10 Best Communication Tools Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
Get free help from our project management software advisors to find your match.
There are so many different online communication tools for teams so making a shortlist of the best can be tricky. You want to facilitate communication and collaboration for your team no matter where they're located - and need the right tool. I've got you covered! In this post I share from my personal experience bolstering communication for large remote teams and share my picks of the best online communication tools for teams.
What are online communication tools?
Online communication tools in project management are software that help people interact, share information, and collaborate effectively regardless of their location. These tools often include instant messaging, video conferencing, file sharing, and real-time collaboration on documents.
Online communication software enhances collaboration and communication among team members, which is crucial for the efficiency and success of modern workplaces. They help in breaking down geographical barriers, enabling remote and distributed teams to work together as if they were in the same room. This not only increases productivity but also supports flexible working arrangements.
Communication Tools Comparison Chart
Tool | Best For | Trial Info | Price | ||
---|---|---|---|---|---|
1 | Best for updates, team chats, and employee surveys | 14-day free trial + free plan available | From $29/month (for up to 30 users, billed annually) + $0.5/user/month for each additional user | Website | |
2 | Best communication tool for project management | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
3 | Best for tailored team communications for Microsoft 365 users | Free trial available | Pricing upon request | Website | |
4 | Best for uniting growing teams and SMEs | Free demo available | Pricing upon request | Website | |
5 | Best collaborative whiteboard for hybrid teams | Free plan available | From $8/user/month | Website | |
6 | Best for its wide variety of communication options within the team | Free demo available | Pricing upon request | Website | |
7 | Best communication tool with unlimited search history | 7-day free trial | From $2.50/user/month | Website | |
8 | Best communication tool for deskless employees | 14-day free trial + free demo | From $6.18/user/month | Website | |
9 | Best communication tool for hosting online events | Not available | From € 89/month | Website | |
10 | Best for organizing communication using channels | 30-day free trial | From $4.50/user/month (billed annually) | Website |
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monday.com
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Miro
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Ravetree
This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.1
Overviews of the Best Communication Tools
Lets get into the juicy details of each communication platform and what makes them a worthy candidate of this top 10 list.
Connecteam offers a communications platform for businesses as well as an operations platform and an HR and training platform. The communication software facilitates company updates and announcements and live chat and messaging. It also stores a company directory and knowledge base for your workers.
You can set up team chats, individual chats, and broadcast channels in the app to keep communications segmented however makes sense for your company. People can share images and videos, files, and even locations through the system, making it a helpful tool for remote and hybrid teams.
The knowledge base is another cool feature for ensuring all staff have access to things like company policies and procedures. You can also add training material, forms, and other files people may need to access. Employee surveys can also be sent out through the platform, so you can gather feedback on important topics to your organization.
Integrations include Paychex, Xero, Gusto, QuickBooks Payroll (online + desktop), Google Calendar and others.
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 that are accessible via Zapier. monday.com allows teams to collaborate and communicate from everywhere—ensuring transparency and real-time updates.
monday.com costs from $6/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.
Best for tailored team communications for Microsoft 365 users
PeopleOne is an internal communication platform designed to enhance information sharing and collaboration within organizations, now available with seamless Microsoft Teams integration. It offers a comprehensive suite of tools to manage content effortlessly, create community spaces for discussion, and tailor messages for specific groups, all accessible on the web, mobile, and directly within the familiar Microsoft Teams environment.
PeopleOne excels with its versatile content management and cataloging capabilities, ensuring that all team members receive the most up-to-date and relevant information. The ability to tailor messages for specific groups and departments helps reduce information overload and email clutter, ensuring that critical messages don’t get overlooked.
One of the standout features of PeopleOne is its community spaces, which allow team members to engage in discussions, share ideas, and collaborate in real-time. With the new Teams integration, these interactions are even more accessible, making it easier for remote and on-the-go employees to stay connected and engaged. Mobile access on iOS or Android apps further ensures that these interactions can happen anytime, anywhere.
