How Software Improves Communication with Team Members

Communication with team members shouldn’t be a nightmare, but it can be. You may have already had to deal with employees swapping shifts without notice. But even future projects of yours could stall altogether because someone is out of the loop. 

The good news is that you can fix these problems with the right team messaging software. Solutions like these help you bring down barriers that are undermining your business. And a platform like When I Work provides tools that can reinvent the way you connect with your team.  

Key takeaways:

When it comes to better communication with team members, these are the key things you need to know:

• Communication breakdowns lead to issues like schedule conflicts and low morale
• Managers can spot communication problems by looking for patterns of conflict
• Greater communication improves productivity and morale
• Team messaging software centralizes communication and improves responsiveness
• Tools like When I Work feature built-in messaging options that keep teams connected 

Table of contents:

• Common employee communication issues and their consequences
• Spotting communication issues as a manager
• How improving staff communication can transform your business
• Why you should invest in team messaging software to streamline staff communication
• How the When I Work messaging app keeps your workplace connected

Common employee communication issues and their consequences

It’s normal to face communication challenges in a busy workplace. But problems arise when you leave them unaddressed, such as:

Miscommunication about availability resulting in scheduling gaps

Poor communication with team members can lead to absenteeism. Sometimes, people don’t know what shift they are actually supposed to work. In other instances, they can’t make a shift due to last-minute changes. No matter the reason, the result is that your company must now deal with scheduling gaps. People who show up in the original worker’s place are likely to end up burnt out. And your customers will experience longer wait times. Everyone loses.

Shift conflicts that cause staffing shortages

Some of your employees may double-book shifts or swap days without approval. They might not think of it as a big deal, but that behavior can throw your whole system off balance. You might end up understaffed during peak hours. Or you could end up paying out too much overtime, which will hurt your bottom line. While allowing shift swaps can make your team feel empowered, it’s important to set some ground rules.

Unclear instructions leading to mistakes and decreased productivity

Vague instructions set employees up for failure. Imagine a project stalling because no one knows who should handle a key task. The entire experience is frustrating and costly. And severe mishaps can cost you the loyalty of customers.

Lack of feedback resulting in poor employee performance

Your team members want to know how they’re doing. The problem is that it’s tough to give feedback about their performance without the right tools. Simple faults can go unaddressed, leading to poor productivity and frustration.

Poor conflict resolution that worsens company culture 

About four in ten workers say poor communication diminishes their trust in leadership. You need to stay connected with your employees if you want them to trust you. But it isn’t easy to stand behind someone that you rarely speak to. Even worse, poor communication can lead to unresolved conflicts and resentment. If issues between coworkers don’t get fixed, they can create a toxic work environment.

Spotting communication issues as a manager

You can tell that communication with team members is becoming a weak spot for your business by looking for these signs:

• Missed shifts or unapproved schedule changes
• Frequent complaints about unclear instructions
• Projects taking longer than expected
• High turnover or disengaged employees

Consider the last time you’ve spoken to each of your employees. And look back on previous email or text threads to gauge response rates. A little reflection can help you uncover communication problems that may be stewing. 

How improving staff communication can transform your business

By making staff communication a priority, you can unlock the following benefits: 

Increased productivity by reducing scheduling conflicts and gaps

Efficient communication ensures everyone knows when they’re working. You can end the last-minute scrambles to cover shifts and help your team members focus on their tasks.

Boosts employee morale by fostering a supportive work environment

A sizable 80% of employees who receive “meaningful feedback” one week are more engaged at work the next. That means you need to ensure your employees feel supported. And that involves providing constructive feedback. Talk to each employee about their strengths and weaknesses. Give them tips for improving so they can thrive at work. The experience should have a positive vibe.

Avoids operational issues by quickly filling open shifts

Fostering great communication goes both ways. Employees should be able to get a hold of you with ease. And they should be able to use open communication channels to call out or bring up conflicts. In turn, you can fill open shifts and accommodate each person’s preferences. 

Decreases turnover by strengthening team relationships 

When you and your team members communicate well, relationships improve. Stronger bonds among team members lead to better collaboration. You’ll also notice higher job satisfaction and lower turnover rates. 

Why you should invest in team messaging software to streamline staff communication

Now that you know why communication with team members is so important, it’s time to set yourself up for success. That means investing in team messaging software that can simplify staff communication. The best team messaging software offers the following features and corresponding benefits: 

Centralized communication reduces fragmentation

Team messaging software consolidates all communication into one platform. That means no more bouncing between text messages, emails, and phone calls. All you’ll need to do is launch your mobile app, and you’ll connect with your whole team.

With a platform like When I Work, employees can send direct messages or group chats. You can even send shift reminders within a single app, keeping everyone on the same page. By centralizing communication, you’ll reduce errors and save time.

Notifications and alerts minimize missed messages 

When I Work includes a mobile app for your entire team. Your workers can enable push notifications and alerts on their mobile devices. These cut the risk of missed messages and keep everyone in the loop.

Suppose that a power outage affects your business. You can send an urgent group message to ensure all staff are aware and prepared. Improved message visibility prevents delays and ensures your team members can respond fast.

Real-time updates improve responsiveness

Creating real-time communication channels allows you to quickly notify staff of schedule changes. Let’s say you need to make a last-minute menu change. Reach out to your staff with the When I Work mobile app, and they’ll receive alerts well before the dinner rush.

Group messaging enhances team collaboration

Group messaging features allow your employees to collaborate on shared tasks. You can create chat groups based on shifts or departments to encourage teamwork. 

Let’s say you run a cafe and want to coordinate shift coverage. Creating a group chat for everyone in a specific role (i.e., servers and cooks) will bring everyone together. In turn, it will reduce misunderstandings and make trading shifts easier. 

Task assignment through messaging increases clarity

Many communication tools include task management features. Use them to assign tasks directly in chats. You can link tasks to specific messages to ensure everyone is aware of their duties. 

Include all relevant instructions in the chat. Everyone knows what’s expected of them and when they need to complete the job. Task-oriented messaging helps keep your team accountable. It also reduces the risk of missed deadlines. 

How the When I Work messaging app keeps your workplace connected

The When I Work team messaging app offers all the features you need to make communicating easy. Its interface is easy for new users to understand. It makes scheduling, shift changes, and task assignments simple. You can publish real-time updates and send push notifications, too.

As explained earlier, one of the biggest challenges in communication with team members is decentralization. Some people text you. Others call, while a handful of employees may send emails. These channels make it tough to keep track of your scheduling needs. When I Work brings all that information into a single app. You can keep up with requests from employees and update your schedule in an instant.

Try When I Work to enhance employee communication

The When I Work messaging app can be a total game-changer for your business. It can streamline the ways you connect with your team members. And it is one of the best ways to keep everyone in the loop. 

But When I Work is much more than a messenger app. It is a complete employee scheduling solution. It has all the tools you need to build better schedules and meet the staffing needs of your business. It even includes a time clock for accurate time tracking. You can also automate scheduling and create customizable templates.

Get ready to save countless hours each week and take the hassle out of staff communication. Try When I Work for free today.