The Ultimate 2023 Employee Communication Software Guide for Internal Comms
Our ultimate employee communication software guide is a comprehensive review exacting to industry standards in 2023. It takes you through all aspects of internal communication and helps you pick the right software to improve efficiency. Follow this guide and take your internal communications to the next level.
Here are the topics covered:
What is Employee Communication Software?
How to effectively use Employee Communication Software?
5 Employee Communication Tools for Modern Companies
Choosing the right Employee Communications Software
Key Criteria When Buying Software for Employee Communications
Overview of the 7 Best Employee Communication Software
Implementing the chosen Internal Communications Software
What is Employee Communication Software?
Employee communications software allows organizations to manage and distribute internal communications to employees in an efficient and effective way. Most communications software provide multiple channels like intranet, email, digital displays, and sms which employees can access to share information.
Having efficient internal communications is key to employee engagement. When employees understand the organization’s mission, vision, and values, they blend into the company culture and are productive and motivated. This in turn impacts the bottom line of the organization. Therefore, implementing good employee communication software is critical for every organization.
How to effectively use an Employee Communication Software?
Just having a software for employee communication will not solve your challenges with staff engagement, productivity, or morale. It is important to have a long-term internal communication strategy based on the goals you want to achieve. Around 60% of companies don’t have a long-term internal communication strategy in place.
First, you need to understand the different ways in which you can use an employee communication software. And then you need to ensure it provides you with the right features and channels to deliver on those objectives.
Here are the different ways you can use an employee communication software:
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Leadership Communication / CEO Corner
Employees love to hear updates directly from the CEO and leadership in the organization. This makes the employees feel connected even though they may be several levels down working in the trenches. Today’s employee communication software enables that direct internal company top-down communication channel between a CEO and employee.
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News and Updates
Employees want to be informed about what is happening in the organization. Keeping employees updated as quickly as you can avoids hearsay and confusion in the teams.
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Events
You can post your event calendars and allow employees to RSVP. Some communication software also have live streaming so you can stream your events like town halls and other important meetings.
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Policies and Procedures
An employee communication software gives you a centralized place for access to all your policies and procedures. You can also set up read acknowledgments to ensure that employees have read and understood important policies.
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Document Repositories
Create a repository of documents that can be accessed by your employees when needed. Documents can include safety documents, technical documents and more.
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Knowledge Bases
Employees have a wealth of knowledge and information. Allowing them to share that knowledge with their peers and junior employees enables collaboration and improves productivity. With an internal staff communication tool you can easily crowdsource information on innovation, best practices, safety, and more from employees.
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Resources
Link all resources like payroll, benefits, and LMS into the software for employees to access everything in a single app.
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Team Communication / Chat
By incorporating team communication in your employee communication software, your employees can message each other individually or in groups. This internal communication solution plays a critical role especially when you have a hybrid and remote workforce.
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Social Interaction
Some software for employee communications have a social module for employees to create groups and interact with each other.
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Employee Recognitions
While keeping employees informed is good, keeping them motivated is also important. Many software for employee communications also have a recognition module built in. This helps you appreciate employees and recognize them on their birthdays, anniversaries, and other milestones.
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Surveys and Forms
Surveys and forms are a key component of any employee communication tool. Hearing from your employees and acting on their feedback is critical to achieving your goals of employee satisfaction and happiness.
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Gamification
Many internal communication tools have low adoption rates and participation because there is no intrinsic incentive for the employees. Gamification with leaderboards and points can deliver high engagement. For example, you can give out points for different activities like viewing, commenting, submitting surveys, or for recognition. Employees can then accrue these points and redeem those for gift cards.
5 Employee Communication Tools for Modern Companies
When exploring internal communications tools for your organization, it is important to understand the structure of your organization, the mix of employees (hourly, salaried, blue-collared, white-collared, desk, non-desk) and the key features each type of internal tool provides. With hybrid workplaces today, many organizations have a diverse set of employees and hence the need for multiple tools which provide employees access to information anywhere, any time.
