08 Dec Communication in the Modern World of Work
In the first article we explored some of the traditional communication methods that we all use and are very familiar with, and we explained how those methods don’t quite cut it any more in the modern efficient world that we are lucky enough to be operating in – they simply no longer achieve their purpose, they no longer assist in productivity or are an effective use of time. It is time for something to change.
Communication is arguably the most important piece of the puzzle that is your business. No matter the sector you operate in, it is essential that your team always communicates with each other and your client base efficiently and professionally. In the modern world standard business hours no longer exist, and clients expect to be able to communicate with you at all hours if they deem it necessary.
The remainder of this article will explore the modern methods of communication that can assist you and your team to offer a better service to your clients going forward.
VoIP – The modern replacement for traditional Telephony
VoIP stands for Voice over Internet Protocol. With VoIP you can make a call directly using a computer or a VoIP phone from anywhere. You keep the same contact number that your client base is familiar with, but calls are automatically transferred to alternative devices – this cleverly allows you to appear to be in a particular place even when you aren’t. We will explore this in more detail later.
The ‘office setting’, from anywhere
VoIP allows you to project an image to your clients. You can always hoodwink them to a degree, but with VoIP your team will appear to be at their desks when in reality they are on the golf course, at a cafe, or at the in-laws for a meal. Professionalism can be achieved even in the most casual of environments. VoIP allows you to increase your levels of professionalism to those never before reached and all with no change of process at all for your customers – in their eyes nothing has changed. The call still comes from the same reputable company contact number and they will still be greeted as usual with the friendly yet professional “Hello, …., how can I help?”. All of this is essential for your clients – consistency is key as it allows your clients to develop trust and familiarity with your organization as a whole, and therefore aid in its success.
Traditional phone lines are exactly that – phone lines, meaning they have a specific phone number assigned to them. As you know, remote working is growing in popularity; a process that was sped up unexpectedly over the last year or so due to the ongoing effects and limiting powers of the Covid-19 pandemic. The continued use of traditional connectivity will leave your team with the task of remembering complex codes and keys that need dialing in order for their device to appear as the office number. Not only is this task time consuming but it is also a prime opportunity for mistakes and confusion to arise.
Voicemail allowed us to theoretically ‘never’ miss a message – we all agree it is a great tool but, unfortunately, it cannot keep up with the way we work in the modern workplace. VoIP is the replacement, as it allows you to choose where your calls ring and even for how long. It is completely down to the way you work – perhaps you want the first rings to take place where you are the majority the time – in your office, the second to your home, and the third to your mobile. This allows you to make a very unique guarantee to your clients – that you will never miss their calls.
Promises – a dangerous thing to do with any client base, no matter what industry you are in. If you are going to make promises to clients you need 100% assurance that you can deliver on that promise, because not doing so could harm the reputation of your entire organization, or worse cause you to lose business. Having the ability to route your calls to locations of your choice allows you to guarantee a certain quality of service. No matter the circumstances there is no reason for business to stop.
Microsoft Teams is now one of the most popular business tools on the market. It is more than established as one of the big hitters amongst the Microsoft suite of tools. In 2017 – when Microsoft Teams was released – it didn’t initially take off at the pace at which it has recently, but, due to the pandemic, Teams has now filled a hole that desperately needed filling. It has a current daily average user count of an astounding 250 million people; its influence has conquered the globe. Teams seamlessly integrates with the Microsoft 365 ecosystem and allows your team to share files, and co-ordinate tasks (if we listed all of its capabilities, we would be here all day). Everything can be done in one easy to navigate place, allowing you to irradicate in-house emailing and guide your business into the future of work.
Meetings made easier by Teams
We explored this briefly in the previous article. Meetings have traditionally been conducted in a dreary office, with the entire team crammed in to make space for everyone – it was probably this that led to many not holding them as often as perhaps they should have. That’s without mentioning how difficult they can be for those with a slightly larger workforce – luckily, the modern age has allowed for a productive meeting environment to be possible.
Teams Meetings allow you to organize a meeting in advance by identifying a slot which works for the team members involved and automatically adding it to their diary. A revolutionary tool – it completely removes the hours that it used to take to organize a time that suited everyone’s busy work schedules. Microsoft Teams allows your team to join the meeting from any location in the world with an internet connection, so for team members that travel for work, or even if a team member is moving, you no longer need to lose that expertise and vital member.
Utilizing these tools can initially be daunting so, if you don’t think you can tackle this alone, seeking consultancy may be the solution for you.
In the modern age, it is essential that you keep familiar with the ever-changing technological landscape of the workplace – doing so will keep you alert and open to changes in order for your own business to benefit. Adopt the tried and tested methods that are relevant to your organization and give yourself the peace of mind that your team are fully armed with the tools and know-how to not only complete their roles effectively but also to drive your business forward.
Your Trusted Communications Partner
We are a trusted, licensed team of professionals, with local experts who understand what your business needs to succeed and who will go to every length to exceed project goals. We anticipate the problems that others merely react to. Our history of successful projects gives us the foresight to see complications, create solutions, and assist you in adopting modern day telephony. Get in contact now and see how we can help you solve your business challenges through the effective use of the right technology.