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- Brahim Jaouane
- December 26, 2024
Top 10 Internal Communications Software
Internal communications (IC) is the lifeblood of any organization. It refers to the strategies, tools, and processes that facilitate the flow of information within a company.
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Effective internal communication ensures that employees are aligned with the organization’s goals, informed about important updates, and engaged in their work. In today’s digital age, where remote work and distributed teams are becoming the norm, having the right internal communications software is crucial for maintaining productivity, collaboration, and employee satisfaction.
Internal communications software helps organizations streamline communication, foster collaboration, and create a cohesive workplace culture.
These tools range from simple messaging apps or corporate intranets to comprehensive digital workplace platforms that integrate multiple functionalities. In this article, we’ll explore the different types of internal communication software, how to choose the best tool for your organization, and provide a detailed overview of the top solutions available today.
Types of Internal Communication Software
Internal communication software can be categorized into several types based on their primary functions:
1. Instant Messaging and Chat Tools:
These tools, like Slack and Microsoft Teams, focus on real-time communication and team collaboration.
2. Email and Newsletter Platforms:
Tools like Mailchimp and Outlook are used for formal communication and company-wide announcements.
3. Intranet Platforms:
These are comprehensive solutions like eXo Platform and SharePoint that provide a centralized hub for communication, collaboration, and knowledge sharing.
4. Employee Engagement Tools:
Platforms like Bonusly and TINYpulse focus on improving employee morale and recognition.
5. Project Management Tools:
Tools like Asana and Trello include communication features to keep teams aligned on tasks and projects.
6. Social Intranets:
These platforms, such as Yammer and Workplace by Facebook, mimic social media interfaces to encourage informal communication and engagement.
7. Video Conferencing Tools:
Zoom and Google Meet are essential for virtual meetings and face-to-face communication.
How to Choose the Best Internal Communication Tool
Selecting the right internal communication software depends on your organization’s specific needs. Here are some key factors to consider:
1. Ease of Use:
The tool should be intuitive and easy for employees to adopt.
2. Integration Capabilities:
It should integrate seamlessly with your existing tools and workflows.
3. Scalability:
The software should grow with your organization.
4. Security:
Ensure the tool complies with data protection regulations and offers robust security features.
5. Customization:
Look for tools that allow you to tailor the platform to your organization’s needs.
6. Mobile Accessibility:
With remote work on the rise, mobile-friendly solutions are essential.
7. Cost:
Consider your budget and the value the tool provides.
8. Support and Training:
Reliable customer support and training resources are crucial for smooth implementation.
Top 10 Internal Communication Tools: Detailed Overview
Here’s a detailed look at the top internal communication tools, including their pros and cons:
Overview:
eXo Platform is a comprehensive digital workplace solution that integrates communication, collaboration, knowledge management and employee engagement features into a single, cohesive platform. Designed for businesses of all sizes, it enhances team communication, document sharing, and project collaboration while fostering a more connected work environment.
Key Features:
- Intranet & Social Collaboration – Encourages employee engagement through activity streams, discussion forums, and social networking features.
- Knowledge Management – Centralized content management system for storing, organizing, and sharing information efficiently.
- Task & Project Management – Built-in tools to streamline workflows, assign tasks, and monitor project progress.
- Integration Capabilities – A wide range of personal, videoconferncing, security or business applications connectors to extend and Customize your platform.
- Customization & Scalability – Offers extensive customization options, making it suitable for businesses with unique needs and growth plans.
- Mobile-Friendly Interface – Ensures seamless access to workspaces, collaboration tools, and documents from any device.
Pros:
- Highly Customizable & Scalable – Can be tailored to fit specific organizational needs and scales with business growth.
- Strong Integration Capabilities – Connects with popular enterprise tools like Google Workspace and Microsoft 365, ensuring a smooth digital workflow.
- Robust Collaboration & Knowledge Management – Ideal for teams looking to centralize resources and foster engagement.
- User-Friendly & Mobile-Optimized – Intuitive interface with mobile access for remote and hybrid teams.
