If whenever people mentioned internal communication tools, the first thing that came to your mind is one of those old school emails, then think again. It’s time for you to let go of the outdated communication method when everybody turns their heels to the new favorite tool. We listed out 5 of the best tools in the market for you to tackle each of the 6 key internal communication features – chat, streams, news, document sharing and library, team spaces and task management, allowing you to transform the communication landscape in your business and spice up the workplace.
Maybe Emails are the Original, But It’s Not Working for Your Business Anymore
Internal communication tools take a variety of forms. Everybody knows emails is going down a declining path, and that’s just a cold hard fact that nobody would try to argue with you about. But what makes everybody ditching emails and switch their gear to instant messengers, or all-in-one messengers for business communication instead? The format of emails maybe one thing that made it incredibly hard for employees from different departments to collaborate, but there are more important factors leading to this transformative scene. Here’s why.
Once Your Threads Sink Down Like Titanic, Don’t Expect to Get it Back
Every day you receive hundreds of messages from your company, family and friends, not to mention the frustrating promotion emails spamming your inbox every minute of the day. In 2017, over 269 billion emails were sent/received each day. It’s not difficult to imagine how hard it is for you to filter the important ones to read from a sea of mixed up emails, not to mention replying it. Even though there’s one important message that you want to pin it down with, chances are you would probably lose it 5 minutes after getting it, instead of keeping it safe and sound in your inbox.
Conversation Flow is Simply Not Spontaneous
The default layout of emails is designed only to be a one-sided communication where one side “notifying” the other side of the subject matter — and that’s that. Even if they do get a reply, you can expect it to end within a few back-and-forth replies – it just doesn’t make up of a consistent interaction flow, let alone a spontaneous one. Even you’re the most social person, you can’t possibly keep their attention for long and the only thing you can do is just to sit and watch the deal going into a puff of air.
And here’s a truth you have to take in:
You need to find better internal communication tools to replace emails.
Don’t know where to start from a pile of tools out there in the market? Don’t stress about it. We’ve got you covered. Here are the 5 internal communication tools that don’t put a hefty bill on your business, while giving your business performance a little boost at the same time.
Yammer is a private cloud-based social network that allows easy collaboration across different departments and content among employees. It’s suitable for businesses of all sizes. The project management function lets people connect over common interests in a completely internal manner.
A Social Media Platform For Work
It has similar interface with any social network that you are using, so you’ll get on just as well. All the functions that you can think of – liking, commenting, sharing, it’s all in there in one package. You don’t have to worry about boring your employees with tons of tedious company announcements now that they are all formatted as social media threads.
Just like any other social media, employees can now be connected in their work life and their off-work life by connecting employees’ interests and their jobs. People can collaborate in real-time and instant message any co-workers they want, allowing more genuine connection among your employees.
Merging It All
What’s great about Yammer is that it integrates well with any Microsoft products and supports tons of operating systems including Windows 7, Windows Vista, Windows XP, Mac OS, Web browser (OS agnostic), Windows 2000, Windows 8, Windows 10. So, you don’t have to worry about any eliminations with other software and let the software works on full force.
What’s New And What’s Not?
If there’s one bad thing we can point out from Yammer, it would be that the new posts won’t be highlighted in the feeds. Might be hard for you to keep track of what’s new from the old texts, which might have you ended up reading all the old ones to ensure you are 100% updated. And that could be quite a handful especially when you got overwhelmed by loads of work. That is one thing that Yammer should work on.
Bitrix24 is an open source code and API platform with various kinds of solutions – CRM, time management, project management and among others. It is great for small to medium sized businesses for its’ highly secured intranet that it provides. It is on Cloud and on-premise so you can use it whenever you are – with the coffee on the go or at the office.
Better Communication For All
The best thing about it is that the Instant messenger provides real-time messaging space, allowing better communication in the workplace. No matter is a direct one-on-one communication or a small group communication, all you need to do is just to create chat rooms for separate departments or workgroups, then you can make up a chat room with whoever you want, making social communication in the workplace ever more flexible.
