The standard 9-to-5 job is no longer the norm, it’s the exception. People want to be able to work when they want, where they want without sacrificing productivity. In order to do this, your business needs to utilize a variety of communications tools that allow for real-time communication between employees, teams and customers, no matter where they are that day.
Below are four communications tools I rely on, and your business can benefit from implementing, to stay productive and get work done whether you’re in the office, working from a coffee shop or on a flight.
Email Access from Anywhere
Can you imagine conducting business without email? It seems impossible in today’s world. Email allows you to communicate and share information with people across the world. On a recent trip to San Francisco, I was able to work from my hotel room, from the back seat of my Uber, and while waiting for a delayed flight at the airport all thanks to email access on my cell phone. This type of flexibility and mobility wasn’t available a few years ago, but now I can’t imagine working without it.
Instant messaging (or chat) is to email what a phone call is to sending a letter. It allows for real-time communication between employees and customers. If your business doesn’t currently use a company-wide instant messaging system, you’re missing out on an easy and effective communication channel. There are a ton of free instant messenger options out there, but for more advanced features and usability, you may need to pay a small fee (worth it!). An added bonus, many solutions come with mobile apps so you can chat with co-workers even when you’re away from your computer.
Business cloud phone system
There are times when email and instant massager aren’t enough; you need to actually speak with a colleague or customer on the phone. Business cloud phone systems, such as Nextiva, allow you to take your business phone with you anywhere. There’s no need for two different phones or to provide people with an office and cell number anymore. Think of your phone number as any “anywhere” number when you have a cloud phone system. People can call one number and reach you in the office, on your home office phone or on your mobile device via the Nextiva App—really any device that has your number assigned to it. Even if you don’t have the mobile app, you can forward calls to a device of your choice based on a schedule or number of rings.
Online project management system
If you frequently collaborate on projects with different team members or departments, an online project management system will be a game changer. Emails are easy to miss, but housing all communication related to a project within a single system (Asana and Slack are popular, low-cost options), ensures nothing is missed. You can receive alerts for projects you are a part of when team members comment or add attachments. You can create tasks and sub-tasks that need to be completed for a project and they will all be housed within the larger project, keeping everything organized an in one place. Also, assign tasks to different team members and set due dates to keep people accountable and on track. Since the project management system is hosted online, you can access documents and see progress anywhere you have an Internet connection.
Moving everyday work systems to the cloud has not only cut down on expensive IT costs, but it enables employees to be productive wherever and whenever they want.
What is your favorite communications tool to use when working outside of the office?