How for Effective Business Communication

In the corporate world, great relational abilities can help one’s vocation and lead him/her up the stepping stool of accomplishment. Consequently, it has ended up unavoidable for individuals to have a charge over their relational abilities to accomplish statures in their expert life. Take in more about it in this article.

Effective business communication can be defined as a well-organized and schemed process of sharing business ideas, proposals, information, facts and/or reports within an organization or outside it to achieve a predetermined goal. In other words, it is the flow of messages within a business house among its employees and with its customers, clients, etc., ensuring its smooth running.

Why Do We Need It

Many of us have faced the situation where our families and friends applaud and encourage our ideas, but fail to sell them to corporate houses or professional organizations. They just don’t seem to be as enthusiastic and sure of it as us. It is just not enough to breed a brilliant business proposal in our minds, but to be able to express it in words or writing that would make people ponder over it and convince them to accept and buy it.

The Purpose

The purpose of an effective information transmission is summarized below.
To express one’s thoughts better so that it is well-conceived by others
To create a positive rapport among colleagues and seniors that imparts a good impression
To communicate better with subordinates which helps to motivate and guide them and extract maximum output
To maintain good relations with suppliers, vendors, financiers and other organizations, etc. that prove advantageous in future
To reach out to the customers effectively which in turn churns profit

The Types

Before we further get to enhancing one’s communication skills, it is important to understand its types which are as follows:

1. Internal Form of Communication
Communication within the organizational structure of a corporate company is called internal communication. It is a factor that cannot be compromised upon if you want to ensure a successful business.

Modes to achieve it
i) Print: Memos, in-house newsletters, fliers, magazines or leaflets can be used according to the business needs.
ii) Electronic: PowerPoint presentations, video conferences, telephone, fax, emails or even Internet messengers can be used for in-house communication.
iii) Personal Communication: Regular meetings, conferences, brainstorming sessions or even informal chats can be considered as effective communication tools at a workplace.

It can be further classified into three categories:

Upward Communication: It is defined as communication within the organization that flows from a lower hierarchy to the higher. Subordinates passing information to their senior is an example of upward communication.
Downward Communication: It is defined as communication that flows from the higher hierarchy to the lower. Seniors sharing information with their subordinates is an example of downward communication.
Horizontal Communication: Communication within peer groups or employees of the same rank/designation can be termed as horizontal communication.

2. External Form of Communication
Exchange of information with the people outside the organization can be termed as external form of communication. It involves transmission of messages to clients, investors, or any other organization, which is directly or indirectly related to the performance of your business.

Modes to achieve it

Advertising: Advertising is perhaps a very crucial mode of communication as far as the clients of the company are concerned. It could be in any form – prints, video or audio and are used effectively to communicate messages to the clients/customers. Advertising your products/services can help you to reassure your existing clients as well as give you a chance to attract new customers.
Official Website: Maintaining an official website has become mandatory for business houses which pass information on current happenings, history, contact details and other vital details to the general masses.
Press Release and Interviews: Mass media plays an important role in projecting a company’s image to the public. Business houses can make best use of mass media to make important announcements or share their business growth for increasing their popularity.

Some Skills/Techniques Required

For a business to run successfully and maintain its growth, it is important to emphasize on the way it communicates to its customers as well as within its organizational structure. Some of the skills required for an effective expression of business ideas are:

Understanding the target audience: This is the first step towards communicating in a business environment where the information, mode and tone, language etc., of communicating varies with the people it has to be done with.
Listening: It is important to understand that communication is a bidirectional process that not only requires one to talk but listen to the ideas, thoughts, queries of others which can generate inputs that enhance the business.
Time management: In today’s world, time is the most precious thing which once lost cannot be retrieved; hence, we should respect others’ time and give and take useful information in an effective manner within the stipulated time.
Preparation: One should understand the target audience and make sure that he/she is well prepared for a business or client meeting which imparts a positive impact on the listeners and they tend to take the speaker more seriously.
Innovativeness: A person should try various new formats and innovative ways to communicate with their customers or subordinates to keep them enthusiastic and coming back for more.
Effective research: Before an important meeting or presentation it is mandatory to check the facts, figures, statistics and other details to be talked about, and keep oneself updated about the current trends and reports.
Responsiveness: It is important to be responsive to problems and complaints that your clients, customers and financiers face, and cater to their needs and issues effectively and on time.

Quick Tips

Here are few tips that would surely help you to communicate better in your professional setup.

Be well-informed about the venue and time of a business meeting and check for the schedule again before the main event.
Be confident while addressing the listeners, as for them to have faith in your ideas, you should have it too and present them without any doubts or confusion.
Be concise and precise while communicating as it ensures you are to-the-point and brief, because no one has the patience to read 100 lines of information which could have been dealt in just 30.
Avoid jargon as it hampers the flow of communication between people who are new or unaware of specific and typical business terms.
Be polite while facing questions and interruptions rather than responding with a rude or angry gesture which can put off people.
Make an eye contact with your listeners and make them feel comfortable while communicating with them, so they pay attention to you happily.
Use real life examples and personal experiences so that listeners can relate to your ideas and thoughts better.
When communicating in writing, make sure the matter written is free of errors like spellings, grammar, punctuation, etc., and is clear and easily readable.
And finally, keep it simple and professional, be it any form of communication so that the customers, clients, financiers, etc., feel that your services is worth their money and take you and your work seriously.

