Effective communication is crucial for any organization to thrive. In the modern workplace, team communication tools facilitate smooth and efficient communication among team members.
The rise of remote work and the need for social distancing in 2019 have increased collaboration tools at modern workplaces. Gartner noted a 44% adoption rate since then. Estimates show that as of 2022, the market for team collaboration tools may reach USD 27.41 billion.
These tools have revolutionized how teams collaborate, communicate, and get work done, making it easier than ever to stay connected and productive, regardless of where team members are.
This article will examine some of the most popular team communication softwares and their benefits. We will provide a brief overview of each tool - including its key features and pricing plans - so that you can decide on one that best suits your company's needs!
Whether you're a small business owner looking for a cost-effective way to communicate with your team, or an HR manager looking to improve communication in your organization, this article has covered you. So, let's dive in and explore today's top team communication tools.
Tracking tasks and deadlines
On the other hand, the right tools can link people and processes to ensure that all the nuances are covered. Before moving to strictly communication tools, it’s critical to set up the workflows and processes.
When you open any course on project management, for sure, there will be a separate lecture dedicated to collaboration and project management software, as without it, proper communication is not possible. It helps to bring project documentation, track the tasks and deadlines, and see the team dependencies in one place.
While covering the same basic functionality, the additional features differ a lot, starting from laconic Microsoft Project and Jira to multifunctional Trello, so you need to try several options before making the final decision.
Another core process that needs to be covered is your talent acquisition management.
If you are looking for the right tool, look at Recruitee to help you save time selecting candidates, scheduling interviews, and extending the talent pool with some promising candidates you may need to fill future vacancies.
When recruitment and project management are covered, your team will need to have an effective channel of communication for everyday work, and that’s what we will be focusing on in this article.
So here are the five most popular tools to handle team communication that can be used together or standalone options to cover the needs of your team:
1. Slack
Slack is on top of the most popular team messengers. It allows you to organize work bringing all the extra tools in one place, so you don't need to monitor other software distracting from your work because if an update happens, Slack will notify you about it. The simple and intuitive interface is easy to manage, even for a complete beginner. There are personal and group channels. The latter may be private, public, or multi-workspace.
Slack's features and capabilities:
- Group and direct messaging: Slack allows teams to communicate in group channels or privately through direct messages.
- File sharing: Teams can easily share files, documents, images, and other media types through Slack.
- Integrations: Slack has integrations with various third-party apps and tools, such as Google Drive, Trello, and Asana, making it a convenient choice for teams.
- Mobile app: Slack has a mobile app that allows team members to stay connected and communicate on the go.
Pricing plans and integrations:
- Slack has four pricing plans: Free, Pro, Business, and Enterprise Grid. The Free plan includes essential features such as group and direct messaging, file sharing, and integrations. The pro and business plans include additional features such as video conferencing, guest accounts, and advanced analytics. On the other hand, the Enterprise grid is the most advanced plan and has full access to the Slack platform. It also offers dedicated support from Slack's team of experts, who can help you set up custom integrations and build bots for your business.
- Slack also offers integrations with various third-party apps and tools, such as Google Drive, Trello, and Asana, making it a versatile and convenient choice for teams.
Pros and cons of using Slack for team communication:
Pros:
- Real-time communication: Slack allows teams to communicate in real time, making it a convenient choice for fast-paced environments.
- File sharing: Teams can easily share files, documents, and other types of media through Slack, making it a convenient choice for collaboration.
- Integrations: Slack has integrations with various third-party apps and tools, making it a versatile choice for teams.
- Mobile app: Slack allows team members to stay connected and communicate on the go.
Cons:
- Limited storage: Slack's free plan has limited storage, and the pro and business plans can be expensive for small teams.
- Lack of advanced features: Slack may not have advanced features such as project management or document collaboration, which some teams may need.
- Overload of notifications: Some teams may find Slack's notification system overwhelming, as it can send many notifications for various events and actions, although these can be personalized.
2. Zoom
If Slack is the most popular software for messaging, the same can be said about Zoom when it comes to video and video calls. It supports both 1:1, group calls, and mass video conferencing, using all the virtual call essentials like screen sharing, and hiding your background with some funny images. No surprise that the daily visits exceed 300 million users.
Zoom's features and capabilities:
- Video and audio conferencing: Zoom allows teams to hold virtual meetings and webinars with high-quality video and audio.
- Screen sharing: Teams can share their screens during meetings, allowing them to present documents, slides, and other materials.
- Recording: Zoom allows teams to record meetings, webinars, and events, making it a convenient choice for teams that need to review or share content.
