When I think about what makes a team thrive—especially in the last few years—the first thing that comes to mind is how we stay connected. Working with people in different cities, and sometimes different time zones, I’ve learned that choosing the right communication tools isn’t just helpful; it’s essential for tackling projects and solving problems as a unit. A well-defined communication strategy is crucial for effective messaging and engagement.
I’ve worked my way through the maze of remote work and hybrid setups, and the truth is, there’s no one-size-fits-all answer. From quick-fire group chats to platforms that roll messaging, docs, and meetings into one place, the range of options can make your head spin. I’ve tried more than a few, and I know firsthand how much smoother work runs when the software actually fits the way a team operates.
This guide is designed to help you cut through the noise, understand your options, and select the best communication tools for your business. Together, we’ll explore essential examples, how these solutions empower collaboration, and which features matter most for lasting success.
Understanding communication tools in the digital age
Over the years, digital transformation has revolutionized how and where we communicate. The rise of online communication, including instant messaging (IM), video meetings, project management apps, and document collaboration software, now supports nearly every business workflow. Internal collaboration tools foster team collaboration, while external tools connect us with clients and customers. Consistent communication is crucial in fostering effective engagement among team members, ensuring everyone stays informed and connected.
One of the biggest changes I’ve observed is the accelerating shift from one-way notifications—like traditional email—to two-way, real-time interactions through apps like Slack, Microsoft Teams, and Lark. These platforms not only streamline chat but also integrate project management, videoconferencing, and document sharing—all under one roof. This convergence reflects a broader trend: organizations now demand seamless, flexible, and efficient communication software and techniques to stay competitive.
Today, the landscape ranges from simple chat apps to powerful all-in-one software, each tailored to different communication styles. What unites them is a focus on accessibility, integration, and ease of use, enabling teams to share updates, brainstorm, solve problems, and build stronger professional relationships—no matter their location. In short, modern communication apps have become essential engines of productivity and engagement in the digital age.
Image source: AI generated
Types of communication tools for modern organizations
When helping businesses or teams select communication tools, I always start by mapping out the main categories and their typical uses. Here are the most common types of online communication tools organizations rely on:
Internal communication software
Platforms such as Slack, Microsoft Teams, and various social intranets allow teams to chat instantly, organize conversations by channel or department, and promote transparency. Messaging apps keep everyone connected and reduce the noise of overflowing email inboxes. Internal communication platforms are essential for streamlining communication across various channels and enhancing employee engagement, fostering a productive work environment.
External communication software
Customer relationship management (CRM) systems like Salesforce and HubSpot, as well as client portals and help desks, ensure that companies communicate effectively with clients, partners, and vendors. These tools track conversations, streamline support, and help deliver outstanding customer experiences.
Video meetings platforms
Whether it’s a quick check-in or a company-wide meeting, services like Zoom, Lark Meetings, Microsoft Teams, and Google Meet make face-to-face communication possible when teams are remote or globally distributed. Video brings a personal touch and is vital for collaboration, onboarding, and relationship-building.
Project management and task tracking tools
Asana, Trello, Lark Base and Monday help us organize, delegate, and track tasks. These tools bridge communication and project workflows, offering centralized spaces for updates, due dates, and shared resources.
Document collaboration software
Modern businesses need real-time file sharing and editing. Google Workspace, Lark Docs, Notion, and SharePoint facilitate joint document work, allowing team members to co-author, comment, and revise without version headaches.
Email platforms
While IM now leads daily communications, email platforms like Outlook, Lark Mail and Gmail still play a key role in formal communication, documentation, and campaign management—often integrating with other communication tools and techniques.
All-in-one software
Increasingly, businesses favor integrated platforms that combine multiple communication channels. Lark is an excellent example, offering chat, video meetings, document collaboration, and calendar—all in one intuitive interface. Microsoft Teams and Google Workspace also offer these holistic solutions, reducing the need for app switching and helping teams stay in sync.
Benefits of using communication tools for business success
Investing in high-quality communication tools isn’t just about convenience—it’s about creating an environment where people can do their best work. From my own experience working across various teams, I can confidently say that the right tools are a catalyst for positive change. Here are some of the key benefits I’ve noticed:
Enhancing employee engagement and company culture
Online communication tools and techniques foster openness and inclusion. Regular check-ins, shared celebrations, and team-building activities done virtually can boost morale and strengthen culture, even in remote or hybrid teams. Additionally, engagement tracking plays a crucial role in measuring the impact of these communication efforts and enhancing employee engagement.
