How to Solve the Biggest Problems with Mass Communication Software

By October 11, 2016 Communications
How to solve the biggest problems with mass communication software

As a business owner or leader, you’re likely faced with quite a few day-to-day challenges that are up to you to resolve. What if something as simple as a mass communication system could allow you to check a few of those challenges off your to-do list?

It may seem too simple, but communications is actually rather important when it comes to running a business. One study revealed that “companies with highly effective communication practices enjoy 47 percent higher total return rates to shareholders compared with firms that are least effective at communicating.” Sadly, however, many organizations lack the modern technology they need to deliver “highly effective communications” across their organization.

We think it’s worth taking a look at perhaps a different aspect of communication – one we doubt many have bothered to consider. When people think of mass communication software, they often think of using the software to communicate during an emergency. Sure, that’s a major feature of this type of software, but there are other uses for the technology in some interesting cases.

We’ve outlined some of the biggest challenges mass communications software can address in various scenarios. See if our list of business challenges sounds familiar and read on to learn how a mass communication system might be an answer.

Biggest Business Challenges

  1. Ensuring employees are working in a safe environment.
  2. Gaining efficiencies across the board.
  3. Reducing costs wherever possible without sacrificing service.
  4. Communicating effectively with employees.

Mass Communication to the Rescue?

Let’s walk through a few situations where mass communications is used to solve these common pain points.

1. A Safe Environment

First and foremost, organizations must provide a safe working environment for every employee at every location. An entire government agency was established for this sole purpose. The federal Occupational Safety and Health Act (OSHA) sets forth regulations companies must follow to keep employees safe, not only within the confines of the company buildings, but wherever employees must travel in order to perform their work duties, such as construction sites, warehouses, and company vehicles.

The organization may be adept at securing the work environment and adhering to these guidelines, but what about the outside forces that are less predictable? This is where the mass communication system we often think of comes into play.

When there is an emergency, say a natural disaster, weather-related incident, or power outage, seconds count. Whether a company has employees in one location or dispersed across the globe, it’s important to have a system in place to be able to communicate with them immediately. They are depending on corporate to give them timely instructions, updates, and resources.

A mass communication system is the ideal platform to reach the entire employee base or specific groups of people in harm’s way. It can give organization leaders and administrators a quick, secure, and real-time system to notify and receive critical information via multiple channels, such as text, voice call, app notification, social media, and custom applications.

Using multiple channels is important as most employees rely on various forms of communication, are often mobile, and sometimes away from an internet connection. Sending an email or expecting them to log into an app is insufficient. In an emergency, you need to be sure they get the information NOW. Mass communication software is the perfect solution to reach the most people the fastest.

2. Improved Efficiencies

Poor internal communications cost businesses $26,041 per employee per year in lost efficiency. Whether you’re a small company or a global organization, that’s a lot of money and productivity down the drain. Efficiencies can be gained, however, in plenty of unexpected places.

How can an effective mass communication strategy help boost efficiencies? It may be surprising to learn that mass communication software is ideal for managing logistics and operations. What is the key to both of these critical business units? Communications.

When a company has a workforce of employees working in shifts and/or in the field, it can be challenging to coordinate schedules, obtain and dispatch real-time information and changes, and ensure everyone is where they should be when they should be there. It can drain resources and waste time to manually perform all of these duties.

Mass communication software can automate these duties and bring much greater efficiency to the process. It enables managers and dispatchers to efficiently communicate with technicians, drivers, and shift workers, assigning jobs, arranging schedules, and verifying locations. This can speed up service and product delivery, while also ensuring shifts are always covered.

3. Reduced Costs

Costs are always top of mind for organizations. In fact, 88 percent of firms plan to cut costs in the next two years. A lean organization is more nimble and competitive than those who squander resources or have little oversight over expenses. Any cost savings a company can eke out benefits not only its bottom line, but its ability to respond to market demand.

Mass communication plays into this cost reduction quite well. Because it automates many manual processes, less labor is required to perform such tasks – labor that can be directed elsewhere to more profitable duties.

Automation also lowers risks, which in turn, lowers costs. “To err is human” is an often cited quote that may make us feel a little better when we make a mistake, but errors are costly. Thankfully, they can be drastically reduced through automation. Mass communication software automates many of the duties related to logistics, scheduling, and communications and ensures users have access to the latest information in real time.

4. Effective Communication

Insufficient communication during times of change has been identified as causing a 42 percent increase in misconduct. Fewer than half of employees open emails from their companies and 47 percent believe meetings are a colossal waste of time. More than a third of employees never use the company intranet. What do all of these statistics prove? It’s not easy to know how to communicate with employees in a way that will get their attention and give them the information they need.

What is an organization supposed to do if it wants to engage with its employees at a mass scale? If the studies above are any indication, it likely isn’t going to be through email alone, meetings, or internal company websites. While these channels have their place, they aren’t comprehensive enough in today’s mobile world to ensure everyone is, quite literally, getting the message.

Often the downfall of internal communications is either the wrong messaging is being delivered or the right messaging isn’t reaching its intended audience. Mass communication software is the ideal tool to ensure corporate, divisional, or even team messaging is received loud and clear.

How does it work? Good software will enable the administrator or business leader to either use a pre-written or pre-recorded message, or craft a custom message based on the circumstance. The message is delivered via multiple channels simultaneously to ensure it is delivered to at least one of the employee’s preferred channels – the channel they are  most likely to be using at the time or check most frequently. It will also enable the employee to respond and communicate with the administrator/leader who sent the message. After all, to have communication, you need both parties to be able to communicate.

Finally, the best software will provide metrics so organizations can gauge the effectiveness of their messaging, open rates, and response types. Some companies use surveys, again delivered through the mass communication software, to poll employees on how well the system worked, suggested improvements, and additional helpful feedback. This circle of communication goes a long way in engaging employees and giving them a voice.

While mass communication technology may not solve all of the organization’s pain points, it can be combined with other internal systems to provide measurable value. The role of the organization as a whole is to provide the technology and resources its employees require to be effective and productive. Giving them a tool where they can interact with those in command quickly, in real time, and on any device and channel they most prefer will give them peace of mind and give your company a competitive advantage.

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