How to Use Your Phone as an Effective Internal Communications Tool

Phone system as an Effective Internal Communications Tool
by Cliff Painter     Monday, April 17th, 2017.

Why are you still using that out-of-date phone system to communicate within your organization? Phones can be very powerful communication tools if you have the right system in place. Here are some questions you should consider when you’re evaluating whether your phone system fits your current needs:

  • Does your phone system support video conferencing for remote employees?
  • Can your phone system grow easily with your company as it expands?
  • Does your system support multiple locations or allow remote employees to access their business phone?
  • Does your business phone system enable you to customize the calling experience with custom dial plans, auto attendants, and working hours?
  • Can you clearly communicate with those you need to without worry of your system failing?
  • Do you have voicemail? How about voicemail to email?

All of these questions could help you decide if your phones are working for or against you. If you know that your system is up to snuff, then the following steps will help you create a great internal communications plan for your organization. Here are a few ideas on how to use your phone system as an efficient internal communications tool:

#1. Make sure that you have a detailed dial plan.

Your dial plan can be a strategic tool, not only for inbound calling but also for internal communications. Features like:

  • Extension Dialing
  • Company Directory
  • Conference Bridges
  • Call Forwarding

Will allow you to better manage your internal communications. By using a Hosted Phone System, you will be able to create a phone system at multiple locations around the world as if they were all under the same roof—and that’s without the expensive, cumbersome hardware.

Jive also has a feature called Find Me/Follow Me that will allow you to forward all of the phone calls that come to your office phone to an external number like a cell phone or home phone. This allows employees to be available regardless of whether they are in the office or not. And, you’ll never have to give out your personal number again.

#2. Set up a periodic video conference with remote employees.

By doing this, you won’t miss out on the important face-to-face communication that you get with other team members on a daily basis. Non-verbal communication is almost as important as what we say. A Hosted Business Phone System will allow you to integrate voice and video in the same system. This will help to improve team unity and overall moral of both the in-house members and the remote members. This can be huge when important projects need to be completed or if collaboration is something that is crucial to the workflow in your company. Managers can have more tools to help them build relationships with remote team members and do performance reviews with them face-to-face.

#3. Jive Mobile App Gives You Network Access on the Go

Have you ever been on a business trip and needed to contact a co-worker but can’t remember their number? Instead of writing them an email and having to wait until they write you back, Jive Mobile is a service that can turn your personal cell phone into your business phone. Because Hosted Phone Systems are in the Cloud, you can have access to your company’s network anywhere through the app and a wifi connection. This will enable you to use extension-to-extension dialing, access the company directory, and even do video chat all from your smartphone acting as your desk phone.

#4. Easy-to-Use Admin Portal

A Hosted VoIP phone solution like Jive makes the office administrator or director of IT’s life so much easier. Instead of having to program in new lines for new employees and coordinating all of their voicemail, extension, and call-forwarding settings, all of this can be done with the click of a button. No more wires and cords, just easy access without any headaches.

In addition to the online portal for the phone system administrator, Jive allows each end user access to their own phone through the end-user online portal. This allows them to program in their own Find Me/Follow Me features, manage their voicemail, and set call-forwarding options.

#5. Voicemail-to-email features are convenient.

If you’re anything like us, then being able to read your voicemail and manage the inbox without having to punch in codes and say passwords is a huge blessing. This will help facilitate your communications with co-workers when they are gone and you can’t get ahold of them. By leaving them a voicemail, you know that they will be sent an email and can respond to you via email or a phone call.

Jive Is an Effective Internal Communications Tool

With the right phone system as your tool, you can customize and leverage it even more than the five steps mentioned above. In fact, each business needs something unique and different from their phone system so that it becomes an effective internal tool for them. If some of these things above caught your eye but you know that they aren’t possible with your current system, download this eBook and explore how Jive’s Hosted VoIP could be a better, more cost-effective way for you to use your phones as an effective business tool.

Exploring Cloud eBook