Beyond Email: Effective Communication Platforms for Virtual Assistants
Hi Dear Readers
My insights for the week,
This week I found my cool and collected hat (one of many) tipping to the side slightly. I handle the average call pretty well if I may say so myself. I have had many years of experience and there isn’t much that throws me, I have heard it all. I have been:
- Hit on
- Sworn at
- Loved
- Hated
- Made lasting bonds
- Hoped I never get to speak to a person again, that all before lunchtime.
Yes, I have a very busy day.
This being said, I run through average calls like wildfire, boom, boom, boom, no mess no fuss. Every now and then you get a call that pulls on your heart strings. I had a few of those this week. Those calls where you feel like crying with the caller but instead, I find myself going into full Shrink Mode (another hat) uttering words of encouragement, telling my caller to take a deep breath so that I get a chance to take a breath as well.
Those are the calls that make it all worthwhile, the ones where I have made a difference. The calls where I must pat myself on the back and say, “Fix your crown and be the queen you are!”
This week, I proudly donned myself with a new hat, The “Queen of communication hat” but what is effective communication? Never fear, your slightly dishevelled but much-loved Receptionist is here.
Communication is an essential life skill that we use every day. It is a two-way street that involves an exchange of messages between a sender and a recipient. Talking is one of the most common ways of communicating, but communication can also be conveyed non-verbally, in writing, and through behaviour.
Why are Communication Tools Important?
Turnkey Receptionists’ communication tools are designed to convey and receive information efficiently. These are important in the workplace because organisations are made up of a few people up to a hundred teams. Working collaboratively with others is what makes businesses prosper and these tools make it possible.
Communication in Business
Communication is used for a variety of reasons:
- It is key to the growth of an organisation
- Reaching its goals
There are many ways that communication can be used to its full potential, so using it to give instructions is not enough. Apart from metrics and key performance indicators, you should also take care of the human side of the business; the employees who are the lifeblood of any organisation in the modern workplace.
Email is one of the most common business communication tools in the workplace and rightfully so. Email is an accessible, cheap, and fast way to transmit information electronically to the entire organisation. It is delivered in real-time and can be accessed from any device that is connected to the internet. Some of the most popular email services are free with limited but great features.
Instant Messaging
An instant messaging software or app for business allows you to quickly convey urgent information to individuals and teams. This type of office communication promotes efficiency and improved collaboration because conversations happen in real-time.
Video Conferencing
Video conferencing allows you to have remote but face-to-face communication with colleagues. It is a useful business communication tool for virtual teams that consist of remote workers from different parts of the world. It helps save:
- Time
- Money
- Effort
As it reduces the need to commute for meetings. Plus, it improves meeting attendance since most apps work on computers or any mobile device that can connect to the internet.
Project Management Tools
Project management tools help plan, organise, and manage an organisation’s tasks to align them with the business’s directions and goals. These project management tools are effective for online collaboration for teams working in the office or from home.
External Communication Tools and Software
In business, external communication is the transmission of a brand’s message, products, or services to the public including customers, suppliers, partners, and stakeholders. Most businesses use internal communications to align employees on the same page and they use external communications to share company news for publicity and to boost sales.
Grammar and Spell Check Tools
Correct spelling and good grammar skills are essential in business communications because it helps you convey the message concisely, thereby eliminating any chance of misunderstanding or confusion.
Obvious grammar and spelling errors can be off-putting to clients, partners, and even employees. Not everyone in the company needs to be as articulate as a seasoned wordsmith.
You can use tools to check basic grammar and spelling before you send:
- An email
- Document
- Instant message
From my desk to yours, till next time
Your slightly dishevelled but much-loved Receptionist
