Internal communication tools have become a staple in every business, as they drive better productivity and communication among employees. But how do you know which tool is the right one for your specific needs? 

Each day we stray further away from the time when you had to walk down to a coworker’s office to ask them something. Nowadays, you simply jump on a call with them or send them a message to their DMs, no matter where they are. 

But how do you know which is the best business communication software for your current needs? Especially now that the market for communication software is shifting to cloud-based software and is expected to reach $3.1 billion by 2030.

Translation: more and more communication software will appear on the market, making your choice harder.

Fret not; this is what this guide is for. 

Here, you’ll discover what business communication software is, its benefits, the top 12 options, and how to choose the right tool. 

Disclaimer: This blog post was last updated on June 6th, 2024.

What is Business Communication Software?

Business communication software refers to a platform or mobile application that enables external and internal communication between the employees of a company. 

In a nutshell, the tool (whether it’s a messaging app or a video conferencing platform) helps your workers send messages to their team members and engage in video calls online, without meeting in person. 

This allows employees to brainstorm ideas and exchange feedback easily, saving them time by letting them reach out instantly to colleagues. In addition, plenty of internal communication tools have project management and file-sharing functionalities that make it easier for people to collaborate. 

These solutions are ideal for remote or hybrid teams and especially useful for asynchronous communication. 

When searching for the best option for your business, which features should you keep an eye on? 

Well, let’s find out! 

What Features to Look For In Company Communication Software

Company communication software comes with plenty of features that might sound useful on paper, but does your business really need them? 

In our expert opinion, we think that the right communication tool should have these capabilities: 

• Screen-sharing: This is a great feature for explaining your points and showing what you’ve been working on to your clients. Instead of them trying to make sense of what you’re saying, you can show them the data with a single push of a button, enabling real-time collaboration. 
• Messaging: There are plenty of people who love messaging instead of phone calls, as it’s easier to send a message than try to reach someone who’s busy. A good communication tool has direct messaging, private and group chat, open forums, and threads where you can discuss anything. Most software programs even let you upload and share files. 
• Video calling: Video chat is highly useful for remote teams that don’t meet face-to-face, but also for meeting clients from different parts of the world. Make sure to choose a tool with high-quality video calls, as you don’t want to end up with a grainy and low-quality feed. 
• Notifications and alerts: Another important feature is the tool’s ability to notify you whenever someone makes a change or whenever you get a message, of course. In addition, the tool should let you update your preferences (e.g., how often you want to receive notifications), so you minimize the chatter and only focus on what matters to you. 

Don’t forget about integrations — they’re vital for streamlining your workflows and making it easier to search for information and share files across your company.

With that being said, let’s look at some of the best business communication software around. 

What are Some of the Best Business Communication Software Tools?

This is where it gets interesting. According to a study, digital communication is an essential part of many workers’ typical day. More than half of them (56%) use video for their communication, while 55% use audio. 

The question is, which business communication tools do they actually use? 

We’ve scoured the internet high and wide to find an answer. Here’s the full list of tools we found: 

1. Guru — Best intranet platform for knowledge management and enterprise AI search. 
2. Microsoft Teams — Best video conferencing tool for Office365. 
3. Slack — Best team chat and messaging software for asynchronous communication. 
4. Trello — Best project management tool with multiple viewing options. 
5. Dropbox — Best cloud storage solution for sharing and keeping files and photos safe. 
6. Zoom — Best video conferencing tool for all team communication needs. 
7. Monday.com — Best collaboration platform for building workflows. 
8. Microsoft SharePoint — Best web-based collaborative platform that integrates with Microsoft 365.
9. Loom — Best free screen recorder and screen capture for easy sharing.  
10. Miro — Best visual workspace for managing projects, brainstorming, and designing products. 
11. Notion — Best connected workspace for your docs, wikis, and projects. 
12. Asana — Best work management platform for taking care of projects and tasks online. 

