Why You Need To Use Communication Tools To Ensure Your Business Success

Communication plays an important role in every aspect of one’s life, whether you realize it or not. Defined as an exchange of information between 2 or more people, it’s more than just words as it can include your facial expression, the tone of your voice, and your overall body language.

When it comes to the business world, more time is spent on communicating to reinforcing values, discussions, teaching your team, speaking with your customers and conveying your business goals. However, communication can only be successful once both the receiver and the sender are on the same page regarding their topic. This is why for more efficient communication, the use of communication tools like call cowboy in your business is very important.

At present, there are numerous communication tools that you can use for your business. But, how can communication tools help you ensure your business success?

Communication Tools Help You Engage Your Employees Better in the Workplace

Your employees are the pillars of your business. If you will take them for granted, your business will fail in the long run. That is why you should pay importance to workforce engagement, and you can do it by using communication tools like a predictive dialer. Such tools enable real-time communication within the workplace and not just between employers and employees.

Communication tools also make employee review and feedback possible. For instance, there are tools that have features, which include employee survey extension that allows surveys to be distributed and created for your company. Once your employees know they have a voice, they will definitely feel connected and engaged in the workplace.

It is essential to take note that improving workplace culture matters a lot since a workplace where everybody feels empowered, valued, and respected is a workplace with engaged and productive employees. Communication tools don’t just let employees voice their concerns and share information, but also they let employers celebrate collective and individual workplace achievements. Praising the contributions of employees makes them feel valued while recognizing the successes of the business as a whole boosts morale and cultivates camaraderie.

Communication Tools Streamline Communication

Investing in communication software allows businesses to distribute important information to the right teams at the right time. This can be beneficial when it comes to providing company updates.

The best communication tools have various ways to enable instant distribution of information to the whole workforce of the company or to particular teams only. Some features like automated messaging also speed up communication. If important details should be announced, communication tools ensure that all information is received through prompting the employees automatically to confirm that they have read the message.

Communication Tools Allow You to Save from the Travel Expenses

Communication tools enable companies to connect every team from various locations in a single platform, getting rid of the need for exhausting and expensive travel costs. Through conducting online meetings, webinars, or similar endeavors, teams and individuals can increase productivity while helping your business save money.

Communication Tools Improve Customer Relations

A big problem these days comes from the fact that a lot of businesses fail to focus on the needs of the customers. However, having communication tools in your business can help you combat this problem. In fact, more businesses are using such tools to easily and quickly answer the questions of their customers. There are even video messaging tools that allow businesses to speak with their customers internationally. This does not only provide ease and convenience for your customers but also it can help reduce operating costs.

Communication Tools Are An Eco-Friendly Option

Communicating with your employees remotely using communication tools is more beneficial and environmentally-friendly than using letters. Besides, it’s more sustainable to take advantage of technology because of its many advantages and benefits.

Instead of leaving notes for your teams, sending them messages through communication apps is faster and can help you cut back on paper. And if you use less paper, your business will be able to save money, while doing its part in helping the environment.

What Are the Efficient Communication Tools You Can Use for Your Business?

To manage various industry changes, numerous leading businesses have implemented a new digital workplace strategy. Through combining the current and old technologies that most businesses use, the digital workplace has removed the communication barriers and transformed the employee experience to something that promotes innovation, efficiency, and growth.

The key to success basically depends on how well a digital workplace strategy is implemented, which also requires an effective communication tool that will help businesses meet their communication needs.

Below are some of the most efficient communication tools available today:

  • Private Messaging and Chat Apps

Collaborative spaces that provide group or private messaging and chat functions are viewed as the best type of business communication tools to keep every team working together. Instant messaging can also be used to make updates on any project, which also enables easy discussion of general topics within the company.

It works well when the team members or employees are spread across different time zones and geographical locations. It also gives the advantage of being able to share files easily and access previous conversations if needed.

Group messaging environments and chat rooms may seem to be the same but the interfaces are different. For example, your company could get more out of the instant messaging platform than chat rooms if you do not have lots of team-based projects.

  • Intranet

The intranet is a private hub, which is primarily used for driving internal collaboration and communication and can be accessed by authorized users within a business. Often, modern intranets are built using a content management system as it’s much easier for non-technical workers to manage. 

One communication system that uses intranet is VoIP phone systems. Most Canadian businesses, big or small, are investing in this modern communication system. Read about the secrets to consider when choosing your VoIP so you can benefit from VoIP systems too.

With today’s modern world that allows telecommuting and BYOD or bring-your-own-device, an intranet solution results in a much flexible workforce. Plus, it ensures that every employee is working towards the same business goals.