Employee Intranet Platform
The employee intranet is one of the oldest and most prominent tools in employee communications software. In the most basic terms, an employee intranet is an internal website that has company updates, news, document repositories and access to resources needed by employees. Intranets have evolved from being on-prem to SAAS based (i.e. hosted in the cloud). Intranets can also be classified into traditional intranet and modern intranet platforms.Traditional intranet platforms are static one-size fits all websites without any personalization. Modern Intranet platforms combine the features of traditional intranets and social media platforms. They are engaging and personalized to each employee.
One of the main drawbacks or intranet is that it does not work well for non-desk employees
Mobile Employee Apps
As mentioned above 93% of the world’s workforce uses mobile phones and 70% of employees keep their phones “within eye contact” at work. Moreover if your employees are not in front of a desk majority of their time, are on the frontline or do not have a company email address, mobile phones are the best channel through which they can access information. Hence, a mobile App for communications has become a necessity today in order to reach 100% of your workforce.
Mobile Employee Apps can be used standalone or an extension to the employee intranet. They put the information at the fingertips of your workforce and enable access to real-time information. Push notifications help notifying employees about important alerts including emergency alerts. In addition to employee communications, apps for employees can include social engagement, employee recognition and employee surveys as well making it an unified employee engagement app.
Internal Email Newsletters
Internal Email Newsletters help keep employees informed on company updates and other activities periodically. Employee email newsletters is one of the most commonly used tools in an employee communication platform. Newsletters can include updates, announcements, employee recognition, surveys and more.
While most companies have used outlook to send out bulk emails, today’s employee communication software platforms have advanced internal newsletter tools features to send out automated personalized newsletters, dynamic segmentation and employee targeting, responsive formats that fit all devices like desktop, mobile or tablets and deep analytics so you know the impact of the newsletters.
Digital Displays
Digital signage for employee communications have become a key internal communication tool in employee communication software with the advent of smart TVs. Back in the day TVs did not have internet connection or needed computers connected to them in order to stream any content. However, with the modern smart TVs, you can start to stream your internal communications to the TV just by installing an App, by connecting a smart TV stick or a mini PC.
By placing digital signages in lobbies, the cafeteria, breakrooms, back offices, manufacturing floors and other high traffic areas, communication with hourly, blue-collar or frontline employees becomes easy. These digital signages can be managed easily from within the employee communication software as well. With just a click content can be published into an intranet, employee app and a digital display. QR codes on the TV screen can help connect the employee signage back to the employee mobile app.
SMS / Text Messaging
Before smartphones were a thing, and apps on phones were available, text messaging was the best way to communicate with anyone. Today, even with smartphones and mobile apps, using text messages to communicate with employees remains one of the best ways to get urgent internal communications through to employees. Unlike mobile apps where the users have the option to enable or disable push notifications, users will always see a text message notification. It also does not involve installing yet another app.
Text messages can be used to communicate with the entire workforce whether they are in front of a desk, on field, remote, hourly, salaried, blue-collared, white-collared employees. Text messaging service for businesses is also super-affordable with each message costing almost 100th of a cent. With unlimited text messaging available as a standard package with all wireless carriers, receiving text messages does not cost employees anything.
Choosing the right Employee Communications Software
To achieve efficient and streamlined communication, many companies are turning to employee communications software. But with so many options available, how do you choose the right one for your business? And once you’ve made your decision, how do you implement it effectively?
Identifying Your Business Communication Needs
Before diving into the world of employee communications software, it’s essential to evaluate your current communication methods and identify your specific needs. Take the time to assess how your employees currently communicate and collaborate. Are there any bottlenecks or pain points? What are your communication goals? Understanding your requirements will help you make an informed decision and choose a software solution that best suits your organization.
Evaluating Your Current Communication Methods
Start by evaluating your existing communication methods. Are you heavily reliant on emails, which can be time-consuming and easily overlooked? Do you rely on multiple tools and platforms, resulting in scattered information and confusion? Assess the strengths and weaknesses of your current communication methods to identify gaps that need to be addressed.
Defining Your Communication Goals
Once you’ve evaluated your current methods, it’s time to define your communication goals. What do you hope to achieve with the implementation of employee communications software? Is it improving internal communication, enhancing collaboration, or both? Clearly define your objectives to guide your decision-making process and ensure that the chosen software aligns with your goals.
