How Technology Is Changing Business Communication | Bài thảo luận tiếng anh thương mại

THUONGMAI UNIVERSITY
INSTITUTE OF BUSINESS ADMINISTRATION ----- -----
GROUP DISCUSSION
COURSE: ENGLISH FOR BUSINESS 2 TOPIC:
“How Technology Is Changing Business Communication”
Course section: 251_ENTI3411_05 Lecturer: Group: HA NOI, 202
ASSESSMENT TABLE OF MEMBERS No. Name Student code Work assignment Mark 22 Ngô Thị Khánh Linh 23D100026 2.5.6 + 2.5.7 + 8.5 Conclusion 23 Nguyễn Thùy Linh 23D100182 2.2 8 24 Nguyễn Thùy Linh 23D100232 2.5.1 + 2.5.2 + 2.5.3 + 9.5 (Secretary) 2.5.4 + 2.5.5 + Word 25 Phan Thị Ngọc Linh 23D100028 2.4.2 9 26 Trần Thị Phương Linh 23D100183 2.4.1 9 23D100233 Introduction + 2.1 + 10 27 Trịnh Thị Khánh Linh Word + PowerPoint last (Leader) review 28 Vũ Đức Linh 23D100133 2.3 8
CỘNG HÒA XÃ HỘI CHỦ NGHĨA VIỆT NAM
Độc lập – Tự do – Hạnh phúc ***
BIÊN BẢN HỌP NHÓM
I. Thời gian, địa điểm
- Thời gian: 22h ngày 15/09/2025 - Địa điểm: Google Meet
II. Thành phần
- Số lượng thành viên tham gia: 7/7 thành viên - Các thành viên: 22. Ngô Thị Khánh Linh 23. Nguyễn Thùy Linh
24. Nguyễn Thùy Linh (Thư ký) 25. Phan Thị Ngọc Linh 26. Trần Thị Phương Linh
27. Trịnh Thị Khánh Linh (Nhóm trưởng) 28. Vũ Đức Linh III. Nội dung
Nhóm tổ chức cuộc họp nhằm phục vụ cho quá trình làm bài thảo luận, bao gồm các hoạt động:
+ Định hướng chủ đề, nhóm đưa ra các đề xuất về đề tài:
1. Email vs. Chat Apps: Which Is Better for Business Communication?
2. Cross-Cultural Communication: Funny Misunderstandings in Business
3. Non-Verbal Communication: The Hidden Language of Business
4. How Technology Is Changing Business Communication
5. The Impact of Poor Communication on Team Performance
+ Xây dựng đề cương cho đề tài
+ Đề xuất và lựa chọn cách thức trình bày bài thảo luận
+ Phân công nhiệm vụ cho từng thành viên IV. Kết luận
Qua buổi họp, nhóm đã thống nhất lựa chọn đề tài “How Technology Is
Changing Business Communication” làm đề tài thảo luận, đồng thời xây dựng được
đề cương cho đề tài này, lựa chọn phương thức thuyết trình để trình bày và phân chia
các nhiệm vụ cụ thể cho từng thành viên một cách hợp lý. Các thành viên trong nhóm
nghiêm túc đóng góp ý kiến.
Cuộc họp diễn ra từ 22h – 23h.
Thư ký Linh
Nguyễn Thùy Linh Trịnh Thị Khánh TABLE OF CONTENT
OUTLINE.....................................................................................................................1
OUTLINE (TEACHER CORRECTION).................................................................4
CONTENT...................................................................................................................6
I. INTRODUCTION................................................................................................6
II. MAIN CONTENT...............................................................................................7
2.1. Concept...........................................................................................................7
2.2. Development Process of Business Communication......................................8
2.3. Current Use of Technology in Business Communication............................9
2.4. Advantages and Disadvantages of Technology in Business
Communication...................................................................................................10
2.4.1. Advantages of Technology in Business Communication.....................10
2.4.2. Disadvantages of Technology in Business Communication................11
2.5. Solutions and Suggestions for Effective Technology Use in Business
Communication...................................................................................................12
2.5.1. Develop clear strategies for using communication technologies and
ensure alignment across departments............................................................12
2.5.2. Establish strong data protection and security policies........................12
2.5.3. Promote digital well-being.....................................................................13
2.5.4. Provide continuous digital skills training and encourage time
management practices.....................................................................................13
2.5.5. Regularly evaluate the effectiveness of tools and adjust usage when
needed...............................................................................................................14
2.5.6. Balancing Online and Face-to-Face Communication..........................14
2.5.7. Selective Adoption of Emerging Technologies.....................................14
III. CONCLUSION................................................................................................15
REFERENCES..........................................................................................................16 OUTLINE
Topic: How Technology is Changing Business Communication I. INTRODUCTION Technological changes are reshaping the speed, scale, and style of
communication in the workplace.
