Let’s consider a scenario: You’re part of a team working on a new product launch for your company. You’ve been working hard, attending meetings, and collaborating with different departments to ensure everything goes smoothly. As the launch-date approaches, you assume that everyone is on the same page because you’ve been communicating regularly.

However, on the day of the launch, chaos ensues. Some team members are unaware of crucial details, causing delays and confusion. Others are working on outdated information, leading to errors in the final product. It becomes apparent that there has been a breakdown in communication somewhere along the line.

This situation is all too familiar in many workplaces. Despite the best intentions, without proper communication tools in place, important information can be easily missed or misunderstood. Emails can get buried in overflowing inboxes, important messages can be overlooked, and vital updates can be lost in the shuffle.

Such a situation can be easily prevented with the help of proper communication tools. These tools are like a virtual meeting room where everyone in your team can gather, share updates, ask questions, and stay informed about what’s happening. They make it easy to keep track of important messages, collaborate on projects, and ensure that everyone is on the same page.

Now, let’s explore nine types of internal communication software that can help your team work more effectively and avoid the chaos of miscommunication. In this blog post, we are going to introduce 9 easy-to-use communication tools that can help prevent such mishaps and streamline collaboration within your team. So, let’s get started!


What is Internal Communication Software?

Internal communication tools are software that helps companies manage employee communications. They make it easier for managers and employees to talk to each other, saving time and money. These tools include things like instant messaging and video calls, and they also help share files and send notifications.

One study found that companies with effective internal communication had 47% higher returns to shareholders over five years. This shows just how important it is to get communication right in a company.

These tools make it easier for everyone to work together, no matter where they are. They help people share ideas, ask questions, and stay in the loop. And there are lots of them out there! But figuring out which one is right for your company can be tricky.

Businesses need to think about what they need and what will work best for them to choose the right tool. You want something that helps everyone stay connected and informed.


6 Benefits of Internal Communication Software

You’ve probably heard the phrase “Communication is the key” countless times, and there’s a good reason for that. Communication is like the glue that holds everything together, whether it’s in personal relationships, teams, or businesses. It’s the way we share ideas, express needs, and work together towards common goals. In this section, we’ll delve deeper into how internal communication tools can help unlock the full potential.

1. Saves Time

Imagine you need to tell something important to your team, but they’re all in different places. Sending individual emails or making lots of phone calls can take forever! But with communication tools, like messaging apps or email platforms, you can send one message to everyone at once. That saves a ton of time!


2. Improves Collaboration

Collaboration means working together as a team. Communication tools help with this by giving everyone a place to share their ideas and work on projects together. It’s like having a big virtual meeting room where everyone can join in, no matter where they are. This makes working together much easier and faster.


3. Increases Engagement

Engagement is when people feel excited and involved in their work. Good communication tools help keep everyone involved by making sure everyone’s ideas and opinions are heard. When people feel like they’re being listened to, they’re more likely to be engaged and excited about what they’re doing.


4. Better Crisis Management

Sometimes, things go wrong, like when there’s a problem with security or a big change at work. During these times, it’s really important to be able to talk to everyone quickly. Communication tools help with this by letting you send out important messages quickly. That way, everyone knows what’s going on and can work together to fix the problem.


5. Supports Remote Teams

More and more people are working from home or different places these days. Communication tools are super helpful for these remote teams because they keep everyone connected. Even if you’re not in the same room, you can still talk to your team, share ideas, and work together on projects.


6. Better Knowledge Management

Knowledge management is about keeping all the important information organized and easy to find. Communication tools help with this by giving everyone a central place to store and share information. Instead of searching through lots of emails or files, you can find everything you need in one place. This makes it much easier to stay organized and make sure everyone has the same information.

Now that we’ve explored the benefits of internal communication software let’s take a closer look at some common types of internal communication tools that every organization must have.


