Office communication systems are key to how your teams share information, and the right tools can help them collaborate and stay productive.

But that's IF you have the right tools. The problem is that many workplaces are bouncing between tools that barely move the needle—or worse—actively make communication harder. Think about how often you dig through emails for an old attachment, but then it turns out it was on an instant message group or in a random project management channel. And with more teams working remotely or in hybrid setups, staying connected is harder than ever.

We at ScreenCloud know exactly how challenging it can be to maintain open communication, with over 100 team members spread out over four continents. We've found that the solution is pairing the right tools with the right communication needs; and that's what this guide is all about.

We’ll break down the best tools to improve your office communication so your teams can collaborate better, stay informed, and get more done.

Why your office communication systems need an overhaul

Workplace communication has changed a lot over the years. A report from McKinsey found that employees spend nearly 20% of their work week searching for information or tracking down colleagues for answers. That’s about 40 hours per week for a small team of 5—time that could be saved with a more efficient internal communication system.

Meanwhile, a Gartner study found that 70% of business mistakes are due to poor communication. Clearly, your business could be at a massive disadvantage if you're still relying on outdated communication tools.

Upgrading to a modern business communication system that keeps up with how your people actually work. Here are five reasons you should rethink your setup:

A common thread with email comms is that important messages get buried under long threads, response times can slow things down, and you have no idea if anyone has actually opened the message.

2. Hybrid and remote workers need better tools

Flexible work arrangements can be great for employee engagement, increasing workplace happiness, and even tackling soft quitting. But without the right tools your teams struggle to stay connected with each other.

We've already seen how employees waste hours searching for files, policies, or project updates. This is especially frustrating when it's scattered across emails, shared drives, and outdated intranet pages. Workers need everything in one easily searchable place.

Cyber threats are increasing, and weak communication tools will open your business up to attacks. Everything from shared files to company strategies shared between employees can end up in the wrong hands without enterprise-grade security.

1. ScreenCloud: Best for more visible comms

We see communication gaps in workplaces for many reasons—employees miss emails, don’t check intranet updates, or simply forget to read announcements. ScreenCloud's office digital signage solves this by turning any TV or display into a dynamic information hub, keeping employees informed without adding to their inbox clutter.

What's more, ScreenCloud can be used to pull content from your instant messaging tools, social media platforms or other tools in your tech stack. In fact, ScreenCloud is designed to unify your communication tools so that relevant information doesn't get siloed or hidden, and everyone stays up to date.

Corporate offices that need a better way to share company news, sales dashboard figures, internal updates, and more.

Manufacturing, logistics and warehouse teams where employees don’t have easy access to email or computers (deskless workers).

Retail and hospitality businesses that want to push promotions, schedules, or company-wide messaging in real time.

Pro: ScreenCloud can pull live data from tools like Google Sheets, Trello, and Power BI for faster and easier updates.

Con: You need to keep your signage content fresh to maintain employee attention.

Pricing: ScreenCloud offers a 14-day free trial. Pricing starts at $20/screen/month.

Slack fixes the problem of slow communication by making conversations instant and searchable. It replaces long email threads and allows both personal communication, and information sharing with the whole company. And with in-built file sharing tools, Slack allows teams to quickly upload and collaborate on documents without leaving the chat.

It's also a great tool for ad-hoc meetings or brainstorming sessions using their 'Huddles' or video call function - making it an excellent tool for remote collaboration.

If your team uses Microsoft 365, Teams can be a great alternative to Slack. It offers similar chat-based workout space with integrations into Office apps. Other options include Rocket Chat and Mattermost.

Tech and startup teams that need fast, flexible communication.

Remote and hybrid businesses where employees work across different locations and time zones.

Customer service and support teams that require real-time internal discussions to solve problems quickly.

Pro: Slack's built-in workflow automation tool lets users create custom actions, like auto-sending reminders or pulling reports from integrated apps.

Con: The free plan has message limits, meaning older conversations disappear unless you upgrade.

Pricing: Slack is free to use for small teams, with pro plans starting at $8.75/user/month.

3. Bonusly: Best for employee recognition and rewards

Bonusly allows employees to give and receive recognition through a peer-to-peer, point-based system. Recipients can redeem points for rewards like gift cards, experiences, or charitable donations. Bonusly also offers real-time engagement insights that help companies understand how recognition impacts team morale and productivity.

