The Best Ways to Manage Communication Between Different Departments in Companies

The Best Ways to Manage Communication Between Different Departments in Companies

Image source

Internal communication has to be seamless in order to help employees become more informed, efficient and productive. Companies that are looking to grow and develop further, must ensure that the communication between departments is fluid and collaborative.

Even though, numerous companies are working on improving internal communication, there are still many businesses that believe that every department is an isolated and separate entity within the organization. Upper management is the only intermediary between departments in such cases and they use data gathered from everyone to make important business decisions.

This, however, is a big mistake, because not allowing departments to communicate and collaborate can hinder your business in many ways. The sharing of information and ideas between departments can improve the overall employee performance and efficiency, thus allowing your company to grow more effectively. For that, you need good communication between the departments. Here are four ways to better manage communication between different departments in companies.

Break the silo

As mentioned above, in many organizations functions are siloed, with each department conducting its own research, collating its own data and collecting operational performance data related only to the responsibilities of their department. This creates information silos that are unique for every department. In other words, information is stored within a department and not shared organization-wide. Therefore, in order to effectively manage cross-department communication, you must break the data silo.

If the information is kept on a strictly need to know basis, then there is no way for employees to know if their efforts are fruitful or not, until managers inform them of the results. Companies should allow departments to share information, in order to improve collaboration and communication. When data is shared company-wide, your employees can vastly improve their productivity and efficiency. The main reason is that they’ll have access to more relevant data that can help them perform better and make more viable decisions.

Leverage the latest technology

Today, communication mostly relies on technology. That applies to both internal and external communications. If you want to better manage communication between departments, you must focus on having the latest technology implemented in your organization. For example, implement a project management tool for cross-department projects. That way, you’ll ensure that employees can effectively communicate with each other.

Not only that, but they’ll be able to collaborate and share ideas on how to complete specific tasks or overcome certain challenges. Moreover, encourage communication between departments by leveraging instant messaging tools and software, such as Skype, Slack, Google Hangouts and more. That way, you’ll create a seamless communication channel for your employees to utilize. What’s more, you can create specific groups and conversations to better manage, share and streamline cross-department communication.

Enable seamless file sharing

Sharing of data and information is crucial for effective communications, but you must also consider enabling seamless file sharing. Aside from data, your employees need access to important documentation and files related to their work. When files can easily be shared across different departments, it becomes much simpler for employees to be productive. That’s why you should strive towards implementing a seamless document workflow.  

That way, you’ll be able to digitalize the documentation and create a paperless environment within your organization. It makes the whole process of record keeping, file sharing and creation, file updates, as well as sharing of documents between departments nearly effortless. Just imagine how much time you can save by making documents easily accessible to employees, instead of having them make a formal request to access a document every time they need to revise it.

Encourage in person meetings

Although communication is mostly digitized these days, it’s important not to neglect the power of face-to-face communication. This is especially true when you’re trying to manage communication between different departments in your company. In person meetings are a good way for employees to openly communicate and share information. It’s also a good way to foster good relationships between departments and allow employees to familiarize themselves with each other.

That way, you build a foundation for future collaboration between employees in different departments. What’s more, if you have remote teams that aren’t present in the offices, make sure that you involve them in these meeting through video conferencing or live chat to ensure that remote departments don’t feel left out from the rest of the company and that they don’t become disengaged.

 

Managing communication between departments within a single company isn’t easy. This is especially true if the organization is particularly large. You have to ensure that information is shared without issues and that employees have access to important files. Not only that, but you must ensure that everyone cooperates efficiently so that the company is able to develop further. With that in mind, you have to ensure you have both the means and the technology to keep the communication company-wide at the optimal level.

Author: Usman Raza

Usman Raza is a freelance writer, marketing specialist and co-founder of Usman Digital Media. When not working, he’s probably spending time with his family. Follow him on Facebook @usmanraza40 and Twitter @usmanintrotech.

Sharing is caring!

Leave a Reply

Your email address will not be published. Required fields are marked *