Sep 8, 2025
Author: Ron Daniel
Employee Communication App Guide: What to Look For in a Platform
Choose the right employee communication app by focusing on ease of use, integration, security, and essential features to boost productivity.
What if I told you that the biggest communication problem in your company isn’t the lack of tools - but having the wrong ones? A few years ago, I worked with a team that relied on email chains and outdated messaging platforms to stay connected. The result? Missed updates, frustrated employees, and countless hours wasted trying to track down information buried in threads. Sound familiar? You’re not alone.
Here’s the reality: as hybrid and remote work become the norm, traditional communication methods just don’t cut it anymore. The average worker spends 28% of their workweek managing email, and yet critical updates still get overlooked. Worse, frontline workers - who often don’t even have access to a desk - are left out entirely. That disconnect isn’t just inconvenient; it’s costly.
At Pebb.io, we’ve spent years helping teams solve this exact challenge. The right communication app isn’t just a tool - it’s the glue that holds your workforce together. But not all platforms are created equal. Some are clunky, others lack key features, and many are simply too expensive for what they offer. So how do you choose?
In this guide, I’ll walk you through what makes a great employee communication app - from must-have features to real-world considerations like cost and scalability. Whether your team is fully remote, frontline-heavy, or somewhere in between, you’ll leave with a clear plan to find the perfect fit. Let’s dive in.
What to Consider When Choosing an Employee Communication Platform
Picking the right communication platform can feel like navigating a maze. There are so many options, each promising to be the best. But here's what I've learned - focusing on a few critical factors can help you cut through the noise and find the tool that fits your team like a glove. Let me walk you through what really matters when you're evaluating these platforms.
Ease of Use
Let’s face it - if a tool isn’t easy to use, no one’s going to stick with it. Simplicity is key. The best platforms are so intuitive that anyone - from tech-savvy employees to those juggling tasks on the go - can figure them out without a manual.
Think about this: if someone can’t figure out how to send a message or check an announcement within the first few minutes, they’ll probably give up and look for a workaround. That’s why at Pebb, we’ve put a lot of thought into creating clean, straightforward interfaces that make navigation a breeze. No fluff, no confusion - just the tools you need, right where you expect them.
And onboarding? That’s a deal-breaker. Look for platforms that offer guided setups and don’t demand hours of training. Your IT team has better things to do than field endless questions about how to use basic features. A well-designed platform should feel like second nature from day one.
Integration Capabilities
A communication platform that doesn’t play well with others? That’s a headache waiting to happen. Your platform should fit seamlessly into your existing tech stack - whether that’s your HR software, payroll tools, or project management apps. Otherwise, you’ll end up with a digital mess where information is scattered across too many places.
Some key integrations to look for include single sign-on (SSO), so employees don’t have to juggle yet another password, and directory sync, which keeps user info updated automatically. These features save time and cut down on manual work for your IT team.
Think about your team’s daily workflows. If you’re using Google Workspace or Microsoft 365, make sure the platform you choose integrates smoothly with those systems. The goal is to create a seamless experience, no matter what tools your team relies on.
Mobile and Desktop Access
Not everyone works from a desk. For frontline workers, mobile access isn’t a luxury - it’s a necessity. These employees need to check messages, updates, or schedules from their phones, whether they’re on the floor, in the field, or between shifts. A platform that only shines on desktop? That’s a non-starter.
Look for native mobile apps that deliver the same experience as the desktop version. Web-based mobile platforms often feel sluggish and awkward. The app should work flawlessly on both iOS and Android, and it should even offer offline capabilities for those moments when internet access is spotty.
Cross-device synchronization is another must-have. If someone starts reading a message on their phone during a commute, they should be able to pick up right where they left off on their computer. It’s all about keeping things smooth and connected.
Security and Compliance
When it comes to company communication, security is non-negotiable. Your platform will handle sensitive data - think employee information, strategic plans, and confidential discussions - so it needs to have top-notch security measures. End-to-end encryption and secure file sharing should be standard.
Depending on your industry, compliance might be a major factor too. For example, healthcare organizations need HIPAA-compliant platforms, while financial services have their own set of rules. Many platforms offer certifications like SOC 2 Type II, which show they meet strict security and availability standards.
Granular permission controls are another feature to prioritize. Not everyone in the company needs access to every announcement or file. Look for platforms with role-based permissions, so you can control who sees what. Sensitive HR documents, for instance, should only be accessible to the right people.
Scalability and Flexibility
Your communication needs today might look very different a year - or even six months - from now. The platform you choose should be able to grow with your company without slowing down or becoming clunky.
