Zapoj Workspaces: Modernize Your Communications and Collaborations

A lesson learned the hard way – communication and collaboration are essential, but having the right communication and collaboration tools in your kitty is even more crucial.

2020 was tough. COVID-19 impacted almost all industries. The on-and-off imposition of lockdowns, the introduction of remote working culture, and the increased work-from-home scenarios — all this paved the need for modernizing your communications and collaborations.

If your business is still sticking to the age-old communication practices and relying on traditional management tools, now is the time to move on.

We understand that business communication is confidential, and adopting a new tool at the risk of compromising your data and information is the least you want.

Are you let down by remote communication tools?
Are you let down by false end-to-end encryption claims?
Are you let down by a clumsy user-interface?
Are you let down by leaked passwords and unsecured desktop apps?
Not anymore.

Zapoj Workspaces is here to your rescue. Zapoj not only promises you top-notch and uncompromised security, but we also deliver increased productivity and fun.

Modernize communication1

For starters, Zapoj Workspaces is a unified platform with multiple services that help foster seamless communication and collaboration among your teams. Wondering, how? Let’s find out.

Siloed Communications And Collaborations

Are your (remote) teams and departments crippled with the silo effect despite adopting the latest communication technology?

A silo effect is when two different teams or individuals within the same organization work on identical tasks but have no idea about each other. Needless to say, siloed communications and lack of collaborations hurt your overall work efficiency, leading to redundant work and lack of clarity on objectives resulting in wasted efforts.

Keep the remote working teams aside, even in-office teams struggle with the imbalance in task allocations and overall project progress due to lack of collaboration. It is observed that an average team uses six different approaches and at least four different communication tools to carry out project-related tasks. This often leads to confusion and loss of productivity of at least 5 to 7 hours per week.

Siloed communications can also hurt your customer service operations as lack of collaboration may lead to slowed issue resolution. An Aberdeen report says that a 200 agent contact center stands to lose $1.5 M every year due to siloed communications.

You do not want this to happen to you. The solution?

Switch to a unified communication platform and ensure your company culture is open to such a proactive framework. Rethink the way you are currently leveraging technology and move to modern solutions that are indeed the need of the hour.


Bring It All Together: One Communication And Collaboration Hub From Workspaces

Geolocate Your Employees In Real-Time From Zapoj For In Region-Specific Support To Organizations
Zapoj Workspaces provides a consistent and unified communication platform that will help you take the right step towards a more proactive work environment.

We help you bring together your various communication channels under a single unified hub for convenient and efficient information sharing.

We help you with:

  • Messaging
  • Secure file drive
  • Geo-locations (weather , tracking , routes)
  • Calendars
  • Audio/video Conference calls
  • Agile project management

Merge Agile Task Management With Communications. Why Separate Them?

Agile communication can be a lot more challenging compared to the traditional project communication needs. It comprises both formal and informal communication, which in most cases, goes unaccounted for.

We believe that every business communication happens for a reason. The intention behind each communication and interaction between team members could be related to solving a particular task.

Understanding this interconnection and the relevance of each communication is necessary to facilitate a more streamlined and efficient work process. With Zapoj Workspace solutions, you can merge task management and communications on the go.

Zapoj lets you integrate your task management alongside your communication tools like chat, voice, video calls, calendar meetings, and more. Now you can save many crucial work hours by making sure all information is tracked relevant to a task and used for task progress efficiently.

With services like service ticket tracking via Kanban boards, you can easily ensure that your communications are easy, and tasks well-managed.


Collaborate And Communicate With Various Department Via Channels From Zapoj

Okay, let’s face it — we all had faced situations when an important company discussion was hijacked by other employees and steered towards not-so-important topics. The result? Chaos and confusion.

The solution? Zapoj Workplaces, yes, again!

Zapoj allows you to create channels based on a team, department, event, or any other relevant category of your choice. This way, you can better organize your conversations, keep your employees up to date with the latest announcements, and look back at the information whenever needed at any point in time.

What’s more, the tool also provides you with various much-needed features (okay, we can even imagine smiles on the faces of project managers) like:

  • Ability to create read-only announcement channels
  • Ability to invite new members to broadcast news clearly and without any distractions
  • Exercise granular-level controls governing who can post in the channels and who cannot, keeping the unnecessary noise to the minimum
  • Ability to create both public and private channels
  • And above all — secure private conversations

To provide you with more perspective, a public channel is open to all, and anyone in the company can join or search. On the other hand, a private channel is the right fit when you want to have sensitive conversations with selected people. You can create a cross-team confidential channel by inviting members. You can also make announcements when you have something to share company-wide.

