Communication is one of the pillars to business success

Communication is one of the pillars to business success.  For a workforce to maximize productivity everyone must have the same goals and agenda.  Having a team that is working at peak efficiency takes a lot of effort, diligence, and follow through.  There is no right or wrong way to ensure that everyone is on task and receives the same message; however, no matter what communication method is used it is crucial for a team to have access to the right information at the right time.

Mailboxes

One of the most effective ways to ensure an entire team receives all necessary communication is to set up a mailbox system for the office.  This can be as large or as small as we choose to make it.  This system gives everyone a centralized location to drop off memos, documents, and other important paperwork.  It can act as a central hub for information and can even include a general message board.  The only way to ensure a system like this works is to set a standard for reviewing the mailboxes.  Employees and coworkers must understand that they are expected to check their mailbox daily and that they are required to use them to distribute crucial information.  A traditional mailbox system only works if the entire team is on board with utilizing it the right way.  An expectation must be set, and the system does require follow through. 

Digital Message Boards

A more modern take on the old fashion mailbox and message board system is to set up a digital version of one.  This can be through a shared server folder, an email platform system, or a chat group.  There are countless programs and apps out there that are designed to help businesses and other groups of people stay in touch.  This is clearly a more environmentally friendly way of distributing information and a more modern version.  Although, when setting up a digital platform it is also important to have rules and regulations.  Business communication platforms should be used for business communications and not as a way for coworkers to spread gossip and post memes.  If supervision of a digital platform is sloppy the messages can be lost in distracting chatter.  Everyone must understand that it is okay to have fun at work, but it is crucial for business message centers to focus on business.  If people want a fun group to chat and share posts in it is okay to create a social office group to do so.  This way people can focus on work communication when necessary and have another outlet to burn off some steam on.  It is good for an office to have such an outlet if it is independent of important business needs.

Text and Email

Sometimes going back to the basics is the best way to spread some important information.  Setting up a group email chain or group text message can sometimes be the best option to spread key information quickly.  That being said, it is important not to over utilize this method.  People are very particular about their phones and email accounts, and no one likes getting a bunch of messages that are not important.  A major message can be sent out in this format, but a conversation should be avoided.  Nothing is worse when people start asking questions in a group text format.  People get messages an alert that can be distracting, unwanted, and not necessary.  As a result, it is important to set some ground rules when using this approach.  A clear location and method for questions and follow up should be in the message.  This will give people an outlet to ask questions and raise concerns without clogging people’s inboxes.  Additionally, this type of group message should only be used when necessary.  There are better ways to spread information with less risk of creating uncomfortable situations for people involved.    

Companies that maximize efficiency, have higher employee morale, and operate smoothly all share one common factor.  They are good at communicating.  People are working together for a common goal and are helping each other instead of getting in each other’s way.  There is no one singular way to spread information, all that matters is the knowledge gets to the right people at the right time.  If your workplace has reoccurring problems, look into the root cause and often poor communication is to blame.  In conclusion, remember that a well-informed office is a great place to work.  Are you doing your part to ensure you work in an environment where communication is important?