7 questions to ask when choosing a new employee communication tool

There are more employee communication tools available than ever. Modern intranets. Employee apps. And a ton of software add-ons. But — as we’re sure you now know — there’s soon to be one big player missing from the market.

Workplace from Meta is being discontinued. So the platform’s many clients are now trying to decide on a Workplace alternative.

Whether you’re affected by the closure of Workplace or simply feel that your employee communication tools need a rethink, choosing a new internal communication tool requires careful consideration.  

You need a platform that promises to improve internal communications and employee engagement for your workforce. Something that facilitates easy communication between people at all levels of your organization.

Depending on your company and workforce, you may also need a tool that supports teamwork, company-wide updates, co-worker connection, recognition, feedback, and more.

The variety of software options available is an opportunity — and a challenge. It’s likely that there’s a perfect-fit platform out there. But the process of finding it can be tricky.

With that in mind, we’ve put together a list of questions you should ask when choosing a new employee communication tool. These questions will help you find software that performs as well as Workplace from Meta and meets the needs of your workplace.

But first, let’s take a quick look at the current employee communication landscape.

The employee communication landscape in 2024

In today’s digital workplace, effective employee communication relies on the right tech solutions. But if you’re looking for a new employee communication tool for your organization, chances are you’re feeling a little overwhelmed by the number of options on offer.

There are tools suited to certain segments of the workforce — for example, desk-based workers or frontline workers.

There are internal communication tools that focus on a very specific area of employee communications, like surveys or video conferencing.

And there are tools that go beyond employee communication to support organizations with tasks like employee engagement and project management, either through integrations or as an all-in-one solution.

Some tools are also exiting the marketplace.  

Earlier this year, Meta announced that it would be discontinuing its Workplace tool. The platform will continue to operate until September 2025 and will remain read-only until May 2026. But many companies using Workplace from Meta are already looking to make a switch.

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Deciding which tool — from this huge selection — is right for your organization can feel challenging. But it’s a priority for many business leaders in 2024, with 84% saying they plan to invest in more modern communication strategies.

You only have to look at some recent research to understand why. 

According to the Axios report for 2023 into the State of Workplace Communications, the cost of poor internal communications amounts to $15,000 per employee per year. And while 77% of leaders think the communications they share support employees to do their jobs well, only 46% of employees agree.

In its 2024 State of Business Communication report, Grammarly reveals how poor communication is impacting employees and organizations. As a result of poor communication:

• 51% of employees experience increased stress
• 41% of employees report lower productivity
• 31% of employees experience strained workplace relationships
• 26% of employees have missed deadlines

On the flip side, good internal communications lead to increased employee confidence, productivity, and work satisfaction. Ultimately, a much better employee experience and better business results, too.

Questions to ask when choosing a new employee communication tool

Ask the right questions and you’ll find it easier to create a shortlist of employee communication tools. Here are the things you should be asking yourself — and your teams — as you undergo your software search.

How do we rate our current communication channels?

Before you start looking for a new workplace tool, assess your current one. Whatever platform you’ve used until now — Workplace from Meta or an alternative — you need to clarify what you like and dislike about it. You’ll then have a clearer idea of what you need in a new solution.  

So consider how effective your current communication tools are and whether they have any limitations. Establish whether there are any significant integration gaps. Launch an employee survey to gather the thoughts of your workforce.  

Also, bear in mind what Grammarly said in its recent report: over the past 12 months, 73% of professionals say they’ve seen an increase in the variety of communication channels used in their workplace. But this isn’t leading to more effective internal communications.

Different workplace tools come with their own notifications, interfaces, and rules of engagement. Employees may feel confused about which channel is appropriate for which message. And conversations become disjointed and hard to track because they take place in multiple locations.  

The best solutions are streamlined and easy to use. So consider how many different communication channels you’re currently using. And whether these tools are successfully communicating key messages and encouraging employee engagement.  

You can look at adoption and platform engagement rates to better understand how employees interact with your current tech selection.

What do we want from this communication tool and partnership?  

Onto challenges, goals, and platform features. When choosing a workplace tool, think about:

• Your primary communication challenges. Perhaps messages are being missed. Or employees are failing to engage with the platform. Maybe there’s a disconnect between HQ and frontline workers.
  
  
• What you’re trying to achieve with this tool. Do you want it to enhance workplace collaboration, improve employee engagement, or amplify company culture? Maybe you want it to do all these things.
  
  
• Must-have features. What functionality do you need? This might include real-time messaging, video conferencing, document sharing, surveys, or social feed features.

Also, think beyond the platform itself. Sure, you need a communication tool that supports your organization’s style of communication. But it’s also useful to have a partner who understands employee communications — and your workplace challenges — inside out.

Here at Blink, we’re experts in employee communication and engagement. Unlike some of our competitors, this is our sole focus. Our clients can rely on us as a strategic partner, benefitting from our comms insights and ongoing support.

