5 Key Factors to Keep in Mind When Choosing the Best Team Communication App for Deskless and Hybrid Workers

Being part of the workforce yet constantly feeling out of the loop is an all-too-common struggle. For deskless workers, who make up 37% of the U.S. workforce, including nurses, delivery drivers, retail staff, etc, this is a daily reality. Hybrid workers often face similar hurdles. They’re often caught between in-office updates and remote communication gaps.

The crux of the problem? Most internal communication strategies inadvertently cater to desk-based employees. Therefore, leaving deskless and hybrid teams underserved. Traditional emails, bulletin boards, or desktop tools simply don’t cut it for those on the move or splitting time between locations.

Well, if there’s a problem, there ought to be a solution. And, guess what? The best solution for improving communication in a distributed workforce appears to be team communication apps. But with so many options out there, how do you choose the right one? Well, we know the strategy and you should too!

Take a look at these five key factors to consider when selecting the best team communication app for your hybrid and deskless workforce.

Best Team Communication App: 5 Things to Consider

Over 70% of the workforce worldwide comprises of deskless workers. Ironically, these personnel frequently struggle with communicating despite their substantial presence. Their morale and productivity suffer as a consequence.

The answer is a team communication app made to accommodate hybrid and deskless workers. When selecting the best team communication app for your employees, keep these five essential things in mind.

1. Team Communication App Must Offer Accessibility Across Devices and Platforms

For deskless and hybrid workers, staying connected can feel like a constant challenge. These workers can be anywhere—driving a delivery truck, on the factory floor, working remotely from a café, switching between home and office, etc. They’re often on the move, far away from the traditional office setups that keep desk-based employees in the loop.

Thus, when communication tools aren’t designed with mobility in mind, the result is disengagement. In this case, the best team communication app would be the one that provides accessibility across all devices and platforms (smartphones, tablets, desktops, and even wearables). Here’s what you should look for:

• Mobile-first design: The app should be optimized for smartphones and tablets, so that users can easily access messages, documents, updates, etc on the go.
• Cross-platform compatibility: The app should work seamlessly across all platforms (Android, iOS, or desktop systems) without losing functionality.
• Offline access: Deskless workers may not always have reliable internet, so having the ability to read messages and view important content offline is a must.
• Push notifications: Timely updates are delivered via notifications so that employees don’t miss critical information, even when they’re away from a desk.

2. The App Must Have Customizable Features to Suit Your Workforce

We get it, every team is different, and so are their communication needs. A one-size-fits-all approach doesn’t work for deskless and hybrid workforce. If your team is spread out across various locations or working from different environments, you can’t expect the same communication features to work for everyone. Some employees need quick, simple updates, while others need to manage detailed projects or schedules.

To help you understand what we’re talking about, let’s look at two examples: one retail team and one hybrid IT team.

1. Retail Team: In a retail setting, your workers might be stocking shelves, interacting with customers, or managing inventory. They need an app that allows quick communication, location-based group chats, and provides task updates in real-time. Hence, features like custom push notifications for promotions, emergency alerts, or schedule changes are essential.
2. Hybrid IT Team: However, an IT team that works remotely and in an office need more capability. They require real-time chat for troubleshooting, the capacity to share detailed documentation, and connection with project management tools like Jira. Additionally, to maintain efficient processes, channels must be able to be customized for various projects or departments.
   

By mentioning these examples, we want to highlight the unique needs of different teams. Thus, the best team communication app for any work setting that comprises deskless and hybrid workers would be the one that has customizable features.

3. Team Communication App Should Integrate with Existing Tools

A team communication app will not work in isolation. In any business organization, various departments rely on a mix of programs and apps to manage different kinds of tasks. For example, your HR team might be using an employee management system, while your marketing team could be relying on a project management tool. Similarly, your sales team might use a CRM like Salesforce to track leads, and your IT team may be managing tasks through some other software.

Given the wide array of tools your organization uses daily, it’s critical that the team communication app integrates seamlessly with them. Without these integrations, employees would be forced to jump between multiple platforms. Unfortunately, this can lead to confusion and potential data silos.

When choosing a team communication app, look for features that allow integration with the following commonly used tools for a smoother workflow:

• Project management tools (e.g., Trello, Jira)
• CRM systems (e.g., Salesforce)
• HR platforms (e.g., BambooHR)
• Cloud storage (e.g., Google Drive, Dropbox)
• Calendar apps (e.g., Google Calendar, Outlook)

4. Communication App Must Come with Engagement and Feedback Features

It may surprise you to learn that 84% of deskless workers say they don’t receive enough direct communication from upper management. An app designed to support engagement builds a culture where employees feel valued and connected. Therefore, your team communication app needs to have efficient engagement and feedback tools, as mentioned below, to ensure that everyone feels heard.

• Polls and voting tools for quick decision-making on team preferences
• Pulse surveys that’re short and frequent to identify issues early on
• Recognition tools like badges, shoutouts, leaderboard systems, etc to celebrate achievements
• Direct feedback channels for anonymous feedback options and direct messaging tools for employees

5. Communication App Must be Secure and Compliant

A sizable portion of deskless workers work in sectors like healthcare, where staff are subject to stringent rules and guidelines. A breach involving sensitive employee and company data could have serious repercussions, including harm to one’s reputation, high fines, and legal ramifications.

The right app should provide security features to protect your team and your data. In addition to these features, the app must comply with various industry standards like HIPAA and GDPR. Here are key security and compliance features to look for:

• End-to-end encryption: So that data is securely transmitted and cannot be intercepted during communication.
• Multi-factor authentication: Adds an extra layer of security by requiring users to verify their identity through more than just a password
• Role-based access controls: Allows you to define who can access specific information based on their role, ensuring that sensitive data is only accessible to authorized personnel
• Audit trails: Keeps a detailed log of actions and events, which helps you monitor activities and investigate any potential security issues

The Conclusion

Selecting the right team communication app for deskless and hybrid workers is an investment in your workforce’s productivity and engagement. The key is to prioritize features that address your team’s unique challenges, such as accessibility, customization, seamless integration, security, and engagement tools.

#Pro Tip: Before finalizing a communication app, involve representatives from both deskless and hybrid teams in the decision-making process. Their insights can help identify must-have features and make sure the solution aligns with real-world needs, not just organizational assumptions. A communication app chosen with your team’s input is more likely to succeed and deliver long-term value.

theEMPLOYEEapp by Engagedly is the best team communication app for your deskless and hybrid workforce. Our all-in-one app combines an employee intranet with unlimited texting, giving your team quick access to the tools, documents, and information they need to excel.

Schedule a demo to know more!

FAQs

1. How to measure the success of a team communication app?

Track adoption rates, engagement levels, and app usage frequency. Look for indirect results like improved productivity, reduced turnover, and quicker issue resolution.

2. What’s the best way to onboard workers to a new app?

Use intuitive training materials like video tutorials and live sessions. Highlight benefits and provide ongoing support through a dedicated helpdesk or a FAQ section to encourage adoption.

3. What’s the biggest mistake companies make when choosing an app?

Focusing on features over usability. An app with too many features but poor usability won’t be effective. Always prioritize ease of use and ensure the app fits seamlessly into your employees’ daily routines.