How to Solve the Biggest Problems with Mass Communication Software

By February 6, 2019 September 10th, 2019 Communications
problems with mass communication

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 solve some of your biggest problems?

It may seem too simple, but communications is crucial 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 you might not have stopped 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 problems that mass communication software can help to solve.

We’ve outlined some of the biggest problems mass communications software can address. See if any of these sound familiar.

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.

Most likely, you have wondered how to solve at least one of these universal problems. The good news is, you can solve many of these problems with mass communication software.

Mass Communication to the Rescue?

Let’s walk through a few situations where you can use mass communications to solve these common pain points.

1. A Safe Environment

This one is the most straightforward. Organizations must provide a safe working environment for every employee at every location. An entire government agency exists 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. Several of the most common OSHA violations involve a failure to adequately communicate safety risks to employees.

Your 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 you have 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 relying on you 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. You can also communicate via multiple channels, such as text, voice call, app notification, social media, and custom applications–to ensure your message gets through.

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. Inefficiencies are always bad. But when you’re talking about communication, they are especially costly.

So 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. Mass communication software isn’t just for emergencies. Many companies use AlertMedia to streamline their shift scheduling; others use the software to solve problems of inefficiency in their supply chain, notifying the relevant employees when a truck enters the loading bay, for example.

When a company has a workforce of employees working in shifts 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 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 which squander resources or fail to monitor expenses. Any cost savings a company can eke out will benefit not only its bottom line, but also its ability to respond to market demand.

Mass communication can also help to solve this problem. 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 oft-cited quote that may make us feel a little better when we make a mistake. But the reality is, 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, saving money while reducing the risk of a mistake.

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? Most companies are bad at internal communication. To their credit though, 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 on a mass scale? If the studies above are any indication, it likely isn’t going to be through just email, 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 one of two things. 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, and team messaging is received loud and clear. 

How Does It Work?

The best emergency notification software is easy-to-use, with simple interfaces that don’t require an IT background to understand. To send a message, the administrator will either use a pre-written message, or craft a custom message based on the circumstance. Then, they choose the delivery channel: how do they want their people to receive the message? Then, they decide who they want to receive the message. Those recipients should also be able to respond to any message you send them. 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, also 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.

Mass communication software may not solve all of the organization’s biggest problems. But if you combine it with your other internal systems, it can provide measurable value. The role of your organization is to provide the technology and resources your people need to be effective and productive. Give them a tool where they can interact with those in command quickly, in real-time, and on any device. It will give them peace of mind and will give your company a competitive advantage.

Want to learn more about AlertMedia’s mass notification solution?