10 Tools a Small Business Needs for Streamlined Communication

If you own a small business, then you know how important communication is – yet how overwhelming it can seem at times. That said, you need tools that can help you in streamlining your business communication.

Using tools for streamlined communications

Without further adieu, in this article, we’ll outline ten communication tools that can help you in handling inquiries from customers and even how your team works together.

1. Social Media Platforms

Through social media pages on platforms such as Facebook, LinkedIn, Instagram, and Twitter, you can effectively connect your business with prospects and existing customers. Thanks to built-in messaging, people can easily message you anytime, and it’s essential to be sure that you are replying quickly. Staying engaged with social media isn’t just crucial for your small business’ communication, but it’s also vital for growth.

2. Google Hangouts Chat

This is an essential tool for small businesses, offering private chat rooms where you and your team can collaborate. Google Hangouts can also integrate Google tools you might already be using. But be warned, though – Google will start to retire the classic app on October 2019 and focus on the Hangouts Chat and Hangouts Meet apps.

3. Small Business VoIP

Businesswoman making VoIP call

If you spend a lot of time on the phone, or if you just want to give your customers a phone number with a local area code, but you don’t want to spend a chunk of your budget, then the Ooma business phone system is worth checking out. This service is a VoIP service with no contracts and includes features such as virtual receptionist, extension dialing, and much more. If you’re looking for a reliable, cost-effective way to streamline your small business’ calling needs, Ooma is for you.

4. Skype

Skype offers a simple way to connect with prospective and existing clients, as well as with team members. Skype is great because it makes it easy to connect with people no matter where you are, and no matter where they are. You can easily have a conversation with someone on the other side of the world in real-time without incurring expensive fees. Furthermore, being able to see them face to face is a big perk.

5. Facebook Workplace

For those who are familiar with Facebook features, getting started with Workplace is a cakewalk. It’s a collaboration tool for your team, accessible within the already familiar Facebook platform. Using this tool, your team can discuss and collaborate through messaging, video chat, charts, and more. Features such as news feed and auto-translate make Facebook Workplace highly useful in streamlining communication.

6. Virtual Fax

If you frequently find the need for a fax machine but don’t want to shell out the money for the necessary hardware or pay the costs of faxing long distance, then a virtual fax service can be the answer for your needs. The virtual fax service is a great way to streamline communication by allowing you to fax documents straight from your computer, without the need for ever having a fax machine.

There are several to choose from, so you should spend some time to choose the best for your company.

7. (The Good Ol’) Website

Business owner accessing business website

Company websites are generally thought of for marketing, but a website can be especially useful in communication for your small business. For instance, including a live chat feature on your website can help prospects more easily ask questions in real-time.

Including features such as a contact us form, online scheduling, and the ability to request a quote can also be extremely useful in streamlining communication for your small business.

8. Branded E-mail Address

One way to simplify communication for your small business is to have a branded e-mail address with your own domain name. While there’s nothing wrong with having a Gmail or Yahoo e-mail address for your company, having a branded e-mail address can help prospects and clients remember your e-mail and more easily get in touch with you.

9. Mobile Hotspot

Making communication easier for your company also means offering continuity in communication. When you’re on the go or even on vacation, you want to be able to stay in touch with prospects and team members. The best way to ensure continuity in communication is to have a mobile hotspot. If the power goes out and you’re left without the internet, having a mobile hotspot ready to go can be a lifesaver.

Here are some types of mobile hotspot you can consider – whether you’re a road warrior or digital nomad.

10. Virtual Receptionist

If your small business is experiencing a high volume of phone calls and e-mails and you find that you need a helping hand in keeping communications under control, then hiring a virtual receptionist service could be the right choice for you.

A virtual receptionist can help streamline your business communications by handling communications, telephone answering, appointments scheduling, quote information requests, and more. If you’ve considered hiring an on-site receptionist, then be sure to read reviews online and ask around for recommendations.

Good communication


Running a small business in today’s times requires a higher level of communication than ever before. In this article, you’ve learned about some of the tools that can help you streamline your company’s communications and stay ahead of the competition.

Now over to you – do you have anything to add? Please share those with us!


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