How to Good Communication in Business

The significance of good correspondence in business can never be exaggerated as it is one of the crucial fixings which constructs a group that can take a business to confounding tallness of achievement. In this article, the significance of correspondence in the business world is explained upon.

The ability to clearly communicate ideas and feelings through language sets humans ahead of the pack in the evolutionary race to dominate our planet. Even in the modern corporate world, as businesses struggle to gain an edge over others in a dynamic market place, communication is the key which can build a strong team and propel the business towards better performance. The importance of good communication skills need to be emphasized in employee induction and training programs, which can go a long way in nipping several problems in the bud, in any organization. In this Buzzle article, I have highlighted the importance of communication in business and pointed out how this essential ingredient can make an organization easier to manage and the business to be more profitable.

Importance of Good Communication Skills in the Business World

Communication is the key to build and manage a successful business. Here are some of the most important effects of encouraging communication in a business.

Helps Build a Good Team
Building a good team requires a leader that communicates with each individual who is a part of it. Taking everybody with you, requires personal attention from the leader and addressing of their issues and concerns. By eliminating fear and instilling confidence in their abilities through direct communication, a leader can create a team that can outperform and excel in every department.

Avoids Misunderstanding & Miscommunication
With regular communication, many misunderstandings and miscommunication issues can be resolved amicably. This makes it easier for any employee to cut out unnecessary friction and free his or her mind to focus on the task at hand.

Helps in Improving Business Process
No business process is perfect and there is always room for improvement. There are various separate departments that work together to create a finished product and each member of the team has concerns and suggestions regarding how they could improve the process. If communication channels are opened through weekly or monthly interaction meetings and issues are discussed, a more smoother and efficient business process can be developed.

Improves Quality of Service
From the point of view of a business and customer relationship, interaction with customers can help a business provide better service. When customers issues are resolved promptly through immediate communication, he is bound to continue buying your product or service.

Creates an Inclusive Culture in the Workplace
When there is communication from the top level management with junior most of the employees and there is interaction between different management hierarchies of a business, every one feels included and looked after. This feeling of included in the scheme of things, makes an employee feel more encouraged to work. Appreciation of work objectives achieved by employees through personal meetings can help boost his or her performance to higher levels. A ‘pat on the back’ for a job done well goes a long way!

Creates a Positive Atmosphere
Positive communication among the various team members that make up business departments, helps sort out internal problems quite easily and smoothen the rough edges that create friction in a business process. Most importantly, when doubts, misunderstanding and other such issues are sorted out through, a positive atmosphere is automatically created as every one focuses on their work and feels like he or she is a part of the big picture.

Interaction With Customers Benefit Marketing & Sales
With better communication models that establish interaction channels with customers, the marketing and sales teams can implement a more focused approach, which can bring in rich dividends in the long term, in the form of improved sales figures and soaring profit margins. Customer surveys and feedback from the distributors of company product can provide an insight into the customer psyche, which can help the company in improving their products and meeting customer products. For software development companies, interaction with their customers and understanding their business models through communication is vitally important to provide better software solutions, tailor made to their requirements.

Better Understanding of Market Conditions
Communicating with the customers through surveys can help understand the market conditions in a better way. What’s lacking in a product is best pointed out by a customer. When the management team has a better understanding of market conditions and reads the mind of the consumer, coming up with the right product is easier.

To conclude, in every aspect of a business, communication holds the key to improving cooperation and understanding. Developing your core business team and encouraging the opening of communication channels among them can eliminate much of the friction that may slow down the business process. By synergy of their creative force, a team can do wonders and come up with innovative solutions that can give your business an edge over other competitors. Ergo, communication should be encouraged in every business organization to create a positive force.

Tips to Make a Business Introduction

A business association is comprised of a few distinct gatherings, and it is crucial for every one of these gatherings to connect with each other on a repeating premise. As a consequence of this, it is essential for these different gatherings to know each other well, and get presented as and when the time emerges. The different gatherings that are included in this nonstop procedure are managers and workers from a business association, the providers and merchants of this association, the customers and clients of this association, and individuals from different business associations that are in collaboration or close contact with this specific organization too.