Two main perspectives:
oTechnology enhances productivity and connectivity. oTechnology reduces human connection and leads to information overload. II. MAIN CONTENT 2.1. Concept
Technology in communication: tools and platforms used to create, share, and store information. Business communication refers to the exchange of information, ideas, and
messages within and outside an organization to achieve business objectives. It
involves formal and informal channels, internal and external stakeholders, and
covers both digital and face-to-face interactions.
2.2. Development Process of Technology in Communication
- Past: traditional tools → telephone, fax, paper docs, face-to-face meetings.
- Present: email, cloud collaboration, video conferencing, AI support.
2.3. Current Use of Technology in Business Communication
Organizations deploy multiple tools for remote work, project management, and customer engagement.
The rise of “remote work” and “hybrid work” makes technology the primary communication channel. AI and automation are changing how businesses interact with customers
(chatbots, virtual assistants). Challenges: fragmented tools, security risks, information overload, and the
expectation of instant responses. 1
Example: using AI to draft an email, followed by human editing for tone and accuracy.
2.4. Advantages and Disadvantages of Technology in Business Communication
Advantages: faster decision-making, asynchronous collaboration across time zones,
easy data retrieval and analysis. Faster Decision-Making
+ Cause: Instant sharing via emails, chats, video calls
+ Effect: Quicker responses and timely decisions
+ Example: Sales manager approves discount after receiving real-time data
Asynchronous Collaboration Across Time Zones
+ Cause: Online tools (Google Drive, Teams, Slack) enable flexible work
+ Effect: Continuous workflow across different regions
+ Example: U.S. team uploads draft → Asia team edits overnight
Easy Data Retrieval and Analysis
+ Cause: Digital systems store and organize data efficiently
+ Effect: Fast access, better analysis, improved accuracy
+ Example: Analyst compares revenue using cloud-based reports Disadvantages:. Reduced Focus / Distraction
+ Cause: constant notifications (emails, chats, apps)
+ Effect: interrupted workflow, lower productivity
+ Example: employee distracted on Slack → delays report
Privacy & Security Concerns
+ Cause: cloud-based storage, cyberattacks, unauthorized access
+ Effect: financial loss, damaged reputation, loss of trust
+ Example: data breach in financial company → client info exposed
Overdependence on digital tools
+ Cause: reliance on digital tools (Zoom, Teams, etc.) 2
+ Effect: disruption during outages or system failures
+ Example: Zoom crash → meetings canceled, decision-making delayed
2.5. Solutions and Suggestions for Effective Technology Use in Business Communication Develop clear strategies for using communication technologies and ensure alignment across departments.
Establish strong data protection and security policies.
Promote digital well-being (e.g., response-time guidelines, “do not disturb” modes). Provide continuous digital skills training and encourage time management practices to prevent overload.
Regularly evaluate the effectiveness of tools and adjust usage when needed.
Balance online and face-to-face communication to maintain human connection. Adopt emerging technologies (AI, VR/AR) selectively, tailored to the
organization’s scale and needs. III. CONCLUSION Technology brings many benefits but also requires governance and human
skills to avoid negative impacts.
Striking a balance between automation and human judgment is essential for
effective business communication. 3
OUTLINE (TEACHER CORRECTION)
TÊN NHÓM – TÊN THÀNH VIÊN - UNIT MẤY? BÀI NÀO?
Topic: How Technology is Changing Business Communication I. INTRODUCTION Technological changes are reshaping the speed, scale, and style of
communication in the workplace.
Two main perspectives:
oTechnology enhances productivity and connectivity. oTechnology reduces human connection and leads to information overload. II. MAIN CONTENT 2.1. Concept
Technology in communication: tools and platforms (email, instant messaging, online meetings, collaboration suites, artificial intelligence) used to create, share, and store
information. This also includes automation and AI-assisted content drafting. Business communication refers to the exchange of information, ideas, and
messages within and outside an organization to achieve business objectives. It
involves formal and informal channels, internal and external stakeholders, and
covers both digital and face-to-face interactions.
