The top business communication tools that you already have
The right tools can make or break your team’s success. Discover the 10 essential workplace communication tools (that you probably already own) and how to use them to boost productivity.
Gone are the days when the “workplace” was just a building where people sat side-by-side. In today’s digital world, work happens anywhere – in a home office, at the coffee shop, or on the factory floor.
Because of this shift, you have a greater need than ever for effective communication tools. You likely already have the technology you need to help your employees work better together. You just might not be realizing its full potential.
In this article, we’ll break down the 10 business communication tools you’re probably already using, and show you how to get the most out of them.
The importance of business communication software
The right tools do more than just send messages; they also drive performance.
In our 2025 report, we found that:
- 82% of employees said that consistent communication is an important part of hitting their goals and feeling connected to their team.
- 69% said that their organization delivers inconsistent messaging across different comms channels.
- Employees ranked “better communication” as the top vector for improving their remote work experience.
The need for better workplace communication tools is clearly there.
Fortunately, your company probably already owns many of the business tools you need to help your employees work better together. Ready to encourage more adoption and usage? Start by educating your team on the powerful tools that are already at their fingertips.
What business communication tools are being used today?
From instant messaging to intranets, you’re probably already familiar with the common tools of the trade. But are you actually using them effectively?
The answer is yes…sort of. A Gallagher report found that while digital channels have exploded, many organizations are just creating noise, and they’re struggling to integrate those tools into a clear framework.
But that’s not what employees are looking for. All they want is easy-to-learn communication software that feels natural to use.
3 business benefits of workplace communication tools
When you successfully engage and connect employees with the right tools, you wind up with both more productive employees and a tangible competitive advantage.
Here are three key benefits of getting it right:
- Increased productivity: When employees feel connected and engaged, it leads to 18% more productivity, 23% more profitability, and 51% less turnover, according to Gallup.
- Improved security: In the absence of company-approved software, shadow IT – or the quiet use of unsanctioned tools – takes its place. These tools might be easier for employees to use, but critical information becomes siloed and insecure.
- Create one version of truth: Multiple versions of documents can result in mistakes and lost productivity. Using a shared document management system ensures that everyone has easy access to files, putting every employee on the same page.
10 best workplace communication tools (that you probably already have)
We can agree that good business communication tools are important. Now let’s look at the 10 essential tools that you can expand to improve collaboration and performance in your workplace.
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Video and web conferencing
It’s about real connections, not just meetings. Seeing a colleague’s face (even if it’s through a screen) builds trust and rapport that email just can’t replicate. Plus, even the most geographically dispersed teams can have basically-in-person conversations with each other on the regular. Your company doesn’t have to spend a dime on travel costs.
And if they can’t make it to the meeting time, they won’t miss out. Features like screen recording and AI meeting notes make it easy to catch up asynchronously if someone missed the live sync.
2. Chat and instant messaging
Chat is great for facilitating quick discussions and project updates across individuals and groups. By organizing chats into channels for specific teams or projects, you can keep conversations focused and ensure the right people are in the loop without distracting everyone else.
3. Discussion forums and wikis
Forums are the ideal spot for leadership Q&As or brainstorming threads. Unlike chat, where messages scroll away, posts on forums can be easily found months or years later. And if integrated with a wiki and enterprise search, you can greatly reduce the time wasted on searching for previously shared knowledge.
4. News and blogs
Everyone can stay up-to-date on important company news and updates. Blogs allow leadership to be heard, wins to be celebrated, and priorities to be established. They’re also great for sharing knowledge and allowing people to respond via comments, tagging, and rating.
5. Mobile apps
Secure mobile apps put the workplace in the employee’s pocket. Frontline and remote workers can easily stay connected, no matter where they’re located. Everyone gets equal access to company news, schedules, and alerts.
6. Knowledge hubs
47% of digital workers have a hard time finding the info they need to do their jobs. A centralized knowledge base is a single source of truth on policies, procedures, job descriptions, business plans, or marketing campaigns. Employees can self-serve the answers they need, exactly when they need them.
7. Project management tools
Project boards such as Trello help teams stay on track. They can organize deliverables, assign ownership of tasks and project components, reference necessary resources, and deliver completed results. And when reporting time rolls around, archived project cards make it easier to summarize what your team has accomplished.
8. Document collaboration
Modern document collaboration tools eliminate version control nightmares by allowing teams to share and revise in real time. It streamlines feedback loops and ensures everyone is always working from the most current information.
9. Social networks and centers
Workplaces thrive when they have dedicated social centers to strengthen ties between employees. These virtual water cooler opportunities help build a sense of belonging that keeps employees engaged. Workers can connect on a human level, while managers can bookmark essential pieces of organizational knowledge or culture for future reference.
10. Intranets
Your organization may already have a one-stop digital destination for centralized workplace communication: your company intranet. Intranets come with built-in features for providing news, team spaces, messaging, content sharing, discussion forums, knowledge hubs, and more for use by the entire company.
Take your business communications to the next level
By making better use of the business communication tools you already have, you can streamline processes and build a more successful business.
If you evaluate your current stack and find gaps, it might be time for a more unified approach. In today’s workplace, effective communication can be challenging, but with the right business communication tools, it’s easier than you think.
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