Internal communication tools

Table of Contents

Internal communication tools for 2023 can help employees connect with the vision and goals of the organization and improve employee engagement, motivation, focus, enthusiasm and overall productivity of the company. Effective employee communications platform produces happy, effective, productive employees that positively contribute to organizational growth.

An ineffective employee communications platform breeds confused, unproductive, and disengaged employees. While companies with good internal communication are four-times as likely to have high levels of engagement, disengaged employees could cost organizations over $450 billion per year.

What Are Internal Communication Tools?

Internal communication tools are software applications or platforms specifically designed to facilitate effective communication within an organization. These tools serve as essential mechanisms for promoting seamless information sharing, collaboration, and engagement among employees, teams, and departments. With the rise of remote and distributed workforces, internal communication tools have become even more critical in bridging communication gaps and fostering a cohesive work environment.

Why Use an Internal Communications Tool?

Using an internal communications tool is essential for organizations as it streamlines and enhances communication within the company. These tools facilitate real-time messaging, file sharing, and collaboration among employees, enabling quick and efficient information exchange. With centralized communication, employees stay informed about company updates, announcements, and important documents.

It fosters better teamwork, boosts productivity, and improves overall employee engagement. Internal communications tools also bridge the gap between remote and distributed teams, ensuring seamless interaction and a cohesive work environment. Ultimately, the use of such tools leads to better decision-making, increased efficiency, and a more connected and productive workforce.

Types of Internal communication tools

There are several types of internal communication tools that organizations use to facilitate effective communication and collaboration among employees.

1. Team Chat Apps

Team chat apps are software platforms that enable real-time communication and collaboration among team members within an organization. These apps provide chat rooms or channels where team members can exchange messages, files, and multimedia content instantly.

Team chat apps enhance communication efficiency, streamline project coordination, and encourage the sharing of ideas and updates in a centralized and organized manner. They often offer features like threaded conversations, file sharing, integrations with other tools, and search functionality, making it easy for teams to stay connected and productive, whether they are working remotely or in the same office.

2. Intranet Software

Intranet software refers to a digital platform designed to create a private network within an organization, allowing employees to communicate, collaborate, and access information in a secure and centralized environment. Unlike the public internet, which is accessible to everyone, intranet software is accessible only to authorized users within the company.

It serves as a hub for internal communication, enabling employees to share documents, news, announcements, and resources. Intranet software often includes features like team collaboration spaces, discussion forums, document repositories, employee directories, and integrated applications. It enhances workforce connectivity and productivity by providing a seamless way to exchange information, streamline processes, and facilitate knowledge sharing across departments and teams.

3. Video Conferencing Tools

Video conferencing tools are digital platforms that enable real-time audio and video communication between individuals or groups located in different geographical locations. These tools facilitate virtual face-to-face meetings, presentations, and discussions, mimicking the in-person experience despite the physical distance. Video conferencing tools often include features like screen sharing, chat functionality, recording options, and integration with calendars and other collaboration tools.

They provide a dynamic platform for teams, clients, or partners to interact, exchange ideas, and collaborate on projects without the need for physical presence. Video conferencing has become increasingly crucial, especially in today’s globalized and remote work landscape, enabling seamless communication and decision-making regardless of participants’ locations.

4. Email Clients

An email client, also known as an email reader or mail user agent (MUA), is a software application that enables users to access, manage, and send email messages from their computer or device. Email clients provide a user-friendly interface for interacting with email services and servers. They allow users to organize their emails, create folders, and manage contacts and calendars.

Email clients offer features like composing and sending emails, receiving and reading emails, archiving messages, flagging important emails, and filtering spam. They often support multiple email accounts and protocols, such as IMAP, POP3, and SMTP, allowing users to centralize their various email addresses in one place. Email clients also offer advanced functionalities like searching through emails, setting up automatic replies, and integrating with other applications and tools.

5. Project Management Software

Project Management Software is a digital tool designed to facilitate the planning, execution, monitoring, and completion of projects. It allows teams and individuals to collaborate, allocate resources, set timelines, track progress, and manage tasks within a centralized platform.

