How to solve your business communication problems

17 Nov

internal communication tool

Sharing and exchange of information is a key point in the success of businesses and transmitting it to the tee is vital to keep all stakeholders and customers of business on the same page. Whatever maybe the business target of sales and profit figures for its success, a consistently clear communication strategy among its workforce and customers makes it integral for achieving that target.

A business however established with defined objectives and goals, constantly evolves and must accommodate various changes based on client’s needs, business requirements, and business expansion across locations, and promotion of a more diverse workforce. This challenging feat requires excellent collaboration and transparent communication at the workplace to streamline business processes without any hiccups. This demands a superior business communication plan and efficient tools to support this strategy.

Here are a few ways to manage efficient and consistent business communication.

1) Defined goals and objectives

State clear and concise objectives of business meetings. Participants of a meeting may range from leadership across teams, employees from other departments, employees who have just been added to the project, etc., and hence keeping everyone on the same page in a business meeting is vital for a hassle-free connection. Make available the required documents, information on projects, status, numbers, etc., to all and concisely present in a managed web tool such as Clariti that makes all information available with ease in integrated TopicFolders. This not only reduces the struggle of finding and organizing data but enables the participants of the meeting to understand the references and details made in a presentation and add value to the data with ease.

2) Using most suited web communication tools

Multiple meetings, information exchange, and emails are a part of everyday activities in any business and for managing the projects across teams and customers, an efficient communication tool is vital to facilitate seamless communication and progress of the evolving trends of a business.

There are also various tools depending on the types of businesses that create an accessible space and interactions across various platforms to enhance business communications. Discover more affordable business tools suited for small and medium-based businesses here.

3) Be Proactive to evolving business needs

The world is progressing more towards online engagement. Providing the virtual experience of its current services and scope of developing for future customer needs of its service or product via content creation is vital for today’s businesses. This enhances the online engagement with the customer or stakeholder and paves way for customer retention. A small or medium-sized business providing a service or product thus has to deliver an online experience of its service. The preparation of this demands multifaceted inter-network communication and project management tools. Also, with the rise of remote-working lifestyle and freelance workforce, businesses are depending more on efficient web-based business communication tools to retain talent and maintain productivity.

With large teams, where a large amount of information can be lost in data silos, an integrated tool, that can bring together data distributed across Chat, conference calls and emails to one place increases team productivity. This ensures that miscommunication or deletion of minute details by accident can be minimized.

According to a survey published in “The Cost of Poor Communications”, inadequate communication to and between employees costs a company $62.4 million per year. Be it process updates, rush requests, or new projects; share information and data across in a precise, organized and specific manner and make it available across all internal teams or customers as necessary.

Efficient communication among internal teams and stakeholders is an indispensable daily business activity. Teams engage with each other through chats, emails, and calls involving process data. It is hence important to keep interaction seamless and make business communication healthy thereby encouraging team collaboration. Also, a team must tackle issues with a solution-oriented management. . Conduct regular Team building activities to keep the team connected and increase interdependence. Higher retention of experienced employees increases productivity and delivers faster results. This also facilitates a rich knowledge transfer when training new hires.

6) Prevent Information Fatigue

Often business communication involves a large amount of data and sharing it across chats, emails and social media becomes a daunting task for teams. The information silos created by endless reply-all emails and distributed data make it difficult to manage information. For instance, if creating a project presentation necessitates gathering data about a topic that is discussed across many platforms becomes a cumbersome process, employees lose a lot of productive time and suffer from information fatigue. Learn to use the right web tools to prevent this and get your results faster with structured tools.

7) Make the employees heard:

In any organization, it is important to have periodic meetings with employees at all levels of the corporate ladder to learn from their varied perspectives. This analysis on how they operate the procedures of the business shines a light on the efficiency ofits processes. Share the various accomplishments and goals achieved by the business quarterly or yearly as necessary, in an all-hands meeting empowering the workforce to see the big picture of how collective work has helped meet business goals. Regular feedback to the administration through surveys also encourages employees’ trust and involvement in business progress.

8) Keep all information Secure

Data security is of prime importance when it comes to business communication as the various channels and tools involved in data sharing contain confidential data subject to breaches or misuse by external sources. There is a need for stringent measures to secure and maintain confidential data within shared business communication channels.

In the 2021 Data Breach Investigations Report by Verizon Enterprise, phishing was found to be one of the most prevalent actions of data breaches. Read here about how you can keep your information safe in business meetings.

9) Declutter and Integrate

Invest in a robust multifaceted tool that will simplify your business operations and enhance productive collaboration. The clutter of information distributed and shared across multiple channels not only causes difficulty in analysis but also leads to team time leakage. Often switching through many trackers, emails and chats, employees struggle to unify information. This can be greatly minimized and made easy, saving time and effort by using tools like Clariti.

10) LIFT your business meetings:

The key to a successful business meeting thus should strive to ‘LIFT’- Listen, Integrate, Follow-through and Team-up.

  • Listen to the objectives and process requirements
  • Integrate all information required to work on the projects
  • Follow through with the necessary stakeholders of the project.
  • Team-up with others and collaborate

Efficient and consistent communication is the cornerstone of a successful business because misinformation or deletion of minute details can snowball into a catastrophe of errors for any process. Web-based business communication tools can be leveraged to solve this problem to increase team productivity and deliver accurate results.

Team MYWF

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