10 best communication software in 2025 and how to pick the right one

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Effective business communication is the backbone of any successful organization. Whether your teams are in the office, fully remote, or a hybrid of both, they need reliable tools to connect with each other and with customers. Simply walking over to a colleague's desk for a quick chat isn't always an option anymore. This is where business communication software becomes essential.

An effective communication platform can supercharge your business, leading to better team collaboration and improved customer satisfaction. This article will guide you through the best business communication solutions for 2025, explain their benefits, and help you choose the right one for your needs.

Benefits of modern business communication solutions

Modern business communication tools do more than just connect people; they transform how work gets done. By centralizing communication, these platforms offer significant advantages that drive efficiency and growth. Here are some of the key benefits:

1. Improved team productivity and collaboration

2. Better decision-making

3. Higher customer satisfaction rates

4. Democratization of knowledge

5. Reduced employee turnover

Let's look at these benefits more closely. A unified platform boosts productivity by making information accessible and streamlining workflows, allowing teams to collaborate seamlessly no matter where they are. With everyone on the same page, decision-making becomes faster and more informed. This efficiency extends to customer interactions, as well-informed support and sales teams can resolve issues quicker, leading to happier customers. Furthermore, these tools break down information silos, ensuring knowledge is shared freely across the organization. This transparent and connected environment fosters trust and makes employees feel valued, which can significantly lower turnover rates.

10 best business communication software

Choosing the right business communication software can be a game-changer. To help you decide, we've compiled a list of the top 10 platforms for 2025.

1. Aircall

2. Zoom

3. Slack

4. Microsoft Teams

5. RingCentral

6. Asana

7. Dialpad

8. Loom

9. Monday.com

10. Nextiva

1. Aircall - best for sales and support teams

Aircall is a cloud-based phone system designed specifically for modern sales and support teams. It stands out for its ease of use and powerful integrations that connect with your existing CRM and helpdesk tools. Aircall empowers teams to have better conversations by providing context-rich data, advanced call-handling features, and robust analytics.

Key features:

• VoIP calling: make and receive calls from anywhere on any device.

• 100+ integrations: connect with tools like Salesforce, Hubspot, and Zendesk.

• Collaboration features: shared inbox, warm transfers, and call commenting.

• Advanced analytics: monitor team performance with real-time dashboards.

• Call routing: direct callers to the right person or team automatically.

• Power dialer: boost outbound call campaign efficiency.

Integrations: 100+ native integrations with leading CRM, helpdesk, and business tools.Pricing: Aircall offers three pricing tiers, starting at $30 per user/month.

Set up in minutes and integrate with 100+ tools like HubSpot, Salesforce, and Zendesk. Try Aircall today.

2. Zoom - best for video conferencing

Zoom has become a household name for video conferencing, known for its reliability and high-quality video and audio. While its primary function is virtual meetings, Zoom also offers Zoom Phone for VoIP calling and team chat capabilities, making it an all-in-one communication solution for many businesses.

Key features:

• HD video and audio: host high-quality virtual meetings.

• Screen sharing and collaboration tools: share presentations and collaborate in real-time.

• Breakout rooms: split large meetings into smaller groups for focused discussions.

• Webinar hosting: broadcast presentations to large audiences.

• Team chat: send messages, files, and images to individuals or groups.

• Zoom phone: a cloud phone system for business calling.

Integrations: Zoom integrates with a wide range of applications, including Slack, Google Workspace, and Microsoft Teams.Pricing: Zoom offers a free basic plan. Paid plans for businesses start at $149.90 per year/license.

3. Slack - best for team messaging

Slack is a leading team messaging platform that organizes conversations into channels. It excels at facilitating real-time internal communication, reducing reliance on email. With its extensive app integrations, Slack can serve as a central hub for your team's entire workflow.

Key features:

• Channels: organize conversations by topic, project, or team.

• Direct messaging: have private one-on-one or small group conversations.

• File sharing: easily share documents, images, and other files.

• Huddles: start instant audio or video conversations within a channel or DM.

• Searchable history: quickly find past conversations and files.

• Workflow builder: automate routine actions and communications.

Integrations: Over 2,600 apps available in the Slack App Directory.Pricing: Slack has a free plan with limitations. Paid plans start at $7.25 per user/month when billed annually.

4. Microsoft Teams - best for businesses in the microsoft ecosystem

Microsoft Teams is a unified communication platform that bundles chat, video meetings, file storage, and application integration. It's deeply integrated with the Microsoft 365 suite, making it a natural choice for organizations that already rely on tools like Outlook, Word, and SharePoint.

