Communication tools are indispensable in traditional office settings and remote work environments. Organizational psychologists suggest that effective communication is vital in fostering employee interaction and increasing overall workforce productivity.
One recent study by MGI suggests that seamless communication and collaboration between employees can boost workforce productivity by up to 25 percent.
Imagine a small business owner, let’s call her Jennifer, who was reluctant to invest in reliable communication software. Her employees wasted time scurrying from cubicle to cubicle when they needed to exchange ideas or brainstorm. Relying on the MGI study, she can significantly increase her team’s productivity by investing in the right office communication tools.
But, you’re probably wondering, the market is replete with productivity-boosting communication software. How do you know the best tool for your team? Don’t worry. We will share and explore tips for choosing the right office communication tools. But before we do this, let’s explain what they are.
What Are Office Communication Tools?
Communication tools are programs designed to help office personnel exchange different kinds of information. Examples of such communication software include:
- Text messages
- Cloud-based phone
- Social media
- Multi-media messaging
- Videos
- Instant messengers
Before you invest in any office communication tools, consider the following factors:
Security
Office communication is important, but so is security. A security breach can ruin the integrity of your business enterprise.
Within the past twenty-four months, hackers have taken advantage of the loopholes in some apps and have launched cyberattacks on several corporations. The US federal government, Microsoft, Twitter, Nintendo, and many other large corporations were thrown into confusion after security breaches occurred.
Poorly designed communication software can make your organization susceptible to hackers. Before you invest in any communication tool, ensure that it has security features, like multi-level authentications and two-step verifications.
Using a secured communication channel guarantees that your business tools enjoy:
- Protection from malware
- The ability to secure customer data
- The ability to protect your intellectual property
- Protection from identity theft
Don’t compromise on security. Insist on using secure communication channels that facilitate the safe exchange of messages.
Cost-Effectiveness
Every business aims to operate within a budget and make a profit. One way to increase profitability is to minimize costs.
Several corporations use many communication and collaboration apps, some of which cost a fortune. The reality, however, is that many businesses cannot afford the cost of these expensive communication tools.
Finding communication tools that fit your budget is key. While we have many expensive office communication tools, there are free and cost-effective ones that will not burn a hole in your pocket.
For example, a productivity tool like Bublup has both a free and an affordable version. With Bublup, businesses can store, organize, and share documents, images, videos, and links.
Also, during your market survey, look into purchasing office communication tools that come in suites. These are usually budget-friendly and easier to navigate.
This way, you’ll not only cut down on unnecessary expenses but invest in tools that boost employee wellbeing. Also, you’ll ensure that your employees won’t waste their work hours trying to find messages in previous communications.
Multifunctionality
The best office communication tools are multifunctional. They can handle various communication activities, like:
- Instant messaging
- Video conferencing
- Chatting
- Phone calls
- File sharing
As we already mentioned in the tip above, these tools sometimes come as suites and are easier to manage. Employees are unlikely to waste hours switching from app to app every time they have to accomplish a new task.
A popular multifunctional communication tool is Slack, which allows users to manage projects, send instant messages, and schedule video conferences.
There is, therefore, an enormous benefit when you have a multifunctional communication tool that can perform many tasks.
The other benefits of a multifunctional communication tool include:
- Saves cost: Businesses spend enormous resources every year purchasing and maintaining communication tools. Focusing on one or a few communication tools is cheaper than purchasing and maintaining a host of them.
- Increases productivity: You waste a lot of valuable time trying to toggle between one communication tool and another. Your productivity increases when you can easily share files, start a video chat and take calls with a single communication tool.
- Good for a remote workforce: Inefficiencies caused by remote work usually result from poor communication. When working remotely, a multifunctional communication tool means you are well-equipped to interact with management, fellow employees, and customers.
- Provides excellent customer service: Your communication tool is one of the most important factors in your customer service efforts. Your ability to engage effectively with other team members is key to providing excellent customer service.
Usability
The useability of a tool is the extent to which it can carry out tasks efficiently and effectively in a specified context of use.
A recent study by Tina Bilus of the Department of Informatics, Linnaeus University, examined how remote workers perceive communication features offered in different tools and platforms they use.
In assessing the useability of a communication tool, the researcher identified the following as factors that determine useability:
- The user’s easy understanding of the features of a tool
- The tool’s efficiency
- Whether the tools need other tools for different actions and tasks
- The general satisfaction of the users
While some communication tools are easy to learn and use, others require a lot more expertise to master the features.
Unless you have the required resources and time to train yourself or your employees on using a communication tool, it is better to choose one with simple useability features.
Apart from being easy to use, an excellent communication tool should easily integrate with other productivity tools that you use. The easier your communication tool integrates with other tools, the more productive you will become.
Manufacturer’s Technical Support
No office communication tool is perfect. All communication tools face problems from time to time.
When problems occur during the use of a communication tool, the ability to get support is key.
Not all communication tools have good technical support. It is therefore vital to choose communication tools with technical teams that can resolve functional issues.
The inability to resolve technical issues affecting your communication tools can lower your productivity and ground your business.
Suitability
Suitability is perhaps one of the most important factors to consider while choosing an office communication tool.
The office communication tools that will increase your productivity depend on the type of industry and your business needs.
You can become unproductive when your office communication tools are not suitable for your business or industry.
The following are factors to consider in determining the suitability of an office tool to your business:
- The need for a written or visual record
- The type of customers or clients you have
- Whether immediate feedback is necessary
- Whether the information should be confidential
Before choosing an office communication tool, always consider how its features will help solve your business needs.
Wrap Up: Increase Your Productivity With the Right Office Communication Tools
It’s impossible to imagine managing a productive workforce without top-notch communication tools.
Your business needs work-related software that can boost employee productivity. Before you purchase communication software for your office, ensure that it’s:
- Within your budget
- Multifunctional
- Suitable
- Not susceptible to cyberattacks
- Easy to use
Select the right office communication tools for your business today.
Are you a decision-maker in your company? What tips and factors do you consider when purchasing office tools for both remote and traditional office employees?Â
Please let us know how you chose the right office communication tools and how it has boosted your team’s productivity.
Author
Andreyana Kulina is a Digital Marketing Specialist at Brosix, specializing in content marketing and outreach strategies. Besides her passion for digital marketing, she likes hiking and mountain-biking. Connect with her on LinkedIn.
