How to Strengthen Internal and External Business Communications
By Corey Shields on Jun 25, 2019

How to Strengthen Internal and External Business Communications

Consumer preferences for communication have come to affect both internal and external business communications. Simple desk phones and legacy telephony systems aren’t enough to maximize workforce productivity or sustain great customer experiences.

Today’s employees and customers expect seamless access to modern tools – advanced email clients, instant messaging, videoconferencing, messaging tools and more. As remote working and business travel become more and more accessible, desk phones just won’t cut it anymore.

Rather than trying to force outdated phone systems to work for the modern, mobile workforce, businesses can benefit by taking advantage of cloud-based “unified communications.”

The only thing worse than having outdated technology is having unruly technology!

If employees aren’t given the new high-tech communication methods they need, they will find a way to get it themselves. This leads to what we call a BYOD nightmare, where all of your employees and business data end up on different unsecure platforms, with no way to properly manage any of it.

Video: How To Manage Mobile Devices (BYOD)


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A communication systems upgrade will lead to a more streamlined business. This is especially true when the upgrade is handled by a managed IT service provider that can inspect your personal situation, and pinpoint exactly what your business communication needs are.

We know, at first glance, upgrading communication systems can seem like a negative to the bottom line. However, if you look closer and see how advanced communications help employees work faster, make fewer mistakes and remain aligned to business goals, the benefits are clear.

Case Study: Improving Business Communications

A mid-sized financial firm headquartered in Washington, DC was expanding rapidly. This expansion included opening up additional offices across the region, including a few home offices.

They were not only dealing with an older phone system, but many employees had taken it upon themselves to use readily available free tools for internal chat, sharing content, video and more. Known as “shadow IT,” this is not only a nightmare for IT staff to manage, it can also pose serious security risks.

The company asked Ntiva to source a single communications solution that would offer integrated instant messaging, voice, video, conferencing, and content sharing. They also wanted the solution to be easily accessible from any laptop or mobile device, as remote working and travel were starting to be a huge part of the culture.

Download our White Paper: “How to Use Technology to Improve Your Bottom Line”

Ntiva proposed migrating to a cloud-based communications and collaboration solution that offered all of the above and more. By moving to the cloud, employees could now access all the communication tools they needed from anywhere and any device.

Equally important, the entire employee base was now on the same secure system, making it simpler and faster to get in touch with colleagues and reduce a major headache for the internal IT team.

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An unexpected but added bonus was that their new phone system integrated with Salesforce, their chosen CRM. A significant percentage of the company’s resources were involved with attracting, monitoring, and maintaining prospects and clients.

By taking advantage of embedded calling features along with integrated call and client histories, employees not only gained a more holistic picture of business performance, but their interactions with clients became much more streamlined and efficient.

The bottom line? Moving to cloud communications eliminated capex, reduced in-house operational maintenance and increased employee efficiency.


How Can an MSP Help Your Organization's Communication?

You’ve probably heard of popular messaging systems like Slack. These platforms, when used properly, can keep all of your data in one secure application. Without an official option to transfer data, employees will end up sending confidential files over public channels!

Most businesses are switching to Microsoft’s Office 365 platform, which offers all of the familiar productivity software we use every day, but in a cloud-based setting. This allows files and data to be transferred and accessed securely all around the world.

Office 365 includes a messaging app called Microsoft Teams, allowing for instant message-style chats, secure file transfers, and even video conferencing for everyone in the organization. This app along with its seemingly endless third-party integration gives your team one place to handle all day-to-day tasks.

An IT service provider can also help improve your external communications with Voice over IP (VoIP) telephony. Take your work number with you on your cell phone, and handle calls, voicemails, and conferencing from anywhere. No more missed calls or waiting around for an important transfer at the office!

VoIP telephony lets you conduct business like you’re in your office no matter where in the world you may be. A few simple steps, and your desk phone is obsolete!

Of course, managing an entire office of phone extensions and transfers can be overwhelming. A respectable IT servcice provider will provide co-managed IT support with your current IT employees, or handle all of your IT management if needed.

From internal instant messaging, to file transfers, and even phone calls, your organization could use a boost in every form of business communication, whether you’re a fresh start-up, or a global industry leader.


Interested in learning more from Ntiva's unique case studies? Download our white paper, “How to Use Technology to Improve Your Bottom Line” below!


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