Effective internal communication platforms can drive organizational success. Companies with strong communication strategies are 3.5× more likely to outperform their peers (Forbes) and yet 60% of companies lack a long‑term internal communications plan (Haiilo). Meanwhile, employees spend an average of 2.5 hours per day searching for information (McKinsey)—time that better internal communication systems can save. Well‑designed tools not only streamline conversations and keep employees informed, they can also boost productivity by 20‑25% (McKinsey) and strengthen team connection.
For communication professionals, internal communication software must help them achieve key performance goals. However, only 23% of executives believe their companies effectively align employees’ goals with corporate objectives (Forbes). Selecting the right mix of internal communication software is therefore essential for both organizational success and communicator impact.
This guide walks you through the best internal communication tools, apps, and platforms for 2025—their benefits, categories, and how to choose the right fit.
👉 See overview pages like Best Internal Communication Tools by Channel and Free Internal Communication Tools for more focused resources.
Key Takeaways
- Start with the Right Channels: Use a mix of tools like email, digital signage, text messaging, instant messaging, employee intranet, and mobile apps.
- Build a Unified Platform: Consolidate comms into one employee communication software to cut costs and simplify management.
- Boost Engagement: Use gamification, surveys, social intranet, and employee recognition software to drive culture.
- Optimize with Analytics & Security: Ensure your comms hub integrates with HRIS and payroll while meeting ISO/SOC2/GDPR compliance.
What is Internal Communication?
Internal communication refers to the strategies, processes, and channels organizations use to keep employees connected, informed, and aligned with goals. It covers leadership updates, peer collaboration, and everything in between. Strong communication fosters trust, transparency, and alignment.
Benefits of Internal Communication
- Improves engagement and retention.
- Boosts productivity by up to 25% (McKinsey).
- Engaged employees are 21% more productive (Gallup).
- Reduces confusion and speeds decisions.
What are Internal Communication Tools?
Internal communication tools are the software and platforms that power this flow of information. They include employee apps, instant messaging, intranet, digital signage, and more. These solutions break down silos, enable real‑time collaboration, and help employees access what they need.
👉 See overview: Best Internal Communication Tools by Channel.
Categories of Internal Communication Tools
1. Unified Internal Communication Software
Brings together intranet, mobile apps, text messaging, digital signage, instant messaging, and email. Example: HubEngage.
👉 Explore our unified employee communication platform
2. Modern Intranet & Portals
A modern intranet acts as a digital hub with resources, policies, updates, and community tools.
👉 Explore our employee intranet platform
3. Internal Communication Mobile Apps (Internal Communication Apps)
Employee apps keep frontline and deskless workers connected with updates and recognition.
👉 Learn more in our Frontline Worker Communication Strategies.
4. Email Communication Platforms
Internal email software automates newsletters and improves visibility with analytics.
👉 Learn more: Employee Email Campaigns
5. Text Messaging Tools
Using text messages to communicate with employees ensures urgent updates are delivered instantly.
6. Digital Signage
Digital signage for internal communications broadcasts key messages and values in shared spaces.
7. Chat & Instant Messaging
Chat apps for work provide real-time collaboration and file sharing.
8. Virtual Meetings
Remote team communication tools like Zoom and Google Meet support video collaboration with screen sharing and breakout rooms.
9. Knowledge Bases & Content Management
Platforms like SharePoint or Confluence organize resources, FAQs, and files with version control.
10. AI Chatbots
AI chatbots can answer employee questions on policies, HR info, or IT support quickly.
11. Engagement, Social & Recognition Tools
Includes employee surveys, enterprise social networks, and recognition software to foster culture and motivation.
👉 See overview: Employee Recognition Guide
Selecting the Right Internal Communication Tools
Choosing the best internal communication tools means considering team size, work style, and budget. Larger teams need multi‑channel hubs, while remote teams prioritize video. Start with Free Internal Communication Tools if budget is tight, then scale.
👉 See overview: Free Internal Communication Tools
A unified platform like HubEngage covers all channels, enables real‑time feedback, and keeps teams aligned.
Essential Features of Internal Communication Software
- Analytics & reporting
- Easy content sharing
- Engagement tracking
- Mobile accessibility
- Integrations with HRIS and payroll
- Security (ISO, SOC2, GDPR)
Investing in an employee communication platform like HubEngage ensures productivity and adoption.
Key Criteria for Choosing Internal Communication Software
- UI/UX: Simple for all employee types.
- Mobile-first: Must be accessible via smartphones.
- Customization: Reflect company branding.
- Comprehensive: Cover all communication channels.
- Multi-channel: Intranet, email, digital signage, text messaging with integrations into MS Teams, slack and whatsapp.
- Multi-lingual: Auto-translate for global teams.
- Integrations: HRIS, payroll, daily apps.
- Security: ISO 27001, SOC2, GDPR.
- Support: Vendor responsiveness.
- Cost: Transparent, scalable pricing.
Landscape of Internal Communication Software Vendors
Below are leading internal communication tools across categories, with HubEngage compared against popular options.
👉 Learn more in our Best Internal Communication Tools by Channel to explore options by Web, Mobile, Email, and other channels.
