Why do we work more efficiently with collaborative messaging?
Collaborative messaging is an essential part of any business, community or organization, as it is by far the most frequently used application on a daily basis. Today, the use of a professional mailbox goes far beyond the classic issues of simple e-mail exchange.
While messaging has become the universal means of inter-company communication (sending documents, invoices, making appointments, etc.), SMEs and SMIs need a messaging service that really enables their teams to work together effectively: collaborative messaging. When we work together, we're immediately more productive, because we save the most precious commodity of all: time. So what are these extra features, and what benefits do they bring to your business? Let's move on to a better use of messaging!
What are the challenges of a professional e-mail system?
Conventional e-mail is a means of exchanging information almost instantaneously, making it easy to communicate at a distance and without worrying about the equipment of the recipients. But on a professional level, work teams need a versatile tool that can facilitate participation in a common project. This is why professional messaging has been transformed into a veritable Swiss army knife, at the service of corporate organization: collaborative messaging.
There are many messaging servers, open source or not, installed in-house or in SaaS mode, but they don't all offer the same functionalities. And it's these features that make all the difference. Collaborative messaging is a form of groupware that offers several communication solutions to employees of the same company. This could be a group of different players, a coworking organization or even a large international group. But above all, this shared messaging system is also a way of pooling a maximum amount of data: contacts, agendas, information and files.
How can collaborative messaging help you work more efficiently?
Organizing the migration to a collaborative messaging solution within your company is a productivity booster. Thanks to shared data, everyone is better informed. Your teams quickly become more efficient and responsive. This pooling of information is made possible by these five practical and essential tools capable of meeting your needs:
#1 Features that enable communication
Communication is a vital element in any company. That's why it needs to be encouraged as much as possible, by multiplying the means of exchange between partners.
With a collaborative messaging service, sending e-mails is simplified and immediate. Most offers include a chat channel for real-time discussions. This type of electronic mailbox also makes it possible to delegate e-mail accounts, during a colleague's leave for example.
#2 A messaging solution for better planning
Working together means constantly having to coordinate everything: a meeting, a call, the roll-out of a project...
Thanks to its integrated shared calendar, your collaborative messaging application saves you precious time when scheduling tasks. You can consult your colleagues' appointments directly, on your PC, tablet or smartphone, and find out, without disturbing them, when they're free. You can also use a shared resources calendar to reserve a room or a vehicle, for example, with a single click.
#3 Access useful contacts via your shared messaging system
Customers and other external stakeholders communicate with different parts of the company, sometimes with very little connection between them.
Using a collaborative messaging system allows you to streamline contact management by pooling different address books. There's no need for lengthy procedures between your sales force and customer service, for example.
#4 Which features will help you get organized?
To optimize their time, company employees often need to plan their tasks simply.
Choose a shared messaging system with a directly integrated task manager. This makes it easier for each employee to manage his or her time and work in a group, as tasks are visible in the shared agenda and pooled with the relevant contacts using tags.
#5 The advantage of groupware for working together
Staff working on the same project constantly need to share large files, sometimes too heavy for conventional e-mail.
Features like those offered by BlueMind make the task easier. You can attach a document to a message without worrying about its weight: if it's too heavy, it's automatically hosted and its link integrated into the e-mail. One click is all it takes to access the file.
3 essential criteria to help you choose your groupware
1st criterion: compatibility with Microsoft Outlook
Perhaps you're already using the Exchange mail server and are looking for an alternative solution for your company. You're not alone: around 80% of professionals use the Outlook e-mail client. And few of them want to change their client, so as not to disrupt users. However, no messaging solution other than Exchange allows you to use Outlook in its advanced native mode (Exchange via MAPI) or without plug-ins...
At last, a solution is emerging: BlueMind collaborative messaging has developed a revolutionary tool that makes it easy to replace the Exchange server while retaining Outlook, with no need to add anything to it. As a result, your teams are not disrupted by the interface change. If you've been waiting for your company to grow before migrating, it's advisable to make the transfer as soon as possible. This tool will be available during 2018.
2nd criterion: the possibility of a SaaS messaging solution
You're probably wondering: SaaS or On Premise? Software as a service is increasingly the preferred solution for businesses. Installation and maintenance costs are generally lower, and you can rest assured that updates are deployed to all your IT staff.
In all cases, put accessibility and mobility at the heart of your concerns. All your teams must be able to access your messaging solution, from anywhere and on any type of terminal.
3rd criterion: the advantage of a flexible, API-based open source application
Choosing an established open source software is a guarantee of a dynamic and responsive ecosystem. Open-source messaging software is a key component in communications, and offers great flexibility when it comes to integration into a complete information system.
Today, APIs (often web-services) are as important as the software itself. An open-source messaging system like BlueMind is built around APIs for greater flexibility. You can easily interconnect it with other solutions, such as your usual CRM and ERP software. But you can also extend its functionalities according to your needs, thanks to a system of plugins.
Adopt a communication channel to boost your productivity
When it comes to deploying a new collaborative messaging solution for your company, the key notion that should govern your choice is synchronization. This instantaneous sharing of data, contacts, diaries and e-mail messages compensates for the lack of communication between colleagues, and serves the collective.
When you save time and increase efficiency thanks to the functionalities of your e-mail system, you increase your productivity. With an easy-to-use, web-based collaborative messaging service like BlueMind, accessible from any terminal, your team becomes functional and mobile.
Article translated from French