Good team communication ensures everyone’s on the same page, reduces confusion, and creates a more productive working environment. Learn how tools like Dropbox make this easier and more effective.
Team communication is the exchange of information, feedback, or ideas that keep your projects moving. It’s so much more than just messages or meetings. Effective team communication is the bedrock of productivity, collaboration—and even team morale.
This is why it’s crucial to get it right, but don’t be put off by the challenge!
There are things you can do to boost communication skills. In doing so, you’ll create a work environment where employee engagement is high and project management is simple. Here, we’ll explore several ways to approach it—and explain how tools like Dropbox can make your life easier in the process.
Strategies to improve team communication
Here are our top strategies that you can implement to improve team communication:
1. Make time for regular check-ins
A simple yet effective strategy for boosting communication is to schedule regular team meetings, such as daily or weekly check-ins. Here you can discuss updates, share feedback, and address any issues or concerns—or just catch up.
One way to ensure this happens without fail is to embrace video conferencing for face-to-face check-ins, which fosters a sense of connection and collaboration. This is especially useful for remote teams. Regular communication like this is a great bulwark against miscommunication too.
Video calls are more engaging than email chains, but it’s really up to you. Sometimes just sharing a link to a shared check-in document, which everyone can update at their own pace, is enough to keep teams communicating and aligned to common goals. This is also useful for communicating with remote teams, especially over many time zones.
Clothing company YEVU uses Dropbox to create transparency and drive collaboration across devices. They manage their textile production and campaign processes with teams in Ghana who only use phones—allowing intercontinental teams to collaborate.
See more on how YEVU leverages Dropbox for more effective team collaboration.
2. Encourage clear and transparent communication
Communication strategies like this involve raising awareness and encouraging certain attitudes or behaviors.
If leaders make a big show of how important clarity and transparency are for comms, they can foster an environment where open communication is embraced. This way, team members feel good about expressing thoughts, ideas, or concerns without hesitation.
Openness doesn’t have to be slow or get bogged down when someone has a differing opinion. There are many ways to do it efficiently. For example, Exporo makes use of eSignatures in Dropbox, so decision-makers can sign off on approvals faster.
Learn more about how Exporo uses Dropbox to stay agile.
3. Use secure file sharing to distribute information
This tip is great for peace of mind. Use secure file sharing tools to more easily share documents, files, and resources, ensuring that everyone has access to the data they need while keeping sensitive information protected. This is especially important for the exchange of information with external parties like clients.
Dropbox comes with powerful secure file sharing features that make it easy to share files in just a few clicks—even with people who don’t have an account. Companies like The Shopping Center Group (TSCG) use Dropbox this way.
See how TSCG uses Dropbox for faster sharing and simpler client collaboration.
4. Try active listening to cultivate empathy
Encourage active listening in your team—this technique involves paying attention, asking clarifying questions, and providing thoughtful feedback. It’s about hearing and understanding what people have to say.
Whether you take what someone has to say on board or not, you can manage all the data with Dropbox—even between disparate departments that need to communicate. For example, the University of Florida uses Dropbox to maintain communication between 102 worldwide facilities—so everyone knows what’s been decided, and why.
Learn more about how UF uses Dropbox to create a united culture.
5. Try video review tools for creative projects
Creative projects require nuanced communication, especially during feedback cycles—so efficient communication is key to meeting the goals and milestones within your roadmap. Video review tools help streamline this process by keeping a record of feedback and allowing for frame-specific insights.
Video review tools—like Replay, which is free to try—allow teams to markup, annotate, and leave feedback directly on video files. This helps centralize workflows and lets you work asynchronously. Professional creative firms like DeMuro Das use Replay this way.
See how DeMuro Das empowers teams to communicate async with Dropbox Replay.
6. Give better feedback and provide recognition
Offer specific, actionable feedback to help team members improve, while recognizing their strengths and contributions—to keep morale high. Learn more about how to give effective feedback that drives performance.
Celebrate achievements and provide constructive feedback that focuses on actions, not personalities. MythSudio, for example, uses Dropbox tools like Replay and screen recording software to give detailed feedback and review creative projects.
See how Myth Studio uses Dropbox to balance feedback and recognition.
By implementing these strategies—and leveraging the right Dropbox features—you can easily create a more connected, productive, and engaged team.
Benefits of using team communication tools
Effective team communication is essential for teams aiming to get things done faster, better, and with fewer mistakes. Here are some benefits of team communication tools:
- Enhanced collaboration—work together, share ideas, and achieve common goals more easily while avoiding crossed wires
- Higher team morale—create a sense of trust, camaraderie, and team spirit, so team members feel connected and genuinely want to work together
- Increased productivity—minimize misunderstandings and delays, workflows run more smoothly with team communication apps
Ultimately, the right communication tools can transform even the most far-flung team members from a collection of individuals into a cohesive whole.
Build better teams with effective communication
By using Dropbox, you’re not just enhancing team communication—you’re optimizing your entire workflow and laying the foundation to drive better business outcomes.
Collaborate easily, stay organized, communicate openly, and watch productivity soar with Dropbox—the all-in-one solution to help teams communicate and work together.
