In this blog, we will explore what is internal communications software, its benefits, common features, how to choose the right one for your organization, where to get started with implementation, as well as integration with other tools, training and support, and real-world case studies.
Without a doubt, internal communication plays a vital role in ensuring that employees are well-informed, engaged, and aligned with the company's goals and values. After all, internal communication isn’t about telling employees what to think; it’s about creating and enabling authentic, ongoing dialogues with and between them. To make the process more effective, many organizations are turning to internal communications software.
What is internal communications software?
An internal communication software, often also referred to as business messaging software or employee communications software, is a digital communication tool that allows for effective communication within an organization, from HQ to frontline and back. It serves as a central platform allowing employees to collaborate, share information and stay connected. 
Internal communication software can have multiple types of use, e.g. to disseminate company news, carry out surveys, organize events, foster employee engagement and support a positive working environment, and can be made with communication software from within the organization.
Types of internal communications software
It is important to understand the different types of tools that are available before selecting internal communications software. The most common types of internal communications platforms are listed here:
Collaboration tools
A collaboration application is a good choice if you're looking for internal communication software to do it all. These apps usually have many features such as instant messaging, video conferencing and the sharing of files. Zoom, and Slack are examples of collaboration apps.
Project management platforms
Project management platforms combine collaboration of workforce communication software with the efficiency of a processing tool. Think of apps like monday.com, Trello and Jira. For organizations that have to manage complex processes as well as many teams, this type of software is an excellent option.
Newsletter platforms
A great way to stay connected is to create an internal newsletter. However, it can be time consuming to create an engaging newsletter. This is when the newsletter platforms become relevant. These tools allow you to effortlessly create visually appealing and interactive newsletters.
Company intranets
Intranets provide a central hub where workers are able to access all the information and tools they need in one place. Social feeds, instant messages, safe file sharing and integration with other corporate tools are frequently included in company intranets. Speakup, Jive and Microsoft SharePoint are some of the most widely used intranets.
Employee experience platforms
Perhaps the best option for those who want to create the best experience for their employees throughout the entirety of the employee journey, are employee experience platforms. Tailored to meet the varied needs of modern businesses, these platforms offer a comprehensive suite of tools to enhance employee engagement, productivity, and satisfaction. Speakap, among the examples of employee experience platforms, exemplifies these attributes.
Common features of internal communications software
Internal communications software tools come with a range of features, such as:
- Sharing of company news, updates, and important announcements with all employees or specific groups.
- Instant messaging to allow for quick and more informal comms between employees, or managers and employees.
- Groups (or discussion forums) that are great for promoting knowledge sharing, as well as fostering a sense of community amongst employees.
- File storing, organizing and sharing, ensuring that everyone has access to the documents most important to them.
- Another great feature internal communication software can offer is surveys and polls. This functionality allows to gather direct feedback and opinions from employees first hand.
- An easily searchable database providing information about employees on an organizational level, making it more simple than ever to find and connect with colleagues.
- Insight and data on communication metrics, for example the rate of message opening, number of engagements or time to respond.
- Possibility to have the software branded with the logo and colors of the company.
- Easy integration with other HR systems and tools, such as payrolls etc.
Benefits of using internal communications software
Internal communications software allows for improved communication efficiency
In the first place, internal communications software helps improve communication efficiency and reduces reliance on in person communication by eliminating the need for lengthy email chains, the usage of many tech tools and instead centralizes the experience. Employees can use their preferred device to access information and engage in conversation at any time, anywhere. This flexibility in return increases productivity and ensures timely delivery of important messages to all.
Increased employee engagement and productivity
Second, it gives employees a platform for collaboration, knowledge sharing and recognition which will increase their engagement and productivity. It builds a sense of belonging and allows employees to contribute ideas and feedback, which leads to better motivation and satisfaction in the workforce. Increasing employee engagement results in higher organization performance by 202%. Yes, you read that right 😉
Creates inclusive workplace culture
Finally, it also contributes to the development of a culture of transparency and inclusiveness in the workplace by providing all employees with good information and participation in important decisions. That transparency ensures that employees have confidence and they feel empowered to take responsibility for their work. In fact, research shows that empowerment is important to 70% of employees.