Scalability isn’t just about handling a bigger user base. It’s also about adapting to changes in your organization. Maybe you’ll acquire another company, restructure your teams, or bring in new types of workers. The right platform should handle these shifts without forcing you to start over.
Pricing matters here too. Some platforms hit you with steep price hikes as you add more users. At Pebb, we’ve kept our premium plan at $4 per user because we believe growth shouldn’t come with a financial penalty.
Lastly, flexibility is key. Different teams have different needs. Your sales team might need features like quick messaging, while your manufacturing floor might rely on announcements and schedules. A one-size-fits-all approach rarely works, so choose a platform that can cater to the unique needs of each group within your organization.
Must-Have Features in a Communication App
When it comes to communication apps, the features can make or break the experience. These aren't just bells and whistles - they're the tools that keep teams connected and workflows running smoothly. Let me walk you through the essentials that every great platform should have.
Work Chat and Messaging
Let’s start with the basics: real-time messaging. No one wants to wait hours for an email reply when a quick message could solve the problem in seconds. McKinsey reports that real-time messaging can boost productivity by 20-25%, thanks to faster decision-making and problem-solving. And honestly, who wouldn’t want that kind of efficiency?
But here’s the thing - messaging isn’t just about speed. Unlimited chat history is a game-changer. Imagine needing to reference a client’s requirements from a conversation three months ago, only to find it’s gone. At Pebb, we’ve made unlimited chat history a standard feature because we know how crucial it is to keep those details at your fingertips.
Another must-have? Threaded conversations. Without them, chats can turn into a chaotic mess where important points get buried. Threads let you keep discussions organized by topic, cutting down on confusion and overload.
And let’s not forget search functionality. Whether you’re hunting for a message, a file, or a specific conversation, a good search tool saves you from endless scrolling. Look for platforms that let you search by keyword, person, date, or even file type - it’s a small feature that makes a huge difference.
News Feed and Announcements
Email announcements often feel like they disappear into a black hole. A centralized news feed flips the script, creating a hub where employees actually want to check for updates. Think of it as a work-focused social media feed, but without the cat memes.
The best news feeds allow for multimedia content - photos, videos, infographics - because let’s face it, a visual is way more engaging than a wall of text. Whether it’s snapshots from a company event or a quick video from leadership, this kind of content keeps people tuned in.
Here’s another pro tip: targeted communication. Not every update is relevant to everyone. Why should the accounting team get alerts about safety protocols on the factory floor? Smart targeting lets you send updates to the right people, whether by department, location, or role.
And for urgent updates, push notifications are a must. But there’s a catch - they need to be smart. Too many notifications, and people will start ignoring them altogether.
Voice and Video Calls
Sometimes, you just need to talk it out. Integrated voice and video calling means you don’t have to jump between apps or send out meeting links just to have a quick conversation. Whether it’s a scheduled meeting or an impromptu call, having everything in one place makes life easier.
For distributed teams, these features are even more important. A two-minute voice call can often resolve what would take twenty back-and-forth messages. And with remote teams spread across time zones, that instant connection becomes invaluable.
Of course, quality matters, but so does ease of use. Features like one-click calling or turning a group chat into a conference call are the kind of thoughtful touches that make a platform stand out.
People Directory and Knowledge Library
A people directory might seem basic, but trust me, you’ll notice when it’s missing. Whether you’re a new hire trying to figure out who does what or a long-time employee looking for the right person to answer a question, a good directory is a lifesaver.
The best directories go beyond just names and email addresses. They include roles, departments, locations, and maybe even a little info about what each person does. Bonus points for adding photos - putting faces to names makes everything feel more personal.
Then there’s the knowledge library. This is where your company’s collective expertise lives. It’s not just a dumping ground for old documents; it’s a curated, searchable hub for onboarding materials, process guides, FAQs, and policies. The key? Make it easy to update. If it’s a hassle to maintain, it’ll quickly become outdated and useless.
Mobile App Features
Here’s a stat that might surprise you: over 70% of workers in the US are mobile workers. If your communication platform doesn’t shine on mobile, you’re leaving a huge chunk of your workforce out in the cold.
Push notifications are a no-brainer, but they need to be smart. Urgent messages should come through immediately, while less critical updates can be grouped together. Otherwise, people will start tuning them out.
Offline access is another lifesaver for workers in areas with spotty internet - think warehouses, construction sites, or even while traveling. They should be able to read messages and draft responses that sync once they’re back online.
Finally, responsive design ensures the app works seamlessly across devices. Whether you’re on a phone, tablet, or desktop, the interface should adapt without losing functionality. No one wants to squint at tiny text or deal with clunky navigation.