Geolocate Your Employees In Real-Time From Zapoj For In Region-Specific Support To Organizations

Geolocate Your Employees In Real-Time From Zapoj For In Region-Specific Support To Organizations

Geolocation is a much-needed capability when managing remote teams with team members working from diverse geographical locations. For a genuinely global virtual team, there are some unique challenges like having to tackle the time zone differences, scheduling work shifts and meetings at the right times, and so on. You may also want to track your onsite technicians and field employees to track their progress.

Zapoj provides an excellent solution to help you manage your global teams effectively, just as you would with your local teams.

You get to geolocate your employees in real-time and know their exact location during work hours.

No more worries as to scheduling meetings with your regional teams and branches. Why let physical borders restrict you from achieving full productivity? Zapoj enables you to get quick and real-time incident reports from your various endpoints and ensure business continuity across your regional teams.

You can quickly check for staff availability, plan shifts, communicate with regional offices in real-time, and speed up communications across your remote teams.

What’s more, you can also receive real-time updates on the weather of the place your employee might be driving to for business purposes. This way, it ensures the safety of your team members and prevents them from local threats.

Believe us, that’s not all. Zapoj provides you with a lot more features and advantages. It is not JUST a communication and collaboration tool. There is a lot more! Contact us today to learn more, or request a free trial now.


Zapoj Workspaces- More Than Just Independent Communication and Collaboration Platforms

Zapoj Workspaces

When virtual offices are becoming the norm, you need more than just communication tools to run efficient business operations. You need robust collaboration tools that allow for easy information sharing and efficient workflows.

With Zapoj, you get everything you need to emulate a winning virtual work environment. No more information silos, no more loss of productive hours, and no more operational inefficiencies. Zapoj provides you with a complete solution that will be the technology pillar of strength your organization desperately needs.

Unify And Bridge The Gaps In Communications And Collaborations

Everyone accepts the fact that communication is key to success in any remote work environment. But what people often forget is the importance of the right communication tools to make it all work. Here are some challenges that organizations face as they make the shift towards a remote work culture:

  • Siloed communications and collaborations
  • Micromanagement that can interrupt productivity
  • Technology difficulties and gaps

Communication gaps alone can cost you millions in terms of productivity loss and incorrect business flows. Here is how Zapoj helps you bridge the gaps and bring about a genuinely collaborative virtual workspace Provides you with a unified communication platform that fosters proactive collaboration and communication across your teams A consistent interface that helps bring together your various communication channels under a single, convenient platform Zapoj has built several supporting features for taking care of all types of communication you need to execute when running a company. Some of the services provided include:

  • Situational awareness and Risk intelligence
  • Incident communications
  • IT event communications
  • Team communications and collaboration hub

It enables you to merge agile task management with communication tools. It makes no sense to keep project management and task management separate from your communication channels. Integrating the two spaces allows you to share information quickly, track your work artifacts more efficiently and keep track of your progress as well.

Zapoj has a good set of features like chat, video calls, voice calls, calendars, meeting schedules, and more that help you stay on top of all your agile tasks and keep track of your progress with ease.

Zapoj lets you take care of external communication as well with the help of read-only announcement channels, broadcast news, privacy options for every post made, and support for secure private conversations.


Adopt Zapoj- Looking Into Future, Hybrid Work Culture Will Be New Norm

A recent Gartner study reports that about 74% of companies plan to implement work from home for a considerable portion of their workforce permanently in the near future. As we move towards more technology-aware workspaces, remote work culture will become mainstream work policies. But there will still be a part of the front-line workforce who will continue to work from on-site premises and customer locations.

You will have to adapt to the changing requirements and promote a healthy work environment for both your on-premise and remote workers. As you adapt to such challenging hybrid work culture, Zapoj can ease the transition with its huge array of tools.

Be it team communication, collaboration, remote tracking, task management, meetings, online conferences, remote assistance, or employee safety – Zapoj can take care of it all.

Zapoj can replace your typical office cubicles and let you manage your teams more efficiently than you could in a physical workplace. Zapoj is the panacea for your organization’s digital transformation needs. Besides the various collaboration and communication needs, Zapoj also ensures all your information is kept safe and secure with strong security policies and access control in place. It gives you the power to accommodate the needs of all your employees.


Zapoj Helps Organizations Avoid Shelling Money On Numerous Tools Just For Communications And Collaborations

Just think of all the different tools you would need to use when setting up a remote team.