Project Management Software typically offers features like task assignment, Gantt charts, time tracking, file sharing, communication tools, and reporting capabilities. It aims to streamline project workflows, enhance team coordination, and improve overall project visibility, enabling efficient project execution and successful delivery.

6. File Sharing and Document Management Systems

File Sharing and Document Management Systems are essential tools for businesses to efficiently store, organize, and collaborate on digital files and documents. These systems provide a centralized platform where files can be securely stored, accessed, and shared among team members. Features often include version control, access permissions, metadata tagging, and search functionality, allowing for easy retrieval of information. Document workflows can be streamlined through automated approval processes and notifications.

Additionally, these systems enhance collaboration by allowing multiple users to work on the same document simultaneously and track changes. With the ability to integrate with other tools and applications, these systems contribute to improved productivity, data security, and seamless teamwork by providing a structured and organized environment for handling files and documents across the organization.

7. Employee Feedback and Survey Tools

Employee Feedback and Survey Tools are software solutions designed to gather insights and opinions from employees within an organization. These tools facilitate the creation, distribution, and analysis of surveys, questionnaires, and feedback forms to understand employee sentiment, engagement levels, and opinions on various workplace matters. They enable HR departments and managers to collect valuable feedback anonymously, providing a safe space for employees to express their thoughts.

With features such as customizable survey templates, real-time analytics, and sentiment analysis, these tools offer deep insights into employee experiences, enabling organizations to make informed decisions and implement improvements. By fostering open communication, addressing concerns, and gauging employee satisfaction, these tools contribute to a positive work environment, better decision-making, and increased employee engagement, ultimately enhancing overall organizational performance.

8. Internal Social Networks

Internal Social Networks are digital platforms that emulate the structure of popular social media networks but are exclusively designed for use within an organization. These networks provide employees with a space to connect, collaborate, and communicate in a more informal and engaging manner.

They facilitate the sharing of ideas, information, and updates, allowing employees to interact across departments, hierarchies, and geographical locations. Features like user profiles, newsfeeds, groups, and messaging systems enable seamless communication, knowledge-sharing, and relationship-building. Internal social networks foster a sense of community, breaking down silos and encouraging cross-functional collaboration.

9. Instant Messaging Platforms

Instant Messaging Platforms are digital communication tools that enable real-time text-based conversations between individuals or groups. These platforms offer instant messaging services, allowing users to exchange messages, files, and multimedia content in a swift and efficient manner. Unlike traditional email, instant messaging platforms prioritize immediacy and facilitate quick back-and-forth interactions. They often include features like read receipts, typing indicators, and emojis to enhance communication.

These platforms are commonly used in both personal and professional settings for team collaboration, project discussions, and quick updates. Many modern instant messaging platforms also offer additional functionalities such as video and audio calling, screen sharing, and integration with other business tools, transforming them into comprehensive communication hubs for teams and organizations.

10. Collaboration Software

Collaboration software, also known as collaborative software or groupware, refers to digital tools designed to facilitate teamwork and cooperation among individuals or groups within an organization. This software enables users to work together on projects, documents, and tasks, regardless of their physical location. Collaboration software offers features such as file sharing, real-time editing, task management, and communication tools like chat and commenting.

It can enhance productivity by streamlining workflows, reducing the need for constant email communication, and providing a centralized platform for team members to access and collaborate on shared resources. From document co-authoring to project planning, these tools play a crucial role in fostering seamless teamwork and communication in today’s dynamic and interconnected work environments.

11. Virtual Whiteboards

Virtual whiteboards are digital platforms that replicate the functionality of traditional whiteboards in an online setting. These tools enable teams to collaborate, brainstorm, and visually present ideas in a shared virtual space. Users can draw, write, add sticky notes, upload images, and create diagrams in real-time, making it easy to visualize concepts and collaborate on projects remotely. Virtual whiteboards offer features like unlimited canvas space, various drawing tools, templates, and the ability to save and share boards for future reference.

