7 Easy Ways to Keep Track of Business Communication

For a business to succeed, effective communication is a must. Effective communication will positively impact each part of your business’s operations.

Communication can occur both within and outside an organization, such as between staff and management, staff and clients, staff and business partners. You can enhance business communication by keeping track of all the data around your company.

In this article, we will provide easy ways to track your business communication. So, without further ado, let’s get started.

What is Business Communication?

Business communication means sharing or exchanging information within business premises with the sole aim of achieving its goals. It includes conveying messages and information between two people or groups within and outside a company.

Proactive business communication is vital for the smooth functioning of an organization. Clear and precise communication in a business environment leads to better decision-making, creating deep bonds, and fulfilling organizational targets.

Communication can be done through meetings, emails, reports, presentations, etc., which is vital in meeting organizational goals. For business communication to be efficient, improving both your communication skills and processes is essential. It will then result in maintaining a positive and productive work environment.

For instance, you operate a call center industry in the Philippines, serving clients based in the USA. By acquiring a USA virtual phone number, you can facilitate communication with minimal costs and eliminate geographical constraints. This not only fosters trust but also enhances overall business productivity.

Types of Business Communication

An organization uses several communication methods, such as face-to-face meetings, phone calls, text messages, etc.

There are various types of business communication, and each type may require a different tone, style, and attitude.

Internal Business Communication

This form of business communication refers to communication among coworkers in the workplace. Formal and informal language can be used during this type of conversation. Internal business communication, if done right, can enhance staff job satisfaction, productivity, and efficiency at the same time.

Interaction can be from higher levels of management to lower, lower to higher, or of the same hierarchy. Top-level to lower-level communication mostly includes major announcements, updates from executives, etc. Similarly, lower-level to top-level communication comprises staff sharing their problems, suggestions, and feedback with the higher authority.

Departments interacting with employees using different channels also come up under internal communication. Through this medium, one can clearly deliver organizational concerns or dissatisfactions; hence, internal communication is crucial.

External Business Communication

External business communication means interactions with customers, potential customers, vendors, etc. In other words, it indicates conversing with people outside the organization.

• Interaction with customers: Having a one-on-one talk, providing support, and resolving their queries.
• Interaction with suppliers: Communication with vendors and suppliers regarding the supply of goods and services, deliveries, and agreements.
• Interaction with investors: Communication with investors related to financial results, market share information, and updates.

Some common tools used to reach out to these people are email, phone calls, ads, brochures, newsletters, etc.

Advantages of Business Communication for Businesses

Communication tightens the business together like glue. This is why a company’s success depends largely on the communication factor. Here are some of the perks of business communication for businesses:

Improved Efficiency

Smooth and clear communication ensures that every working personnel fully understands the goals, expectations, and tasks. This minimizes the chances of misunderstandings and errors.

Additionally, honest and open communication boosts staff morale. Employees are likelier to be engaged and happy when they feel valued and informed properly.

Increased Productivity

Communication at work leads to high productivity as workers need more dedication and drive to perform well. This occurs mostly because they need access to the people, information, and resources to execute their tasks.

Happiness on the job is highly influenced by a positive work environment that is created through good communication. Satisfied workers are generally more efficient and inclined to go above and beyond for the company’s success.

Improved Collaboration

A collaborative workplace is established by open and transparent communication. Team members are more willing to collaborate on projects and tasks when they communicate well.

Clear communication allows a team to function cohesively, generating more creativity and production.

Enhanced Customer Satisfaction

Customers who receive confusing or unclear information could get angry or frustrated. It leads to poor customer service, bad reviews, and a decline in customer loyalty.

Conversely, clear and precise communication with customers builds trust and loyalty. Businesses that maintain smooth communication with their customers tend to have stronger relationships, whether through marketing messages or customer support.

Conflict Resolution

Conflicts can arise unexpectedly but can be easily resolved with clear communication. Effective communication makes it possible to recognize problems early on and put solutions before they get worse.

Communication in the business is essential for creating tasks, managing schedules, and sharing ideas.

Collect Customer Email Addresses

To create and maintain relationships with the customer, a business must collect email addresses from all its customers. This can be done by making contact forms on your website, from where users will provide their email addresses.

Also, you can entice them to sign up for emails by offering discounts, access to unique content, etc.

If you have a blog, you can allow readers to subscribe to email notifications for getting new posts. It’s an ideal way to lure the attention of those interested in your content.

Monitor Social Media Activity for Data Analytics

First and foremost, identify your objectives or goals behind social media monitoring.

The reason may be specific for every person. It may be knowing customer sentiments, understanding trends, or something else.

Once you note out your objectives, based on that, you can get an idea of key metrics that meet your goals.

