Improving Business Communication: Business communication is vital in a workplace environment and can make or break a company’s reputation. The business world is competitive, and business leaders need to learn how to stay on top of their communications to advance their careers. Many things can cause problems: lack of communication training, incompatibility with coworkers and managers, lack of cultural awareness, etc., but the root cause is always communication.
To help you improve your business communication, we have written a simple guide to enhancing your skill in this particular area. Take a look at this guide and get ready with some of these tips the next time you need to communicate with others in your organization. Then, you can improve on these skills so that they become an asset to your company.
What is business communication?
Business communication is the process of sharing critical information with individuals within the company or outside. This exchange of information and business information management, until met with the desired outcome, cannot be termed as successful.
Therefore, one can say that verbal communication is only one of the many aspects of communication. Thus, understanding and implementation are strictly correlated.
What are the roadblocks in business communication?
As it is, miscommunication and misinterpretation of verbal messages can have a negative impact. Therefore, there are more hurdles one needs to override to pass the messages.
- Lack of interest
- Cultural barriers
- Unempathetic view
- Complex language
These are only a few barriers that block the effective transfer of information.
How important is business communication?
When information flows freely and uninhibitedly, quick and correct actions take place. As an accepted fact, communication is two-way traffic. For instance, if a manager communicates effectively, he inspires his team to perform. Such an environment is also conducive to sharing ideas and oozes positivity.
Similarly, when an employee feels heard, he feels motivated and performs better. He feels he is valued and is an essential asset for the organization. Besides, if a conflict arises, with proper communication, it gets resolved harmoniously. Such a problem-solving environment enhances the understanding of both parties and helps companies achieve growth and expansion.
In a nutshell, it does the following:
- Builds stronger teams
- Prevents conflicts and misunderstandings
- Improves customer service
- Meet goals
- Promotes creativity and innovation
How to develop business communication skills?
To understand how to develop business communication, it is essential to know the types of business communication.
Upward communication: A type of internal communication in which the information moves up the organizational hierarchy, from a subordinate to a manager.
It can be in the form of reports, forms, templates, surveys, and other resources.
Downward communication: A type of internal communication in which the information moves down the organizational hierarchy. For instance, this could be communication from a superior to subordinate/subordinates.
It can be a memo, a verbal directive, or a letter.
Lateral communication: A type of communication that is shared at the same level in the company. This can be either via talking, emails, or messaging.
External communication. A type of communication that takes place with individuals outside the company; it could be with partners, vendors, customers, or prospects
A communicator has to master all types of communication; only then can he choose the right channel. However, using the right channel is equally important.
Verbal: video, telephone, face-to-face.
Non-verbal: clothes, body odor, Body language, energy, facial expression
Visual: videos, graphs, pictures, PowerPoint presentations
Written: text, email, posted sign, memo, letter, or handwritten note
Think wisely before selecting your communication channel. Use the right tone in the right atmosphere to arouse the understanding you want your listener to walk out with.
How to communicate 100% effectively in a business environment?
As understood, business communication is not about what you write or say but is about what is heard, interpreted, and understood. Implies that proper communication is everything. Therefore, it is recommended that you work on the following skills:
Listening: The most crucial skill in business communication, listening attentively reduces errors and boosts confidence. Do not be caught up with what you have to say. If you are in the sales department entrusted with a business phone number, your listening ability will take you far and wide.
Clear transmission of words: Make sure you speak clearly and without jargon. No need to rush into answering if you have to; sit back, gather your thoughts, articulate them well and then select the right words to support your speech.
Non-verbal cues: Observe the body language, energy, and facial expressions of the other person you are communicating with. Adjust your thoughts accordingly.
Respect: Always show respect. Listen attentively, use correct words, avoid showcasing superiority and seek greater understanding at the most.
Tips for improving business communication
Use the following and make your business relationship rise to new heights.
Language: Use clear and concise words. Avoid fancy words.
Be Present: Be in the moment and focus. Move all the distractions out.
Observe: Take a moment before sharing your thoughts. Let the words sink in before you can frame a good reply.
Ask questions: When someone says something, ask questions for clarification to get a deeper understanding.
Feedback: Give and also ask for feedback.
Be confident: When you are unsure of something, you cannot communicate clearly. Have self-belief. Speak articulately. While speaking, sit in an erect posture and make eye contact with the listener/listeners.
Smile. A gentle smile and warm gaze go a long way. It displays that you are interested, listening carefully, are empathetic and open.
Learning and developing business communication is a continuous process. However, you are in communication with others everywhere. But it is crucial to bring your conscious understanding into the business world and polish it every day.