In the modern world, no one can work without a computer. And within a computer, there are many different forms of communication technology that allow us to connect with other people–Facebook, skype, email, chat rooms, or any number of other options.
In this article, there are several communication tools and solutions that can help you improve efficiency when working in an office environment.
Calls
Using the phone is a very effective way to talk with someone, and they’re easy to use. This form of communication can be used for many different things – from discussing work-related issues with co-workers or clients to planning events with friends and family.
One communication solution businesses can use Direct Routing, which allows businesses to access the PSTN (Public Switched Telephone Network) from Microsoft Teams, and enables users to make and receive phone calls.
Think of using Direct Routing this way: when a customer calls a company, a call center representative can determine the issue at hand and put the customer through to the department that is most appropriate to solve their problem. If they want to speak with John Doe, who works on the fifth floor, they can be transferred directly to him.
Instead of having John dial into a local line connected to your PBX (PBX trunks), you could also use Direct Inward Dialing (DID). This simply makes it so that all incoming calls go directly to a user’s phone via their unique DID number; no more dialing in!
There happens to be an extra cost for using DID numbers instead of standard extensions, but the benefits outweigh the few extra dollars it might cost per month. This is great for issues where speed of resolution is key.
Texts
Texting is a great way to reach out while on the go. You can make plans for later or send an important message while you’re away from your desk. However, sometimes texts don’t convey tone as well as we’d like them to; it’s not always clear whether someone is serious or kidding around when using only text (without voice inflection). If you would like some feedback before sending an important text, ask a friend if they could read over it for you to make sure it’s clear what the message is.
Emails are handy because they go directly into someone’s inbox, and it’s easy to send messages one after another. You can also save emails in your sent folder so you always have a record of what was discussed if anything should happen later on.
Just like with texts, be careful when using email; since there is only text, it may not convey tone very well, so it’s best not to get angry or use any aggressive language via email (you don’t want something you said to come back and hurt you later).
Emails are great for talking about work-related issues – especially since some companies rely heavily on them! As long as everything is professional, there’s no issue regarding tone or misunderstandings.
Video/Face-time
This is a great way to discuss important issues with your boss, co-workers, or clients because you can actually see who you are talking to! It helps you understand their facial expressions and get a sense of what they’re thinking – which can be useful if there is any confusion about something later on (in case the phone conversation wasn’t clear enough).
Face-to-face interactions can also make things less awkward; it’s easier to communicate with someone in person than over the phone, where it feels more like a “conversation.”
Video/face time works both ways; if you need some feedback before speaking with someone face-to-face, ask a friend what they think of your outfit/hairstyle/etc. Before you meet them so that it doesn’t feel forced.
Written communication
Written communication is excellent because there are no misunderstandings – the only time people receive incorrect information is if someone knowingly gives wrong information or poor communication skills (such as lack of vocabulary usage, inability to convey ideas, etc.). To get an idea of how well-written communication works in person, try writing something down on paper and showing it to a friend instead of speaking about it.
Sometimes this can be more difficult than talking with someone face-to-face since your mind can wander while you’re thinking rather than staying focused on the task at hand. If it’s easier for you, try writing a message on your phone or a piece of paper and showing it to the person instead.
To wrap things up, there are numerous tools available today that make it possible for people who are far away from each other–even on different continents–to communicate with no loss of efficiency.
When combined with the right organizational structure, these tools can allow you to work together more smoothly and solve problems with less time spent trying to coordinate.
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