Thursday

Five Ways to Boost Communication in the Office With Technology

There are a lot of things that have to fall into place in order for a business to be successful. However, it doesn’t matter how great your idea or affordable your product, it will all be for nothing if you don’t communicate with employees, coworkers, and vendors effectively.


It’s true that old-fashioned communication skills can be helpful, but in the 21st century, much of how we communicate has to do with technology. That’s both a good and a bad thing. Technology has the potential to enhance our communication in the office, but it also has the potential to sabotage us.


Follow these tips and you can use tech to your advantage at work.


Communication in the Office


Upgrade Your Intranet


The speed of your tech in the office can help or hinder your efforts at work. Systems can quickly become outdated and lag becomes the norm. Not only is that frustrating, but it can negatively affect communication. It’s easy for miscommunications to happen when conversations and information doesn’t load properly. 


It’s important to upgrade your intranet regularly to speed up communications in the office. It is especially important if your business has gotten bigger over the last few years. A good intranet is one that your employees don’t notice, which means tasks, messages, and other activities happen quickly and seamlessly.


Worried that upgrading your intranet is too complicated? Check out this SharePoint demo to learn how to get started updating your intranet.


Streamline Your Tech Tools


There’s no question that technology has made work easier in many ways. There’s an app for everything, which means everyone in your office can stop spending time on low-value work by letting your apps and programs do the work instead.


The trouble is, the longer you work with tech, the more likely you are to collect it. Before you know it, you have too many apps, and they’re running you instead of the other way around.


It’s important to reassess the tech tools you use in the office regularly. Get rid of redundant apps and see what new apps are out there. You may discover there’s a single app that can take the place of two or three of the apps you’re currently using, which means everyone can communicate and share work on a single platform.


Make Sure Everyone Knows How and When to Use Those Tools


Making sure you have the right tech tools for the job is a good first step, but it doesn’t matter how great those programs are if everyone in your office doesn’t know how to use them properly!


Most applications are complex, which enables them to do a lot for your business, but all that complexity can slow your employees down. Instead of turning them loose and wasting time answering questions about how to use your office software, make sure everyone is trained.


Training is important because it ensures everyone is on the same page. It enables you to disseminate information in just a few minutes when workers could take hours trying to figure out a certain task on their own. It also gives everyone a chance to ask questions so they don’t waste time finding someone who knows the answer later.


Take Control of Emails


Email is fairly intuitive, isn’t it? In some respects, it is, but it is also the bane of most people’s existence. A lot of time is wasted sifting through and responding to emails.


Having a company policy on how and when to use emails is a good first step, but outlining appropriate etiquette is a good idea too. A few email rules to share with your employees include:


  • Using a clear, direct subject line

  • Keeping messages short and sweet

  • Not hitting “reply all” unless it’s absolutely necessary

  • Proofreading every message before sending it

  • Double checking recipients and attachments

Utilize the Cloud


If you’re still using USB drives and hard drives to store information in the office, it’s time to start using the cloud.


There are many benefits of computing with the cloud instead of using old-fashioned storage methods. For example:


  • You can access information anywhere, at any time

  • You never have to worry about hardware failures

  • Updates happen automatically

  • Teams can collaborate from multiple locations

  • You can choose from public, private, or hybrid storage to keep information secure

  • There’s no need to devote resources to managing infrastructure

Communication in the office today includes technology. Make sure that technology is supporting and enhancing your communication at work by following the tips on this list.