Internal Communications Software

Solutions in this subcategory are focused on communication within the company or creative teams themselves. Collaboration remains as one of the cornerstones of successful business and the ability to get the right information to the right people on time is paramount. Whether you need to connect with individuals in your organization, conduct group correspondence, or brainstorm ideas and track progress, you will find communication software solutions in this subcategory that will cover your bases, streamline the exchange between your co-workers, and provide insight into the core of the business processes for efficient management.  Read the full software guide...

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What is Internal Communications Software?

Internal communications software is used by companies to provide avenues for workers, employees, and the management to communicate, interact, and share knowledge within the company. It is also used by companies to create feedback mechanisms for the improvement of processes from within.

There are several types of internal communications software, each adding value to the collaboration software industry. Some are used for internal socialization or intranet provision, while others are used for sharing and storing key internal knowledge and information.

With the advent of globalization and the consequent astronomic growth of several industries, internal communications software is increasingly becoming a critical tool to determine company success. Even studies cite an increase of 50% in the collaboration rate between employers and employees within the last few decades. Studies also show employees are into collaborative activities 80% of the time—answering emails, returning and receiving calls, or manufacturing feedbacks.

Consequently, companies are turning to internal communications software to make these collaborative activities as streamlined and as productive as possible.

Different Types of Internal Communications Software

Social Intranet Software

The social intranet software is a central portal accessible to all employees and managers alike. It gives users access to all information, document communications, and contracts all in one location.

When companies are in a transition phase (expanding for example) in which it is almost impossible to keep track of access to relevant information within the company, a social intranet software is a valuable commodity. Symptoms of the need to establish an internal communications tool include inaccessible announcement distribution, employee-to-department communication failures, missing documents, substandard and varying orientation for new hires, and voluminous paperwork.

Social intranet software not only enhances internal communication within the company but also provides savings in unnecessary IT maintenance and creates unilateral direction for the activities of the business.

Private Messaging and Chat Software

Messaging and chat software provides employees with a collaborative space to work through various chat and messaging features. These chat features are used by employers and project managers to obtain viable updates from the project members anytime and anywhere.

The software is also used to share files and documents in real time, as well as to sift through past conversations to obtain key data. This collaborative space is important for companies with workers from various parts of the world, where physical collaboration is almost impossible.

Cases/Issue Tracking/Ticketing Software

Ticketing software sets up a centralized system that allows companies to obtain tickets, complaints, or cases from the customer or from an employee and have them assigned to the concerned employee/department. This streamlines how a company resolves issues.

Handling customer/employee complaints effectively increase customer satisfaction—leading to a productive workplace in the future. Potentially, this also lessens costs on the part of the company.

Internal Blogs and Videos

Media content software allows companies to communicate within the organization in a non-textual manner. This is in the form of videos, interactive presentations, or infographics.

Media content software solutions are useful components of communication within the intranet of a company as they effectively engage employees with visual content. Dull, textual content usually invites lurkers rather than readers and participants among the employees, leading to ineffective internal communication within the company.

Media content programs provide businesses with high-capacity storage for content and are effectively centralized platforms used for posting and accessing such visuals. The high-end content software can even allocate storage space for managers and content creators. With such an asset, they can create and store their visuals on one platform.

Discussion Forums

Lastly, internal communications software also takes the form of discussion forum software. Discussion forum software allows employees and managers to share critical discussions within the company. This allows open interaction among the workers without the fear of having critical information seen by outsiders.

How to Choose Effective Internal Communications Software

Internal Social Network

An effective internal communications software gives employees not only the ability to share and obtain names and photos, but also the capacity to ask important queries, gain feedback, and to centrally work and collaborate on important projects. High-level internal communications software even provides chat functionality to enable the real-time exchange of ideas on ongoing projects.

The social networking capabilities will not be complete without document sharing. This turns chat and messaging features into highly-productive processes—making email sending (where this aspect is concerned) obsolete.

Employee Survey

Effective internal communications software provides companies with an avenue to determine the pulse of the workforce of a company. This is done through employee surveys and polls. Internal communications software offering polling mechanisms provide additional dimensions to the culture of solidarity within the workplace.

Knowledge Base

Excellent internal communications software allows companies to create a knowledge base on just about anything related to the company. Employees and managers are able to create an information base that is available for viewing anytime and anywhere for all. This is similar to Wikipedia but in a more localized company setting.

How the software goes about structuring the database is not just the only aspect of this type of internal communication, but also the amount of storage it requires as well. Users are encouraged to scrutinize these two dimensions when choosing a software solution for this particular purpose.

Customizable Intranet

When providing an intranet system within the company, internal communications software should be able to provide companies the ability to localize the software system to the culture and demands of the business. Thus, companies are advised to consider the customization features of the software.