Choosing the right internal communications software for your business
Picking the right software is a bit like selecting the finest ingredients for your culinary masterpiece. It needs to be versatile, able to adapt to the unique taste buds of your organization and overall just taste good all together. Just as a good chef adjusts seasonings, the software should cater to the evolving palate of your business needs.
When selecting internal communications software for your business, here are some factors to consider:
Pick a user friendly platform that doesn't require much training and technical expertise
For all employees, regardless of technical expertise, the software should be intuitive and easy to use. Ask yourself: Is the platform user-friendly and suitable for employees with varying levels of technical expertise?
Make sure that the software is agile enough for your organization's growth and changing communication needs
The platform should be capable of dealing with an increasing number of users and adapting to changing requirements. If it doesn’t scale as you do, then in no time you’ll be where you started - looking for a new internal communications software. Ask yourself the following two questions: (1) Can the software easily adapt to your organization's growth and changing communication needs? (2) Does the platform have the capability to scale and handle an increasing number of users?
Check that the software is capable of integrating with other tools or systems already used, such as HR system
This integration helps to ensure a coherent flow of information across various platforms. Ask yourself: Can the software integrate seamlessly with other tools or systems
Verify that software conforms to industry data security standards
There should be robust security measures in place on the platform to safeguard confidential information. Ask yourself the following two questions: (1) Does the software comply with industry data security standards? (2) Are there robust security measures in place on the platform to protect confidential information?
Select software that allows you to customize the platform according to your organization's branding and communication preferences
A consistent and coherent user experience is ensured through the ability to customize your software. Two questions to consider here: (1) Does the software allow customization to align with your organization's branding and communication preferences? (2)Is it possible to create a consistent and coherent user experience through customization?
Implementing internal communications software in your organization
The following best practices should be considered for ensuring that internal communications software is successfully implemented:
Define clear objectives
Clearly articulate your organization's goals and anticipated outcomes from the use of software. This clarity will ensure the alignment of all stakeholders and their work towards a shared objective.
Involve stakeholders
To ensure that the purchase of products is adopted and approved, consider involving employees from different departments and levels in decision making. This involvement provides a sense of ownership, thus giving rise to an increase in the chances for successful implementation.
Establish a communication & training plan
Develop a comprehensive plan for introducing the software to employees, including training sessions, regular updates, and ongoing support. This plan will ensure that staff are adequately trained and have enough resources to use the software effectively.
Clarify guidelines and policies
In order to guarantee consistent and efficient use of software, it's wise to set up guidelines. In this way, it helps to maintain professional standards and ensures expectations of behavior and communication within the platform.
Monitor and evaluate
Continuously monitor the use and efficiency of software, seek employee's opinions as well as making necessary changes. This monitoring will allow you to identify areas for improvement, while ensuring that the software meets your organization's needs.
Integrating internal communications software with other tools and systems
The efficiency and effectiveness of internal communications software can also be further enhanced by various other integrations with a range of tools and systems. For example, integrating with payroll systems will allow employees to access their payslip information within the same software. Furthermore, the possibility to integrate with availability and scheduling applications empowers staff to have real-time control over their work schedules, reducing scheduling conflicts and enhancing work-life balance.
By leveraging APIs and integrations in areas such as payroll, scheduling, and learning and development, and many more, organizations can create a connected digital ecosystem that improves productivity and efficiency.
Case studies: Successful implementation of internal communications software
It is helpful to look at real world case studies in order to gain a better understanding of the practical application of internal communications software. Here are some examples:
- By implementing internal communications software, Nexeye saw a significant improvement in employee engagement and collaboration. The software enabled streamlined communication across geographically dispersed teams. Employees reported feeling more connected and informed, leading to a more positive work environment.
- With over 60% of their workforce working in the frontline, Phoenix used internal communications software to broadcast HQ standard operational procedures; share concrete plans, and watch how responses from the warehouse teams spark interesting discussions that ultimately help to improve standard processes. This allowed them to gather valuable feedback more often to funnel back to the right stakeholders.
Which internal communications software is right for you?
Maybe you're on the lookout for internal communication software tailored to a global workforce, or perhaps you're on the hunt for top-notch internal communication platforms designed for smaller teams.
Speakap caters to both scenarios, offering a user-friendly, dynamic, and scalable communications platform. If you're in need of new communication software for your business, you know where to find Speakap .