They are particularly valuable for remote teams, allowing members to participate in interactive brainstorming sessions, strategy planning, and visual presentations without being physically present. With the rise of remote work and distributed teams, virtual whiteboards have become essential tools for enhancing communication, fostering creativity, and promoting collaboration across different locations and time zones.

12. Enterprise Social Media Platforms

Enterprise social media platforms are digital spaces designed to facilitate communication, collaboration, and knowledge sharing within organizations. These platforms offer a secure and internalized version of popular social media features, such as news feeds, profiles, groups, and discussions.

They provide employees with a virtual environment to connect, interact, and exchange ideas, enabling cross-departmental communication and fostering a sense of community within the workplace. Enterprise social media platforms often incorporate features like file sharing, instant messaging, and real-time updates to enhance engagement and facilitate seamless communication.

13. Internal Newsletters

Internal newsletters are communication tools used by organizations to disseminate relevant information, updates, and news to their employees. These newsletters are typically distributed on a regular basis, such as weekly or monthly, and serve as a curated source of important announcements, achievements, upcoming events, and other company-related content. Internal newsletters aim to keep employees informed about the latest developments within the organization, including new initiatives, policy changes, success stories, and employee spotlights.

By providing a centralized platform for sharing updates, internal newsletters foster a sense of community, help employees stay connected to the company’s goals and values, and create a channel for highlighting the contributions of individuals and teams. These newsletters can be delivered via email, intranet, or digital platforms, allowing employees to access the information conveniently and stay engaged with the company’s activities.

14. Company Forums

Company forums are digital platforms designed to facilitate open and collaborative discussions among employees within an organization. These forums provide a virtual space for employees to ask questions, share ideas, offer insights, and engage in conversations related to work-related topics, projects, and initiatives. Company forums promote transparency, encourage knowledge-sharing, and foster a sense of community by allowing employees to interact with colleagues from different departments, locations, and hierarchical levels.

These forums can cover a wide range of subjects, from project updates and best practices to industry trends and professional development opportunities. By offering a platform for peer-to-peer communication, company forums empower employees to contribute their expertise, seek advice, and build connections across the organization. They can be an effective tool for enhancing internal communication, promoting innovation, and creating a collaborative and inclusive work environment.

15. Knowledge Management Systems

Knowledge management systems are comprehensive digital platforms designed to capture, organize, store, and share collective knowledge and expertise within an organization. These systems enable employees to access valuable information, documents, best practices, and insights relevant to their work, fostering efficient decision-making and problem-solving.

By creating a centralized repository of knowledge, knowledge management systems facilitate seamless collaboration, reduce redundant efforts, and enhance productivity. They often incorporate features like search functionalities, document version control, content categorization, and user-friendly interfaces to ensure easy access and retrieval of information. These systems play a crucial role in preserving institutional knowledge, onboarding new employees, and promoting continuous learning within the organization.

Best internal communication software tools for 2023

We have identified the best internal communication tools under categories for 2023 that will help to bridge the gap between employer and employees and boost productivity by improving employee engagement.

1. Best internal communication tool for team chat app: Clariti

Clariti stands out as an exceptional team chat app due to its unique and comprehensive approach to communication and collaboration. With its distinctive features and user-friendly interface, Clariti offers a seamless experience for teams to work together more efficiently and effectively. Clariti’s contextual conversations revolutionize team chat by automatically organizing messages, emails, files, and chats based on topics or projects. This means no more scattered discussions, making it effortless to find information and maintain focus on specific tasks.

Its unified communication platform integrates emails, chats, feeds, and files, eliminating the need to switch between multiple tools. Teams can collaborate effortlessly from one centralized location, boosting productivity and saving valuable time. Clariti’s real-time collaboration and instant messaging capabilities facilitate quick decision-making and timely responses, promoting efficient teamwork regardless of geographic location.

Furthermore, the app’s powerful search functionality allows users to locate any information within seconds, streamlining information retrieval and ensuring that nothing gets lost in the shuffle. Security is also a top priority for Clariti, ensuring all data and communications are protected with advanced encryption protocols and secure cloud storage. Clariti offers a SaaS-based model, making it easily accessible without the need for complex installations or IT support.

