Last updated on July, 30
🏆 Best Communication Software for August 2021
Communicate with your team effortlessly with the best communication mediums. Use suitable communication software that fits your company's needs to access modern tools that can spur the growth of your business!
What is communication software?
Communication took a more dynamic shape through the digital platform. With the use of communication software, you can send messages to people halfway across the world in real-time. By definition, communication software are applications or programs that can transfer data of different formats to several systems—emails, instant messages, calls, and more.
Why do you need communication software?
Gone are the days when you have to snail mail a letter just to reach a loved one. With the technology communication software gives you, reaching out is never out of hand. Here are more reasons why having a trust communication software can make life better.
Opens New Working Opportunities
Unlike before, face-to-face meetings are necessary just to make crucial decisions or delegate tasks. This is where communication software opens working opportunities that help you work anywhere you are. You and your team can conduct meetings, brainstorm a project, and communicate instructions just with an internet connection.
Boosts Productivity in the Workplace
You can communicate via email, live chat, or conduct meetings with live recording features to keep everyone accountable for their tasks. This will also be useful in clarifying important points later on. Making sure that everyone is on the same page, communication software boosts productivity in the workplace.
Many communication software can be installed on smartphones and tablets. In the workplace, this eliminates the need to purchase expensive hardware for data transfer systems. Expensive telephone licenses are also replaced with cloud-based communication software. These changes can save you a significant amount of money, especially when you availed a package.
Provides Efficient Data Storage
One of the essential benefits of communication software is data storage. It provides you with a safe place where you can record or archive files, audios, and videos. You can keep memories you can look back to later on. This is also helpful in the workplace as it acts as a repository for customer queries, minutes of meetings, and discussion points.
Instant communication is always attractive—no matter what context we put it in. Communication software for business helps colleagues communicate with each other easily. Since working involves interacting with other departments, you need to reach your co-workers at any time. Communication software lets you use video messaging, chat, or email to communicate messages easily. With the software, transactions are effortless, and working is enjoyable.
Makes Real-Time Collaborations Possible
If you and your team are working on a project, communication software can provide you access to the right information at the right time. It gives both the stakeholders, the team, and the decision-makers real-time access to information that will help them finish the project. They can share real-time progress, collaborate, and communicate. This makes sure that the project continues even without face-to-face interactions so you can finish before the deadline.
Saves You Time and Money
Communication software is an excellent way to automate functions. Having an active communication channel between different teams in the organization can have a major impact on how much time and money your company saves. While improving the process, communication software creates a sustainable system that will make work so much easier for everybody.
Core features of communication software
It goes without saying that communication is crucial. Having the best communication software out there is the surefire way of gaining reliable, seamless, and convenient information exchange. Don’t know where to look? Here are the features that matter when choosing the right communication software solution for you.
Most communication software uses the same standard user interface that makes it easy to navigate. In the workplace, it’s like you’re using another social media account. Some may even skip the tutorials at the beginning because you can just work your way through the software by yourself.
Easy to integrate
Communication software examples may come in different forms. They let you make calls, send messages, transfer files, and many more. These applications have built-in features that allow them to be integrative. For instance, you can integrate your office email to your phone, so you can check your messages easily—no need to log in to your laptop or wait until you go back to your office. You can address urgent matters right away.
Communication software takes out the need to print memos and send them out to everybody. It even eliminates the bulletin boards that take time to create. All correspondence and announcements can now be made via email or portals. Can you imagine how much paper your company can save by skipping print outs? Minutes of meetings can also be safely stored in a cloud system for easy access—no need for log books that just end up misplaced later on. With communication software, information storage is safe and paperless.
One core feature of communication software is cross-departmental technology. The technology allows you to align the processes of different teams through a single virtual pool resource. You can eliminate the need for manual and individual task assignments that just slows down the working process. Communication software allows efficient processing of tasks wherein all processes are interconnected through one technology to ensure that the goals are met across all activities in the organization.
Secured file sharing
One of the reservations in using communication software is data privacy. Is your company’s data safe if you upload them in the cloud, or you send them via electronic transfer? Once you upload the data to the cloud, only authorized members should gain access.
