How to Streamline Your Business Communications?
John Wallace

One of the primary issues facing many businesses today is poor communication. If you’re having trouble communicating with others in your company, don’t worry—you’re not alone. This is a problem that other business owners also have to deal with. This is to be expected because you’re managing a group of individuals, and dealing with people can be difficult.
It would help if you knew how to streamline your business communication. Business communication becomes a primary issue when your team fails to communicate effectively. Hence, your business can experience terrible consequences. On the other hand, numerous methods and tools, like Drop Cowboy, can help streamline your business communication.

So, how do you streamline your communication process to take your business to another advanced level? Here’s an overview of how you can streamline your business communication better.

1. Document Everything

Putting things in writing is essential because it ensures you don’t lose communication data. In addition, the best way to keep information is to document it. Documenting everything in the communication process will help you avoid confusion. Since everyone is on the same page, you can rest assured that the team will collaborate effectively and accomplish their goals.

Remember, written communication can save you time. You don’t have to explain yourself repeatedly to different parties. You must also understand that sharing data can be as quick as forwarding emails and messages. These are also well-known methods for streamlining communication efficiently.

Furthermore, documenting everything emphasizes clarity to your team because no one will argue that something was never accomplished when everything is written.

2. Select Uniform Communication Tools

If you’re running businesses in different locations, creating a robust working relationship with your staff is best. And you can only make this achievable through communication. For example, chatting on a timely basis enhances productivity and initiates a forum where your employees can share their ideas.

You can choose tools such as Slack, HipChat, and Yammer. Such tools allow you to chat face-to-face with your business team. They also allow you to include your customers in any dialogue you’re having. Communication tools like Power Dialer can streamline your interactions with others and shorten the time it takes for vital information to reach its intended recipients.

The real-time chat tools mentioned above can potentially save chatlogs for good. This means you can confidently and comfortably refer to your former conversation. However, you must only choose one among the three and maintain it for coherence purposes.

Meanwhile, ensure you research efficiently to determine what tool suits your business demands and needs. For instance, Slack is suitable for casual industries. On the other hand, Yammer is excellent for medical businesses because it incorporates the Health Insurance Portability and Accountability Act (HIPAA) compliance.

3. Ensure Transparency And Clarity

COVID-19 is a global pandemic that has dramatically altered corporate governance. As a result, multiple organizations are now adopting new and effective ways to streamline their communication process. Because of technological advances, it’s now possible to prioritize transparency and clarity in one’s approach to communication.

As an employer, you should always communicate with your employees. Did you know those fully informed employees are 77% more likely to meet their goals than those who aren’t? You should always ensure that employees receive correct information to help them make informed decisions.

Overall, transparency and clarity will enhance your employees’ trust and motivation. It’ll also boost your company’s productivity.

4. Build a Company Glossary

Each company usually comes up with unique jargon, which can be overwhelming for new employees to understand. This is why you should consider initiating a company glossary. This can help everyone in your company familiarize themselves with the frequently used vocabulary. Also, this can help your current staff to have a better understanding of how your company runs.

As much as creating a business glossary is good, it’s also best to avoid using complex jargon often. Remember that only a few organizations keep their communication jargon-free and simple. Thus, ensure you’re among the few by being straightforward.

5. Send a Company Newsletter

Most employees are usually fans of the monthly company newsletter. For this reason, it would be better to send it at least once a month. However, sending more than one each month can be excessive. In addition, make sure you use your newsletter to summarize updates and news.

Newsletter gives you an excellent platform to communicate with your employees regarding the latest company news, sales progress, and goals. You can also include other important things that your employees should know about.

On the other hand, ensure your newsletter is clear by anchoring the headlines, especially the related ones. You can also add a table of content to give the reader a heads-up of what the newsletter contains. If your newsletter has a longer article, you can create a brief description and insert your article’s link on your company’s website.

6. Create the RIghts Channels of Communication

Streamlined communication is likely to face challenges because of inappropriate channels of communication. It’s best to relay information to the appropriate individuals so there’ll be no confusion and to avoid misinterpretation.

In addition, it would help to improve the channels for employees to whom you’ve assigned particular job roles to ensure their objectives and KPIs match your company’s goals. Furthermore, you must send messages professionally depending on their responsibilities and job roles.

You must implement authorization and verification processes to ensure all the information is channeled efficiently. Business communication often fails because the method of transmitting communication is usually chaotic.

7. Leverage Technololgies

Leveraging technologies makes business communication easier and smoother. Nowadays, most companies have advanced ways and no longer use emails to communicate when updating one another on daily tasks. They use apps that can manage real-time communication, deliverables, and projects.

Business owners with larger companies prefer using enterprise-grade software because of their proficiency. Several software packages have different modules to manage your organization’s fundamental business functions and communication effectively. Alternatively, you can also use cloud-based digital signage to distribute and display data efficiently to your staff.

On the other hand, it would be wise to consider how your employees will adapt to the changes when leveraging. You can handle this by using a change management strategy to assist you during the transition phase.

8. Establish Rules For Communication Channels

All communication channels operate differently depending on the situation’s intensity. For instance, if you need a quick explanation or want to hold an informal conversation among your staff, consider using private chats.

For lengthy interactions, use video meetings. And for digital communication platforms, you can use emails to contact leads and prospects. Likewise, if you want to share sensitive data or give updates to your employees, you can use channel posts.

Ensure you share any crucial data across all these varying communication platforms. These platforms usually ensure that everyone in the workplace sees the information conveyed. This kind of consistency in communication at your workplace is essential. It shows that everyone at your company is reading from the same source, making your company run smoothly.

9. Share And Store Files In A Single Location

You’re likely to share specific files with your clients and colleagues. But how can you protect these files from leaking? You can use secure file-sharing apps like Box and Dropbox to protect them. These apps give you control over the files you’re sharing and access to manage whoever is sharing the content.

As an employer, ensure your employees access all documents from a single place and that all documents are stored safely. Some file-sharing apps offer concrete security structures, which feature better access controls, password-protected links, and powerful encryption methods.

Besides, these file-sharing tools can offer you functionality, which is necessary for automating workflows for approvals and reviews. This kind of functionality also enables you to edit the shared content. It’s also helpful for users, who are usually on the lookout for more straightforward ways to manage the consistency of their brand to market their materials.

10. Be Positive and Proactive

Efficient corporate communication needs you to exercise empathy. Nowadays, multiple companies are implementing this rule whenever they have external communication. But they seem to ignore it when communicating internally.

Proactive communication benefits both the company and employees because it enhances productivity. Thus, your employees should handle internal communication efficiently, as they do with their clients.

Furthermore, proactive communication is key to productivity and promotes higher efficiency when constantly practiced. Remember, a positive tone in communication will also impact on your communication significantly.


Business communication is critical, especially between management and staff. Thus, open and transparent communication is vital for your business to achieve its goals or expectations. This ensures everyone within your business has the same goals, direction, and mindset. However, some issues are likely to affect the smoothness of communication in the company.

Fortunately, this guide has outlined a few ways to streamline your business communication. Ensure you implement the above tips to get everyone in your company to operate efficiently as a team. Ensure you invest in your company’s communications to make the internal mechanisms and systems more robust.

Author's Bio

John Wallace is the marketing head of one of the largest retail chains in the U.S. He has more than 20 years of marketing experience under his belt. He enjoys camping, yoga, and cooking when he’s not working.