In this blog, we will explore what is internal communications software, its benefits, common features, how to choose the right one for your organization, where to get started with implementation, as well as integration with other tools, training and support, and real-world case studies.
Without a doubt, internal communication is vital in ensuring that employees are well-informed, engaged, and aligned with the company’s goals and values. After all, internal communication isn’t about telling employees what to think; it’s about creating and enabling authentic, ongoing dialogues with and between them.
Many organizations are turning to the best internal communications software and employee communication tools to make the process more effective.
Internal communication software, often also referred to as business messaging software or employee communications software, is a digital communication tool that allows for effective internal communication within an organization, from HQ to the frontline and back. It serves as a central platform, allowing employees to collaborate, share information, and stay connected.
Internal communication software can have multiple types of use, e.g., to disseminate company news, carry out surveys, organize events, implement instant messaging, and support a positive working environment, and can be made with communication software from within the organization.
Examples of internal communication tools include:
Internal executive blog for sharing company news.
Onboarding center for new employee orientation.
Employee SMS for reaching employees on the go.
Video conferencing for facilitating face-to-face communication.
Intranet for organizing company information.
Project tracking tools for overseeing progress.
Employee messenger apps for quick employee connection.
Employee recognition platforms for acknowledging and rewarding employees.
Employee feedback platforms for collecting feedback.
Internal communication email platforms for enhancing email communications.
It is important to understand the different types of tools that are available before selecting internal communications software. The most common types of internal communications platforms are listed here:
Employee communication software is another type of internal communications software that can improve engagement, efficiency, and security, offering customization options tailored to different needs according to your internal communication strategy. Apps like Slack can also supplement other employee communication software or platforms, providing a more comprehensive communication solution.
An employee communication platform is a good choice if you’re looking for internal communication software to do it all. These apps usually have many features, such as instant messaging, video conferencing and the sharing of files. Zoom and Slack are examples of internal communication tools that facilitate various communication needs, including collaboration.
Employee communication software can be integrated with project management platforms to combine the collaboration of workforce communication software with the efficiency of a processing tool. Project management platforms like monday.com, Trello, and Jira are examples of internal communication tools that enhance collaboration and efficiency. For organizations that have to manage complex processes as well as many teams, this type of software is an excellent option
A great way to stay connected is to create an internal newsletter. However, it can be time consuming to create an engaging newsletter. This is when the newsletter platforms, which are examples of internal communication tools, become relevant.
These tools allow you to effortlessly create visually appealing and interactive newsletters. Additionally, many newsletter platforms feature employee surveys to gather feedback and foster effective internal communication.
Internal communication tools, such as intranets, provide a central hub where workers are able to access all the information and tools they need in one place.
Company intranets are examples of internal communication tools that offer features like social feeds, instant messages, safe file sharing, and integration with other corporate tools. Speakup, Jive, and Microsoft SharePoint are some of the most widely used intranets.
Internal communications tools, such as employee experience platforms, are perhaps the best option for those who want to create the best experience for their employees throughout the entirety of the employee journey.
These employee experience platforms are examples of internal communication tools that enhance employee engagement, productivity, and satisfaction.
Tailored to meet the varied needs of modern businesses, these platforms offer a comprehensive suite of tools to enhance employee engagement, productivity, and satisfaction. Speakap, among the examples of employee experience platforms, exemplifies these attributes.
Internal communications software tools come with a range of features, such as:
Sharing of company news, updates, and important announcements with all employees or specific groups.
Instant messaging allows for quick and more informal communication between employees, or managers and employees.
Groups (or discussion forums) are great for promoting knowledge sharing, as well as fostering a sense of community amongst employees.
File storing, organizing, and sharing, ensuring that everyone has access to the documents most important to them.
Another great feature internal communication software can offer is surveys and polls. This functionality allows for the gathering of direct feedback and opinions from employees firsthand.
An easily searchable database provides information about employees on an organizational level, making it more simple than ever to find and connect with colleagues.
Insight and data on communication metrics, for example, the rate of message opening, number of engagements, or time to respond.
Possibility to have the software branded with the logo and colors of the company.
Easy integration with other HR systems and tools, such as payrolls, etc.
These features are common in various internal communication tools, including internal executive blogs, onboarding centers, employee SMS, video conferencing, intranets, project tracking tools, employee messenger apps, employee recognition platforms, employee feedback platforms, and internal communication email platforms.
These features are crucial for an effective internal communications strategy, enhancing employee engagement, recognition, and overall communication within the organization.
