Article

January 27, 2025

20 Internal Communication Tools your Company Should Have

Jade Burens

SEO & Growth marketer

8 minute read

Summary

What is Internal Communications

Internal communications is a way to communicate the distinct story of an organization, engaging employees across all levels. It includes the voices of each person who works within the workforce. This means of communication relies on all participants being open and transparent. Many companies use internal communication platforms and tools to help reach this goal. It's also critical to ensure consistency in messaging across various channels, which helps in maintaining a unified company voice across different departments and improving employee engagement.

Benefits of Internal Communications

Internal communications and employee engagement go hand in hand within an organization. Often, companies do not understand how important these two concepts are in fostering a positive workplace. A good company culture, where employees feel valued and appreciated, is frequently a key element in attracting top-notch talent to the workforce. It is also an important factor in keeping team members happy and enhancing their productivity. Additionally, internal communications solutions can play a pivotal role during transitions or changes within a company, ensuring that all teams are engaged and in sync with the new directions.

Types of Internal Communication

Are you wondering about the types of employee communication tools and digital platforms available to modern employees? There are a number of ways that effective internal communication can take place within an organization. Incorporating real-time feedback mechanisms like chat or instant messaging apps can also significantly enhance communication effectiveness across teams, making the workplace more responsive and agile.

Company Leaders – Someone has to share news about the company with its workers. This includes new strategies and directions it will be taking and announcements of various kinds (wins and losses, personal and professional milestones for employees, etc.).

Resource Materials – The company should have specific policies and procedures that it follows. This knowledgebase should be available in one place where employees and managers can access them as needed. Providing easy access through a user-friendly interface ensures that materials are utilized effectively.

Project Collaboration – Employees need organized ways to discuss the work they are doing and get tasks accomplished. Updates are usually not the best way to accomplish this. Advanced project collaboration tools can integrate with existing platforms, offering a seamless solution that encourages teamwork.

Informal Sharing – Peers need to be able to ask questions and support each other professionally and personally. This type of employee communication is important in developing an atmosphere of employee engagement and positive business outcomes. Facilitating informal gatherings or digital hangouts can foster stronger bonds and boost morale.

Develop a Plan for Effective Internal Communication

To be effective, a company must develop a personalized plan to encourage and improve internal communications between employees. Implementing a platform with the best communication tools and features can help engage the workforce. There are a number of effective communication software solutions your company should put in place to make this policy a successful one.

20 Best Internal Communication Tools for your Company

We’ve compiled a list of what we think are the best internal communications tools and platforms for employees. When you are considering internal communication platforms for your company, these are the types of features that should be included to make the most of this technology. Emphasizing tools that foster inclusivity and accessibility can help engage the workforce and ensure that everyone in the organization feels heard and involved.

1. Intranet

The intranet is one of the most important software solutions for internal communications. It serves as a centralized platform for knowledge sharing across large groups of employees. Teams or departments can use a company intranet to share relevant content such as documents, articles, charts, and more, enhancing collaboration and engagement within the workforce.

One of the most important benefits of an intranet platform is that it connects all employees across multiple locations. Your intranet allows workers in satellite offices and those who work from home to stay up to date on company news and events through digital channels. With enhanced search capabilities, employees can find the content they need quickly, boosting productivity and improving their overall work experience.

2. Mobile Intranet App

Nowadays, remote work or on-the-road practices are more common than ever. All employees must stay connected, including those working from a home office or in the field. A great way to ensure that your employees have constant access to corporate information is by using an intranet mobile app, allowing employees to engage and communicate no matter where they are, whether using a mobile phone, tablet, or desktop computer.

This option is especially important for your frontline workers. Your representatives will have constant access to vital information, such as contact details, locations, purchase history, and more through the intranet app. At the same time, they will receive real-time updates, which helps them make informed decisions and provide better customer service. Moreover, mobile apps can host virtual meetings and collaborative sessions, ensuring teams remain connected and engaged despite geographical distances.

