Effective business communication requires a platform, personnel, and a purpose. A conference room filled with top staff members discussing client projects used to be how these requirements were fulfilled. But today’s technology has enabled business communication to evolve past physical world limitations and into the digital space.
One technology businesses are taking is document sharing software, where documents can be digitally uploaded, tracked, and securely archived. These files can also be viewed in digital workspaces by authorized users who can collaborate in real time, no matter their physical location.
Using the best business file sharing platform is a smart way to improve communication with employees and clients alike while simultaneously increasing productivity. Here are four great reasons to consider making the switch to document sharing software.
1. Cater to a Client’s Schedule
Document sharing software enables companies to provide each client with every piece of data relevant to their account or project. This could include initial quotes, contracts, presentations, detailed memos, and other documents directly related to their account.
A common customer service complaint is that companies waste time when answering questions or addressing a client’s accommodations. In fact, 66% of consumers feel that the most important thing a company can do is value their time.
How often is your company contacted through chat, email, or over the phone about questions regarding contract terms or project updates? How often are you supplying data you’ve already given to a client because they can’t track it down?
With the best file sharing platform, clients can log on when it’s convenient for them and see the updated status of a project, check their contract terms, or even leave a comment or question for a team member. Clients will never feel that they’re being ignored and they’ll have the power to find answers on their terms. You’ll also be able to free up other communication channels and gain more working time.
2. Eliminate Email Annoyances
The introduction of email in the 1990s changed how we communicate forever. However, the excitement around email has long worn off. According to CareerBuilder, 26% of employees think email is a major productivity killer.
While email certainly has its benefits, it can also be overwhelming. Lengthy emails tend to make exchanges longer than necessary. Email threads can also get drawn out, making it difficult to locate initial information. Employees are often CC’d when not necessary and find their inboxes clogged with irrelevant responses from mass emails.
Communicating through document storage platforms can help. Lengthy emails can be eliminated through real time chats within virtual Workplaces. There’s no risk for lost attachments through long email threads. Instead, they’re always easily accessible.
Collaboration notifications also mean less combing through emails and more direct and prompt responses to questions and feedback.
3. Get More People Involved in the Conversation
When using the best file sharing service, your discussions and Workplace events are less restricted. You don’t have to limit in-house meetings to the number of chairs in the room. You don’t have to worry about audio errors with video chats or participant limitations with audio conferencing. You don’t have to worry about updating staff members who are out sick, contract workers out of the country, or clients unable to attend of what the meeting entailed.
Instead, you can collaborate on projects and work on tasks with as many people as you need to get the job done. As an account owner, you’ll know who has accessed documents and completed their assigned tasks. You can send out messages as needed, review files, and stay up to date with email summaries. All involved parties remain informed without having to take time out for a meeting or dial in to a conference call.
4. Stop Checking the Clock
With 55% of companies planning on increasing their use of freelancers, outsourcing is quickly becoming a standard business practice. But not all freelancers live in the United States, and some American freelancers travel abroad while delivering their digital services.
It’s also become easier than ever for companies to work with international clients. Working with freelancers and clients across an ocean leads to one of the biggest caveats of doing global business of any kind – time zones. When you need to discuss a matter with a freelancer or client but they’re always sleeping during your work hours (and vice versa), productivity can come to a halt.
With document sharing software, employers, employees, contract workers, and clients can collaborate without scheduling around other involved parties. They can check in on updates, view newly assigned tasks, and participate in discussions, even if there’s a bit of a time delay.
Business Communication Tips
Here are some final tips to keep in mind when switching to document sharing software to improve business communication.
- Prepare for an adjustment period – It will take some time for both your company and your clients to adjust to document sharing software. But once the adjustment period has passed, the benefits are quickly felt.
- Learn digital security – Compared to other communication methods, sharing documents through the cloud is safer and more secure. But you should still brush up on digital security terms, trends, and threats. While you can rely on the best file sharing platform to keep your documents safe, you need to do your part as well.
- Don’t lose your human touch – Three quarters of surveyed consumers want more human interaction with companies they work with in the future, not less. So even though working with the best file sharing service can boost communication, don’t forget to keep a personal element in your brand.
Business communication technology is continuously improving. If your company isn’t evolving with it, you could be hurting your productivity and bottom line. To learn more about communicating with document sharing software, reach out to Onehub for your free demo.