Communication Compliance: The Benefits of Salesforce Chatter

Even though the concept of compliance was born in the financial field, it is now a consideration across numerous industries and has impacted many aspects of our lives. Communication is, of course, a common need across the board. The way we communicate in our companies impacts our ability to meet compliance standards. We apply this mindset when working with all of our customers, like this spirits distributor that needed to create a platform to break barriers and enable their 18,000 employees to collaborate more effectively. 

Managing conversations properly (and the data those conversations produce), is as important as the compliance standards involved in those processes. If you are a Salesforce partner or use Salesforce in your company, you are one step ahead. With a secure platform, you can enhance your internal and external communication strategy and then, meet your compliance standards. Marc Benioff, CEO, and Chairman of Salesforce says: 

“Customers trust us to make them successful, deliver unwavering security, reliability, performance and compliance.” 

Compliance and trust through messaging

Notice that Marc Benioff includes Compliance in his perspective on how to conduct business and approach customers. Trust is Salesforce’s number one value. This vision ensures two crucial benefits for any business. First, every product designed by Salesforce is intended to create reliable relations with customers. It’s not only about sales, it’s about relationships. And second, all of your data is stored and archived safely, so you can access it any time for compliance purposes. 

Chatter, the Salesforce messaging platform for business, also follows compliance regulations to ensure your data and activity are safe. According to Bloomberg Vault, Chatter is also a social media platform, so “it is subject to the same set of regulatory requirements as any other form of social media”. We have helped many customers enhance their communication platforms; these experiences have taught us many good practices to communicate and comply efficiently. 

1. Keep all your data archived in Salesforce

First, what is the golden rule we need to take into consideration? Archive everything! Make sure you archive all your conversations or posts in your org. It is recommended you preserve this data for e-discovery purposes for a period of time defined by various retention requirements. Some day, you may be required to hand over this information for corporate internal audits or even legal or governmental requests. For more information about this, you may want to go over our other article as a starting point: Financial Compliance: Which Agencies?.

2. Make Chatter part of everything

Also remember, as you are using Chatter, you are creating or linking many items related to confidential information such as records, accounts, cases, and more. This information already lives in your Salesforce org, so you’re not moving data to external systems. With everything connected, Chatter and Salesforce remain the center of your workflow, helping you manage compliance more consistently.

3. Involve every employee

Compliance in communication involves employees. Why? Hackers are targeting them. Make sure you train your employees to move all important conversations to Chatter. Email opens the possibility that an employee may respond to a phishing attack, exposing protected data. If you maintain all-important internal conversations in Chatter, you are better able to ensure their safety. You can see in this article why you should be interested in maintaining your employees as security allies.

4. Choose the best team messaging tool

At Oktana, we are committed to compliance and we took it seriously when we built Tok. Tok is a real-time messaging app that boosts Chatter capabilities while also encouraging a great company culture with casual conversation. Because Tok leverages Chatter as its base, it takes advantage of the Salesforce platform to better enable your company to meet compliance standards. While collaborating, you can be confident any data shared on Tok is stored safely according to the compliance standards you’ve set for your Salesforce org. 

So, let trust lead the path to better compliance practices and communication management across your company. Remember, the online world brings many resources to make businesses go faster. However, it has also become a common target for cyber attacks. Take the time to set a strong compliance strategy and keep updated on the regulations that impact your business.

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5 ways to master remote work and improve communication

Remote work is here to stay. Period. The new normal is here and it demands a brand new perspective on communication. In this pandemic, one of the cornerstones that we must consider is social distance. That’s the reason why well working remotely is a skill we currently need to stay profitable and grow our businesses. This might be confusing for many, but it’s actually quite simple (and fun). There are companies that have been working with teams abroad and are working remotely with ease.

In other words, take some time to learn from the experts. Integrating teams in different countries to create IT solutions for our customers is something we at Oktana are very used to. Nara, from our Human Resources department in Paraguay, tells us more about her experience:

“[I believe] things haven’t changed a lot since I have always reported and worked remotely with co-workers from other countries even before the pandemic showed up. [Morover,] I think remote work has improved my performance because I save time in the traffic and even money that I used for transportation and food. Now I feel I have more energy and resources.”

