The top 10 internal
communication tools
Find out what internal communication tools
are and what the individual differences are.
In the current economic climate, more efficient internal communication is becoming increasingly important for any company that wants to be competitive. This is especially true as digitalization has fundamentally changed internal communication structures and workflows. Digital communication tools are at the forefront of this change. However, traditional channels such as bulletin boards are still used in many places.
What is a tool for internal communication?
Internal communication tools are usually programs or software solutions that act as central distributors of the most important information. The focus is on a clearer presentation of corporate communications. The goal is to make it as easy as possible for employees to access relevant information in order to maximize the efficiency of internal communication and optimize work processes within the company. Below are the top 10 internal communication tools.
The 10 most common communication tools in focus
The Bulletin Board
Pure nostalgia! After all, who doesn’t know the physical bulletin board as a showcase for paper-based information? Contrary to the assumption that this traditional medium is a thing of the past, it is still present in almost every company. In central locations where many employees are present, this internal communication tool will certainly continue to serve its purpose in the future.
Pros:
- easy access to information
- central and clearly visible
- for every employee
Cons:
- no control of the internal communications
- actuality
- low accessibility
- no possibility of interaction
- requires time, costs and resources
- limited amount of information
- low emotionality
The Employee Magazine
Another classic communication tool – the employee magazine. This print medium is still widely used today. The layout, design, size, and content can be customized, and the feel of the magazine conveys a sense of value while reading. The images, graphics, and stories it contains provide a certain emotionality.
Pros
- value & emotionality
- haptic
- longer-term availability
- broad pool of information
Cons
- time-consuming and cost-intensive
- low sustainability
- not up-to-date & limited circulation
- long editorial times
- useless for urgent information
- not target group specific
The Intranet
The intranet is a closed internal network for the latest news and information. However, in its raw form, this communication tool is very limited in terms of interaction. Not all employees have access to it. In addition, the search function is limited and the intranet is usually only used as a digital document repository and not for sharing information within the team.
Pros:
- secure internal network
- facilitates communication
- document and knowledge management
- improves internal processes and productivity
Cons:
- not up to date
- limited interaction
- not very appealing, therefore not popular
- no common exchange among all employees
- can only be used via PC
- limited access & restricted search function
- limited range
Did you know that the foundation of today’s digital internal communication was laid with the introduction of the first intranet in 1994? Back then it was still called the Business Knowledge System.
The Social intranet
The social intranet is the modern interpretation of the intranet. Unlike the intranet, it is similar in structure and function to social networks and provides the opportunity for interaction. Employees have their own profile that they can use to communicate and network with each other. The focus of this internal communication tool is the social aspect and the exchange via the desktop. However, some social intranets now also have an app for mobile devices.
Pros:
- increased information flow
- more effective employee communication
- ability to interact
- time and cost savings
- improved accessibility & collaboration
- variety of features
Cons:
- mostly only on the PC
- a certain degree of IT affinity
- acceptance
The employee app
Like the classic intranet, this internal communication tool is software used for internal communication. However, the focus is on mobile communication. Employees who do not have a fixed PC workstation should also be included in the internal communication. However, the application is not tied to mobile devices. This means that it can also be securely installed and used on desktops. In addition, push notifications reach employees even when the app is not in use. This tool is the ideal channel to reach employees, especially for organizations with many front-line workers.
Pros:
- optimizes internal communication & processes
- better accessibility/employee communication in real time
- positive ROI and increased employee retention
- more effective onboarding
- easier working conditions
- time-cost savings & better collaboration
- no contact details required
- extensive functionality
Cons:
- installation on private end devices
- smartphones are not allowed in all companies
Messenger Service
Messenger services are another method of business communication. These are applications for mobile devices that allow real-time communication using chat features. During the pandemic, these were often the only way to communicate with employees other than by phone. However, this communication tool is less suitable for project work and the security levels are not designed for internal communication.
Pros:
- real-time communication
- greater accessibility
- available as Free to Use
- available as business version
Cons:
- requires mobile devices
- low security
- often not GDPR-compliant
- limited overview
- limited functionality
- requires personal contact details
Email and Internal Newsletter
In-house newsletters or circulars keep employees informed in a fast, engaging, and structured way. The intervals and topics can be customized for each mailing and can include videos, graphics, or even gifs. However, this communication tool does not provide a space for active exchange.
Pros:
- guaranteed availability
- directly to inbox
- daily update if required
- target group-oriented information
Cons:
- not everyone has an email address
- no central location (private mail)
- quickly becomes confusing
- no personalization
- requires personal contact information
- often ignored (spam folder)
Website and Company-Blog
Websites or internal company blogs are another possible option for internal communication. In most cases, however, these only provide general information and offer no opportunity for dialog. Acceptance as an independent tool for internal communication is also rather low.
Pros:
- digital
- up-to-date guarantee
- not subject to confidentiality
- accessible & informative in the long term
Cons:
- no opportunity for direct interaction
- hardly any regular visits
- information distribution only
- no communication tool per se
- sometimes very promotional
Digital Signage
The modern counterpart to the bulletin board. Info screens as sharepoints that are installed in high-traffic areas where employees can easily access them. These are often found in production halls or corridors. Using digital signage purely as an internal communication tool supports information about important news, but not team collaboration.
Pros:
- up-to-date & fast
- long-term availability of content
- centralized and highly visible
- reaches the masses
Cons:
- top-down communication
- no active exchange
- no decision making
- general content
- for information distribution only
- not suitable for collaboration
Company Meeting or CEO-Speech
This is an internal communication tool in the form of company meetings or events. Roughly speaking, they are more suitable for communicating values, strategies or relevant news, and less suitable for project coordination and work.
Pros:
- reaches many
- focuses the line of the company
- communicates the corporate identity
- emotional
Cons:
- moderate intervals & only at certain times
- not updated daily
- one-way communication
- information only available for a short period of time
- time-consuming and costly
What should be considered when choosing a communication tool?
Technological progress offers different solutions in the field of internal communications. This can make choosing the right tool quite tedious. Before you decide on a specific communication tool, you should compare the providers with each other and ask yourself the following 5 questions:
- What is the goal for the communication tool?
- Does the company already have structures in place for the communication tool?
- What are my company’s requirements for an internal communication tool?
- How easy is it to implement the communication tool in the company?
- What is the available budget for the communication tool?
