Team Communication Tools
Five Popular Team Communication Tools for Your Business
If you want a high performing business - it’s important that your business is using simple and effective team communication tools as part of their regular responsibilities until they become second nature! Here’s our list of essential communication tools for your business to consider tying into its regular business communications practices.
Commit to regular team meetingsTeam meetings are important. Maintaining an open dialogue with employees on a regular basis will help your business deal with any professional or interpersonal issues within your teams, or perhaps with clients, before anything escalates into a bigger issue. Make sure that weekly meetings are a permanent fixture in your manager’s weekly diaries and encourage a culture of sticking to them.
Use slideshow presentations
Concise slideshow presentations are an effective team communications tool when explaining complex messages. If your business is experiencing any structural changes, or perhaps financial challenges, which are difficult and potentially upsetting to explain – consider communicating these changes using basic images and captions. Slideshow presentations can also be printed out and shared in face to face meetings so that employees can take them away.
Go digitalThe right choice of digital apps or software can be an effective team communication tool. Digital communications apps are a particularly effective business communications tool for manager’s instructing remote, shift or busy workers who are not always within close proximity of a physical office. Whilst digital solutions can help drive collaboration and team work within a department, so that individuals are dissuaded from being isolationist and are encouraged to share ideas with their co-workers.
- WhatsApp - Team leaders with employees operating remotely, outside normal working hours, and in the office, are now using this simple and cost effective mobile app to openly, quickly and efficiently communicate with their team in a group conversation about e.g. service problems, upcoming milestones and staff socials.
- Slack - Another popular “team communication” digital solution amongst millennials with an instant messaging and collaborative system. Its functionality enables employees to share separate messages, discussions and notifications by purpose, department or topic.
Launch an internal video or blog
If you have a problem with motivation and engagement amongst your employees launch a programme of fun and interactive videos on your intranet site or via email communications, which can be used to reengage employees with your business. One advantage of video is that your employees will digest information quickly, and can be more fun than sending employees a dry email or leaflet with information. You can also get employees involved in the filming process giving them a sense of ownership over the communication.
Internal blogs from employees at all levels of a business are also a really effective informal vehicle for managers and employees at all levels to share motivational information on a weekly or monthly basis.
Gather employee feedback
Ask questions. Getting your employees to talk is a really effective way of getting truly honest feedback from employees with regards to a whole range of work-based issues. If you ask the right questions, your business will be able to ascertain whether its workforce has the motivation to achieve big things in your organisational structures. The following tools can be very effective:
- Individual meetings – Employees often have the confidence to be more open and honest in a 1-1 meeting. Put time in the diary for an informal coffee or meeting with individual members of your team, and plan the questions and approach you want to take in preparation so that you can maximise how much insight you can extract from your team members.
- Flow Chart - Display a flow chart on your office wall designed to empower your employees to suggest ideas, gather support and perhaps have their ideas implemented.
- Workplace survey – Consider an anonymous annual or bi-annual online employee wide survey with key open and closed questions which will help you extract grassroots feedback from your employees. Your survey might cover anything from the uptake of new processes and structure, to culture-based questions asking about friendships or their perception of managerial styles in your business. Find a link to SurveyMonkey below.
- Organise annual away days - Take your team off-site at least once a year. This will enable your team to reflect on life back in the office, so that you can monitor the level of motivation within your team and ask questions about what changes need to be made by your management team.
Useful links and resources
Kubler-Ross Change Curve – If you are communicating change to your workers you will find this well-known managerial tool very effective.
SurveyMonkey – Survey development cloud-based software which offers free and paid for plans for businesses of all sizes.