5 effective ways to share information with teams

As we have seen, at work, communication is very important. A successful team is a team whose members communicate daily to exchange information, pass instructions, know the latest company/service/customer news, be informed about the progress of tasks and/or the project in real time, know who is doing what, report a problem or help each other.

However, today, with the development of new working methods (teleworking, hybrid, freelancing, etc.), members of the same team no longer necessarily work in the same premises, but may be geographically dispersed. Thus, communicating well with your employees can become a real challenge if you do not use the right techniques or the right tools.

Discover 5 ways to communicate effectively on a daily basis with your employees in order to keep your team productive and efficient.

One call per day

When you work with employees who are located in different premises or who work from home, it can be difficult to organize meetings or to meet physically to talk every day. A phone call is a simple, fast and effective way to greet each other every morning, to get motivated, to exchange information and to find out more about people or about the tasks at hand.

You can call your employees one by one, or organize a conference call to chat with your entire team. These calls involving all members of the team should be kept fairly short. If certain topics need to be discussed further, call back only the employees concerned to avoid wasting the rest of the team's time.

These daily morning calls are important to maintain a social link between employees and maintain cohesion, especially with people who are only rarely present on company premises.

One meeting per week

The meeting remains an internal communication tool that is essential in the workplace. Well organized, it allows you to:

• send important information or messages to your team (information meeting);
• to take stock of current projects and tasks, problems encountered and the general atmosphere (service meeting);
• to validate steps and to move forward on a project (review meeting);
• to discuss a subject, to move forward together on a task or to seek everyone's opinions (collaborative meeting);
• to find new ideas and to be creative (brainstorming),
• to find solutions to a problem and to unblock a situation (decision-making meeting).

It is important to bring your entire team together physically (or by video conference) every week. This makes it possible to share important information, to discuss the latest news about the service, and to maintain and strengthen relationships between members. Also, some messages are best communicated in person, rather than by email.

A weekly newsletter

Are you looking for an effective way to share regular information with your team? The weekly newsletter is a great solution.

Indeed, this internal communication tool is perfectly suited to transmit company or service news by email to your entire team or to all employees of a company.

Easy to set up, short and inexpensive, the newsletter makes it possible to transmit a message, a vision, to monitor the progress of a project, to present a newcomer, to promote the actions carried out by a department, a team or by certain employees, etc. In short, it allows employees to be regularly informed about what is happening in their company and within the various departments.

Do not hesitate to design your newsletter to make it easy and pleasant to read by adding images and/or videos, and why not by adding a touch of humor (if it corresponds to the image of your company).

One team lunch per week

Having lunch regularly with your team is also a good way to exchange and share information. It can be a working lunch whose objective is to meet around a friendly meal to move forward on an ongoing project, communicate customer feedback, resolve a delicate situation, etc.

But you can also organize an informal lunch simply to share a friendly moment with your employees, get to know them better, discuss their interests, and thus strengthen ties and team spirit.

When team members know and like each other, they work better together and communicate with each other more easily. Your team will therefore be more efficient on a daily basis.

Adapted applications and software

Today, in the age of digital technology and remote working, there is a wide variety of applications and software designed to facilitate the exchange and sharing of information between employees.

These tools include:

• The corporate social network (or CSR): this collaborative tool makes it possible to connect all employees of a company and thus promotes the sharing of information. As on traditional social networks (such as Facebook, Twitter, Instagram or LinkedIn), employees must create their profile, then they can follow the company's news feed, exchange easily with their colleagues or their manager, offer their ideas, share information, etc. The corporate social network allows for user-friendly and less formal communication. It's ideal for hybrid or geographically dispersed teams.
• Instant messaging : it is a communication tool recognized for its effectiveness. More practical than email, instant messaging saves time and no longer loses the thread of a conversation. Your employees are more available and respond more quickly than by email. It is easier to share any type of information (videos, images, images, documents, links, etc.) and to find the files sent.
• Project management software : here is the ideal tool for sharing information about your projects. Project management software such as Wimi includes all the functionalities you need to work effectively as a team, centralize your data, centralize your data, exchange files, comment on a document, communicate with your teams, monitor the progress of tasks, etc. You easily organize your work and you do not miss any essential information thanks to notifications and alerts.

Now you know how to effectively exchange information with your employees, no matter where they are.