We are living in a fast-paced world that has made communicating so much easier. Top leaders in a company no longer need to book frequent flights to a different country just to talk to the management of that branch. Now, a simple video conference will do. Then again, there are occasions when flying over are still needed but at least, travel costs have been limited thanks to certain advances in technology.
Given that technology has helped out this much in terms of communication with consumers (both prospective and customers) and fellow employees working in a different branch of the company, it can serve well for internal communications too.
Employee-to-employee is crucial towards the success of an organization. Every staff member needs to be able to get hold of someone in order for a job to proceed. For instance, Jenny from accounting needs to be able to contact Jerry from IT in case something goes wrong with the her computer. Not only that, teams located in different areas of an office building that need to work together on a certain project need to be able to effectively communicate with each other.
Having an effective internal communication strategy is vital for every organization. It ensures that the job is done and done in the right way. This is why every business needs to find ways to provide the best communication options for their workers.
The question is: how can that be done? How can a business find ways to improve employee to employee communication? Here’s how:
1. Make Use Of a Project Management Or Social Collaboration Platform.
Having one platform for communication for employees can improve internal communications. How is that possible? The simple answer is: communication can happen anywhere and whenever it is needed. And one simple way to implement one communication platform is through a project management or social collaboration platform.
For example, you can make use of Dropbox to share and retrieve important files. Of course, you have to set rules on folder creation, file uploads and such so everything is uniform. But the general idea is this: using Dropbox provides an easy way for employees to work together, even if they are located in different parts of the world. In short, someone from your Japan office can work on a file, upload it to Dropbox which someone from the US can then retrieve and continue to work on and then upload again to Dropbox.
That cycle goes on and on until the project is complete. Let’s face it, it’s a much simpler process than constantly emailing each other which tends to get out of hand. Plus, it lessens the email clutter as well.
2. Ensure There Is An Online Forum For Sharing Information And Responding To It.
Whether you choose to build your own social network or use an existing one (like Yammer) is up to you. The point is to have an online platform where everyone in your organization can communicate with each other a lot easier. For instance, an enterprise social network like Yammer allows users to share documents, start threads and work on projects whether they are in the same location or not.
But in case you don’t want to invest in an enterprise social network, there are other free options you can make use of. For instance, there is Hangouts from Google or Skype. With Skype, you can create several group chats for specific projects.
3. Make Sure To Give Regular Feedback.
Knowing how much needs to be done and what else needs to be done drives communication. This way, people will need to communicate with each other in order to get everything done before the deadline.
Feedback can come in the form of a weekly status report on the projects being worked on along with feedback from managers or executives. From there, employees know which tasks to prioritize and which ones could be handled later on.
4. Use Email The Right Way.
Let’s face it, email is still and will always be used in the workplace. The only problem is that employees receive a bunch of emails every single day. You can teach them how to filter their emails so they wouldn’t be staring at a huge inbox every time they come into work in the morning. But apart from teaching them tips and tricks on managing email, it also helps to create some simple rules regarding how to email.
For instance, if an email needs an immediate response, the words ACT or URGENT can be included in the subject line. This will tell others that a particular email sent with either of those words in the header needs to be attended to immediately. It also saves a lot of time because employees will know which emails they have to attend to now and which ones they can respond to later.
5. Take Advantage Of Video Conferencing.
Video conferencing is particularly helpful when you have teams based in various parts of the world. This way, you can communicate via the internet at a reduced cost. This can also apply to teams located in various areas of the country.
Whether it be a simple status update or a meeting to discuss certain issues, video conferencing allows people to get together without ever leaving the office. Plus, the added visual is helpful should a problem need to be addressed in a how-to manner.
6. Do Not Forget About The Phone.
Although technology has been a blessing in digital communications, phone lines still exist for a reason: picking up the phone can help clarify a message. For instance, an email was sent detailing a certain issue but the recipient couldn’t quite get what’s wrong. They can simply pick up the phone, dial and talk to the sender of the email. This way, the issue is made clear and something can be done to fix it.
Communication between employees is important. After all, they are the ones who work together to deliver results for the business. This is why it’s the duty of every organization to provide them with all the tools necessary to make employee-to-employee communication a lot more convenient.