Nara G. – Human Resources at Oktana Paraguay

We even created Tok, the leading real-time chat app for Salesforce users that helps companies to squeeze the best of communication within the new normal (Can you tell we’re proud of it?). Let us help you work remotely more wisely to increase your efficiency, improve work culture, and grow revenues.

Distance has nothing to do with meters or feet

This is our first and most important recommendation. Why? Because it’s not about distance. It’s about having the right state of mind. If you want to master remote work and enhance your communication skills, you have to let go of that idea of physical distance. Talented remote workers know their partners are always just a click away:

“[The new normal] impacted the way we communicate with our teammates. Now we need to find new ways to facilitate communication. However, Tok is that space where we can stay always connected and work more fluently”. 

Nery C. – Web developer at Oktana Paraguay

That’s the key. We know where to find our teammates, and especially, how to reach out to them in the most effective way. Here is a tip that you may want to consider in your routine: identify your partners and get to know them. If you didn’t have a chance before, schedule a 10-minute chat to introduce yourself now. Don’t talk about work, get to know the human behind the “co-worker.”

Be direct and clear

No one owns a crystal ball to see into your mind, so try to express yourself clearly. We understand, having a work conversation through a screen may feel weird in the very beginning. That feeling will vanish as long as you decide to take the leap and connect with your co-workers. Also, you will notice in every conversation that you will develop more concise messages.

Our recommendation? Remember, less is more! When having 1:1 chats related to work and professional arrangements, try to pull everything together in a way that is as simple as possible and provides what your co-worker needs.

In remote work, communication is key

You are safe working at home but still need to reach your co-workers. Before the pandemic you could just walk over and have a conversation. Not anymore. Now you have to leverage technology to manage your communication and collaboration. Make sure your team agrees on which channels to use. With Tok, our teams use Channels and Groups to adjust their conversations according to their needs. For example, Channels are great spaces for teamwork and let members message each other around a common matter, like a real-time group chat. On the other hand, Groups were designed to share posts and let people interact with them, like social media.

Tip: Remote work is not only about efficiency. It has to do with culture and collaboration. When managing your conversations always make sure everyone knows where to go, is able to participate, and every voice is heard.

Stay 100% tuned in

Ok, this is important and we would like to highlight it because most of us tend to take it for granted: notifications are crucial. We get it.  Your phone was full of notifications even before the pandemic. However, if you want to track your projects, having the right notifications is the best way to do it.  Remember, your team is not physically together; so an important matter or message will come to you in a push notification or desktop alert.

We use Tok notifications in our office to make sure we keep track and guess what? We never miss any details! Here is our tip: Be aware of which notifications you have turned on. Make sure they’re the right ones. Then, get used to answering them as soon as possible. It might sound obvious but trust us: it only takes seconds for a pending message notification to be forgotten.

Have fun!

Yes, productivity and hard work bring great results. We believe fun is also a crucial element to consider when it comes to business success. No team member or leader will reach peak efficiency if they are not working in a comfortable and pleasant environment. How can you contribute to creating a better culture while working remotely? Through communication, of course. Don’t let screens make your conversations boring.

Most messaging solutions include many features to make collaboration as much fun as possible. Use them! With Tok, we use emojis, gifs, snippets, polls, and other resources to express ourselves in every message.

If you have read this far, you now have a better understanding of what efficient communication means in remote work scenarios. Remember, the sense of distance is in your mind and you can adapt: always use efficient and clear communication, stay 100% connected, and make it a better place to work. Follow these recommendations and you will be all set!

For more information about how we strive to improve communication for our customers, please visit us here. Also, if you need a general overview of Salesforce’s perspective, visit this trail. Now go back to your daily assignments and enhance your communication level across your company. Your teammates will notice the difference.

Our team is doing their best while working remotely. We have worked with different organizations and their projects. We are Salesforce platform experts and offer custom development to help you build your platform and solve the right problems. If you want to know more about our work, go check out our latest success stories.

