20 Best Team Communication Tools Reviewed In 2024
10 Best Team Communication Tools Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
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Communication within a team can be as challenging as choosing the right tools to enhance collaboration. Many organizations find it difficult to provide adequate resources to improve team interaction, leading to misunderstandings and reduced efficiency.
As a project manager specializing in team communication tools, I've noticed a growing need for solutions that effectively address these challenges. Leveraging my expertise, I've evaluated and reviewed several top communication platforms to help teams select the best options for their needs.
Whether you want to implement a new communication system or enhance your current tools, my guide will help you make informed decisions that will boost team collaboration and productivity.
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Best Team Communication Tools Summary
| Tools | Price | |
|---|---|---|
| Troop Messenger | From $2.50/user/month | Website |
| Flock | From $4.50/user/month (billed annually) | Website |
| Chanty | From $4/user/month | Website |
| Basecamp | From $15/user/month | Website |
| Rocket.Chat | From $3/user/month, (billed annually) | Website |
| Superchat | From $30/user/month (min of 3 users) | Website |
| GroupMe | Free | Website |
| Loom | From $8/user/month (billed annually) | Website |
| Sling | From $2/user/month (billed annually) | Website |
| Asana | From $10.99/user/month (billed annually) | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow To Choose Team Communication Tools
As you work through your unique software selection process, remember the following points.
- Ease of Use: The communication tool should be user-friendly to ensure high employee adoption rates. Complex tools can lead to low usage, which negates the benefits of having the tool in the first place. A user-friendly tool ensures that all departments, from engineering to HR, can use it effectively, thereby maximizing its value.
- Integrations: The tool should be capable of integrating with other essential tools that your organization uses daily. This flexibility and adaptability can simplify workflows and improve productivity. For instance, a communication tool that integrates with project management software, CRM systems, and cloud storage can centralize all communications.
- Security: With the increasing threat of cybercrime, security is a significant concern. The tool should offer security features to protect sensitive company data while allowing necessary external communications. For example, a tool that provides end-to-end encryption can safeguard against data breaches.
- Scalability: The tool should be able to grow with your organization without compromising performance. This is particularly important for rapidly growing companies or those with fluctuating team sizes. A scalable tool can handle an increasing number of users and data without slowing down or requiring significant additional investment.
- Customization: The tool should be customizable to meet the unique needs and preferences of your organization. This includes tailoring features, user interfaces, and workflows to fit specific business processes. For example, a customizable tool can be adapted to support different communication styles, project requirements, and team structures.
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ClickUp
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
Hub Planner
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
Best Team Communication Tools Reviews
This section provides an in-depth analysis and overview of each team communication tool. I will review each tool’s pros and cons, features, and best use cases.
Troop Messenger is a team collaboration and instant messaging app that offers secure, end-to-end encrypted communication. It ensures that all work conversations, including chats, calls, and conferences, are fully encrypted, making it ideal for organizations prioritizing data security.
Why I Picked Troop Messenger: I chose Troop Messenger for its security features, which set it apart from other team communication tools. Its end-to-end encrypted communication ensures that all communications are secure, making it the best choice for organizations that need to protect sensitive information. Additionally, its versatility in offering both SaaS and on-premise solutions makes it adaptable to various organizational needs.
Standout Features & Integrations:
Features include instant messaging, audio and video calling, group chat, file sharing, and remote screen share. These features collectively enhance team collaboration and productivity.
Integrations include Zapier, Dropbox, Google Drive, Mailtrim, LDAP/SSO, and Cattle Call.
Pros and cons
Pros:
- Multiple language support
- Versatile service models
- End-to-end encryption
Cons:
- Basic reporting and analytics
- Limited third-party integrations
Flock is a team communication tool designed to enhance cross-functional team collaboration. It offers a suite of features to simplify communication and productivity within organizations.
Why I Picked Flock: I chose Flock for this list because it stands out with its features tailored for cross-functional teams. Unlike other tools, Flock combines communication, productivity, and security features in one platform, making it ideal for diverse team needs. I believe Flock is best for cross-functional team collaboration because it integrates various tools and simplifies workflows, ensuring all team members stay aligned and productive.
Standout Features & Integrations:
Features include video conferencing, channel messaging, voice notes, integrated search, file sharing, to-dos, polls, and reminders. These features help teams communicate effectively and manage their tasks efficiently.
Integrations include Google Drive, Dropbox, OneDrive, Asana, Trello, GitHub, Jira, Google Calendar, and Twitter.
