadership center, such as Q&A sessions and discussion forums, enable employees to engage directly with executives, fostering inclusion and demonstrating that employee perspectives matter.

A leadership center can include:

• CEO updates: Regular messages from top executives to keep everyone in the loop
• Strategy sharing: Detailed explanations of the company’s strategic direction and goals
• Interactive forums: Spaces for employees to ask questions and get direct responses from leadership
• Resource libraries: Access to leadership training materials, articles and other resources to help develop future leaders within your organization

Integrating a leadership center into your intranet streamlines the flow of information and strengthens connections between leadership and employees, creating a more engaged and informed workforce.

9. Employee rewards and recognition

Recognition embedded in  workplace technology transforms appreciation into a natural, motivating part of daily work. Employees respond to timely, personalized feedback and meaningful rewards that acknowledge  their contributions. 

Employees are 3.7 times more likely to be engaged at work when their organization has a strong culture of recognition. An integrated recognition program makes celebrating achievements seamless, whether through public acknowledgment or private messages of appreciation.

Key benefits of a strong employee recognition system:

• Seamless integration: Embed recognition into daily operations so employees receive real-time acknowledgments as part of their regular updates
• Customizable rewards: Use digital badges and tangible rewards to highlight accomplishments and reinforce company values
• Insightful analytics: Track recognition patterns to identify trends and opportunities for improvement

Use analytics to measure the impact of your recognition program and ensure comprehensive acknowledgement across teams. Manager dashboards and automated alerts promote leadership involvement, making recognition a consistent priority. 

10. Onboarding center

Starting a new job can be daunting, even for the most seasoned professionals. An effective onboarding center eases this transition, providing a structured approach to get new hires informed, engaged and productive from day one.

Key benefits of an onboarding center:

• Tailored journeys: Customize each onboarding experience with role-specific content and training
• Warm welcomes: Facilitate connections with targeted communications from existing team members
• Streamlined compliance: Integrate compliance tasks and essential information into the onboarding flow
• Engaging content: Use videos and AI-powered tools to immerse new hires in company culture and provide quick access to information

An effective onboarding center transforms the new-hire experience into a personalized and engaging process. By integrating an onboarding hub into your intranet, organizations create a seamless transition from candidate to productive team member, significantly improving retention and accelerating productivity.

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Top features to look for in internal communication platforms

When selecting internal communication software, certain features significantly improve how effectively your team connects and collaborates. Effective software enhances how your organization shares information, develops ideas and maintains alignment with company objectives. 

Consider these essential features when evaluating internal communication platforms:

1. Advanced search 

When employees need information, they shouldn’t have to hunt through endless folders or emails. Powerful search capabilities let users find documents, resources or contacts with just a few keystrokes. Advanced search features like filters and keyword suggestions significantly reduce search time and increase productivity.

2. Mobile app

A mobile intranet app ensures your entire workforce can access necessary resources, updates and communications from anywhere. Whether working remotely or on the go, a robust mobile app keeps them engaged and informed. This is especially crucial for frontline employees who don’t work at a desk and often don’t have a company email address..

3. News feed

A dynamic news feed delivers real-time updates and company announcements directly to your teams. Look for internal communication platforms that let employees focus on what’s relevant to their roles without sifting through unimportant information.

4. File transfers

Effective internal communication tools support the seamless upload, access and sharing of files. This feature proves valuable for distributing assets such as logos, reports and product screenshots that teams can reuse across different projects. Ensure compatibility  with other platforms and supports various file formats.

5. Social sharing

Build a vibrant company culture with social sharing features that mimic popular social media platforms while maintaining security. These tools also support employee advocacy so team members can share company news on their social media profiles.

6. Follow and notifications

These features ensure important updates don’t get missed. Users can  subscribe to updates from specific teams, projects or colleagues so they receive alerts about new messages, files or changes. Following different communities within the organization, such as employee resource groups (ERGs), keeps employees connected to both their immediate work and broader company culture.

7. Multi-language support

Internal communication software that supports multiple languages allows employees from different regions of the world to communicate in their preferred language. This promotes inclusivity and ensures all employees can fully participate regardless of location.

8. Integrations and extensibility

Your internal communication tool should integrate seamlessly with existing systems like email, calendars and project management platforms. Strong integrations  can streamline workflows and reduce the need to switch between multiple applications.

9. Robust analytics

Data-driven decisions lead to better outcomes. Look for analytics with comprehensive reporting features that track engagement, adoption rates and content effectiveness. These insights help you refine your communication strategy over time to improve engagement.

10. Security and permissions

Data protection is nonnegotiable. Choose software with strong security measures, including encryption and role-based permissions. This protects sensitive information while ensuring employees can only access only what’s relevant to their responsibilities.

The importance of an internal communications plan

Having various channels and features is only part of effective internal communications. Without a well-crafted plan, even the best tools can fall short. A solid communication strategy ensures your organization’s messages are consistent and effective.