How Our New App, Tok, Can Improve Business Communication

If you work in a large organization or collaborate with multiple teams within your department, then you know how important it is to make sure everyone is on the same page with communication. Not just dialogue, but all methods of effective and most importantly, efficient communication.

As technology has become increasingly innovative, we’re always finding better ways to manage the mutual response. Phone calls can get annoying, it’s hard sometimes to track down the person you want to speak to in person, emails take too much time with finding the person’s email and then adding a title and then writing your message….and then, you have chat.

Chat is the best way to send a quick message and it’s not time-consuming nor complicated. There are tons of chat apps you can use, but our chat app, Tok, is probably one of the best and currently, it’s the only instant messaging client that runs on Salesforce for free!

Oktana’s Tok team created an app that we began using at our company a few months ago.

Not only has the app improved internal communication for us, but it has created a work environment where we’re able to have more time on building quality work, rather than letting miscommunication take over our day.

From our experience of creating it and now using it, here are a few ways Tok can also help your business communication:

Group Messaging Features

With general chat applications such as iMessage, Skype, Facebook Messenger, etc., you can send messages to people quickly. The issue with this is there are too many mediums of chatting and sometimes, it can get difficult backtracking and remembering which method you used to reach colleagues. With Tok, your entire organization is in one place and if you need to reach out to more than one person, you can quickly set up a group message. No more searching for a colleague’s email or Facebook name!

Tok’s Built-In TokBot

To make things more efficient for you, our team has built a new TokBot within the app itself. Just send a message to TokBot and he’ll grab stored messages that you’re looking for, help you make a group chat quickly, and even set up a poll for others to vote on such as where to eat for lunch for the day! When it’s crunch time, TokBot can ease some of the stress and he’s always there to help you 24/7.

Mobile/Desktop/Browser Interface

Picture yourself during your lunch hour eating a salad at the nearby cafe. You have your phone on you just in case your boss calls, but the reality is he decides to message you on your chat app, instead. Unfortunately, you won’t see this message on your until you return from your lunch, and who knows, at that point, he may not even need you anymore. With Tok, we’ve set up a desktop version, a mobile version, and a browser interface! It’s all about keeping you connected, no matter where you are and with so many different ways you can access Tok, you’ll never miss an important deadline or reminder.

Salesforce Shield Protection 

Another concern that came up when using the app was privacy and security for messages. There may be times when you have to give confidential info to a supervisor or a colleague and by texting them the info or sending it through Gchat, the risk of that information getting hacked is SUPER HIGH. With Tok’s browser interface, the app is set up inside Salesforce, so there’s an extra layer of security with Salesforce Shield.

To bring it all together, the value that Tok can bring to your workplace would maximize your time with work and get business taken care of. Time is of the essence so if there’s an option out there that can give you some more of your time back, why not take advantage??

Install Tok here from the AppExchange and also check out the Tok page at this site!

See how your company’s communication gets better! Let us know of any thoughts or ways the app helped you and if you have any suggestions, we’re open to ideas since we’re constantly updating Tok with cooler features!

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Oktana’s Recent App Helps Customers Tok Better

Being a services and products company, we’re not just helping our customers, but we’re also building apps to make things easier for our customers. In the past few months, we’ve released an app, Tok, that makes communication efficient and easier in your workspace.

We’ve been using it ourselves and we’re constantly trying to make improvements on it. From sending GIPHYs and emojis to files and pictures, Tok lets you and your colleagues be on the same page with your work.

             

Since our release, we have launched it not only on Salesforce, but also in the App Store. Tok users can communicate through the Tok browser, the Salesforce interface and also on their mobile devices, so a message is never missed. We’ve also included email alerts just in case you’re away from your desk or don’t have the app open, you know when someone is trying to get in contact with you.

Because it’s been a recent launch, we’re here to say it’s not 100 percent perfect….yet! Give the app a try right here or here . Once you’ve downloaded it, try it out and let us know what you think. We’re always open to feedback and comments because in the end, these suggestions are making the app better to help you!

Start tokking!