2.2. Development Process CỦA CÁI GÌ??????? – CÓ THỂ TRÙNG VỚI 2.3 –
CÂN NHẮC ĐỂ CHỈNH LẠI - Past:
Communication relied on telephones, fax machines, official documents, and in- person meetings. - Present:
Mobile access anytime and anywhere: cloud-based collaboration,
AI tools for summarizing and drafting, integrated platforms connecting chat, files, and tasks.
2.3. Current Situation CỦA CÁI GÌ?????? – COMMUNICATION – HAY CỦA BUSINESS 4
Organizations deploy multiple tools for remote work, project management, and customer engagement.
The rise of “remote work” and “hybrid work” makes technology the primary communication channel. AI and automation are changing how businesses interact with customers
(chatbots, virtual assistants). Challenges: fragmented tools, security risks, information overload, and the
expectation of instant responses.
Example: using AI to draft an email, followed by human editing for tone and accuracy.
2.4. Advantages / Disadvantages CỦA GI? CÔNG NGHỆ - SỰ THAY ĐỔI
CÔNG NGHỆ TRONG BUSINESS COM – CHỌN Ý CHÍNH – SUPPORTING IDEAS Advantages: faster
decision-making, asynchronous collaboration across time
zones, easy data retrieval and analysis. Disadvantages: reduced focus, privacy concerns, and overdependence on platforms.
2.5. Solutions / Suggestions Develop clear strategies for using communication technologies and ensure alignment across departments.
Establish strong data protection and security policies.
Promote digital well-being (e.g., response-time guidelines, “do not disturb” modes). Provide continuous digital skills training and encourage time management practices to prevent overload.
Regularly evaluate the effectiveness of tools and adjust usage when needed.
Balance online and face-to-face communication to maintain human connection. Adopt emerging technologies (AI, VR/AR) selectively, tailored to the
organization’s scale and needs. III. CONCLUSION Technology brings many benefits but also requires governance and human
skills to avoid negative impacts.
Striking a balance between automation and human judgment is essential for
effective business communication. 5 CONTENT I. INTRODUCTION
Technological changes are fundamentally transforming the way organizations
communicate, reshaping not only the speed but also the scale and style of interaction
in the workplace. Over the past few decades, the integration of digital platforms,
mobile devices, and artificial intelligence has accelerated the exchange of information
while simultaneously broadening the scope of collaboration across geographical and
cultural boundaries. In today’s hyper-connected business world, communication tools
such as instant messaging, cloud-based file sharing, and video conferencing have
become indispensable, allowing companies to coordinate tasks in real time, maintain efficiency, and remain competitive in increasingly volatile markets. For example,
platforms like Microsoft Teams or Slack enable geographically dispersed teams to exchange updates instantly, while services like Zoom and Google Meet make it
possible for international business negotiations to take place without the logistical burden of travel. These innovations demonstrate how technology can empower
organizations to achieve speed, accessibility, and productivity on a scale that was previously unimaginable.
However, this transformation is not without its challenges. Scholars have raised
concerns that excessive reliance on digital channels can reduce the depth of human connection, as virtual interactions often lack the non-verbal cues and emotional resonance that are central to
face-to-face communication (Daft & Lengel, 1986). Employees today may find themselves overwhelmed by the constant stream of notifications, emails, and online meetings, leading to what is often described as
“information overload,” a condition that can decrease concentration, hinder decision-
making, and increase workplace stress (Eppler & Mengis, 2004). Moreover, while
technology enables global collaboration, it can also create cultural misunderstandings
and miscommunication when messages are interpreted differently across contexts.
