Messaging Tools To Optimize Business Productivity

For small businesses and startups, messaging tools are important for project collaboration and communication, especially when you are working with freelancers, remote employees, traveling clients, or on projects that need immediate attention. Unless your employees are communicating effectively, it will be difficult to have a highly committed and well-performing workforce. Communication helps foster a can-do culture in a healthy learning environment.

To keep your teams updated on new developments and changes within your company, you need to do this in the most engaging way possible. An instant messaging service should enable quick problem solving in real-time. They should also be user-friendly and provide a variety of functions, such as video chat and even conference calling options. These days, it’s almost expected that companies will deliver information through video. In fact, according to a report, 93% of internal communication professionals believe that video has become essential.

Consider the following ways of integrating video into your internal communications software:

  • Weekly or monthly company newsletters.
  • A presentation from the CEO
  • Employee contributions to boost moral
  • Important updates to company procedures
  • Online training and how-to videos


Instant messaging applications provide a compelling alternative to email – an easy, efficient way for colleagues to chat and stay connected, share files, and work across multiple devices – without having to dig through inboxes, deal with extended email exchanges to have a simple conversation.

Building a culture of fast electronic communication is particularly important for sales reps, who may want to get in touch with the back office in real-time without having to sort through email threads.

Employees are likely reading about industry news and trends on a regular basis, so providing your team with an online platform for knowledge sharing is key. By creating an opportunity for employees to show what they know, they will be eager to stay actively involved in this endeavor. Not only will this create more energy and purpose behind communication, it will enable your staff to share valuable insights that are highly beneficial for your business.

Publishing a monthly newsletter gives you an opportunity to increase awareness and understanding of your company, its products, and its services. This is especially important for new employees who may need to get acquainted with company processes and procedures. A newsletter can also be an effective business communication tool for updating employees on recent developments and metrics. Allow employees to be involved in this discussion. Encourage questions and comments, and show that all ideas are welcome. Employees are more likely to communicate well when they feel they have a part in where the company is headed.

Every organization has its own set of internal knowledge, or “sticky” information, that all employees come to understand. It can take time to learn how the company does things, from protocol for preparing client-facing documents to other types of best practices. Help employees learn this information faster by including it as a part of training and by creating internal documents to be used for reference.

Social intranets are a great way of empowering employees and teams with information. Rather than keep them in the dark, social intranet software helps improve internal collaboration, employee engagement, and access to information. This approach has been shown to increase productivity and enhance internal communication.

Use a report that includes quarterly results, data, graphs, and growth numbers in order to encourage focus on a certain area. By using metrics in reports, you are more likely to encourage growth. Adding visual representations that show growth trends will enable teams to see where they can focus without having to tell them. Metrics speak louder than words and make your internal communications strategy more impactful.

Social networking software can be a great information resource for an organization because employees use and contribute to it. Users can also decide on the type of content and the people they want to interact with, similar to what is commonly found on public social sites like Facebook and Twitter. Ultimately though, the power and success of social media in your internal communications plan will depend on the enthusiastic participation of everybody within the organization.

Employees should feel they are easily able to communicate with their team members as well as upper management. Messaging tools are the smartest way of bridging the gap in your efforts to heighten productivity levels. To know more, please contact ARK Solutions for your free consultation.