Tips to make your communication app less annoying at work

Due to the pandemic and consequent growth of remote work, there is a widespread use of communication apps. Slack and Microsoft Teams dominate this category. These apps include features to chat, video conference and share files with other team members, no matter where they are located.

There are a few things that make Slack and Microsoft Teams chat channels more annoying than they need to be. First, there is the constant stream of notifications. Whether it’s a new message, someone @mentioning you, or a new channel being created, it’s easy to get overwhelmed by the sheer volume of notifications.

Second, there is the lack of control over who can join a channel. This can often lead to uninvited guests joining a conversation and disrupt the flow of discussion. Finally, there is the difficulty in searching for specific messages or threads. With so many different conversations going on at once, it can be hard to find the needle in the haystack. Ultimately, these are all factors that can make Slack and Microsoft Teams chat channels more annoying than they need to be.

What started out as a convenience, however, now has become an irritant. These apps constantly force you to pay attention to the chatter going on in their channels, even though many of the communications are of little importance to you. Getting constantly distracted reduces productivity as you don’t get any space to do deep thinking and concentrate on the tasks at hand.

Tips to make your communication apps less annoying:

1. Be clear about the goals

Avoid the temptation to start conversations on chat channels unless you are clear of what you want to achieve. Poorly thought-out chats lead to unnecessary back and forth conversations trying to sort issues that could have been avoided in the first place through a properly worded message.

2. Fix up timings for interaction

Develop informal best practices with your team members on work-life boundaries. Be clear of when you will be available to discuss work. Just because your colleague’s time zone is different than yours, doesn’t mean you should sacrifice your personal time for work.

3. Prepare meeting agenda

Instead of free-wheeling chats, you may get more done if you put your thoughts down on paper, share it with your team, and then followed up with a phone call. This will give your team time to digest the information and provide thoughtful input. Set up scheduled video conferences with a written agenda to go over routine items. For example, it may be easier for the marketing manager to go over the weekly web site visitor information in a video conference with screen sharing instead of chatting on a chat channel.

4. Choose the right communication channel

Ask your teammates not to put you in chat channels where your involvement is peripheral. There is no reason for you to be in the technical support channel when you are the finance guy. In such instances it may be more effective for the technical support person to contact you through a direct chat, that is to the point. Don’t start a new channel unless you are sure the information you will be discussing is not already covered on another channel. Having too many channels is counterproductive to the idea of keeping your work organized to reduce stress, and increase productivity.

5. Use email when necessary

Yes, you got that right, sometimes email is more effective than chat, even with your own team members. Chat forces the recipient to respond immediately and can be stressful. Email gives you space to think before responding.

6. Choose to integrate wisely

Be thoughtful about the apps you integrate in a chat channel. Just because you can integrate somebody’s tweets that you find informative, doesn’t mean your whole team needs to be bothered with this information.

7. Encourage informal communication

Schedule time for banter. While in the office a lot of socializing happens at the water cooler. These informal conversations help build relationships and allow people to know each other outside of their work roles. Such conversations now need to happen using online media. It is a paradox that an informal event needs to be scheduled! But if you don’t schedule it, it won’t happen.

8. Set up a dedicated workspace

One of the best things you can do to minimize distractions and maximize productivity is to set up a dedicated workspace. If possible, find a quiet room where you can close the door and tune out the rest of the world. If you can’t have a dedicated workspace, try to find a quiet corner where you can set up your laptop and focus on your work.

9. Learn to deal with distractions

Though communication apps are an essential part of our lives, helping us to stay connected with family, friends, and coworkers; they can also be a source of frustration, constantly pinging and buzzing with notifications. Explore the app settings to see how you can minimize these distractions.

10. Turn off notifications for unimportant channels or conversations

Many communication apps allow you to customize your notification settings so that you only receive the alerts that are most important to you. For example, you might want to turn off notifications for non-urgent emails or messages that can wait until later. This way, you’ll only be alerted when there’s something that requires your immediate attention. Customizing your notification settings can help you avoid irrelevant distractions and focus on what’s most important.

11. Turn off notifications outside of work hours

If you find yourself constantly checking your communication apps outside of work hours, it’s time to turn off those notifications! You don’t need to be available 24/7—in fact, it’s important to take some time each day to disconnect from work so you can recharge your batteries. By turning off notifications outside of work hours, you’ll be less tempted to reply to messages right away and can instead focus on enjoying your personal time.

12. Set specific timings for interactions

The first step is to schedule specific times for checking email and messaging apps. Whether it’s first thing in the morning, midday, or right before you leave for the day, decide on a set time or two when you will allow yourself to check and respond to messages. This will help you avoid getting sucked into a never-ending cycle of checking your inboxes every five minutes.

13. Set up filters and auto-responders

Another way to manage communication app notifications is by setting up filters and auto-responders. This way, you can prioritize which messages need your immediate attention and which ones can wait until later. For example, you might want to set up a filter for emails from your boss so that those always go to the top of your inbox. Or, you might want to set up an autoresponder for less urgent messages letting people know when you’ll be available to respond.

