How to improve communications within your company

By May 9th 2013

1. Plan your communications

Improve communications within your company by planning them first. Understand your audience. Where are they based and what are their skills? If necessary, split your audience into audience groups and communicate to them separately. Consider the channels available for communicating your message such as email, newsletters and meetings. Use templates for regularly used communications, and get feedback on how your messages have been received.

2. Store documents centrally on the cloud

Cloud-based storage is becoming increasingly available and supported by more and more applications; documents are stored on-line, and can be accessed from any location where you have internet access. Companies with employees in different locations, who work from home or who travel on a regular basis, can take advantage of cloud-based hubs to improve communications within your company by sharing documents effectively. Some applications allow documents to be edited by more than one person at once to allow ideas and feedback to be shared quickly and easily.

3. Use Instant Messaging (IM)

There are pros and cons to using Instant Messaging, but used correctly it can be a valuable approach to improve communications within your company, especially within virtual teams. You can see whether a colleague is at their desk and whether or not they want contacting before attempting to communicate with them. You can ask questions and get instant replies from the right people.

4. Create an Intranet

An Intranet can be used to improve communication in a company through message boards, moderated chats, online forms, interactive calendars and the sharing of critical information. Software packages such as Windows SharePoint Services can be used to easily build and design your intranet, without specialist IT knowledge.

5. Share data spatially using a web-based mapping software

Most data within your organisation will be linked to a geographic location such as an address or sales territory. Displaying, querying and analysing your data over online mapping allows you to effectively communicate your data across your organisation, and see patterns that you would not detect using databases and spread sheets alone. Combing data and maps in this way increases the communication of data across your company, allows greater participation in open discussion, and can ultimately lead to better and faster business decisions.

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