Therefore, the influence of technology on business communication can be understood
from two contrasting but complementary perspectives. On the one hand, technology
enhances productivity, connectivity, and organizational agility; on the other, it raises questions about the quality of interpersonal relationships, the risks of over-
communication, and the erosion of personal engagement in professional contexts. The
challenge for modern organizations, then, lies in striking a balance between leveraging the efficiency of technological tools and preserving the authenticity of human connection. 6 II. MAIN CONTENT 2.1. Concept
Technology in communication refers to the wide range of tools, platforms, and
systems that organizations use to create, transmit, share, and store information across
different contexts. These include emails, instant messaging applications, enterprise
platforms such as Slack or Microsoft Teams, video conferencing software like Zoom,
and collaborative tools such as Google Workspace. Collectively, these technologies
enable businesses to overcome barriers of time and space, allowing communication to
occur instantly and seamlessly across locations and time zones (Zhang & Venkatesh,
2017). For instance, multinational corporations can organize virtual meetings with
stakeholders from different countries, reducing the need for travel, saving costs, and
improving efficiency. In addition, the growing integration of artificial intelligence into
communication processes—such as chatbots that respond to customer inquiries, AI- driven analytics that track employee communication patterns, or automated transcription services—demonstrates how technology enhances accessibility and productivity.
Yet, understanding technology alone is not enough; it must be examined in relation to the broader concept of business communication, which provides the
framework within which these tools are applied. Business communication refers to the process of exchanging information, ideas, and messages within and outside an organization to achieve specific business objectives. It encompasses formal and
informal channels, involves both internal stakeholders (such as managers, employees, and departments) and external stakeholders (such as customers, partners, and investors), and takes place through a combination of digital and face-to-face interactions. As Guffey and Loewy (2022) highlight, effective business communication is crucial for facilitating decision-making, strengthening organizational relationships, and ensuring long-term success. For example, clear
internal communication through team meetings and project updates helps employees
align with organizational goals, while effective external communication such as press
releases, advertisements, and customer service strengthens brand reputation and builds trust with the public. In the digital era, business communication has expanded significantly.
Organizations now use social media platforms, email marketing campaigns, and virtual
negotiation tools to reach global audiences instantly and cost-effectively. At the same
time, business communication is no longer limited to hierarchical structures but has
become more participatory, with employees contributing ideas through collaborative
platforms. However, the increasing reliance on digital communication also introduces
new challenges. Misinterpretation of tone in emails, cultural differences in online
interactions, and the risk of excessive information exchange can hinder clarity and effectiveness. Therefore, business communication today must be understood as a
multidimensional process that integrates both technological tools and human skills. It 7 is not only about transferring information but also about building relationships,
managing perceptions, and fostering organizational culture in a dynamic, technology- driven environment.
2.2. Development Process of Business Communication
- Business Communication in the Past:
In the past, business communication was much slower and far less flexible than
it is today. The main tools people used were landline telephones, fax machines, official letters, and face-to-face meetings. Landline telephones were helpful for urgent conversations, but long-distance or international calls were very expensive. Fax
machines were introduced as a faster option for sending documents, yet they had many
limits. The quality of faxed papers was often low, and only one file could be sent at a
time, which made the process inconvenient for larger transactions. Written letters and memos were also very common, especially for legal,
financial, or highly formal purposes. However, delivery usually took several days or
even weeks, depending on the distance. This often delayed decision-making. Face-to-
face meetings were considered the most reliable form of communication. Because of this, employees and managers often had to travel frequently for conferences,
negotiations, or training sessions. This not only cost the company money but also consumed valuable time. In the 1980s and 1990s, studies revealed that more than 70% of business communication still depended heavily on landline telephones and fax machines.
Compared with the present day, communication during this period was slower, less efficient, and international collaboration was far more difficult. Building strong
business partnerships across countries required great effort, patience, and significant resources.
- How Business Communication Works in the Present:
Today, business communication has become much faster, more flexible, and more connected, thanks to the rapid development of digital technology. Mobile communication plays a central role in this transformation. Smartphones allow employees to send instant messages, reply
to emails, and participate in meetings
anytime and anywhere. With more than 6.6 billion smartphone users worldwide, many
companies have adopted a “mobile-first” strategy, which helps them stay close to
customers, partners, and colleagues at all times.
Cloud-based platforms such as Google Workspace, Microsoft 365, and Zoom
have completely changed the way teams work together. Employees can now edit the
same document at the same time, share files in seconds, and organize video meetings 8
across different countries without leaving their offices. This reduces both travel costs
and waiting time, while also improving efficiency. Artificial Intelligence has also entered daily business communication. Applications like Grammarly, ChatGPT, or Otter.ai can draft professional emails,
check grammar, provide writing suggestions, and even summarize long meetings into
short, clear notes. This allows employees to save time and focus on more strategic tasks. Another important development is the rise of integrated communication
platforms. Tools such as Microsoft Teams and Slack combine chat, file sharing, video
calls, and project management into one system. For example, Microsoft Teams already
reached more than 270 million active users in 2022. These platforms reduce confusion,
limit email overload, and make collaboration more effective than ever before.