Pros and cons
Pros:
- Integrates with many tools
- Strong security controls
- Complete feature set
Cons:
- Limited customization options
- Overwhelming notifications by default
Chanty is a team communication and collaboration software that integrates task management with team chat. It stands out because it combines team chat with task management.
Why I Picked Chanty: I chose Chanty for this list because it allows users to create tasks directly from messages, ensuring easy collaboration and productivity. Its ability to turn any message into a task and manage it within the same platform is beneficial for teams looking to simplify their workflow.
Standout Features & Integrations:
Features include task creation from messages, Kanban view for task management, and video conferencing with screen sharing. These features make managing tasks and communicating within the same platform easy.
Integrations include Zapier, Google Drive, Dropbox, OneDrive, Box, Trello, Asana, Jira, GitHub, GitLab, Bitbucket, Giphy, YouTube, and Vimeo.
Pros and cons
Pros:
- Video conferencing
- Kanban view for tasks
- Task creation from messages
Cons:
- No advanced reporting
- Limited customization
Basecamp is a project management platform integrating various communication tools to simplify team collaboration. It offers a unified space for managing projects, tasks, and team interactions.
Why I Picked Basecamp: I chose Basecamp because, unlike other tools that focus solely on messaging or task management, Basecamp combines these elements into a single platform. This integration ensures that all project-related discussions, files, and tasks are centralized and easily accessible.
Standout Features & Integrations:
Features include a one-page dashboard for project organization, a centralized messaging system for discussions, to-do lists for task tracking, file sharing for document management, and real-time group chat for quick interactions. Additionally, Basecamp offers project scheduling and time tracking through its 'Timesheet' add-on.
Integrations include Figma, Airtable, Dropbox, Adobe, Notion, Google Drive, Slack, Trello, Asana, and Microsoft Teams.
Pros and cons
Pros:
- Easy-to-use interface
- Centralized communication
- Unified project management
Cons:
- Lacks advanced task management
- Limited customization
Rocket.Chat is a versatile team communication tool that offers a wide range of features for team collaboration, customer communication, hosting options, security, and compliance. It provides integrations, enterprise solutions, and professional services.
Why I Picked Rocket.Chat: I chose Rocket.Chat for this list because of its open-source nature and extensive customizable communication options set it apart from other team communication tools. Its ability to be self-hosted and its focus on security and compliance make it a good choice for organizations that handle sensitive data. Rocket.Chat's flexibility and the support from a large open-source community make it a standout tool for customizable communication.
Standout Features & Integrations:
Features include real-time chat, audio, file sharing, video calls, and extensive customization options. Rocket.Chat also offers security and compliance features, including end-to-end encryption and support for GDPR, CCPA, LGPD, and HIPAA.
Integrations include Zoom, Facebook Messenger, Salesforce, WhatsApp, SMS, Instagram Direct, and Telegram.
Pros and cons
Pros:
- Open-source community support
- Strong security features
- Highly customizable
Cons:
- Limited business customer support
- Requires technical setup
Superchat is an all-in-one messaging software that consolidates various digital communication channels into a universal inbox. It allows businesses to engage with prospects and customers through preferred platforms like WhatsApp, Instagram, Live Chat, Telegram, and email.
Why I Picked Superchat: I chose Superchat for this list as it reduces the need to switch between different platforms. Superchat supports a wide range of channels, making it easier for businesses to reach their audience wherever they are.
Standout Features & Integrations:
Features include integrating digital communication channels into a universal inbox, WhatsApp newsletters, AI chatbots, and integrations with external systems. These features help businesses manage customer interactions more effectively.
Integrations include HubSpot, Salesforce, Zoho CRM, and Zapier.
Pros and cons
Pros:
- Universal inbox
- AI chatbots
- Multi-channel support
Cons:
- Rigid user permissions settings
- Limited UI customization
GroupMe is a real-time messaging app available on Windows 10, iOS, and Android devices. It allows users to stay connected even without a smartphone.
Why I Picked GroupMe: I chose GroupMe for its simplicity and effectiveness in group messaging, especially with its SMS support feature. This makes it stand out from other team communication tools by ensuring inclusivity for all users, regardless of their device type. GroupMe is best for simple group messaging with SMS support because it allows users to add anyone from their address book, enabling accessible communication even with those who do not have the app.
Standout Features & Integrations:
Features include group chats, events, polls, AI assistance, calling, and SMS-only messaging. These features help manage group conversations efficiently, with topic-based threads and moderation controls for group leaders.
Integrations include SMS, Twitter, Facebook, Google Calendar, Microsoft Outlook Calendar, Apple Calendar, Google Photos, Dropbox, YouTube, and Instagram.
