15 Internal Communication Tools Every Company Must Have

25.01.2022
Read time: 12 min
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Your organization relies on communication to function. That includes internal and external communications. When it comes to internal communications, you have to pick and choose the right internal communication tool that will help serve your purpose and achieve your objectives. 

Keep reading as we’ll cover some of the best internal comms software and how they can be used to execute your internal comms strategy. 

What is Internal Communications?

Internal communications refers to the ways by which an organization communicates within itself. This involves company messages being delivered successfully to employees, as well as guidelines for how employees should communicate with one another. 

Internal communication requires that everyone be involved and on board, so that information flows within the organization (rather than hitting a wall, so to speak). 

What are the Benefits of Internal Communications?

Internal communications are a foundation of employee engagement. To create a culture where employees feel valued and are motivated at work, it’s necessary to share updates and news regularly with them. Sharing regular and relevant internal communications will breed an environment where employees feel like they are an integral part of the team. 

What are the Types of Internal Communications?

Internal communications often take the form of internal newsletters. But, there’s more to it than just that. Think of all the different ways that people within your organization share messages or tasks with one another. That all counts. 

Here’s a look at common types of internal communication:

  • Company leaders:
    Company leaders often share top-level information with the organization, such as wins and losses and milestones
  • Resource materials:
    Organisations document how processes should be executed and make these documents available to managers and employees to access when needed
  • Peer communication:
    Employees need to have modes by which they can talk to one another and share both professional and personal updates
A man on computer and holding phone
Picture source Unsplash

What are the Best Internal Communication Tools?

These days, most communication tools in the workplace are digital and require some form of technology to work. From the software solutions to physical hardware (like digital signage), we’ve compiled a quick review of some of the best internal communication tools that you may already be using. 

If not, then you’ll see why they are worth considering. 

1. Company Newsletters 

Suffice it to say, we have a thing for company newsletters. Company newsletters are a fabulous way to communicate any type of message and deliver it straight to your employees’ inboxes. 

You can use a tool like Publicate that provides hundreds of beautifully designed newsletter templates and an easy-to-use drag-and-drop interface so that you can tailor content and design as you see fit based on your message. It also encompasses all internal comms best practices and analytics to maximize engagement and success!

With Publicate, you don’t need to pay for a separate email provider because all newsletters can be exported and sent using your current email service (such as Gmail, Mac Mail, Outlook, and Yahoo Mail, to name a few). 

You can use a company newsletter to share a variety of types of internal communications, from announcing new hires to promoting events to improving employee wellbeing, for example. Check out this robust guide on how to create internal company newsletters. 

2. Employee Engagement Apps

Employee apps are dedicated apps for internal communications. Given the rise in remote workforces, the need for employee engagement apps is only growing. These apps provide a centralized location for employees to chat with one another, review company news, document or request time off, etc. 

3. Podcasts

Contrary to popular belief, people aren’t always in front of a screen. When your employees are on the go or traveling, it could be helpful to deliver bite-size content in their ears. Enter: Internal communications podcasts. 

These podcasts can be used as a podium for C-suite executives to share messages, provide company-related content, deliver industry news updates, and distill complicated information in a digestible way. 

4. Surveys

Since internal communications is geared towards boosting employee engagement, you’ll need to take the pulse of your people to see where they are at and what they are thinking. Surveys and polls can be used to accomplish this goal. 

5. Intranet

There are several cloud-based intranet platforms to choose from, which are basically a “corporate social network” of sorts. 

It’s a place where employees can digitally arrive to connect (regardless of where everyone is located), review company news, check in on upcoming company events, and access the database of team members, to name a few use cases. 

6. Video Conferencing

In today’s world, Zoom became a verb, much like Google. Video conferencing tools are sweeping across organizations because it allows for a way to be together and in front of each other’s faces, even if you’re many miles away. 

Video conferences can promote internal communications when used to collaborate with remote teams, host conferences, share data and presentations, and even offer IT support from a distance. 

7. Employee Social Media

We aren’t talking about Instagram and Facebook here. Instead, consider an employee social network (ESN), which is a somewhat newer internal communication tool. They exist as new forms of existing networks, like Facebook Workplace, or are their own platforms, like Yammer. 

The social networks are best used to develop employee communication and relationships to foster the type of communication that would otherwise naturally occur in the break room. 

8. Forums

Forums are great tools for employees because they link questions to answers, provide a space for open communication, and offer threads, which organize conversations together. Forums can also make it easy for employees to search and find the topics they are looking to learn more about.

9. Digital Signage

Digital signage includes digital screens that are strategically placed within the office environment that display key messages. While digital signage is a less active form of an internal communication tool, it can serve a purpose like ads do– subliminal messages. These subconscious tidbits of information do get absorbed. And, it’s easy to update a message in real-time as needed. 

10. Instant Messaging 

Think of iMessage, but for work. Instant messaging tools provide a place for collaboration and communication that is constant. Instant messaging channels for organizations, such as Slack, will offer a way to create groups, as well as channels (based on topic, project, teams, etc.). 

It’s a quick and easy way to share information, while also providing a search function so information is easy to find for reference. 

11. Team Bonding Tools 

While a lot of internal communication does happen in a trickle-down manner, from the managers, leaders, and HR, it’s also valuable to use an internal communication tool that allows employees to talk freely with one another. 

An example of this is Donut, which is a plugin for Slack (mentioned above), that helps to build human relationships and make work more fun. 

12. Time Zone Converter

Chances are that you have employees in different time zones, which often makes scheduling a pain. Eliminate the need for back-and-forth emails or counting in your head time zone differences by using a time zone converter tool. 

13. News Centre

Your organization can host a news centre online, whether it be on your company’s website or intranet. The news center is a great resource to share press releases, company updates, and industry-related news. 

14. Leadership Blog

Your leadership team is handling the big decisions within the company, leaving little time to talk one-on-one with each employee. However, a leadership blog can be deployed so that their messages are still in front of their team. 

You can also send out updates from the leadership blog in a dedicated blog newsletter. Check out these Publicate templates that can be used to serve this purpose. 

15. Onboarding Centre

When new hires join the organisation, there’s a lot they need to know to get them up and running. An onboarding centre provides a centralised location that can share the steps they need to take and offer quick access to resources they may need. 

It helps to alleviate the stress they may feel of having to learn all the new policies and procedures by providing them with a dedicated space to find what they need to succeed. 

What are Examples of Internal Communication?

Now that we’ve looked at internal communication tools, let’s consider some reasons why an internal communication tool can serve your business for the better. 

  • Rewards and recognition: You can use internal communications as a place to recognize good work. For example, you can send out a newsletter rewarding an employee of the month or department that’s exceeded their goals.
  • Increasing participation: Tools like surveys and polls promote employee engagement and interaction.
  • Collaboration: Departments should be aware of what’s happening around the organization, which is why an internal communication tool can be used to breed cross-departmental communication and collaboration.
  • Efficiency: Your team needs to communicate to get the job done well, so instant messaging tools provide a quick and simple interface for them to chat with one another.
  • Inspiration: You can use any of these internal communication tools to offer inspiration. For example, an internal company newsletter that includes words of wisdom from the CEO could ignite passion among team members.
Woman on computer and holding phone
Picture source Unsplash

An Internal Communication Tool for All 

There is an internal communication tool that serves virtually any purpose. In most organizations, it’s optimal to have an array of internal communication tools that can be used together to maximize employee engagement. 

One of the most popular internal communication tools that service almost any internal communication strategy is the use of internal communication newsletters. For an easy way to create, deploy, and monitor your newsletters, check out a tool like Publicate; you can even try it free. 

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