Data security, access control, and privacy are also a top priority. All data is securely stored in SharePoint Online within your organization's own tenant, safeguarding both organizational and individual privacy.
As a Microsoft SharePoint-based platform, PeopleOne integrates with MS tools like Outlook, Teams, SharePoint, OneDrive, Power BI, and Power Automate. It also features pre-built integrations with social channels such as Facebook, Twitter, and YouTube, and connects with third-party applications like SAP, Salesforce, Workday, ServiceNow, and more through supported APIs.
Hub is an intranet-style tool designed to enhance internal communications for growing teams and SMEs. It offers a centralized platform where your team can access company news and resources and collaborate effectively. With features like news feeds, people directories, and polls, Hub aims to keep everyone connected and informed.
One standout feature of Hub is its news module, which allows you to share company updates and announcements effortlessly. You can organize news into channels, ensuring that relevant information reaches the right team members. This targeted communication helps keep your team informed without overwhelming them with unnecessary details.
Another valuable aspect is the forms with smart workflows. This feature lets you create online forms to gather information, manage submissions, and assign tasks based on responses. It simplifies processes like feedback collection and approval workflows, reducing the need for manual paperwork and enhancing efficiency.
Integrations include Microsoft Entra ID, Google, OKTA, OneLogin, Office 365, SharePoint, OneDrive, GDrive, BOX, Slack, MS Teams, and Active Directory.
Miro is a collaborative whiteboard designed for hybrid teams, offering over 1,000 templates for diverse planning and brainstorming needs. Valued by top Fortune 100 companies, it supports teams at organizations like TransUnion and Cisco with a platform that suits the hybrid work model.
Key features of Miro include an infinite canvas for limitless project mapping and the flexibility to express ideas through various media. Its asynchronous collaboration tools, such as comments and reactions, enable productive teamwork across time zones. The TalkTrack feature also allows team members to record and share video explanations of process maps, fostering clearer communication.
With integrations including project management tools like Jira and Asana, Miro connects different project facets in one platform, making it a comprehensive tool for today's varied team dynamics.
Miro also integrates with a whole suite of tools, including Zoom, Figma, Monday.com Microsoft Teams, Slack, Google Drive, Box, Airtable, Notion, Azure, and Webex. Some integrations are limited to paid plans only.
Miro is free to use for unlimited members with up to 3 editable boards. Paid plans start at $8/user/month (billed annually).
Pros and cons
Pros:
- Built-in communication features for streamlined collaboration
- Intuitive and easy setup
- Free forever plan available
Cons:
- Free version does not allow high-quality export to pdf
- Zooming can be jumpy on larger projects
- Visitor/guest accounts locked to paid plans only
Workvivo
Best for its wide variety of communication options within the team
Workvivo is an online employee communication platform that allows teams to communicate and collaborate in real time. It provides a single location for each team’s projects, tasks, and conversations—enabling them to stay in sync no matter where they are located.
The platform offers features like chat groups, team calendars, task boards, and social media integration, making it easy for your teams to stay connected and up-to-date on their projects so they can move forward quickly and efficiently. Workvivo helps everyone stay connected by providing a central hub for all communications. Instead of having multiple conversations via emails or text messages, everything is kept organized within the platform so that all members can see what’s going on with their team’s work.
Workvivo’s group chats allow teams to converse without switching between different applications or platforms. Team members can easily join group chats and share their thoughts quickly and efficiently. This helps ensure that everyone is on the same page when it comes to project deadlines and goals. Notifications provide users with updates relevant to them, giving them a single point of reference for the most current information about work progress.
Additionally, its project management tools allow users to create tasks, assign them to team members, set deadlines, track progress, and monitor task completion in one place. This makes project management easier for everyone involved by providing visibility into tasks and progress across all levels of the organization. Workvivo allows you to easily track employee performance by monitoring activity logs within the platform or running advanced analytics reports that provide insights into how well employees are completing tasks or meeting deadlines.
