If there’s a single lesson to take home from the pandemic, it’s that internal communication doesn’t necessarily depend only on being present in the same room as a team. Rather, our connections within a business depend on and evolve based on a myriad of different factors. From the kinds of tools we use to our video meetings’ structure, internal communication can take on numerous shapes and forms and thus come in all levels of quality.
Additionally, the sheer quantity of interactions cannot compensate for the lack of transparency or constructive feedback. So, no matter what your role might be, there are ways for you to improve internal communication within your company.
To help you make the most of all internal channels of communications as well as manners in which you interact with your teams, here is a list of the most effective solutions and tools using artificial intelligence to consider. Let 2021 be the perfect moment for your business to improve internal communication and use it to grow in your industry.
- One-way streams don’t work
Many companies have become comfortable with simple, straightforward interactions that work mostly like notifications. People inform their colleagues about changes in requirements or potential issues, and it works. This form of communication only works partially and for a limited time. For your business to truly flourish, you need to make sure that your interactions are based on mutual exchanges and equality.
If you can transform your interactions to treat them like two-way streets, your team will benefit from it. Instead of making announcements, set a time for discussions and brainstorming. Let people share their views and suggestions. You’d be surprised how much easier it becomes to discover smarter solutions when you let your people speak their minds and when you encourage engagement.
2. Use Smart Chatbots to your advantage
Emails will always be a great means of exchanging information and setting times for those video calls. However, especially in fast-paced business environments, smart chatbots are much more efficient in several ways:
- Chatbots can be used as tools to carry out various customer support tasks, thus taking over repetitive tasks from your support team to enable them to focus on more substantial internal assignments.
- They can help your team build their own skills, starting with communication, as they can pick up unbiased patterns and see what kind of language helps with customer-facing interactions.
- Your HR teams can use dedicated chatbots to send messages to employees, schedule conversations, and interact much more seamlessly with everyone.
Furthermore, according to Forbes, AI can also be used to support companies with the organisation of projects to “effectively handle scheduling, reminders, and follow-ups to eliminate the need for human input”. It can also be integrated with different communication tools, including JIRA or Slack.
3. Empower business-wide transparency
In addition to chatbots, other software tools can help your employees and your teams find more efficient yet transparent ways to engage with each other. If your marketing department knows where your sales team is and what they are working on, they can time their own meetings better and deliver the most relevant information at the right time. Knowing who’s at the office can help everyone engage and know when and who they can ask for help.
To empower great transparency, companies often use time and attendance solutions that allow visibility over every department’s schedule. Additionally, you can use automated notifications to avoid missed meetings or double-bookings of the conference room. Automating such tasks and encouraging visibility in how you manage tasks and time will help boost communication across the board.
4. Simplify with PM tools
No matter what kind of business you run, you’ll have people with a range of different skills and needs under your wing. This has become especially difficult to tackle during the pandemic, so more companies are now resorting to advanced project management tools that keep internal exchanges much more streamlined.
Automated notifications, alerts, and emails, paired with clearly visible deadlines and milestones, all allow your employees to work on tasks and collaborate more easily in real-time, no matter where they are. Project management tools are also extremely helpful for simplifying internal communication for remote teams, making them indispensable in 2021.
5. Build a culture of appreciation
Ultimately, whatever tools you invest in, the quality of communication will boil down to the relationships among your employees. If you foster transparency, and especially if you encourage mutual collaboration over competition, you’ll set the tone of your organisation for the entire year ahead.
That means that your internal exchanges should be based on more than practicalities. Make an effort to voice how you appreciate your team’s contributions and hard work. Encourage them to do the same among each other and show the same level of genuine appreciation. They’ll be far more likely to invest effort and creativity but also much more inclined to be open about their issues and challenges if they have any.
From leveraging technology and AI, all the way to making sure that your company is built upon the right values, you can elevate the quality of all internal interactions over time. The listed tips are particularly relevant for the professional ecosystem in the post-pandemic world, riddled with uncertainties and struggle. Hence, use them to maximise the productivity and satisfaction of your teams to benefit from the improved communication as an organisation.