The opinions expressed by the shareholders of the entrepreneurs are their own.
It’s no secret that running a business successfully requires effective communication between employees and management. However, this is an aspect that most companies across the US seem to be lacking. According to a 2021 survey by Grammarly and The Harris Poll, companies lose nearly $1.2 trillion or $12,506 per employee each year due to poor internal communication.
This factor has been increased due to recent trends of hybrid and remote work. According to the same Grammarly survey, 72% of company leaders said their teams had had communication issues over the past year. Moreover, 82% of them are concerned about the impact of poor communication on their business in the future.
Ninety-six percent of heads of organizations agree that proper communication is the only way for their team to achieve expected results in the next year. So, it is time for organizations to move on from the amount of damage that poor communication has caused and devise effective means to solve the problem.
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How to improve workplace communication
Here are some methods companies can use to improve communication within their organization:
Use the right tools to communicate:
With hybrid and remote work being the norm these days, using the right networking tools is a must for employers. Most formal conversations tend to happen over email, but it may not be effective in every situation. In fact, according to a Cisco study, 84% of employees believe that having a proper networking infrastructure is essential to ensuring seamless connectivity in a hybrid model.
For example, during a project, when the group needs to stay in constant touch with each other, using messaging apps can be very beneficial. Moreover, if an in-depth discussion or briefing is required, managers can effectively use video calls to facilitate the same.
All means of communication have their own benefits. Thus, it is up to the business owner to use them wisely as the situation requires.
Don’t make any assumptions:
During miscommunications, it is very common for individuals to make assumptions. This practice can be a serious problem when it comes to maintaining proper communication in the workplace. Under these circumstances, leaders should consider asking open-ended questions. This will help them understand what the other person really meant and make the right decision.
Take your time to listen to employees:
Communication is a two-way street. Thus, it is imperative that management take the time to truly listen to the employees. In this regard, it is necessary to pay full attention to the conversations, avoid multitasking and not form responses before the person in front of you has finished speaking. Doing so will make employees feel valued and help owners create an atmosphere of trust.
Related: 15 Ways to Lead Through Effective Communication
How can artificial intelligence improve workplace communication?
In recent years, the use of artificial intelligence has been a hot digital transformation trend among companies. Now, the good news is that AI can be an effective solution for improving workplace communication.
Automated note-taking system:
During a meeting or discussing a project, it is very difficult for employees to participate in the conversation as well as take notes. This can lead to gross errors, resulting in misunderstandings of facts. Moreover, this person may forget to send the minutes of the meeting to all stakeholders, which can lead to further problems.
In this regard, having an automated AI system that takes notes during the meeting can be an effective solution. The software can be programmed to transcribe the data and send it to all participating members via email.
Virtual assistants for routine HR tasks:
Often times, employees find themselves having difficulty contacting the HR department to find out basic procedures, benefits, organization policies, etc. This may lead to poor communication between departments, which may later lead to many complications.
Companies can hire AI-based virtual assistants to provide employees with access to public organizational data. They can also use such software to automate reminders for meetings, events, etc., which can greatly simplify intercom.
According to a 2022 PwC report, 52% of companies have accelerated plans to adopt AI after the pandemic. Also, 86% of them believe that artificial intelligence has become a “mainstream technology” in companies now. This highlights the popularity of AI across industries when it comes to automating routine tasks.
Troubleshooting internal communication problems:
It is very normal for software applications to crash once in a while. But waiting for technical assistance to arrive and resolve the issue can lead to delays. In this regard, companies can decide to use artificial intelligence in their internal communication channels. These solutions can help employees troubleshoot the problem immediately, thus preventing any communication gap.
Collect employee feedback:
Providing timely feedback to employees and responding to their concerns is essential when it comes to maintaining appropriate communication in the workplace. In this regard, AI applications can facilitate the real-time collection and analysis of employee opinions regarding organizational matters.
This will help leaders avoid unnecessary delays and take prompt action. Moreover, it can help them provide quick performance-related feedback to their workforce, thus enabling them to improve their efficiency and skills.
Apart from simplifying workplace communications, AI applications can help companies conduct market research, engage with customers, respond to emails, schedule meetings, and more. With artificial intelligence at our fingertips, transparent and effective communication between departments can be accelerated beyond what we already know. It’s time to accept the new “normal”.
Related: How you can actually use AI to benefit your business