Don’t worry, we won’t leave you craving for more. 

In the following paragraphs, we’ll go through each tool and describe it, from what it does to key features and use cases. 

1. Guru

Guru is a knowledge-base management and AI-powered enterprise search tool, able to streamline workflows without constantly switching between apps. 

With this intranet tool, you can create a home base for your team members, allowing them to get instant answers to all their queries. Guru connects your apps, docs, and chats in a single trusted source of truth, which your whole company can use. 

Why is this super helpful for you? 

Because your teammates will stop context-switching whenever they need to look for client data, for example. Guru will keep people in their workflows easily by seamlessly integrating with the business’s existing tools. 

What you get from partnering with Guru is an AI-powered centralized base for your team, enabling smarter collaboration and sharing. 

“The most helpful [thing] about Guru is that all approved resource materials are housed in 1 place, one library for work resources. The upside to Guru is that I can favorite and follow the relevant collections of my department and stay up-to-date on any additions or changes…” 

Did we make you curious about Guru? Find out more by checking out this on-demand demo video. 

Top features

• Customizable dashboard: Each employee can personalize their dashboard with the announcements relevant to them to give them a branded experience. 
• AI-powered content suggestions: As the employees work, Guru’s advanced AI offers useful information based on the project they’re currently invested in. 
• HRIS sync: To ensure employee information is consistent across the board, use Guru’s HRIS sync to import your data in a single place. 

Use cases

Guru is for teams of all sizes in industries like retail, healthcare, marketing, IT services, etc. 

2. Microsoft Teams

Microsoft Teams, a well-known video conferencing, chat-based workspace, is perfect for helping people collaborate in real time on different projects. 

It has the necessary tools for bringing people together, such as file sharing, business messaging, and even emojis. 

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There’s much you can do with Microsoft Teams. You have online meetings, a feature that helps your team members work from anywhere, communicate face-to-face, and enable a flexible, hybrid workplace. 

With features like PowerPoint Live, Microsoft Whiteboard, and AI-generated meeting notes, it’s easier to achieve more together,

If you’re not a big fan of video calls, you can always just jump on a regular phone call. MS Teams has features like group calling, voicemail, and call transfers that make communicating across devices easier. 

“Group creation, internal team discussion, private conversations, sharing of content, and keeping track of it is an absolute treat. MS Teams is also [a] treat to use, it is extremely easy and user-friendly.” 

Top features

• Instant messaging: With MS Teams, you can message a team member directly or hop on a call with them on a whim, making it an ideal solution for remote teams. 
• Merge calls: Let’s say you’ve started a call with a team member, but you need clarification on something from another colleague. With MS Teams, it’s easy to bring someone over with the merge function. 
• Virtual events: Do you want to host secure web conferences and webinars? MS Teams can make it happen easily, as it can host up to 1,000 attendees. 

Use cases

MS Teams is suitable for remote businesses in plenty of industries, such as education, healthcare, retail, and manufacturing. 

The best part of this tool is that it integrates with Guru, allowing employees to find anything they’re looking for easily. See how the two work together here. 

3. Slack

Everyone’s heard of Slack before; if you haven’t, you’re slacking. 

It’s a popular team chat and messaging platform that connects you with the tools and members you work with every day. 

No matter where you are, you can message people in a group chat or direct messages and get on calls with them, making Slack a perfect option for asynchronous communication. 

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Slack mostly works through channels. You can create separate channels for every topic, project, or team, whether that’s for welcoming new employees or for sharing memes.

This way, you keep your work organized, streamline your workflows, and enable effective communication, making it easier to keep track of progress and stay on top of updates. 

Plus, Slack has ‘huddles’ (its term for video meetings) which allow you to instantly connect over audio or video with peers for live collaboration. 

“Being able to quickly reach out to team members, organize discussions, and share fun moments like GIFs and memes can definitely enhance teamwork and make the work environment more enjoyable.” 