Feel free to share your good/bad experiences in a professional environment where good or poor expression of thoughts made the difference.

Some Informative Snippets Ideas

There are diverse techniques followed with a specific end goal to effectuate appropriate correspondence. Off base or unseemly techniques embraced at the wrong occasion can advance a wrong message, and this is a critical point that must be dealt with. Corporate correspondence is a vital part of correspondence studies that comprehends the strategies of conveying inside and outside the association. It should be examined and took after by everybody in the organization for more noteworthy effectiveness at work. Corporate correspondence by and large alludes to the correspondence forms that are implied for corporate or business purposes. It makes utilization of various sorts of mass medis and is enveloped in two fundamental classes, as specified underneath.

Types of Corporate communication

As mentioned, corporate communication refers to the communication within corporate organization (internal communication) as well as the communication between different corporate entities (external communication).

Internal Corporate Communication

  • Internal corporate communication means the communication within a particular company.
  • Some of the commonly-used tools for internal communication can include business meetings, conferences, interviews, and presentations.
  • It may also include print media, like brochures, newsletters, memos, or business letters.
  • It is used to make announcements, take decisions, and in general, share information, views, and opinions within the organization.
  • It is a great way to create a conducive work atmosphere, thus increasing the productivity of the organization.
    Factors like work hierarchy come into picture during internal corporate communication.
  • Depending on the direction of communication, this entity can be further classified as horizontal or vertical communication.
  • Horizontal internal communication refers to communication within peers, while vertical internal communication refers to communication within the different hierarchies in the organization.

External Corporate Communication

  • External corporate communication process includes communication of the corporate organization with its current/potential investors, customers, and other corporate entities.
  • The communication process includes elements, like advertising, marketing, and public relations.
  • It is responsible for the way the company portrays itself to the entire corporate world.
  • Thus, this methodology is instrumental in creating the brand image or brand identity.
  • It may also include advertisement campaigns and promotional events.
  • A few more entities that are used in this type of communication are television ads, newspaper ads, radio jingles, and promotional events.
  • It includes business proposals, affiliation, or partnership proposals as well.

Remember that both these communication categories are very vital. In essence, corporate communication in itself is a very significant process. It is what helps a company learn and progress.

Interpersonal Intelligence Tips

Interpersonal insight is an idea that was presented by Howard Gardner, an American Developmental Psychologist. It is the capacity to comprehend connections and individuals, translating their states of mind and demeanors and perceiving their aims and inspirations. This is an imperative figure for powerful correspondence both expert and individual life. Why do individuals regularly allude to connections as unpredictable? It is on the grounds that one of the two people in a relationship either misconstrues an activity, or say of the other, or just in light of the fact that they don’t see each other. Similarly, not having or creating interpersonal insight can prompt to clashes at work or business. According to the definition, insight is something that we are conceived with, yet having said that, it can be created by being a piece of different exercises. Building up these abilities can truly be compensating in building and holding sound business and individual connections.

Examples

Listed below are some characteristics of a person with this intelligence:

  • Displays excellent leadership skills
  • Sensitive to others’ feelings
  • Playing role of mediators or counselors
  • Good at understanding others
  • Co-operative when working with others
  • Demonstrates empathy towards others
  • Excellent at organizing chores/work and communication
  • Influential and is admired by peers and family

Activities

It is true that the aforementioned qualities come naturally to some. However, this does not mean that if you don’t have it in you, you are forbidden to acquire it. It can be developed with certain efforts and activities. Check out some of the activities that you can involve in your daily lives; these are as follows:

Group Discussions and Projects
The purpose of being in a group discussion or project can bring in a lot of difference in the way you communicate. In addition to enhancing the communication skills, it also boosts one’s confidence, as the activity is conducted in a group. Other qualities such as assertiveness, reasoning ability, spontaneous responses, and leadership skills are also developed and polished through such activities.

Cooperative Games
These activities are a brilliant way to develop such skills, as one tends to mingle with different people belonging to different races and religions, with different points of views and understanding. Communication is the key as it is the first step towards developing interpersonal skills. Playing outdoor games that require a team, and being a part of it is one of the ways to enhancing this characteristic. Leadership games can also be involved as one of the activities.

Multicultural Books
Being confined and restricted to a particular group or belief can negatively influence a person. After all, we live in a global world, which obviously means we cannot escape from intercultural communication. We meet different people of different ethnicity, and confining ourselves to a certain group restrains the growth of personality and results in developing narrow-minded and cynical approach towards the people and life in general. Reading multicultural books broadens one’s horizons, familiarizes one with different cultures and languages, and encourages friendly relationships.

