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Published on July 2nd, 2013 | by KateSimmons

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The Most Efficient Ways To Communicate Reports

Gathering data for reports takes time, but the data will be meaningless unless it is communicated efficiently in reports within the company and to clients. To send and communicate efficient reports, you will need efficient business intelligence communication tools. Depending on the format of your report, how urgent it is to share, and the formality of it, different tools will help you communicate in the best manner.

Best Business Communication Practices:

On a day to day basis, employees will need effective ways to communicate with each other and clients. Throughout the office for quick communication, instant messaging and chat tools are great because they are quick and easy to understand. Everyone at the office will be online at once for easy access to talk with each other and will help save time communicating while others continue to work. Instant messaging helps with sharing reports and progress with fast feedback. With the history tool, employees can look back on past conversations if they do not remember certain instructions or to double check what was written before.

Business intelligence tools allow for excellent collaboration opportunities. Employees are able to work on reports separately and share it with coworkers so that everyone is able to see each other’s progress and suggest new ideas, changes, or include their part where needed. Business intelligence tools that include instant chat and conference call features are also great for communicating with employees and clients throughout the world.

Even though instant messaging is a great tool for fast communication throughout the workplace or to send a quick message to a client, some managers are afraid that the content is not as formal and is seen as unprofessional. If that is the case, many organizations still opt for email memos that are more professional and are better written. Formal memos are ideal for executive or quarter reports for example while instant messaging is best for internal work progress amongst employees. However, memos still need to be short and to the point for businesses to be able to communicate their message effectively and efficiently.

Communicating Reports: Captivating Presentations Anywhere at Anytime  

Presentations can be overused, boring, and just one of those things that are not timeless when it comes to good business communication. When sharing ideas and reports, a presenter needs to find creative ways to grab audiences’ attention and efficiently communicate their ideas with them. By doing so, the audience is able to find the information more captivating and tend to see it as more important and useful to them than a normal presentation. Too many times presenters share information in a way that is unoriginal and boring so that by the end of the presentation, audience members are not quite share what was shared with them. Rather than talking at the audience, reading line by line of the presentation, a presenter needs to see it as a conversation. Updated business communication tools can help make content more interesting and grab an audience’s attention.

For business managers, it appears to be pretty straight forward about how to best use graphs in presentations to communicate ideas to employees and clients. Business intelligence solutions that share graph data are efficient because presenters are able to present data in a visually appealing method rather than just listing numbers or data. This is one example of how business intelligence tools can help an employee to communicate reports because visual data is easy to process and understand.

Also, just because a client cannot make it to the office to witness a presentation in person, doesn’t mean they will miss out on anything. With international business, sometimes presentations can be saved online or presented in real-time with offices or clients in locations throughout the world with the right business communication tools.

Whatever format you may choose to share a report: formal or informal, with today’s technology you have your choice from laptop computer, tablet, or smartphone.  Sharing reports with business intelligence tools has never been easier at work or on the go!

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About the Author

Kate Simmons is a freelance writer and occasional blogger. If her article got you interested, feel free to follow or reach out to her via G+ or Twitter.


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