Finally, integrations with software like Slack, Zoom, and MS Teams and live video functions allow your team to communicate through a wide range of channels. These include streaming, video, text, podcast, and news updates.
Troop Messenger is far more than a simple chat interface. It was designed to improve the communication of internal teams of all sizes, from small teams to large corporations, and it delivers a robust feature set for doing so.
Overall this tool does a standout job with its feature offering and hits all of the criteria I look for in a communication tool, plus more. The main features include instant messaging, voice-video calling, video conferencing, file sharing, and desktop sharing.
But something I find especially useful in this tool are its more advanced messaging features. I like both the 'respond later' option as well as the 'burnout' option which lets you set a message to send at a later time. The self-messaging feature is also unique—a simple but useful feature that lets you send reminders and notes to yourself. Finally, there's a way to send bulk text messages and files to multiple users at once, using the 'forkout' feature. And the advanced search in this tool is really good, too.
Troop Messenger supports many native and third-party integration such as employee monitoring and tracking apps, attendance management systems, Google Drive, Dropbox, and LDAP. It's available across Windows, Linux, Mac, Android, and iOS.
Troop Messenger costs from $2.50/user/month. It's worth noting that although it’s a SaaS model, it offers the delivery models of self-hosting, API, and custom application.
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.
Livestorm is a web-based communication and conferencing platform that enables teams to create a complete video communication strategy.
The tool is geared towards marketing, sales, customer success, or HR teams, and allows teams to create online events for their audiences. Livestorm can accommodate meetings, webinars, conferences, online training courses, podcast interviews, product demos, and more.
The tool is browser-based and teams can access it from a variety of devices. Other notable features include the ability to create custom landing pages; send promotional emails and reminders; host engaging online events with integrated chat, polls, and Q&A functionalities; and analyze event performance through an advanced analytics dashboard.
Livestorm offers a free plan that includes limited functionality, and paid plans start at €89 (~$108 USD).
Pros and cons
Pros:
- Integrates with a variety of apps including HubSpot, Salesforce, Pipedrive, and more
- Advanced dashboard with features for promoting, hosting, and analyzing events
- Can be used on desktop and mobile without download
Cons:
- Price point is higher than others on this list
- Performance is dependent on a stable internet connection
Flock is one of the most robust communication apps, going far beyond a simple messaging system. This communication app stands out with its chat module which is designed to streamline and centralize communication from different groups and across different teams. Going a step beyond “back and forth” communication, Flock enables you to turn messages into useful resources with bookmarks, and convert discussions into tasks.
Flock’s features include video and audio calls, group and individual chats, and an intuitive screen sharing module. It also includes many nice-to-have communication tools, like the ability to create an anonymous poll, share it with your team, and download the results. You can also use tags in conversations to indicate high priority info. Another useful feature is the ability to automatically generate email lists of members in a particular discussion board, allowing you to quickly send out group emails to the right people.
Flock integrations include Trello, Airtable, Paperform, Slack, Asana,GitHub, Facebook Lead Ads, Twitter, Reddit, Evernote, Dropbox, Google Doc and Google Calendar, Office 365, and many more.
Flock costs from $6/user/month and offers a 30-day free trial. They also have a free plan with limited features to get started as well.
Other Communication Software You Might Find Useful
There are so many project management communication tools out there—here are a few good options that we haven’t included in this review. Check them out!