2. Best internal communication tool for intranet software – SharePoint.

project management tools for small business

SharePoint by Microsoft is often regarded as one of the best intranet software solutions available. SharePoint offers a comprehensive and versatile platform that caters to various organization sizes and industries. Its robust features include document management, team collaboration, social networking, and seamless integration with other Microsoft tools like Office 365.

One of SharePoint’s key strengths lies in its scalability and customization options. Organizations can tailor the intranet to meet their specific needs, creating personalized sites, workflows, and applications. Its user-friendly interface and familiar Microsoft environment also contribute to quick user adoption.

3. Best internal communication tool for video conferencing: Zoom.

saas tools free

Zoom is one of the best video conferencing tools available. Zoom has gained immense popularity due to its user-friendly interface, robust features, and reliable performance. It offers a seamless video conferencing experience, allowing teams to connect and collaborate effectively, regardless of geographical locations.

One of Zoom’s key strengths is its high-quality video and audio capabilities, which ensure clear and stable communication during virtual meetings. It supports large participant numbers, making it suitable for both small team collaborations and large-scale webinars or conferences. Zoom is highly scalable, and the tool offers easy expansion as your team and communication needs evolve.

4. Best internal communication tool for Email Client: Microsoft Outlook.

Microsoft Outlook

Microsoft Outlook is widely considered one of the best email clients available. It offers a feature-rich and intuitive interface, making it a popular choice for personal and business use alike. Outlook provides seamless integration with other Microsoft Office applications, allowing users to manage emails, calendars, contacts, and tasks all in one place. Its powerful organizational tools, such as advanced filtering and folder management, enhance productivity and make it easier to manage large volumes of emails.  

5. Best internal communication tool for Project Management: Asana.

saas tools free

Asana is one of the top project management software solutions available. Asana provides a user-friendly platform that enables teams to efficiently plan, track, and manage their projects from start to finish. Its intuitive interface and flexible task organization allow teams to create to-do lists, assign tasks, set deadlines, and track progress effortlessly. Asana’s collaboration features, such as file attachments, comments, and notifications, facilitate seamless communication among team members, promoting transparency and effective teamwork.

With its customizable project views, including list, board, timeline, and calendar, Asana empowers teams to visualize and prioritize their work based on their preferences and needs.

6. Best internal communication tool for file sharing: Google Drive.

small business task management

Google Drive is considered one of the best file sharing and document management systems available. Google Drive provides users with a cloud-based platform to store, share, and collaborate on documents, spreadsheets, presentations, and more. With its seamless integration with other Google Workspace applications, such as Docs, Sheets, and Slides, users can easily create, edit, and co-author files in real-time.

Google Drive’s robust sharing settings allow users to control access to documents and collaborate with team members both within and outside their organization. Its version history and file recovery options provide added security and peace of mind.

7. Best internal communication tool for employee feedback: Culture Amp

Culture Amp

Culture Amp is one of the leading employee feedback and survey tools available. Culture Amp enables organizations to gather valuable insights from their employees through various types of surveys, such as engagement surveys, pulse surveys, and 360-degree feedback assessments. With its user-friendly interface and customizable survey templates, organizations can easily design and deploy surveys to measure employee satisfaction, identify areas of improvement, and gauge organizational culture.

Culture Amp’s robust analytics and reporting features provide in-depth insights and actionable data, helping organizations make informed decisions to enhance employee engagement and drive positive organizational changes.

8. Best internal communication tool for internal social network: Workplace.

instant messaging apps for business

Workplace by Facebook is a popular internal social network platform that connects employees within organizations. Designed to mimic the familiar Facebook interface, Workplace enables seamless communication and collaboration through posts, comments, and groups.

Organizations can create dedicated groups for teams, projects, or departments, fostering a sense of community and encouraging knowledge sharing. Workplace also includes features like live video streaming, chat messaging, file sharing, facilitating real-time interactions and enhancing productivity.