Each different scenario will require different people to interact with each other, and hence they will all need to be introduced to one another at some point in time. There are many rules and guidelines that need to be adhered to when these introductions are being made, and the manner in which these introductions are made will determine the nature of the relationship between the different parties. For instance, introducing two prospective clients to each other will be a very different process as compared to introducing an individual’s secretary to another person in the organization.

Rules for Making Business Introductions

As a result of these differences, it is impossible to state how each introduction must take place. There are also instances when an individual from an organization will be making a presentation to a large gathering, and in this scenario, he will need to introduce himself and his business to everyone that is present there at that moment. In certain other cases, one party may have to write an introduction letter to another party, and in this letter / email, he will have to introduce his business in the right manner as well. Here are some general rules that should be followed.

  • One should always start by stating the name of the organization first and then giving a brief insight into the history of the company.
    If the company has recently won a prestigious award or title, that fact should be stated as well.
  • One should not delve too much into the financials of the company, but a small piece of information about a healthy financial state may prove beneficial.
  • The major sectors where the company functions must also be mentioned.
  • The primary focus is to inform the people gathered what the company does and how well it is doing it, and the person making the introduction should provide basic details about the same.
  • Lastly, all the people who are gathered must be thanked for their presence and they should be reassured that their relationship with the company will be fruitful.

These tips will come in handy when the business is being introduced to a single person, or to a group of people. Another instance when business introductions and effective business communication comes into play, is when two people are being introduced to each other. Here are some general rules and guidelines to follow in such a scenario.

  • The name and the title of each individual is first made known to each other.
  • Then further information is exchanged about both the business organizations and the relationship that they share.
  • Subsequently, the purpose of the introduction is revealed, and the mutual benefits that both the parties will receive with this interaction, are then stressed upon.
  • This introduction must be simple and brief, and delving into unnecessary details should be avoided.
  • Both the parties should then be allowed to strike a conversation and take it from there, and the person who made the introduction should only speak when spoken to.

In cases when a business letter is being transcribed, certain other things also come into the picture. Effective written business communication is an art that is picked up over time and with experience, since there are many subtle things that the writer needs to pay attention to. At the end of the day, successful business introductions are the first step towards fostering positive business relationships, and this is something that needs to be paid close attention to.

Ways to Communication in Modern Business

Organizations the whole way across the globe spend a critical part of their incomes in building up successful correspondence frameworks to guarantee bother free correspondence with their customers/clients. Both inside and outside the association, business correspondence assumes a significant part in deciding the achievement or disappointment of the firm.

An Overview of Communication Expenses in Current Era

The cost of communication for an organization in today’s business has become expensive, owing to the boom in different types of technology and the increasing base of companies in several countries. From the starting days of telephones to the current world of web conferencing, video conferencing and VoIP, communication methods in businesses have evolved to a great extent. Now, the greatest challenge for large corporations is not that they have to provide PCs to their employees, but a far greater challenge is to manage the overall communication cost-effectively. Information communication technology is now an integral aspect of business management. It forms a vital link between all core functions of the business, be it manufacturing, operations, marketing, sales, advertising, logistics, or the supply chain.

High Cost Factors in Modern-day Businesses
If we leave aside communication technology, there are some other vital and more expensive costs related to communications. Costing related to traditional and conventional meetings have increased to a large extent in the recent years. Travel costs, hotel rentals and catering services for businesses have shot up tremendously in this decade. Arranging business meets of hundreds of thousands of employees is certainly possible for large-scale companies but for the SMEs, it is not always a cost-effective method to conduct multiple meetings in several hotels, with clients and employees, given the high costs involved in doing so. The need of cost-effective business communication solutions has become increasingly important now owing to the harsh economic conditions that have been in existence since the past couple of years. The current situation is:

  • Business managers especially associated to finance and accounting face the challenge of allocating budgets to the business communication strategies.
  • Information technology managers in a company have been facing serious challenges to limit spending on technology and communication costs.

Limiting High Costs in Communication Tools
Irrespective of the fact that you have a home office or a multi-national firm, here are some steps you can take to limit the communication cost in modern business.