You can modify the visibility of the file and limit the accounts that can access sensitive information. As for sending messages, there is a communication encryption software that protects the data and puts passwords to ensure its confidentiality. Most communication software also has the option of terminating access. With this, once a colleague resigns or is no longer part of the project, access can be removed easily.
Efficient internal communication
A company without a good internal communication system can be spotted easily. You’ll see that the employees are disconnected and are not updated with company announcements. Having a good internal communication system helps the management communicate with employees to keep them engaged. It also helps employees interact with one another to make task completion easier.
Top-notch customer service
Communication management software helps companies manage their inbound and outbound customer calls. This helps monitor all customer concerns done via phone call or email. This is especially useful to make sure that employees address your customers professionally and politely. Most companies use this system to do quality assurance monitoring for customer complaints.
Effective task management
Business performance will be successful with effective task management. If you are a business owner who wants to optimize task management among your employees, communication software can help you. By combining powerful communication features with assignment tracking capabilities, you’ll be able to monitor every project’s progress. From planning to execution and completion, you’ll surely be part of your employees’ projects.
Types of communication software
Video messaging is kicking instant messages up a notch. This allows you to send videos through messages in real-time. Since videos usually come in large files, they cannot always be accommodated by usual messaging apps or emails.
For businesses specializing in media, video messaging is an essential tool in communicating. You can instantly send video drafts or rough edits through this type of communication software. This will help editors check and approve the work instantly to fast-track the process
Pro #1: Fast
Sending videos in this type of communication software is instant—no need to wait for hours just to have your video received by your editor. Once you click send, your output will be received right away.
Pro #2: Easy
Sending videos has never been this easy. You can do it through the usual drag and drop process. Your video will be received in no time.
Con #1: Lower Video Quality
If you want a crisp quality video, you might want to opt for file-sharing communication software. Since video messaging takes pride in instant sending, the quality of the video is lower than the actual file you have.
For remote working, video chats can be considered the most useful type of communication software. This is a visual communication software, which uses Voice Over Internet Protocol or VoIP to help you conduct small team meetings anywhere you are. With audio and video features, it’s like you’re meeting face-to-face without the hassle of booking a meeting room and getting everybody to come to one place.
Most services allow you to communicate directly across computers with minimal charge. With a webcam on the computer, you can meet multiple people at a time. This is especially useful in brainstorming sessions and impromptu meetings.
Pro #1: Affordable
Most video chat services are extremely affordable. If you are getting a corporate plan, you can give access to several employees with just one affordable package.
Pro #2: Convenient
This type of communication software can be used through a computer or mobile phone. Services can be used anytime, anywhere. With this level of convenience, it will be easier to communicate with colleagues to work on important projects.
Con #1: Security Issues
One issue concerning video chat communication software is security. Since video chats are services provided by certain companies, there is a governing body that has access to the content transferred within the application.
Con #2: Internet Connection Required
To get a fully optimized video chat experience, you need a stable internet connection. Since its operation is hugely dependent on your internet's stability, a poor connection will compromise your user experience.
Web conferencing uses video chats on a larger scale. You can use this to conduct large group meetings. This is both a video and voice communication software that can accommodate more than a hundred participants at a time. Most communication software that offers web conferencing offers remote desktop control, meeting recording, and information annotation.
Depending on the plan, the features can be upgraded easily. Some plans also allow you to transfer files in real-time, share screen, and stream audio. If you are hoping to conduct a general assembly, web conferencing is the one for you.
Pro #1: Time-Efficient
When arranging a large-scale face-to-face meeting, the process would usually take months just to prepare. This includes the time you need only to make sure everybody’s available. With web conferencing, you just need a maximum of one hour to get everybody logged in and start the meeting. This cuts the preparation time significantly so you can start your session right away.
Pro #2: No Location Rental Fees
Conducting general assemblies will require a large venue as well. If you are trying to cut down costs, having a web conference instead of a face-to-face assembly is a good call. Everyone can attend the meeting wherever they are so you won’t have to rent expensive locations anymore.
Con #1: Hacking
Hacking is seriously one of the biggest threats in all online transactions. Hackers may enter unsecured web conferences and leak information that will be discussed during the meeting.