Besides the IT hardware and base infrastructure, you will need to set up user accounts and establish usage policies for various tools used. Let’s list some of the typical tools that all your team members will need for a smooth workflow:

  • An audio and video conferencing tool for daily project meetings, standup calls, and progress updates.
  • Screen sharing software to help share information during Knowledge transfers, product demonstrations, and presentations.
  • Calendar tool to view and coordinate your team’s schedules and plan project task management
  • Meeting scheduling app to inform your teammates of any meeting, send notifications and alerts on meetup times, keep track of the meeting minutes.
  • Task management tool to keep track of every task within an agile sprint or iteration.
  • Mail clients and mass communication tools for easy email communication and organization.
  • Chat application to catch up with team members as and when required.

There are many downsides to using arbitrary software applications for your remote working needs.

  • It can lead to an increase in shadow IT
  • It can cause security vulnerabilities
  • Data organization and workflow may get hampered.
  • Can cause communication gaps
  • Lack of multiplatform support
  • No data compliance assurance
  • Not all third-party apps will be appropriate to ensure data privacy and confidentiality.

Why go through all the trouble when you have Zapoj? Zapoj provides every tool you need for a smooth and efficient workflow You get a unified communication platform with support for project management. Zapoj gives you all types of tools like chat, video calls, audio calls, screen sharing, calendar, meeting schedules, mass communication, and more. Your data can easily flow across all of these apps with no extra effort required.

  • Zapoj also gives you top-level security protection, data compliance and makes sure all your access control policies are rightly implemented.
  • You can easily share and organize data across your teams with no added worries.
  • Zapoj is also device-independent. All Zapoj applications can be accessed from any type of device, be it a smartphone, Desktop PC, or laptop, helping you to go remote with your work environment truly.


Under Emergencies, Workspaces Is Just More Than Communications And Collaborations

A critical part of remote working that often goes unnoticed is the ability to track your employees in real-time. Zapoj is more than communications and collaborations, it helps you manage your diverse remote teams working from any part of the world. It helps you tackle the challenges of a global team like:

  • Time zone difference,
  • Work shift schedulings,
  • Meeting schedules at the right time
  • And so on with its geolocation features. Get business continuity across your global teams using Zapoj.

With Zapoj, you can track your employees’ location in real-time and support their ongoing work. It helps you ensure the safety of your on-site employees with the help of timely features like

  • Incident reports
  • Automated location tracking with geofences
  • Real-time alerts and notifications
  • Work hour tracking and maintenance
  • BYOD support

Zapoj improves your work efficiency in multiple ways. It helps you avoid micromanagement by letting your managers get real-time reports on their employee’s location and attendance at work. Timely incident reports and alerts also allow you to take the appropriate actions in case of an emergency and ensure your employees’ safety.

You can easily track travel times, optimize routes during service deliveries and let your on-site employees get remote assistance with ease.

Zapoj is your ultimate companion in sculpting a modern workspace that reflects well on the changing times. Equip your teams with the powerful Zapoj tools to help them enjoy their work-life and promote a healthier work environment.


Employee Tracking and Safety with GPS Location Monitoring from Zapoj Workspaces

Gone are the days where you had to anxiously wait for communication from your field employees once a day to get hold of your project progress. Now you can track work locations to incredible accuracy in real-time for all your employees through affordable means. There are a lot of upsides to being able to track your employees’ GPS location. You can monitor safety, the progress of the operations, have better means to monitor accurate record-keeping, and enhance customer service with real-time and immediate responses.

But this entire process has its own challenges.

You need to ensure employee morale and consider all the legal implications and ethical use of GPS location tracking. You can’t just go about tracking wherever and wherever your employee is traveling to.

So what can be the answer?

Enter Zapoj Workspaces, a strictly compliant adhering collaborative workspace that lets you track your employees’ GPS location ethically and legally.

Zapoj focuses on improving employee safety without being intrusive to their daily lives. It integrates seamlessly into your work process, letting you track everything work-related and helps you implement your company location tracking policy properly.

Zapoj provides a flexible solution that can accommodate all your location tracking requirements and needs.


