Why every business needs an annual comms health check

Annual comms health checks are vital to ensuring businesses remain competitive. Here, we highlight just some of the reasons why regular checks are so important…

Mike Mead

10/09/2019

There are few things more essential to the future of your business than effective communications. Your Comms strategy is how you make sure that your team members can interact effectively with each other and your consumers. Unfortunately, many companies treat this technology as a set-it-and-forget-it concept.

Once they’ve implemented the communication tools that they think they need, organisations often ignore their infrastructure for years at a time, only coming back to it when legacy systems fail, or outdated software leads to a data breach.

However, keeping up-to-date with your network health checks could help you avoid everything from data loss to diminished productivity levels. Here are just some of the reasons why every company needs a regular comms health check.

1.     Stay ahead of technical needs

Communication is changing. Your employees need more than just a desk phone to connect with their colleagues and customers today. They also need collaboration software for real-time file-sharing, video cameras for video conferencing, and softphones that work on their smartphones for instant conversations on the go.

As your business evolves and you take on more field workers and remote employees, assessing your communications strategy will allow you to determine if you have the right tech in place to support your growing workforce. Remember to think about:

  • Video conferencing and audio conferencing
  • Mobile communication and softphones
  • Team collaboration and instant messaging tools
  • Cloud-based file sharing and communication software

2.     Come up with management strategies

New communication tools and software in the business environment leads to the creation of new management demands. For instance, if you have a remote team that needs to stay connected on-the-go, you may choose to reduce costs by allowing your team to use their own devices. While this can be a great way to keep employees productive and engaged, it also leads to security issues unless you have the right BYOD policy in place.

As you evaluate your communication strategy, ask yourself whether you’ll also need to implement new management policies to keep both your teams and your business secure. If you have a new mobile communication strategy in place, for example, you might want to look into implementing mobile device management software that allows you to access business phones from a distance, back-up information, and remove sensitive data from stolen phones.

3.     Keep employees happy and productive

The right technology is crucial to success in any business. If your employees are constantly struggling to collaborate with their team members or connect with your customers, then they’re not going to have a good time in their careers. On the other hand, if you have technology in place that makes communication quick and seamless, then the workforce will run like a well-oiled machine.

During your comms health check, consider sending surveys out to employees that allow them to provide feedback on the tools they no longer use, and the solutions they would like to have in place to make their lives a little easier. Feedback from your staff will help you make more informed decisions when you’re investing in new technology.

4.     Update infrastructure quality

Just like any other technology, communication equipment can end up becoming out of date over time. The more you allow your communication solutions to stagnate, the more likely you are to suffer from issues like dropped calls, lag, and even missed sales opportunities.

For instance, a lot of companies in the modern world are beginning to move towards the cloud and VoIP for their telephony capabilities, rather than relying on the PTSN. Taking the same approach for your business would mean that you could access better call quality, improved network routing, and reduced costs on long-distance calls compared to a legacy system. Regularly performing a network health check will help you access better quality calls, for a reduced price.

5.     Tighten your security

Finally, conducting a regular communication review will help you improve the security of your network. Remember, criminals are always coming up with new ways to access and steal essential data from businesses around the world. Evaluating everything from your software and cloud-based tools, to your hardware and network infrastructure, will help you recognise the gaps where you can increase security and even become more compliant with guidelines like GDPR.

With updates to your comms strategy, you can implement enhanced encryption opportunities for data at rest and in transit and set up backup and disaster recovery plans for if anything should go wrong within your organisation.

Conducting a regular comms health check might not be the most exciting thing you do for your business however, it’s one of the most critical steps in ensuring that a crucial part of your tech infrastructure continues to deliver value.