There’s no shortage of communication tools on the market.
In fact, a 2017 market research report valued the collaboration software market at over 8 billion USD in 2017, with a projected CAGR of over 9% from 2018 to 2025.
In such a massive industry, how do you find the right communication software for you and your teams?
Look no further—in this post I evaluate tools designed specifically for online communication at work to help you choose the right tool to elevate your team’s communication to the next level.
Overviews of the Best Communication Tools
1. monday.com – Award-winning, visually intuitive tool for planning, tracking, and collaborating on everyday work
monday.com is an intuitive platform where teams can track processes and workflows, communicate within and across teams, and bring all of their tools together under one system. Its simplistic design and flexible features mean teams can get started in minutes.
Teams can communicate easily by mentioning one another on updates and host conversations in context around certain projects or tasks. Sharing files is easy with Google Drive and Dropbox integrations and continuing the conversation on other platforms is made simple with Zoom and Slack integrations.
monday.com acts as a central place for teams to track projects, manage time, build and share reports, send messages, and easily understand and improve their workflow.
monday.com has over 40 integrations including Google Calendar, Jira, GitHub, Trello, Zendesk, Typeform, and many more, accessible via Zapier. monday.com allows teams to collaborate and communicate from everywhere—ensuring transparency and real-time updates.
monday.com costs from $17/month for two users.
2. Wrike – Best communication tool for teams of all sizes
Wrike is an award-winning, easy-to-use collaborative work management software trusted by 20,000+ organizations worldwide. The tool is suitable for teams of anywhere from five to an unlimited number of team members. It allows users to customize workflows, dashboards, reports, request forms, and more.
Wrike’s simple interface enables users to chat in real-time, and offers threaded messages and @ mentions for ease of communication. Wrike also features shared workflows and file sharing. Within Wrike, teams can share and assign tasks, have in-task discussions, and share and proof digital files together.
Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. Toggle quickly between the home screen and timesheets, dashboards, calendars, reports, and the notification stream. The tool also offers a variety of specific solutions depending on the team or organization — including marketing teams and professional service teams.
Wrike offers 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.
Pricing starts at $9.80 per user per month. There are four different price points, including a free version and plans which offer the ability to invite free external collaborators to a paid account.
3. Blink – A communication tool that brings deskless employees the same tech their desk-based colleagues enjoy
Blink is a communication tool for the unique needs of deskless workers, who, until now, didn’t have the same quality technology as their colleagues in HQ. In just one app, it includes workplace messaging, a social media style company Feed for top-down communications, directory, cloud storage, workplace analytics, polls, and more.
Blink is built around the concept of workplace messaging as the central functionality so peer-to-peer direct messaging, group Chats, and top-down communications via the company Feed, all play an important role. Moderators and admins who post in the company Feed also have the option of turning on and off push notification for each post depending on importance. Blink also features polls, powerful integrations, and digital forms for reporting.
Analytics for admins features prominently through the app: post by post analytics, Org-wide and Team analytics within the Admin Portal, and Hub analytics that measures interactions and adoption within the document storage and reporting section of the app.
Blink is a straight-out-of-the box Saas communication software; no technical knowledge is necessary to get started and to invite colleagues to the platform. Its user-friendly, brandable interface is designed with familiar social media style features (think emojis and like buttons) that encourages engagement from employees—even less tech-savvy ones.
You can use existing integrations with 3rd party systems such as Jira, Trello, Office 365 and G-suite or build new integrations to your existing systems using Blink’s public APIs. Blink supports Android, iOS, Windows, and Mac, and you can access Blink via your browser.
Blink costs from $3.40 user/month. They offer a free 14-day trial and you can book a demo through the homepage.
4. TeamGantt – Best For Sharing Project Updates and Documents Externally
TeamGantt is an online project management solution that works right in your browser, making it compatible with any OS. Users can plan and manage projects using Gantt charts and invite co-workers, teammates, and friends to view and collaborate on your work.
Users can see every project update and document on a single page and quickly share them with both internal and external stakeholders, making communication efficient and reliable.
TeamGantt’s project management software lets you keep all of your tasks, documents, conversations, and team availability in one place. You can also connect documents and conversations directly to the associated task or milestone.
TeamGantt integrates with Slack, Trello, Basecamp, Google Calendar, iCal, and Outlook. Or, build a custom integration using TeamGantt’s public RESTful API.
TeamGantt is free for up to 3 users and 1 project. Paid plans cost from $24.95/month.
5. ProWorkflow – Best for integrating project communication and messaging with email
Created in 2002, ProWorkflow was designed as a project management and communication solution. An internal messaging system connects users to one another as well as external clients. Make messages public or private, according to need, and facilitate workflow by attaching images and files. Incorporated, as well, is a WYSIWYG editor.