Overall, compared with the past, modern business communication is faster,
more interactive, and highly global. Companies can now connect with partners across
continents within seconds, something that would have been almost impossible only a few decades ago.
2.3. Current Use of Technology in Business Communication
- Digital Tools Transforming Workplace Interaction
Business communication has undergone a significant transformation in recent
years, driven by rapid advancements in technology and the growing popularity of
flexible work arrangements. Today, organizations are no longer limited to traditional
face-to-face meetings, phone calls, or email chains. Instead, they deploy a wide array
of digital tools and platforms designed to support remote work, streamline project
management, and enhance customer engagement. These tools have become essential in
facilitating effective communication across teams, departments, and even continents.
- Remote and Hybrid Work as Communication Drivers
Companies now rely heavily on software like Slack, Microsoft Teams, Zoom, and Trello to keep their operations running smoothly. These platforms allow
employees to collaborate in real time, share files, track progress, and hold virtual
meetings, all from different locations. This shift has made communication faster and more accessible, breaking down geographical barriers and enabling businesses to
operate on a global scale. Especially with the rise of “remote work” and “hybrid work” models—where employees may split their time between home and the office—
technology has become the primary communication channel. Organizations must now
ensure that their digital communication infrastructure is reliable, secure, and user-
friendly to support these evolving work arrangements.
- AI and Automation Reshaping Customer Engagement 9
In addition to collaboration tools, artificial intelligence (AI) and automation are playing an
increasingly important role in modern business communication. Many companies use AI-driven chatbots to handle customer service inquiries, answer
frequently asked questions, and provide 24/7 support. Virtual assistants can schedule
meetings, send reminders, or even transcribe conversations. Internally, AI tools help
employees save time by drafting emails, summarizing long reports, and prioritizing
tasks. For example, an employee might use AI to generate a rough draft of an email to
a client. The draft is then edited by a human to ensure the tone, style, and message are appropriate and align with the company’s brand voice. This combination of AI efficiency and human judgment is becoming more common in workplace communication.
- Key Challenges in the Digital Communication Era However , despite these technological advancements, modern business
communication also comes with its challenges. One major issue is the fragmentation
of tools. Employees often find themselves switching between multiple platforms—
emails, messaging apps, project trackers, video conferencing software—which can
lead to confusion, missed messages, and duplicated work. Another concern is security.
As more communication occurs online, the risk of data breaches, phishing attacks, and
unauthorized access to sensitive information increases. Organizations must invest in
robust cybersecurity measures and educate employees about digital safety.
Information overload is another growing problem. With constant notifications,
emails, and updates, employees may feel overwhelmed, making it harder to focus and
prioritize tasks. Additionally, the expectation of instant responses—fueled by real-time
messaging apps—can create stress and blur the lines between work and personal life.
Employers need to create policies that promote healthy communication habits and set
realistic expectations around availability and response times.
In conclusion, business communication in the modern workplace is shaped by digital tools, remote work trends, and intelligent technologies like AI. These
innovations have improved efficiency, flexibility, and global collaboration, but they
also require careful planning and management. To communicate effectively in today’s
environment, organizations must find the right balance between technology and human
interaction, address challenges like security and information overload, and ensure that
their communication tools truly support—not hinder—their goals.
2.4. Advantages and Disadvantages of Technology in Business Communication
2.4.1. Advantages of Technology in Business Communication
Technology plays an indispensable role in modern business communication, reshaping the way organizations operate and interact. It not only makes
communication faster, easier, and more effective, but also creates a foundation for
sustainable growth and global competitiveness. 10
One of the key advantages is accelerated decision-making. With tools like
emails, chat applications, and video conferencing, information is shared instantly. This enables managers and employees to react quickly to changes and make timely
decisions, minimizing operational delays. For instance, a sales manager who receives
updated financial data via email can immediately approve a discount proposal, thereby
helping the company win a potential client before competitors step in. This speed not
only improves efficiency but also strengthens the organization’s ability to seize new opportunities.