The 9 Types of Internal Communication Tools Every Team Needs

“The more alternatives, the more difficult the choice. With only one, no choice is necessary. With two, there’s a choice. With three, there’s a lot more.” ~ John C. Maxwell

Feeling overwhelmed with the plethora of internal communication software out there? You’re not alone. Sometimes, having too many choices can make decision-making a daunting task. This is especially true when it comes to selecting internal communication software within a company. With so many options available in the market, it’s easy to fall into choice paralysis.

But we’re here to simplify things for you. In this section, we’ll introduce you to nine essential tools for internal communication. These tools have been carefully selected and categorized based on their specific functions and benefits.

So, without further ado, let’s dive into our list of nine internal communication software.

1. Instant Messaging: Microsoft Teams

In today’s digital world, communicating with your team has never been easier. One handy tool for this is instant messaging. It’s like texting but for work! Imagine being able to quickly send messages to your colleagues, whether they’re across the office or working from home. It’s perfect for asking questions, setting up meetings, or just checking in.

Types of Internal Communication Tools Every Team Needs

One popular instant messaging tool is Microsoft Teams. It’s not just for chatting though, it’s a whole communication and collaboration platform. That means you can do more than just send messages. You can share files, make voice and video calls, and even integrate it with other Microsoft tools you might already use, like Word or Excel.

Now, let’s talk about some of the best features of Microsoft Teams:

  1. Video conferencing and screen sharing: Instead of just talking, you can see each other face-to-face (virtually, of course) and even share what’s on your screen.
  2. Integration with other Microsoft tools: Since it’s part of the Microsoft 365 suite, Teams plays nicely with other Microsoft apps you might use for work.
  3. Customizable interface: You can tweak Teams to look and work just how you want it to. So, if you have certain preferences or need to organize things a certain way, you can make Teams fit your needs.


Microsoft Teams has different plans depending on what your team needs. Here are some options:

  • Microsoft Teams Essentials: This plan costs $4 per user per month and includes basic features like group meetings and file sharing.
  • Microsoft 365 Business Basic: For $6 per user per month, you get everything in Teams Essentials plus business email and more storage.
  • Microsoft 365 Business Standard: This plan costs $12.50 per user per month and includes desktop versions of Office programs like Word and Excel, along with more advanced features.

Each plan has different benefits, so you can choose the one that’s best for your team. So, whether you’re just looking for a simple way to chat with your team or you need a full suite of tools to help you collaborate and get work done, Microsoft Teams has got you covered. It’s like having your own virtual office right at your fingertips!


2. Internal Communication Tool: Slack

In a workplace, people need to collaborate with each other constantly to get work done. But what happens when you work in a big company or when some of your team members are far away? That’s where internal communication software comes in handy. These are like special apps that help everyone in a company talk to each other easily, no matter where they are. One of these tools is called Slack.

Internal Communication Tool: Slack

Slack is a messaging platform designed for companies to communicate and collaborate internally. With its various features and flexible pricing options, it helps teams stay connected and work efficiently. Whether you’re a small team or a big company, Slack can be a valuable addition to your internal communication toolbox. Let’s take a look at what Slack has to offer:

Features of Slack:

  1. Channels for different teams and topics: You can have separate chat rooms for different groups or topics, making it easier to keep conversations organized.
  2. Integration with other tools: Slack can work with other tools you use for work, like Google Drive or Asana. This means you can share files or information without leaving Slack.
  3. Customizable notifications: You can choose how you want to be notified when someone sends you a message. This helps you stay focused without getting too many interruptions.

Pricing of Slack:

Slack offers different plans for different needs:

  • Free Plan: It’s free to use, but with some limitations like limited message history and fewer integration options.
  • Pro Plan: This plan gives you more features and no limitations, but you need to pay a monthly fee.
  • Business+ Plan: This is for bigger teams who need even more features and support.
  • Enterprise Grid Plan: This plan is for large companies with many teams. It offers a lot of features and support for managing a big organization.