Also, an intranet allows you to share company news and establish an environment rich with information. The news feed for the homepage may be personalized for every staff member based on their location, department, and team to ensure the relevant news is placed at the center. This may also be linked to different security permissions to ensure that confidential or sensitive information is seen only by some selected people.

Intranet takes this further through facilitation communication among employees working in several locations. They can update one another easily and quickly on their own news. They may also distribute news to particular colleagues in a certain area or location and they can offer feedback and interact with the content real-time.

  • Discussion Forums

Even if discussion forums may seem like an old tech to others, it’s still one of the preferred communication tools used by businesses today. Discussion forums may bring together employees and management and enables open discussions on any topics. Moreover, these can help in knowledge dissemination and bring together the workforce.

Forums can also be effective in archiving the organizational knowledge and used by anybody as a reference. By being able to participate in regular discussion forums, it can help boost employee morale in your business.

Discussion forums can also facilitate knowledge sharing. With this, you won’t waste time answering the same questions over and over again once the forum is integrated with enterprise search. It can allow employees to discover forum information anytime they need it.

  • Internal Blogs

Another good communication tool is an internal blog because it isn’t something your competitors and customers can access. It’s basically a place where employees may share experiences and ideas fast in an informal manner.

There are many benefits to using internal blogs. One of these is that it keeps the staff knowledgeable on company updates and important information. It also connects employees across various departments and promotes collaboration and open discussion within the workplace.

Creating a permanent and searchable archive of knowledge base articles, expertise and knowledge are also made possible with internal blogs. This is another benefit of an internal blog, it highlights and broadcasts the knowledge of employees about a particular topic or area of an organization.

  • Case and Tracking Software

Online help desks with case tracking systems allow customers and employees to submit a support or case ticket. This enables it to be assigned to the best employee and have it resolved and checked in time. Generally, issue tracking systems are used in the customer support call center to resolve, update, and create customer issues within the company.

Case tracking systems also help centralize customer support queries as well as keep track of the open issues. Prioritizing the most important and relevant queries, tracking team productivity, and collecting valuable customer feedback can help in improving your customer relationship, services, and products.

 Choosing the Right and Best Communication Tools for Your Business

The online market is flooded with lots of communication tools that will surely provide ease and convenience for you and your employees. The role of effective communication in entrepreneurial success is to boost productivity and reduce the time spent in sorting through instant messages, texts, and emails. While most people will consider the most cutting-edge and latest available communication tool, it is essential to consider the most acceptable and convenient tool.

If you still can’t decide on which communication tools to use, below are some of the factors that you must consider:

  • Modern Requirements

Regardless if you decide to consider a collaboration platform or an intranet, you have to understand your requirements first. Most notably, modern teams are already done dealing with messages and emails and frequently avoid the use of the company’s official software in favor of famous apps that provide video and audio conferencing.

Carrying around a USB stick filled with data is another thing that most modern employees prefer not to consider because they want data to be accessible always. The reason behind it is that employees may request access to data from various operating systems and devices, so support for several platforms and devices is a crucial factor when choosing a communication tool.

  • Integration and Interface

Another important aspect of such communication tools is how easy it is to be used. The last thing you would want is to spend money on tools and be forced to spend more on training your employees to use it.

Moreover, people resist change by nature and new tools that are imposed forcefully on reluctant teams don’t always go as planned. Even if the learning curve is not that steep, there’s a certain level of pushback. A good solution to this is to slowly transition by providing new tools as an alternative and rewarding the teams that switch over. But, for this to work, the new tool must not just be easy to use, but also flexible, fault-tolerant, engaging, and intuitive.

It is also important how your chosen communication tool integrates with other existing tools in your workplace. Take note that you should not overlook future compatibility, particularly since communication tools are not something that you replace or change often.

  • Security Features

In terms of collaboration and communication, a major concern is user access and security. Once you have many users accessing data, downloading files, and sharing ideas, it can be tough to ensure secure handling of data.

You have to bear in mind that communication tools can be vulnerable. That is why you have to choose tools that are equipped with features like multi-factor authentication and encryption to ensure secure and safe communication within your business.

The Takeaway

Effective communication may be challenging to achieve in your business, especially if you have remote workers working in different hours and locations. But, it’s never impossible if you have the right communication tools. 

At present, there are lots of communication tools you can choose from. Since every business has unique communication needs, it is always best to choose wisely. If possible, make comparisons of the available options for your business and see to it that your chosen communication tool is designed or equipped with great features and functionalities that will meet the unique communication needs of your business.

Adam Hansen

Adam is a part time journalist, entrepreneur, investor and father.