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How To Choose The Best Communication Tools For Your Team?

How To Choose The Best Communication Tools For Your Team?

Communication Tools

More and more remote businesses are expanding globally, resulting in the need for more advanced methods of communication. In these remote and hybrid workplaces, interaction and connection are built digitally.

Teamwork is done over group chats, video chats, and email threads, and while real-time communication is still made, face-to-face interaction is put aside.

With remote and hybrid work becoming more popular, there has been a need for better online communication tools to assist teams to move forward.

Traditional emails and plain old phone calls won’t be enough anymore. The new and digitally-driven workforce needs an integrated tool that offers a broad range of communication channels and features.

While plenty of communication tools exist, choosing the wrong one could mean thousands of dollars wasted for little to no added value.

Here Are 5 Simple Tips Help You To Choose The Best Communication Tools For Your Team:

How do you find a suitable one for your organization? To help you effectively assess the right business communication tool, this article outlined some ways of choosing the best one, so read on.

1. Start With An Ownership Of All Communication Across Teams

 new communication tool

In a remote work setting, communication is spread out, and sometimes things can be hard to understand when it gets lost in translation. And so, ensure you’re laying out your expectations that push the staff to take ownership of their communication when using online tools.

Maybe there’s a window of time for answering messages or rules on how employees must share files. Regardless of the manners, ensure you keep your team informed with the latest information on how online tools are used for communication in your organization.

You can opt for a tool that assists in breaking down silos and allows departments to aid in customer communication. This provides a different point of view and solutions that ensure customers are redirected to the ideal individual for their inquiry.

Overall, you can check this recommended site or other resources online if you’re looking for a communication solution for your organization.

2. Ensure Your Tool Is Secure

A team communication tool has to be secure, particularly if your business functions in a highly-regulated industry such as law, insurance, and healthcare.

You should ask if the communications are encrypted and to what degree. Do they adhere to the compliance requirements for your industry? What other security features exist in the tool?

Some tools, for example, help you comply with General Data Protection Regulation (GDPR) and The Health Insurance Portability and Accountability Act (HIPAA) while encrypting all the communication.

Likewise, no tool is perfectly working all the time. When things don’t go as planned, it’s vital to have access to good customer support to limit downtime immediately.

Know that one thing you should consider when checking for pricing pages is the amount of customer support you’ll obtain from different price points. Do they only have a FAQ page and no real support team? Do they offer support via live chat messaging or phone? It’s not enough to settle for an online FAQ page as your customer support just because you’re a small business or startup

3. Ensure It Has The Right Pricing Plan

price of the software

Your bottom line can be affected regardless of the tool you select. To make sure the tool pushes your return on investment (ROI) in an ideal path, consider this: if the typical employee salary is X, and you’re able to use USD$2 to USD$4 only per employee every month on a communication tool to lead to a 20% efficiency, then your ROI is much higher compared to what you’re spending on the communication software.

So, assess the price of the software against your budget and the possible revenue gains when you decide on the right communication tool for your team.

Another critical question is whether or not the tool is priced by licensing for all users in an organization. Not all people who are part of a business require every tool feature. But since communication is essential to a business, you don’t want to undermine those individuals.

Take note of your business needs, and ask whether your software offers basic chat for those on the team who don’t require every pro feature, such as generating their channels or adding guest members.

4. Consider The Interface And Integration

Once you’re done with compliance and regulations and getting acquainted with your audience, the essential features of communication tools you must take note of are their ease of usage and how fast and smooth they can adapt to the interface. You don’t want to pay for a tool and then be forced to pay more for training employees to use it.

In addition, humans despise change by nature, and though you can presumably force a new communication tool on unwilling teams, that doesn’t always go as smoothly as you want it to. Even when the learning curve isn’t that stiff, there’s still some level of what others call opposition.

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One way to address this is to slowly switch to the solution by providing the new tool as an alternative and rewarding teams that have turned to the tool. For this to work, the new tool must be easier to use, captivating, fault-tolerant, flexible, and intuitive.

Almost similarly crucial is how well it fits in with your other tools since most of the existing online workplaces are surrounded by various technologies that employees regularly use, such as Google Drive, GitHub, Dropbox, Google Analytics, and Bitbucket.

Other organizations use an intranet or internal communications that they later fit with other external services such as Google Hangout, Skype, or the ones mentioned above.

5. Ask Your Team What Features They Need

communication tool features

When you’re deciding to have a new communication tool for you and your team, remember to ask others for their feedback.

Someone on your team might not have the means or features to assist them in their tasks. Becoming aware of this can help you decide on the most suitable tool.

For instance, someone might say they feel like they’re spending too much time addressing their cluttered inbox. As such, they would appreciate a tool that assists them in emphasizing emails and dealing with their inbox more effectively. Or someone might share that you start providing a communication tool with collaborative notes that everybody can add to and discuss certain tasks in real-time.

All these details and information are crucial when choosing the best communication tool for your team’s needs.

Wrapping Up

With remote and hybrid work becoming more popular, the need for better online communication tools that help teams move forward has become more crucial.

Likewise, there are many factors to consider when choosing the best communication tools for your team. Overall, this article can help you narrow down your choices to the best and most efficient ones.

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