What kinds of communication tools does your business utilize on a daily basis? Chances are that your communication infrastructure can benefit from some of the latest and greatest solutions on the market. Communication is one aspect of your business that you definitely do not want to skimp on, as failing to implement the proper tools can bleed into other aspects of your organization, including operations and, in return, your bottom line.
Here are three technology solutions that all small businesses should implement for their communication infrastructures.
Email & Instant Messaging
We know what you’re thinking—obviously a business needs email to communicate properly both internally with its team and externally with clients and vendors. However, we urge you to reconsider the way that your email solution is currently set up. Do you host it yourself on-premises? Is it properly secured? Can you access your work email on any approved device? Are you able to access it through the cloud? These are important questions to ask for the sake of productivity and efficiency. We at Virtual Business Solutions recommend that you work with us to set up a cloud-hosted email solution so that your business can focus on maintaining operations rather than managing an email server.
Instant messaging is another great tool that modern businesses can leverage to great effect. It’s perfect for moments when you don’t want to wait for a response to an email or for more urgent matters. That said, you need to be careful with how you implement instant messaging, as improper setup and training can turn this great productivity tool into a distraction.
Consider this scenario: have you ever been neck-deep in a project only to find that important documents detailing the process for a certain task simply cannot be accessed for some reason? Unfortunately, this is often the case; documents can get scattered all over, and some employees simply won’t know the needed workflows or how to access certain accounts. This is why an intranet solution is such a valuable tool.
An intranet solution is a great place to house internal documents for helpful information such as workflows, portals to various services or tools you utilize on the regular, and more. Don’t discredit the value of having a single place you can go to locate just about everything your employees need to succeed in their day-to-day duties. Think about it as the “single point of contact” for any resources your employees need.
Voice over Internet Protocol (VoIP)
Similar to email, all businesses have a phone solution that they use for both internal and external communications. The unfortunate truth, however, is that the landline is a tool of the past. Whenever you have to add a user to the network, you have to run new phone lines, hook up new hardware, assign extensions, and so much more. This makes for a solution that is not growth-friendly and can work against your business’ interests.
VoIP has the potential to change the way your organization handles telephony in the workplace. Essentially, it takes your entire phone infrastructure and shifts it to the cloud where it can be accessed on any device through a desktop or smartphone application. This allows you to use your work phone number to make calls on a personal device through the Internet. All of the features of traditional telephony solutions are present here (and completely scalable), including call forwarding, routing, conference calling, and even some features that might not be present in your ordinary landline, such as video conferencing, IMs, and more.
Not sure how to get started thinking about your own business communication infrastructure? Virtual Business Solutions can work with your organization to implement the best tools for its specific needs. Don’t wait any longer; get started with a phone call to Virtual Business Solutions at (504) 840-9800 ext. 105.