Internal Communication Tools To Keep Your Event Team Organized

employees-connected-via-digital-communications

One of the biggest issues young and new promoters face is keeping their team synched and organized. Most of the time and out of habit, it’s easy to find yourself depending on online messengers and text messaging. While these are okay when you’re having a day-to-day normal conversation, you can never be dependent on these things when giving assignments and important information as you can lose track of valuable details and overlook due dates. We couldn’t stress how crucial communication is in order to increase efficiency and productivity amongst team members.

There are a wide range of internal communication tools available in the market right now but we have chosen 10 of the best ones to get you started in better organizing your event team, regardless of how big or small.

Email Over Verbal/Text/Unregulated Chat

E-mail is a trustworthy form of written and internal communication tool that almost everyone in the world uses. It is without a doubt better than verbal, text, or unregulated chat when dealing with business matters. As a promoter, you have to keep track of your daily-to-dos and follow up your team members on how they’re handling their assignments. Although a text message could do the trick, it is important to remember that text messages can easily get mixed up and you can result in lost details along the way.

Use of e-mails over Facebook chat or regular texting is strongly encouraged for a wide variety of reasons. With e-mails there is always a trace of every conversation you’ve had with your clients, event sponsors, and team members which you can later use for reference and/or legal purposes.

Slack

Slack is an exceptional online internal communication tool with a vast assortment of options and settings. It may not contain everything you’re looking for in a communication tool but it certainly is the best for group messaging and back-channel chat. Slack is real-time messaging, archiving and search for modern teams, with some added bonus features thrown into the mixture.

Enter Slack. “You don’t want your phone buzzing in your pocket all day,” says Hardie. “So you can just do it through Slack, instead.” Indeed, Slack offers all the functionality of texting, and more: The features designed to make the workplace more playful—GIFs, embedded songs from Spotify, custom emoji, funny replies from Slackbot—turn out to be equally fun with friends.

Asana

Asana is a flexible and well-designed online internal communication tool which specializes in workflow and task management. As a promoter, you can use Asana to keep track of your daily assignments and to-dos. It’s also a good way to keep track of your members workflow. It is far more productive than an e-mail and certainly better than any text messaging app, as it allows you to see progress for any project without scheduling a status meeting or sending an email, enabling teams to move work from start to finish.

You can check their pricing information here.

Facebook at Work

You want to stick to Facebook? Sure, but at least make sure you switch to Workplace by Facebook! Facebook has developed a new internal communication tool that is perfect for new and young promoters, following the same functionality utilized by the regular Facebook site while at the same time being specifically designed for the workplace.

We’ve brought the best of Facebook to the workplace — whether it’s basic infrastructure such as News Feed, or the ability to create and share in Groups or via chat, or useful features such as Live, Reactions, Search and Trending posts. This means you can chat with a colleague across the world in real time, host a virtual brainstorm in a Group, or follow along with your CEO’s presentation on Facebook Live.

We’ve also built unique, Workplace-only features that companies can benefit from such as a dashboard with analytics and integrations with single sign-on, in addition to identity providers that allow companies to more easily integrate Workplace with their existing IT systems. (Source: newsroom.fb.com)

Allo

Allo is an online chat application created by Google for Android and Apple devices. It is regarded as a beneficial internal communication tool by event promoters, producers, and even student groups. It is integrated with Google Assistant and does most things you would expect from a messaging application like sending pictures, stickers, and group chats. It also identifies you by your phone number or Google ID which make sit easier for your business contacts to sync.

Introducing Google Allo, a smart messaging app that helps you say more and do more. Express yourself better with stickers, doodles, and HUGE emojis & text. Allo also brings you the Google Assistant.

Spaces

Your easy way to figure things out, together.

Another Google application, Spaces lets Gmail users make a group via invitations and start conversations regarding different topics. You are also allowed to share links, videos, images, and even articles. One of the amazing features of this internal communication tool is that it allows you to browse through shared links without leaving the app. Mainly because Google has unified its services like Google Search, YouTube, and Chrome in this application.

Furthermore, Spaces allows a free flowing communication with lots of people in a group and lets you search past conversations with ease. Definitely better than text messaging! When someone shares a new message or file, a conversational view allows you to look at the entire group’s chat at that certain moment. In instances where you want to review past topics or conversations, you can use Spaces quick search feature to find what you’re looking for.

Workgroup

“Forget email, communicate and discuss your projects in real time, with all the right people.”

Workgroup is aimed towards professionals and people who converse and deal with multiple clients and businesses, thus the name Workgroup. It’s basically an application that makes group work communication effortless, faster, and more convenient through online messaging. While a lot of internal communication tools like emails and Slack are more popular, these could leave you with long chain emails with endless CCs and such. Workgroup saves you from such hassle.

Trello

An internal communication tool that organizes your projects into boards and cards. Trello is a great tool for promoters to keep your team and workflow organized. It has a minimalist but highly customizable interface, especially if you own a Premium Account. The drag and drop feature makes it fairly easy to use even for beginners, and you can arrange your cards by colors to specify its hierarchy on the priority list and represent groups. Trello also shows you what projects are being worked on and who are working on them at one glance.

On top of it, Trello’s Slack plugin is an excellent feature.

Trello lets you work more collaboratively and get more done. Trello’s boards, lists, and cards enable you to organize and prioritize your projects in a fun, flexible and rewarding way.

Google Documents, Sheets and Slides

Google Documents, Sheets and Slides are a free and impressive online suite of office applications which are accessible from web browsers and various portable mobile devices. All three features have an an elegant visual design packed with great features, enabling promoters to work effortlessly with their team both remotely and none, thanks to Cloud file sharing. You can also chat with your group members directly inside a document or add comments with their e-mail addresses, allowing for modifications, corrections and reference on the go and from anywhere in the world with internet connection. With Google Docs, Sheets and Slides it is easier to work together as a team with one document at the same time.

Google Docs brings your documents to life with smart editing and styling tools to help you easily format text and paragraphs. Choose from hundreds of fonts, add links, images, and drawings. All for free.

Dropbox for Business

Dropbox is well-known for its sharing and syncing features. Unlike the personal account, Dropbox for Business is integrated with additional security and amazing features, one of which is its unlimited version history cache. This enables users to recover past/lost documents. They also allow users to retrieve deleted files through their web application simply by clicking on the deleted items icon.

As a promoter, it is important to keep a record of all documents relating to your event planning and transactions. It is also ideal to keep records of past events that may deem useful for future planning. It also allows you to share your files with your team members and even people outside your team like clients and sponsors. Dropbox for Business makes saving and sharing documents easy as a breeze.

Securely share, sync, and collaborate

Dropbox Business is the secure file sharing and storage solution that employees love and IT admins trust.

For a list of Dropbox Business Plan comparisons, click here.

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