Choosing the Right Employee Communications Software
With a comprehensive understanding of your communication needs and the essential software features, it’s time to compare different software options and select the one that suits your organization best.
Comparing Different Software Options
Research and compare different employee communications software options available in the market. Look for reviews, case studies, and demos to get a better understanding of the user experience and functionality. Consider factors such as ease of use, scalability, security, and customer support when making your decision.
Making the Final Decision: Price vs. Value
While cost is an important factor to consider, it should not be the sole driver of your decision. Evaluate the overall value that the software brings to your organization. Consider the long-term benefits, ROI, and the impact it will have on your communication processes and employee engagement. Remember, choosing the right employee communications software is an investment in your organization’s success.
Overview of the 7 Best Employee Communication Software
Here is a quick list of some of the top employee communications software you can consider for your organization.
HubEngage – Software for Employee Communications
HubEngage is among the best employee communications software in 2023. The platform covers all aspects of internal communications and employee engagement. At the core HubEngage offers several features to communicate with employees including multi-format rich content with videos, multi-language support with auto-translation, org charts, notifications and more (see complete list of features). HubEngage employee communications software also offers all the channels necessary to reach 100% of your workforce including branded employee communication apps, modern intranet, email newsletters and campaign manager, text messaging and digital signages.
In addition to the core employee communication features, HubEngage also offers an enterprise social network, employee recognition with integrated gift cards, automated engagement surveys and more.
HubEngage is the most affordable employee communications software in the market. With HubEngage, an enterprise can consolidate multiple platforms and cut their costs by almost 5X.
Monday.com – Staff Communication Software
While primarily a workflow tool, monday.com offers HR features such as internal communication and collaboration. Despite not being a pure HR software, it excels in basic HR functions like approvals, notifications, and resource tracking. With customizable dashboards, a built-in inbox, and email integration, monday.com provides day-to-day workflow management for deadlines, HR workflows, and resource tracking, along with social media-esc features like commenting and ‘likes’.
Monday.com is not designed for employee engagement and does not offer all the features of an employee communication software or channels (branded mobile app, email campaigns, sms or digital displays) needed to reach 100% of your workforce
Workvivo – Team Communication Software
Workvivo is an app for employee experience designed for creating emotional bonds between employees and your company culture, regardless of their location. It functions as a modern intranet, communication hub and engagement platform. Workvivo supports traditional communication tools, such as company news, event updates and SMS push notifications. It also offers features like live video streaming and podcast hosting, for leadership to communicate with their employees.
Workvivo does not provide all the channels needed for 360 degree employee engagement such as fully branded native Apps, SMS text messaging, and digital displays.
Hub – Workplace Communication Software
Hub is primarily a workplace intranet platform that supports internal communications and employee engagement. It includes features such as messaging, recognition, polls, surveys, and content management across multiple channels. Users can customize messages to target individuals or groups based on various criteria, and the platform provides detailed analytics on user engagement. It integrates with various tools like Gmail, Google Drive, Microsoft OneDrive, and more. Users can also export usage metrics for further analysis. Additionally, the platform supports RSS feeds and widgets.
Hub does not offer branded mobile apps, email campaigns, SMS text messaging or digital displays. It also does not offer features for enterprise social network, employee recognitions or extensive employee surveys.
Workmates – Customer Communication Management Software
Workmates is an employee engagement platform with a customizable communication system and an org chart to facilitate interdepartmental collaboration. It includes a content management system and segmented audience lists for important announcements. Workmates offers newsfeeds, employee profiles, messaging, and event notifications to create a connected and engaged workforce. Users can choose to utilize only specific features, such as rewards and recognition, or a more comprehensive approach using their intranet for communication and security. Workmates also provides an enterprise social network platform that works across all devices and integrates with various tools such as Slack, Glassdoor, and more.
Workmates does not offer branded mobile apps, SMS text messaging or digital displays.
