The Best Tools for Managing Workplace Communication

Effective communication is the backbone of a healthy and productive office. Whether you’re a business owner or a manager, you need to ensure your team is communicating effectively. Collaboration is dependent on being able to share ideas quickly and freely, while hearing feedback and issues from team members is also crucial to help streamline and improve work processes.

Thankfully, modern offices have a range of different tools they can use to make communication more effective. Even if your workforce is fully or partially remote, it’s easier than ever to encourage open and honest communication to ensure everyone is on the same page. Here are some of the best tools for office communication and how to get the best out of them.

Email

Email is perhaps the most widely used application when it comes to office communication. It provides a fast and effective way to inform, update and send files. It’s best used for longer communications, and multiple team members can be copied into an email, allowing for smoother updates.

There are many different kinds of email providers available, though most offices tend to use Outlook. This is a Microsoft service, and as it often comes with Office packages, it makes sense for offices to use it. However, some teams prefer to use Macs. There are alternatives for Outlook on Mac, so thankfully, this shouldn’t cause any issues. For example, there’s Spark Mail, which offers group collaboration on emails, and IM, which offers instant messaging. These have their own advantages that may be suited to some teams more than others. 

When sending emails, it’s important to use simple language and to be concise and to the point. Emails are better for longer messages compared to some other communication tools. However, clear and concise messages are still the key to effective communication. Make sure that any attachments are clearly described in the email to give context. If you’re copying multiple people into an email chain, ensure it’s relevant to them.

Slack

Slack has become an extremely popular tool for businesses and remote teams to communicate with one another. It offers instant messaging, which is more suitable for short, quick communication while working in a busy, fast-paced environment. Conversations can be organised into dedicated channels, making it simpler for teams to message each other without creating noise.

One of the advantages of Slack compared to other instant messaging apps is that it’s developed with workforce communication in mind. The UI is also incredibly easy to use and ensures that messages can be read and understood instantly with no waiting around.

Slack can be used for free, but to unlock certain features, businesses will need to purchase one of the available plans. To use this tool effectively, it’s important to make use of channels, labelling them and ensuring that members aren’t drowning in unnecessary notifications.

Zoom

Zoom is a video conferencing program which is particularly useful for teams that are either fully or partially remote. Face-to-face communication has real benefits, as expressions and body language are important parts of communication. Zoom allows teams to communicate face to face, even over long distances, providing clear and simple video calls.

Not only does Zoom have a UI that makes it incredibly easy for anyone to use, but it also offers other features that make it ideal for office communication. For example, Zoom One is designed for meetings and general chatting, while Zoom Spaces and Zoom Events allow for video collaboration and virtual events. Up to 1,000 participants can attend Zoom meetings, making this program ideal for even the largest organisations.

To use Zoom effectively, it’s important that everyone on the call has a stable internet connection. Offices implementing Zoom calls need to ensure that dedicated meeting rooms are used, where outside noise can be kept to a minimum. Additionally, those out of the office need to have a space where they can receive Zoom calls without worrying about distractions. 


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