3. Internal Wiki & Document Collaboration: Bit.ai

In today’s business world, sharing information among employees is crucial for success. However, relying solely on individual knowledge isn’t practical. Organizations need efficient ways to manage and share valuable information across teams. This is where internal communication software, like internal wikis & document collaboration tools, comes into play.

Internal Wiki & Document Collaboration: Bit.ai

Bit.ai is an innovative knowledge management and document collaboration platform designed to facilitate seamless collaboration within teams. It provides a centralized space for teams to create, share, and collaborate on various documents, wikis, projects, and ideas.

Features of Bit.ai Internal Wiki & Docs

  • Smart Editor: Weave together any type of digital content into your documents (videos, Google Sheets, Figma designs, Airtable databases, PDF previews, code blocks with syntax highlighting and much more).
  • Real-time Collaboration: Multiple team members can work on a document simultaneously and see each other’s changes instantly.
  • Document Templates: Bit.ai offers a wide range of templates for various types of documents, making it easy to get started on projects.
  • AI Genius Writer: This feature provides AI-powered assistance in creating content, generating ideas, and more.
  • Document Tracking: Users can gather insights on how others interact with their documents, helping to understand engagement levels.


Bit.ai offers different pricing plans to suit various needs and budgets:

  • Free Plan: This plan allows for basic usage, including up to 5 members and 50 documents.
  • Pro Plan: Starting for as low as $8 per member per month billed annually. Users can access additional features such as unlimited documents and 500 GB of storage.
  • Business Plan: Starting for as low as $15 per member per month billed annually. Users get even more features like trackable documents and unlimited storage.


4. Company Blogs: WordPress

When it comes to sharing engaging content on social media, nothing beats creating your own blog. Your company blog, powered by WordPress, can be a goldmine of original content that attracts attention, encourages shares, and sparks conversations.

Write blogs with wordpress

WordPress is a popular blogging platform that allows individuals and businesses to create and publish blog posts on the internet. It provides a range of features for writing, editing, formatting, and publishing content, making it an ideal tool for managing a company blog.


  1. Beautiful Themes: Choose from hundreds of pre-made, customizable templates to kickstart your site’s design.
  2. Block Editor: Easily arrange and organize content with intuitive drag-and-drop tools.
  3. VideoPress: Showcase high-quality videos with various playback features.
  4. SEO Tools: Improve search engine visibility with built-in SEO tools and premium plugins.
  5. Social Media Integration: Automatically share posts on social media platforms like Facebook, Tumblr, and LinkedIn.
  6. Custom Domain Name: Get a personalized online address for your blog.
  7. Monetization Options: Earn revenue through ad networks, paid subscriptions, and donations.
  8. 24/7 Expert Support: Access help from WordPress experts whenever needed.
  9. Security Features: Benefit from DDoS protection, malware scanning, and account security tools.
  10. Analytics: Track site traffic and engagement with built-in and external analytics tools.


  1. Free Plan: Basic features with limited customization options.
  2. Starter Plan: Custom domain, ad-free experience, and email support.
  3. Explorer Plan: More storage, premium themes, live chat support, and advanced analytics.
  4. Creator Plan: Access to plugins, unrestricted bandwidth, and enhanced security features.
  5. Entrepreneur Plan: Built-in ecommerce capabilities with inventory management and marketing automation.
  6. Enterprise Plan: Tailored solutions for large-scale businesses with VIP support and advanced security measures.


5. Project Management Software: Trello

Managing multiple projects and tasks can be challenging, especially when working with teams. Project management software helps teams organize, collaborate, and track progress efficiently. One popular tool for this purpose is Trello.

Project Management Software: Trello

Trello is a digital platform where you can create boards to organize your tasks, collaborate with your team, and keep track of everything in one place. It’s kind of like having a giant bulletin board where you can pin sticky notes for each task and move them around as they progress.


