Last updated on Jun 3, 2024

What are the best tools for cross-functional team communication?

Cross-functional teams are composed of members from different departments, functions, or disciplines who work together to achieve a common goal. Effective communication is essential for cross-functional team success, as it enables collaboration, coordination, and alignment across diverse perspectives and expertise. However, cross-functional team communication can also pose some challenges, such as information overload, silos, misunderstandings, and conflicts. Therefore, choosing the best tools for cross-functional team communication is a crucial skill for cross-functional team leaders. In this article, we will explore some of the best tools for cross-functional team communication, based on their features, benefits, and use cases.

1 Chat apps

Chat apps are software applications that allow users to send and receive instant messages, files, emojis, and other media in real-time. Chat apps are one of the most popular and convenient tools for cross-functional team communication, as they enable quick and informal exchanges, feedback, and updates among team members. Chat apps can also support group chats, channels, threads, and integrations with other tools, such as project management, video conferencing, and document sharing. Some examples of chat apps are Slack, Microsoft Teams, and Telegram.

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Venkata Krishna, C

Program Manager @ HCLTech | Leading Global Transformation Programs
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I have experience of utilizing collaborative apps like Slack, Teams. If utilized to their best of the features, one can bring all the teams seamlessly at one place.

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Vikas Dhingra Ph.D.
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When choosing a chat application for my cross-functional team, understanding our needs is crucial. If real-time communication with simple file sharing is a priority, I might prefer Microsoft Teams. Security and scalability are vital, too. The user experience can't be overlooked; a tool with a steep learning curve could hinder adoption, while an intuitive interface may enhance collaboration. Aligning the chat tool with our specific needs is key to a cohesive work environment.

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2 Video conferencing

Video conferencing is a technology that allows users to conduct live meetings, presentations, and discussions over the internet using video and audio. Video conferencing is a valuable tool for cross-functional team communication, as it allows team members to see and hear each other, which can enhance rapport, trust, and engagement. Video conferencing can also facilitate brainstorming, problem-solving, and decision-making, as well as provide visual aids, such as screen sharing, whiteboards, and polls. Some examples of video conferencing tools are Zoom, Google Meet, and Skype.

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3 Project management

Project management tools are software applications that help users plan, organize, track, and report on projects and tasks. Project management tools are essential for cross-functional team communication, as they provide a clear and shared overview of the project scope, goals, milestones, deadlines, and progress. Project management tools can also enable collaboration, delegation, accountability, and transparency among team members, as well as alert them to any issues, risks, or changes. Some examples of project management tools are Asana, Trello, and Jira.

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Mike Viola

Manufacturing Management at Epicur Pharma
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It has been my experience it is difficult to attain collaboration through remote work or video conferencing. These approaches may initially appear convenient and attractive but nothing will foster more engagement, ownership and collaboration than live social interaction. What gets lost virtually is the conversations before and after the scheduled session. This is when people share their individual experiences and knowledge at the highest level. They learn from each other and can confidently act on what they learned from each other in a collaborative manner. This lends to the old saying more deals are made on the golf course than the office simply because the time-outs are the real time-ins that hold the collaborative value.

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4 Document sharing

Document sharing tools are software applications that allow users to create, edit, store, and share documents, such as text, spreadsheets, slides, and forms. Document sharing tools are useful for cross-functional team communication, as they enable team members to access and work on the same documents simultaneously, regardless of their location or device. Document sharing tools can also support version control, commenting, feedback, and approval workflows. Some examples of document sharing tools are Google Workspace, Dropbox, and Microsoft Office 365.

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5 Feedback surveys

Feedback surveys are tools that allow users to collect and analyze feedback from team members, stakeholders, customers, or other sources. Feedback surveys are important for cross-functional team communication, as they help team members to evaluate their performance, satisfaction, and engagement, as well as identify areas of improvement, learning, and recognition. Feedback surveys can also foster a culture of feedback, openness, and continuous improvement among team members. Some examples of feedback survey tools are SurveyMonkey, Typeform, and Google Forms.

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6 Social intranet

Social intranet is a platform that combines the features of a traditional intranet, such as information, policies, and resources, with the features of a social network, such as profiles, posts, likes, and comments. Social intranet is a beneficial tool for cross-functional team communication, as it allows team members to connect, communicate, and collaborate across the organization. Social intranet can also promote a sense of community, belonging, and culture among team members, as well as celebrate achievements, milestones, and events. Some examples of social intranet tools are Workplace by Facebook, Yammer, and Happeo.

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