We work with our clients so they get the best from the Blink app. We offer extensive support through the launch phase, helping you to encourage adoption. We also pride ourselves on our responsiveness to client feature requests, feedback, and suggestions.

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Will this communication platform work for all employees?

A good employee communication tool acts as a hub for your organization. It’s a place where co-workers connect, where they access collective knowledge, and where leadership shares important messages.

All pretty vital stuff. So it’s not fair to leave any employees out of the conversation. It’s not good for business either.

Unless everyone enjoys easy access to your platform, you fail to achieve the levels of workplace communication and employee engagement that you’re striving for.

Bear in mind that only 10% of frontline workers say they have high access to the tools, tech, and opportunities they need to connect and advance in their workplace. So when choosing a new employee communication tool, consider where and when your employees will be using it.

If your employees are fully desk-based, a desktop platform is likely to fit the bill. For hybrid teams, you need desktop systems with real-time communication and collaboration tools.

For frontline employees who don’t work at a desk — and don’t necessarily even have a company email address — you need a different type of workplace tool. A mobile-first employee app, available on employee smartphones, is your best option.

Of course, if you have a mix of frontline and desk-based staff, you need a solution that works for everyone. It should have the same extensive features on both mobile and desktop so no one misses out. And it should successfully bridge the gap between your company’s frontlines and head office.

What level of personalization and customization do we want?

The best employee communication tools offer personalization features. They allow you to adapt a platform to the branding and requirements of your organization. This is good for the employee experience and it helps improve employee engagement with your tool.

Don’t need a particular module? Then it probably shouldn’t take up space on the employee dashboard. Want the software to align with your company branding? This service should come as standard.  

If you’re a large, global company, it may also make sense to create mini-sites within your platform. Each of these sites can be branded and personalized for a different segment of your workforce to ensure they’re relevant and engaging.

So clarify what you expect in terms of platform personalization, then ask platform providers what they’re able to deliver. 

What integrations do we need?

As we’ve already touched upon, in today’s digital workplace, software overwhelm is a real problem. Throw too many tech tools at employees and you make them less productive and engaged.

That’s why a good employee communication tool is an all-in-one solution. It also integrates seamlessly with any other workplace software you like to use. 

This makes life easier for employees because they access all tools from one unified dashboard. It can also improve software adoption rate. When employees don’t have to worry about separate logins and passwords, they find it easier to use the tools at their disposal. 

Thanks to Blink’s digital hub, organizations enjoy 5x better adoption of existing tools. With single sign-on (SSO), users don’t have to waste time logging into different apps. This creates a streamlined and user-friendly experience — and it makes employees more productive, too.

What’s the user experience like?

Usability is another important consideration when choosing a new employee comms tool. There’s little point investing time in new tech if a large proportion of employees don’t actually end up using it.

The best employee apps require minimal employee training. They’re intuitive to use and navigate. There are few points of friction. It’s easy for admins to manage content and comms from the back end of the platform.  

Your chosen employee communication tool should also support you in boosting employee engagement. It’ll come with a social-media-style news feed. Employees will have the option to like, comment, and post. You’ll be able to launch pulse surveys and send out rich, multimedia content. 

If you’re switching from an existing tool — like Workplace from Meta — it makes sense to choose an internal communications solution with a similar interface and features. When a platform feels familiar, employees will find it easier to make the switch.

So how do you judge a tool’s user experience? A product demo helps you get a sense of what a platform is like in action. You can also look at a tool’s adoption rates and platform engagement rates to see how it’s working for other organizations like yours.

Find out what customers think of Blink. Take a look at our case studies.

What are the practicalities of this platform?

As well as considering the effectiveness of an internal communication tool, you need to consider its practical impact. So work with other departments, like IT and finance, to establish your requirements in terms of:

• Budget. How much are you prepared to spend? What’s the ongoing cost of a platform? Are there any hidden costs and does it represent good value for money?
  
  
• Security. Does this platform keep your company and employee data safe? What security practices does it follow?
  
  
• Scalability. Can the platform grow with your organization? How will it adapt to your changing needs?  

Final thoughts on choosing an internal communication tool

There are lots of employee communication tools to choose from. And — as Meta discontinues Workplace — lots of organizations looking for a new solution to meet the needs of their workforce. 

To find the right internal communication tool for your organization, you need to ask the right questions.

Think about what you like and dislike about your current solution. Clarify what you want from platform features and a software partner. Consider customizations, integrations, and the user experience. And be sure to think about all employees and their communication needs.

This should help you narrow down the list of options. You can then conduct research into your shortlisted platform providers, looking at their adoption and engagement rates — and taking them for a spin as part of a free trial or demo.

Find out if Blink is the right internal communication tool for your organization by scheduling a personalized demo. Book your demo today.