This tool also supplies comprehensive messaging features that are integrated with your existing email. Recipients can reply to the message from their email client and replies are added to the project discussion. The ProWorkflow mobile app works with a touchscreen smartphone or tablet and offers core features like message notification alerts, shared notes, internal project requests, and free client & contractor access.
ProWorkflow integrates with tools like Xero, Quickbooks, KashFlow, FreshBooks, MYOB AccountRight, Box Storage, DropBox, Google Drive, Microsoft OneDrive, and hundreds more through Zapier.
ProWorkflow costs from $10/user/month, which includes a maximum of 10 active projects.
6. Teamwork – Best for task specific communication channels
Used by over 20,000 companies, Teamwork has all the project management functions you would expect plus features keyed-in to communication needs, like Teamwork Chat, a centralized work board, templates for project consistency, and user capacity check-ins.
Teamwork Projects excels in levels of collaboration that any marketing team will find useful, like task-specific communication channels, social media content channels, real-time activity logs, and “notebooks” for additional data compilation.
Integrations include Gmail, Hubspot, Slack, Float, Numerics, Automate.io, timeBro, Userback, Easy Insight, Integromat, Chatify, PieSync, and hundreds more through Zapier.
The user interface can be intimidating compared to alternatives, which may be difficult if you need to onboard a variety of external clients. Additional graphics or more digestible data on the dashboard, for example, would be welcome. This lost them a few points in the UX category of the review.
Teamwork Projects costs from $9/month and has a freemium version of the software for up to 2 projects.
7. Nutcache – Best For Integrating Communication With Workflows
Nutcache is a project management tool with a suite of communication and collaboration tools built into daily workflow processes.
Use the Gantt chart to plan, track, and organize visually your tasks with easy drag-drop-and-click editing techniques. Nutcache offers tools to prioritize and focus on critical tasks: build custom workflows and attach multiple assignees to a task, break down each phase of your project, make adjustments to reschedule your tasks, and visualize project deadlines.
Integrations include Dynacom Accounting, PayPal, 2Checkout, Stripe, Authorized.Net, QuickBooks Online, Google Sign In, Google Drive, GitHub, Slack, and hundreds of other apps through Zapier.
Nutcache costs from $6/user/month with a “Pro” plan that requires 5 users.
8. Pastel – Best For Direct Feedback On Live Websites
Pastel is a communication tool specifically made for website design and feedback. Type in a website URL and share a link with anyone to invite them to comment on elements of the website. Every comment is pinned to a specific element and records information like screen resolution and browser type to solve UX/UI issues faster.
You can toggle between commenting and browsing to navigate your website projects and take note of all suggestions and feedback. Make any changes to your website and Pastel will pull in the latest version to keep everyone in the loop—this is a pretty cool feature.
In addition, to live websites, you can upload wireframes and mockups to get fast design feedback from your clients and teammates. You can also make your conversations more actionable by exporting comments, screen size, browser type, and screenshots to enrich each task.
Pastel integrations include export options for Trello, Asana, Monday, Jira, as well as additional export possibilities to a webhook or Zapier.
Pastel is free to use for 1 user with unlimited canvases. Paid plans start at $49/month.
9. Gain – Best For Social Media Content Collaboration and Approvals
Gain is designed to bring content producers and their clients together. Seamless communication with excellent feedback loops and collaboration prompts allow product approvals to move faster, so no notes are missed.
With this tool, you can share your content with your clients no matter what program it was built in originally. Whether it’s a JPEG, PDF, Photoshop file, PowerPoint, or even a Google spreadsheet, Gain will create previews for your approvers and team members to review and collaborate on.
Communication in this tool is easy: share feedback, tag team members, assign tasks and keep a complete record of every activity as you track progress.
Gain integrates easily with Canva. No additional integrations are noted.
Gain costs from $99/month. If you pay for a full year up front, you can get 2 months free.
10. Hive – Best For Multiple Project and Task Views
Hive is a robust tool for project management, collaboration, and flexible task coordination. It lets users organize projects in a Gantt chart, Kanban board, table, or calendar, and also easily switch between each layout, depending on the communication style they prefer. Updates are reflected across all project views so the whole team is informed no matter what option they use.
Hive enables users to easily collaborate by sending messages directly to individuals or groups. Need to share a document? Upload it directly to a task, project, or message. Hive’s Forms feature eliminates constant emails and collects all necessary information through simple fill-in-the-blanks.
It’s worth noting that if you’re switching to Hive from another tool, you can import tasks from tools including Asana, Trello, Basecamp, Smartsheet, and a few others. Hive integrates with Google Drive, Salesforce, Jira, Dropbox, Slack, Zoom, One Drive, Box, and more than one thousand other tools through Zapier.
Hive costs from $12/user/month.
