Remote work, reduced costs with physical office structures, and automation of processes through technology. There was no doubt that this would be the trend in the corporate world, but with the pandemic that began in 2019, the future was brought forward by at least 10 years.

The WhatsApp, initially created to improve communication among people on a global scale for free, began to be adopted by companies and in this critical public health phase played a fundamental role in aligning managers and employees during remote work.

The platform ceased to be a novelty among organizations and even those that prevented the use of this resource surrendered to the practicality and agility provided to internal communication and with third parties. (Also read: WhatsApp in companies: how to formalize?)

Let’s check how WhatsApp can enhance routines in the company?

Strategic communication via WhatsApp

Currently, it is unthinkable not to resort to WhatsApp for alignment among teams, mass communication transmission, and even in customer service.

With unanimous presence on the smartphones of professionals at all hierarchical levels, WhatsApp facilitates the resolution of urgent matters, allows for immediate intervention in conflicts, speeds up the sending and receiving of documents, unifies teams, and also:

• Makes communication among various sectors of the company more dynamic and plural, unlike what occurs in institutional emails;

• Allows access to whole teams, regardless of the physical presence of all professionals in the same place at the same time;

• Speeds up the approval of materials;

• Efficiently transmits communications about events, campaigns, messages from senior leadership, open job vacancies, and changes in routine;

  
  

  

  
  

• Reinforces the organizational culture;

• Brings employees from different departments closer to their managers;

• Automates customer service.

Used correctly, WhatsApp can influence the productivity of the corporation, as interaction occurs all the time and anywhere. However, this advantage of the tool should not become a trigger for abusive and oppressive behaviors.

Also read: WhatsApp groups at work: rules for managers and employees

How to optimize communication through WhatsApp between leaders and followers

Leaders must set the tone for all communication and thus need to be the first to respect work hours, take care of the language, avoid unrelated topics at work through corporate WhatsApp, and more...

• Create usage policies for WhatsApp to be followed by all users in the company;

• Avoid sending truncated messages for better comprehension of the information transmitted through this channel;

• Do not reprimand any user in the group. Send private messages instead;

• Avoid sending audio. People may not always be able to listen to the information at that moment, and the message ceases to be instantaneous because it may take time to be answered;

• Do not send emojis, gifs, or stickers, as this will set a precedent for other users to do so, distracting the team's focus on corporate issues;

  
  

  

• Do not use slang;

• ALWAYS read the message before sending to ensure clarity and correct any typing errors;

• In communication with the work group, prefer general announcements of collective interest. Avoid directing messages to any specific user in the group. If not possible, mention the user’s @ to facilitate their visibility;

We know that fully tracking the content circulating in the company’s WhatsApp may be unfeasible, even due to the daily demands of the work itself. However, it is also not advisable to ignore what is said in groups, as some important situation may go unnoticed.

Monitoring the conversations to ensure compliance with corporate policies and to detect possible deviations in conduct and communication noise is highly recommended.

Also read: Main questions about corporate WhatsApp monitoring

Zapper is an unprecedented solution in Latin America for monitoring dialogues through corporate WhatsApp and contributes to the management of the information transmitted through the application.

The manager registers keywords that might indicate conflicts, harassment, bullying, prejudice, among other occurrences, and an alert is issued for immediate analysis and intervention.

The content captured by Zapper is immediately transferred to the cloud, ensuring the integrity of interactions even if someone deletes the conversation or a portion of it. Access to this data is restricted, offering security in the storage of this material for an indefinite time.

And thanks to Zapper’s Analytics functionality, the content of the dialogues that occur on WhatsApp can generate personalized reports according to the company's needs.

The communication manager can supervise the team’s performance, map points for improvement, and from this, develop training for team enhancement and control the timing of interactions to prevent any user from working outside of authorized hours without the organization’s permission, among other benefits.

Moreover, the commercial team can detect during public external service the acceptance of products, the performance of promotional campaigns, tabulate the main complaints and suggestions for improvement, and check the efficiency and punctuality of deliveries.

These are just two examples of departments that can benefit from monitoring WhatsApp through Zapper. It’s time for your company to check all of this up close!

Click here to schedule a demonstration of the tool.