Not sure how to keep internal communication clear and organized within your company? We’ve compared a few tools that help you deliver important updates to employees in an efficient and reliable way.
Introduction
Communication isn’t just for customers, it’s just as crucial inside your company. And if you’re sharing important updates in a group chat, chances are only a small portion of your team will actually see them, or they’ll get buried among other messages.
Just like we use newsletters to communicate with clients, employees also deserve well-targeted and measurable communication.
So what tools can help with that? Let’s take a closer look.
ContactMonkey: Emailing Within Outlook and Gmail
If you use Outlook or Gmail and don’t want to deal with complex setups, ContactMonkey might be just what you need. This tool integrates directly with your email client and lets you create clean, internal newsletters, reminders, or announcements using a drag-and-drop editor.
The biggest advantage? You don’t need to leave your inbox — and you get insights into who opened your email, clicked on links, and how engaged your employees were.
Pros ✅
- Intuitive drag & drop editor
- Works directly in Outlook and Gmail with no additional apps
- Personalization options (e.g., name, dynamic fields)
- Clear analytics – opens, clicks, engagement
- Fast implementation – up and running in a day
- Template management – save reusable content blocks
Cons ❌
- Limited automation – recurring campaigns must be scheduled manually
- No advanced reporting (e.g., automated reports via email)
- Analytics may not always be 100% accurate (some email opens might not be tracked)
Workshop: Simple Internal Newsletters Without the Complexity
Workshop is built specifically for internal communication, and it works without needing to connect to any specific email client. It allows you to create clean, easy-to-read messages using a drag and drop editor, work with templates, segment your audience, and apply basic personalization. Thanks to its user-friendly interface and fast setup, it's a great option for smaller teams or companies looking to streamline their communication without the overhead of complex systems.
Pros ✅
- Easy-to-use drag and drop editor
- Independent from email clients, runs as a standalone web app
- Supports personalization and reusable templates
- Basic analytics like open and click rates
- Quick setup with no complicated configuration
Cons ❌
- Limited reporting, for example you can't see exactly who clicked on what
- Does not support traditional attachments (.pdf, .ics)
- Some features are missing or limited, such as multi-admin access controls
- Emails can't easily be managed outside of specific campaigns
Poppulo: Communication with HR System Integration
Poppulo is designed primarily for larger companies that need to manage internal communication across teams, locations, and multiple channels. In addition to emails, it also supports digital signage, SMS, and mobile apps. One of its key strengths is its integration with HR systems, which allows for audience targeting and working with synced distribution lists.
It’s ideal for companies looking for one central platform to plan, personalize, and measure the performance of their internal campaigns.
Pros ✅
- Performance tracking for emails (opens, clicks, engagement)
- Strong distribution list management thanks to HR integration
- Intuitive campaign planning and content personalization
- Supports additional channels like digital signage, mobile apps, and SMS
- Great for centralizing all internal communication
Cons ❌
- Less flexible email editor
- Limited templates and formatting options
- API setup and integration with other systems can be complex
- Some features, like advanced templates or analytics, come at an extra cost
Staffbase: All-in-One Platform for Internal Communication
Staffbase is a comprehensive platform that combines internal email, intranet, mobile apps, and other communication channels in a single solution. It allows you to plan, target, and measure communication across the company — all from one place.
Thanks to its mobile app, it’s also ideal for companies with non-desk employees, such as those in production or field roles.
It’s best suited for larger organizations that want to cover multiple communication formats while keeping a clear overview of employee engagement.
Pros ✅
- User-friendly interface with simple navigation
- Targeting options by department, location, or other filters
- Strong analytics to track employee engagement
- Dedicated mobile app (with white-label option available)
- Supports multiple channels: email, newsfeed, push notifications, chat
Cons ❌
- Some features are paid add-ons or not included (e.g., Outlook plugin may be unreliable)
- Limited editor flexibility, some templates or design elements can be tricky
- In high-traffic usage, performance issues like lag or lost changes may occur
Conclusion
While there may not be dozens of tools designed specifically for internal email communication, there are still plenty of solid options to choose from.
If you're unsure which one is right for your company, or if none of them fully meet your needs, don’t hesitate to reach out.
We’re happy to review your requirements and recommend a solution that fits your internal processes, completely free of charge.
FAQ
1. What is internal email communication used for?
Internal email communication is used to share important information with employees — such as announcements from leadership, HR updates, process changes, or regular company newsletters.
2. What tools are used for internal emailing?
Popular internal email tools include ContactMonkey, Workshop, Poppulo, and Staffbase. These platforms help you deliver messages to employees in a clear and efficient way, with analytics to track performance.
3. Why use a dedicated internal email tool instead of regular email?
Dedicated tools offer features that standard email platforms don’t — such as pre-designed templates, audience targeting, automated sending, and engagement tracking. These features make internal communication more effective and organized.
4. How can I tell if employees actually read the email?
Most internal communication tools include built-in analytics that show how many people opened the email, clicked on links, and engaged with the content.