Employee Communication Platforms
| Tool | Focus | Strengths | Limitations |
|---|---|---|---|
| HubEngage | Unified multi-channel | Affordable, gamification | None |
| Staffbase | Mobile-first intranet + app | Customizable, enterprise-ready | Complex for SMBs |
| Simpplr | Modern intranet + comms hub | AI-driven, analytics | Training needed |
| Workvivo | Social + comms platform | Engagement, mobile-friendly | Limited channels |
| Jostle | Intranet-focused | Easy to use, SMB-friendly | Limited integrations |
Chat & Instant Messaging
| Tool | Focus | Strengths | Limitations |
|---|---|---|---|
| HubEngage | Integrated chat with surveys & recognition | Scale into other modules or use standalone | None |
| Slack | Real-time messaging | Integrations, adoption | Costly, noisy |
| Microsoft Teams | Chat + video + file sharing | Deep MS integration | Complex UI |
| Chanty | Affordable team chat | Task management | Limited features |
Meeting & Video Tools
| Tool | Focus | Strengths | Limitations |
|---|---|---|---|
| Zoom | Video conferencing | High quality, breakout rooms | Privacy concerns, cost |
| Google Meet | Browser-based video | Gmail/Calendar integration | Fewer features |
Email Platforms
| Tool | Focus | Strengths | Limitations |
|---|---|---|---|
| HubEngage | Internal comms campaigns | Scale into other modules or use standalone | None |
| Poppulo | Email + signage | Segmentation, enterprise fit | Complex, siloed |
| ContactMonkey | Gmail/Outlook add-on | Simple tracking | Limited scope |
| PoliteMail | Outlook-focused | Familiar to MS users | Outlook dependency |
| Workshop | Newsletter tool | User-friendly | Limited enterprise features |
Employee Text Messaging Platforms
| Tool | Focus | Strengths | Limitations |
|---|---|---|---|
| HubEngage SMS [ANCHOR LINK MOD] | Internal employee messaging | Secure, segmented, HRIS integration, multi-channel | Designed for internal use, not marketing |
| Send Word Now (OnSolve) | Mass notification / SMS | Enterprise emergency messaging, reliable delivery | Primarily emergency-focused |
| AlertMedia | Emergency alert SMS | Fast delivery, multi-channel crisis communication | Less suited for everyday comms |
| Everbridge | Critical event SMS platform | Global reach, compliance, advanced alerting | Complex setup, higher cost |
| Textedly | Mass texting tool | Easy-to-use, high deliverability, shortcode use | Limited enterprise integrations |
Digital Signage
| Tool | Focus | Strengths | Limitations |
|---|---|---|---|
| HubEngage | Integrated signage | Use with other modules or standalone | Designed for internal comms |
| ScreenCloud | Standalone signage | Easy deployment | Limited integration |
| SnapComms | Signage + alerts | Emergency alerts | Narrow use cases |
| Poppulo | Email + signage | Enterprise focus | Expensive, complex |
Enhancing Engagement with Unified Communication
Unified employee communication software like HubEngage ensures employees feel connected and informed. Centralizing channels reduces miscommunication and builds trust. Crisis readiness is also key—Crisis Communication Software ensures urgent alerts are delivered.
Analytics track open rates and feedback, refining strategies. A culture of inclusivity and collaboration is built with the right employee engagement platform.
Discover the HubEngage Difference
HubEngage is the best employee communication platform for organizations of all sizes. It unifies intranet, mobile apps, email campaigns, digital signage, surveys, chat, and recognition into one experience.
With branded apps, personalized content, automation, multi-language support, and gamification, HubEngage simplifies management and boosts engagement. See a demo today to discover how HubEngage can improve productivity up to 5X compared to multiple tools.
FAQs
What is internal communication?
Internal communication is how organizations share information and updates across teams using channels like intranet, chat, email, and signage.
What are the best internal communication tools?
The best internal communication tools include employee apps, intranets, email software, and AI chatbots.
What are the best internal communication apps?
The best internal communication apps are mobile‑first platforms that allow quick updates, push notifications, and feedback loops. Options like the HubEngage mobile app keep deskless and frontline workers engaged.
How do internal communication platforms improve engagement?
They centralize updates, enable recognition, and provide feedback loops, helping employees feel aligned and valued.
How do I choose internal communications platforms for my organization?
First evaluate all the different channels you want to reach your employees on. Then consider team size, work style, integrations, security, and cost. A unified option like HubEngage simplifies management.
What is the difference between internal communication tools and internal communication apps?
Tools refer broadly to all types of software (intranet, chat, signage, email, surveys). Apps are usually mobile‑based platforms that bring communication into one place on employees’ phones, ideal for frontline and remote workers.
Related Internal Links
- Best Internal Communication Tools by Channel – discover types and use cases.
- Internal Communication Software RFP Template & Scorecard 2025 – evaluate vendors.
- Hybrid & Deskless Team Communication Apps – solutions for mobile teams.
- 5 Essential Remote Team Communication Tools – optimize collaboration.
- Frontline Worker Communication Strategies – connect non-desk staff.
- Slack vs Teams vs All-in-One Employee Apps – compare platforms.
- Free Employee Communication Tools – budget-friendly options.
- Crisis Communication Software – be prepared for emergencies.
