Tools of internal corporate communication - popular internal communication channels

Put very simply, internal communication channels can be of three kinds: paper-based (e.g. a notice board), telephone-based (call/SMS) and digital (e.g. email). Each of these answers the company's communication challenges with greater or lesser success. However, if you want to achieve real results, then you need to know that among the tools of internal corporate communication the digital solutions are the most effective. This does not mean, though, that it makes no difference which digital communication tool you use. That is exactly why I will now present a number of channels, their advantages and disadvantages, so that you can choose the one that suits you best.

What is a corporate communication tool?

A corporate communication tool is usually a piece of software or an app whose job is to 

• connect the company's employees, 
• make information flow between colleagues easier and better, 
• build a reliable knowledge base that is easily accessible for every employee,
• automate repetitive tasks (answering FAQs),
• actively involve employees in the life of the company, 
• support engagement and strengthen the workplace culture/community, and so on.

Depending on how the tools of internal corporate communication have been set up, conversations between employees can take place in several directions.

Vertical internal communication channels

1. Top-down: this usually means that a leader, or one of the members of management, initiates the dialogue with an employee/employees who is/are in a lower position within the corporate hierarchy. Typically with the members of their team.
2. Bottom-up: in this case a lower-ranking employee starts the conversation towards a person above them in the hierarchy.

Horizontal channels

This takes place when all members of the exchange are at the same hierarchy level. So between two leaders of similar rank, or between two manual workers who are not in a superior-subordinate relationship.

Diagonal conversations

It also happens that the participants in internal corporate communication work in different areas and departments, but for the sake of smooth work they still have to consult with one another. In such cross-communication we can likewise speak of 

• vertical dialogue (e.g. an employee working in logistics contacts HR to discuss the number of days off, sick leave, working-time schedules, and so on)
• horizontal dialogue, when, for example, the leaders of two different areas exchange information

A company's internal communication tools are ideal when they can be used across several platforms too.

This is why effective internal corporate communication matters

According to some research

• an average (office) employee spends 28% of their day reading and answering emails
• leaders spend close to 80% of their time on communication every day
• a typical Fortune 500 CEO spends 26% of their day on the phone
• meetings make up 50% of an average senior manager's working day
• employees spend an average of 17 hours a week clarifying and interpreting communications

All of this clearly shows how important a role communication plays in our lives and at the workplace. And yet, for countless companies, creating modern and effective communication is a challenge. Communication where every employee can be informed equally about the company's most important news, regardless of whether they have a company email and device, whether they work in an office, in the factory, or whether they are constantly on the road. This is partly why nearly 85% of employees do not engage in the life of the company, and 74% feel that they are missing out on company news and events. What is more, more than 82% of employees believe that their performance is negatively affected by a lack of information. Creating effective internal corporate communication is therefore essential in order to involve employees, to make them more engaged, and to get the best performance out of them. To this end you need to develop a communication strategy, one significant point of which is choosing the right internal communication channel.

These are the popular internal communication channels

Below I present 15 popular internal communication channels and collaboration tools. I would note in advance that I mention a few advantages and disadvantages of each tool without any claim to completeness. If you would like to get to know the listed applications in more depth, then please visit their own introductory pages.

1. Slack

Its advantages include that it can be integrated with several other applications. In addition, it is relatively easy to customise and allows groups to be created. Its disadvantages include that the initial setup and organising the channels can be a complex task for a less experienced user. Another problem can be that important information gets lost amid the flood of messages, and conversations can be hard to keep track of. Retrieving documents, meanwhile, can be a nightmare for users. Not to mention that this ready-made internal communication software holds up less well in an environment where most employees do manual work or are constantly on the road.

2. Microsoft Teams

Its advantages are particularly useful in an office environment. As a member of the Microsoft family, it can be easily integrated with the Office suite, so sharing and editing documents becomes extremely simple. What is more, it also makes it possible to start video conferences and phone calls. Among its disadvantages it should be mentioned that precisely because it is part of the Office 365 package, it can increase costs, especially if you only need certain functions. In addition, managing individual settings and customisations can be complex and time-consuming. So using this channel is not very ideal for employees doing simpler manual work.

3. Google Workspace (G Suite)

Its advantages definitely include that the application can also be opened from a browser, so there is no need to install it. In addition, it is relatively easy to use, and the documents stored on Google Drive are easy to keep track of, and they can be edited in real time by colleagues, which further supports collaboration. The biggest of its disadvantages is that it can only really be taken advantage of in an office environment. It is not suitable for sending company announcements that affect every employee.

4. Workplace (Facebook)

Among its advantages I would mention first of all that it provides a familiar interface for Meta (Facebook) users. It makes it possible to create groups and share content. The knowledge needed to use it is easy to acquire. Among its disadvantages, however, is the fact that it resembles Facebook too closely. This way the boundaries between workplace and personal communication can easily become blurred. Because of this, not only can conversations become impossible to keep track of after a while, and important documents and information impossible to find, but even the company culture and the relationships between colleagues can suffer from the use of this communication channel.

5. Yammer

Among its advantages I would mention that this internal communication tool already tries to actively involve senior leaders in the communication too. This is a huge step forward compared to the software mentioned so far. After all, they too are an integral part of corporate communication. In addition, this channel also makes it possible to share knowledge and information. Among its disadvantages I would point out that it is hard to tailor to a company's unique needs.

