How to maximize your productivity using the right messaging platform

In our modern society, effective communication has become essential for success, both in our personal and professional lives. With the rise of remote work and global teams, communication tools such as messaging platforms have become more critical than ever. 

However, choosing the right messaging platform can be overwhelming. With so many options available, it’s crucial to select the platform that meets your specific needs and enhances your productivity. We will offer strategies to maximize your productivity while using messaging platforms, such as setting clear communication guidelines, reducing distractions, and avoiding burnout. 

By the end of this article, you will have a better understanding of how to use messaging platforms effectively and efficiently to enhance your productivity and achieve your goals. 

1. Choose the Right Platform 

Choosing the right messaging platform is essential for maximizing your productivity. According to a Zapier survey, 62% of respondents reported using Slack as their primary messaging app, followed by Microsoft Teams (17%) and Zoom (6%). However, other apps such as Clariti are also gaining popularity since they bring together all communication methods to one app, instead of switching between multiple apps. Consider the features of each app, such as video conferencing, file sharing, and integration with other tools, to determine which platform best meets your needs. 

2. Set Communication Guidelines

Establish clear communication guidelines to avoid miscommunications and misunderstandings. For example, you can set guidelines for response time, channel usage, and tone of communication. According to a survey conducted by McKinsey, effective communication can increase productivity by 20-25%. By setting clear guidelines, you can reduce the time spent on back-and-forth conversations and avoid misunderstandings. 

3. Create subject-based chats

Clariti is a messaging platform that uses subject-based chat to increase productivity. By organizing conversations based on specific topics or subjects, it becomes easier to find and reference important information later. With subject-based chats, users can keep all related conversations in one place and use filters to quickly find the information they need. Additionally, these tools offer the ability to mark messages as tasks, set reminders, and share files, helping users to stay organized and on top of their work. By leveraging subject chats, users can work more efficiently and collaborate seamlessly with their team. 

4. Use Integrations

Utilize integrations to automate tasks and reduce manual work. Many messaging platforms like Clariti offer integrations with other tools, such as project management software, CRM systems, and calendar apps. According to a study by McKinsey, using automation tools can increase productivity by up to 20%. 

5.Use @Mentions and Direct Messages

Use @mentions and direct messages to ensure that your message is seen by the intended recipient. For example, if you need a response from a specific person, you can @mention them in your message to get their attention. According to a study by Pingdom, the average email response time is 23 hours, while the average response time for direct messages is just under 15 minutes. By using @mentions and direct messages, you can reduce response times and keep conversations moving. 

6. Use screen sharing

Messaging platforms help companies to maximize productivity through their screen sharing feature. This feature allows users to share their screens with colleagues during a conversation, making it easier to collaborate and work together on projects in real-time. By eliminating the need to switch between different apps and tools, screen sharing streamlines the workflow and saves time.  

Additionally, users can annotate and highlight important parts of the shared screen, facilitating better communication and understanding. With screen sharing, teams can work more efficiently and effectively, leading to increased productivity and better outcomes. 

7. Use Status Updates

Use status updates to keep your team informed about your availability and progress. For example, you can set your status to “working on a deadline” or “in a meeting” to let your team know when you are available. According to a study by Buffer, remote workers are more likely to experience loneliness and isolation than office workers. By using status updates, you can stay connected with your team and reduce feelings of isolation. 

8. Minimize Emojis and GIFs

While emojis and GIFs can add a fun and casual element to messaging platforms, their excessive usage can have negative effects on communication and productivity. Too many emojis and GIFs can make messages difficult to read and understand, leading to miscommunication and errors.  

Excessive use of these elements can create a distracting and unprofessional atmosphere, especially in a work setting. Overuse of emojis and GIFs can lead to a lack of clarity and conciseness in messages, resulting in longer conversations and decreased productivity. While these elements can be used in moderation to add a personal touch, it is important to minimize their usage in order to maintain clear and effective communication. 

9. Use Threaded Conversations

Use threaded conversations to keep related messages together and reduce confusion. For example, if you are discussing a specific project, you can use threaded conversations to keep all related messages in one place. According to a study by RingCentral, workers spend an average of 69 minutes per day searching for information. By using threaded conversations, you can reduce the time spent searching for messages and increase your productivity. 

10. Use Notifications Wisely

Use notifications wisely to avoid distraction and increase focus. For example, you can set notifications for urgent messages only or turn off notifications during specific times of the day. According to a study by RescueTime, workers spend an average of 3 hours and 15 minutes per day on their phone, with notifications being one of the primary sources of distraction. By using notifications wisely, you can reduce the time spent on distractions and increase your focus. 

11. Use Bots

Use bots to automate repetitive tasks and increase efficiency. Many messaging platforms offer bots that can perform tasks such as scheduling meetings, creating reminders, and answering common questions. According to a study by Accenture, using AI-powered bots can increase productivity by up to 40%. By using bots, you can reduce the time spent on repetitive tasks and increase your productivity. 

12. Use Search

Use search to quickly find relevant messages and information. Most messaging platforms offer search functionality, allowing you to search for specific keywords, dates, and channels.  

According to a study by RescueTime, workers spend an average of 2 hours and 48 minutes per week searching for information. By using search, you can reduce the time spent searching for information and increase your productivity. 

13. Set boundaries for after-work communication

 While messaging platforms can be a convenient way to stay connected with colleagues outside of work hours, it’s important to set boundaries to prevent burnout and maintain a healthy work-life balance.  

Consider setting specific times during the day when you will respond to messages and communicate these boundaries to your colleagues. Additionally, turn off notifications outside of work hours to prevent work-related distractions during your personal time. 

14. Use filters to sort and prioritize messages

 Filters help to organize and prioritize messages, making it easier to identify and respond to urgent messages first. By setting up filters based on senders, subjects, or keywords, you can automatically categorize incoming messages into specific folders or labels. This can help to reduce the clutter in your inbox and prevent important messages from getting buried under less important ones. 

15. Take advantage of task management features

Many messaging platforms come with built-in task management features that allow you to create, assign, and track tasks directly from your conversations. By turning messages into actionable tasks, you can ensure that important items don’t get forgotten or lost in the shuffle.  

Additionally, task management features help you to stay organized and focused and can help you to prioritize your workload more effectively. 

Conclusion

In today’s fast-paced work environment, effective communication and online collaboration are essential for maximizing productivity. Choosing the right messaging platform and utilizing its features can greatly enhance your ability to communicate and collaborate with your team, ultimately leading to increased efficiency and productivity.  

By following the 15 ways outlined in this article, such as utilizing integrations, setting boundaries for notifications, and using collaborative editing, you can optimize your use of messaging platforms and improve your overall workflow. 

It’s important to note that while messaging platforms can be incredibly useful, they can also be a source of distraction and lead to decreased productivity if not used wisely. By being intentional with your communication and utilizing the features that best suit your needs, you can strike a balance between effective online collaboration and focus. So, whether you’re working remotely or in an office, consider implementing these tips to maximize your productivity using the right messaging platform.