14. Set up a do not disturb period

Setting up a do not disturb period on your communication app can help to make it less annoying. During this time, you will not receive any notifications from the app and will not be able to access it. This can help you to focus on other tasks and avoid being distracted by the app. In addition, it can help to reduce the number of unread messages and notifications that you must deal with when you do return to the app. If you find that you are constantly being interrupted by your communication app, then setting up a do not disturb period may be the best solution.

15. Only allow direct messages from people you know and trust

One way to combat this problem is to allow direct messages only from people who you know and trust. This way, you can be sure that the messages you are receiving are relevant and important, and you won’t have to wade through a bunch of useless junk. Additionally, this policy will help to build trust and rapport between users, as people will only be able to message each other if they have been mutually approved. In the end, allowing direct messages only from known and trusted contacts may make your communication app less annoying and more user-friendly.

16. Give yourself some time away from the app each day

Another great way to make the app less annoying is to take some time away from your communication app. This doesn’t mean you have to delete it completely, but you can temporarily disable notifications or limit yourself to checking it a few times per day. This can help reduce the constant barrage of notifications and give you a chance to focus on other things. Another option is to customize your notifications so that you only receive alerts for the most important messages. This way, you can still stay connected without being bombarded with every single message.

17. Disable notifications for certain types of messages and allow messages from only certain contacts

One way to make your communication app less annoying is to disable notifications for certain types of messages. For example, you might want to disable notifications for group chats, or for messages that contain attachments. This way, you’ll only be alerted when there’s something truly important that needs your attention. As a result, you’ll be able to stay connected without having to constantly worry about being interrupted.

By only allowing messages from certain contacts, you can help to make your app less overwhelming and more manageable. This can be a great way to reduce the amount of information overload that you’re experiencing on a daily basis.

18. Keep your phone silent or vibrate

Another way to avoid getting distracted by notifications is to keep your phone on silent or vibrate mode when you’re trying to focus on work. This way, you won’t be interrupted by every new email or text message that comes in. You can still check your messages at your designated break times, but this will help you stay focused in the meantime.

19. Use headphones

If you need to stay focused but can’t find a quiet place to work, another great solution is to use headphones. Listening to music or white noise can help Tune out distractions and help you focus on your work. Plus, if you wear headphones, people will be less likely to interrupt you since they’ll think you’re busy listening to something important.

20. Use Threaded conversations

Clariti offers a less annoying communication experience compared to platforms like Slack and Microsoft Teams due to its use of threaded conversations. Unlike other tools that rely on channels, which often require participants to read through lengthy messages and respond in real-time, Clariti’s threaded conversations provide a more efficient and organized approach.

With Clariti, participants are added or removed from discussions as needed, ensuring that conversations remain focused and relevant. This eliminates the need for users to sift through a barrage of messages on various channels, saving them time and reducing information overload.

Threaded conversations also allow for asynchronous communication, meaning users can respond at their convenience without feeling pressured to engage in real-time. This promotes flexibility and helps prevent interruptions during deep work or critical tasks.

By adopting a threaded conversation model, Clariti reduces the noise and clutter typically associated with continuous chat channels. Participants can easily follow specific threads, contribute when necessary, and catch up on conversations at their own pace. This approach fosters better organization, improves productivity, and ultimately leads to a less annoying communication experience.

Overall, Clariti’s utilization of threaded conversations offers a more streamlined, flexible, and less overwhelming communication experience when compared to other tools like Slack and Microsoft Teams.

Conclusion

Adopting strategies to make your communication app less annoying is crucial for enhancing user experience and maximizing productivity. By implementing the 20 powerful techniques outlined in this blog, you can create a more seamless and enjoyable communication environment.

From streamlining notifications and minimizing interruptions to promoting clear and concise communication, each approach contributes to reducing annoyance and frustration. Remember to prioritize user preferences, allowing them to customize their settings and control their communication experience.

Embracing features like intelligent message grouping, smart search capabilities, and seamless integration with other tools enables users to find information quickly and efficiently. Additionally, incorporating visual cues, such as read receipts and status indicators, helps foster real-time engagement and collaboration while respecting individual availability.

By prioritizing user-centric design and constantly seeking feedback, you can continuously improve your communication app’s usability and effectiveness. Ultimately, the goal is to create a platform that empowers users to communicate effectively, collaborate seamlessly, and work productively, while minimizing the frustrations and annoyances that often accompany communication tools.

Implement these powerful techniques, listen to user feedback, and iterate on your communication app to ensure a less annoying experience that drives enhanced collaboration and improved productivity.

X

Frequently Asked Questions

If you’re looking for a app that can communicate with each other, you have a few different options. One popular option is Clariti, which offers end-to-end encryptions for all its communication. This means that your messages are secure and can only be read by the person you’re communicating with.

First, take a close look at your notification settings and adjust them so that you only receive alerts for the most important messages. Secondly, consider using an ad blocker to cut down on the number of advertisements you see. Finally, take some time to curate your feeds so that you’re only seeing content that is truly relevant and interesting to you.

Bringing clarity to your world

If it's on our mind, you'll be the first to know!

Leave a Comment