How the Telephone can Improve Internal Business communication

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Mobile_PhoneIt’s widely recognised that communication is key to any business success. When business takes place between two or more parties, or even internally, it takes strong communication to ensure that everything is done smoothly and without mistakes.

This applies to all types of business, from face-to-face customer service, such as in a shop (if the communication is bad, you might be less likely to shop there in the future or even complain), to running a business’ accounts – if the two parties don’t communicate well, there is room for error.

This carries over to internal affairs as well, when the communication between two members is clear and often, it is easier to work together and ensure that the work carried out is to the best professional standards.

Face-to-face communication is often the most effective for ensuring that all those doing business together are happy and understand everything involved – it also gives all involved a chance to read the body language and tone of their peers.

Unfortunately, face-to-face meetings aren’t always possible. There are however other forms of effective communication including email, text, video conferencing and the telephone.

In today’s connected world, most forms of communication are instantaneous. The issue is that they are only instantaneous if the person on the receiving end picks the communication up straight away. As we all know with email, you can be waiting hours or longer for a reply, simply because the receiving party hasn’t checked their emails for a few hours. The same goes for texts and social media. The issue with this, is as the sender of the communication, it’s difficult to know if they have seen your communication or not.

Whilst telephony adheres to the same rules that it is only instant if the receiving party picks up, it at least gives us an idea of their availability! It’s at that point that you might choose to send an email as you already know they won’t respond immediately.

Internal communication is hugely important for a company to make sure everything is succinct and aligned to company policy when carrying out work. For some, internal communication is easy and just comprises walking over to a colleague’s workspace to discuss the work at hand. For others, it is a bit more complicated as companies can be spread over a large office or dispersed across multiple offices and remote sites.

It’s in these circumstances when face-to-face communication isn’t possible, the phone comes to hand instead!

For internal business, what has to be remembered is that to achieve success, your internal communication has to be as good as your external communication. By having fast access to your colleagues, managers, customers’ with the help of a simple phone call, things can be done easily and more productively.

Telephony as a tool!

As well as simply picking up the phone and calling your colleague, telephone and video conferencing can be particularly useful, if you need to get key people together at short notice. As people might work from home, or on the go, this option gives everyone the chance to be present on the call, wherever they might be. This helps companies to make critical decisions in real time and without delay, ensuring that business continues uninterrupted. Ultimately, it creates a more collaborative working culture, increases productivity as time spent travelling is reduced, as well as removes business travel costs.

Such a helpful tool enables businesses to extend their reach to include global customers and workers.

In summary, the phone can be the perfect tool for ensuring that internal business is smooth and helps improve productivity through the instant response you can get. As long as you play to the rule that you treat internal communication as you would external, i.e. planning, proper phone manner, working together and in many ways, customer service etc. It can help to improve your business communication.