3. Internal Newsletters

Internal newsletters can now be shared with employees through digital platforms, highlighting the latest news and valuable content. Newsletters allow internal communications teams to incorporate a variety of assets and updates, making them one of the most commonly used tools for internal communications. It's important to recognize that employees don’t always have time to read long text blocks. Adding photos, graphs, or videos to your company newsletter will make it more engaging and memorable. You can also use newsletters to recognize employees' accomplishments or the success of team projects. Modern communication software makes it easy to share newsletters via personalized email or company intranet boards on both desktop and mobile devices, enhancing employee engagement and content reach.

4. Employee Surveys

How do you find out what employees really think about policies or the new training methods at your company? It’s simple: just ask them! But how do you ensure they feel comfortable to freely share their opinions? Take small steps by introducing regular anonymous employee internal surveys using digital tools. These survey tools allow employees to express themselves openly, helping you take advantage of effective feedback management solutions. Once the results are in, they can be used to identify gaps, launch change management processes, or confirm that your employees are satisfied with their current work environment. Surveys can also be complemented with pulse checks to gather real-time feedback, ensuring a dynamic and responsive organizational environment.

Internal Communications – Measurement to Mastery

Enhance your internal communication strategy by leveraging the best communication tools and platforms, and learn the real impact of effective communication done right.

5. Collaboration Tools

Online collaboration tools are gaining traction every day as essential internal communication solutions. They enable employees to connect and exchange information, combining professional relationships in a more social way. Collaboration tools provide more effective teamwork and are powerful platforms to link teams from different departments or even across time zones, allowing them to work together seamlessly. They are also very handy when small or large groups need to track task progress and rely on good synchronization to reach their common goals, improving overall productivity and engagement.

6. Social Employee Advocacy Tool

By adding a social employee advocacy tool to your internal communications platform, you are giving your workers the chance to become online ambassadors and brand advocates. This shows your employees that you trust them to convey corporate messages and represent the organization positively on social media channels. Keep in mind that participation as an employee advocate is voluntary and that management has no control over what employees post about the company. However, using an internal advocacy tool allows you to provide clear directions and personalized guidelines for your workforce to follow, enhancing engagement and brand recognition.

7. Instant Messaging Tools

Instant messaging tools are essential internal communications solutions for employees at all levels. They can be used to send quick messages between team members to ask questions, confirm meeting dates, and clarify any other points that may be unclear. Don’t overlook this effective internal communication solution, especially for teams with members who are working remotely. It may not always seem practical to pick up the phone for a quick question, but instant messaging apps provide a convenient way to quickly exchange information and enhance team collaboration.

8. Community Channels

Do you have employees in your organization who have expertise in specific areas? Give them a chance to shine by sharing information on dedicated community channels. This is an example of an internal staff communication tool that provides your workers with a platform to discuss new developments within their area of expertise. The community channels can also be set up around practice hubs, enabling teams to collaborate easily. Junior members of the company can learn from the experience of more senior employees, enhancing problem-solving skills, while senior staff can benefit from collaborating with younger employees, fostering a culture of continuous learning and engagement.

9. News Center

Employees should not have to find out what is happening in their organization by reading long email threads or various group conversations. Streamline company information within a centralized News Center on your internal communications platform to keep employees always up-to-date. Include company updates, press releases, and any other news affecting your industry. Add updates on assets, blog posts, social media activity, and all new projects your company is working on, ensuring that content reach is maximized through multiple digital channels.

10. Leadership Center or Blog

The company CEO should not be someone who is perched high above employees in a glass tower. Instead, let employees get to know the CEO as a real person by setting up an internal executive blog on your internal communication platform. This is a top-down internal communication tool that allows the CEO to share company news with employees and receive direct feedback from them. If appropriate, share the CEO’s thoughts outside the organization by including the posts in an RSS feed as well, enhancing transparency and engagement.

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Internal Communications – From Measurement to Mastery

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11. Employee Recognition Center

An employee recognition center is an integral part of an overall internal communications strategy. It’s a platform where you can virtually highlight your employee recognition and reward programs. This space can also be used for “Get to Know Your Coworker” articles where individuals in the organization are profiled regularly or even “How Well Do You Know Your Coworkers” games. It can also be used to draw attention to the work that teams within the company are engaged in. Lastly, this center can serve as a space to announce promotions, farewells, or retirements within the organization, enhancing employee engagement and fostering a positive workplace culture.