Employee engagement has become a big focus for companies, so platforms to manage rewards and gamify the workplace can be a useful tool in the tech stack.

Remote and hybrid teams that need a way to stay connected and feel valued.

Fast-growing companies looking for a scalable way to build a positive company culture.

Industries with high turnover rates, like retail and customer service, where recognition can help boost retention.

Pro: Bonusly integrates with Slack and Microsoft Teams, allowing employee recognition to be integrated within the daily workflow.

Con: The reward catalog is limited in some regions, making it less appealing for global teams with diverse reward preferences.

Pricing: Bonusly offers a free trial. Paid plans start at $2 per user per month.

BambooHR is a human resources software platform that simplifies HR communication, making it easier for companies to manage everything from employee onboarding to performance feedback. For those managing a small business, BambooHR might be everything you need in one handy package.

Some of the benefits of BambooHR are that it streamlines HR workflows, automates routine tasks, and makes essential information easily accessible to employees.

Small to mid-sized businesses looking for an all-in-one HR solution that scales with their growth.

Companies with hybrid or remote teams that need a centralized hub for HR documents and policies.

Organizations focused on employee experience and engagement tracking.

Pro: BambooHR includes built-in e-signatures, making it easy to handle HR paperwork digitally without third-party tools.

Con: The platform lacks advanced payroll features, meaning businesses that need a full payroll solution may need additional software.

Pricing: Bamboo HR's pricing is available on demand.

Many company intranets are outdated, hard to navigate, and rarely used by employees. Information gets buried, engagement is low, and teams struggle to find what they need. Unily solves this by offering an AI-powered, user-friendly platform that ensures employees get relevant updates and access essential resources while strengthening internal communication.

As a business communication tool, it offers an excellent base for activities from knowledge sharing to onboarding and culture building.

Unily also integrates effortlessly with ScreenCloud digital signage for even better company communication.

Large enterprises needing a scalable intranet solution with advanced customization.

Global organizations with multilingual teams that require localized content.

Hybrid and remote work environments that need a seamless way to keep employees connected.

Pro: Unily includes built-in mobile apps, which allows employees to access company updates and resources from anywhere, without needing to log in on a desktop.

Con: Unily’s extensive customization features have a steeper learning curve.

Pricing: Unily's pricing is available upon request.

Notion is designed to help teams centralize knowledge, making it easier to document processes, organize company resources, and collaborate in real time. Unlike traditional wikis or static knowledge bases, Notion has a highly flexible and interactive interface that you can customize as you please.

You'll find a suite of useful features here, even on the free plan, with document collaboration tools, AI content generation and options to segment your content by teams or departments. While Notion doesn't offer actual communication tools, it's an excellent way to manage information such as by creating a content plan, mission statements or an employee directory.

Notion is especially useful for sharing information between remote team members, or keeping an accessible repository of secure data.

Startups and mid-sized teams that need a simple but powerful knowledge management system.

Remote and hybrid businesses looking for a centralized place to store processes and company documents.

Creative and technical teams that need a mix of structured databases, flexible note-taking, and project documentation.

Pro: Notion allows users to create relational databases and connect different types of information without switching between tools. It also offers a good free tier for small agencies or teams.

Con: Notion’s search function can be slow for large workspaces with extensive documentation.

Pricing: Notion is free for personal use, with paid plans starting at $8 per user per month when billed annually.

7. Google Meet: Best for virtual meetings

Since virtual meetings have become a necessity, Google Meet has risen to meet the demand. It integrates seamlessly with Google Workspace and other communication tools, making it simple to schedule, join, and host meetings directly from Gmail or Google Calendar.

Recent developments also mean that Google Gemini can be used for transcriptions and note taking, making Google Meet even more useful - and removing the need for note takers.

There are several Google Meet alternatives out there if your team has different needs. For example, Microsoft Teams is fantastic for video conferencing, and, it integrates well with other Microsoft 365 tools. Zoom is also a top choice for hosting virtual events.

Businesses already using Google Workspace, since it integrates seamlessly with Docs, Drive, and Calendar.

Office internal communication increasingly relies on a suite of software tools. Which are the best office communication tools for your business needs?

Best Office Communication Systems for Hybrid and Remote Teams

Best Office Communication Systems for Hybrid and Remote Teams

Best Office Communication Systems for Hybrid and Remote Teams

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