The software you choose to use for your business largely defines the capabilities of it. When it comes to communications there are some very standard options that you probably already have and then there are some more innovative options that can have significant benefits for your staff. Let’s take a look at some of the standard communications options a business might use and how they can use technology to crank it up a bit.

Standard Communications Tools

Most businesses today give their employees multiple options on how to communicate with other members of the staff, prospects, and customers. Some are typical of every business, while others are a little more advanced and come with larger price tags. Some of the most utilized communications tools for business include:

• Email
• Telephone
• Instant messaging
• Documents

For most businesses, communications is split into two categories: Written and Verbal. Most businesses should have systems in place to cover both types of communication. As for written tools the most utilized, by far, is email. It presents you with an accepted and respected way to communicate with almost anyone that you would need to contact. 

Email

Today’s hosted email solutions tend to have a litany of great and useful features that can not only provide a construct to clearly get your message across, but also manage incoming and outgoing messages. Most modern business email platforms include the following features:

• Daily backup of emails
• Virus protection
• Encryption
• Spam filtering
• Synchronization
• Push mail
• Archival

These options typically provide users with everything they need to do business using email. Not only do modern email platforms have features to make the process of sending and managing email easier, many of them have started to integrate a fair amount of security features. A business’ email system is extremely important and a well-maintained and managed email system can go a long way toward giving an organization a great business tool.

Instant Messaging

Instant messaging is one of the more utilized written communications tools. Not every instant messaging application is created equal, that’s to be sure, but for the most part the convenience and speed of instant messaging can be a major benefit for any business looking to outfit themselves with one. Some hosted email platforms will come equipped with one, while other stand-alone IM platforms are also available. Recently, there has been a big shift in the development of collaboration tools that feature instant messaging as part of a larger platform designed to keep your people on the same page. 

Documentation

One often overlooked communication tool your business may have is the ability to provide employees and customers with written resources like pamphlets, white papers, and other documents. Most businesses today want their staff and customers to be as educated as possible and creating a repository of useful information, whether they are in the form of pamphlets, FAQs, or some other useful documents can save time and be very valuable. 

Telephone System

Probably the most important communications platform your company has is its telephone system. The traditional telephone system that you would get through a dedicated telephone provider has some functionality, but if you really want to make strides with your business’ communications platform, consider switching to a VoIP system. VoIP can be hosted onsite or in the cloud and can provide a lot of powerful features that the traditional telephone system simply cannot. 

One of the features you can buy through any VoIP provider is seamless video conferencing. For remote teams, or even extremely busy teams, a powerful video conferencing solution will give you access to a tool that will allow you to spin up meetings in seconds and provide you with integrated options in line with standalone video conferencing tools. This will help you save money and standardize the entire calling experience. Some other VoIP features you can take advantage of include:

• Automated attendant with advanced call management
• Caller ID
• Call queuing 
• Call following
• SMS and MMS integration
• Mobile device integration
• Analytics 

…And many more.

If your business needs help going over your communications options or if you simply need help getting the platforms you already have to function as you need them to, give the technicians at 415 IT a call today at (415) 295-4898.