Most small businesses run communication through too many channels: email, chat, texts, calls and meetings, with decisions scattered across all of them. Better business communication tools don't add a channel; they give each kind of message a home.
Business communication methods
| Message type | Best channel | Why |
|---|---|---|
| Formal, needs a record | Searchable and easy to forward | |
| Quick questions and team updates | Chat | Fast, and keeps email clear |
| Complex or sensitive topics | Voice or video call | Tone matters |
| Decisions and planning | Meeting, with notes | Everyone leaves aligned |
| Announcements to everyone | Intranet, channel or newsletter | One source of truth |
Corporate communication tools, from intranets to team chat, work best when each one has a clear purpose that everyone knows.
Video conferencing software
Video conferencing software covers one-to-one calls and large meetings with screen sharing, recording and chat. Video conferencing examples include Zoom, Microsoft Teams, Google Meet and Webex. The right choice often depends on what you already pay for: Teams comes with Microsoft 365 and Meet comes with Google Workspace.
Video conferencing software free: what to check
Video conferencing software free plans, and the best video conferencing app free options, differ on three things: meeting length, number of participants, and features such as recording or breakout rooms. Limits change, so check each provider's current page rather than relying on a comparison written last year. For client calls, test the free plan with a real meeting before you rely on it.
Video call software and platforms: what matters for UK businesses
- Security. Passcodes, waiting rooms and control over who can record
- Data location and UK GDPR. Recordings and chat logs contain personal data, so check where they are stored and for how long
- Recording consent. Tell participants before you record
- Accessibility. Live captions, keyboard use and screen-reader support
- Reliability on poor connections. Test the audio-only fallback, and test on a phone
When comparing video conferencing platforms, run the same checklist on each rather than judging by the demo.
Choosing
- Start with what you already pay for in your office suite.
- Test a call with an external guest joining from a phone.
- Check what recordings include, and where they are stored.
- Agree a house rule on when to use chat, a call or a meeting.
For how teams track the work itself, see project management software for small teams and construction.