Improving teamwork and collaboration
Communication tools examples such as shared workspaces or IM enable fast feedback, streamline project management, and ensure everyone stays on the same page. This reduces misunderstandings and makes it easier to collaborate, no matter where your colleagues are.
Accelerating decision-making and response times
With real-time communication channels, teams can address challenges and grab new opportunities without delay. Features like group chats, video huddles, and collaborative document editing eliminate bottlenecks and keep projects moving forward smoothly.
Bridging remote and hybrid teams
The rise of remote work made flexible, robust communication tools essential. These tools help bridge time zones and locations, keeping employees feeling connected and supported, wherever they log in from.
Enabling knowledge sharing and transparency
External or internal communication platforms like document collaboration platforms and internal wikis break down silos and encourage open information exchange. This transparency empowers everyone to do their best work and creates a culture of shared learning.
Top communication tools and platforms
Choosing the right external or internal communication platforms for your team is like building the foundation of a modern workplace. I’ve tested and lived with many of these platforms over the years, and I think the best results always come from a thoughtful mix of solutions tailored to your unique workflow. Let’s explore some of the most influential online tools, examine communication tools examples from across industries, and see how tools and techniques come together to empower real collaboration.
Tools at a glance:
Lark — All-in-one collaboration made easy
Microsoft Teams — Enterprise chat and meetings hub
Google Workspace — Seamless cloud productivity suite
Slack — Flexible team messaging for modern work
Discord — Real-time voice and chat for creative teams. File sharing tools provide real-time access to documents and support efficient distribution of large files.
Zoom — Reliable video meetings for any size group
Skype — Classic video calling with international reach
Asana — Powerful task tracking and project organization
Trello — Visual boards for simple project management
Monday.com — Highly customizable workflow automation
Notion — All-in-one workspace for notes and wikis
SharePoint — Robust document management for enterprises
Salesforce — Leading CRM for customer relationships
HubSpot — Inbound marketing and sales software
Zendesk — Streamlined support ticketing and customer service
Intercom — Conversational messaging for customer engagement
All-in-one software: Lark, Microsoft Teams and Google Workspace
All-in-one solutions have transformed the way I approach both internal and external communication. When everything—chat, meetings, document sharing, and task management—lives in one platform, it’s amazing just how much friction disappears from the workday.
Lark
Lark is a standout for its blend of messaging, video conferencing, collaborative docs, cloud storage, and calendar—all seamlessly integrated in one place. What I appreciate about Lark is its clean design and how smoothly it handles real-time editing and notifications. It’s the kind of online communication tool that truly adapts as teams grow, supporting both small businesses and larger organizations.
Microsoft Teams
Microsoft Teams pairs chat, meetings, and file collaboration right inside the Microsoft 365 suite. What impressed me most using Teams is its deep integration with familiar apps like Word, Excel, and PowerPoint, plus a wealth of add-ins. Especially for companies already on Microsoft 365, this all-in-one communication software helps centralize every aspect of collaboration.
Google Workspace
Google Workspace offers a similar experience for those in the Google ecosystem. I found it intuitive to jump between Gmail, Google Chat, Meet, Docs, and Calendar—all linked through one account. For many, Google Workspace’s simplicity and cloud-first design make it a go-to communication tool for small and medium-sized teams. These platforms can also automate repetitive tasks, reducing manual intervention and minimizing errors.
Whichever all-in-one platform you choose, what matters most is selecting the features and integrations that align with your communication tools and techniques. I recommend taking advantage of free trials, testing integrations, and polling your team on usability before rolling out one of these major solutions.
Instant messaging & real-time communication: Slack and Discord
IM is the beating heart of many organizations. It cuts down on email overload, improves response times, and makes quick collaboration feel natural. These tools facilitate communication by enabling users to share feedback and information efficiently.
