Otherwise, in case you are just an office employee who assumes responsibility of all inward and outward communications, you need to be equipped with sharp communication skills in order to discharge you job successfully. The business environment is so immense and dynamic that any laxity by you will consequentially push the clients to seek out other business firms.
Business communications are not exclusively restricted to utilizing office support systems like computers, telephones, fax machines, and such others. It also includes interacting with business partners and clients personally. Business communication skills therefore, should encompass expertise in both forms of communications - oral and written.
If you do not have proficiency in business communication abilities, there is no cause for concern, as there are scores of sources for refining these skills. These include books, leaflets, and even individual courses. So, you can select the best option that suits your needs in order to sharpen your business communication abilities.
A great deal of business communications takes place in the written form. There you need to be adept at writing reports, preparing proposals, wrapping up the staff study assigned to you, besides drafting a business letter addressed to a businessperson of another business establishment. Now, what needs to be borne in mind when composing a business communiqué? In the first instance, you need to be aware of the reason or issue to be dealt with in the missive, and thereafter you need to carefully compose the contents and draft the letter in order that the objective of communication is accomplished. Once you are done with this, you need to put your thoughts in order and note them down in a sequential order. While composing the draft, you should carefully weigh every single word that you use. Next comes editing. If any changes have to be incorporated in the draft, then you have to carry them out. This is followed by detailed editing once more, prior to dispatching the final draft. Business communications are official and proper and hence you should be equipped with the skills that will generate this kind of result.
Improving your
business communication skills isn't easy, but I promise you it's well worth the time and effort. The results you will see in improved employee performance, morale, sales and more can't be overstated. Here are six tips to help you improve your business communication skills.
1. Practice makes perfect. Don't assume that if you try once or twice, you will get the desired results. Every day, every interaction, requires you to practice. Communication so an art and science that you can improve with conscientious effort. Watch for where you see improvements and what is still not working as well as you would like, and then make the adjustments.
2. Listen like you've never listened before. We all think we listen, but mostly we listen with filters, assumptions and judgments. Don't just hear the words; listen to what isn't being said and the meaning underneath the words. You'll be surprised at what you will learn. Think active listening. Recast what the person has said to convey that you are paying attention and may seek a resolution of the problem.
3. Critical conversations need the right environment. Any conversation that is important needs the right environment to ensure success. That includes the where...where is it going to take place; the how...on the phone or face-to-face; and the time...it can't be rushed. Even if you are the president and you are talking to the person lowest person on the organizational chart, turn off your phone and hold your calls. Noting dilutes the importance of a critical conversation more than texting or taking another call in the midst of it.
4. Ask more questions. Most of us don't ask enough questions; we assume we know or understand. Keep asking questions to drill down to the core issues of what is being said. No one wants to be viewed as dull by asking questions, but well framed questions will clarify what is said. Even if no specific question comes to mind, rephrasing the assignment or the speaker's point of view indicates you were listening and may bring you more helpful details.
5. It is not all about you. Even if you initiated the conversation, it's not all about you. The other person needs to believe they are heard, that they are important, that the relationship is a partnership...all the warm, fuzzy stuff that is critical to communication. Email and texting, two popular methods of communicating these days cut the frills, but a sincere "How are you" and an indication that you are actively listening will lead to better results. When in doubt, pick up the phone and have the conversation in person, especially if the subject is sensitive and subject to misinterpretation.
6. Pay attention. This means not thinking about your next meeting or what you need to do. It means totally being present to the conversation without your mind distracting you in a million different directions. And don't respond to emails while you are on the phone with someone! Studies show that people overestimate their ability to multi-task. Don't half participate in the conversation. If the timing isn't good for you to have a conversation when you have too many things going on, try to reschedule it.
Much of what doesn't work in organizations is directly or indirectly related to communications. I've written dozens of posts on this topic, which you can find here in my Incedo Group blog..
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