Business communication – the sharing of information between people within a business so that goals can be achieved – is key to success, but not many businesses are making the most of it if recent research is to be believed. A study by Prescient Digital, for instance, found that 80 percent of organizations have had Intranet systems in place for five or more years, but 75% of them only use this vital tool for Human Resources purposes.
The findings are a wake-up call to the need not only to improve communication between employees and managers but also to implement the use of business communication tools so as to complement vital cultural changes happening within companies.
Vital Elements Your Social Intranet System Should Have
Business social intranet systems should have a number of features that make them intuitive so that a short training period on how to use it is sufficient. Features should include social facilities (which enable tagging, commenting, and the like), the creation of public and private networks, and optimal searching capabilities. There should also be different access levels so that key players can share confidential information. The system should be used not only to share information but also to enable queries and problems to be solved instantly.
1. Fast Network Connection
In order to send and receive information and solve issues quickly, fast hardware systems and reliable cables are key. There are many options when it comes to network cabling design and many types of cables to choose from – including coaxial cables, shielded twists, and fiber optic cables. The latter has become standard because of their speed and reliability and their resistance to lighting and moisture. Any system you choose should be well-installed and maintained. Moreover, cabling frameworks should be neat and, ideally, rack-mounted so as to save on office space.
2. Video Conferencing Solutions
The boom in remote work has meant that video conferencing has become a vital way for employees and managers to stay connected. There are many options for companies wishing to hold streamed or live conferences. These include Google Meets, Zoom, and Skype. Companies can improve the quality of these live meetings by providing employees with tools such as standalone cameras (ideal for larger meetings requiring wide-angle and close-up shots), smart whiteboards (which allow users to view content on their smartphones, or computers), and conference cams with optimal speakerphone audio features.
3. Unified Communications
Seamless, unified communications systems ensure that employees and managers can interact through one system (or a small number of systems) that incorporates file sharing, video conferencing, voice and video calls, messaging, team collaboration, and the like. These systems, which are Cloud-based, allow companies to reduce expenses while delivering optimal productivity and enhanced user experience. One popular technology being used for this purpose is VoIP, which uses an analog terminal adapter IP phone, or direct connection, to increase mobility and flexibility of communications.
Research shows that employees are aware of business communication systems, yet few make full use of them. In this day and age, when remote working is becoming the norm rather than the exception for many businesses, employing communications solutions such as Slack, VoIP, and Skype is an excellent way to keep employees and managers abreast of new developments affecting their projects. By encouraging employees to utilize existing systems and providing them with the tools they need to do so, managers can ensure that physical distance ceases to be an impediment to a smooth workflow.