Good communication is key for any business. Today, there are tons of ways companies stay connected: phone calls, emails, messaging apps, and video meetings. While all these tools can be helpful, they can also get confusing if not managed properly. Let’s break down the basics of business communication so it’s easy to understand.
Phone Systems
Almost every business uses phones. Whether it’s just one phone or an entire system for a big team, phones are still super important. Some companies stick with traditional landlines, but many are switching to VoIP (Voice over Internet Protocol), which lets you make calls over the internet. VoIP can be cheaper and more flexible, especially if your team isn’t always at their desks. If a business wants to keep all its communication tools connected, VoIP is usually the starting point.
Email is another must-have for businesses. It’s easy to set up, can grow with the company, and connects with other tools businesses use. Popular email services like Gmail (part of Google Workspace) and Outlook (part of Microsoft 365) make it simple because they come with extra apps for collaboration.
But email isn’t just about sending messages. It’s also a target for hackers and scammers. That’s why businesses use security tools like spam filters, encryption, and two-factor authentication. Even with these protections, employees need training to spot suspicious emails. Email can make a business run smoothly, but if not handled carefully, it can also cause security problems.
Video Conferencing
Thanks to technology, people can have face-to-face meetings without being in the same room. Video calls are common in today’s workplaces, whether it’s a quick team check-in or a big meeting with clients across the world. Many businesses use tools that come with their email services, but there are lots of options out there. The key is finding a video conferencing tool that fits the company’s budget and needs.
Messaging Apps
Texting isn’t just for chatting with friends—it’s also useful at work. Some people prefer quick messages over phone calls, especially when they’re busy or on the move. Businesses often choose messaging apps that keep work-related chats separate from personal ones and have strong security features like end-to-end encryption.
Collaboration Tools
Collaboration apps help teams work together more efficiently. They combine messaging, file sharing, task management, and scheduling in one place. This makes it easier to stay organized and get things done without switching between a bunch of different apps. If a team struggles with communication, a good collaboration tool can really make a difference.
Mobile Access
These days, people expect to do almost everything from their phones, including work tasks. Businesses need to make sure their communication tools work just as well on smartphones as they do on computers. Many apps, like VoIP services, have mobile versions that let employees take calls, send messages, and join meetings on the go.
Unified Communications
Unified Communications, or UC, means bringing all your communication tools together into one system. Think of it like having one app that handles calls, emails, messages, and video chats. This makes it easier for employees to switch between different types of communication and keeps everything organized. UC systems can also connect with other business tools to make workflows smoother.
It’s About People, Not Just Technology
Even with the best tools, good communication comes down to how people use them. Businesses need to train their employees on how to make the most of their communication systems. It doesn’t matter if a company has one phone or a high-tech UC setup—what really matters is that everyone knows how to use the tools effectively.
If your business wants to improve its communication systems, reach out to the experts at Lantek. Give us a call at (610) 683-6883 to learn more.