Another crucial benefit is asynchronous collaboration across time zones, which
has become increasingly important in a globalized business environment. Digital tools
such as Google Drive, Microsoft Teams, and Slack allow teams from different regions
to exchange documents, share ideas, and provide feedback at any time, without the
restrictions of working hours. This means that projects continue around the clock,
maintaining momentum and avoiding unnecessary delays. A clear example is when the
U.S. design team uploads a draft presentation to the cloud, enabling the Asian team to
review, edit, and improve it overnight. Such continuous collaboration ensures that
organizations remain flexible and productive, even when operating on a global scale.
In addition, technology enables efficient data retrieval and analysis. Digital
storage systems and business intelligence platforms organize information in a way that makes it easily accessible. Employees can quickly locate historical data, analyze trends, and make evidence-based decisions, which increases both accuracy and
efficiency. For instance, a financial analyst may use cloud-based reports to compare last year’s revenue with this year’s, allowing the company to adjust its strategy immediately.
=> In short, technology has revolutionized business communication by making
it more efficient, collaborative, and dependable. It allows companies not only to adapt
swiftly to market changes but also to strengthen their global presence and decision- making power. By bridging distances, enabling real-time access to accurate information, and supporting seamless collaboration, technology ensures that
organizations can thrive in today’s dynamic and competitive business environment.
2.4.2. Disadvantages of Technology in Business Communication Although technology has transformed bus iness communication in many
positive ways, it also brings several disadvantages that organizations need to address.
First, technology reduces focus because of constant distractions. Employees
today receive emails, chat messages, and notifications all the time. This endless flow of information interrupts concentration and makes it dif ficult to complete tasks
smoothly. For example, a worker who is preparing an important presentation may stop
many times to check short updates on Slack or Teams. These breaks not only slow down the work but also increase stress, since employees feel they must respond
quickly to every message. Over time, this constant pressure lowers productivity and reduces job satisfaction. 11
Another disadvantage is privacy and security risks. Companies now share and store large amounts of data on cloud platforms, which are convenient but also
vulnerable. Hackers can break into these systems and steal sensitive information, such
as customer details or financial records. A single security breach can cause huge
financial loss, legal problems, and long-term damage to the company’s image. For
instance, when a bank or an online store is attacked, customers may lose trust and
move to competitors. This shows that while technology connects businesses better, it
also exposes them to dangerous threats. Finally, businesses often become overdependent on digital tools. Many
organizations rely heavily on platforms such as Zoom, Google Meet, or Microsoft
Teams for daily communication. This dependence creates a weakness when the system
fails or when internet access is unstable. Even a short technical problem can delay
meetings, stop teamwork, or reduce customer service quality. For example, if Zoom
suddenly crashes, an international company may have to cancel an important meeting
with partners, leading to missed opportunities. This proves that too much dependence
on technology can make companies vulnerable to unexpected disruptions.
2.5. Solutions and Suggestions for Effective Technology Use in Business Communication
2.5.1. Develop clear strategies for using communication technologies and ensure
alignment across departments
Companies should create a clear plan for how to use different communication
tools such as email, chat apps, and video meetings. Each department needs to follow
the same rules so that messages are not lost, repeated, or misunderstood. The plan can
explain when to use email, when to use a chat app like Zalo, and when to set up a
video call. A company might decide to use email for official announcements, Zalo for
quick team updates, and Zoom or Google Meet for weekly team meetings; managers
can share this plan with all employees and give short training to make sure everyone
understands. A shared calendar and clear response-time rules can also help people
know when they should reply. When every department follows the same strategy, it
saves time and avoids confusion, and a clear system helps employees feel confident when they need to share information. This organized method makes teamwork smoother and more effective, and it also improves trust between different teams
because everyone communicates in the same way. Regular reviews of the plan will
ensure it stays updated as technology changes. This helps the company stay flexible and ready for new tools.
2.5.2. Establish strong data protection and security policies Protecting company data is very important because many businesses work
online every day. Companies should use strong passwords, update software often, and
teach workers how to recognize dangerous emails or fake websites. They can create
simple security rules, such as changing passwords every three months and not sharing 12
login details. For example, a company might organize a short workshop on how to
identify phishing emails with suspicious links, store files in a secure cloud service with limited access, and
use two-step verification for email or chat apps to add extra
protection. Managers should also remind staff to lock their devices when they leave
their desks. Companies can also create a quick report system so workers can inform IT
staff immediately if they see a problem. This fast action can stop small issues before
they become big risks. These actions lower the chance of hacking or data leaks, and
good security will build trust with customers and protect the company’s reputation.
