Whether your team works remotely or in-office, upgrading your office technology is essential to keeping your employees connected. The options have never been more impressive and continue to evolve. From landline alternatives to communications software, Indoor LED signs, and more. Here are a few tech options to consider for efficiency, convenience, and to ensure everyone is on the same page, and working productively.
Traditional Phones With A Twist
There is still a need for traditional phones, but it’s time to elevate your options. Yes, you should have a phone that dials direct and has hold and transfer capabilities—but also consider VoIP technology. Voice over Internet Protocol are phones with flexibility. They are far more cost-effective to install than landlines and have a variety of customizable functions. With a bit of training, each of your team members can transfer their VoIP desk number to and from their smartphone, notebook, or laptop. This technology can help keep employees connected and work efficiently regardless of office or remote locations.
They can also route directly to their voicemail or call center when they don’t want to be disturbed, or you can create individual phone tree options for each number to answer FAQs such as office hours, address, and directions. Finally, more than one phone number can route to the same VoIP phone. For example, you can assign your executives a local number, 800 number, and even an international number.
Clients need a way to communicate with employees and your team needs to be able to communicate with you and other team members—and there is no more convenient way than email. Gmail and Outlook remain your top options as they have advanced email sorting features to keep your team organized. Both come with or can be integrated with a variety of connected office apps that are designed to further optimize performance. Linking your business email, to your personal Gmail account is easier than ever, and can allow you to use your favorite interface, while your customers see a professional work email.
Remote employment was on the rise pre-COVID-19 and is now mainstream. However, emails and instant messaging don’t provide the level of communication required for every project. Group calls are great but fall short if you need to share a presentation. Even if there are no materials to share, viewing one another face-to-face can improve the quality of communication. Video also helps keep your remote team feel more connected and engaged. Ensure the video conferencing tool you use is secure, which many of the free tools are not. We recommend Skype or TeamViewer, as the popular Zoom has had issues as of recently.
Cloud Storage And Sharing
You are sure to have at least a few files that need to be accessed by multiple people or multiple departments. Instead of emailing changes each time a file has been updated, create a shared storage system in the cloud, or use a free service like Drop-Box, or Google Drive. You can even assign who has viewing capabilities, who can add and edit documents and files, assign and track downloads, see who has viewed what, and keep a record of document changes. In addition to communication benefits, cloud storage and sharing can minimize your need for on and off-site servers—reducing both your technology and energy costs while still keeping employees connected. Some of your file sharing may be available in project management systems, which is covered next.
Project Management Software
With collaboration and remote work on the rise, project management software keeps everyone in the loop. Search first for industry-specific software, but if you can’t find an industry-specific option, determine your needs and find an option that meets your minimum. You can even have proprietary software designed. Whichever route you choose, be sure to provide a quick training session to minimize the learning curve. Send the training video via email or post quick tips on your indoor LED signs in the employee break room. The software should be secure, save files to the cloud, allow for file sharing when needed, create timelines, and provide internal direct or instant messaging. Some even allow employees to video chat.
Assign employees a notebook or laptop to minimize the use of personal devices for professional purposes, improving both security and balance. They can utilize their mobile device to take VoIP phone calls, IM, and email from anywhere with an internet connection. You can install advanced security on the device and limit the device to professional use. If you have proprietary apps, for scheduling, HR time-off requests, payroll, project management, instant messaging, payment processing, or any other functions—install them directly on the device. Yes, you can install software and security updates remotely.
Your custom Internet of Things empowers you to create a smart office. For starters, your internet will be private and more secure. Then you can upgrade to connected devices that collect data, increase efficiency, or both. For example, a smart chair with built-in chargers and outlets. Access-only electronic entry. In-house AV systems. Smart sensors that send automated safety alerts. Wireless power transfer to eliminate cables and batteries for most devices. Indoor LED signs for employee reminders and alerts. A smart coffee maker that brews coffee by the cup and on-demand. Your options are endless and new smart office technology is on the way.
Indoor LED Signs
Indoor LED Signs can be utilized for a variety of professional purposes, and all signs can serve more than one function—so think outside of the box. Consider how Indoor LED signs can be utilized to serve both your customers and your employees. Place signs on your window to establish or remind everyone of COVID-19 safety protocols. Even smaller ones, like our patented VERSA scrolling LED signs can do the trick.
Place signs in the window to manage foot traffic, alerting the next guest when they can enter the building. Lobby signs can function as a directory. Place small indoor LED signs outside of conference rooms to share the daily schedule. Place in high-risk areas with safety reminders. You can even place outdoor signs in the parking lot or on your building exterior for advertising, communication, and function. Place a sign or two in the lunch or break rooms with alternating information, such as employee anniversaries, welcoming new hires, office memos, short training videos, fun staff photos, contests and more.
If you happen to be in the market for outdoor or indoor LED signs, Mega LED Technology has you covered. Each of our signs is custom-built to your individual specs—and in a variety of sizes. Reach out today to get started!