The right employee communication software provides a central space for meaningful discussion between team members.
Throughout history, scholars like Aristotle, Plato, and Cicero have studied the art of effective communication. Yet, communication is still a challenge today, especially in the modern workplace. Employee communication is essential to business success—workers must understand how their role fits into the larger picture and collaborate with their peers and managers to complete relevant tasks and workflows.
But all too often, miscommunication happens. Perhaps someone wasn't included in an important email, a message was lost in translation, or the message recipient didn't understand the technical jargon included.
Communication is a crucial skill that can be improved when supported by the right tools. This guide describes everything you need to know about employee communication software, including its benefits, challenges, and how to select the best platform for your needs.
What is employee communication software?
Employee communication software offers a central digital space for collaboration throughout a company. The software can either be dedicated entirely to communication, or offer collaboration features as part of an all-in-one HR or project management suite. In either case, the communication platform acts as a source of truth for workers to access and learn from as part of their roles.
Here are some of the types of communication exchanges that occur with this type of software:
- Peer to peer: Colleagues may send formal or informal messages to request or provide updates or simply check in with each other to strengthen their team bonds
- Manager and direct report: Supervisors may provide feedback or answer clarifying questions posed by their employees.
- Team: Groups of two or more individuals who work together on a common project can post updates to ensure visibility
- Company-wide: Leaders can keep employees informed about important news and updates, encompassing topics like company culture, success metrics, or important initiatives.
What are the benefits of using employee communication software?
When employees are well connected to each other and the overall company, expect the following benefits:
Improved productivity and efficiency
Typically, employees spend around 20 hours each week accessing numerous digital tools, including project management systems, Google applications, direct messaging apps, and video calls. Besides the high volume of login details required to access all these systems, the problem with this approach is information easily gets lost, causing knowledge silos.
For companies that haven’t yet adopted digital communication platforms, email is no better. The Wall Street Journal reports that employees spend up to two days per week conducting email conversations or meetings.
Employee communication software consolidates conversations in one place, making it easier for workers and their team members to find the information that matters in just a few clicks. With communication features like real-time messaging and document sharing, they can quickly receive answers to their questions without the need for lengthy email threads or conversations.
Enhanced collaboration and teamwork
Communication software allows employees to connect easily, whether part of the same team or cross-functionally with another department. Effective communication systems enable you to set project updates, statuses, and priorities to easily track who's working on what to reduce the possibility of duplicating any work.
Example: Marketing and sales team members can align on campaign updates and feedback to speed up the iteration process.
Better employee engagement and morale
When managers use communication channels, they can provide regular feedback and praise, making celebrating team and individual wins easier. They might send a private message of thanks or post a public shoutout on a shared team or company-wide channel.
But communication isn't just about waiting to receive recognition; employees also feel empowered to use the software to share their thoughts and ideas, participate in polls, or provide feedback to their peers and superiors.
In either case, employee mental health improves as workers feel valued for their contributions and connected to its culture.
Increased transparency and trust
Centralized communication eradicates any feeling of secrecy or hidden agendas in the workplace. When employees are kept regularly informed about important company updates, they feel trusted and involved as a key part of its future success. This also contributes to a culture of transparency and encourages open communication between managers and their teams.
Flexibility for remote and hybrid teams
Remote and hybrid work is flexible, inclusive, and great for work-life balance. But it poses some communication challenges for companies and their people. Buffer’s State of Remote Work report finds that 50% of remote collaboration happens via messaging apps, 22%by email, and 19% by meetings.
Beyond communication methods, remote and hybrid workers also express different preferences about when they like to collaborate with each other:
- 37% prefer to work entirely or mostly asynchronously
- 36% are happy with a split of asynchronous and synchronous work
- 27% want to collaborate entirely or mostly synchronous
Whatever your preferences, employee communication software gives you options. If you need to resolve a problem on the spot, then direct messaging apps give you the space to do that. Alternatively, if you need to post a project update for your remote team member to pick up when they log on 10 hours later, that’s possible, too.
Bridge the gap for frontline workers
Frontline workers are often thought of as unsung heroes, working in the trenches but typically not receiving the attention they deserve from their employees. However, because their work is so essential to operations and organizational success, it’s of the utmost importance to ensure they’re engaged in their jobs and that their needs are well addressed.