Discussion Groups and Panels
Discussions play a very important role in effective communication. Participating in discussion groups and panels helps one to express his/her views in front of a large group or forum. This is a very effective method of developing such skills, as in these forums, one can understand how different people perceive things, and their viewpoints. This way, you can get others’ perspectives on various issues.

Thus, these are some of the techniques and ideas to develop your intelligence. If you notice, this considerably revolves around people. This concept is all about your behavior with people; you could call it people skills, which can only be enhanced when you be with them, followed by learning and understanding from them and about them.

There are many counseling careers for those who either possess or acquire interpersonal intelligence and have the potential to become successful. Such careers include politicians, psychologists, teachers, philosophers, business persons, salespersons, and counselors. Any industry that involves people requires professionals with good communication skills as interpersonal relationships at work play a very important role. With service industries blooming, it is imperative that one develops it, as they require handling people.

Different Forms of Business Communication

Correspondence is a procedure which is an unquestionable requirement for trade of helpful data between two people. Indeed, it is the most ideal method for adapting new things that are critical for business advancement in a wide range of associations. It is conceivable to speak with the other individual in different ways and cutting edge representatives working in assorted areas should be completely mindful of these methods for enhancing the general method for working of their firm. Given in the following area are a portion of the distinctive types of correspondence in business which are comprehensively utilized.

Main Types of Business Communication

Internal Communication
Internal communication is the type of communication in which interaction takes place within a corporate house. There are formal as well as informal channels of internal communication. Upward communication, downward communication and horizontal communication are considered to the major types of internal communication.

Upward communication
In upward communication, the information is passed on from the junior level employees to the management of the company. This enables the employees to participate in the company’s business and policies and give their valuable inputs. This kind of communication can help the employees gain confidence, and understand the functioning of the organization better.

Downward Communication
On the contrary, in downward communication, the flow of information is from the top-level management to the subordinates. This type of communication enables the organization benefit from the managerial expertise and experience of the top level management. However, the management should make sure that downward communication does not take away the employees freedom of expressing their views on certain aspects. So, giving some powers to the employees in spite of having downward communication is essential for growth of the organization.

Horizontal Communication
In the case of horizontal communication, we see an interaction and collaboration between people employed at the similar posts or communication between to departments or sections. This helps them get their queries solved and gain knowledge from their colleagues. Interaction between workers must be promoted by the top management for exchange of ideas and new concepts.

External communication
External communication is when the company employees or officials get in touch with people outside the organization for the purpose of business expansion. The main advantage of such type of communication is that the management gets to know what are the expectations of the customers/clients in the market, and what the competitors are offering. With this information, the existing product range can be improved and new products can be developed and introduced.

Communication by Letters
Letter communication is a widely used technique to communicate with the outsiders. This makes the outsiders understand the points which the company management wishes to convey easily. Moreover, the company can have a copy of the letters with them as a proof of communication with outsiders.

Seminars and Exhibitions
The use of information or promotional seminars and exhibitions is one of the best modes of external communication. Seminars can help the organization display their products and have the company representatives explain their use to the customers in detail. This can help in solving any kinds of doubt which the consumers might have about the company’s products.

E-mails
E-mails are yet another effective way of external communication in this age of advanced technology. E-mails can help us instantly reach out to several people at a time over long distances, and create awareness about the products and services of the company.

Meetings
For the listed entities, meetings and conferences with shareholders and stake holders can be the best ways of external communication that can bring in more business for the company. Meetings are the place where all points regarding the company fundamentals and expansion plans can be fully discussed with the outside parties like creditors.

The agencies with which the company gets in touch can include the government, common public and media. Posters, telegrams, proposals and fax are also considered to be the main elements of external communication.

Communication Methods for Organizations

Verbal Communication
No other communication method can replace verbal communication because of the high degree of impact it can create on an audience. Sounds, words, speaking and language are the main components of verbal communication. Public speaking is believed to be the most efficient form of verbal communication as it can help us interact with several people at a time. However, to make verbal communication successful in business, one needs to put in efforts and train himself/herself to meet the high industry standards.

Written Communication
Written communication is one of the most widely used and popular ways of communicating from ages. A person can communicate with others in the ‘written’ form with the help of letters, proposals, reports or memos. This is one of those types of business communication in which the person who sends written documents can have a copy of them with him as a proof that he had communicated the same with the other person.

Visual Communication
While we talk about the different forms of communication in business, we cannot sideline visual communication. Photographs, signs, symbols, designs are the best ways of visual communication. Among the electronic forms of visual communication, video clips, television and video conferencing are the main ones.

So, this was all about the different forms of communication in business. In this competitive age, where every business house is trying its level best to get more orders from customers, inventing new forms of communication in business is essential. So, hoping that you will try to use the methods of communication well, I would like to sign off here. Good luck!