Next, you can use social media monitoring tools like Hootsuite or Brandwatch. It provides an in-depth overview of what people are talking about you via social media.

Through these tools, you can check out engagement metrics like likes, shares, comments, and click-through rates. Evaluate the content that most appeals to your audience, then act accordingly.

Survey your Existing/Past Customers

Surveying your existing or past customers is a medium to gain valuable insights related to your customers.

You can create survey questions based on whether you want to receive feedback on a particular product or service. Or for getting an overall experience of using products or services.

A survey tool like Google Forms is ideal for creating surveys, including multiple-choice questions, open-ended questions, and rating scales. You can also use a Google Forms alternative if you need more advanced features for your surveys.

Use Centralized Communication Platforms

You must use centralized communication tools and platforms, such as CRM systems, Slack, Microsoft Teams, Unified Communications and project management software.

Business communication can be simplified and enhanced by using centralized communication platforms.

However, you need to understand the motive of your company, the nature of your projects, and how your team members communicate. Based on that, you can pick a suitable centralized communication platform for your organization.

Understand that implementing these kinds of platforms improves productivity and smoothens communication processes.

Reporting and Analytics

Integrating communication platforms alone isn’t enough; you must keep key communication metrics in check.

Specifically, you can check out metrics like response times, engagement levels, and other key performance indicators. With these insights, you can improve on areas that need work. Powerful workforce management software facilitates that integration to share analytics and insights across the enterprise.

Cloud Storage

One of the ways to keep track of business communication is by saving your important materials in cloud storage. It can be vital documents, contracts, or reference materials.

The good thing is that you can access them anywhere, anytime. Most importantly, please share them with the team members without any hassle.

Set up Multiple Autoresponders

Autoresponders are tools that automatically send reply messages to incoming messages. Setting up multiple autoresponders allows you to handle different types of communication at once.

For instance, you can set autoresponders for emails, vacations, lead generation/marketing, etc. It allows you to track all your company’s areas and create an auto-response for all of them.

By implementing this strategy, you get the idea of multiple conversations at once without having to deal with them one by one.

4 Best Business Communication Software for 2024

KrispCall

KrispCall is one of the leading virtual phone service providers in the market. It provides a cloud telephony service suitable for all business types and sizes at a budget-friendly price.

Its solution includes advanced call management features like Unified Callbox, call forwarding, call transfer, live call monitoring, IVR, call recording, and more. With KrispCall, businesses can enhance customer satisfaction and streamline operations without investing in expensive physical infrastructure.

Also, with KrispCall, you can get local, mobile, and toll-free virtual phone numbers that have wide coverage in more than 100 countries.

 Slack

Slack is one of the popular cloud-based communication tools created by Slack technologies. Its features are text messaging, file sharing, voice and video calls, and group chat.

It’s a modern approach for organizations to communicate. It replaces traditional email with an efficient, faster, and more secure communication method. You can keep up the conversation with your teammates by creating channels that can be easily searched or joined.

Trello

Trello is one of the widely renowned collaboration tools that allows you to manage projects and tasks easily. This simple yet powerful tool includes boards, lists, and cards to organize tasks and give a clear idea of the task’s status.

From the organizational point of view, this tool is ideal for simplifying and breaking down complex tasks or projects. Whether for managing projects or tasks, conducting meetings, or onboarding, Trello is an all-in-one solution you need.

Microsoft Teams

Microsoft Teams is a popular communication platform developed by Microsoft itself. Some functionalities in Microsoft Teams include business messaging, calling, video meetings, and file sharing.

It makes it feasible for local and remote employees to work jointly in real-time across multiple devices, like laptops and mobile phones. Microsoft Teams integrates with third-party applications like Exchange, PowerPoint, and SharePoint.

Conclusion

And that’s a wrap! In this article, we’ve tried our best to shortlist some easy ways to keep track of business communication. We hope you like it!

All the tips and tricks mentioned above will help you keep track of business communication. This way, you can understand your staff’s and customers’ needs and wants more clearly.

Whether you own a small or a large business, by implementing these various methods, your business will prosper in the right direction, and communication will be crystal clear.

FAQS

How do you keep track of communication?

You can keep track of and document your communication by following methods:

• Syncing your emails and SMS
• Using feedback forms
• Monitor communication analytics
• Using chat platforms
• Recording calls

What are the four methods you use to communicate?

There are several different methods of communication. These are:

• Verbal
• Non-verbal
• Visual
• Written

How do we communicate in business?

While communicating in the business arena, we need to be as effective as possible. There are various types of communication used every day in business, such as:

• Face-to-Face Communication
• Email Communication
• Business Meetings
• Social Media
• Messaging Platforms