Top features

• Workflow builders: With Slack, it’s easy to transform daily, mundane tasks into automated workflows without needing technical skills. 
• File sharing: Slack has collaborative file and document sharing that allows you to add context to the conversations from anywhere. 
• Knowledge sharing: Every team member can easily access the shared knowledge, making your business work smarter and faster. 

Use cases

Slack is for teams of all sizes and every department, like engineering, IT, sales, and marketing. 

Make your knowledge more accessible to your teammates, no matter where you’re working, with Guru + Slack. 

4. Trello

Trello — a project management tool — makes it easier for teams of all sizes to create, view, and manage projects and keep everything in one place. 

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Trello’s main focus is on improving your productivity. As such, it’s an intuitive, simple, and flexible collaboration tool with boards, lists, and cards that allow you to get a clear picture of who’s doing what. 

By getting clearer visibility into what happens with a project during different stages, you’ll organize your work better. You’ll never miss a deadline again and you’ll keep your team members on the same page. 

Moreover, Trello has meetings, which empowers your team members to be more productive and efficient. 

“Trello is ideal for job management and tracking project progress. [...] Very simple to use and integrate with other third-party applications.” 

Top features

• Templates: For more streamlined project management, you can use one of Trello’s tried-and-tested templates that you can customize in no time. 
• Views: Trello offers multiple viewing options for your projects, varying from boards, timelines, calendars, dashboards, maps, and workspaces. 
• Automation: Trello employs no-code automation that helps you craft rules, buttons, and commands for every action. 

Use cases

Trello has plenty of use cases, from onboarding new employees to acting as a resource hub to brainstorming. 

If you want to streamline your knowledge management (without constantly switching apps) and keep track of your project’s progress, you know what to do. 

Integrate Guru with Trello for a whole new experience in efficiency.

5. Dropbox

Dropbox is a secure cloud storage for personal use and organizations of all sizes. Here, anyone can store their files and keep them in one place, making work more efficient and allowing teams to stay in sync on projects. 

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Dropbox makes it easy to organize your files and photos. You and whoever you give permission to can access the storage wherever and whenever you need, whether that’s on mobile, web, or desktop. 

As long as you have an Internet connection, you’re good to go. 

How do you share files on Dropbox, you might ask? Well, it’s actually rather simple. With just a link, you can share files and photos, no matter how big or small the document is. You can even edit PDFs or use video tools to create an efficient feedback and approval process. 

“Dropbox is user-friendly because of its interface and straightforward functionality. Uploading, downloading, and managing files can be a piece of cake for anyone using it.” 

Top features

• Dropbox Dash: While it’s still in beta, this functionality helps you organize, find, and share files in one place. And use an AI search tool to look for key info easily. 
• Mobile app: This collaboration platform is ideal for those constantly on the move, as it allows you to access Dropbox from anywhere. It’s available for both iOS and Android.  
• Dropbox Replay: Dropbox lets you review and approve videos or other creative projects faster, allowing your team to collaborate on different projects in one tool. 

Use cases

Dropbox is suitable for sales, marketing, HR, and IT departments in plenty of industries like construction, technology, education, etc. 

Want to improve your productivity workflows and find the answers you need faster? Then, integrate Dropbox with Guru and experience a new world of innovation. 

6. Zoom

Zoom is a popular video conferencing tool for every team’s communication needs. In one platform, you have collaboration features like meetings, team chat, mail and calendar, and a scheduler — all to help you increase employee engagement and productivity. 

Zoom is widely used for its video conferencing tools, a good way to boost employee communication and improve meeting outcomes. With this tool, you can collaborate with peers across different devices and locations, as well as share your screen and write on whiteboards. 

But that’s not all Zoom offers. 

This solution also has integrated instant messaging, which lets you connect your teams and make work more efficient. 

“Zoom is still new for a lot of people, but it has adapted the features [that are] needed to make a meeting [great]. One of the best features of Zoom is it works great with low Internet bandwidth as well.” 

