“Communication is key” is a phrase that’s thrown around a lot in the business sector. And yet, it’s still an understatement. Imagine your organization as a relationship. If two people in a relationship don’t talk and give each other the silent treatment all the time, things are bound to go wrong. The same applies to businesses.

This is why you need standardized communication. We should know. One of the main reasons behind  the success of Copylite success is that we’ve been on the same page since 1972. In this article, we’ll share our secrets to help your organization communicate effectively.

Understand What “Standardized” Means

It’s not just about creating templates. There’s a reason why standardization matters in communication. If you’ve got a system that works, you’ll automatically be more productive and consistent. With structured messages, communication gaps walk out the door.

Know the Difference Between “Recurring” and “One-Off”

Messages fall under two categories: recurring, and one-off. The first is the kind that you send all the time. Weekly wrap-ups and onboarding emails fall into this category. One-off messages are, well, one-off. They’re unique and you send them once on a blue moon. New Year’s greetings are probably the most common one-off messages in any organization.

Why does knowing the difference between these two types matter? If you know you’re dealing with a recurring message, you can create a template for it and save yourself a ton of time. It’s all about efficiency. More on this later.

Figure Out Your Audience

A lot of people work in the same company, but not all of them should get the same messages. A good way of going about this is categorizing the people you’re sending messages to. If it’s a detailed report, then your CEO or project managers need to be in the loop. There’s no point in sending these types of messages to regular employees. Frequency also matters here. People higher up in an organization don’t really need to receive weekly updates. Those are mostly for the main workforce and don’t include a ton of detail.

Don’t Shy Away from Technology

Technology has been opening many doors for businesses regarding communication. You can now automate emails, especially recurring ones. Put together a template, change fields like names, dates, and times, and let automation do the trick. If you’re sending mass emails to your organization, you can create lists of people and select them simply by checking a box. They’ll all receive the same email, and you won’t have to add them as recipients individually. This is what we mean by saving time.

Maintain Documentation

Most of our communication today is done online. But, and we can’t stress this enough, you need to have communication on paper as well. We’re not just saying this because we’re in the printer industry. Printing some of your communication and filing it for future reference is always a good idea. This can include statistics, end-year reports, employee files, and everything in between. That’s why you need a decent printer in your office that can handle all the load. And the secret to a great printer? Maintaining it and changing out parts.

That’s where Copylite comes in. We’ve specialized in the wholesale copier/printer supply business for over 50 years. Our experience speaks for itself. If you’re looking for generic supplies, OEM consumables, and parts for your copy machines and printers, contact us today. We’ll help you print the way to standardized communication in your organization. Trust us. We’ve been doing this for half a century.