Must-Have Communication Tools for Small Business

Must-Have Communication Tools for Small Business

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Before technological evolution, businesses relied on traditional communication tools, such as face-to-face meetings, letters, and memos. However, these tools were time-consuming and constrained by geography. With the evolution of technology, communication tools have transformed significantly.

Today, business communication tools offer many features, such as instant messaging, live chat, video communications, email, social media, and third-party integrations. The emergence of unified communication platforms has further revolutionized the integration of all these features into a single interface.

Many large enterprises have become successful in the business industry by leveraging unified communication as their primary communication channel. Small businesses can follow suit and opt for a service provider that offers a centralized platform to reduce the hassle of multiple communication tools. 

Understanding the Basics of Communication Tools in Business

Business communication tools are services and applications designed to facilitate the internal and external flow of information exchange. These tools include collaboration apps, task & project management software, instant messaging apps, and video conferencing platforms. Communication tools significantly affect business performance and efficiency.

According to the Homles Report, poor communication can lead organizations (with 100,000 employees) to a productivity loss of up to $62.4 million annually. On the other hand, the productivity rate of an organization can increase by 25% if employees are connected with effective collaboration and communication tools. This report shows the importance of effective communication within an organization.

The Significance of Communication Tools in the Workplace

With the right tools, communication can be more effective and productive. According to workplace communication statistics, businesses using effective communication tools are likely to have 3.5 times better results. Furthermore, employee productivity can also increase by 30%, leading to an improved workforce by 70% with better communication tools and technologies.


  • Communication tools facilitate efficient communication and collaboration with shared workspaces, promoting employee engagement.
  • Many communication tools offer end-to-end encryption that protects the data during data transmission and cyberattacks.
  • File-sharing and video conferencing tools facilitate remote employees' real-time collaboration by providing access to documents and spreadsheets regardless of physical location.
  • Customer communication software such as AI-powered chatbots helps the service team promptly address inquiries and resolve issues, leading to higher customer retention.
  • Project management tools help leaders streamline project execution by organizing tasks, tracking progress, ensuring deadlines, and facilitating successful project outcomes.


importance of communication tools in workplace

How to Choose the Right Tools for Communication in Businesses?

Businesses can eliminate communication silos and increase overall efficiency by understanding the effective usage of communication tools. Choosing the right tools and integrating them into your business process can help maintain consistent, clear, and efficient internal and external communication.    

1. Determine Your Business Communication Needs

First, identify primary use cases according to your business-specific communication requirements and needs.

  • Internal Communication: Consider whether you need a tool for team productivity, collaboration, project management, or file sharing.
  • External Communication: Determine whether you need a platform to communicate with customers, partners, or clients.
  • Customer Support: Find out whether you need a system for customer service management to support customer requests and handle queries.

2. Select Tools with All-in-One Communication Solution

Choose tools that provide multi-functionalities in a single platform. It will reduce the hassle of multiple subscriptions while simplifying your workflow. All-in-one communication solutions often include messaging, file sharing, video conferencing, project management, and email in one platform.

3. Choose Multi-Channel Communication Platform

Prioritize platforms that enable communication through different channels from a single interface. These channels include phone, chat, email, video conferencing, and social media.

4. Prioritize Platform with 24/7 Customer Support

Focus on platforms that offer around-the-clock customer support. This will ensure that you promptly address any issues with your communication tools, minimizing disruption and downtime.

5. Choose the Scalable and Cost-Effective Solution

Select a unified communication platform that handles different channels and tools in a single interface. A unified platform reduces the hassle of multiple monthly subscriptions and toggling between apps, making it cost-effective and scalable in one go.

Essential Tools for Effective Communication in Small Business

Small businesses can significantly improve their communication efficiency and streamline operations by utilizing the right communication tools.

1. Calilio

Calilio is a business phone system that offers unified communication solutions with advanced functionalities. Its cost-effective VoIP plans, starting at $12 per user per month, make it a preferred choice for all types of businesses.

Platforms: Web, iOS, Android

Best For: Calilio’s basic to enterprise-level VoIP plans suit businesses seeking a unified communication platform to support remote work. They are best for internal communication, video conferencing, collaboration, and comprehensive all-in-one solutions.

How Does Calilio Improve Communication in Small Businesses? 

  • Internal messaging enables employees to communicate quickly, reducing the need for in-person meetings.
  • 24/7 live support ensures issues are promptly and effectively addressed.
  • Calilio’s unified communication solution integrates calls, emails, and messages in one single platform, simplifying communication.
  • Advanced security with strong encryption and compliance to protect sensitive communications.
  • High-quality conferencing with HD audio significantly improves virtual meetings. 
  • The intuitive interface allows employees to switch between messaging, calling, and conferencing easily.
  • The voicemail-to-text feature facilitates quick reading and improves response rates.
  • Third-party integrations with different CRM systems and business applications enhance workflow efficiency.

