Tuesday, November 28, 2023
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7 Business Communication Tools That Every Organization Needs

7 Business Communication Tools That Every Organization Needs

Communication is the key to success, and all of us can agree on it. Businesses must be agile in internal communication to complete tasks. They also require clear communication with their peers and customers if they want the company to grow and make profits.

We said goodbye to handwritten letters and memos more than three decades ago. Since then, developers have created many technological communication tools that have made communication much faster and saved us time.

If you look closely, you will find one software or application for every type of task or communication. Some programs also offer multiple communication methods. But there are a few essentials that you must adopt if you want smoother communication in your company.

Not sure where to begin? Don’t worry. We’ve listed seven types of communication tools below. Let’s take a look.

Instant Messaging

Instant messaging is a revolutionary development. It saves time for you and your employees. Some tasks require immediate attention. Choose an instant messaging software or application as your organization’s main mode of communication if you want to avoid the wait time that comes with emails. Group chats can be a lifesaver for you if you’re not a fan of meetings. There is no need for long meetings if the team can discuss the issues over a group chat.

WhatsApp, Microsoft Teams, and Slack are some common communication tools popular in many organizations. iMessage is also another popular option. You can download all these apps for your desktop and laptop, too. For iMessage, products like Spike can help integrate it into your personal computer.

Task Management

The larger the organizations, the more the tasks. Every department handles its own tasks. But you might need to stay updated on the overall status of all ongoing tasks if you’re in a senior or managerial position. Regular meetings can give you an idea, but you might have to hold one of them every time there is a change or progress.

This is where task management software or apps come into play. Apps like Trello and Asana have all your tasks in one place. You can divide them by departments, tag team members responsible for each task, and even set deadlines. It minimizes the need for communication for the smallest of details and saves a lot of time.

Internal Information Source

Your company should have an internal server with all relevant information about the company, its processes, and HR practices. It’s particularly helpful for new employees. An organization has numerous rules and processes, and HR can’t cover everything in one orientation. A company blog, website, or internal blog with necessary information on the company practices and processes can help any employee.

You can custom-build one of these with the help of a professional service or your IT department.

Forums

Having an internal information hub is okay, but what if the employees need to discuss something? Sometimes, employees get stuck in a project and might need the opinions of their peers. Or, they might have an issue related to the company processes or even an HR-related issue. Having dedicated forums can help in these cases.

Slack, Asana, Jira, Discord, Zoho Connect, and Google Groups allow threaded conversations. Employees can create their own subgroups or channels and discuss various information. Top management and the HR department can also make announcements on these forums for everyone to see and comment on.

Employee Registry

Another underrated tool that helps with agile business communication is an employee registry. All employees should have their profile with their name, picture, company email, phone number, and link to instant messaging. It helps with cross-departmental communication. Rather than spending hours looking for a coworker, an employee can look up the registry and find their desired information.

Most task management software such as Slack, Microsoft Teams, and Asana have a built-in registry. You can also develop one for your company. Your HR department can have access to all the information and can use it for other purposes as well.

Video Conferencing

Video conferencing apps or software have become imperative in organizations since the pandemic. Many companies also allow remote working or hire remote talent from other countries. Video calls keep them in the loop or help them join a virtual meeting or company event

An organization can develop its own video conferencing app. But Zoom, Google Meet, Microsoft Teams, and Skype are more common options with advanced features. WhatsApp and FaceTime are also good ones. But people use them more for personal communications.

Document and File Sharing

And finally, being able to send and receive files and documents instantly is essential if you want your organization to be agile. Gone are the days of printing your document, placing it in a binder, and sending it to an employee. Digitizing your workplace documents can save money, help the environment, and ensure your employees receive the information much faster.

All emailing programs come with document attachment options. You can also create a shareable private internal server and provide access to all employees where they can upload their documents for others to access.

Google Drive, Box, Dropbox, and One Drive have customized plans and pricing tiers for large organizations. Most instant messaging apps or programs have the attachment option, so using any of them also allows you to share large files, documents, or even pictures much faster.

Business communication might seem more complex when you consider the availability of all these tools. They might seem confusing initially but are great investments for the long run. Many programs such as Microsoft Teams, Asana, Jira, and Slack allow multiple functions within one place, so starting with them would be your best bet.

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