Slack
Slack changed how I think about work communication. Its use of channels for projects, departments, or topics keeps conversations organized and searchable. Slack’s integrations—ranging from file sharing (Dropbox, Google Drive) to workflow automation (Zapier, Jira)—bring tasks right into your conversations. And with direct messages, group chats, emoji, and huddles, Slack encourages a transparent, real-time work culture. However, if you are seeking communication tools tailored to meet different needs or challenges, exploring alternatives may prove beneficial.
Discord
Discord, known mainly for gaming communities, is gaining traction in creative and tech teams. Its voice and video channels offer a less formal, always-on space for quick discussions, project brainstorming, or social interaction. I’ve seen startups use Discord for distributed teams where creativity and casual hangouts matter as much as project milestones.
When thinking about instant messaging tools examples, consider what level of organization, privacy, and integration you need. Slack works beautifully for project-focused environments, while Discord can add a relaxed, social touch to digital workplaces.
Tips for choosing real-time chat tools:
Look for tools with clear conversation threading and easy search.
Check for robust notification settings to avoid overwhelm.
Prioritize integrations with other tools your team uses.
Video conferencing platforms: Zoom and Skype
Video conferencing has been a lifeline for remote teams—and it’s essential for hybrid workforces, virtual events, and client meetings.
Zoom
Zoom stands out for its reliability, user-friendly meeting setup, and features like breakout rooms, recording, and background blur. Its ability to handle both small huddles and large webinars makes it extremely adaptable. I love the peace of mind knowing that scheduled meetings “just work,” no matter the team’s technical background.
Skype
Skype has long been recognized as one of the pioneers among online conferencing tools, especially for video and voice calls. Over the years, it has remained a solid choice for teams and individuals who need straightforward, accessible video conferencing. I appreciate how Skype provides instant messaging alongside its video and audio capabilities, making it easy to chat and share files during a call. Plus, its integration with Microsoft’s ecosystem means it fits smoothly with many business workflows. For teams seeking a tried-and-true communication tool for international calls, interviews, or quick meetings, Skype remains a strong option.
Video conferencing platforms like Skype and Zoom also play a crucial role in enhancing remote team collaboration and customer interactions, making them more effective and efficient.
Key considerations:
Make sure your tool offers reliable audio/video quality, even with low bandwidth.
Security features (like waiting rooms and host controls) are a must for business use.
Test mobile access—for many, quick calls happen on the go.
When selecting video conferencing communication apps, opt for those that simplify setup for every attendee and keep meetings productive, not just lengthy.
Project & task management: Asana, Trello, Monday
Project and task management tools keep everyone aligned, accountable, and clear on what matters most. They are essential communication apps and techniques for both project-driven teams and everyday operations. These tools also support data-driven decision making by providing insights into project progress and team performance.
Asana
Asana is one of my personal favorites for workflow automation and project tracking. I appreciate its flexible project views (timelines, boards, lists) and automation rules that reduce repetitive work. Assigning tasks, setting deadlines, and tracking progress all happen in one space.
Trello
Trello brings a simple, visual approach: drag-and-drop boards, cards, and checklists that are perfect for brainstorming, roadmaps, or agile sprints. For teams dipping their toes into structured task management, Trello is incredibly easy to learn.
Monday
Monday takes customization to the next level, with templates, dashboards, and integrations. I’ve seen teams use it to manage everything from marketing campaigns to recruitment and support tickets. Monday’s focus on visual dashboards and data views makes it a favorite when you want project status at a glance. For teams seeking alternatives to Monday's offerings, exploring other options could bring better results tailored to specific needs.
Choosing the right project management tool:
Consider whether you need detailed task workflows or simple checklists.
Double-check how the tool integrates with other online tools you rely on.
Assess reporting and dashboard functionality for better visibility.
A good project management system keeps the conversation moving beyond chat, ensuring tasks get done and everyone knows what’s next.
Document collaboration and shared workspaces: Notion and SharePoint
When our team needs to co-edit documents, build out a knowledge base, or share resources, a reliable document collaboration platform is essential. Knowledge management systems play a crucial role in enabling teams to create, share, and maintain centralized information.
Notion
Notion is my go-to for building knowledge bases, wikis, and internal documentation. Its block-based editor and flexible databases suit teams that want both structure and freedom. Internal communication flows effortlessly when everyone can access and contribute to living documents.