Con #2: Data Privacy
Sharing data during web conferences is not without risk. Once information is shared, the software would have access to it. Thus, confidential information is not so secret anymore.
Email is one of the most basic communication software. It allows you to send and receive messages. It also allows file transfer within a limit. For a business to be taken seriously, it should have its email address for customer inquiries.
As technology developed, so is the email’s capabilities. It can now be integrated and accessed anywhere. Unlike before, when access is only possible in the office, work emails can now be accessed via mobile phone and other platforms so you can consolidate your email into different places.
Pro #1: Professional
A business with its own domain sounds more professional. Since customers nowadays are mostly tech-savvy, having an email to address their concerns is essential. It is also useful in documenting all correspondence, both internally and externally.
Pro #2: Easy
Since emails have been around for quite some time, they are extremely easy to use. The user interface across software is usually the same, so you don’t have to study the process so much when shifting from one software to another.
Con #1: Limited Sharing Capabilities
Emails have a file size limit for the transfer of files. In case you want to transfer a large file, you have to look for other sharing options on the internet.
Con #2: Lacks Personal Touch
Unlike other types with video and audio capabilities, emails can only send written words. This causes a lack of personal touch, which may lead to misunderstanding if messages are not composed well.
Who needs communication software?
One way to achieve your business’ full potential is by optimizing both your internal and external communication. Through communication software, you can cover all aspects of your business. You can monitor task development among employees. You can also ensure customer feedback is well addressed. Plus, you are cutting costs and saving time from constant face-to-face meetings. Communication software helps you embrace technology and what it can do for your business.
Start-up Business Owners
If you are planning to start your own business, investing in good communication tools is essential. This will help keep your team in-tact while ensuring that you have a good relationship with your customers. You can get communication software for small businesses to help you get things going. You can get basic services in the meantime and update the packages as you grow your business.
If you are a team leader at work, constant communication with team members is key to keeping your group strong. However, with the time constraints of getting everyone together, keeping in touch might be a real struggle. Good thing there is a communication software that lets you communicate with your team members easily, so you’re always sure you’re on the same page. Work gets done easily, and the team stays in-tact. Sounds great, right?
Employees need communication software because most corporate tasks require cross-departmental collaborations. To do this, you need a reliable system that will help you communicate with colleagues easily. You shouldn’t waste your time going to different departments just to finish a project. With a fully optimized communication software, collaborations are done whenever, wherever.
Students also need communication software because you just can’t survive school alone. You need to communicate with classmates should you have clarifications on your assignment or you need to send your teacher an email inquiry. Group project meetings can also be done via video chat so you can focus on project completion rather than finding out whose parents will lend their house to your group.
If you are a frequent traveler, it’s most likely that you can't stay in one place for a long time. Due to this, you need communication software to get work and personal updates. Unlike before, when you take vacation leaves and end up worried about how many emails are already in your inbox, now you can check your email anywhere you are. Just with an internet connection, you can get in touch with colleagues and check your email so you won’t be left behind while you’re gone. You can also use communication software to communicate with loved ones and update them on how you’ve been so far.
Communication software has a special place in working parents' hearts. Since leaving your children at home to work can be a real struggle, you’ll do anything just to check up on your kids while you are trying to finish a shift. Communication software lets you do that. It allows you to video chat with your kids or have them send video messages, so you always know what they’re up to.
Being miles apart from your loved ones can be heartbreaking. It’s hard not knowing how they’re doing and not being able to update them as well. Communication software helps you bridge this gap. You can communicate with them easily without spending so much on traditional long-distance calls.
Step-by-step guide in getting a communication software for your business
Step1: Know your communication needs.
Before getting communication software installed for your business, you need to determine what you need. Do you need an email domain? Do you prefer a landline for customer complaints? You can pattern the package with what you need most for your business. Once you establish the products that you need, you’ll avoid spending on services you won’t use so much.
Step 2: Research.
The next step is to research. Compare prices and know which companies offer the best deals for your needs. Never purchase right away. You can also ask your friends for service provider recommendations, so you’ll have a better idea of what you’re getting.