6. Zoom

Among its advantages the good-quality video and audio recording should definitely be highlighted, which is essential for video conferences. However, this does not count for much if the majority of your employees do manual work, since they are unlikely to hold video conferences with one another or with management, let alone with HR about administrative matters. Among its disadvantages I would also mention the limited usage and integration options.

7. Trello

Among its advantages its simplicity should be mentioned, thanks to which its use can be learned intuitively. It uses a card-based system, so individual tasks and the conversation or documentation belonging to them are easy to track. Its disadvantages partly stem from its simplicity. It is not suitable for managing more complex projects, and the information can become impossible to keep track of. What is more, this tool too can really only be beneficial for white-collar workers, especially when they are working on a project.

8. Asana

One of its advantages that should definitely be highlighted is that it makes it possible to automate certain tasks. Document sharing can of course be easily achieved on this channel too. In addition, you can track project deadlines and the responsible people as well. Among its disadvantages I would mention that if you were to use it for more complex projects, it can become rather complicated. Because of this, understanding and learning it can also take longer. Not to mention that this internal corporate communication tool is not the most ideal choice either if the majority of your employees do not perform office tasks.

9. Monday.com

Its advantages definitely include easy customisation and process tracking. In addition, it can be relatively easily integrated with other communication tools. Among its disadvantages I would definitely highlight that if you need to manage a more complex project in it, then the handling becomes harder too. So much so that learning the platform can be a huge challenge for less technically prepared colleagues. 

At the same time, I would also note that this communication channel too can be useful primarily for office colleagues. For geographically scattered colleagues doing manual work, using this communication channel would not mean better access to information or easier work. But the same is true of most of the communication tools already mentioned.

10. Basecamp

Among its advantages I would mention in first place the intuitive use, which makes it possible for even those who have no prior experience with project management tools to use this communication software easily. In addition, the interface also makes it possible to manage documents and communication in one place. Among its disadvantages it should be mentioned that if you were to use it for solving more complicated tasks, you might run into limitations.

11. Flock

Its advantages include the possibility of integration with other applications, as well as support for video calls. Among its disadvantages, the slower performance can cause the most problems. What is more, you have to pay a higher fee for its more complex functions.

12. Workday

Its advantages are reinforced by the fact that this communication channel finally makes it possible not only to carry out project management tasks and to improve communication between teams, but also to handle HR tasks. The secure handling of sensitive data also receives attention. In addition, the built-in analytics help you understand HR processes and company performance. Among its disadvantages I would mention first of all the high costs associated with introducing it, as well as the greater IT and HR resources that this requires. This internal corporate communication tool is quite complex. Configuring it can be extremely demanding, as can learning to use it.

13. Beekeeper

Among its advantages I would highlight the mobile-friendly design first. This makes it possible for employees to use it beyond the office desk too. On top of that, the application helps involve colleagues and strengthen company culture. Among its disadvantages, alongside the higher fee, I would draw attention to the limitations of integration. It is hard to connect with other applications, and even if you succeed, problems and shortcomings can still occur.

14. Staffbase

Among its advantages I would highlight two: like Beekeeper, Staffbase is also mobile-friendly, so it is convenient to use even for those users who are not constantly in front of a computer. Another positive is that it can be fairly easily tailored to the company's unique needs. Its disadvantage, however, is that it can be quite costly, especially if it requires a lot of customisation. What is more, depending on the company's needs, introducing and using it can be rather complicated.

15. Telegram

Among its advantages I would highlight data protection and encryption. It has extremely strong security features. Despite this, it provides fast messaging and is fairly simple to use. Among its disadvantages, however, it should definitely be mentioned that the application was not specifically designed for business purposes. So its business functions are more limited, and integrating it with other systems is not very simple either. What is more, there is often no business support service attached to the application at all, which is why it is not advisable at all to choose this communication tool as an internal corporate communication channel.

This is the good choice among the tools of internal corporate communication

Although the communication tools listed above were presented very briefly and without any claim to completeness, you have surely noticed yourself that most of them are applications related to project management. In other words, they support the kind of internal communication and information flow that is tied to a well-definable project. Accordingly, they are used primarily in an office environment, and using them requires some technical knowledge too. Because of this, most of the listed and otherwise quite popular foreign internal corporate communication tools are unsuitable for use in a blue-collar environment as well. Not to mention that they provide limited support for carrying out HR administrative tasks.

Fortunately, there is an excellent Hungarian alternative

CHEQ is an internal corporate communication channel that not only makes it possible for information to reach all of your colleagues, even blue-collar workers, but can also automate countless HR administrative tasks. And it is so simple to use that even a 6-year-old child can use it. Not to mention that thanks to its 50+ functions, you can easily shape it to your own company's needs. Integrating it with other applications and systems can also be achieved relatively simply. 

What is more, it is an excellent choice even if you employ a lot of foreign workers!

Not only because you can automate repetitive HR tasks with it, but also because through it we can get in touch with foreign colleagues doing manual work too, with whom we could not otherwise communicate because of language barriers. Thanks to the translation system built into CHEQ, however, you only need to write your company announcements, news and so on in Hungarian, and then translate them at the touch of a button into every language that your colleagues speak as their mother tongue.
If you would like to learn more about the CHEQ internal communication tool, then get in touch with us. Request our FREE demo!