SharePoint
SharePoint delivers scalable file management and collaboration for larger organizations, especially those using Microsoft 365. Its strength lies in document storage, sharing permissions, and creating intranet-like portals for different departments or projects.
Practical tips for document collaboration:
Encourage team members to use comments, annotations, and track-changes features freely.
Use folders and tags to keep shared spaces organized.
Regularly archive outdated files to maintain an efficient knowledge center.
Document collaboration tools aren’t just about editing—they’re about connecting people to information and expertise, no matter where or when they work.
CRM & external communication platforms: Salesforce and HubSpot
CRM platforms and help desk solutions are the backbone of external business communication platforms and techniques.
Salesforce
Salesforce and HubSpot offer robust systems for managing leads, tracking customer journeys, and automating follow-ups. Their dashboards give clear insights into communication history, performance, and opportunities—all tailored to your sales, support, or marketing workflow.
Zendesk
Zendesk and Intercom shine when it comes to customer support, live chat, and ticketing. I have seen firsthand how these platforms ensure no customer request slips through the cracks, streamline team collaboration on support cases, and improve response quality with chatbots and scripted flows. These CRM platforms enhance the customer journey by facilitating real-time interactions and personalized service.
Use cases for CRM and support tools:
Unifying customer data and conversations in one place
Enabling support teams to collaborate on complex issues
Automating follow-ups, reminders, or routine responses
When choosing CRM or support tools, prioritize scalability, security, and ease of integration with your existing toolkit. This is especially vital for teams with high volumes of customer interaction across multiple channels.
Email and campaign management: Lark Mail, Outlook, Gmail, and automation
Even with the rise of instant messaging and video, email remains a foundational communication tool—especially for formal, external, and asynchronous communication.
Lark Mail (Part of Lark suite), Outlook (part of Microsoft 365) and Gmail (core to G-suite) offer robust, secure email platforms. I use them daily for official communications, sending updates to clients, and tracking message history.
However, modern email isn’t just about sending messages back and forth. Email automation tools and features—think newsletters, campaign management, and auto-responders—allow businesses to reach customers at scale, nurture relationships, and track engagement. These tools also facilitate communication and interaction with potential clients effectively.
Tips for effective email communication:
Segment your audience and personalize where possible.
Integrate your email platform with other communication apps for a unified workflow.
Use scheduling and follow-up reminders to ensure messages are read and actioned.
How to choose the best tools for your organization
Selecting the right communication tools is a strategic process, and one I always recommend approaching thoughtfully. There’s no one-size-fits-all answer; the perfect toolkit depends on your team’s size, goals, workflow, and culture. Here’s the approach I use and suggest to others:
Identify your team’s unique needs
Consider your organization’s size, structure, and the nature of your work. Do you need simple chat, or do you require advanced collaboration and integration features? Ask your team about their preferences and pain points.
Key features to look for
The best tools offer strong integration, security, and scalability, plus a user-friendly interface. Reliable support, customization options, and accessibility across devices are also critical. If your organization handles sensitive information, prioritize compliance with relevant standards.
Adapt tools to your organization’s size and industry
A startup might thrive with an all-in-one solution like Lark or Google Workspace, while an enterprise may require specialized integrations or workflow automations. Certain industries have unique needs—healthcare institutions, for example, must consider tools that are HIPAA-compliant. Additionally, consider other tools such as social intranets and task management platforms to ensure effective internal communication.
Evaluate total costs and long-term ROI
Compare not only upfront pricing but also training, support, and ongoing maintenance expenses. Ask yourself and your vendors how these tools examples will add value over time.
Checklist: Questions to ask before making a final decision –
Does the tool integrate smoothly with your existing software?
Is it secure and regularly updated?
Can it scale with your organization as you grow?
Will your team find it easy to use and adopt?
What kind of onboarding and customer support does the vendor offer?
Communication tools for remote and hybrid workforces
As our work environments change, online communication software play a central role in maintaining connection, productivity, and team morale—especially across remote and hybrid settings. My work with hybrid teams has shown how the right tools can unify people who are physically apart.
Connecting distributed teams:
Video conferencing platforms create opportunities for face-to-face interaction across distances.
Real-time messaging tools keep conversations flowing for check-ins, instant feedback, and swift problem-solving.
Document collaboration software ensures everyone has up-to-date resources, wherever they are.