Pros and cons
Pros:
- Accessible to multiple users
- Easy to use
- SMS support
Cons:
- Limited admin controls
- No file sharing
Loom is a tool for recording and sharing video messages with teammates and customers. It offers AI-powered features, recording, and easy integration with various tools.
Why I Picked Loom: I chose Loom because it is able to combine video messaging with screen recording, making it stand out from other team communication tools. Its AI-powered features, such as transforming video into text, and its ease of use make it practical for video messaging and screen recording.
Standout Features & Integrations:
Features include screen recording, AI-powered video-to-text transformation, and enterprise-grade security. Loom also offers features like video editing, custom backgrounds, and viewer insights.
Integrations include Slack, Salesforce, Zoom, and Zendesk.
Pros and cons
Pros:
- Enterprise-grade security
- Easy video recording
- Easy-to-use interface
Cons:
- Limited team collaboration features
- Limited video editing tools
Sling is a team communication and scheduling tool designed to help businesses manage their workforce more efficiently. It simplifies the scheduling process, manages time off, and handles shift trade requests.
Why I Picked Sling: I chose Sling for this list because it streamlines employee scheduling and shift planning, which is essential for businesses with dynamic workforces. Its interface and management tools make it stand out from other team communication tools. I believe Sling is best for employee scheduling and shift planning because it offers features that save time and reduce labor costs.
Standout Features & Integrations:
Features include labor cost optimization, task management, time clock, and multi-location scheduling. These features help businesses manage their workforce efficiently, track employee hours, and ensure tasks are completed on time.
Integrations include Shopify, Square, Gusto, Harbortouch, and Restaurant Manager.
Pros and cons
Pros:
- Multi-location support
- Labor cost optimization
- Scheduling tools
Cons:
- Limited customization options
- No advanced task management features
Asana is a project and task management tool designed to help teams collaborate effectively. It provides a platform for managing projects, tracking tasks, and facilitating team communication.
Why I Picked Asana: I chose Asana for this list because it stands out as a solution for project and task management. Unlike other tools that focus solely on communication or task tracking, Asana integrates both aspects, making it a versatile choice for teams. Asana is best for project and task management due to its features that support planning, tracking, and collaboration across various projects and teams.
Standout Features & Integrations:
Features include project management, task assignments, custom fields, and status updates. Asana allows teams to break down projects into manageable tasks, assign responsibilities, and track progress in real-time. Its reporting and goal-setting features help teams stay aligned and focused on their objectives.
Integrations include Slack, Microsoft Teams, Google Workspace, Zoom, Trello, Notion, Figma, Smartsheet, monday.com, and ClickUp.
Pros and cons
Pros:
- Extensive integrations
- Real-time project tracking
- Complete task management
Cons:
- Limited reporting capabilities
- Steeper learning curve
Other Team Communication Tools
Below is a list of additional team communication tools I shortlisted but didn’t reach the top list. Still worth checking them out!
- Weave
Best for HIPAA-compliant team communication
- Trello
Best for visual project management
- Connecteam
Best for mobile workforce management
- Bitrix24
Best for an all-in-one business suite
- Zoom
Best for video conferencing
- Slack
Best for real-time messaging
- Microsoft Teams
Best for integration with Office 365
- ClickUp
Best for task and project management
- Zoho Workplace
Best for integrated office apps
- Mattermost
Best for open-source collaboration
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Team Communication Tools Selection Criteria
The criteria for choosing team communication tools should address buyer needs and common pain points, ensuring the tool effectively serves its intended purpose. As an expert who has personally tried and researched this type of software, here are the requirements I use when evaluating these tools.
Core Team Communication Tools Functionality: 25% of total weighting score
- Messaging: Real-time text communication for individuals and groups.
- File Sharing: Ability to share documents, images, and other files within the platform.
- Video Conferencing: Support for video calls and meetings.
- Task Management: Tools to assign, track, and manage tasks within the team.
- Integrations: Compatibility with other software and tools used by the team.
Additional Standout Features: 25% of total weighting score
- Unique Integrations: Tools that offer easy integration with niche software.
- AI-Powered Features: Automated meeting notes or smart scheduling.
- Customization Options: Ability to tailor the interface and functionalities to specific team needs.
- Security Features: Advanced encryption and compliance with industry standards.
- Mobile Accessibility: mobile apps that offer full functionality on the go.
Usability: 10% of total weighting score
- Intuitive Interface: Clean, user-friendly design that minimizes the learning curve.
- Drag-and-Drop Functionality: For tasks like scheduling or file management.
- Responsive Design: Ensures the tool works well on various devices and screen sizes.
