The main communication problems faced by companies
It is no secret that the whole planet is undergoing an acute crisis. Compared to the crisis of 2008, the current COVID-19 crisis is deeper and more systemic. It is everywhere you go, reaping an impact on every aspect of our lives and creating consequences that will stay with us for a long time ahead. It doesn’t necessarily mean a “bad” impact, it’s just the way it is.
The COVID-19 is like a Big Butterfly Effect, where a small change in one state results in large differences in a later state. While it is difficult to predict what exactly will change, some trends are already visible today.
We do it a lot these days. Though there are some issues with that, some of the notable companies already consider transferring at least half of their staff to work from home.
Online meetings/ conferences.
The obvious next step after transitioning to remote work is to have a solution to interact with each other remotely. The video conferencing tools like Zoom,GotoMeeting, Highfive, Fuze, and more are the best solution for the need so far. People already got used to them and even use them in personal life. The video conference is here with us to stay until somebody will reinvent a new remote conference tool, like a hologram, for instance.
Going online for cost reduction.
Companies are transforming fast. More and more activities are transferred online, which requires fewer resources and time. The more time and money you save your company, the more efficient you are and the more productive your staff can be.
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Under the new conditions, time and information will be some of the main strategic resources of any company. Speed of processing and decision making means everything. The effectiveness of an organization will depend on this. Long, pompous conversations will be a thing of the past, with effective, short, automated online meetings taking their place, including clearly planned and trackable outcomes. According to studies, companies spent on average 15% of their time on communication, and this figure grows every year. Mid-level managers spend at least 50% of their working time on meetings, while C-level managers easily reach 90%. The price paid by companies for this communication time is significant and reaches astronomical amounts in enterprises that employ tens or even hundreds of thousands of employees. A survey among senior executives revealed that more than half of their meetings were considered ineffective. What does this mean? Huge expenses and many hours of wasted time result in low productivity. That is, we spend valuable resources on inefficient activities without reaching our goals.
If a company wants to succeed in a new reality of the post-pandemic world, it should be reflected in their communication habits, since they are a cornerstone of any process. So we started to use video conferencing tools much more than before. It looks like a convenient way to stay in touch during the working day. You don’t have to leave your place to meet another person. However, it has its drawbacks too. It is hard to stay focused during remote meetings, both because of “zoom fatigue” and because of many distracting factors that are always present at home. And since we attend multiple remote conversations per day, one meeting after another becomes extremely difficult to stay productive with this kind of communication.
The bottom line
You end your working day by barely remembering who was attending the first conversation and what it was about. In the best-case scenario, you have an agenda in your calendar and a piece of paper with notes made in a hurry and a meeting recording, but who wants to listen to it again, scrolling back and forth in order to find the relevant information. Don’t get me wrong, video conference tools are great, and they are getting better from year to year. They can save you and your team tons of time if you know how to manage your remote conversation effectively. The only question is, how do we do it?
4 stages for time optimization
In order to optimize our time, we are getting through the 4 stages of “planning-communication-activity-results”.
With the “planning-communication" part of it, we are dealing pretty well, by raising relevant questions and issues on agendas ( at least 30% of us). The problem is always in the "activity-results", or the execution part. The ROI (return on investment) here is drastically falling. You invested so much time and effort to discuss the issue, find solutions, and define tasks, but few of them have been implemented. One of the main reasons for this is multitasking and information overwhelming. Few of us (the most responsible) are trying to catch the most important information and organize it into memos. But it's always partial and subjective, and hence many valuable meeting outcomes are simply lost.
Tips for improvement
In order to optimize our time, we are getting through 4 stages of “planning-communication-activity-results”.
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Here is an alternative. You are planning the meeting with the agenda, relevant materials, and outcomes from previous conversations. You share those materials with other attendees so all of you will be on the same page. During the conversation / remote meeting, you are fully concentrating on the discussion of the issues and topics, according to the agenda. At the end of every conversation, you get all the discussed key points, action items, and decisions automatically. There is no need to waste your time on manual note-taking and secondary discussions after the meeting because every conversation is automatically backed up and serves you as long as you need it. In one click, you can share the conversation with other attendees or even with those who couldn't attend the meeting at all. Imagine you can have a concise and essential outcome for every conversation, automatically formatted for you. That’s what deepTalk is all about. deepTalk backs you up with AUTOMATED meeting minutes on your remote conversations, so you can stay focused on the conversation itself without missing a single piece of information. So take a few moments to sign up for deepTalk, configure it, and get a superpower starting for your next remote conversation!