Success in business is dependent on the composition of being both Effective and Efficient at the same time. To be as effective as possible, resources must be allocated and focused on the end result. To be as efficient of possible, resources must be used only in a fashion that will maximize their application.
Too focused on being effective? Resources that may not need to be allocated to a particular task may have their time tied up and end up with wasted effort.
Too focused on being efficient? Resources may sit idle while only the specific needs are met for a task at hand.
The real key is to know what resources to apply to a project to insure it gets completed effectively but metering them out to maintain maximum efficiency.
In modern work environments, communication is one area where there is often a breakdown of both concepts. Email is a very effective form of communication; it provides a hard record of the conversation, a reference to return to and allows for some time to mull over a response to avoid foot-in-mouth moments. At the same time though, sometimes it is not the most efficient way to get a quick conversation accomplished. On top of which, there is an administrative overhead cost as email requires the time to read, process, respond, file, read the response to your response, process, respond, file, etc ad nauseum. Each statement in conversation requires an independent instance and can very quickly add up, even during something as mundane as deciding what lunch in the office will be that day.
Ideally, there would be some form of communication that would allow for record keeping, quick back-and-forth and the same speedy arrival as email. Fortunately, there is such a thing.
Microsoft Lync 2010 is an instant messaging client at the very surface. Conversation within the organization usually hinders efficiency with back and forth emails which eventually harm how effective an employee is. With Lync, an internal dialogue of 10-15 lines is stripped of all the overhead of processing and can be had on the fly. Groups can be set up in Lync to address an entire team or department at the same time, essentially having a quick dialogue with everyone involved that is kept all in one container. What would have taken 40+ emails to get everyone’s input is now all streamlined into an instantaneous conversation which is saved via Outlook Integration so anyone can review it at a future date.
Using Lync in your organization has a long list of other collaborative benefits that stretch well beyond the confines of your office walls. However, after all the information I’ve just provided, it would be neither efficient nor effective to include the rest of Lync’s robust arsenal of tools in one blog. That can be saved for another day.
Take some time to think about where there are bottlenecks in communications within your own company. Hosted Microsoft Lync and Hosted Microsoft Exchange are both available in the Cloud Computing offerings from BIT’s Managed IT Services.