At Pebb, we’ve prioritized mobile features from day one, especially for frontline workers. Whether they’re checking updates between shifts or collaborating with teammates across locations, the mobile experience should feel just as polished and efficient as the desktop version.
Top Employee Communication Platforms Compared
Let me break down how some of the top platforms stack up against each other.
Pebb: The All-in-One Powerhouse
Pebb is designed to cover just about everything a modern organization could need. With its free Standard plan, you can include up to 1,000 employees - yes, for free! - and still get access to a robust set of tools: work chat with unlimited message history, a news feed, a knowledge library, task management, a calendar, an apps wall, and unlimited clubs and departments.
Need more? The Premium plan is a steal at just $4 per user per month, bringing in extras like analytics, voice and video calls, and enterprise SSO. It’s like having all your communication tools rolled into one, without breaking the bank.
Slack: Perfect for Integration Lovers
Slack has been a go-to for workplace messaging for years, and for good reason. It’s loaded with integrations that can connect your team to countless tools. But here’s the downside: the free version only keeps message history for 90 days and limits video calls to one-on-one sessions. If your team’s growing fast, those restrictions might start to feel like a bottleneck.
Microsoft Teams: Best for Microsoft Fans
If your organization already runs on Office 365, Microsoft Teams might feel like a natural fit. Its deep integration with Microsoft apps and solid video conferencing features make it a strong contender. But here’s the thing - Teams can sometimes feel like overkill, especially if your main focus is keeping communication simple and streamlined for frontline workers.
Workvivo: Great for Building a Sense of Community
Workvivo takes a different approach by zeroing in on employee engagement and creating a sense of connection. Its platform is built around content sharing and social interaction, making it a solid choice if your goal is to boost company culture. However, if you’re looking for a single platform to handle all your daily collaboration needs, you might find yourself supplementing Workvivo with additional tools.
Each platform has its strengths and weaknesses, so the key is figuring out which one aligns best with your team’s specific needs.
How to Match Your Platform Choice With Your Organization's Needs
Picking the right communication platform isn’t just about chasing the latest features - it’s about finding what truly works for your team. Too often, companies get dazzled by flashy tools but overlook whether those tools solve their actual challenges. Let me walk you through how to make a choice that aligns with your organization’s unique needs.
Understanding Your Workforce Needs
Every organization is different, and your workforce’s makeup should guide your decision. Start by considering how your team operates. Are they mostly remote, hybrid, or office-based? This matters because remote and hybrid teams often prioritize features like video calls, screen sharing, and file collaboration, while office-based teams might lean toward tools with seamless integrations for desktop software or advanced project management capabilities.
Think about communication styles, too. Does your team prefer quick, casual chats, or do they need structured channels for announcements? Are you managing multiple shifts that require constant connectivity, or is everyone on a standard 9-to-5 schedule? These nuances can make or break the success of your platform choice.
At Pebb, we’ve seen firsthand how challenging this decision can be for organizations with mixed workforces. Imagine a store manager checking schedules on their phone while a marketing team collaborates on a campaign from their laptops. Finding a platform that caters to both ends of the spectrum can be tricky, but it’s absolutely possible with the right focus.
Once you’ve nailed down your team’s needs, it’s time to think about what fits your budget.
Budget and Cost Planning
Let’s talk money. Budgeting for a communication platform isn’t just about the upfront costs - it’s about the full picture. Most platforms use a per-user pricing model, which can add up fast as your team grows. For example, many platforms charge more as your team expands, but at Pebb, we keep it simple: our Standard plan is free for up to 1,000 employees, and our Premium plan is just $4 per user per month.
But here’s the thing - don’t just look at the sticker price. Think about the hidden costs: training your team, IT support, and potential integration headaches. A platform that seems “cheap” but requires constant troubleshooting or customization could end up costing you more in the long run. And don’t forget scalability. Your platform needs to grow with your team without blowing up your budget.
This is where Pebb shines. We’ve designed our pricing and features to deliver real value for organizations with diverse needs.
Integration and Compliance Requirements
Now, let’s dive into the nitty-gritty: integration and compliance. These are non-negotiables, especially if you’re in a regulated industry like healthcare or finance. Non-compliance isn’t just a slap on the wrist - it can lead to hefty fines, reputational damage, and even data breaches.
Compliance isn’t just a buzzword. It’s about ensuring your internal and external communications align with regulations and corporate policies. For instance, in industries with strict data handling rules, your platform must support features like archiving, monitoring, and retention policies. Tools like enterprise SSO, advanced permission controls, and audit trails are must-haves to keep your communications secure and compliant.