Keeping Your Messaging Space Clean
The problem with most of the instant messaging space is that nothing can be streamlined into an organized and clean flow while distributing documents. And Bitrix24 can solve exactly that problem for you. The built-in feature of library, task management tool and document sharing function makes it easier for you to both keep managing the messages while keeping important documents in check.
And, that’s not it — you can search through the employee directory, so you can save the hassles of going through the entire list name by name just to find someone to talk to. By moving data from local drives and network silos into a highly secured and centralized repository, the knowledge continuity can be further optimized in this way.
3. eXo Platform
Similar with Bitrix24, the eXo Platform is also an open source collaboration platform. When speaking of features integrations, eXo Platform might go one step further than Bitrix24. Aside from the project management tools, knowledge and document management, it also provides social engagement and content management, which is slightly better for the win.
Keeping It Relevant
We’ve all been there: open your inbox and all you see is just a ton of news from twenty different departments that have nothing to do with you spamming your inbox. And now we can finally call it an end. Each department has their own news section so the news will stay relevant to each team instead of getting bombarded by 100 different irrelevant news from the accounting department to the HR department. It helps people feel aligned around a common set of conditions and priorities and saves everyone a little memory space.
Facing a bunch of messages every day, it would be nice if it can all streamlined into a format that’s comfortable for our eyes to see. The custom dashboard on the eXo Platform allows you to view information that you want to see in the format of your choice.
It Might Be Well-Supported, But It’s A Little Stingy On Space Usage
Yes, the eXo Platform might sound like a full package. It supports a bunch of operating systems — be it Windows 8 or Linux, you name it, they’ve got it all covered. But the thing is that they have rather limited cloud storage and no support for Zapier. So that could be a little problem for you if you’ve got loads of documents needs to be stored.
Glip is a real-time messaging workplace designed for team collaboration and all-in-one task management software. It has a wide range of integrations with your most used apps including Google Drive™, Box, and JIRA, so you get to manage all your information in one place, not only streamlining your documents storage but also making your project management even more effective and fast.
Central Hub For Messaging
Streamlining all sorts of organizational content in a more linear sense. No matter is document, presentation, spreadsheet or video. It built up a centralized location where everyone in the company can have easy access to documents for reference. All those back-and-forth email shooting process and looking over decades of document can be avoided in this way now that all the paperwork like policies, procedures, job descriptions, business plans or marketing campaigns are being stored in the same place.
Slick Interface Design
If you have the problem of disorganized functions laying here and there, then Glip might be great fit for you to solve that headache. All the most commonly-used functions — calendar, conversations or tasks, it’s all being nicely sorted on the left panel waiting on your demand.
Looking at all those messy messages lining up unorganized is always a struggle all the people have to deal with; but now Glip can make that struggle go away for you. If you look at the left panel, direct messages, threads or open channels, it’s all there in one clean flow, so it will be more visually pleasing to look at and also give you a better user experience while you handle all the important business affairs.
Fuze is a cloud-based unified collaboration platform that provides solution on omnichannel video-conferencing that connects audiences with support on all sorts of devices.
Manage Your Content In One Smooth Flow
If you’re in a large company, you might’ve already been through the time when you try to look for that one presentation slide from a pile of unorganized documents. If that happened to you all the time, then the content management tool Fuze might just be able to help you out with that. Fuze can not just sort various types of content in different categories for easy references for you, but also allows your team to develop and share content on multimedia together, making teamwork never been easier.
Keep All Of Your Ground Covered with these Internal Communication Tools
We’ve got to the point where we are all used to seeing data theft, Fuze encrypts every facet to seal all the loopholes, making it all the more secure for your company. To top it all, they will also perform internal vulnerability scans on a weekly basis to ensure your data gets secured at all times.
The list doesn’t just end in here. Fuze also performs advanced penetration testing on our network, servers, and applications with external security vendors, making sure whether you’re in a random coffee shop or on any risky mall’s wifi, you’ll still be secured whenever, wherever.