Cons:
- Pricing for small teams – Compared to simpler intranet or collaboration tools, eXo Platform may be costlier for smaller teams or businesses with limited budgets.
eXo Platform is an excellent choice for organizations looking for a feature-rich and scalable digital workplace, its robust collaboration, integration, and knowledge management capabilities make it a strong contender for businesses aiming to improve productivity and team connectivity.
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2. Slack
Overview:
A popular messaging app for teams, Slack offers channels, direct messaging, and file sharing.
Pros:
- Easy to use and set up.
- Extensive integration options.
- Great for real-time communication.
Cons:
- Can become cluttered with too many channels.
- Limited knowledge management capabilities.
3. Zoom
Overview:
A video conferencing tool widely used for virtual meetings.
Pros:
- Reliable and high-quality video calls.
- Easy to use.
- Supports large meetings.
Cons:
- Limited collaboration features.
- Security concerns in the past.
4. Microsoft Teams
Overview:
Part of the Microsoft 365 suite, Teams combines chat, video conferencing, and file sharing.
Pros:
- Seamless integration with Microsoft 365.
- Strong video conferencing features.
- Good for large organizations.
Cons:
- Can be overwhelming for small teams.
- Limited customization options.
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5. Yammer
Overview:
A social intranet tool by Microsoft, Yammer focuses on fostering employee engagement.
Pros:
- Encourages informal communication.
- Integrates with Microsoft 365.
- Easy to use.
Cons:
- Limited functionality compared to other tools.
- Not ideal for real-time collaboration.
6. Workvivo
Overview:
A social intranet platform designed to enhance employee communication and engagement with a modern, user-friendly interface.
Pros:
Familiar and intuitive interface – Easy for employees to adopt.
Strong employee engagement features – Supports posts, recognition, and company updates.
Great for large organizations – Scales well with growing teams.
Cons:
Limited integration options – May not seamlessly connect with all third-party tools.
Privacy concerns – Some users may be cautious due to past reputation issues (though Workvivo is not Facebook).
7. Confluence
Overview:
A knowledge management tool by Atlassian, Confluence is ideal for documentation and collaboration.
Pros:
- Excellent for knowledge sharing.
- Integrates with Jira and other Atlassian tools.
- Highly customizable.
Cons:
- Steeper learning curve.
- Can be expensive for small teams.
8. Asana
Overview:
A project management tool with communication features.
Pros:
- Great for task management and collaboration.
- User-friendly interface.
- Integrates with many tools.
Cons:
- Limited communication features.
- Can be expensive for larger teams.
9. SharePoint
Overview:
Microsoft’s document management and intranet platform for enterprises.
Pros:
- Deep integration with Microsoft 365
- Highly customizable for intranets & workflows
- Strong security & compliance features
Cons:
- Steeper learning curve
- Requires IT support for advanced setups
- Can be costly for smaller businesses
10. Staffbase
Overview:
An employee communications platform focused on engagement and internal messaging.
