How Instant Messaging Boosts Communication in the Workplace image

How Instant Messaging Boosts Communication in the Workplace

Staff Squared date icon15th July 2020

Tag iconOperations

Communication in the workplace is one of the key pillars of a successful and productive business. There are many benefits to be gained from an effective business communication strategy, and so it’s essential for employers to carefully consider how they and their employees will communicate during working hours. 

Business communication is the process of sharing information between employees and is how staff and management interact to meet individual and company goals and core values.  

Why is Communication so Important to the Success of a Business? 

Effective communication within a business is essential for the success and growth of any business for the following reasons:  

  • Improves employee engagement – research suggests that internal communication plays a big part in supporting and coaching staff members, which in turn will encourage better employee engagement.  
  • Eliminates communication silos – when too much irrelevant information flies around the workplace, the more urgent or important communications can get lost.  
  • Improves inter-departmental communication – it can prove quite difficult to keep an effective interdepartmental communication alive without a stellar communication strategy. Staff need to be able to communicate and collaborate easily if they are to be productive, which leads us onto… 
  • Increases employee productivity – 4 out of 5 employees have said that having effective internal communication in the workplace helps with their overall job performance. 
  • Improves communication with remote workers – remote working was already becoming a big topic of conversation in the working world; and since the outbreak of COVID-19, working from home is something that many businesses have had to tackle at a moment’s notice (some without even having an established remote working policy in place). When your team are working from different locations, communication becomes that much more vital to your productivity and efficiency.  
  • Reduces employee turnover – it stands to reason that if your staff are feeling more engaged and satisfied in their job, that they are probably not going anywhere any time soon. Too much irrelevant information can cause stress, which will, in turn, likely lead to disengagement and frustration which can put you in danger of losing good staff members 
  • Improves knowledge sharing efforts – one of the biggest benefits of communicating within a business is that employees are able to share knowledge with their colleagues; especially since there are more opportunities for staff to grow and learn than ever before. 
  • Improves customer satisfaction and retention – if your staff are in the know, then they can pass that knowledge onto your customers which will lead to a positive experience and repeat (and hopefully, loyal) custom.  
  • Builds a better company culture – companies that communicate in an open and transparent way often experience a happier and healthier work environment, with high levels of employee motivation and satisfaction 

Using Instant Messaging to Aid Communication in the Workplace 

When you think of instant messaging, I’m sure the workplace isn’t exactly the first thing that you think of. With the likes of social media platforms and the infamous MSN chat platform that got us all started back in the day, you’d be forgiven for thinking that instant messaging is only used for socialising 

However, instant messaging systems are one of the most effective means of internal communication as it is now being used just as widely (if not more so) than it is in the average person’s everyday life.  

Not only have instant messaging platforms proved to be a good support to traditional modes of communication, but they are also even a great replacement for certain forms of communication, too. 

The great thing about instant messaging is that it is almost as instantaneous as telephone conversations and features the record-keeping capability of email messaging.  

Of course, face-to-face interaction and meetings are still (and always will be) an invaluable means of communicating with your colleagues. But instant messaging makes communication more convenient and accessibleregardless of whether the person you need to speak with is in the next room or in a completely different time zone to you.   

There are so many options for Instant Messaging out there, many of which are totally free! Systems like Microsoft Teams, which are built into most machines is a great option.

What are the Benefits of Using an Internal Instant Messaging System? 

Instant messaging offers a myriad of benefits which overlap with the reasons why having an effective communication strategy is vital to your business. This just goes to show how much of an asset adopting an instant messaging platform can be.  

Connecting Staff, Wherever They Are 

Depending on the nature of your business, some staff may work from home or out on the field while others are in the officeIn this scenario, communication becomes that bit more important, as your staff need to stay in the loop with one another. Instant messaging allows your staff to stay connected with each other, regardless of where they are stationed.  

Group Communication 

The great thing about instant messaging is that you aren’t restricted to private chats. You have the option to also launch group chats, which can be highly advantageous if you have a team who need to stay in the loop. Likewise, if there is an announcement or message that needs to be relayed to everyone, letting all employees know in one sweep couldn’t be easier than in a group chat.  

Being able to choose who you would like to communicate with is very beneficial as it allows you to only include the relevant people in a conversation. This is also particularly important if you want to relay a private (and potentially confidential) message to an individual.  

Works Well with Other Forms of Communication 

If youre on a call with a client and need additional information regarding a product or service, you can silently use instant messaging to ask others about the information you need without interrupting the call to speak to a colleague out loud 

Additionally, if you’re in a meeting and need to send some notes over to someone (or even yourself as a reminder of what was discussed), you can do so there and then without causing any disruption.  

Less Space and Overhead Costs 

Instant messaging is a much cheaper alternative to long-distance phone calls, especially for businesses that see themselves having to constantly communicate with international clients or staff members who work remotely from a different country. Many of the instant messaging platforms out there are free to use, or at the very least, free to try and fairly cheap to run. 

Promote Employee Engagement 

Open lines of communication in the workplace create an environment that nurtures employee engagement. Staff are more likely to be engaged in the work they do, the company they work for, and the team they work with. This type of office communication software promotes constant, more informal and friendlier communication, which can result in more productivity and creativity. 

Want more ways to increase your employees’ engagement? Find out how with Staff Squared Pulse!

Written by Clarisse Levitan

Marketing and Customer Relations Advisor - Staff Squared

Clarisse works as the Lead of our Customer Care Team to provide our customers with the very best care and guidance when using their HR software and is responsible for our day-to-day marketing activities and strategies.

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