How to Maximise Your Communication Efficiency with Better Business Technology

Communication is a very important part of every business. Communication allows people to complete tasks without misinterpreting directions or incorrectly following instructions. It allows people to listen to clients and voice their concerns about project risks, policies, and more. Without communication, it would be incredibly difficult for anyone to work as part of a team.

As a CEO or business owner, it’s your job to ensure that communication within your organisation is efficient, consistent, and easy to do. There are several ways to maximise your communicative efforts within your organisation and you should definitely be looking for new ways to implement better communication solutions when looking to increase efficiency in communication between you and your employees, you and your clients, and between your employees and managers.

Get a Better Phone System

Telephones are still at the heart of nearly every business. Emails are great for documenting work orders, creating instructions for a task, getting feedback from clients, and for scheduling appointments and meetings. But when it comes to discussing the details of any project or work order at length, it’s much hard to type a long email than it is to simply pick up the phone and call someone. As a result, businesses such as yours still rely heavily on phones.

If you’re using an antiquated system such as a landline, you’re not maximising your communicative efficiency. Landlines can lead to dropped calls and bad audio quality. The only reason landlines worked for so long in the past was because there was no better alternative. Now, there’s a much better system that businesses such as yours are turning to when it comes to telecommunications. You might have heard of VoIP before but you might not know what it is or how it works.

VoIP is a new type of phone system that connects via the Internet. Landlines traditionally use phone wires, which are often slower than Internet connections. With an Internet connection, audio quality is much higher than it is on a landline. With better audio quality, there’s a much lower risk of misinterpreting important information from a client. Because VoIP connects over the Internet, it’s much more cost-effective than paying for a landline separately. In several cases, VoIP providers can set you up with a system that runs on your existing Internet connection so that you’re paying for your phone and Internet in the same bill.

You can do more with a VoIP system. Suppose you’d like to record your phone calls in order to transcribe the meeting notes after the call is over. With a landline, you’d need a separate device that could degrade your audio quality to the point where you can’t understand anything when you listen to the recording. With a VoIP system, however, you can expect to get clear recordings so you can listen back to the recorded conversation and take any notes that you might have missed during the phone call.

With a VoIP system, you can still hire a virtual receptionist to handle your phone calls as well. Hiring a virtual receptionist is also a great way to increase your communicative efficiency.

Virtual Receptionist

As a CEO or business owner, you’re probably a very busy person. If you’re in the middle of something when a client calls, you can’t simply ignore them. However, you can always take a message. A virtual receptionist is someone you can hire twenty-four hours a day who can take messages for you when you’re busy or simply unavailable. When implementing better communication practices, you should always try to avoid making your clients feel ignored. With a virtual receptionist, you never have to worry about missing an important phone call.

Hiring a virtual receptionist is a great way to implement a telephone answering service and it can be useful in a lot of ways. For instance, you might not have a lot of staff members right now because you’re still growing your business. However, you still probably want to maintain the image of an important, successful business. Clients and customers need to feel as if you’re making them a priority. When a virtual receptionist answers your phones for you, the customers will feel as if they’re still getting great customer service even when you can’t speak with them directly.

Message Taking

Another great benefit of hiring a virtual receptionist is that you can take messages without having to directly speak with your clients. When you’re in the middle of an important business phone call, the last thing that you want to do is put the call on hold so that you can take a message from another client who is trying to call you at the same time.

When you call your virtual receptionist, he or she can read you your messages, let you know about important calendar items, and prioritise your return phone calls based on urgency levels. This is an extremely useful service to have and if you’re looking for a great way to maximise your communicative efficiency, you should definitely consider hiring a virtual receptionist to take messages for you when you can’t pick up the phone.

Outbound Communication

Another useful feature that some virtual receptionists can offer is an outbound communication service. Suppose you have a long list of contacts sitting on your computer. You might not have organised them but you could probably look up a client’s phone number when you need it. But what are you supposed to do if you need to send a mass email or call everyone individually? Well, you can let a virtual receptionist handle your database of contacts as well.

The virtual receptionist can organise your contacts and even send mass phone calls or emails to your contacts, informing them of an important update or trade show information. You can instruct the receptionist to convey the message however you’d like, but you can rest easy knowing that you won’t have to make phone calls for hours at a time to reach out to all of your contacts.

The best way to implement good communication practices is to let someone know that he or she is being heard. Whether you need to upgrade your phone system in order to make better phone calls or simply hire someone to answer your telephones, take messages, organise your contacts, or anything else, you should always strive for excellent communication throughout your organisation.

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