Key features:

• Persistent chat: threaded conversations within channels.

• Video meetings: host meetings with up to 1,000 participants.

• File storage and collaboration: co-author documents directly within Teams using Office apps.

• Phone system: add business calling capabilities.

• Tight integration with microsoft 365: seamless access to other Microsoft apps.

• Customizable and extensible: build custom apps and workflows.

Integrations: Integrates with hundreds of third-party apps, in addition to its deep Microsoft 365 integration.Pricing: A free version is available. It's also included in most Microsoft 365 Business plans, which start at $6 per user/month.

5. RingCentral - best for all-in-one communications

RingCentral offers a comprehensive, all-in-one cloud communication platform that includes messaging, video, and phone (MVP). It's designed for businesses of all sizes and aims to provide a single solution for all internal and external communication needs.

Key features:

• Cloud phone system: extensive business calling features, including call forwarding and auto-attendant.

• Team messaging: persistent chat with file sharing and task management.

• Video meetings: HD video conferencing with screen sharing.

• Analytics portal: detailed reports on usage and quality of service.

• Open API platform: allows for custom integrations and workflows.

• Fax: send and receive faxes online.

Integrations: Offers over 300 pre-built integrations with popular business apps like Salesforce and Google Workspace.Pricing: Plans start at $20 per user/month when paid annually.

6. Asana - best for project management communication

While primarily a project management tool, Asana is excellent for communication related to tasks and projects. It helps teams organize, track, and manage their work, keeping all communication contextualized within specific tasks. This eliminates the need for status update meetings and long email chains.

Key features:

• Task management: create, assign, and comment on tasks.

• Project timelines: visualize project schedules with Gantt charts.

• Portfolios: monitor the progress of multiple projects in one place.

• Workflow automation: automate routine processes with rules.

• Reporting dashboards: get real-time insights into project progress.

• Team collaboration: keep conversations and files attached to relevant tasks.

Integrations: Asana integrates with over 200 tools, including Slack, Microsoft Teams, and Adobe Creative Cloud.Pricing: A free basic plan is available. Paid plans start at $10.99 per user/month when billed annually.

7. Dialpad - best for AI-powered communications

Dialpad is a modern business communication platform that leverages AI to provide unique insights. Its standout feature is Voice Intelligence (Vi), which offers real-time transcription, sentiment analysis, and automated post-call summaries. This makes it a powerful tool for sales and support teams looking to improve performance.

Key features:

• AI-powered voice intelligence: real-time transcription, sentiment analysis, and keyword tracking.

• Unified communications: includes calling, messaging, and video meetings.

• Cross-platform availability: works on desktop, mobile, and web browsers.

• Call analytics: detailed metrics on call volume and agent performance.

• CRM integrations: syncs with platforms like Salesforce and Zendesk.

• Cloud phone system: reliable business calling features.

Integrations: Offers integrations with major platforms like Google Workspace, Microsoft 365, and Salesforce.Pricing: Plans start at $15 per user/month when billed annually.

8. Loom - best for asynchronous video messaging

Loom is a unique communication tool that focuses on asynchronous video messaging. It allows users to record their screen, camera, and microphone to create instantly shareable videos. It's perfect for walkthroughs, tutorials, and providing feedback without needing a live meeting.

Key features:

• Screen and camera recording: capture your screen, voice, and face.

• Instant sharing: share videos with a simple link.

• Viewer insights: see who has watched your video.

• Video editing: trim videos and add calls-to-action.

• Commenting and emoji reactions: engage with viewers directly on the video.

• Transcription and closed captions: automatically generate transcripts for videos.

Integrations: Loom integrates with tools like Slack, Jira, and Notion.Pricing: A free starter plan is available. The Business plan is $12.50 per user/month, billed annually.

9. Monday.com - best for visual workflow management

Monday.com is a Work OS (Work Operating System) that allows teams to build custom workflows to manage their projects and processes. Its visual and highly customizable interface makes it a flexible tool for communication centered around specific workflows, from sales pipelines to marketing campaigns.

Key features:

• Customizable boards: build visual workflows to track anything.

• Multiple views: view data as a timeline, calendar, kanban board, and more.

• Automations: automate repetitive tasks and notifications.

• Dashboards: create real-time reports to monitor progress and KPIs.

• Guest access: collaborate with external stakeholders.

• Integrated communication: comment on tasks and get notified of updates.