Pros:
- Excellent for frontline & deskless workers
- Strong analytics & employee feedback tools
- Mobile-first design
Cons:
- Higher pricing for advanced features
- Less suited for real-time chat (vs. Slack/MS Teams)
Comparison Table: Best Internal Communication Software
| Tool / Feature | Ease of Use | Scalability | Customization | Mobile Accessibility | Cost (Pricing Details) |
| eXo Platform | Intuitive UI, minimal training needed | Enterprise-grade, supports 10K+ users | Highly flexible APIs, white-labeling | Full-featured native apps | Custom pricing (starts at ~$3/user/month for large deployments) |
| Slack | Very user-friendly, quick onboarding | Scales well but can lag in large orgs | Limited to app integrations & workflows | Excellent mobile experience | - Free Plan- Pro: $7.25/user/month- Business+: $12.50/user/month |
| Zoom | Extremely simple for basic use | Handles large meetings efficiently | Limited UI/UX customization | Robust mobile app | - Free Plan- Pro: $14.99/user/month- Business: $19.99/user/month |
| Microsoft Teams | Steeper learning curve for full use | Seamless with Azure cloud scaling | Moderate (via Power Platform extensions) | Fully functional on mobile | - Free Plan- Standalone: $4/user/month- Included in Microsoft 365 plans |
| Yammer | Easy for social network-like use | Limited beyond mid-sized companies | Minimal branding/theming options | Good mobile app | - Included in Microsoft 365 suites- No standalone pricing |
| Workvivo | Simple, social-media style interface | Best for SMBs, may struggle at 5K+ users | Limited deep customization | Strong mobile optimization | Custom pricing (~$5–$10/user/month for typical deployments) |
| Confluence | Requires technical familiarity | Strong with Jira/Atlassian ecosystem | Highly customizable with templates | Mobile app lacks some features | - Free Plan- Standard: $5.75/user/month- Premium: $11/user/month |
| Asana | Beginner-friendly task management | Performance dips with complex workflows | Moderate (custom fields, rules) | Full mobile functionality | - Free Plan- Premium: $10.99/user/month- Business: $24.99/user/month |
| SharePoint | Complex setup, needs admin expertise | Excellent for large enterprises | Deep customization with developer tools | Mobile app is functional but clunky | - Included in Microsoft 365 plans- Standalone: $5/user/month |
| Staffbase | Clean UI, easy for employees | Built for global workforce scalability | Strong branding & content control | Dedicated employee app | Enterprise pricing only (starts at ~$8/user/month for 1K+ users) |
Key Takeaways from the Table
- eXo Platform leads in customization, scalability, and integration, making it ideal for enterprises needing a unified digital workplace.
- Slack & Microsoft Teams excel in real-time communication but lack advanced knowledge management & customization.
- Yammer & Workplace are great for social engagement but offer limited integrations and customization.
- Confluence is best for documentation-heavy teams but has a steeper learning curve.
- SharePoint offers deep document management & customization
Why eXo Platform is the Best Internal Communications Software
Despite its minor drawbacks, eXo Platform stands out as the best digital workplace solution for several reasons:
- Comprehensive Features: eXo Platform combines intranet, collaboration, and knowledge management features into one platform, eliminating the need for multiple tools.
- Customization and Scalability: It can be tailored to meet the unique needs of any organization, regardless of size or industry.
- Integration Capabilities: eXo Platform integrates seamlessly with popular tools like Google Workspace and Microsoft 365, ensuring a smooth workflow.
- Employee Engagement: Its social collaboration features foster a sense of community and engagement among employees.
- Knowledge Management: The platform’s robust knowledge management capabilities ensure that information is easily accessible and well-organized.
While eXo Platform may require some technical expertise for advanced customization and comes at a higher price point, its benefits far outweigh these cons.
For companies wanting one platform to replace multiple tools, eXo Platform is the best long-term investment.
Conclusion
Choosing the right internal communication software is critical for fostering collaboration, engagement, and productivity in your organization. While there are many excellent tools available, eXo Platform stands out as the best digital workplace solution due to its comprehensive features, customization options, and scalability. By investing in eXo Platform, you can create a cohesive and efficient digital workplace that meets the needs of your organization now and in the future.
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FAQs
You will find here Frequently Asked Questions about internal communication with all the answers in one place.
What is internal communications?
Communication is said to be internal, when the exchange of information, facts, opinions, etc occurs within the organisation itself. In internal communication, messages can be exchanged via personal contact, telephone, e-mails, intranet, modern communication tools or digital workplaces.
It usually helps in developing plans for accomplishment, organising resources, training, appraising and motivating employees to put their best foot forward.
What is an intranet?
intranet is a term used with abundance whenever the subject of internal communication and collaboration is brought up which makes defining it a bit challenging. In its simplest form, an intranet is an internal website for your organization. It is used mainly for top-down communication where employees can access corporate news, policies and announcements.
What is the difference between internal and external communication?
Here are some Key differences between internal and external communications:
- The audience
- The goal
- The frequency
- The flow
- The means
➝ Find out the Key differences between internal and external communications
What is external communications?
External communication can be defined as sharing information between the company and any other person or entity from the external environment such as customers, suppliers, investors, clients, dealers, society, etc, as their opinions on the company and brand have a great impact on the business.
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