6 Questions to Choose The Best Communication Channel for Employees

Need help choosing between an employee communications app, email, or bulletin board? Discover 6 key questions to guide you in selecting the best communication channel.

We’ve all been there: staring at that new company update, wondering where to share it. Should it go on the employee comms app? Maybe an email will do the trick? Or how about dusting off the ol’ bulletin board for a change? While all these methods have their place, your employee comms app is almost always the best option. 

That said, there are situations where email or a bulletin board may still come in handy (though not often). Let’s break down the key factors to consider when deciding which channel to use and why the app will usually be your top choice.

6 questions to ask yourself when deciding what to share when & where

1. Is it urgent? like, "right now" urgent?

If time is of the essence, you need to get your message out fast. Whether it’s a shift change or an urgent safety alert, speed matters.

  • App: The app is your best friend for urgent updates. Push notifications go straight to your frontline employees’ phones instantly, ensuring no one misses the message.
  • Email? Email is slower. By the time employees get around to checking their inboxes, the moment may have passed. 
  • Bulletin board? Not ideal for anything urgent. Most employees won’t notice an update on the board right away, which makes it unreliable for time-sensitive communications.

2. Does it need action, or is it just a 'heads-up'?

If your message needs a response—whether that’s filling out a form, attending a meeting, or confirming receipt—you’ll want to use a method that encourages immediate action.

  • App: The app is perfect for action-based communication. Employees can respond instantly, and you can track engagement with ease.
  • Email? Emails are often ignored until later, and by the time someone gets to it, they may have forgotten to act. It’s not ideal for urgent calls to action.
  • Bulletin board? A bulletin board is great for informational updates, but for anything that requires an action, it’s easy to overlook.

3. Is it detailed and (potentially) complex?

If you’re sharing policies, procedures, or anything that requires more attention and understanding, the method you choose should allow for easy access and clarity.

  • App: Keep complex information simple by sharing a brief summary with a link to the full details. Employees can review it at their convenience, without feeling overwhelmed.
  • Email? Email is a strong choice here, as it allows you to provide in-depth information and attachments. However, emails can get buried or forgotten.
  • Bulletin board? Posting detailed or lengthy content on a bulletin board isn’t ideal. It can become cluttered or be easily ignored.

4. Is it fun or formal?

Celebrations and team updates have a different tone than formal announcements or legal updates. The channel should reflect that.

  • App: The app is perfect for sharing casual updates, recognition, or fun team news. It’s where frontline employees are likely to engage and respond.
  • Email? Email works best for formal communications—like company policies, legal updates, or sensitive information that may need to be referenced later.
  • Bulletin board? The bulletin board is good for quick, fun updates like birthdays or event reminders. For formal updates, though, it’s not the most effective choice.

5. Do you need engagement or feedback?

If you’re looking to spark engagement or gather feedback from your employees, the right method can make all the difference.

  • App: The app allows for instant interaction through polls, surveys, or RSVPs. It’s quick, easy, and highly engaging.
  • Email? While email can be used for gathering feedback, responses tend to be slower, and it’s harder to track real-time engagement.
  • Bulletin board? Not the best for feedback. It’s a passive form of communication, and you can’t easily track responses or engagement.

6. Is consistency important?

If you want to ensure everyone receives the same information at the same time, consistency is key.

  • App: Your employee app acts as a central hub where all important communications live. Employees always know where to find updates, making it the most reliable channel for consistent messaging.
  • Email? Email can create inconsistency when different versions of information float around, or when messages get lost in overcrowded inboxes.
  • Bulletin board? Consistency can suffer here, especially if different locations have their own boards. Information can become outdated or incomplete.

When email or bulletin boards might be useful (but only sometimes)

While the app should be your default, there are a few cases where email or bulletin boards can complement your app:

  • Email: Use it for highly formal or legal communications that need a written trail. But even then, summarize the key points in the app to make sure employees actually see it.
  • Bulletin board: If you’ve got a breakroom or common area where employees regularly congregate, bulletin boards can still be useful for things like event announcements or team shout-outs. But make sure to mirror this information in your app for maximum visibility.

Why the employee app is your MVP when it comes to internal comms

If you want to keep your team in the loop - without driving yourself crazy - your employee comms app is the ultimate way to get it done. It’s fast, interactive, and pretty much foolproof. So next time you’re wondering where to share that big update, the answer is right there in your pocket:

  1. Speed and urgency: nothing beats real-time notifications
  2. Engagement: the app creates a two-way street.
  3. Access: your employees are on the move - so should your messages.
  4. Complex information: when sharing it on an employee app, you can make it accessible and easy to digest.
  5. Consistency: when you use an employee app for all information, you have one source of truth for all communications.
  6. Culture: meet your employees where they are - on their phones.