Boost Collaboration with Effective Internal Communication Tools

internal communication tools

by Cheefoo

May 25, 2023

Are you running a business?

Then, you’ll know how important good communication is.

That’s where internal communication tools come in. They help your team work together better, and make your business run smoother.

This blog post will guide you through different types of these tools, making it easy to choose the best fit for your business.

Collaboration Tools

Collaboration tools are a type of software that lets your team work together more easily. They’re like a virtual office where your team can share ideas, chat, and work on projects together, no matter where they are.

Why Do We Need Collaboration Tools?

Communication gets tricky when everyone’s not in the same place. Emails get lost, messages get misunderstood, and work gets duplicated.

These issues can cause delays, confusion, and frustration. This can make your team less productive and can even lead to mistakes that cost your business time and money.

Collaboration tools keep all your team’s communication in one place, making it easy for everyone to stay on the same page. This means less confusion, more productivity, and a happier team.

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Actionable Takeaways:

Google Workspace: Try using Google Workspace. It’s great for working together on documents, spreadsheets, and presentations. And it’s all in real-time, which means everyone always has the most up-to-date information.

Trello: Another great option is Trello. It lets you organize tasks into cards and lists, making it super easy to see who’s doing what and when it needs to be done.

Monday: From customizable boards to task management and real-time updates, Monday helps teams stay organized, communicate effectively, and meet project deadlines.

Communication Platforms

Communication platforms are tools that make it easy for your team to chat and share information in real-time. They’re like digital meeting rooms, helping everyone stay connected and informed.

Why Do We Need Communication Platforms?

How do you communicate in the office? For incoming visitors, you use the office phone to control office door access and speak with them. When interacting with colleagues, you either walk over to a nearby colleague or use the office phone to make a call.

Alternatively, you can rely on traditional methods like emails, which can be slow, cluttered, and not ideal for instant back-and-forth conversations. Important updates can become buried, and it can be challenging to keep track of various conversation threads.

It can slow down your team’s progress and lead to frustrating situations where not everyone has the information they need.

Communication platforms provide a space for instant, organized conversations, making it easier for everyone to stay in the loop and work together effectively.

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Actionable Takeaways:

Slack: Consider trying out Slack for your team. It’s great for quick, organized chats and it even lets you share files. You can start with their free plan and upgrade as your needs grow.

Microsoft Teams: Microsoft Teams is another excellent choice. It provides instant messaging, but also has features for video meetings and file sharing. You can use it with other Microsoft products, which is a big plus if you’re already using them.

Project Management Tools

Project management tools are like your team’s digital to-do list. They help keep track of what needs to be done, who’s doing it, and when it’s due.

Why Do We Need Project Management Tools?

Managing a project without a dedicated tool can be like juggling with too many balls. It’s hard to keep track of tasks, deadlines can slip, and it’s not always clear who’s responsible for what.

This can lead to missed deadlines, confusion, and tasks falling through the cracks. It can slow down your project, frustrate your team, and even impact the quality of your work.

That’s where project management tools come in. They provide a clear, organized view of your project, making it easy for everyone to see what needs to be done and when.

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Actionable Takeaways:

Asana: Consider using Asana. It’s a simple, user-friendly tool that makes it easy to organize tasks and track progress. You can start with their free plan and upgrade as your needs grow.

Knowledge Management Systems

Knowledge management systems are like your team’s digital library. They store and organize all your company’s information, making it easy for everyone to find and use.

Why Do We Need Knowledge Management Systems?

Important information can be scattered across different places, from emails and documents to people’s heads. It can be hard to find what you need when you need it.

This can lead to wasted time, frustration, and even mistakes.

Knowledge management systems keep all your information in one place, making it easy for everyone to find, share, and use.

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Actionable Takeaways:

Confluence: Consider using a system like Confluence. It’s a one-stop shop for all your team’s knowledge, from meeting notes and project plans to how-to guides. You can start with their standard plan, which is designed for small and growing teams.

Intranets and Forums

Intranets and forums act like your business’s private internet and discussion board. They’re a place where your team can share news, ask questions, and have discussions.

Why Do We Need Intranets and Forums?

Without a dedicated internal space, company news and discussions can get lost among all the other information your team deals with.