12. Job Board

Once, open positions within a company were posted on a physical bulletin board. Interested candidates would browse the listings and apply for a position that attracts them through the company’s Human Resources department.

Modern internal communication software allows current employees to browse global job listings virtually, quickly, and easily. They can also share job openings with qualified people in their network and across social media channels, helping your organization reach a broader workforce and fill available positions more quickly.

13. Onboarding Center

No matter how confident a new employee feels about their abilities, starting a new job can be stressful. An onboarding center provides a distinct series of steps for new hires to follow, serving as an essential internal communication tool for employees. It helps new workers get well-informed and engaged with the company’s processes from the very first day. By creating a logical series of steps, the onboarding center enables new employees to quickly start contributing to their teams and improving their overall work experience.

14. Video Center

Video content is a powerful internal communication tool for any organization. Create a virtual library in your collaboration platform or company intranet to ensure long-lasting and effective knowledge sharing. Stream product demonstrations, general meetings, training sessions, or other internal initiatives, and keep recordings that can be accessed freely by all employees, enhancing their learning and engagement.

This medium can also be used to help build a stronger corporate culture. C-level management and other company executives can create short video announcements to introduce policies and objectives to the rest of the organization. By creating a dedicated space on your intranet platform to share these video streams, you can facilitate direct interaction between management and employees, promoting more transparent collaboration and communication.

15. Employees Experience Tool

The best communication tools are those that can be personalized to suit the needs of the company and its employees. For example, you may want your employees to sign into their company platform to see their daily schedule, work email, and the last several documents or apps they worked on prominently displayed. Employees should be able to view their business apps in one centralized place. Additionally, there should be a global search function that searches across email, blog posts, articles, and other digital content, improving the overall employee experience and productivity.

Internal Communications – Measurement to Mastery

Enhance your internal communication strategy and learn the impact of communication done right.

16. Multilingual Tool

If you are operating in a global enterprise, it stands to reason that your employees speak different languages and you may not have an official global language. A multilingual tool within your internal communications platform allows you to adapt and translate all your content into various languages, ensuring that your employees feel more included and engaged in day-to-day corporate activities.

Enhance team collaboration by providing employee communication tools that offer a localized experience and enable employees to read and interact with documents in the language they feel most comfortable using. This personalization shows your employees that you value their diversity, and alongside the cultural benefits, it will lead to higher retention rates across all your branch offices.

17. Branded Tool

How important is it to you that your internal communication software is personalized to suit your company’s brand? Don’t overlook the importance of having a customized look for the platforms your employees use daily. Designing a unique and personalized platform enhances employee engagement and stimulates their interactions within the software, creating a more appealing and effective communication experience.

18. Content Approval Workflow

One of the great things about digital platforms is that they give a voice to everyone in the organization. However, if your employees are going to share information on behalf of the company, it’s natural to implement a content approval process before the communication is shared with the rest of the organization. You can define different contributor groups and grant the access they need through your internal communications platform. A best practice is to assign a global content administrator who has access to all publications and can ensure the validity and personalization of the shared information.

19. Follow and Notifications

If you are working for a large organization and want to keep up to date with a particular colleague or a different department, you can choose to follow their profiles or work communities, or even set push notifications for their activity. By doing this, you are creating your own personalized platform that delivers only the most relevant information. Build your own internal network and maintain control over the information flow, enhancing your engagement with teams and improving communication efficiency.

Following colleagues on your internal communication platform helps improve peer-to-peer recognition by allowing you to keep track of your coworkers’ accomplishments. Don’t forget to interact and post personalized messages of encouragement to those you are following; it means a lot when their hard work is appreciated by both peers and management, enhancing employee engagement and workplace morale.

20. Analytics

Return on investment for internal communications is often hard to track. You need to be able to measure results to determine which of your internal strategies are giving you the best outcomes. Cloud-based communication platforms often provide integrated analytics that offer regular updates on the performance and adoption of your software. Use your data to drive growth and improve employee interaction with the internal communication tools and platforms you have implemented for your workforce.

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