  • Significant costs can be saved by decreasing the frequency of traveling for business meets in hotels. Using web conferencing or video conferencing is an ideal option. It also saves time of the professionals in traveling.
  • Online conferencing has hosts of benefits. Innovative technologies in web conferencing have made it possible to conduct live polls, question answer sessions and easy sharing of files and folders. This technology is of vital help for interacting with colleagues situated thousands of miles away.
    It is not possible to go for a complete overhaul of communication systems of an organization overnight.
  • Companies like Microsoft, HP and others provide strategic solutions to communication infrastructure needs of businesses. The process of change in communication infrastructure takes significant time.
  • Embracing social media is the key to growth and improved connectivity with a large audience base. Marketing and branding can be effectively done through the social media networks without some whopping costs addition.
  • Broadband Internet communication and VoIP are some other technologies that have become a cost-effective business communication systems option in the present day world.

It is no doubt that in the recent years business communication has become an expensive affair. With increased and practical strategies to tackle the high costs, managers are making sure that the communication chain only improves with every passing day and just because of cost, there is no lack of communication between employees and clients.

A Guide On Effective Oral Communication in Business

Today’s age is otherwise called the “data age”. The effect of data on our own and expert life has been massive. The achievement of long range interpersonal communication locales like Facebook and Twitter is a proof of how we need for data. The need to convey viably is more essential in the circle of business.

Consider the case of multinational corporations – a lot of people work across continents to achieve a common goal and the only thing that connects them is communication. In organizations, people communicate through various channels; emails, teleconferencing, videoconferencing. As our topic deals with oral communication, we will focus on the need of effective oral communication in business.

Business organizations today are investing a lot of time and effort in establishing an effective communication process in their organization. Various surveys have found out that organizations which encourage their employees to air their opinions have better productivity and lower turnover ratios. There are various methods through which communication flows in an organization and one of the most important of them is oral communication. Having a thorough knowledge of the functional areas of business would be of no great use if you can’t present them effectively to your employees. Effective oral communication in business plays a vital role in ensuring that you are able to put your point across clearly in staff meetings, one-to-one discussions and presentations.

Although, most of the business organizations are aware of the importance of effective oral communication skills in business, sometimes they fail to practice it in the right way. Having an effective communication process doesn’t mean calling up your sub-ordinates everyday for a one-to-one discussion. There is a thin line between ‘effective communication’ and ‘constant communication’.

Constant communication can in fact hurt the prospects of a business in scenarios where the employees may brainstorm about feedback sessions rather than working towards meeting deadlines. So, it is very important that you set boundaries so that your business process is not disrupted.

Ways to Improve Oral Communication
As mentioned above, the importance of oral communication in the workplace cannot be undermined. Business leaders nowadays, are laying increased emphasis on improving the way communication flows in their organization. Let us take a look at some of these steps.

► Humans have a natural tendency to be led and they work to the best of their potential when led by a strong, able leader. Being an effective leader doesn’t necessarily mean giving out orders all the time or saying languidly, “I want it done, now”, instead effective leadership is built on the foundation of a mutual respect between the manager and his sub-ordinates. Effective communication is a two-way process and as a manager you always need to ensure that you have direct contact with your sub-ordinates and you are successful in creating an atmosphere where they can walk up to you and share their issues, insecurities etc. If the atmosphere in your office doesn’t encourage your employees to share things with you, then even small issues will snowball into major problems with a potential to impact your business plans. So, the first and the foremost thing that you need to ensure is to make the atmosphere conducive for an effective communication process.

► Carrying out frequent feedback is important, but these would be of no good use if the employees view it as just another formal exercise. I remember one of my friends working in a customer service organization getting excited every time he was told that he needs to meet the human resource manager for a feedback session. Well, it’s not as if he liked letting the organization know his point of view, but these feedback sessions for him were a welcome break from his tiring schedule. This is exactly why most of the feedback sessions don’t yield anything substantial. For an organization to have an effective communication system, it is important that feedback is taken regularly and sincerely. This will encourage employees to talk to their superiors in a positive and transparent way.

► Last but not the least, most of the researchers are of the view that body language plays an important role in having an effective oral communication process. While having a face-to-face interaction, you have to remember that the listener will pay as much attention to your words as your body language. So, it is important that your body language communicates effectively what you are emphasizing on. Slouching and fidgeting are some things that you should avoid as these are signs of disengagement.

Effective oral communication plays an important role in the success of any organization. Smooth flow of information allows individuals to work more efficiently and helps in keeping rumor-mongers at bay. Organizations must do all in their capacity to ensure that they provide a conducive environment for effective oral communication in the workplace.