Integration is equally crucial. Your communication platform should work seamlessly with your existing tools - HR systems, payroll software, and more. At Pebb, we’ve seen how Digital Communications Governance and Archiving (DCGA) can centralize the capture, monitoring, and retention of business communications. And if your team spans multiple states, clear Acceptable Use Policies (AUPs) and signed consent for monitoring tools are essential.
The bottom line? Be crystal clear about your requirements from the start. It’s far easier to choose the right platform upfront than to deal with the headaches of switching later when your current solution no longer cuts it.
Making the Right Choice for Your Team
Picking the right employee communication platform isn’t just another item on your tech to-do list - it’s a real investment in how your team works and thrives. When you nail this decision, the results can be incredible: studies show productivity can jump by 20–25%, and profitability can increase by up to 21% when employees are truly connected and engaged. Those aren’t just numbers - they’re real wins for your business.
We created Pebb because we kept seeing organizations stuck in the same frustrating cycle. Either they’d overspend on platforms loaded with features they didn’t need, or they’d settle for tools that fell short of serving their entire workforce. That’s what inspired us to build a solution that checks all the boxes - without breaking the bank.
Here’s where Pebb shines. We’ve kept it straightforward and budget-friendly, but we didn’t skimp on the features that matter. For teams of up to 1,000 employees, our Standard plan is completely free and includes a full suite of communication and collaboration tools. And when you’re ready to scale? Our Premium plan is just $4 per user per month. It’s hard to find value like that.
Another must-have for any platform is compatibility across all devices. Whether your team is on the retail floor, working remotely, or in the office, they need a tool that works seamlessly wherever they are.
So, how do you decide? Start with your organization’s unique needs. Think about your team’s structure, budget, and the integrations you’ll need to keep everything running smoothly. Then take advantage of free trials - seriously, they’re a game-changer. Use that trial period to test how the platform fits your team’s day-to-day workflow.
As we’ve discussed, ease of use, smooth integration, and mobile accessibility are non-negotiable - and Pebb delivers on all counts. Don’t just take my word for it; try it yourself. Run a trial with your team and see how Pebb can simplify communication for everyone, no matter their role. The best platforms prove their worth in how they perform every single day.
FAQs
How can we make sure the employee communication app works well with our current software and tools?
To make sure an app fits in effortlessly with the systems you already rely on, it's smart to choose platforms that come with strong APIs and ready-made integrations for tools like HR software, CRMs, or project management apps. Also, check if the app supports automation workflows and can easily link up with third-party applications - this can save a ton of time and hassle.
Here's where Pebb really shines. It offers smooth integrations and packs all-in-one communication tools for just $4 per user. Compared to options like Slack or Teams, it’s a budget-friendly solution that keeps everything unified while syncing perfectly with the tools your team already knows and loves.
What security and compliance features should I prioritize when choosing an employee communication platform for handling sensitive data?
When choosing a platform to handle sensitive employee communication, security should be your top priority. Start by ensuring the platform includes end-to-end encryption, TLS for data in transit, and role-based access control (RBAC) to keep your information protected. Adding features like Single Sign-On (SSO) can make access more secure and seamless. And don’t overlook compliance - regulations such as GDPR, HIPAA, or FINRA are critical benchmarks for staying within industry standards.
Certifications like ISO 27001 are another sign of a platform’s dedication to security, especially when paired with regular security testing. Tools that help you manage data privacy are equally important. Here’s where Pebb shines. With strong encryption, adherence to key regulations, and a full suite of security features, all for just $4 per user, it’s a reliable option for organizations that deal with sensitive data every day.
How does Pebb compare to other communication platforms in terms of pricing and features, and why is it a great choice for my organization?
Pebb is a game-changer when it comes to workplace communication, and here’s why: it delivers a full suite of features for just $4 per user. That’s right - this single platform covers everything from work chat and news feeds to groups, a people directory, and even voice and video calls. Whether you’re on the frontlines or working from a desk, Pebb has you covered.
Now, let’s talk comparisons. When you stack Pebb against big names like Slack, Teams, Workvivo, Staffbase, or Simpplr, it’s clear where the value lies. Many of these competitors come with a higher price tag or require custom pricing just to access similar tools. Pebb, on the other hand, keeps things simple and affordable without cutting corners on functionality.
For organizations looking for a reliable, straightforward way to improve communication and collaboration - without blowing the budget - Pebb checks all the boxes. It’s designed to work for teams of any size, offering the perfect balance of simplicity, security, and scalability.