- Breakout rooms: Zoom has a breakout rooms feature, which allows teams to divide into smaller groups for more focused discussions.
Pricing plans and integrations:
- Zoom has four pricing plans: Free, Pro, Business, and Enterprise. The Free plan includes essential features such as video and audio conferencing and screen sharing. The Pro, Business and Enterprise plans include additional features such as recording, breakout rooms, and integrations with third-party apps.
- Zoom also offers integrations with various third-party apps and tools, such as Google Calendar, Salesforce, and Slack, making it a convenient choice for teams.
Pros and cons of using Zoom for team communication:
Pros:
- High-quality video and audio: Zoom has high-quality video and audio, making it a convenient choice for virtual meetings and webinars.
- Screen sharing: Teams can share their screens during meetings, allowing them to present documents, slides, and other materials.
- Recording: Zoom allows teams to record meetings, webinars, and events, making it a convenient choice for teams that need to review or share content.
- Breakout rooms: Zoom's breakout room feature allows teams to divide into smaller groups for more focused discussions.
Cons:
- Limited storage: Zoom's free plan has limited storage, and the Pro, Business, and Enterprise plans can be expensive for small teams.
- Lack of advanced features: Zoom may not have advanced features such as project management which some teams may need.
- Security concerns: There have been security breaches in Zoom meetings, which may be a concern for some teams.
3. Discord
Originally, Discord's main target audience was the gamers community that offered an easy way of voice communication not tied to any gaming platform. There's no need to call as you join the channel — just turn on sound and mic, and you can speak and share the screen right away.
This functionality is used by IT companies, education, and local communities as it makes Discord a great team communication tool. It's especially useful for teams requiring a multi-voice channel, as software developers or marketing teams. Also, it can be a great option for virtual team building and coffee breaks.
Discord's of features and capabilities:
- Voice and text messaging: Discord allows teams to communicate through voice and text messaging in real time.
- File sharing: Teams can easily share files, documents, images, and other media types through Discord.
- Integrations: Discord has integrations with various third-party apps and tools, such as Trello, Google Drive, and Asana, making it a convenient choice for teams.
- Mobile app: Discord has a mobile app that allows team members to stay connected and communicate on the go.
Pricing plans and integrations:
- Discord is free to use, but there are also paid plans, including a Nitro subscription plan that offers additional features.
- Discord also offers integrations with various third-party apps and tools, such as Trello, Google Drive, and Asana, making it a versatile and convenient choice for teams.
Pros and cons of using Discord for team communication:
Pros:
- Voice and text messaging: Discord allows teams to communicate through voice and text messaging in real time, making it a convenient choice for fast-paced environments.
- File sharing: Teams can easily share files, documents, and other types of media through Discord, making it a convenient choice for collaboration.
- Integrations: Discord has integrations with various third-party apps and tools, making it a versatile choice for teams.
- Mobile app: Discord allows team members to stay connected and communicate on the go.
Cons:
- Limited storage: Discord's free plan has limited storage, which may not be sufficient for some teams.
- Lack of advanced features: Discord may not have advanced features such as project management or document collaboration, which some teams may need.
- Security concerns: Discord has had security breaches in the past, which may be a concern for some teams.
4. GoToMeeting
GoToMeeting is a video conferencing tool from GoTo company specializing in meeting software, and apart from GoToMeeting, it offers other specific products designed explicitly for webinars and training. GoToMeeting's great features include fully online availability, meaning that you don't need to download any applications to join the meeting.
GoToMeeting's features and capabilities:
- Video conferencing: GoToMeeting allows teams to hold virtual meetings and webinars with high-quality video and audio.
- Screen sharing: Teams can share their screens during meetings, allowing them to present documents, slides, and other materials.
- Recording: GoToMeeting will enable teams to record meetings, webinars, and events, making it a convenient choice for teams that need to review or share the content.
- Scheduling: GoToMeeting has a feature called "scheduling," which allows teams to schedule and plan meetings.
Pricing plans and integrations:
- GoToMeeting has three pricing plans: Pro, Business, and Enterprise.
- GoToMeeting integrates with several other tools, including Google Calendar, Outlook, Salesforce, Zendesk, MailChimp, Slack, Office 365, and more, making it a convenient choice for teams.
Pros and cons of using GoToMeeting for team communication:
Pros:
- High-quality video and audio: GoToMeeting has high-quality video and audio, making it a convenient choice for virtual meetings and webinars.
- Screen sharing: Teams can share their screens during meetings, allowing them to present documents, slides, and other materials.
- Recording: GoToMeeting will enable teams to record meetings, webinars, and events, making it a convenient choice for teams that need to review or share the content.