Do you have the opportunity to optimize the delivery of important organizational news, timely updates, and other notifications or announcements for employees who aren’t usually working from a computer?
The right employee communication software would not only replace outdated breakroom bulletin boards and lengthy email chains but would also allow you to remove any language barriers within your communications. By delivering schedules, important updates, safety requirements, and more directly to each worker’s device in real-time, you can significantly enhance the communication experience for your frontline team and allow them to confidently focus on their tasks.
5 types of employee communication software
Here are some of the different types of employee communication systems you may come across during your vendor research process:
Internal messaging platforms
Direct messaging is one of the first types of communication that springs to mind when investing in this type of software. The ability to send private messages to a colleague or set up group chats or channels for wider discussions is an important aspect of any communication strategy.
Collaboration tools
In a similar vein, team members can use this type of software as a dedicated workspace for project collaboration. Some communication software includes whiteboard and brainstorming features, while file sharing and document co-editing are also common staples, enabling multiple collaborators to come together.
Intranet and company portals
The right platform will house essential communication your employees need to access or send important announcements they need eyes on. For example, HR teams may use the platform as an internal wiki to remind employees about open enrollment season or to store their remote work policy.
Employee engagement tools
Communication is more than pushing messages out; it's also about understanding how well your intended audience receives and engages with your message. Employee engagement tools include the capability to send out surveys, newsletters, and email series and then measure response rates. Additionally, these tools may help you track trends and employee sentiment toward their experiences at work.
All-in-one platforms
A comprehensive platform doesn't force you to choose a single focus area. Instead, it encompasses multiple types of communication, which in turn eliminates the need to integrate with numerous other tools. Your employees will use a single sign-on and access all the information they need to execute their tasks, collaborate with their team members, and stay updated with company news.
What are the core features of communication software?
As you research communication tools, you’ll notice some common features. These include:
- Messaging and chat: Real-time messaging keeps employees connected instantly, with organized channels ensuring focused discussions and easy access to information on specific projects or topics.
- Content sharing: A centralized file repository with version control and permissions makes it easy for teams to access the latest documents securely, avoiding confusion and redundant searches.
- Task and project management: Built-in to-do lists and visual boards help teams track responsibilities and deadlines. Automated reminders sent by email or DM ensure projects stay on course.
- News sharing and announcements: A dedicated company news feed keeps employees informed of essential updates and announcements, while custom notifications ensure the right people receive timely information without unnecessary noise.
- Surveys, polls, and feedback mechanisms: Quick surveys and feedback options provide immediate insights into employee sentiment, fostering a responsive workplace culture based on real-time input.
- Analytics and reporting: Engagement tracking and sentiment analysis provide data-driven insights, allowing organizations to optimize communication strategies and adapt to employees’ needs.
How to choose the right employee communication software
If you search a vendor comparison site like G2, you’ll find 500+ different employee communication software options available. So, how do you narrow down the sea of options to a shortlist of tools best for your needs? Follow these steps:
1. Assess your organization’s needs
Every organization arrives at the discovery stage of the buying process in a different state. Some will already be using a communication platform they're not satisfied with; others will be attempting internal comms using a combination of different products that aren't really working.
Begin by assessing your organization's needs and drawing up a list of must-have features. For example, if your goal is to improve your company culture, you might consider using software equipped to support employee resource groups.
Zoom in on the details that matter by considering:
- Your current communication pain points
- The size of your organization and the number of employees who will use the platform
- The frequency of communication and the types of messages or content you need to send
2. Consider usability and accessibility
Assess how easy it is to use your potential communication tool both from an admin and user perspective. The platform should offer an intuitive, familiar interface so your employees don’t need to go through intensive training to pick up a new tool. It should also be fully accessible and equipped with language translation capabilities to ensure inclusivity for your user base.
The most revealing ways to learn about a platform include:
- Taking a free trial of the software (or at least watching a product demo if that’s not possible)
- Reading honest user reviews from a third-party site like G2 or Capterra
- Consulting case studies from companies like yours, in terms of size and industry, who have used the comms tool to solve their pain points
- Contacting some of these companies directly to learn more about their experiences
3. Check related integrations
Consider the current lineup of tools in your tech stack and determine if the communication tool you’re considering integrates with them. For example, you may wish to sync your new tool with some of the following types of software: HR, project management, CRM, or social media management tools.
