Top Considerations When Choosing Internal Communication Tools For Business

Top Considerations When Choosing Internal Communication Tools For Business

A Gallup survey found that about three-quarters of employees feel like they are missing out on organization news because of poor internal communications, according to statistics on Oak Engage.

Internal communication is vital to every company’s success. That’s because effective communication at the workplace boosts employee engagement, morale, and productivity. So, if you’re looking for ways to improve team productivity, focus on enhancing communication in your organization by using the right tools.

It’s worth noting that your internal communication efforts can only succeed if you invest in the right communication tools. However, to ensure you pick the best business communication systems, there are many factors you need to consider. Below are some of the top considerations when choosing internal communication tools for your business you should know. 

Your Company Strategy Matters

Before settling on any internal communication tool, consider creating a comprehensive internal communication strategy for your business. That way, you’ll have a clear picture of what you want to achieve and how you can meet your goals. Perhaps, you want to invest in the latest communication technologies to promote digital transformation or enhance the employee experience. Whatever your goals are, a good strategy will help you choose communication tools that meet your objectives. Also, define the messages you want to share with your employees and the channels you’ll use to support your overall company goals.

Think About Security

According to Tryane, security is of utmost importance, and protecting your company’s interests and privacy should be a top consideration. With multiple users sharing ideas, downloading files, assessing company news, and hosting video conferences, you want to ensure your company data is safe from cyber threats. Unfortunately, communication solutions can be vulnerable because they communicate with each other. This makes it easy for hackers to identify security gaps and compromise your data. With this in mind, search for tools that feature built-in security tools. Most importantly, make sure to implement the best data security practices like using multi-factor authentication and data encryption, training staff cybersecurity tactics, and updating communication software regularly.

Interface And Integration

Ease of use and integration are essential features to look for in reputable internal communication tools. The last thing you want is to invest in a platform that forces you to spend money training employees to use it. In addition to being easy-to-use, look for an internal communication system that’s intuitive, fault-tolerant, engaging, and flexible. That way, your employees can quickly transition to the new tool.

Equally important, choose a solution that integrates with your existing communication tools, like Google Analytics, Dropbox, Google Drive, Github, and MS Teams. If you’re using the intranet for internal communications, you may want to integrate Skype, Zoom, Slack, or Google Hangouts to ensure teams communicate effectively. Since businesses don’t often replace communication tools, make sure your options aren’t only compatible with today’s technology but also with those in the future. You’ll also want to check if your preferred collaboration tools get reliable support when a problem arises. Communication experts recommend choosing systems that have a large community supporting them.

Employee Needs

The needs of your in-house staff will have a significant impact on the choice of your communications platform. That’s why it’s crucial to understand the information employees need to complete tasks and how they interact with communication devices. Also, evaluate the content your workers engage with, the communication processes that need improvement, and the pain points you need to eliminate. When you know your employees’ needs, selecting the right mix of communication tools that enhance their experience becomes more manageable.


Budgeting for your internal communication tools is critical to ensure that you make smart choices. As a general rule of thumb, consider the total cost of ownership for three to five years, then look beyond the cost of installation and licensing charged for the first year. You should think about how your communications solution can save you time and money. Are there any additional costs you need to account for in your budget? You’ll also need to factor in the required resourcing for managing the solution. For example, let’s say you want to invest in a new intranet. You’ll need a reliable intranet manager to ensure the solution functions effectively.

Consider Analytics

Today’s businesses depend greatly on analytics to enhance reach and engagement within the workplace. As a business owner or communicator, you need to collect and evaluate statistics around employees, content, and topics. Typically, employee analytics help you identify engaged and unengaged users, while content analytics highlights the difference between views, complete reads, and engagement.

However, collecting workforce analytics manually can be time-consuming. Not to mention creating reports and dashboards can be daunting. Because of this, pick communication platforms with the capabilities to correlate analytics automatically and allow you to download raw data to engage workers and create custom reports. Nonetheless, ensure your analytics are specific to your internal communications to improve employee engagement.

Look For Features That Suit Your Needs

It is important to note that not every communication tool offers many features. Some devices have features designed to fit specific industry and business needs. For example, Trello specializes in meeting the needs of creative teams, whereas Jira is more suitable for software developers. While your business might not need many features, it doesn’t hurt to have them. For instance, owning an HD video calling tool that provides analytics and manages tasks can help streamline processes, thus improving the employee experience.

To ensure you pick communication tools with outstanding features for your organization, analyze your business needs. You’ll also need to factor in how additional features in internal communication tools benefit your business. For instance, let’s say you haven’t tried Gmail or Outlook email integration. Find out if investing in these tools can help teams become more engaged or respond to updates faster. Additionally, look for a communication tool that guarantees scalability as your business expands. Investing in the right internal communication tools for your company is key to boosting employee engagement. Remember, when your employees communicate effectively among themselves and team leaders, their morale increases, leading to increased productivity. Therefore, look for easy-to-use collaboration communication tools. Also, choose platforms that align with your overall business strategy, guarantee data security and scalability, and provide workforce analytics.