Internal communications are crucial for enhancing employee engagement and organizational dynamics.
Best practices for remote and hybrid work include:
Establishing standard guidelines on when and how to use each tool.
Applying effective tools and techniques, such as:
Setting clear meeting agendas.
Blending synchronous (live) and asynchronous (delayed) updates.
Creating online spaces for informal conversations.
Typical day for a hybrid team:
Scheduled video meetings.
Instant messaging for quick updates.
Collaborative document editing.
Thoughtful email touchpoints.
Tools examples like Slack, Lark, or Google Workspace make this seamless.
Addressing remote work challenges:
Implement regular team rituals to support engagement.
Use transparent communication policies.
Test new online communication tools to improve team connection and overcome isolation, time zone issues, or missing in-person cues.
Overcoming common challenges with tool adoption
Getting the most from communication tools requires more than just choosing the right platform—it takes thoughtful introduction, integration, and ongoing support.
Combatting “app fatigue”:
Limit the number of platforms to what’s truly needed.
Choose online communication apps that integrate with essential workflows.
Smooth workflow integration:
Opt for communication apps and techniques that complement existing systems and prevent workflow duplication.
Security and compliance:
Always select communication apps that meet legal and industry standards, especially if your organization handles sensitive information.
Set permissions carefully to balance access and privacy.
Change management and onboarding:
Provide clear training, user guides, and a forum for questions.
Encourage sharing of communication apps examples and feedback from all team members.
Continuous improvement:
Regularly gather feedback.
Use insights to refine toolsets and processes to support digital transformation.
Improving employee engagement with communication tools
Communication tools do more than carry information—they create a sense of engagement, belonging, and motivation.
Gather feedback and insights using:
Built-in survey and polling tools.
Anonymous Q&A channels and suggestion boxes in your tools.
Foster company culture online by:
Hosting virtual celebrations and team-building events.
Creating digital “watercooler” or shoutout channels for recognition.
Sharing success stories or learning moments.
Utilizing social media channels to enhance brand presence and track engagement metrics.
Encourage continuous learning with:
Shared wikis, knowledge bases, or collaborative learning spaces.
Regular sessions for resource and knowledge sharing.
Key to engagement:
Deploying the right mix of communication tools and techniques so that every employee feels connected and empowered to contribute.
Measuring the effectiveness of your communication tools
To be sure your online communication tools are really making a positive impact, review their use and results regularly.
Key performance indicators:
Engagement rates (messages, meeting attendance, contributions).
Response times to important communications.
Employee feedback and satisfaction scores.
The effectiveness of verbal communication in business interactions.
Using analytics:
Many communication tools feature dashboards for quick analysis.
Look for trends, bottlenecks, or gaps in connection.
Making adjustments:
If projects stall or engagement drops, revisit your communication tools, training, or practices.
Measuring is about more than numbers—listen, respond, and adapt.
The future of communication tools: Trends and innovations
The landscape of communication tools is evolving rapidly, bringing exciting new ways to connect and collaborate.
Emerging trends include:
AI-powered assistants and chatbots in online communication tools, managing scheduling and summarizing discussions.
Deep integrations, enabling seamless workflow transitions from chat to video or document collaboration.
Expanding use of virtual and augmented reality for immersive meeting experiences.
Automation of routine updates, so teams can focus on creativity and problem-solving.
What this means for you:
Stay open to experimenting with new communication tools examples and innovations.
Focus on techniques that nurture authentic, human connection despite the digital shift.
Conclusion
For teams seeking a comprehensive communication tool, Lark is undoubtedly an excellent choice. As we've discussed throughout this article, it provides everything necessary for seamless collaboration and communication, making it particularly well-suited for multinational teams. Perhaps most importantly, Lark offers an impressive free version that includes instant messaging, email, document collaboration, and project management tools. By choosing Lark, teams can enhance their productivity and streamline their workflows without breaking the bank. Embrace the future of teamwork with Lark and unlock the full potential of your team.
As I reflect on the powerful impact of communication tools in our work and lives, I’m convinced that thoughtful selection and adoption shape not only our productivity, but also our organizational culture and collective spirit. The landscape of online communication tools will keep changing, but the core goal will remain: to help us connect, understand, and achieve more together.
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