- Scheduling: GoToMeeting's scheduling feature allows teams to schedule and plan meetings.
Cons:
- High pricing: GoToMeeting's Business and Enterprise plans can be expensive for small teams or businesses, making it a less budget-friendly option.
- User interface: Some users may find GoToMeeting's interface confusing or cluttered, making it difficult to navigate and use.
- Integration issues: Some users have reported cases with GoToMeeting's integrations with third-party apps, such as problems with connecting or syncing data.
5. Rocket Chat
Often introduced as a Slack alternative, Rocket Chat is a great collaborative open-sourced application that can be hosted locally or purchased as a SaaS.
It offers the core messenger functionality as private messages, channels, and calls. It also allows customizing application skin to match your company branding and flexibility for admin users as they can decide what options will be available for all other users.
Rocket Chat's features and capabilities:
- Voice and video calls: Rocket Chat allows teams to hold voice and video calls in real time.
- File sharing: Teams can easily share files, documents, images, and other media types through Rocket Chat.
- Mobile app: Rocket Chat has a mobile app that allows team members to stay connected and communicate on the go.
Pricing plans and integrations:
- Rocket Chat comes with two plans; a community version that is free to use and an enterprise version available for a monthly fee. The enterprise version includes features like LDAP/Active Directory support, single sign-on integration, multi-factor authentication support, and more.
- Rocket Chat also offers integrations with various third-party apps and tools, such as Trello, Google Drive, and Asana, making it a versatile and convenient choice for teams.
Pros and cons of using Rocket Chat for team communication:
Pros:
- Voice and video calls: Rocket Chat allows teams to hold voice and video calls in real time, making it a convenient choice for fast-paced environments.
- File sharing: Teams can easily share files, documents, and other types of media through Rocket Chat, making it a suitable choice for collaboration.
- Integrations: Rocket Chat has integrations with various third-party apps and tools, making it a versatile option for teams.
- Mobile app: Rocket Chat allows team members to stay connected and communicate on the go.
Cons:
- Usability: Rocket Chat's user interface can be challenging to navigate, making it a less-than-ideal choice for teams who are just starting.
- Security concerns: As an open-source platform, Rocket Chat may have security vulnerabilities that may concern some groups.
7. Textmetrics
Textmetrics is a content optimization and analysis tool that helps teams improve the quality and effectiveness of their written content. It has many features that make it a valuable tool for teams that rely on written communication.
Textmetrics's features and capabilities:
- Keyword analysis: Textmetrics helps teams optimize their content for specific keywords, ensuring it ranks well in search engines.
- Readability analysis: Textmetrics analyzes the readability of a piece of content, helping teams ensure that their content is easy to understand and engage with.
- SEO analysis: Textmetrics analyzes a piece of content for various SEO factors, such as title tags, meta descriptions, and headings, helping teams optimize their content for search engines.
Pricing plans and integrations:
- Textmetrics is available as a freemium product. The free version of Textmetrics gives users access to the readability analysis feature and keyword analysis. In contrast, the paying plans feature more advanced features like SEO optimization and a full report card for each piece of content.
- Textmetrics also offers integrations with various third-party apps and tools, such as WordPress, Google Docs, and Chrome, making it a convenient choice for teams.
Pros and cons of using Textmetrics for team communication:
Pros:
- Textmetrics is a powerful, easy-to-use tool to help teams improve their content.
- The readability analysis feature is handy for writers who want to ensure their writing is accessible and engaging for readers.
- Textmetrics also provides an SEO optimization report, which can help optimize the keywords in each piece of content.
Cons:
- Lack of advanced features: Textmetrics may not have advanced features such as project management or document collaboration, which some teams may need.
Which team communication tool should you use?
As you might have guessed, it's impossible to name the best software for communication as all of them have their pros and cons. And it's completely ok that a video conference software may not have rich text editing features due to the different main focus and vice versa. So here's what you can do to choose the best option for your team:
The process of choosing the perfect team communication tools following these steps may take a while. Still, you will receive a powerful tool to boost communication in the team and achieve higher engagement rates.
Conclusion
Team communication tools are essential for effective communication in the workplace. A range of tools is available, each with its features and capabilities. The best team communication tool meets the team's needs and enhances communication and collaboration.
By finding the right tool, teams can improve their communication and productivity, leading to better results and success.
Are you an HR team looking for a way to improve communication in the workplace? Consider using Recruitee, which has integrations with some of the best team communication tools like Slack, Zoom, and Microsoft Teams. With these HR tools, Recruitee helps teams communicate and collaborate more effectively, leading to better results and success. Try Recruitee today and see the difference it can make for your team!
