internal communication tool

For organizations, effective business communication is critical for their employees to perform their duties and responsibilities efficiently. Free and uninterrupted business communication in a company has a positive impact on the overall business, like reduced stress, lower employee turnover, increased productivity, higher customer retention, consistent deliveries of projects on time and improved work-life balance. According to a Watson Wyatt study, companies that foster effective communication report 50% lower turnover than the industry average.

On the other hand, poor communication can impact your workplace adversely. It has been estimated that communication barriers cost an average organization $62.4 million per year in lost productivity. Ineffective communication results in low morale, high stress, absenteeism and employee turnover.

It has been shown that companies with connected employees are 25% more productive. To improve communication and be more productive, companies must have the right processes and tools in place. Companies that invest in the right online tools improve their productivity by 47%.

Here are 10 ways how business communication plays a critical role in the success of your company.

1. Fosters shared goals and vision

Effective business communication ensures that all employees are aware of the goals and vision of the company and their roles and responsibilities to achieve them.

2. Builds engaged teams

According to the most recent Gallup State of the American Workplace report, just 33% of US employees are engaged at work. Effective business communication ensures that each employee’s ideas are valued, and opinions are respected. As a result, companies see higher employee engagement and productivity.

3. Improves customer service

Effective business communication is the real secret to effective customer service. Companies must make sure that their employees have access to all the tools they need to engage with customers continuously and quickly.

4. Creates transparent workplace

In the United States, 27% of employees voluntarily left their jobs in 2018 as they didn’t trust their organizations. Building trust should be the top priority for businesses and effective business communication will help achieve that.

5. Improves interdepartmental communication

Effective business communication improves interdepartmental communication which in turn improves effective decision-making and problem-solving.

6. Encourages bottom-up communication

Effective business communication encourages and builds effective bottom-up communication which in turn improves employees’ participation and engagement within the organization.

7. Improves work culture

Effective business communication paves way for better company culture, a healthier work environment, employee motivation and satisfaction.

8. Reduces email overload

In companies, emails are used for pretty much everything. This can lead to email overload. Having a good business communication policy will help reduce email overload.

9. Eliminates communication silos

Many organizations use multiple apps for their team communications. This creates communication silos. Having a good business communication policy will help companies to eliminate communication silos by reducing their dependence on multiple applications.

10. Enables seamless access for remote workers

A good business communication policy will ensure a company’s remote workers are able to communicate with their teams irrespective of their geographic location.

Whether your business operates with a hybrid, in-person, or fully virtual model; effective business communication is the need of the hour. We will provide 15 tips that you can follow if you want your business communication to be as effective as it can possibly be.

1. Identify the best communication channel

Different communication channels are used for various situations. For remote working, audio calling may be an excellent way to keep everyone on the same page. For in-house projects, face-to-face meetings are often the best method of communication. Though emails are popular, it is inefficient and unreliable. With group chats, you can get stuck in long and never-ending conversations that demand your attention 24/7. It puts pressure on you to be online & available all the time.

2. Take feedback from your employees

Take regular feedback from your employees on the existing business communication process through surveys, interviews, anonymous feedback etc. It will help companies to take stock of the existing situation and see what can be done to improve the process.

3. Invest in an intranet system

Having an intranet system is a great way to make your internal knowledge and documents flow via documentation, training videos etc. This will also help to break the communication barrier between your old and new employees.

4. Audit internal communication methods

Audit your internal communication methods including email, chat, audio-video calling, and in-person meetings, and see whether they are utilized properly. If there are any issues like email overload or never-ending group chats, replace them with appropriate tools and systems.

5. Encourage honest dialogue

Having an open-door policy through direct one-on-one conversations with the teams will motivate employees to have meaningful and productive conversations about their workplace.

6. Make use of social media

Social media is a good way to reach employees and clients. With millennials now accounting for more than half the workforce, social media will motivate them to share their opinions and feedback about the company in an informal way.

7. Share common goals

Companies must share the organizational goals with their employees to motivate, inspire and keep team members on the same page. This is the easiest way to lead your employees to work towards a common goal.

8. Create an employee newsletter

Sharing the latest news, events and happenings through the employee newsletter is the most effective way to keep your employees updated on the latest developments happening inside and outside the organization.

9. Encourage two-way communications

Management should not issue orders and expect their employees to carry them out without question. Effective communication should be two-way, which means management should take regular feedback and ideas from employees and give them a chance to voice their concerns.

10. Use tools to improve communication

Companies often rely on email and instant messaging for all communication. But these two are not very efficient. Employees often tend to use different tools to carry out their day-to-day communication. Unfortunately using different apps for chats, emails, documents, to-dos and calls creates communication silos. Later on, if you want to refer to a specific conversation or file, you will have to search in multiple places and remember all the information in memory to visualize the big picture. Another issue with chat-based apps is you can get stuck in long and never-ending group chats that demand your attention 24/7. It puts pressure on you to be online & available all the time. Instead, companies should use unified business communication tools to overcome these issues.

11. Maintain workplace transparency

Make sure all your team members understand exactly what you expect out of them in terms of roles and responsibilities and they have access to all the relevant information to do their jobs well.

12. Explain the reason behind assignments

Whenever you assign any work, explain the importance of the task. Millennials who make up a good chunk of the workforce are always looking for a sense of purpose in their jobs to feel satisfied.

13. Teach how to communicate

Companies should train their employees on conversational skills, presentation skills, business writing, managerial communication etc. Though the company might incur some expense, its benefit will far outweigh the cost.

14. Promote communication leaders

Most of the companies have teams and departments that are headed by leaders. Various members of the team should know their go-to leaders in the event of a problem or question.

15. Leverage new technology to promote effective communications

Be open to the idea of looking at new ways to improve workplace communication. Take for instance a new app called Clariti. This app takes a completely different approach to team communication as compared to Slack and Teams. Clariti includes email, chat, audio calling, screen sharing, cloud document access, to-dos and events. The main power of Clariti is that you can create your own TopicFolder where you can bring your chats, emails, to-dos, documents… that are related to a topic in one place. Unlike Slack where all related chats appear in a pre-determined channel of fixed participants, Clariti supports dynamic conversations that can start from a chat, include an email and result in a to-do, with many different participants added and removed as needed. All chats, emails, to-dos, threads and even notes of voice calls are automatically stored in TopicFolders that can be accessed at any time, completely eliminating the need for a search. Clariti indeed is a new paradigm in workplace communication.

In order to promote effective business communication within the company, management should set an example for their team by giving staff members an opportunity to speak, setting clear expectations and providing regular feedback.

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