This can lead to team members feeling out of the loop, important news being missed, and a lack of open discussion and collaboration within your team.

Intranets and forums provide a dedicated space for internal communication, helping your team stay informed and connected.

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Actionable Takeaways:

Microsoft SharePoint: Consider setting up an intranet using a platform like SharePoint. It’s a great way to share news, documents, and other important information, all in one place that’s easy for your team to access.

Digital Signage

Digital signage is like your company’s digital billboard. It’s a way to share information visually, such as announcements, key metrics, or motivational messages.

Why Do We Need Digital Signage?

Important updates or metrics can often get buried in the mountain of daily emails and messages. This can result in some team members missing out on key information.

This lack of awareness can lead to confusion, misinformation, and a lack of alignment within your team. It can prevent your team from being on the same page and working towards the same goals.

Digital signage displays key information in a visually engaging way, grabbing attention and ensuring that important updates are seen by everyone.

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Actionable Takeaways:

TelemetryTV: Consider using a tool like TelemetryTV for your digital signage needs. It allows you to display important information in a way that’s easy to see and understand, ensuring everyone stays informed.

Instant Messaging Tools

Instant messaging tools are like your team’s digital walkie-talkies. They let you have quick, real-time chats with one person or a group, making communication faster and more efficient.

Why Do We Need Instant Messaging Tools?

Sometimes, you just need a quick answer or to have a fast discussion. Sending an email or setting up a meeting for these things can be too slow or too much of a hassle.

This can slow down your work, make communication feel like a chore, and even lead to delays in decision making.

Instant messaging tools make it easy to have quick, efficient conversations, helping your team work together better and faster.

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Actionable Takeaways:

Microsoft Teams: Consider using an instant messaging tool like Microsoft Teams. It’s great for quick chats, but it also has features for video calls and file sharing, making it a versatile communication tool.

Employee Social Networks

Employee social networks are like your company’s own social media. They’re a place where your team can connect, share, and collaborate in a more informal and engaging way.

Why Do We Need Employee Social Networks?

Traditional communication channels can feel a bit formal and stiff. This can make it harder for your team to really connect, share ideas freely, or just have a bit of fun.

Employee social networks create a more relaxed and friendly space for communication, which can help boost morale, engagement, and collaboration.

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Actionable Takeaways:

Yammer: Consider setting up an employee social network using a platform like Yammer. It’s a friendly, social place where your team can chat, share, and get to know each other better.

Video Chat Tools

Video chat tools are like your team’s virtual meeting rooms. They enable face-to-face communication and collaboration, bridging the gap between remote team members and enhancing overall communication.

Why Do We Need Video Chat Tools?

In a digital work environment, it can be challenging to have meaningful face-to-face interactions. Text-based communication may lack nuances, and important visual cues can be missed.

Video chat tools allow for real-time, visual communication, helping team members connect, understand each other better, and collaborate more effectively.

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Actionable Takeaways:

Zoom: Consider using a reliable video chat tool like Zoom. It offers high-quality video and audio, along with features like screen sharing and breakout rooms for seamless collaboration.

Team Bonding Tools

Team bonding tools are like your team’s digital icebreakers and team-building activities. They help foster stronger connections, boost morale, and enhance collaboration within your team.

Why Do We Need Team Bonding Tools?

Building a strong team and fostering good relationships can be challenging, especially when team members are geographically dispersed or working remotely. It’s important to find ways to bring the team closer together.

That’s where team bonding tools come in. They provide virtual activities and experiences that help create shared memories, improve communication, and build a positive team culture.

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Actionable Takeaways:

Donut: Consider using a tool like Donut, which integrates with platforms like Slack. Donut randomly pairs team members for virtual coffee chats or other team-building activities, encouraging connection and conversation.

Wrapping Up

To sum it up, internal communication tools are essential for businesses of all sizes, as long as there’s a stable internet connection.

However, when faced with internet instability, office phones like PABX systems can be reliable backup options.

Now, we’d like to hear from you.

Have you had the chance to try any of the mentioned tools? 

Share your thoughts in the comments below.

About the Author

Cheefoo is all about technology and good content. He loves picking up marketing skills, and teaching himself new things like SEO. He's always excited to learn more and share his knowledge with others.

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