Communication tools often give us an overload of information. We are bombarded with messages, meetings, files, tasks, and reminders, and we tend to get lost in this chaos. There's no ideal way to use a communication tool, but there are certain things you can do to make the most of what you have in your hands. If you are someone who uses Zoho Cliq day in and day out, here are some tips for you to optimize your usage of this internal communication software.
1. Messaging people outside their work hours
Cross-team collaboration is inevitable in businesses, and connecting with people across different time zones becomes a necessity. If you work with employees from various locations, messaging them outside their work hours should be limited to emergencies. So how do you immediately convey the perfect idea for a regional campaign and avoid forgetting what you wanted to say? You can still do it without disturbing them outside their work hours.
Solution: To make this a win-win situation, you can schedule messages for when the recipient is available.
2. Taking a long time off without proper notification
Vacations and a long PTO are crucial to maintain work-life balance. When taking a significant break from work, like a maternity break, it is essential to complete all urgent tasks, provide the necessary knowledge transfer, hand over responsibilities during your absence, and notify colleagues about your leave. If someone were to reach out to you via Cliq, they might be left in the dark without your response. So what do you do?
Solution: Update your status in Cliq to inform others about your absence. Set an automated response for your period of absence and also mention your replacement or point of contact during your unavailability.
3. Uncertainty about when to create a group and a channel
Channels and groups in Cliq offer a great way for people to get together and discuss a common goal or topic. But users may not know when to use a group and when to create a channel.
Solution: While both features allow users to communicate as a group, channels are more structured, offering permissions based on roles. Channels can also be connected to third-party services. To better understand channels and groups in Cliq, check out our guide.
4. Cluttering channels with multiple replies
Channels often get flooded with messages on different topics. Replies to these messages, when not streamlined, end up becoming a big clutter.
Solution: Threads can be started for every topic-specific discussion and closed when the discussion reaches a conclusion. All replies posted to messages should be as threaded replies to retain the context of the discussion.
5. Missing vital messages in a chat
Asking someone to send the same file or text over and over because you've misplaced it might not be the right thing to do. You need to stay on top of your game and retain vital messages. But how?
Solution: Pin the message to the chat or star messages using labels like Important, Follow-up, To-do, Manager, and Note.
6. Losing crucial notifications in a sea of other notifications
Staying on top of notifications in a messaging tool is a big ask. But the important ones have got to stay, and you cannot afford to miss them. Since real-time communication is the key to efficient collaboration, responding to messages on time and not delaying communication is paramount.
Solution: To help you stay updated on your messages, Cliq provides you with the option to pin chats, threads, and channels, as well as organize these conversations into specific chat folders. You can also configure custom notification sounds so that you are instantly aware of specific needs and can respond accordingly.
7. Scrolling endlessly in a chat to find a file or message
Imagine the amount of messages and files that get shared in an organization's internal communication tool. Most of the work happens in messages, and it may be quite challenging to find and locate a file or message when it is most required. We've all been there!
Solution: Zoho Cliq supports an advanced search where you can locate messages and files from years ago with simple search tags. If you are looking to locate something in a particular chat, you can directly use the "search in conversation" option.
8. Failing to record calls from the start
Call recordings are one of the biggest value additions during online meetings, as they help you get the exact context of the discussion and derive valuable insights. You can also share them with anyone who couldn't attend. If you are someone who often forgets to hit the record button on a crucial call and regrets it later, Cliq has a solution for you.
Solution: You can personalize the settings for meetings you host under Profiles & Settings. You will have the option to record all meetings you host, right from the start.
9. Missing tasks shared through messages
Gone are the days when workplace communication happened through emails. Chat is the way to go these days. But one of the biggest drawbacks of instant messaging is that there are way too many messages, and the important ones get buried in all the chatter. How do you remember to complete a task someone sends you through a message? Here's what you do.
Solution: Set a reminder directly from the message. You can specify the alert date and time to remind specific people, users in that particular conversation, or just yourself.
10. Not turning on the camera because the background isn't pleasant
When we work from home, or sometimes even at the office, we may refuse to turn on the camera because we are conscious of how our background looks. It might not be a great wallpaper behind you, or you might have colleagues seated right next to you in an open seating space. But you don't have to worry about all that anymore.
Solution: Choose a nice virtual background from the options available in Cliq, or simply blur or use a video filter that you like.
These are just some of the frequently encountered mistakes and their solutions for Zoho Cliq users. We always appreciate feedback and aim to improve your experience with us. If you have any questions for us, reach out to support@zohocliq.com—we're all ears.
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