Pointman Blog

3 Quick Tips to Improved Inter-Office Communication

Posted by Lauren Pszonak on May 3, 2017 1:31:32 PM

Communicating is a part of everyday life that can easily go unnoticed. Both in and out of the office, we are constantly sending messages to the people closest to us, but are those messages the best representation of what we mean? 

We’re going to look at 3 easy suggestions that can make your communication at your office go from stale to stupendous!

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1. Team Meetings

Be warned having a meeting where there is no clear agenda can cause more harm than good. Getting together on a regular basis (whether weekly or daily) can help refocus and clarify any questions people at your office have, but it can also cause animosity and confusion if not well organized.

Some quick ideas on how to make your team meetings even better

  • Set start time AND an end time: When people know how much time they need to set aside for a meeting, they can plan their day better, and can engage with the content without worrying about getting back to a project
  • Use Notes: If you have all the information you need then no time will be wasted trying to remember that last thing you had to say… Also it shows you put time into preparing and your team will respect that.
  • Leave Time for Open Discussion: This time can be used for questions, or for employees to share what they need support on for the day. Giving people the space to let their voice be heard is empowering and can help clarify many potential problems before they happen!

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2. Clear Expectations

Knowing when and how to share information can lead to an unclear vision, or a clear vision. It is important to make sure at the end of an interaction everyone involved know what the next steps are.

  • Identify Formal Discussion vs Informal Discussion: Casual discussion is healthy and normal between co-workers. However, if you use this time to discuss tasks you want completed, they may not be recognized as important. When you are asking for something from a co-worker, make sure it is in a setting where they can write it down, or complete it right then.
  • Be Specific: It can be frustrating when somebody asks for help, but then does not give any direction on what needs to be done. Making sure you give a clear outline of the task, the end goal, and the expected timeline can help make interoffice communication more effective.

 

3. Connecting On a Call

Making sure there are clear lines of communication whether people are at the office, or out on a call is very important. Here are some suggestions on making dialogue easily accessible.

  • Phone Call - A quick phone call or text message to clarify where the meeting is or a change in schedule can be effective, but you are depending on whether the tech has service or is near his phone. 
  • Mobile Apps - Using an app gives transparency and supplies the tech and the office with real-time information. Knowing when there is a change of schedule, additional tasks, or an urgent new job couldn’t be easier with this instant update technology.

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Mobile Apps to Consider

SWRemote - This paperless solution provides technicians with real-time job updates, customizable forms, and time tracking. (Available for all Successware®21 users) SWRemote can be used online or offline so you can work no matter what the cell service/wifi situation is!  

Scout - Scout delivers unrivaled functionality in the field and the office. This supplemental app provides even more specific forms and can be integrated into any field management software you currently use, allows you to manage your data online, and provides the office and customer with professional PDFs at the end of every visit.

 

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Topics: Business Owners, Office Productivity