Top features

• Zoom Mail: Do you often have a busy schedule and don’t know how to keep track of your meetings? With Zoom Mail and Calendar, you can bring your important communication together in one place. 
• Zoom Scheduler: Book appointments easily with this feature, which saves you time and headaches when handling multiple requests. 
• Zoom Docs: Zoom has a modular, AI-powered workspace that you can use for effective hybrid collaboration. It’s a place where you can share information easily, in real-time. 

Use cases

Zoom is a tool for small and midsize businesses, but also for enterprises in different industries, including government, healthcare, manufacturing, and retail. 

Bring your collective knowledge directly to Zoom by using Guru. It’s going to revolutionize the way you collaborate with your teams and enable better overall efficiency. 

7. Monday.com

The name of this tool might put you off at first, but it’s actually a pretty good solution for running every aspect of your work, from project management to resource allocation. 

When you use Monday.com, it’s like playing with Lego. You have easy-to-use building blocks like integrations and automations to build your workflow. 

It’s a flexible tool, giving you everything you need to customize the project however you see fit, tailored to your use case and company size. Plus, it scales with your business so you’ll never fall behind your competition.  

“I’ve used it for about 5 – 6 years now and it has saved so much time and taken care of a lot of the manual admin processes. The automation is really flexible, and the ability to capture new requests via their forms [...] is such a timesaver.” 

Top features

• Task management: This tool lets you assign ownership, set deadlines, and manage tasks easily, with plenty of viewing options like kanban, Gantt charts, and dashboards.  
• Project management: Monday.com is all about managing projects and ensuring your team completes them on time. With this efficient platform, it’s easy to set goals and navigate projects from beginning to end. 
• Resource management: Every project needs careful resource allocation; Monday.com ensures resources go to the right place to maximize efficiency. 

Use cases

Monday.com is for marketing, sales, product development, and HR teams, no matter the size and industry. 

Bring your resources to Monday.com by integrating it with Guru. You’ll enable better collaboration and your teams will be happier when they get what they want at their fingertips. 

8. Microsoft SharePoint

Microsoft SharePoint is a collaboration platform that streamlines teamwork by allowing companies to share files easily and securely. 

It’s a place where you can collaborate, communicate, sync, and control your content, allowing you to share files, data, news, and resources across the company, on any device. 

Moreover, this business communication software allows you to customize the services for all your business needs, so you’ll only see what truly matters to you.

Microsoft SharePoint is a cloud-based tool, so, instead of having to install it on-site, you can subscribe to Microsoft 365 or the standalone service. 

“The most helpful thing about Microsoft SharePoint is that you have access to all work-related files in one place! You can access it from different computers, phones, or tablets and the information is always there.” 

Top features

• Intranet pages: By using custom metadata, SharePoint can organize and target content more effectively, which means it’ll reach your target audience faster. 
• File management: SharePoint was designed to manage files, and that’s what it does best by allowing you to share them easily. You have multiple permission levels that keep your docs safe and secure. 
• Content creation: This tool doesn’t only manage your files, but also helps you create different types of news, announcements, and branded pages. 

Use cases

Microsoft SharePoint is suitable for businesses of all sizes from different industries. 

And SharePoint integrates with Guru! By using the two, you’ll streamline your workflows and get the knowledge you need whenever you need it most without hassle. 

9. Loom

Contrary to popular belief, Loom is not a device to weave cloth and tapestry, but a free screen recorder for PC or Mac. It’s a highly useful communication platform for async work. 

It’s super easy to use. With a single button, you can record your screen and camera using Loom’s Chrome extension, desktop, or mobile app. 

Moreover, it’s simple to get that perfect take and edit the video. Instead of recording the vid from scratch, you can rewind and trim unnecessary words or the annoying background noise. 