- Zoho Cliq
For small enterprises
- Teamwork.com
Marketing communication tool
- Microsoft Teams
Communication tool for Microsoft users
- FLEEP
User interface and UX
- YAROOMS
An end-to-end room booking solution that eliminates room scheduling conflicts and supports informed space planning decisions
- Nutcache
For internal team communications
- Rocket.Chat
Free communication software
- Workmates
Online communication tool with native engagement functionality
- Slenke
For built-in task management features
- Pumble
For unlimited users and message history
How I Picked The Best Communication Tools
I evaluated the tools on this communication software list based on the following criteria:
User Interface (UI)
Does the tool have clear displays and intuitive navigation? This is especially important as tools add more collaboration features. The whole point of these tools is to facilitate effective communication between team members. A bad interface might deter your team from using the chat tools and move to alternatives or not communicate.
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 it.
Features & Functionality
How many of the key business communications features and functions does it provide, and how powerful are they? Specifically, I looked for:
Integrations
I look for all the ways in which these tools can connect to others and extend their capabilities. Therefore, I include information on out-of-the-box integrations and third-party software. I also mention ways to build custom integrations, like rest APIs and webhooks.
Pricing
Unless you are a huge enterprise, most of us are price sensitive. Therefore, I mention the price per month on a monthly plan, when available. As part of the pricing information, I also like to include details on free trials, free versions, or even available discounts to help you make informed decisions.
Communication Tools FAQs
Find some of the common questions other people ask about this topic.
What Are Communication Tools?
Communication tools are apps that act as virtual, online meeting rooms for team members, enabling remote team collaboration. They help your team have conversations, exchange vital project data, update others on progress, and share files, making remote work an option for just about every company.
Communication tools include any tool (offline or online) that helps you understand others and be understood. Team or interoffice communication tools include familiar tools like mail, email, and phones, as well as apps and software for web conferencing (Skype), screen sharing, sharing files, group messaging, and collaborative work management.
What Types Of Communication Tools Are Commonly Used In Business?
Common business tools for communication include: document collaboration tools, file sharing tools, chat and messaging tools, knowledge base tools, voice and video conferencing tools, and project management software.
What Are The Best Communication Tools For Small Teams?
We picked these as the best communication tools for small teams because they offer a free plan.
What Are The Best Communication Tools For Agencies?
These are some of the best communication tools for agencies because they offer useful file sharing, management, and user permission control along with standard messaging features: monday.com, Ryver, Fleep, Slenke, Flock, and Teamwork.
What Is Business Communication?
Business communication is a broadly applied term that can include interactive communication like messaging, emails, calls, and meetings as well as aspects of interdepartmental communication, client communication, and even customer management, marketing, and PR.
Why Is Communication Important In Business?
Communication is important in business because healthy relationships are the lifeblood of business—and relationships are built and maintained through communication. The importance of great communication in business can’t be understated!
Get started on improving your comms with these communication strategies.
What are 7 Benefits Of Communication Tools?
Benefits of online communication tools include:
- Organizes conversations
- Provides context for discussions
- Enables asynchronous communication and remote working
- Keeps you working in real-time
- Minimizes costly mistakes
- Enables better management
- Boosts accountability
You can find out more about these benefits of communication software below.
If you are in the project managing game, even for just a day, you know the important role that good communication plays within a team. Some of the more robust project management tools out there already include functionality for team communication, but here, we’re exploring the best-in-class tools that specialize 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, many communication apps are inexpensive (or free)—it’s a no-brainer for agencies, studios, and startups who need to coordinate effort on fast-paced projects performed by distributed teams. In fact, many young companies rely heavily on instant messaging communication apps until they’re ready to scale and upgrade to something more comprehensive.
Communication Tools Buyer's Guide
How do you pick the best communication tools for your team? Let’s talk about what to consider when choosing between communication tools.
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 project 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 have a collection of time tracking apps, invoicing apps, and others, then consider Fleep or Zoho Cliq, which have 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 set up 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 project management communication software 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's Next?
As you know, communication in project management does not stop at having a nice tool. Therefore, here is an article on how to build a project communication plan. You can also broaden that scope and check out what are the 9 project controls, besides a communication plan, that you can incorporate into your PM lifecycle to tame the chaos.