Overcoming the communication bottleneck

Bottlenecks

How many times have you walked away from a team meeting thinking everyone was agreement on action items, but as it came time to execute, it seems some things got lost in the shuffle.

These dropped balls can stem from having meeting notes in different platforms and a lack of access to them. In some cases, no one takes notes at all.

It can be difficult to communicate effectively with your team even when you don’t have to worry about staying aligned across a variety of platforms.

Five ways marketing managers can communicate more effectively with Incentive:

 

  1. Using the Meeting Notes App

Taking notes during a meeting is an age-old practice. However, taking notes and posting them in a public place where everyone who attended the meeting can access them is a more consistent, transparent and immediate version of note taking. Inevitably you’ll need some record of what was discussed during meetings, what was resolved, and what new deliverables are on the ‘To Do” list.

Incentive’s Meeting Notes app enables teams to reduce note taking redundancy and confusion by placing the information gathered in a meeting in one place where everyone can view a consistent version. The app provides an additional benefit by notifying team members instantaneously if any changes to the notes are made. These notifications ensure everyone is on the same page and enable teams to respond more quickly to changing needs.

  1. Organize Spaces around departments and apps around projects and tasks

Efficient organizations save time by organizing their conversations – whether emails, instant messages, meetings or other forms of communication – around departments. Collectively, these practices allow employees to be in the know on the team’s progress on tasks that pertain to them, and they can remain focused when a task doesn’t require their attention.

Incentive allows users to create Spaces around projects to easily update teammates on progress and to collaborate. The creator of a Space can invite other users to join it. Inside the Space, there is a news feed and an activity feed that updates users about what their associates have been up to. Most importantly, all the content added within a Space is indexed and can be searched at any point in time. 

  1. Use the Checklist apps for action items

Brevity is the soul of wit, and it’s also the master of efficiency. When there are several projects going at the same time, organizations need a way of conveying what has been accomplished and what must still be done. It’s far too easy for a project to lose momentum if priorities are misunderstood or if team members receive different information about what needs to be accomplished.

 Instead of spending hours a day sending emails or literally running back and forth between departments to deliver updates, a digital checklist available to everyone working on a project saves time, and it instantaneously puts team members on the same page by conveying several concepts at the same time. Lists establish a task’s priority, while creating order and allowing team members visibility into a project, all without placing burden on a single individual to relay messages. When team members need to check in and evaluate the progress of a project, they can easily view the checklist.

  1. Use the Private Chat functionality to share things with a group of employees or one to one.

Inevitably, a project’s priorities and deliverables change over time. Sometimes, those fluctuations have time-sensitive aspects to them. Traditional methods of office communication such as email and one-on-one conversations drastically slow the movement of critical information.

Instant messaging enables managers to instantly convey time-sensitive information in a conversational format to their entire team or directed to a specific team member. Not only functioning as a time-saver, instant messaging additionally accelerates the rate of conversation and makes it more accessible than ever before.

  1. Use the Wiki or Document apps to collaboratively edit and review deliverables

 Organizations that collaborate frequently share documents. This often requires shared passwords, multiple passes to edit the same documents, and more than one person needing to review a document at a time. Passing around Excel and Microsoft Word documents can get confusing, and it can be impossible if more than one person tries to access the document at the same time.

Sharing group projects via native Wiki or Document apps on a digital platform ensures teams can collaborate faster and with less confusion. When documents are online, they are accessible to everyone on your team from anywhere. Wikis make it possible for the best minds in your organization to make contributions when and where they see an opportunity to do so.

Digital documentation also simplifies the organization of information. No one will waste time searching various locations – email, notes, a whiteboard, or a password-protected file – for updates. Navigation search makes it easy to store everything in one place and to quickly locate documents.

Finally, by using a digital platform to edit and share documents, the most updated version is always the last saved version. Everyone will know what’s been accomplished and what’s left to do.

Implement these five tips to eliminate communication bottlenecks in your organization and to make the most of the most valuable resources you have – your brilliant coworkers. Ensure that your entire organization can Get Stuff Done. Together.

 To see how the platform works, click for our freemium version to connect, communicate & collaborate.