  • Boards, Lists, and Cards: Trello’s main components are boards, lists, and cards, which help users organize tasks and projects in a visual manner.
  • Collaboration: Trello facilitates collaboration by allowing team members to comment on cards, tag other members, and share files and attachments.
  • Task Management: Users can assign tasks to team members, set due dates, create checklists, and track progress easily.
  • Automation: Trello offers built-in automation features to streamline workflows and save time on repetitive tasks.
  • Integration: Trello integrates with other tools and apps, making it easier for teams to connect their workflow and access necessary information from various sources.


  • Free Plan: Includes unlimited cards, up to 10 boards per workspace, unlimited power-ups per board, and basic features.
  • Standard Plan: Offers additional features such as unlimited boards, advanced checklists, custom fields, and more, starting at $5 per user per month.
  • Premium Plan: Provides advanced views, workspace-level features, admin and security controls, starting at $10 per user per month.
  • Enterprise Plan: Designed for larger organizations with additional security and control features, starting at $17.50 per user per month.

So, whether you’re planning a big project at work or just trying to keep track of your to-do list at home, Trello is a great tool to have in your arsenal. It’s simple, flexible, and powerful – everything you need to stay organized and get stuff done.


6. Video Conference: Zoom

In today’s digital age, video meetings have become the norm, whether you’re working from home, in a hybrid setup, or in a traditional office setting. Gone are the days when in-person meetings were the rule – now, it’s all about connecting virtually.

But, not all video conferencing tools are created equal. Some are clunky, others drop calls like hot potatoes, and some are just plain confusing to use. That’s why it’s crucial to find the right tool that suits your needs and boosts productivity rather than hindering it. We are going to introduce one such tool: Zoom.

Video Conference: Zoom

Zoom is a video conferencing platform that enables users to conduct virtual meetings, presentations, and collaborations. It allows participants to connect via video and audio from any location with internet access.


  1. High-quality audio and video: Zoom provides clear audio and video quality, enhancing communication during virtual meetings.
  2. Screen sharing and recording: Users can share their screens to present slides, documents, or applications. Zoom also offers a recording feature to capture meetings for later reference.
  3. Virtual backgrounds: Participants can choose virtual backgrounds to personalize their video calls and maintain privacy.


  • Basic (Free): Limited to 40-minute meetings and 100 participants.
  • Pro ($13.99/month): Up to 30 hours of meeting duration and additional features like cloud storage and advanced scheduling.
  • Business ($19.99/month): Suitable for small to medium-sized businesses with enhanced meeting capacities and administrative controls.
  • Enterprise (Custom pricing): Tailored solutions for large organizations with advanced security and support features.


7. File-sharing: Google Drive

Whether you’re a student, a freelancer, or a busy professional, file sharing is something we all do on a regular basis. From sharing documents with colleagues to collaborating on projects with clients, having the right tools can make a world of difference.

Internal File-sharing Tool: Google Drive

Google Drive is a cloud-based file storage service provided by Google. This means that instead of storing your files on your computer’s hard drive, you store them on Google’s servers over the internet. This allows you to access your files from any device with an internet connection.


  1. Built-in Protections: Google Drive has built-in protections against malware, spam, and ransomware, ensuring that your files are safe and secure.
  2. Integration with Collaboration Apps: It integrates seamlessly with Google’s collaboration apps like Docs, Sheets, and Slides, allowing you to work on documents together with your team in real-time.
  3. Integration with Existing Tools: Google Drive can work with a variety of other tools and apps that your team may already be using, making it easy to integrate into your existing workflow.
  4. Search and AI Technology: Google’s powerful search capabilities are embedded in Drive, making it easy to find files quickly. Features like Drive search chips help you find the most relevant results.
  5. Shared Drives: It offers shared drives for teams, providing a centralized location for team members to store and access files.