Clear policies also help employees feel responsible for keeping information safe and
create a culture of security inside the workplace.
2.5.3. Promote digital well-being
Human strength has limits, so employees need time to rest and stay healthy
when they use technology for many hours each day. The company can set rules for
working and break times, such as answering emails only during office hours and not
late at night. Teams can also agree on “quiet hours,” for example no messages after 6 p.m. unless there is an emergency, and some companies organize “no-meeting
Fridays” so everyone can focus on important tasks without interruptions. It is also
helpful to have short breaks during long working periods. For instance, design teams
or employees who spend many hours in front of a computer screen can take a ten-
minute break every two or three hours to rest their eyes by walking or doing light
exercise. These habits help staff reduce stress and keep a balanced life. Encouraging
healthy screen habits, like limiting non-work browsing, can further support a calm and
focused work environment. When employees stay healthy and well rested, they work
better and feel more satisfied with their jobs. A strong focus on digital well-being also
shows that the company cares about employee happiness and long-term productivity.
2.5.4. Provide continuous digital skills training and encourage time management practices
Regular digital skills training helps employees learn new tools and use them
with more confidence, and it is a very good solution. The company can organize
monthly workshops to teach staff how to use video meeting software or new project- management apps. These sessions can include simple tips and practice time so
everyone feels comfortable. At the same time, employees should learn how to plan
their workday and avoid too many online meetings. They can create a daily schedule
with clear times for tasks, breaks, and group discussions, while managers can suggest
using a timer or an online calendar to stay focused and avoid spending too much time
on email. Good digital skills and good time management reduce overload and increase
productivity. With these abilities, employees feel more confident with technology,
manage their time well, and achieve higher work performance . Over time, regular
training creates a culture of learning and keeps the company ready for new digital changes. 13
2.5.5. Regularly evaluate the effectiveness of tools and adjust usage when needed Because technology always changes, companies must check if their
communication tools are still suitable for the workplace. They can ask employees for feedback or look at how often each tool is used. Recording the results of these
evaluations will guide future decisions and make improvements easier to track. For
example, if few people read the weekly email newsletter, the company can switch to
short messages through a chat app or mobile notifications. Managers should hold a
short meeting every few months to review which tools work well and which do not, and they can compare different
platforms to find better options. By updating or
replacing old tools, communication will always stay fast and effective. At the same
time, this habit keeps communication modern and helps the company adapt quickly to
new technologies and employee needs. Regular checks also make sure that everyone
can share information and does not miss anything important.
2.5.6. Balancing Online and Face-to-Face Communication To maintain connection in the modern workplace, organizations need to
establish a hybrid communication model. This strategy combines the strengths of both
online and face-to-face interactions, ensuring that neither form completely dominates the other. In
practice, online communication can
be applied to routine meetings, progress updates, or international collaboration, as it saves both time and cost.
Meanwhile, face-to-face interaction should be prioritized for critical moments such as contract negotiations, brainstorming sessions, or team-building activities. In such
cases, non-verbal cues, emotions, and trust are key elements that digital platforms
cannot fully replicate. For this solution to succeed, companies must set clear principles that define when online tools are appropriate and when in-person meetings are necessary. They should also invest in supporting infrastructure: reliable video conferencing systems, well-designed meeting spaces, and training programs to
enhance communication skills. This way, employees will be competent in digital tools
while still retaining the ability to leverage the depth of in-person interaction. The outcome is a balanced communication system that preserves human connection
without sacrificing efficiency.
2.5.7. Selective Adoption of Emerging Technologies In addition to balancing communication methods, organizations must also develop a clear strategy for adopting emerging technologies such as Artificial Intelligence (AI), Virtual Reality (VR), and Augmented Reality (AR). These
innovations offer tremendous potential, but if deployed indiscriminately, they may
create distance rather than strengthen relationships. A practical solution is to apply
technology selectively in areas where it complements human communication instead
of replacing it. For example, AI can handle repetitive tasks such as scheduling, sorting
emails, or responding to frequently asked customer inquiries. This allows employees to focus on creative and strategic tasks that require empathy and judgment. Meanwhile, VR and AR can be used in employee training, providing safe and 14