Whether remote work is a new development for your small business, or you have always had a globally distributed team, one thing is clear: remote work is not going away anytime soon. Virtual meetings, whether you like them or not, are essential for getting remote employees on the same page, working effectively together, and communicating effectively.
They are useful not only for team conversations but also for sales calls and client updates. That is possible if you have the right team communication app. You can hold efficient and effective virtual events and meetings with the right technology tool. However, not every communication platform is appropriate for every business.
Let us look at what a great team communication app looks like.
Why are team communication tools required in today’s workplace
Employees are now expected to use team communication tools for effective collaboration. According to a recent Facebook Messaging Survey, more than 63% of people across generations prefer messaging apps to emails or phone calls for communication.
The impact can also be seen in the business world, with approximately 60% of businesses of all sizes now using collaborative chat apps. This is because business communication apps is perfectly suited to the evolving workplace culture, while also opening avenues for increased employee productivity.
What should a team communication tool do?
Here is the thing: you probably think of video calls when we talk about virtual meeting tools. However, calls are not the only thing your virtual meeting software should be capable of.
Instead, look for a tool that handles every aspect of the virtual meeting, including:
1. Video conferencing and phone calls
Video conferencing and phone calls are the fundamental tasks that any team communication software should be able to handle—but this does not mean that every platform is equally capable.
Since video and phone calls are at the heart of any virtual meeting tool, you should expect excellent call quality and features that make communication simple.
2. Screen sharing
If you want to take your virtual meetings to the next level, you will need to find a platform that allows everyone to be on the same page. Screen sharing tools can make your virtual meetings much more dynamic, whether you are proofreading a document or reviewing a new design, because they allow everyone to see exactly what is being discussed, map notes and ideas, and show drafts to the entire team.
3. Instant messaging
Find a team communication app with a built-in instant messaging feature to save hours of valuable time and put an end to meetings that could have been emailed. Instant messaging platforms have become essential for businesses of all sizes, whether they work remotely or not.
One of the most frequently mentioned advantages of instant messaging is that it provides a quick and easy way to check in with someone or get an update. Clariti is an excellent tool for keeping team members communicating and working toward company goals in between meetings. Instant messaging keeps everyone in sync and makes information more accessible by making it simple to reach out with a quick question.
4. File sharing
It is no surprise that file sharing is becoming increasingly important in business communications. If you frequently send and receive documents and files, we recommend keeping everything in one place by using a team communication tool that also allows you to upload and share files in the cloud. Clariti allows you to share any number of files even if a person is offline. It also allows you to save a file for later use.
5. Task management
Of course, any well-organized meeting frequently results in follow-up tasks being assigned to the appropriate team member. Having an online meeting tool with built-in task management makes it easier to keep track of who is working on what, because you can assign and manage tasks in the same app you are using for the call.
6. Multifunctional meeting tools
Whatever communication tool is best for your small business, it should be capable of doing more than one thing. Instead of investing time and money in separate tools for video conferencing, file sharing, and task management, why not choose one that does it all and saves you from having to manage five or six different tools?
With Clariti, you can keep track of all your information in one place. It automatically organizes all your chats, emails, social feeds, and cloud storage into one app so that every conversation has context.
7. Mobile accessible
Modern employees require mobile access to team meeting platforms. As a result, your new tool should be mobile-friendly. Attendees can dial in at any time and from any location using their preferred device. They should be able to mute the line and change the video display settings as well.
8. Built-In recording
Built-in recording should be at the top of your must-have list. You can record the session and save it to your online training library for later viewing. Just make sure it includes the comment section. If not, you may have to read them aloud if they are relevant to your conversation.
9. Advanced scheduling and calendar support
You must be able to plan a team meeting in advance. Employees, external partners, and clients are all extremely busy. They should put the virtual meeting on their calendar, so they don’t forget or double book. As a result, you require a virtual meeting tool with advanced scheduling and calendar support.
10. Dial-In emails and reminders
Even if events are added to the personal calendars automatically, some employees may overlook the next team meeting. This is where email reminders come into play. You can invite a specific group of users and send an e-Vite, followed by a follow-up email right before the event, such as the morning of. These reminders also include instructions on how to join the meeting as well as the PIN codes required by employees.
11. Improve productivity
The most obvious advantage of a team communication app is to increase employee productivity. These tools help boost employee morale and efficiency by making it easier to set goals, assign jobs, track progress, generate reports, and interact with team members in real time. Having a single channel for all communication eliminates the need for multitasking, which aids in time management.
There are numerous ways for team members to communicate with one another, but team communication apps provide a more focused platform for creating a productive work environment. While it is impossible to predict how the future will shape workplace culture, advanced and feature-rich tools will undoubtedly be essential in the coming days. Clariti is an effective team collaboration software that helps you connect with your teams faster and work better together for greater business success.
12. Real-time communication
Team collaboration apps keep employees informed of what is going on and allow them to focus on their jobs more effectively. Messages can be sent to individuals or groups of employees to ensure that everyone stays on track and completes their tasks on time. Audio conferencing capabilities are available in team communication apps such as Clariti, making meetings more interactive and engaging.
Conclusion
Whether you are looking for specific functionality for your virtual meetings or simply want to ensure you are getting the best value software, you have probably realized the value of multifunctional communications software.
You are probably thinking about audio and video quality when you think of virtual meeting software. But keep in mind to look beyond that. Find a robust and versatile solution that can also handle other tasks—after all, you invest long-term in your company’s communications. Make certain that it will pay off.
Clariti is a free messaging platform that has been created to help users upgrade from direct messaging to content-rich messaging. A Clariti subject chat can link related emails, calls, documents, social feeds, and even to-dos. This content-rich subject chat feature is unique to Clariti. Clariti supports email, social media, chatting with your team, managing cloud documents, organizing your calendar, and more. You will save significant time by sending fewer emails with Clariti and will be more productive at work.