Communication Tools Summary Chart
7 Benefits Of Communication Tools
Communication tools are apps that act as a virtual, online meeting room for team members. They help your team have conversations, exchange vital project data, update others with progress, share files, and create work collaboratively. Benefits of communication tools include:
Provides context for discussions
Enables asynchronous and remote working
Keeps you working in real-time
Minimizes costly mistakes
Enables better management
You can find more about these benefits of communication software below.
All in all, if you are in the project managing game even for just a day, you know the important role that good communication plays in a team. Some of the more robust project management software tools out there already includes functionality for team communication, but here, we’re exploring the best in class tools specialized in communication. Nowadays, being online and connected with every team member is not a luxury, but a standard—and a good one at that.
In the modern workplace of today, so many communication apps are inexpensive (or free)—it’s a no-brainer for agencies, studios and startups who need to coordinate the efforts of fast-paced projects performed by distributed teams. In fact, many young companies rely heavily on work communication apps until they’re ready to scale and upgrade to something more comprehensive.
Communication Tools Selection Criteria
To be featured on this communication software list, I evaluated tools based on the following criteria:
- User Interface (UI): Clear displays and intuitive navigation.
- Usability: Is this an effective business communication software in that it’s easy to learn and use? Company communication tools should come with supplementary tutorials and training to help employees make the most out of its features.
- Features & Functionality: How many of the key business communications features and functions does it provide, and how powerful are they? Specifically, I looked for:
- Messaging – Includes direct messaging, private chat, group chat, threaded discussions, open forums, and team- or group-based messaging. Team messaging apps should allow you to upload and share documents as well as the all-important cat GIF or latest meme. These should all work on a mobile device, too.
- Threading – The best communication tools have threaded communication that provides an easily-searchable record of all business communication.
- Notifications – Whenever a message, call, thread change or any type of employee communication occurs, the right people need to be notified. The notifications feature should allow you to update your preferences so your notification feed includes relevant updates without cluttering up your feed.
- Video calling – Video calling is a necessary feature for distributed teams, but it’s also a great tool for agencies who need to hold meetings with out-of-town clients. At the minimum, we look for high-quality video calling. Additionally, some business communication solutions support live video feeds and video conferencing with easy guest access.
- Screen sharing – This is especially important for business communication tools where you’ll be walking clients through your digital product or progress.
- Integrations: Any pre-built integrations with basic software for business like calendars, email, and CRMs?
- Value for $: How appropriate is the price for its capabilities and use case, compared to other business communication systems?
How To Pick The Best Online Communication Tools For Your Team?
Let’s talk about what to factor into the equation while in choosing between communication tools for your team.
What Do You Need Communication Software For?
Are you upgrading from an old communication system and need to import existing data, or are you starting fresh? Also, what are the needs of your team? Consider whether you’re looking at internal communication tools or need software that’s client-facing. If you communicate via video, then consider Slack, or popular Slack alternatives like Flock or Ryver.
What’s The Size Of Your Team?
Getting everyone to use the same app can be hard to do, especially when your team is large and diverse in terms of technical literacy, location, project, etc. Robust tools with different levels of user permissions and guest access, like Microsoft Teams, are a good fit for large, distributed teams.
How Would It Fit Into Your Workflow?
This is often a matter of integration. Make a list of the tools you use to get the projects done. If you already of a collection of time tracking, invoicing (etc) apps, then consider Fleep or Zoho Cliq, with a large library of pre-built integrations. On the other hand, if your toolkit is minimal now but you can see your operations scaling, try out a solution like Slenke, which offers project management and task management features to help out as you scale. Make a list of your integration requirements, and check it twice—and it doesn’t hurt to ask your team members what they use in terms of additional software and what they prefer.
How Long To Set It Up?
Most communication tools are intuitive to use and setup as an online app. However, if you prefer to host on your own servers, that takes a bit more time. Rocket Chat has a professional team to assist you, and Slack is a popular choice with good support. Either way, it depends on data sensitivity and the amount of data traffic your team expects.
What’s The Learning Curve?
Whether you are getting a new communication system, or upgrading from an old one, everyone involved needs to get accustomed to the changes. Change management is often made easier with simple-to-use interfaces. Teamwork Chat is an example of a visually simple, easy-to-learn tool. Keep in mind that your team isn’t the only one using it—you might have clients or people who are not part of your day-to-day processes needing access to video conferences; if this is the case, make sure there’s an intuitive client portal.
What’s The Cost?
What’s your budget for a communication tool? Investing in communication tools is a good idea, but remember that less is often more—the good news is that many communication tools have a “free forever” version with limited functionality. The free communication tools version may serve your team’s needs just fine, offering all the “must-haves” without being overly complicated with the “nice-to-haves”.
What Do You Think?
What are your experiences with team communication software? Are you a Slack fan, or do you prefer one of the alternatives? Comment below, or join our community of digital project managers on Slack to ask questions, get answers, and weigh in on the topics that you’re passionate about.