- Customization: Options to personalize the user experience.
Onboarding: 10% of total weighting score
- Training Videos: Availability of video tutorials.
- Templates: Pre-built templates to help users get started quickly.
- Interactive Product Tours: Guided tours that walk users through key features.
- Chatbots and Webinars: Support for real-time assistance and live training sessions.
Customer Support: 10% of total weighting score
- 24/7 Availability: Round-the-clock support for resolving issues.
- Multiple Channels: Support via chat, email, phone, and social media.
- Knowledge Base: Extensive documentation and FAQs.
- Response Time: Quick and efficient resolution of queries.
Value For Money: 10% of total weighting score
- Pricing Plans: Competitive pricing with clear value propositions.
- Free Trials: Availability of trial periods to test the tool before purchase.
- Scalability: Pricing that scales with the size and needs of the team.
- Feature-to-Cost Ratio: Balance between the features offered and the cost.
Customer Reviews: 10% of total weighting score
- User Satisfaction: High ratings and positive feedback from users.
- Common Pain Points: Identification of recurring issues mentioned by users.
- Feature Requests: Insights into what users wish to see improved or added.
- Overall Reputation: General perception and trustworthiness of the tool in the market.
Trends For Team Communication Tools
As technology advances, staying informed about the latest developments is essential. Here are some key trends to watch closely that could impact your organization.
- AI-Powered Communication Tools: AI-powered communication tools are revolutionizing team interactions. These tools enhance efficiency by automating routine tasks and providing intelligent insights. For example, AI can sort messages, reducing response times and increasing productivity.
- Mobile-First Communication: With the rise of remote work, mobile-first communication strategies are becoming essential. Employees prefer using mobile devices for work-related tasks, making it necessary for companies to adopt mobile-friendly communication tools. This trend ensures that teams stay connected and productive, regardless of their location.
- Enhanced Integration with Existing Platforms: Integrating communication tools with existing platforms is a growing trend. This integration simplifies workflows and improves productivity by allowing easy data sharing across different systems. Companies that adopt this approach report significant efficiency gains.
- Focus on Employee Engagement and Feedback: Employee engagement and feedback are critical for team success. Tools that facilitate regular feedback and engagement help improve morale and productivity. Companies that prioritize these aspects see higher employee retention and innovation.
- Immersive Collaboration Technologies: Immersive technologies, such as virtual reality (VR) and augmented reality (AR), are making their way into team communication tools. These technologies provide more engaging and interactive collaboration experiences, which can enhance creativity and problem-solving.
As technology advances, these tools become more sophisticated, offering enhanced analytics, better integration with social media platforms, and improved user experience. Companies that leverage these changing trends are likely to gain a competitive edge.
What Are Team Communication Tools?
Team communication tools are software applications designed to encourage communication and collaboration among team members. Businesses, remote teams, and project groups commonly use these tools to share information, discuss tasks, and coordinate activities.
The primary purpose of team communication tools is to enable efficient and effective communication within a team, ensuring that all members are aligned and informed. Typical users include project managers, team leaders, and employees who need to collaborate on tasks and projects.
Components of team communication tools typically include messaging platforms, video conferencing, file sharing, and task management features. These elements work together to provide a solution for team communication and collaboration.
Features Of Team Communication Tools
Practical team communication tools help simplify communication, enhance collaboration, and ensure that everyone is on the same page. Here are some of the most essential features to look for in team communication tools.
- Instant Messaging: This feature allows team members to communicate via internal communication in real time, which is important for quick decision-making and problem-solving.
- Video Conferencing: Video calls enable face-to-face video conference communication, which helps build stronger relationships and ensures that non-verbal cues are not missed in virtual meetings.
- File Sharing: The ability to share documents and files within the communication tool ensures that everyone has access to the necessary resources without switching platforms. This feature is great for brainstorming and other teamwork exercises.
- Task Management: Integrating task management features helps teams keep track of their responsibilities and deadlines, ensuring that projects stay on track.
- Integration with Other Tools: Easy integration with other software like project management tools, collaboration tools, calendars, and email helps create a unified workflow, reducing the need to switch between different applications.
- Search Functionality: A search feature allows team members to quickly find past conversations, files, and other important information, saving time and improving efficiency.
- Notifications and Alerts: Customizable notifications ensure that team members are aware of important updates and can respond promptly, without being overwhelmed by unnecessary alerts.
- User Roles and Permissions: This feature allows administrators to control access to different parts of the tool, ensuring that sensitive information is only accessible to those who need it.
- Mobile Access: Having a mobile communication app ensures that team members can stay connected and productive, even when they are away from their desks.
