Removing the hidden costs of inefficient communications.

We are probably all aware of the common pitfalls in business communications which causes us a significant loss in time.  From overuse of emails, excessive CC’ing, unclear meetings and security risks in casual messaging tools.

Adopting clear communication protocols will therefore benefit staff and the business alike.  Save organisations time, money and increase productivity.

Internal emails are essential for communication, but excessive volume reduces efficiency. To improve productivity, staff should limit emails to those directly involved in the topic. Every email should have a clear purpose and relevant recipients.  Avoid unnecessary CC’ing to senior management. If escalation is needed, a direct message to leadership is more effective. Regular inbox clean-ups also help prioritize important discussions and maintain focus.

Optimizing internal communication tools, such as Microsoft Teams, allows messaging to targeted groups allocated to a channel. Internal communications tool lowers the risk of phishing scams, accidental leaks, and security breaches. 

Managing third-party messaging platforms such as WhatsApp, is key to avoid sensitive data sharing. Reinforce policies against sharing sensitive or business-critical data in casual chat apps.  If WhatsApp messaging is necessary, opt for a business accounts to ensure better control over data ownership. 

Group meetings should serve a purpose and not be scheduled out of habit.  Limit the time allocated to serve its purpose.  Unstructured scheduling will waste valuable time and drain productivity. Keep them necessary, clear & precise.

Maintain an open door policy for 1-2-1 Interactions. Employees should feel comfortable voicing concerns or sharing ideas in person, reducing reliance on digital communication. A strong communication culture means knowing when to handle things digitally and when a face-to-face discussion is more impactful. 

Lastly, make it clear that any communication sent outside working hours are for convenience, not expectation.  Appreciate that staff are not expected to action work outside their business hours, as this will support a healthy work life balance.

In conclusion remember that communication is a valuable tool for any organisation and its staff.  It is there to help, not hinder.

Looking for Business Management support?

Click the button to learn more about what we do.

Find out more