Integrations: Monday.com integrates with over 200 applications.Pricing: An individual plan is available for free. Paid plans start at $8 per seat/month, billed annually, with a 3-seat minimum.

10. Nextiva - best for enterprise-level communication

Nextiva provides a unified business communication platform geared towards mid-sized to enterprise businesses. It combines a business phone system with CRM and analytics features to provide a complete view of customer interactions.

Key features:

• Business phone service: reliable VoIP calling with advanced features.

• Team collaboration: includes messaging, video, and task management.

• Customer relationship tools: built-in CRM or integration with existing ones.

• Call pop: displays customer information for incoming calls.

• Advanced analytics: tracks customer journeys and team performance.

• High reliability: guarantees 99.999% uptime.

Integrations: Integrates with popular tools like Microsoft Outlook, Google Workspace, and major CRMs.Pricing: Pricing is based on the number of users, with plans starting around $23.95 per user/month for 20-99 users.

Comparison of the best business communication software

What to consider when choosing business communication software

There’s a wide variety of business communication software options available in the market today. The monthly subscription price may be a consideration, but it should not be the only factor. Some of the things to keep in mind are:

Communication needs

The first thing to consider is the communication channels preferred by your in-house and remote teams. Sales and customer service teams primarily communicate over calls or video conferences, while marketing teams may rely more on email. Choose a software that supports all your preferred channels and can handle your expected volume of conversations.

Company size

As your company grows, you might require more phone lines. Hence, your communication software must be scalable. This is a key advantage of VoIP (Voice over Internet Protocol) systems, which don't require additional hardware. However, check subscription plans, as some limit the number of users, which may not be suitable for larger companies needing unlimited user plans.

User-friendliness

Look for communication software with an intuitive interface. It should be easy to use with minimal training. Choosing a user-friendly option makes adoption easier and cuts back on the time required to train your team.

Ease of integration

Businesses use a variety of software for CRM, project management, and more. Look for business communication software that easily integrates with your other essential tools to create a seamless workflow.

Remote accessibility

Mobile accessibility is a critical factor. The platform should be accessible through a web browser as well as a mobile app. Some platforms also allow users to access services through VoIP-enabled desk phones.

Security and compliance

Protecting company and customer information is vital. Pay close attention to the software’s security features, like end-to-end encryption and multi-factor authentication. Ensure it has controlled data access, regular backups, and complies with data privacy regulations.

Collaboration features

Look for communication software with tools that aid real-time collaboration. For example, features like document sharing, shared contact lists, a shared call inbox, and warm transfers can streamline processes and support teamwork. Aircall offers many of these advanced collaboration features.

Support

Even with an in-house tech team, ensure the software provider has a reliable support system reachable by phone or email. Assess the availability of training resources. Getting quick help is important, so also check the software’s reliability in terms of uptime history.

Reviews and feedback

Finally, don't just trust the company's website. Read unbiased user reviews on third-party websites to get an honest picture of the service's capabilities and limitations.

Streamline your business communication with Aircall

Choosing the right business communication platform is crucial for creating a connected, efficient, and productive workplace. While many tools excel in one area, Aircall is specifically designed to enhance the most critical conversations your business has—those with customers and prospects.

By integrating seamlessly with your CRM and helpdesk, Aircall provides the context and features your sales and support teams need to excel. Don't just take our word for it. See how Superscript improved collaboration, decision-making, and visibility with Aircall. Daniel Prescott, Head of Customer Operations at Superscript, noted, "Having all teams (both customer and non-customer facing) connected on the same system means it’s just super easy to see which of your colleagues are available. The team often talks about the value this visibility brings to our customer conversations."

Transform your business communication with Aircall’s seamless call handling, smart routing, and 200+ integrations. Try Aircall for free today.

Frequently asked questions

What are business communication tools?

Business communication tools are software and platforms that help employees connect with each other and with external parties like customers and partners. They include tools for team messaging (Slack), video conferencing (Zoom), project management (Asana), and phone systems (Aircall).

What is the best communication software?

The "best" software depends on your specific needs. For all-in-one video and chat, Zoom or Microsoft Teams are strong contenders. For team messaging, Slack is a leader. For sales and support teams that rely on phone calls, Aircall is an excellent choice due to its powerful calling features and deep CRM integrations.

What are the tools used in business communication?

Common business communication tools include VoIP phone systems, video conferencing platforms, instant messaging apps, email, project management software, and CRMs. A unified communication platform often combines several of these tools into a single, integrated solution for greater efficiency.

Published on November 14, 2023.