2. Zoom

Zoom is a cloud-based communication platform that helps people connect with its video conferencing and screen-sharing capabilities. It is a go-to choice for virtual collaboration and meetings, especially for small businesses.

Platforms: Web, Linux, iOS, Android, Mac, Windows

Best For: Small businesses looking for a low monthly price video and audio conferencing solution to conduct video meetings, training sessions, virtual meetings with client presentations, and webinars.

How Does Zoom Improve Communication in Small Businesses? 

  • High-definition video conferencing with smooth audio 
  • No need for professional IT support due to its effortless setup with straightforward purchase and easy deployment
  • The enterprise plan allows 500 participants for conferencing easily
  • Supports 33 different languages for translated captions, promoting inclusivity
  • Third-party app integrations like Google and Microsoft

3. ProofHub

Proofhub is project management software that offers a centralized platform to handle all project-related activities. It encompasses various functionalities specifically designed for project delivery, helping teams plan, cooperate, and execute projects.  

Platforms: Web, iOS, Android

Best For: Small businesses seeking all-in-one team collaboration and project management solutions, including time tracking, file sharing, task management, project reports, and admin control, in a single platform.

How Does ProofHub Improve Communication in Small Businesses? 

  • Centralized communication platform for project and collaboration needs, including files, teams, resources, and tasks for efficient internal communication.
  • Automate repetitive tasks to create personalized workflows 
  • Conversation archives enable members to search past conversations easily
  • Real-time collaboration with features like discussions through group chat, file sharing, and instant messaging
  • Task management features  to ensure clear division of responsibilities, assign tasks, and track progress

4. Google Workspace

Google Workspace offers a comprehensive toolkit that integrates all the G Suite tools into one workspace. These include Gmail, Docs, Sheets, Slides, Forms, Calendar, and Drive.

Platforms: Web, iOS, Android, Windows, macOS

Best For: Businesses looking for a cloud-based suite of secure features for productivity and collaboration tools, including cloud storage, document collaboration, and real-time editing, to boost efficiency and streamline workflows.

How Does Google Workspace Improve Communication in Small Businesses? 

  • Connected apps, including Google Docs, Gmail, and Google Meet, allow various activities such as chatting, documenting, and sending emails all from one place.
  • Google Docs and Sheets allow multiple members to work on the same document simultaneously, facilitating real-time collaborative document editing.
  • Gmail’s spam filtering ensures efficient email management, enabling a clutter-free space.
  • Secure cloud storage, enabling teams to share and access documents
  • Seamless integration with third-party applications, such as Zoom, Slack, and Salesforce

5. Slack

Slack is an all-in-one chat room for workplace collaboration and communication that replaces text messaging, email, and instant chat. It offers an intuitive chat interface with customizable channels that facilitate interactive communication among members. 

Platforms: Web, iOS, Android, Linux, Windows, macOS

Best For: Small businesses seeking a team messaging platform for team collaboration, organized communication, and third-party integration tools for enhanced internal collaboration and productivity.

How Does Slack Improve Communication in Small Businesses? 

  • Organized communication channels allow teams to organize conversations by department, project, and topic.
  • Features like GIFs, custom reactions, and emojis make communication engaging and fun. 
  • Conversation archives enable members to search past conversations easily
  • Robust data security features such as security compliance and data encryption 
  • Third-party integrations with business tools such as GitHub, Google Drive, Dropbox, and Trello

Communication Tools For Businesses of Every Size

The CCT research found that 72% of businesses improved productivity and better collaboration among employees by 91% by deploying unified communication tools. This research shows that unified communication tools can significantly enhance business productivity, collaboration, and communication efficiency. However, selecting the right tools depends upon your organization’s needs and infrastructure.

Calilio offers a customizable and scalable unified communication solution for all sizes of businesses, from startups to large enterprises. We tailor our VoIP plans according to your specific business requirements. Businesses can leverage our unified platform to improve overall efficiency and foster a more productive workforce, reducing operational costs regarding multiple communication tools.

Frequently Asked Questions on Business Communication Tools

Which is the most effective communication tool in the workplace?

The most effective communication tool in the workplace depends upon your specific needs. For instance, Zoom is recommended for video conferencing, Slack is popular for team messaging and collaboration, and Calilio offers an all-in-one solution that provides comprehensive and multi-channel VoIP communication services.

Which tools are best for enterprise communication?

The tools, including Calilio, Microsoft Teams, RingCentral, and Cisco Webex, are best for enterprise communication due to their advanced functionality, scalability, and robust security.

Do communication tools promote business collaboration?

Communication tools promote business collaboration by providing platforms for file sharing, real-time messaging, video conferencing, centralized information exchange, and project management.

Which communication tools are best for startups?

The best communication tools for startups include Jira for task management, Slack for team collaboration, Google Workspace for productivity with its integrated app access, and Calilio for a unified communication platform.

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