9. Best internal communication tool for team communication: Ryver.

instant messaging platforms

Ryver is a team communication platform that offers a combination of chat, task management, and file sharing capabilities. While it may not be as widely known as some other instant messaging platforms, Ryver provides a simple and straightforward interface for team communication. It allows users to create and participate in open forums called “teams” or have private one-on-one conversations.

Additionally, Ryver allows teams to create and manage tasks, making it a useful tool for small to mid-sized teams looking for a basic messaging and collaboration solution without the need for extensive features and integrations. The tool has features like messaging, file sharing, and group chat to facilitate seamless collaboration and information exchange.

10. Best internal communication tool for collaboration software: Chanty.

Team Communication

Chanty is a collaboration software that may not be as widely known as some of its competitors, but it offers valuable features for team communication and collaboration. Chanty provides a simple and intuitive interface for team chats, direct messaging, and file sharing, making it easy for teams to stay connected and share information.

The platform also includes task management capabilities, allowing teams to create and assign tasks to team members, enhancing project organization and productivity. Chanty offers an intuitive and easy-to-navigate interface to encourage user adoption and minimize the learning curve.

11. Best internal communication tool for virtual whiteboard: Miro.

Team Communication

Miro is widely considered one of the best virtual whiteboard software available. Miro provides a collaborative online canvas where teams can brainstorm, ideate, and work together in real-time, no matter their physical location. The platform offers a wide range of customizable templates and tools, enabling teams to create various diagrams, mind maps, flowcharts, and more.

With Miro’s drag-and-drop functionality, users can easily add and arrange elements on the virtual whiteboard, promoting seamless collaboration. Miro also integrates with popular productivity and project management tools, allowing teams to centralize their work and enhance workflow efficiency. Additionally, Miro’s real-time editing and commenting features make it easy for team members to provide input and feedback on ideas and projects.

12. Best internal communication tool for enterprise social media: Yammer.

Team Communication

Yammer is considered one of the best enterprise social media platforms available. Owned by Microsoft, Yammer is a private social network designed to foster communication and collaboration within organizations. It allows employees to share updates, announcements, and engage in discussions, creating a virtual space for company-wide communication.

Yammer’s interface is similar to popular social media platforms, making it intuitive and familiar for users. The platform also allows for the creation of private groups, where teams or departments can collaborate on specific projects or initiatives. With Yammer’s integration with other Microsoft 365 tools, such as SharePoint and Teams, users can seamlessly access files and documents within the platform, enhancing productivity and workflow efficiency.

13. Best internal communication tool for internal newsletters: Mailchimp.

saas tools free

Mailchimp is considered one of the best internal newsletters software available. While Mailchimp is primarily known for its email marketing capabilities, it can also be effectively used to create and distribute internal newsletters within organizations.

With Mailchimp, users can design visually appealing newsletters using customizable templates and drag-and-drop features. The platform allows for targeted and segmented email lists, enabling organizations to personalize content for different teams or departments. Mailchimp’s analytics and reporting features provide valuable insights into the performance of newsletters, including open rates and click-through rates, helping organizations refine their communication strategies.

14. Best internal communication tool for company forums: Discourse


Discourse is considered one of the best company forums software available. Discourse is an open-source platform designed for creating online discussion forums and community spaces. It offers a user-friendly and modern interface that encourages engagement and collaboration among team members. With Discourse, companies can set up private and secure forums where employees can discuss ideas, share knowledge, and seek help on various topics.

The platform supports rich media embedding, code formatting, and real-time updates, enhancing the overall user experience. Discourse also includes powerful moderation tools, ensuring a safe and respectful environment for discussions. Additionally, the platform allows for easy integration with other tools and services, making it a versatile choice for organizations looking to centralize their internal communications and foster a sense of community among their employees.

15. Best internal communication tool for knowledge management: Confluence.


Confluence is considered one of the best knowledge management software available. Developed by Atlassian, Confluence is a robust and versatile platform designed to centralize and organize an organization’s knowledge base. It allows teams to create, collaborate, and share knowledge in the form of documents, wiki pages, and other content types.