Better Employee Safety And Productivity with GPS location monitoring from Zapoj Workspaces

Better Employee Safety And Productivity with GPS location monitoring from Zapoj Workspaces

Think of all that you can make possible with real-time location tracking of your employees:

  • Dispatch the best suitable technicians for the nearest onsite operation
  • Automate location tracking with geofences and give alerts when your employees go beyond a service area
  • Keep your teams moving and motivated with real-time alerts and notifications
  • Monitor employee attendance and work hours efficiently. You can also track every additional work hour your employee spends on a task and reward them accordingly.
  • BYOD support to enable easy access to your work-related collaborative tools.
  • Provide immediate response to any query or requirement raised by your onsite technicians. For instance, if your employee needs some equipment or technical assistance, he can easily submit a request through Zapoj collaborative tools and get it delivered on time.
  • Enhance employee safety. When unfortunate events like accidents or mishaps happen, employees can be reached out on time. This lets you take quick actions in case of accidents or any incidents that require you to intervene and make sure your employees feel safe and secure at their site locations.

Importance Of Employee Safety Whether They Work Onsite Or Travel Abroad

Importance Of Employee Safety Whether They Work Onsite Or Travel Abroad

When you have your team members on the road or working from remote locations, keeping in touch with them can get challenging. Not everyone can send updates frequently and proactively. Doing so is not only inconvenient but can also hurt productivity. But tracking your employee’s location is necessary to ensure their safety and know of their task progress.

Zapoj gives you a cost-effective solution to answer all your needs by letting you monitor and track where everyone is working.

You can track travel time and expenses and thus use it to consolidate costs and work hours better. Your employees will also rest assured that all their work hours are appropriately accounted for and will have less trouble reaching out to you if required or in unexpected site situations.

Location tracking from Zapoj can also be integrated with your work order systems to manage resources and service deliveries better. Employees can clock in and clock out as per their schedule.

You can look for optimized routing and let your employees reach their workplaces on time with minimal delays.

So no more worries as to budgeting and optimized scheduling of your workforce. With Zapoj, every collaborative task is made to come under one unified platform. All your tasks become trackable and easy to evaluate.

The opportunities for efficiency are limitless with Zapoj. You can automate your payroll system. You can automate your resource scheduling and make sure none of your productive hours go wasted.

Zapoj Workspaces is well-designed to include all the legal aspects of location tracking as well. All your considerations can be properly dealt with, such as:

  • Consent for location tracking
  • Tracking of personal or company-owned device
  • Tracking on and off company premises
  • Tracking during on or off-work hours

Employees can choose to clock in and clock out of their workspace location tracking and let you know of any immediate response required from the organization.

The GPS feature ensures employee safety is taken as its first priority and is completely compliant with the data privacy and regulations put forth by standard bodies.


How Workspaces Ensures Employees Safety In Case Of Emergency

Zapoj Workspaces is easy to use and facilitates better communication among teams and helps resolve any communication gaps and misinformation early on.


Announce Safety Measures

You can send mass communication and individual messages to all your employees to keep them informed of any company announcements and work policies effectively.

Zapoj Workspace solutions also make sure all your data is secure with the help of multi-factor authentication and authorization mechanisms. On top of providing the convenience to use multiple device platforms, it makes sure such multiple access points do not bring in any security vulnerability,

Zapoj keeps your data safe, secure and guarantees anytime remote access, which is all necessary for continued business growth and success.


Automate GPS Tracking

With the help of geofences, you can easily automate location tracking and guide your employees as they work on any onsite location. Geofences allow you to define safe or unsafe areas along with specific data markers that will enable the employee to take the necessary caution when working on a particular location.

It can also help the team get notified of the employee’s health and safety condition in case of an accident where an employee is incapacitated to contact the team.


Healthy Working Environments

With a large workforce working from home in recent times, you can use Zapoj Workspaces to promote a healthier work environment. You can monitor employee movement, integrate with fitness apps to promote healthy daily activities on an organizational level.


Track Work Vehicles Efficiently

You can use IoT integration and mobile apps to track all your company-owned vehicles with their GPS location. This way, you can get real-time alerts in case of a breakdown and take necessary actions timely. It also helps you track your work progress and see that your resources have arrived at the work location on time, and set up reminders or commands to start, stop and resume in real-time.

GPS location tracking from Zapoj opens the door to multiple opportunities to bring in a healthy, safe, and productive work environment for your teams. Contact us today to learn more about how it can help your business.


Unified Communication and Collaboration Scale Recovery During Critical Events

We know critical events do not limit to a specific domain and it impacts everything at large. Business leaders thus have been identifying business resilience efforts for familiar critical events that include terrorisms, natural disasters, pandemics, telecom outages, cyberattacks, data breaches, server downtime, and many more other possible scenarios. Despite business leaders have preparedness strategies, a different kind of threat environment may impact their efforts to keep up with business continuity and resilience.