. Yes, you read that right 😉
Finally, it also contributes to the development of a culture of transparency and inclusiveness in the workplace by providing all employees with good information and participation in important decisions.
That transparency ensures that employees have confidence and they feel empowered to take responsibility for their work. Research shows that empowerment is important to 70% of employees.
Picking the right software is a bit like selecting the finest ingredients for your culinary masterpiece. It needs to be versatile, able to adapt to the unique taste buds of your organization and overall just taste good all together.
Just as a good chef adjusts seasonings, the software should cater to the evolving palate of your business. It's important to compare different options, including other employee communication software, to find the best fit for your organization.
When selecting an internal communication tool for your business, here are some factors to consider:
For all employees, regardless of technical expertise, the software should be intuitive and easy to use. Ask yourself: Is the platform user-friendly and suitable for employees with varying levels of technical expertise?
The platform should be capable of dealing with an increasing number of users and adapting to changing requirements. If it doesn't scale as you do, then in no time you'll be where you started—looking for new internal communications software.
Ask yourself the following two questions: (1) Can the software easily adapt to your organization's growth and changing communication needs? (2) Does the platform have the capability to scale and handle an increasing number of users?
This integration helps to ensure a coherent flow of information across various platforms. Ask yourself: Can the software integrate seamlessly with other tools or systems?
There should be robust security measures in place on the platform to safeguard confidential information. Ask yourself the following two questions: (1) Does the software comply with industry data security standards? (2) Are there robust security measures in place on the platform to protect confidential information?
A consistent and coherent user experience is ensured through the ability to customize your software. Two questions to consider here: (1) Does the software allow customization to align with your organization's branding and communication preferences? (2) Is it possible to create a consistent and coherent user experience through customization?
The following best practices should be considered for ensuring that internal communications software is successfully implemented:
Implementing employee communication tools can significantly improve communication and engagement within an organization. These tools offer various features and benefits, such as real-time messaging, file sharing, and video conferencing, which can be customized to meet the specific needs of different industries.
By leveraging these tools, companies can enhance internal communication, streamline workflows, and foster a more collaborative work environment.
Clearly articulate your organization's goals and anticipated outcomes from the use of software. This clarity will ensure the alignment of all stakeholders and their work towards a shared objective.
To ensure that the purchase of products is adopted and approved, consider involving employees from different departments and levels in decision-making. This involvement provides a sense of ownership, thus increasing the chances for successful implementation.
Develop a comprehensive plan for introducing the software to employees, including training sessions, regular updates, and ongoing support. This plan will ensure that staff are adequately trained and have enough resources to use the software effectively.
To guarantee consistent and efficient use of software, it's wise to set up guidelines. In this way, it helps to maintain professional standards and ensure expectations of behavior and communication within the platform.
Continuously monitor the use and efficiency of software, seek employee's opinions, and make necessary changes. This monitoring will allow you to identify areas for improvement while ensuring that the software meets your organization's needs.
Various other integrations with a variety of tools and systems can also further improve the effectiveness and efficiency of internal communications software. For example, integrating with payroll systems will allow employees to access their payslip information within the same software.
Furthermore, the possibility of integrating with availability and scheduling applications empowers staff to have real-time control over their work schedules, reducing scheduling conflicts and enhancing work-life balance.
Additionally, integrating with other employee communication software, such as employee messenger apps like Slack, can enhance the overall communication strategy by providing multiple channels for seamless interaction.
By leveraging APIs and integrations in areas such as payroll, scheduling, learning and development, and many more, organizations can create a connected digital ecosystem that improves productivity and efficiency.
It is helpful to look at real-world case studies in order to gain a better understanding of the practical application of internal communications software. Here are some examples:
By implementing internal communications software and utilizing various employee communication tools, Nexeye saw a significant improvement in employee engagement and collaboration. The software enabled streamlined communication across geographically dispersed teams. Employees reported feeling more connected and informed, leading to a more positive work environment.
With over 60% of their workforce working in the frontline, Phoenix used internal communications software to broadcast HQ standard operational procedures; share concrete plans, and watch how responses from the warehouse teams spark interesting discussions that ultimately help to improve standard processes. This allowed them to gather valuable feedback more often to funnel back to the right stakeholders.
Maybe you’re on the lookout for internal communication software tailored to a global workforce, or perhaps you’re on the hunt for top-notch internal communication platforms designed for smaller teams.
It's important to compare different options, including other employee communication software, to find the best fit for your organization.
Speakap caters to both scenarios, offering a user-friendly, dynamic, and scalable communications platform. If you need new communication software for your business, you know where to find Speakap.