Business Communication Tools :

A wide variety of communication tools are used for external and internal
communication.  These tools include postal mail, email, telephones, cell phones,
smartphones, computers, video and web conferencing tools, social networking, as
well as other online collaboration and productivity platforms.  

Postal Mail

Even with all the modern methods of communication, regular postal mail is still a
powerful tool for a business. It adds a personal touch, and is often used for delivering
secure documents and contracts and for delivering purchased items to customers. Be
sure to learn which carriers are most reliable in each region where you conduct
business. You can compare costs to get the best combination of price, delivery date,
and tracking options.

Email

Although you may already have a personal email that you use, having a business
email will be helpful in communicating with customers, vendors, and internal
teammates. Checking email on a daily basis is essential. There are many email
features available depending on the type of account you have. For example, for some
accounts you can track email to ensure the recipient reads it. You can also postpone
sending outgoing email, filter incoming email, and set-up automatic responses with
different types of accounts.  Platforms for hosting email include Gmail, Outlook, and
Yahoo. There are also others. For additional cost, these platforms will set up your
own business email address.

Telephones

The cornerstone of your business communication, both external and internal, may be
your telephone. There are many types of telephones, and only you can decide which
type is right for you. Even the standard telephone (landline) that is installed in your
office has many options. While you may have a telephone already, you should start
with at least one line that is unique to your business. This line should have the
capability to take messages in case it is not answered personally. Here are some
telephone tips:

 Answer your phone in a timely manner (within three rings if you can). Always
identify yourself when answering. Record a voicemail message that identifies
the number, provides brief information about your business, and indicates
when you will return the call. Then continually check your voicemail to return
calls promptly.
 When leaving phone messages, clearly state your company’s name and phone
number at the beginning and the end of the message.
 Be polite in cell phone use! Good business courtesy includes avoiding being
interrupted by telephone calls, texts, or email when in a meeting

Landline
The landline is the telephone system that uses a physical wire for transmission. You
may have a landline in your home, your office, or at a public phone location. If the
internet is unreliable, you will still be able to use your landline because it relies on a
different technology for communication. There are many services available for
landline telephones

Smartphones

A smartphone is a cell phone that offers advanced capabilities with computer-like

functionality. A smartphone incorporates features like email, internet, and social
media. Smartphones are capable of text messaging and include a camera with video
capability. Outside your office, a smartphone can be a valuable tool for business. In
fact, if you don’t have an office, or work from your home, a smartphone can be your
office. With a smartphone you can use email, access the internet, review, edit, or scan
documents, use GPS, accept and make payments, and use a multitude of applications
(apps) to do almost anything.

Internet Calling: Google Voice and Others

Internet calling is a way to make phone calls using the internet. There are several
internet calling providers. Google Voice is the most popular and it is free. Google
Voice provides voicemail, Short Message Service (SMS) and texting, and a local
phone number.  Users can send free text messages, customize their voicemail, read
voicemail text transcript, and more. Users can make or receive calls or texts from
their computer or from their mobile smartphone. Google’s voicemail service is now
available for free to all Gmail users.

SMS Messaging and Texting

While not all mobile phones are smartphones capable of receiving videos and
pictures, nearly all mobile phones can receive SMS (short message service) messages.
These are texts of less than 160 characters that consist only of letters, numbers, and
symbols. SMS messaging, and texting in general, is a powerful way to communicate.
Companies can use SMS messages as a way to remind customers of sales, product
offerings, and other announcements. It is important to note that customers must
opt-in to companies’ SMS marketing campaigns and that it is illegal for companies to
send SMS messages to customers who have not opted-in.

Video and Web Conferencing

Video conferencing provides a way to have face-to-face meetings without the

expense of travel. It provides a more personal way to communicate both externally
with customers and partners and internally with team members or employees who
may work outside the office.

Video conferencing technologies transmit and receive images and voice in real-time
so that you can have a “face-to-face meeting.” Web conferencing adds another
dimension - it allows you to share documents and applications during your online
meeting. Both options allow you the flexibility to have one-on-one meetings, or
conferences with multiple attendees. Seeing facial expressions and nonverbal cues
during crucial business discussions and negotiations can be invaluable for your
business.

Some common tools for video and web conferencing are listed below. These tools
are offered at different levels and price points, although there are some you can
access for free. Some examples of video and web conferencing tools include:

 Google+ Hangouts ,Skype, Zoom, Ring Central, Webex, Goto Meeting

All these solutions allow you to communicate as if you were face-to-face with
customers, partners, and employees anywhere in the world. Time and money that
would be spent on traveling can be used other ways for your business. You can share
documents, make presentations, and conduct meetings on short notice. For example,
without leaving your office, you can collaborate with employees who work from
home or from other company locations.

Social Networking Sites

If you are a member of a social networking site or utilize social media, you know that
these platforms are popular for businesses that use them for marketing. A social
network is an online community comprised of individuals or organizations that are
tied together by common interests. Internet-based social networking occurs through
a variety of website platforms that allow users with similar interests to share content
and interact online. Some popular social networking sites include Facebook,
Instagram, Twitter, LinkedIn, Pinterest, YouTube, and many others.

By creating social networks that follow your business, or the interests of your
business, you can  build relationships with current and future customers. For
example, there are online social networks for companies, celebrities, politicians, and
interests such as travel, home decor, cooking, and exercise to name a few. By posting
content to these groups you can provide information to a large number of followers
quickly and inexpensively.

Online Collaboration Tools

G Suite: Google offers a suite of products that enable online collaboration. Using

Google Docs you can develop a document that can be edited by multiple people in
different locations (or all within the same conference room) in real-time, and at the
same time.  Other G Suite products work the same way: Google Sheets, Google
Slides, and Google Drive for example. You can create and manage your documents in
a filing system that can be owned by one person or shared among a team. Google
Calendar has become a popular way for organizing your own schedule as well as
scheduling meetings among members of different organizations or businesses.

Office 365/Office Online: Microsoft also offers a suite of products that enable

online collaboration. Office 365 includes Outlook, OneDrive, Word, Excel, PowerPoint,
One Note, Skype, and other applications. The Office 365 suite is not free. Microsoft
Online offers software in a cloud-based variety for free.