How To Streamline Your Communications Spaces

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How To Improve Chat Efficiency And Productivity

If you are a business owner or any individual that is working with a team towards a common goal, implementing reliable communication software can significantly help members of your team stay on the same page.

When everyone on your team is on the same page, productivity and efficiency will drastically improve. However, simply installing chat or collaboration software isn’t enough to see results. Much like your bedroom, if your communication software isn’t organized and structured, things can get lost never to be found again.

We’ve procured a list of tips & tricks to streamline your collaboration tools to better your communications:

Structure Comm Tools To The Nature Of Your Business

This is a great way to bring organization to the chaos, especially if you are just starting to implement your chat tools.

Start by analyzing your own business or organization. What is the general nature of your business? Is it a service or product you’re offering? How many clients do you serve?

These are all great questions to ask yourself that can spark ideas for structuring your software.


For example, let’s say that you own an office supply store and you’d like to create a structured chat system for your team. A practical way to organize is having individual workspaces within your chat system each designated to a product or product category.

So, have one workspace designated for office chairs, another for desks, and another for general office supplies. The more specific and niche you are able to get your communication tools, the better your team will be able to navigate and find what they need.


It’s a win-win situation for both executives and employees. As an executive, you can simply place the content and materials to each individual workspace for open viewability. As an employee, you don’t need to keep nagging your bosses for information; it’s right there for you in the workspace!

You can drop anything that you may think can be valued by other team members. Emails, clients, phone numbers, contact information, etc. can all be dropped into specific workspaces for the convenience of others.

Separate Public & Private Data/Information

In some cases, you don’t want to share information with everyone in the workplace. Often times, it’s not even an issue of confidentiality; it’s for the sake of not bothering others with information or data that doesn’t apply to that individual.

Direct Messaging

If you find that you are collaborating with a particular individual more often than others, create a separate workspace for direct messaging!

This way, if you have documents or data that needs to be shared with a single individual or small group, you can send it to the particular individuals or groups that need that information. You don’t need to disrupt the workflow of other workspaces.

Emails are becoming closer and closer to obsoletion. It’s slower, more difficult to structure, and oftentimes, unreliable.

How many times have you sent an email only to find that the recipient never received it? Maybe it accidentally got placed in the junk folder? With a streamlined communication & collaboration tool, you can avoid setbacks like these.

Try Gravatate today!
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