What are the best internal comms tools in 2025? (And what should my company actually use?)

Let’s be honest: most workplaces today are groaning under the weight of too many tools. Slack, Teams, email, intranets, WhatsApp groups, the occasional sticky note… it’s like trying to have a conversation in six different pubs at once. No wonder messages get lost, people disengage, and somewhere in finance, Brian is still using fax.

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The big question is: what are the best internal comms tools in 2025, and how do you choose the right ones without driving your people to distraction?

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The state of play: tools, tools everywhere

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You’re not imagining it. There really are more internal comms tools than ever. According to research by Workshop, a third of internal comms teams plan to invest in new tools in 2025, with another 30% considering it. Meanwhile, unsurprisingly (but no less worryingly) Staffbase reports that non-desk employees are far less satisfied with internal comms quality (29%) than their desk-bound counterparts (47%).

Translation: people want better tools, but too many aren’t delivering.

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What makes a tool “the best”?

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It’s not about picking the flashiest new platform. Or the one from the most recognisable big tech brand. It’s about choosing the right tool for your people, your culture, and your goals. Ask yourself:

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·       Does it reach everyone? Including frontline and non-desk staff.

·       Is it easy to use? If it feels like filing your taxes, forget it.

·       Does it integrate? Or are you adding yet another silo?

·       Can it do more than text? Video, visuals, quick polls… variety keeps things engaging.

·       Can you measure it? If you can’t track engagement, you’re flying blind.

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The usual suspects

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Here’s a quick snapshot of what companies are using in 2025:

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·       Messaging platforms (Teams, Slack): Great for real-time chat but dangerous when every conversation feels urgent.

·       Intranets (SharePoint, Simpplr, LumApps): A “single source of truth”… if anyone actually visits.

·       Employee apps (Staffbase, Workvivo): Particularly effective for non-desk workers.

·       Video tools (internal YouTube-style hubs, Loom, or good old Zoom recordings): More human, more engaging, less “wall of text.”

·       Feedback platforms (survey tools, pulse checks, polls): Because communication is two-way, not just broadcast. We love this one.

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The trick isn’t to have all of them. It’s to have the right mix, with a clear channel strategy.

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How to stop drowning in tools

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This is where internal comms strategy earns its keep. Before you sign yet another software contract, take a step back:

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1. Run a Comms Health Check

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Where are messages getting lost? Which channels are overused? Which are ghost towns? A simple health check auditsaves you from wasting money on “shiny new app syndrome.” We really can’t recommend this highly enough. And don’t just take our recommendation for it - we’ve captured some of our clients, like Carlsberg and GSK, talking about how we helped them out.

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2. Build a Channel Strategy

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Define what goes where: urgent vs non-urgent, formal vs informal, one-way vs two-way. Employees shouldn’t have to go all DCI John Luther just to find the latest HR update. See how we can help with channel strategy.

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3. Upgrade Your Tone of Voice

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The best tool in the world won’t save you if the content inside it is duller than watching paint dry. (Satin paint. Beige.) Similarly, you’ll confuse and annoy the hell out of people if your tone is undefined and inconsistent. Clear, human, and even witty language works across every platform. Learn more about our tone of voice work.

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4. Embrace Video and Visuals

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Short videos, animations, infographics - these cut through the noise far better than another 700-word email attachment or a hideous newsletter cluttered with clipart and squished photos.

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5. Test, Measure, Refine

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Pilot tools with small groups, gather feedback, and iterate. Don’t let the IT department pick for you and then dump it on staff like an unwanted fruitcake.

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A real-world example

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Microsoft (yes, the company that actually makes Teams) learned the hard way that tools alone don’t fix communication. Under Satya Nadella, they shifted not just their platforms but their entire tone, encouraging leaders to use storytelling, clarity, and empathy in comms. The result? A culture that feels far more in sync internally with the innovation they sell externally.

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Tools + tone + strategy = transformation.

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The bottom line

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There’s no “best” internal comms tool in 2025. There’s only the best tool for your business, your people, and your strategy.

So, before you buy the latest platform promising to “revolutionise employee engagement” (spoiler: it won’t, not on its own), start with the basics: a health check, a channel strategy, and a commitment to making your messages worth reading.

And if you’d like a hand with that? Well… you know where to find us. We’d love a natter!

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