“It is very easy to use. Loom has helped take our processes to an entirely new level. I don’t know what I would do without Loom because without it I wouldn’t be nearly as productive.” 

Top features

• Loom AI: Loom’s new AI workflows help you write documents or send a message easily; it even transforms your videos into text. 
• Comments and feedback: If you want to show appreciation, you can easily add emojis, comments, and tasks directly in the video message. 
• Transcripts: Language is not a barrier for Loom. It allows you to get your point across faster using captions and transcripts in over 50 languages. 

Use cases

Loom is free for anyone who wants to use it. It’s highly useful for marketing, sales, engineering, and design teams. 

Want to make better videos? Then integrate Guru with Loom and get instant answers to all your questions without switching apps anymore. 

10. Miro

Miro offers a visual workspace and collaboration tool where teams of all sizes can brainstorm new ideas, bring them to life, and build innovative solutions together. 

Since it’s a visual workspace, it’s easier to see your ideas with mind mapping, retrospectives, and technical diagramming. Plus, whenever you look at the whiteboard, you can see your collaborators moving around as cursors with their names attached to them. 

This way, you can see who contributed with an idea or who left feedback on something. 

“Miro is a powerful visualization tool to use when trying to engage with your stakeholders via online meetings. It was easy to use and [...] stakeholders are amazed how engaging and visual an online discussion [can] be.” 

Top features

• Workshops: With Miro, you can create workshops and presentations that give your team a boost of energy by making them a part of the presentation. 
• Project management: Miro makes your projects easier to visualize, as you can see the relationships between tasks through kanbans, cards, and flowcharts. 
• Diagramming: Miro’s powerful diagrams help teammates build their next projects together, while also understanding what’s happening. 

Use cases

Miro is ideal for plenty of teams, including engineering, IT teams, UX design, marketing, sales, etc. 

To make your projects easier to follow, integrate Miro with Guru. Together, you’ll gain the power and control to bring your knowledge wherever you go, enabling better collaboration. 

11. Notion

If you have no notion of which communication software to choose, maybe this one will tickle your fancy. Notion is a connected workspace that allows teams to create wikis, docs, and projects, but also take notes and manage tasks. 

In a nutshell, Notion organizes your work from a single centralized place. 

Now, Notion is also powered by artificial intelligence, which means you’ll get an AI assistant that helps you get answers in seconds, auto-fill tables when something is unclear, and write better. 

“Notion is a very powerful note-taking application with sooo many awesome features. Basics of note-taking and page creation are intuitive. It’s the advanced features that take more time to master.” 

Top features

• Note-taking: Notion makes it simple to take meeting notes that allow you to get your team members all on the same page. 
• Wiki: Tired of disorganized spaces? Notion centralizes all your knowledge, from brand guidelines to best practices, in a single space. 
• Project management: With Notion, you can easily manage your projects from start to finish, minimizing the context switch. 

Use cases

Notion is a solution for enterprises, small businesses, and for personal use. 

Get the answers you seek in seconds by integrating Notion with Guru. Through the combined power of both, you can streamline your business operations and make it easier to organize your work. 

12. Asana

Last on our list, but certainly worth your time and attention, is Asana, a work management tool teams can use to streamline projects and tasks online. 

From daily tasks to strategic initiatives, Asana is the perfect tool for moving with your projects faster, bringing clarity to your tasks, and accomplishing your goals. 

It’s a scalable and flexible solution with quality features like project views, status updates, custom fields, reporting dashboards, and more. 

“Asana is so easy to use — you can jump right in and have a really organized to-do list or project with very little effort.”

Top features

• Time tracking: How much are you spending time on your work? If you don’t know, Asana can help you cut out the guesswork and measure exactly how long a task takes. 
• Status updates: Asana has time-saving automations that allow you to see your progress, but also get reminders when something is changed or done. 
• Reporting dashboards: Stay on top of things by visualizing your data in real time. Create dashboards and reports with just a few clicks to find new opportunities or blockers. 