Staffbase
Staffbase is an internal communications platform designed to connect diverse teams in multiple locations. Its mobile-first approach enables effective communication within larger distributed organizations, with an employee app that integrates with company intranet software. Using the Experience Studio, editors can plan, create, publish, and measure content impact with ease. Staffbase integrates with Microsoft 365, major HR applications, and other SaaS software, providing detailed insights and reporting for management.
Staffbase does not offer comprehensive communications software that includes social intranet, employee recognitions, text messaging or digital displays.
Jive
Jive is a social collaboration tool with ORG mapping that interlinks employees and managers. PeopleGraph provides data-driven insights on employees’ sentiment, behaviors, and trends, enabling fine-tuning of employee programs to improve organizational performance. It recommends subject matter experts to aid in ongoing projects, fostering better collaboration among team members. Integrations with popular tools like Gmail, Google Drive, Office, SalesForce, SharePoint, and LucidChart enhance communication and productivity across departments. Jive enables easy access to data, updates, and communication channels to support teamwork and collaboration.
Jive does not offer branded mobile apps, email campaigns, SMS text messaging or digital displays. It also does not offer features for enterprise social network, employee recognitions or extensive employee surveys.
Implementing Your Chosen Internal Communications Software
Once you’ve selected the right employee communications software, it’s crucial to ensure a smooth implementation process. Here are some steps to follow:
Preparing Your Team for the Change
Introduce the new software to your team and clearly communicate the benefits and purpose behind the implementation. Provide training and support to ensure that everyone is comfortable using the software. Encourage feedback and address any concerns or challenges that may arise during the transition.
Ensuring a Smooth Transition
During the implementation phase, communicate regularly with your team and provide ongoing support. Encourage employees to utilize the software fully and address any issues or roadblocks immediately. Continuously monitor the effectiveness of the software and make adjustments as needed to ensure a smooth and successful transition.
By following these steps, you can choose and implement the right internal communications software that aligns with your organization’s needs and goals. Remember, effective communication is the key to a productive and engaged workforce, and investing in the right software can make all the difference.
Understanding Privacy in Software for Employee Communications
The biggest concern that companies have today with their communications solution is privacy. Companies often fear that their employee data placed on their communications intranet may find its way to the public domain. Scary, right?
What about proprietary technology or valuable competitive information? The risk remains the same, be it the intranet, email, messaging, or other network communication tools. The right solution will provide you with the right level of security for your needs, including encryption services. Here are some reasons why you shouldn’t worry too much about the intranet privacy of internal communications.
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Strict intranet privacy defeats the sharing of knowledge
- In most circumstances, part of the total intranet and employee communications platform is engaging on social media or other forums for these types of things. Yes, there are specific things that a company wants to keep proprietary and to itself. For that, there are permissions set up for groups and for keeping the info out of the wrong hands.
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Strict intranet privacy prevents transparency
- When there is a high level of privacy on the intranet of a company, it expresses that there may be secrets among the employees and management. A communications software must ensure that the information shared internally is accurate and reliable. The same applies to transparency as it does to the sharing of knowledge. There are roles and permissions that can be set to information to ensure it goes to the right people.
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Privacy may restrict necessary camaraderie
- You want your employees to engage with the public and with one another. When strict privacy is in place over the intranet, it can make the employees feel like they can’t do the tasks they need to do or engage the way they need to.
There becomes a necessity for businesses to find a healthy level of security and privacy within their intranet and employee communications platform. There are companies that provide services for intranet and comms platforms that can isolate data storage for privacy without limiting social engagement.
HubEngage helps businesses to secure the employee experience platform. Through HubEngage, there is 24/7 enterprise-grade security, multi-tenant data isolation, replicated data centers, and two ways to encrypt business-sensitive data.
Making Employee Communications Software Transition Easier
HubEngage provides training for those who integrate with their intranet and employee communications platforms.
By creating knowledgeable staff to help with the implementation process, it makes it easier for the employees who are transitioning from the traditional analog internal communications system if they have someone who can walk them through it one-on-one. HubEngage also has 24/7 support available for those who implement the software.
One of the best things that a business can do for the employees when they implement new employee communications platforms is to provide them with education. Education is a good tool to help create a confident employee and a successful implementation of software that can help a business grow with the times.
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