communications tools for business productivity

Communication tools are slowly becoming an integral part of the modern workplace. Communication tool plays a significant role in making communication effective by improving employee engagement. According to the PwC ‘millennials at work report’, “78% of millennials said that access to the technology they like to use makes them more effective at work”.

Without access to the right set of communication tools, your entire workforce would be dabbling with long email threads and get stuck in long and never-ending group chats that demand their attention 24/7. Numerous studies have repeatedly proved that “productivity improves by 20-25% in organizations with connected employees.” Organizations that fail to choose the right communication tools for their employees will face the risk of disengagement, demotivation, high employee turnover, and poor productivity.

In the wake of the pandemic and the subsequent hybrid model that has been widely adopted, communication tools have become the lifeline for organizations to bring together remote and dispersed workforces regardless of location. But for these communication tools, running the day-to-day business operations and maintaining team morale would not be possible. While ineffective communications can result in workplace failures, productivity can rise as much as 25% when employees use right online communication tools to collaborate. Corporates are planning to increase their investment in communication and collaboration tools and the market is expected to register a CAGR of 18% from 2021-2026.

As the collaboration needs have tremendously grown in the last 2 years, communication tools for business productivity have grown from email-only tools to audio calling, screen sharing, file sharing, instant private and group messaging, and social networking to create more productive and engaged teams.

To increase productivity and profitability, companies should identify and use the right communication tools for business productivity. In this article, we will focus on 15 benefits that communication tools can bring to your business.

1. Communication across departments

Since the departments within your organization could be in different locations there will be a natural communication barrier. One of the best ways to boost productivity is to break this communication barrier and improve the communication between various departments. Communication tools for business productivity that come with features like audio calling and instant messaging can make inter-departmental communication seamless, fast and efficient.

2. Real-time information

In this era of remote working, employees from diverse locations must communicate and collaborate (share files, images, or data) in real-time to resolve issues and make quick decisions. With the right communication tools in place, your employees will be better prepared to make smart, informed, and timely decisions. When your employees collaborate in real-time, meetings can be scheduled quickly, and files can be shared with ease. Real-time communication enhances a company’s ability to solve problems and foster productivity.

3. Improve the customer experience

Using the right communication tools, you can empower your staff to better meet the needs of consumers. This will enable your employees to deal with customer issues much faster, which will benefit the consumer and the company.

4. Improve external communication

When your employees use different tools for internal and external communications it increases chances of miscommunication. The communication tools for business productivity that you are using should allow you to interact with internal and external stakeholders. Using the right tools, you can streamline your communication with your team as well as your customers and suppliers.

5. Increase transparency

When you use the right communication tool, transparency and accountability will increase. By making employees accountable for what they do will reduce mistakes and improve productivity.

6. Break the silos

Many organizations use multiple apps for their team communications. This creates communication silos and a significant amount of team members’ time is spent searching for information rather than doing productive work. Given the level of information being generated daily, this is highly inefficient. A survey points out that almost 20% of the business time – the equivalent of one day per working week – is wasted by employees searching for information to do their job.

A modern intelligent tool like Clariti uses the concept of “TopicFolders” to store all the related information in one place based on some context. This information can be easily retrieved and acted upon when needed. With TopicFolders, organizing and finding data becomes much easier and less complicated. By simplifying the ability to store and retrieve any information when needed, TopicFolders speed up the decision-making process and team productivity.

7. Content sharing

Sharing content is crucial for collaboration. One of the most crucial functions of communication tools is to help the team share content. Content sharing helps all the team members to be on the same page, reducing duplicate work.

8. Instant messaging

Instant messaging allows employees to chat with one another in real time, providing a massive productivity boost. Instant messaging makes communication faster, reducing constant back-and-forth that is common when emails are used.

9. Knowledge sharing

To solve problems and make quick decisions employees need to be able to share information and knowledge with each other through email, instant messaging, audio calling, and cloud documents. The communication tools they use must support all the communication modes, preferably in one app.

10. Save travel cost and time

Communication tools for business productivity allow teams to collaborate from multiple locations removing the need for expensive and time-consuming travel. Webinars and online meetings will increase productivity and save money too.

11. Better innovation

Communication tools for business productivity allow team members to brainstorm new ideas instantly from anywhere. Team members can feel free to discuss any new technologies and ideas that will help your company become more productive.

12. Reduce unproductive meetings

Face-to-face team meetings can waste a lot of productive time. According to Harvard Business Review, around 65% of employees believe that “meetings keep them from completing their own work, while 71% said meetings are unproductive and inefficient”. Companies should pay attention to the frequency and duration of meetings to ensure better employee efficiency. Since most of the team communication tools help your teams to interact in real-time from anywhere, the dependency on physical meetings gets reduced drastically.

13. Improved employee engagement

Modern communication tools for business productivity s can accomplish much more than mundane emails. Using these tools, your employees can share stories, news, motivational messages, emojis, and stickers. Your employees need not limit themselves to just business interactions, but they can also add a personal touch to the messages by integrating their social media network and making it more interesting. Better engagement at work results in lower employee turnover and higher productivity.

14. Automation using cutting-edge technologies

Nowadays, modern communication tools for business productivity are equipped with the latest technologies like artificial intelligence, machine learning, predictive analytics, etc. These technologies can help automate business communication to a great extent and help ease the stress of performing routine and repetitive tasks. This frees employees to focus on other productive duties.

15. Track team performance

With the help of advanced technologies and integrations with other productivity apps, some of the business communication tools allow the team leaders and managers to track the performance of their team members effectively. These tools allow managers to create tasks for their team members, track the progress and close the tasks when completed. This brings more transparency to the team, boosts accountability among the employees, and motivates them to perform better.

16. Conclusion

Today’s communication tools for business productivity are not only affordable, but they are also easier than ever to implement and produce results. Equipping your employees with the best communication tools will improve business efficiencies and make your team more engaged at work.

Though there are countless ways for team members to interact with each other, communication tools act as a dedicated platform to do more productive work. While it cannot be predicted how the workplace will shape up in the future, it can be said that advanced and feature-rich business communication tools will certainly be integral in the workplace.

Clariti is a unified communication tool that combines all your communication including email, chat, calls, documents on cloud storage, and to-do in one app and links all related information in a TopicFolder. Clariti is ideal for small and medium businesses to boost team collaboration and drive productivity.

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