Customer Success

Top 8 Ways To Effectively Manage Small Business Communication

Communication is critical to small business to build relationships. Here are eight ways for your small business to effectively manage communication.

As any small business owner can tell you, communication is key to success. But many entrepreneurs get so bogged down in the day-to-day tasks of running a company that they forget about optimizing ways they could be communicating with their employees and customers.

As a result, opportunities are missed, and potential growth is stunted. By no fault of your own, you could be neglecting your business communication and not even know it!

Fortunately, there are several ways to manage your communications better and maximize your results. That said, below we’re sharing eight ways for your small business to effectively manage communication.

1. Have A Business Phone Number!

When people think of a business, they usually picture a building with a place to interact in person. The world has shifted from being primarily brick and mortar reliant to being more digital-based. Because of this, businesses have started catering more to the online world than ever before.


With virtual workplaces, an online presence is not enough. Your business needs to have a virtual office or a phone number that people can use to contact you. Having a small business VoIP phone system is a great way to manage communication because it allows multiple lines that go directly into your office. A VoIP phone system can help a small business tremendously by allowing for more flexibility in how employees work and making it easier to manage communication.

2. Organize Client/Prospect Communications In One Place

One of the great benefits of small business communication tools is centralizing everything. Compiling everything together in one place makes it easier for you to manage communication and more beneficial for the client or prospect. This is why VoIP systems and CRMs (Customer Relationship Management Systems) are great tools. With a unified communications system, you can track all of your client/prospect interactions in one place and make it easier for employees to collaborate on projects.

3. Store Client Communications From Start To Finish

Another great feature of unified communications is the ability to store client communications from start to finish. This helps you manage communication between employees and clients by letting them add notes at any given time, helping everyone stay on track when dealing with multiple projects that can quickly get out of hand. Being able to store communications allows small businesses to keep track of call analytics and other interactions, making it easier for small business owners to make better business decisions in the future.

4. Determining Urgency Level of Communications

When a business owner is in the thick of things, it can be challenging to determine if a particular interaction needs immediate attention or can wait until later. By working smarter, not harder, you can create better workflows for your employees and increase productivity. One way to improve small business communication is by using the right tools to help you manage the flow of information. Having data in one place can help small business owners understand what needs attention and what can wait. This allows for a more efficient flow of communication within the company, making better business decisions and having more effective communication.

5. Share Details With Your Team About a Specific Project

By effectively implementing small business communication tools, you can keep everyone on the same page when working on multiple projects. You can do this most efficiently by using a unified communications platform, which allows you to share simple details about key projects with your team so that everyone is always in sync. With one place for all of your files and interactions, you can see the entire history of each project in one place.

Start the conversation with your team and think about the best way to implement the different aspects of communication management in your business. Be open to feedback from your employees, and remember that communication starts with you. It is crucial to make sure everyone knows they can speak up if there's a problem or something that would improve company communication. This will help maintain a better business environment overall.

6. Monitor Employee Communications

By being proactive about communication management, you can communicate effectively every step of the way. With real-time updates from your employees, you can monitor key performance indicators (KPIs) and employee workflows to ensure that everything is running smoothly within your business.


Having access to all company communication data in one place will also help you monitor different aspects of your business, like employee productivity and KPI reporting. You can track customer service reports and phone calls to understand which interactions need the most improvement and how quickly employees respond when a matter requires their attention. 

By adopting an active role in the search for continuous improvement, you can manage teams proactively and stay ahead of the curve.

7. Manage Project Status

Small business owners relying on remote workers need an efficient way to work with their employees and/or contractors even if you can't be in the same place as them. By working smarter, not harder, you can manage project status updates by using group chat applications or video conferencing tools that will help you communicate with your team. This is even more critical when you are unable to meet in person as things can easily get lost in translation without clear communication systems in place.

Utilizing internal chat for example helps you quickly share things with your team regardless of where in the world they are. Chat is an excellent tool for small business communication because it is a quick way to keep in touch with employees and help your team understand essential details about a project. Chat also allows for communication to appear in a thread, so there is a clear record of interactions between everyone with project details and updates.

8. Empower Your Employees With Technology

Small businesses have access to an increasing number of tools that help them run their business more effectively, but many small business owners are not aware of what these tools can do or why they matter. By giving your employees access to an excellent VoIP system like Ring4, you can understand how your employees communicate and make sure they have access to the tools they need to be their most productive. Working this way makes it easy for everyone to work together and accomplish goals, especially if your business has a remote workforce.


Enhance Your Small Business Communication With Ring4

If you want to increase the effectiveness of your small business communication, then you must be proactive about it. With some simple changes to managing projects, communicating with employees, and monitoring your team's workflow, you will have better strides in company growth. Ring4 is the perfect solution for any small business looking for an effective communication platform.

Ring4 is a cloud-based business phone system with features to help you have the best small business communication possible. You can maximize productivity by streamlining tasks and keeping track of your employees' workflows and interactions throughout the day. You don't need complicated systems or expensive software to manage small business communication. Ring4 is an inexpensive, user-friendly platform that helps you easily keep track of your business communication and provides trusted cloud-based phone service with chat for your business, all in one place. Sign up today, and see for yourself what Ring4 can do for your company.


1. How can I manage small business communication effectively?

Here are 8 ways to effectively manage small business communication:

  • Have a business phone number

  • Organize prospect communications in one place

  • Store client communications from start to finish

  • Determine the urgency level of communications

  • Share the specific project details with your team

  • Monitor employee communications

  • Manage the status of the project

  • Empower your employees with technology.

2. Is Ring4 a good choice for effective small business communication?

Ring4 is a good choice for effective small business communication because it is an inexpensive, user-friendly platform that helps you easily keep track of your business communication and provides trusted cloud-based phone service with chat for your business, all in one place.

The Ultimate Small Business Communication Guide 2.0

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