If your software doesn't offer native integrations, explore whether you can use a tool like Zapier or Make to connect the dots.
4. Assess scalability potential
It's hard to predict the future, but choosing employee communication software that will grow with your organization is essential.
For example, a startup may opt for a tool aimed at small teams. But as it achieves success, the company quickly needs a solution suitable for an enterprise organization.
As you research tools, ask:
- Does the platform have a maximum number of users and messages?
- What happens if we reach these limits?
- Can the platform be customized to fit our organization’s changing needs over time?
- Is it possible to split the organization into separate groups with different messaging and sharing permissions?
- Does the pricing scale with our growth?
5. Understand customization options
Find a communication tool you can tailor to fit your specific needs rather than forcing you to adapt to its limitations. You might be interested in some of the following customization options:
- Custom branding options for internal communication streams
- The ability to create and share custom templates for announcements
- Flexible user permissions and access controls based on roles and responsibilities within the organization
- Customizable notification settings for individuals or groups
6. Select your pricing structure
Price will undoubtedly be a huge element of your decision-making process, often requiring approval from key stakeholders in your organization. Based on your maximum budget, consider which of the following pricing models best suits your needs:
- Monthly or annual subscription fees
- Per-user or per-seat pricing models
- A one-time payment for a lifetime license
- Free forever versions with limited features
- Custom pricing options for enterprise organizations
Be sure also to factor in any additional costs, such as setup fees or training costs, when comparing options.
7. Conduct vendor research
Finally, even though a product seems to hit the mark, don't forget to research the company behind the product. After all, you'll deal with their customer support team during setup and post-implementation. Investigate things like:
- The company’s track record and reputation in the industry
- The level of customer support provided, both during onboarding and for ongoing maintenance
- Any certifications or awards they’ve received that reflect their commitment to quality and customer satisfaction
- Whether they have a dedicated team focused on product updates and improvements based on user feedback
Overcome common employee communication software implementation challenges
After you’ve chosen your new tool, it’s normal to come up against some roadblocks. Here’s what to watch out for and how to overcome them:
Address potential resistance
Don't be surprised if some of your colleagues and employees don't share your enthusiasm for adopting yet another tool.
According to PoliteMail’s 2023 State of Corporate Communications, 54% of employees suffer from information overload and may feel threatened by the prospect of adding yet another piece of software to their toolkit. What if they don’t understand how to use it or don’t see any issues with their existing communication workflow?
Take the time to educate your users on the benefits of adopting the new software. As a best practice, host workshops and Q&A sessions or provide a point of contact so your employees can always reach out with any pressing issues.
Offer ample employee training
As an extension of the step above, ensure you offer adequate training to your users. They shouldn’t just understand how to operate the tool in a general sense but how to use it in their specific roles.
The vendor may offer customized onboarding training using your data sets. If not, consider creating relevant training documentation with screenshots and examples that illustrate how they should use the new tool to communicate.
Remain compliant
Like any other piece of software, you’ll need to feed it data so it can slide seamlessly into your workflow. This could include:
- Employee data such as their name, email address, phone number, branch, manager name, or performance scores
- Customer information, such as lead and prospect details
- Imported data such as emails or direct messaging chat histories, depending on the integrations you’ve set up
In all cases, check that you're compliant with your industry's relevant regulations and jurisdiction. Always consult a compliance professional to ensure you remain in line with the red tape.
Boost employee communication with UKG Talk
UKG believes real-time collaboration is essential to the employee experience. That's why we've developedUKG Talk to connect and engage your people in timely communication.
UKG Talk allows you to:
Build an inclusive culture: Create employee groups based on teams, interests, and hobbies to knit tighter bonds between them
- Give people a voice: Gather crucial feedback, listen, then take action
- Gain actionable insights: Measure communication impact and engagement with key metrics to help guide communication strategies based on effectiveness, trending content, and top contributors.
- Use multiple communication methods: Send out company-wide announcements and set up direct messaging or group chats according to your needs.
Ready to benefit from effective communication in your organization? Take a product tour of UKG Talk today.