With Confluence, users can easily search for information, access documentation, and contribute to discussions, fostering a culture of knowledge sharing and continuous learning within the organization. The platform also offers integrations with other popular tools like Jira and Trello, enhancing workflow efficiency and project management.

Factors to consider when choosing an internal communication tool

When choosing an internal communication tool for your organization, several factors should be carefully considered to ensure it aligns with your specific needs and fosters effective communication among team members. Some key factors to consider include:

  1. User-Friendly Interface: Choose a tool with an intuitive and easy-to-navigate interface to encourage user adoption and minimize the learning curve.
  2. Communication Features: Look for essential communication features like messaging, file sharing, and group chat to facilitate seamless collaboration and information exchange.
  3. Scalability: Ensure the tool can accommodate your organization’s current size and growth, allowing for easy expansion as your team and communication needs evolve.
  4. Security and Privacy: Verify that the tool provides robust security measures and data encryption to protect sensitive information and maintain privacy.
  5. Integration Capabilities: Check if the tool can integrate with other essential software and platforms your organization uses to streamline workflows and enhance productivity.
  6. Mobile Accessibility: Consider a tool that offers mobile applications to enable communication and collaboration on the go.
  7. Analytics and Reporting: Opt for a tool that provides analytics and reporting features to measure communication effectiveness and identify areas for improvement.
  8. Customization: Look for customization options that allow you to tailor the tool to your organization’s branding and specific requirements.
  9. Customer Support: Ensure the tool comes with reliable customer support to address any technical issues or queries promptly.
  10. Pricing and Cost: Evaluate the tool’s pricing model and whether it fits within your organization’s budget.

By thoroughly assessing these factors, you can make an informed decision and choose the most suitable internal communication tool that empowers your team’s collaboration and productivity.


Having effective internal communication tools and strategies in place is crucial for achieving business goals and objectives. A well-defined communications plan with the right tools and best practices can help businesses effectively convey important information, foster employee engagement, and improve overall collaboration within the organization.

With the availability of a range of internal communication tools and strategies, businesses can choose what works best for their unique needs. These tools can range from a company intranet, mobile app, to virtual meeting platforms, chat and file sharing tools, and more.

By embracing these tools and adopting best practices, businesses can create an environment that encourages employees to communicate openly and effectively, leading to improved productivity, job satisfaction, and overall business success. The key is to invest in the right tools, implement an effective communication plan, and continuously evaluate and improve the strategies being used to ensure ongoing success.


Frequently Asked Questions

Clariti, Swit, Mio, Stashcat, Slenke, Rapporr, SEDNA, Pumble, MangoApps, Jivesoftware, pimentaCHAT, Infinity, Flowdock, Jandi, Mattermost, Workvivo, eXo Platform, StaffConnect, Connecteam, OnSemble, Talkspirit, Brosix, Simpplr, Flipsnack, Lifesize, etc. 

Internal communication is the various ways in which employees communicate with each other. While this was mostly done by meeting in person, with the rise of remote and hybrid work, technology has come to play a big role in facilitating internal communication. Tools commonly used include chat, email, cloud documents and voice calling.  

Clariti is one of the best business communications tools for internal communication that brings all communications to one place, including emails, chats, calendar events, to-dos, and calls based on context. Clariti also connects all related communications as if it is one conversation. There is no need to shift between many apps, and there is no need to stress trying to remember all the connected conversations in memory.  

An internal communications tool is any type of technology that is used by a business for communication or information exchange between employees and the organization. Using an internal communication tool, you can email, chat, call, screen share, schedule to-do, store documents etc. Companies can either use multiple internal communication tools or they can use one unified SaaS platform like Clariti. 

Internal communication strategies refer to the deliberate plans and approaches employed by organizations to effectively communicate with their employees and stakeholders. These strategies outline the methods, channels, and tactics used to ensure clear and consistent communication within the organization. The goal is to promote transparency, alignment, engagement, and collaboration among employees. Internal communication strategies may include regular meetings, town halls, newsletters, intranets, digital platforms, and social media channels.  

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