  • For Personal Use: Google Drive offers 15 GB of storage for free. Users can also upgrade to Google One, a subscription plan that provides more storage and additional benefits.
  • For Business Use: Google Drive is part of Google Workspace, which offers various plans starting at $12 USD per user per month for Business Standard. Pricing may vary depending on the plan and features required.


8. Intranet: Microsoft Sharepoint  

Are you tired of feeling disconnected from your coworkers while working remotely? Do you struggle to find important information buried in endless email threads? It’s time to introduce you to the world of Intranet Tools! These digital platforms are like a private social network just for your company, where you can communicate, collaborate, and access important resources all in one place.

Intranet: Microsoft Sharepoint 

Microsoft SharePoint is an intranet software that allows teams to share and manage content, knowledge, and applications within an organization. It provides a platform for creating team sites, departmental portals, and communication sites where employees can collaborate, store documents, and stay informed about important news and updates.


  1. Team Collaboration: Facilitates teamwork by enabling document sharing, task management, and project coordination.
  2. Document Management: Centralizes document storage, version control, and access permissions to ensure organization and security.
  3. Communication: Offers internal communication software such as news articles, announcements, and discussion boards to keep employees informed and engaged.
  4. Search and Discovery: Provides a robust search engine for quick and efficient information retrieval, including documents, people, and specific content within documents.
  5. Customization: Allows customization to fit specific organizational needs, including creating custom lists, libraries, and workflows for improved productivity and automation.


Microsoft offers different pricing plans for SharePoint:

  • SharePoint (Plan 1): $5.00 per user per month (annual subscription)
  • Microsoft 365 Business Standard: $12.50 per user per month (annual subscription)


9. CRM platform: Insightly

Are you drowning in a sea of spreadsheets and Post-it notes trying to keep track of all your business contacts? Don’t worry, you’re not alone! As your business grows, managing relationships becomes trickier, which is where a CRM proves useful.

CRM, or Customer Relationship Management, is like having a personal assistant for your business relationships. It helps you keep track of every interaction, preference, and detail about your customers and prospects. One

Insightly is a modern CRM software designed to help companies build and maintain strong relationships with their customers. It offers a range of features to streamline sales, increase productivity, manage projects, and nurture customer relationships.

Features of Insightly:

  1. Sales Pipeline & Lead Management: Capture leads, prioritize them, and manage opportunities from start to finish.
  2. Business Workflow & Process Automation: Automate repetitive tasks, reduce errors, and scale faster with customizable workflows.
  3. Validation Rules & Advanced Permissions: Ensure data integrity and control access to sensitive information with advanced permission settings.
  4. Products, Price Books & Quotes: Create and manage a complete record of offerings, streamline quoting processes, and customize quotes.
  5. Customizable CRM: Tailor Insightly to match your unique business processes without the need for expensive third-party developers.
  6. Customer Email Management: Track and manage customer communications within Insightly, facilitating proactive communication and improving response times.
  7. Performance Dashboards & Reporting: Create customizable charts and visualizations to gain insights into key metrics and make data-driven decisions.


Insightly offers three pricing plans:

  • Plus: $29 per user/month
  • Professional: $49 per user/month
  • Enterprise: $99 per user/month

Each plan comes with different features and benefits, allowing businesses to choose the one that best fits their needs and budget.


Final Thoughts

We’ve laid out 9 internal communication software for you to consider for your internal communication needs. Now, it’s up to you to figure out which type of communication tool suits your team best. But here’s the thing: just having the tools isn’t enough. What really matters is making sure they become a natural part of how your team works every day.

As someone wise once said, “Even if you’re on the right track, you’ll get run over if you just sit there.” So, go ahead, integrate these tools into your workflow, and watch your communication improve.

Further Reads:

Best Cloud Document Management Systems in 2024!

11 Best Process Documentation Software & Tools for 2024!

21 Business Productivity Tools to Enhance Work Efficiency!

AI-Powered Writing Tools & Generators (Free and Paid)

25 Best AI Tools For Peak Productivity!


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