Even though you forecast threats and unleash the best efforts, your attempts for business resilience may not work to the fullest when impacted by uncertain pandemics like COVID-19. For the worst-case scenario, the synchronicity of COVID-19 converges and influences other critical events to appear stern and complicated to handle for the world. That was the reason why businesses around the world have incurred losses and still facing hurdles. This is the biggest picture of critical events which is integral to one another.

However, when we talk about a critical event, it does not broadly relate to the high impact volcanic eruption, flood, or anything else. It may refer to incidents that affect your operation at the initial stage.

Be it COVID like critical events or small events, they lead to one common consequence- financial losses, a threat to life, and also reputation damage.

Crisis communication and collaboration that is flexible, scalable, and transparent can give business leaders the speed and power to address challenges much before they appear and impact the business.

In essence, what today’s business leaders need is a crisis communication and collaboration tool to facilitate a critical event management plan with powerful capabilities including multi-modal delivery, two-way communications to coordinate with everyone involved while keeping every stakeholder informed.

Zapoj enables powerful communication and collaboration during critical events and gives all stakeholders the opportunity to work better together towards running initial response, performing the right task, restoring incidents, and continuing business operations.


Zapoj architecting crisis communications for your organizations

Thousands of best possible case scenarios related to critical events may appear for your business. If we imagine a conventional fire in your office, what would be the first step of your action plan? Owing to this scenario, Zapoj has tools and features that you can use to implement better preparedness efforts. Now, how should business leaders accomplish their efforts? Let’s deep dive into it.


Building relevant plans and policies

As part of your preparedness effort, you should have a plan that includes everything about handling emergency responses, assessing risks, notifying stakeholders to follow-up recovery. Without you having a plan, you play around with guesswork and expect everyone should be aware of their respective responsibility and recovery preparedness. But, this strategy does not work and brings more risks than you could imagine. Be more proactive and rather than just hoping for the best thing to happen, you must have critical event management or a unified communication tool platform – Zapoj, that takes out anticipation and moves you forward to a better solution.

Using task management in Zapoj, you can have your critical event management plans and policies ready and make them accessible to every stakeholder so that they can be aware of specific tasks to be performed during the critical event. Supported by two-way communications, when any critical event occurs, business leaders can make informed decisions and keep everyone informed about what is currently happening internally in the organization and future course of action. Any individual at risk can be reached immediately using emergency notifications, and thus ensuring their safety at future events too.

Business continuity plans can be also be kept in a unified drive, making it easily accessible too for everyone in the organization. No matter where you are, anyone in your team can easily get hold of important information from the drive and share it between team members. Accelerating engagement is twice as effective during critical events.


Using predefined templates

During critical events, cognitive intelligence stops working impeding communications to flow at normal speed. In about 80% of cases, figuring out what to communicate becomes tough. Zapoj allows you to build critical communication templates in advance and restore them either in drive or CEM platform. These templates are error-free and tailored to specific incidents that can escalate on detecting specific emergencies and reach the right person to respond at the right time from CEM. As is with drive, a responder can shuffle through drive and send informative notifications to your employees.  With contextual and clear messages, you communicate in less than predictable time, reduce response time to act, run rescue operations, and keep your employees safe.


Targeting personnel by locations

Zapoj can let you build a database or contact center with updated employee information with proper contact numbers, email addresses, residential addresses, and other core information. During any critical events, Zapoj mass notifications can target employees using visual geographic maps or dynamic targeting such as IP addresses so that operator can easily reach the person to alert him or her. The workflows of these emergency notifications will followup when missed the initial alert. Thus, Zapoj brings the flexibility of two-way communication that keeps flowing until the emergency message is acknowledged.


Collaborating through the multi-channel delivery pathway

Improving response time during crises is the ultimate goal of Zapoj that keeps people engaged in a fantastic way. Its multi-channel notification delivery pathway is consistent across all channels while maintaining the significance of messages at any condition. A responder can automate any critical notifications on devices like social media, phone, desktop, pager, and others. Regardless of where your people are, messages in the form of voice calls, SMS, emails, social media messages can reach them. So, every time you send, you can ensure your messages are correct and contextual so as to avoid confusion and panic while helping mitigate the business risks with immediate effect.

With Zapoj, we can expect no delay can impede our effort to restore critical event impacts and resume normalcy.

Zapoj provides a scalable solution with its multidimensional features- mass notifications, emergency alerting, drive, task management, IT alerting, and more to facilitate relentless recovery efforts for critical events. If you want a rapid recovery process, Zapoj is the tool that provides you the freedom to help your people stay informed and safe.