Step 3: Consultation.
Once you finalize a service provider, there is usually a consultation. This is where you discuss your needs and expectations. The service provider will also discuss their packages and what they can offer.
Step 4: Contract signing.
Next is contract signing. The terms and agreements will be established here. Ensure that all the services you agreed upon and the duration of the maintenance and warranties are established here. This will serve as your guide in case problems will arise in the future.
Step 5: Installation.
Once the contract is signed, the service provider will proceed with the installation. Communication software usually is installed both in the hardware and software of your computer system.
Step 6: Maintenance.
The services usually include maintenance and warranties. In case something goes wrong, always contact your service provider so they can replace, fix, or re-install the programs if needed.
Frequently Asked Questions (FAQs)
Communication log software is used to keep records of emails, messages, phone calls, and all forms of communication done within the system. This is especially useful for businesses to look back on previous records. Through a communication center software, information gathered here is usually used for future planning. Customer complaints can also be tracked in logging software. Disputes can also be investigated through logs. By providing evidence of the transaction, the company can make sensible decisions.
A communication simulation software can provide you a test run on the services you are getting. It lets you walk on the algorithm and process before installing the actual services. This helps you decide whether the services offered by the provider are right for you. For businesses that will get communication services for the first time, asking for simulation is recommended.
Gaming communication software is the system you use to communicate while you are in the middle of the game. Since there are games that take place by teams, communication is an important factor in winning. Most gaming communication software includes both instant messaging, audio, and video capabilities. Most games have this built-in feature. With this, if you opt to create your own game, you must invest in good communication software to ensure a complete gaming experience.
Software communication protocols are the language used for digital messages, formats, and rules. They are codes used to transfer messages. All communication software have protocols as this allows the sending and receipt of the messages, audios, and videos across different platforms. It can also cover error detection, correction, and signaling. These protocols are installed in both the hardware and software to allow communication to take place. Being an essential part of the software, computer networks will not exist without protocols.
Almost all industries need communication software. Since communication is the lifeblood of any organization or business, having a system that can efficiently support it is important. For instance, hotel communication software allows all departments to communicate effectively to give outstanding and complete service to their customers.
Good communication software also helps in efficient customer booking. Software for communication in architecture, on the other hand, helps team members complete a project. It helps them brainstorm design plans and layouts. It also cuts the time sending out blueprints to engineers personally. With file transfers, you can send documents instantly. Videos of construction sites can also be exchanged easily using video messaging.
Yes, there is free communication software you can use via web applications. However, if you apply for a corporate plan, it will give you a more optimized user experience. It can also give you advanced benefits that would be useful for your business in the long run. For example, free video communication software can only allow you limited time for video meetings. Paid plans, on the other hand, grant you unlimited minutes with file-sharing capabilities. These features are extremely useful during long and important meetings.
Yes, you can run your business the old way, without communication software, but to warn you, this wouldn’t be an easy feat. Internally, your employees need instant messaging options to coordinate with one another. From placing orders to coordinating inventory discrepancies, you cannot afford any downtime for processing. As for your customers, you need to be as accessible as possible. You can’t expect your customer to come to your store every time they have concerns or questions. Through communication software, you can create a system for instant communication where both internal and external communication can happen easily.
Though the prices may vary, the most affordable type of communication software usually is email. Since this provides the basic sending and receiving features, plus a few added benefits, they are usually in the lower price range. Compared to other types with audio and video capabilities, emails remain to be the most basic and affordable type of communication software.
No, communication software is not only for businesses. They have a wide range of purposes that allow us to communicate every day. You may not notice it, but most people are dependent on them for their daily communication needs. We use instant messaging to reach out to friends, video messaging to send updates, and email for important or formal correspondence. Businesses usually enjoy corporate packages for software, but we all had a taste of the products one way or another.
Most software packages have a maximum number of members that they can accommodate for a specific product. The numbers always depend on the plan you will get. The more members you want to add to the network, the more expensive the plan would be. Nevertheless, most advanced plans also have added features. For instance, you can have higher file sharing capacities for big corporate plans. This gives you more value for your money for the more expensive packages.