Surprisingly, 60% of companies lack a long-term strategy for their internal communications.

Why an internal communications plan is essential:

Providing clear direction and expectations

When employees clearly understand their roles, responsibilities and company goals, they become more focused and motivated. Clear communication minimizes misunderstandings and keeps everyone aligned, improving performance and job satisfaction.

Boosting innovation and efficiency

Open, structured communication channels enable teams to share ideas quickly, make informed decisions, and solve problems collaboratively. Access to timely, relevant information helps employees stay efficient and agile, making their work more impactful.

Enhancing management and relationships

A thoughtful communication plan supports better task delegation, conflict resolution and relationship building. It helps maintain compliance with company policies and ensures that everyone understands expectations, creating a more cohesive and supportive work environment.

Streamlining collaboration

Effective communication breaks down complex processes into manageable steps and aligns employees with organizational objectives. This clarity facilitates smoother collaboration and helps departments work together more effectively toward shared goals.

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Strategies for building your internal communications plan

Crafting an effective internal communications plan is more than just setting up channels and sending messages. Here’s how you can build a plan that truly makes an impact:

Know your audience

Start by understanding who you’re communicating with. Dive deep into your team’s demographics, roles and preferences. Curate your messages to address their specific needs and concerns. Whether it’s executives needing strategic insights or frontline employees requiring operational updates, knowing your audience ensures that your communications hit the mark.

Define clear objectives

What do you want to achieve with your internal communications? Whether it’s improving employee engagement, streamlining information flow, or enhancing collaboration, define clear, measurable objectives. This focus guides your strategy and helps you measure success. Make sure your goals are aligned with broader company objectives to ensure cohesion across all communications.

Choose the right channels

Not every message belongs in the same place. Evaluate the communication channels at your disposal and match them to your objectives. Use formal channels for important announcements and strategic updates, while informal channels work well for daily interactions and team-building. The right mix of channels ensures that your messages are delivered effectively and received in the right context.

Craft engaging content

Content is king, but engagement is key. Provide content that is relevant, timely and engaging. To grab viewers’ attention and encourage participation, employ interactive features, storytelling and graphics. Avoid jargon and keep your language clear and concise. Engaging content makes your messages more memorable and impactful.

Encourage two-way communication

Create opportunities for feedback and interaction. Implement mechanisms like employee pulse surveys, suggestion boxes or regular check-ins to gather input from your employees. Employee listening and two-way communication promotes a sense of involvement and helps you stay tuned to the needs and sentiments of your workforce.

Monitor and adapt

Your internal communications plan should be dynamic, not static. Regularly monitor the effectiveness of your communications through metrics and feedback. Pay attention to engagement rates, message reach and employee responses. Use this data to continually adapt and refine your strategy.

Train your team

Even the best communications plan can falter if the team isn’t equipped to use it effectively. Provide training on internal communication tools and strategies to ensure everyone is on the same page. Regular training sessions can help your team get the most out of your technology and processes.

Leverage technology

In the age of AI, utilizing technology to streamline and enhance communications is vital to avoid falling behind. Invest in tools that offer features like real-time updates, mobile access and analytics. The best technology can facilitate smoother interactions and provide valuable insights into your communication efforts.

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How to choose the best internal communication tool

After refining your internal communications strategy, the next crucial step is selecting the right software. Consider these key factors when choosing the best internal communications software:

Assess your organizational needs

Evaluate your team size, communication complexity and required features. For globally dispersed teams, look for software with multilingual support and real-time collaboration tools. Understanding these needs helps select a solution that aligns with your operations.

Consider your budget 

Find software that offers the best value for your investment. Cheaper options may lack essential features or scalability. Evaluate the total cost of ownership, including setup, training and ongoing maintenance. A good investment fits your budget while providing long-term value through enhanced functionality and support.

Evaluate scalability 

Choose a solution that can scale alongside your company. Scalability is essential, especially when planning team expansion or adding new functions.Look for software with flexible pricing plans and modular features that let you add or adjust components as needs evolve. This future-proofing helps avoid frequent system changes, preventing disruptions and additional costs.

Test the user experience

The best internal communication tools should be intuitive and user-friendly. Complex systems lead to poor adoption and employee frustration. Choose a platform with a clean, easy-to-navigate interface and adequate training resources. A smooth user experience promotes engagement and lets your team focus on their work rather than struggle with tools.

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Transform your internal communications with Simpplr

For successful enterprises and engaged teams, effective internal communication is essential, not optional. The right internal communication platform ensures every message reaches the intended audience, enhancing productivity and a connected company culture.

Simpplr offers a comprehensive employee experience platform to elevate your internal communications. It integrates seamlessly with your existing tools and provides real-time insights so you can keep employees informed and engaged. From streamlining messaging to enhancing collaboration and tracking engagement, Simpplr is designed to meet the unique needs of modern enterprises.

Keep outdated communication methods from holding your business back. Request a demo today to see how Simpplr can transform your internal communications strategy.