5 Integrated Communication Systems for Enhancing Business Efficiency

integrated communication systems
enhancing business efficiency

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Communication occurs on all fronts of the business world– employees, customers, stakeholders. At times with all of them at once! 

Ineffective communication on one front automatically disrupts the others. For example, failing to efficiently train your new joinees automatically translates into delivering an average product/service, affecting the customer front.

In fact, 86% of employees and executives cite the lack of effective collaboration and communication as the main causes of workplace failures.

Let’s look at another scenario. 

You want to conduct a live product demo meeting with stakeholders. You then want to share the meeting notes with your manager or your senior a month later. 

Now, sharing the transcripts of the recording is better or,sending over crisp pointers about the meeting makes more sense? (you want to value your manager’s time after all!) 

Opting for the latter is smart but it happens only in a centralized system where management, data storage, communication, everything happens at one place.

Through this blog, we’ll explore four ways to take business communication a notch up. 

Let’s begin by understanding the importance of integrated communication systems. After all, why shouldn’t you just keep using the existing communication channels you use? 

Importance of integrated communication systems 

The term “integrated” means appending an already existing system with a new, better feature. 

This doesn’t mean you can’t invest in a new communication system altogether, but an integrated system is the answer to : “ how to make communication better from here?”

Let’s skim through a few reasons why integrated communication systems make businesses more “efficient”. 

No switching between different platforms 

Say you want to communicate with two different colleagues. Texting with one is efficient while video calling the other is more efficient.

In this case, an integrated communication system lets you switch to video calling and chat apps from the same platform, reducing time and increasing efficiency. 

Reduced costs 

Since integrated systems offer cost-effective communication channels in a single place, it reduces infrastructure and communication costs. 

Secure data exchange 

With centralized security measures, integrated systems enable centralized security measures, making it easier to implement security protocols. 

Now that we know why you should go for Integrated Communication systems, let’s start with ways to integrate it! 

Use employee management systems 

Today over 50 percent of small business HR professionals use cloud-based software for seamless HR functions.

However, there’s a lot of noise around which management systems to use. (And quite honestly, it’s really easy to get overwhelmed by all the options! ) 

So what’s the solution? You can’t just not look at the options out there so as to not be confused, The solution however is to know what you primarily value and need to implement in the existing management system. 

Answer these questions to get to know what you need: 

  • Do you use an employee management system? 
  • What are the loopholes in the current system if you have any? (hint: conduct meetings, take employee surveys to know the gaps) 
  • Does the system offer a communication channel? Is it unified or do employees have to keep switching ? 

While there are many employee management systems, buying one from a trusted company ideally has the following features: 

  • Scalable 
  • User-friendly 
  • Lets you integrate third-party tools 
  • Everything you need to effectively manage employees 
  • Analytics 

There’s no right or wrong way to choose an employee management system. Do your research to know which employee management system fits right with your business needs before investing into one.

In case you already have one, think whether you want to integrate an advanced communication system/feature into it.  

Create custom AI avatar 

Cut. Action. Cut. Action…

Taking multiple shots standing in front of the green screen or that studio you had booked by paying a high rent is a tedious and not to mention a costly process. 

Regardless of what business domain your company falls under, you need video marketing to communicate effectively with your consumers.

To back it up-  45% of global B2B marketers create training videos while 39% create client testimonials. 

Now even to create a single video for a training or conduct a talk online, imagine the resources you’ll need.

From hiring actors to recording the audio-video in a studio-setup, it’s not a time and cost-friendly option.

There’s a better way – create avatar of whoever will be the speaker and save up a lot of time and money that’d have otherwise gone into the making of the video. With this, generating a video is a matter of a few minutes. 

It’s an optimized way to connect to the audience as you can then use the created avatar repeatedly across all video content.  

Plus, it helps you:

  • connect with your audience (without you needing to record yourself!) 
  • reduce costs, not quality (once you create a customer avatar, you can use it repeatedly across all video content)
  • produce videos consistently (bid farewell to green screen and on-camera appearances as custom avatars let you create consistent appearance across videos) 

Creating AI avatars is the smartest way to leverage AI in the present times. 

Level up your email marketing strategy 

personalization is crucial to overall business strategy

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Email marketing is one of the most traditional yet effective ways to personalize your business communication.

However, your email marketing strategy depends on the email marketing platform you use. So it’s vital to be satisfied with the email marketing provider (ESP) you use.

For starters, ask yourself: “Am I satisfied with the current ROI my ESP gives?”. If you sense some resistance, it won’t hurt to look through other options. 

When searching on Google, “top email marketing platforms,” we get names such as Constant Contact, Mailchimp, etc.

However, when you look at the pricing of premium plans on such platforms, it may compel you to stretch your pocket size a bit. If you want the features but don’t want to pay a hefty price for it, you need to find out more alternatives.

email marketing tools for business efficiency

One EMS (Email Marketing Software) would be more beginner-friendly while the other may have more data analytics tools. Prioritize what features your business needs. A few of them include: 

  • Visually appealing email templates 
  • Powerful automation features 
  • Easy to use site builder 
  • Lead generation tools 
  • Easy to use

To come to a conclusion, study your competitors and see which platforms do they use, discuss with your sales and marketing team, understand their challenges and then decide on the software.

Choose from the top SaaS development companies in the USA so that you get value for money. 

Use a CRM (Customer Relationship Management) 

use a crm for enhanced business efficiency

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As of 2024, 55% of businesses use CRM platforms in the U.S. So using it is no longer news to businesses.

A CRM, as the name suggests, is apt for the customer front of business.

Because although it’s hard to hunt for customers, it’s even harder to establish strong relationships with customers. And building strong relationships require solid communication.

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As seen in the graph, contact management is the top reason companies choose to go for a CRM. So what type of communication can you do with your customers with a CRM? 

  • Emails regarding latest product updates or features 
  • Calls 
  • Messaging or Chat 
  • Generate and send quotes, invoices to customers 
  • Promotions and campaigns 
  • Ticketing system to help customers generate tickets 
  • Internal meeting notes recording and sharing 

If you’re to invest into a CRM, ensure the system also offers data analytics tools.

Communication is all the more about listening and with such tools you get to deep dive into customer behaviors to understand what they really want.

In fact, the right CRM enhances a small business to leaps and bounds. 

Use these integrated communication systems to enhance business efficiency 

Understand the existing and potential communication gaps within your system before investing into a SaaS or AI solution.

Also figure out which systems would be compatible with your existing management/communication system(if you’re using any). 

The key to keep up with the ever-evolving communication systems is to stay ahead with the industry trends.

Keep an eye for all tech trends in the market and integrate any if and when you find it may benefit you. 

It’s no news that communication is a cornerstone to any business’s success. But leveraging AI or technology in a manner that derails or hampers your business isn’t the way to go.

Which is why, learn more about the gaps in your system from all the parties using it so that you end up investing in the right solution! 

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