Use cases

Asana is suitable for teams in operations, marketing, and IT. 

Curious to know if Asana integrates with Guru? Here’s your answer: it does! See how the two work together to bring you a new level of productivity and innovation here.

What are the Benefits of Using Communication Software for Business?

Communication is vital for any business that wants to improve the overall efficiency of its teams and save time usually wasted on reaching out to someone with a simple question. 

Plus, many workers nowadays spend their days in front of a screen. Sixteen percent of people spend 21 to 25 hours per week on communication apps; around five hours per day on average.

But what exactly are the advantages of communication software? Let’s see: 

• Builds trust: You know how challenging it is to keep everyone on the same page when it comes to a project. Your web developer knows the project is in this state, while your content writer thinks it’s done. By constantly communicating with one another, team members always know what’s what, which also allows them to bond and build trust. 
• Increases productivity: When people feel heard, appreciated, and cared for (and they thrive in a welcoming community) they’ll be happier. Happier employees will work harder and be more productive. So, communication platforms make connecting with others easy and alleviate the sense of isolation. 
• Improves retention rates: Employee engagement and retention is vital for maintaining a healthy workplace culture. People who actively chat with one another become more engaged with the company and will feel more compelled to stay with that company instead of moving on. 
• Reduces misunderstandings: How many times have you misunderstood something and it led to a very costly mistake? Probably not that often, but often enough to understand the value of proper communication. With a good communication platform, you can avoid creating work silos and decrease confusion and frustration. 
• Nurtures honest communication: It’s hard to tell someone the truth and offer honest feedback when you don’t trust the other person. This reluctance can happen because you have few conversations with your employees and they don’t feel like telling you what’s wrong. Regular meetings and reaching out to peers often will make people open up more and feel comfortable in sharing their thoughts. 

Alright, the benefits sound very nice. But how do you choose the right tool that can enable all these advantages? 

How to Choose the Best Communication Software for Your Business Needs

How do you pick the right communication software for your specific needs and preferences? Easy! When choosing the tool, look at the following criteria: 

• User-friendly interface: Your team might have non-technical users who don’t know how to use certain software. If the communication platform you choose is hard to learn, then avoid it. Instead, choose an intuitive tool, so it’s easier for members to communicate what they need. 
• Integrations: Your chosen communication platform should integrate with your existing tools, so you don’t constantly switch between apps when you want to ask something. Plus, it ensures a cohesive workflow that saves time and reduces mistakes. 
• Usability: In essence, your tool should be easy to use, as you want your employees to actually use it to communicate. That’s why it should have features (like the ones discussed earlier) that make it simple to get your point across. Moreover, choose a tool that has tutorials and training guides to teach employees to use the solution properly. 
• Pricing: Not gonna lie, some business communication tools are pricey and, even if some are free, they might not offer all the capabilities you need to streamline your operations. Look for tools that fit your budget and needs; most have monthly plans that are very affordable for all kinds of businesses. 
• Data security and compliance: Communicating might be beneficial for your business, but it does come with security risks if sensitive data is involved. Make sure the tool of your choice has robust security features like end-to-end encryption and compliance with industry standards (GDPR, HIPAA, etc.). 
• Scalability and flexibility: This is very important as it can make or break your business. The communication software of your choice should scale as your business grows (and it will inevitably grow). If it can’t handle your evolving needs or let you add and remove features as needed, then it’s not the one. 

We’re not done yet — there are many different business communication platforms for different use cases, such as internal communications, video conferencing, project management, instant messaging, document storage, and modern intranet. 

Now we’re done! 

The Bottom Line

Have we made it easier for you to choose the best business communication software for your specific needs? We hope so — this guide has all the tips and knowledge you need to finally make a decision. 

If you’ve already set your eyes on a tool and it is Guru, you’re in luck. Sign up today for Guru and discover a new way to achieve efficiency. 

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