Some programs let users customize their GUI—that is, they allow companies to use their company logo and make it appear like it’s part of the software. Some even provide additional features such as pop-up customization, customized data, and databases, among others. These, however, typically come with additional costs. It is imperative buyers determine beforehand their budget and needs when weighing in the programs’ customization levels.

Benefits Conferred by Internal Communications Software

The funds funneled to the purchase of internal communications software—so long as buyers match the right product to their needs and their company’s limitations—will almost always prove to be a sound investment as these programs deliver that crucial component needed to keep the company’s human resources intact. Among the many benefits of using the software are the following:

  • Automation of tasks with interdepartmental collaboration ensures the company’s departments and divisions are keeping their communication lines open. This requires some departments to internally outsource their needed tasks to expedite their more technical works. Intranet and chat features allow for this interdepartmental collaboration to take place with ease.
  • Sharing of internal knowledge results in more open and entrepreneurial environment within the office, consequently leading to increased productivity and profitability. Studies show a staggering $31.5 billion a year is lost by Fortune 500 companies for failing to streamline the exchange of ideas and sharing of knowledge. Social networks within the company help to organically form social groups and communities within the business leading to a more productive and open system.
  • Streamlining of information from the operations level to the strategic level creates more realistic expectation setting and key performance indicator determination. By creating an environment where workers and employees directly communicate with the top bosses, managers get an overview of the actual processes involved in the lowest level of operation and employees get actual information from the rationale of their performance indicators.
  • Connecting workers within a company creates a dynamic environment where ideas can freely flow. This value creates a positive impact on the performance of the business in general. Internal communication programs in the form of discussion forums, private messaging, and social intranet software connect all employees in a more effective fashion.
  • Easy-to-understand communication tools streamline the message from the management to the employee. With the use of interactive and entertaining communication materials, workers now have an easier way to determine the message from the managers, leading to a more efficient and temporally efficient workflow system.
  • Internal communications systems allow businesses to maximize the globalization of economy through outsourcing. Even with the time zone differences and border restrictions hampering communications, businesses using an easily accessible communications platform can still cope.
  • Ticketing software aids in following up of requests and demands from other departments. This leads to a smaller task backlog for the workforce of the company. This also ensures no component of ongoing projects gets forgotten and remains unresolved.
  • Internal communications software is also a web-based documentation of the culture of a company. HR managers are given an overview of the health of the culture within the business. It is also used as an immersion tool for newly hired personnel to make sure they do not have a hard time coping with the culture of the company.

Common Features of Internal Communications

API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Batch Permissions & Access Control user or group access and permission settings for software or other systems.
Calendar Management Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.
Chat Live text chat with customers, website visitors, mobile contacts and others.
Contact Management Manage large amounts of personal or business contacts in a centralized system.
Contact Sharing Share contacts across teams or platforms to give access to others or to migrate address books across different systems.
Customer Management Manage customer databases and/or track outstanding shipments, payments and more.
Document Comparison Compare and contrast different versions of documents and browse revision histories to consolidate collaborative changes.
Email Integration Integration with email clients or providers to create and send emails as well as view received emails within an application.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
File Sharing Share files with colleagues, customers or other stakeholders for easier access across platforms, collaboration and/or version control.
File Transfer Transfer large files to colleagues, customers or other stakeholders. This is often used for files too large to transfer via email and other conventional transmission methods.
Google Apps Integration Integration with the G Suite, including Gmail, Google Docs, Google Sheets, Google Calendar, etc.
History/Version Control Track revision history, file versions and other changing data, commonly used in collaborative applications.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Project Management Manage projects from conception through the planning stage to delivery and post-project reporting phases. This allows organisation teams to organise resources, plan budgets and improve efficiency in the delivery of project objectives.
Scheduling Schedule tasks, resources, appointments, payments, communications, etc.
Supplier Management Manage suppliers and purchases required in the day-to-day operation of a business.

Latest User Reviews of Internal Communications Products

Piotr Zawadzki
17 Nov 2020
"Very useful tool"

Geekbot helped to organize the daily routine. Remote asynchronous stand-up - The micro reports in Slack every day.

Quentin Baillet
24 Nov 2020
"The tools we needed"

Multiplatform, simple, efficient collaboration tools. It allows to have a good overview of all the projects, and their state of pro...

Noéline Adam
26 Nov 2020
"Excellent tool"

It's cheap and it gives you the ability to have better transparency between teams.

Jack Hendrix
26 Nov 2020
"Rake gets better and better every month - ..."

Rake solves several problems for us. We use it for live chat, we use it instead of Slack, we use it instead of Task Manager. It's fr...

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