Using OurSys Communication Tools Effectively

Many problems in organisations come from poor or delayed communication. Most companies rely on emails or WhatsApp. While emails are formal, searching through them is time-consuming. WhatsApp, on the other hand, is casual and not easy to track.

At OurSys, we understand how important smooth internal communication is. That’s why we’ve built multiple communication tools directly into the software. Below are the key features and how you can use them:

1. Document-Level Comments

• Every transaction and master record in OurSys has a space for comments.
• These comments are stored in the document, cannot be edited, and become part of the permanent record.
• They can be used for:
  • Status updates
  • Approvals
  • Asking questions and getting answers

This ensures all communication is traceable and reliable.

2. Task Management

• OurSys has a built-in task management system.
• You can assign one-time tasks or create templates for recurring tasks.
• Tasks can be broken into sub-tasks and assigned to multiple users.
• Since tasks are linked to specific documents or masters, they stay connected to the record forever.

Examples:

• A yearly Supplier Evaluation task linked to a supplier record.
• A sales executive assigned to send a brochure for a specific enquiry.

3. Discussion Threads

• Similar to WhatsApp groups, but built inside OurSys.
• You can add multiple users, exchange messages, and share attachments securely.
• Threads can also be created for specific documents or masters.

Examples:

• A Sales Order execution group where Sales, Design, Planning, Purchase, Production, and Quality teams coordinate.
• A Product Development thread linked to an Item master.

4. Notifications

• Pre-configured alerts can be set up for specific actions.
• Once the action happens, the concerned users get notified automatically.

Examples: When a Sales Order is created, both the Design and Planning teams receive a notification.

5. Built-in Chat

• OurSys includes an internal chat tool.
• This allows quick, casual conversations while keeping all communication within the organisation—safe from leaks through WhatsApp or social media.

6. Use Period-End Closing Checklists:

• Useful for special instructions across departments that must be followed before order completion.

Examples:

• Sales informs Production about special colour requirements.
• Dispatch team gets packing label instructions.
• Accounts receives invoicing instructions.

7. Minutes of Meeting (MoM)

• You can record meeting minutes along with attendees in OurSys.
• This makes it easy to review past decisions whenever needed.

Conclusion:

With these features, OurSys makes internal communication structured, traceable, and secure—far more effective than relying on scattered emails or WhatsApp messages.