- Security and Compliance: Strong security features and compliance with industry standards protect sensitive business communication and ensure that the organization meets regulatory requirements.
Choosing the right team communication tool with these features can significantly enhance collaboration and productivity within your team. By focusing on these key aspects, you can ensure that your team has the resources it needs to communicate effectively and achieve its goals.
Benefits Of Team Communication Tools
In today's fast-paced business environment, team communication tools have become indispensable in facilitating interaction, collaboration, and productivity among team members. Below are five primary benefits of using team communication tools for both users and organizations.
- Enhanced Collaboration: Team communication tools enable real-time collaboration, allowing team members to work together on projects, share ideas, and provide feedback instantly, regardless of their physical location.
- Increased Productivity: By centralizing communication and reducing the need for lengthy email threads, these tools simplify workflows and help teams focus on their tasks, leading to higher productivity.
- Improved Transparency: These tools provide a clear record of all communications and decisions made, ensuring that everyone is on the same page and reducing the likelihood of misunderstandings or missed information.
- Better Project Management: With integrated project management features, team communication tools help track progress, set deadlines, and assign tasks, making it easier to manage projects efficiently and meet deadlines.
- Enhanced Flexibility: Team communication tools support remote work by allowing team members to communicate and collaborate from anywhere, providing the flexibility needed to adapt to different working conditions and time zones.
Investing in team communication tools can significantly improve the way your team interacts and collaborates, leading to better outcomes and a more cohesive work environment. By leveraging these tools, organizations can ensure that their teams are well-connected, informed, and productive.
Costs & Pricing Of Team Communication Tools
This section provides a detailed estimate of average team communication plans and associated costs. The data is derived from an analysis of common pricing tiers and the features they offer. By understanding these pricing structures, users can better assess their needs and budget considerations when choosing team communication tools.
Plan Comparison Table for Team Communication Tools
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic messaging, limited file sharing, limited integrations, basic security |
| Personal Plan | $5-$10 per user /month | Enhanced messaging, video calls, more file storage, integrations, basic support |
| Business Plan | $10-$20 per user /month | Advanced messaging, video conferencing, extensive file storage, advanced integrations, priority support |
| Enterprise Plan | $20+ per user /month | Custom features, unlimited storage, advanced security, dedicated support, compliance tools |
Team Communication Tools FAQs
Here are some answers to frequently asked questions you may have about team communication tools and how they work.
How can I integrate team communication tools with other project management software?
Most team communication tools offer integrations with popular project management software like Trello, Asana, and Jira. You can usually find these options in the settings or integrations section of the tool. For example, Slack allows you to connect with Trello by adding the Trello app to your Slack workspace, enabling you to create and manage Trello cards directly from Slack channels.
What are the best practices for managing notifications in team communication tools?
To avoid notification overload, customize your notification settings to prioritize important messages. Many tools allow you to mute specific channels or conversations, set do-not-disturb hours, and choose which types of notifications you receive. For instance, in Microsoft Teams, you can adjust your notification settings to only alert you for mentions or direct messages.
How can I ensure data security and privacy in team communication tools?
Choose tools that offer security features such as end-to-end encryption, two-factor authentication, and compliance with industry standards like GDPR and HIPAA. Regularly update your software to the latest version to benefit from security patches. Additionally, educate your team on best practices for data security, such as using strong passwords and recognizing phishing attempts.
What strategies can improve engagement through team communication tools?
Encourage regular check-ins and use features like polls, reactions, and video calls to make interactions more dynamic. Create dedicated channels for non-work-related topics to foster a sense of community. For example, in Slack, you can create a #random channel for casual conversations and team bonding activities.
How do I manage and archive old conversations and files in team communication tools?
Most tools offer archiving options to keep your workspace organized. In Slack, you can archive channels that are no longer active, and in Microsoft Teams, you can use the retention policies to manage the lifecycle of messages and files. Regularly review and clean up old data to maintain an efficient workspace.
What are the common challenges when scaling team communication tools for larger teams?
As teams grow, maintaining clear and effective communication can become challenging. Common issues include information overload, fragmented conversations, and difficulty in tracking important updates. To address these, establish clear communication protocols, use threaded conversations to keep discussions organized, and leverage search functionalities to find information quickly.
How can I measure the effectiveness of team communication tools?
Track metrics such as response times, message volume, and user engagement to gauge the effectiveness of your communication tools. Many tools provide built-in analytics or can be integrated with third-party analytics platforms. Regularly review these metrics to identify areas for improvement and ensure that the tools are meeting your team’s needs.
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