Effective Business Communication

Communication is an important part of business. Which means it must be efficient. To speed up the transfer and consumption of information. For critical processes, it helps to maintain high levels of service and is vital to high performance. Effective communication enables participation of the people who can make a difference.

Why Business Communication Is Essential

Effective, honest, and ethical communication is rarely the focus of a management meeting. Yet, according to Blue Source, employees regard communication as having a real impact on everyday tasks. Therefore, effective business communication is required on a daily basis.

For a business to meet its goals, all personnel have to communicate effectively. Communication can mitigate project delays, by ensuring tasks are completed on time and in budget. Statistically, effective business communication correlates with higher workplace productivity. Blue Source indicates that productivity goes up by 25 percent in businesses with connected and engaged personnel. 44 percent of employees want more broad adoption of internal communication tools, suites, and apps. This shows how important effective communication is in business.

Ultimately, effective business communication ensures a business operates efficiently. Communications to external parties (shareholders, vendors, clients, customers, etc.) are all integral to general business.

What is Business Communication?

Any sharing of information for the benefit of the organization. It often includes two phases: relaying of information, and feedback. Feedback is equally important in business workflows to ensure all parties are aligned .

There are three major forms of business communications:

  • Verbal: Video conferences, online interviews, live Skype meetings, phone calls.
  • Written: Email, shared documents, messaging apps.
  • In Person: Face-to-face communication.

Why Is It Important?

  • For Personnel: To ensure tasks are completed correctly and in the way that management desires. By communicating, what needs to be done and exactly how it is to be done. Feedback is sometimes required, with regard, what has been done and what needs to be done.
  • For Clients/Customers: To deliver what they want and how they want it. Checking they are happy with the products/services you are delivering. Obtaining data that can help drive an external-facing workflow.
  • For Vendors/Contractors:  To communicate what is expected of them, when it is expected (timeframes), and how each task is to be completed, in relation to critical projects and key processes.

What Are The Effects of Poor Communication?

Misunderstandings, confrontations and disagreements are often caused by poor communication. This can result in poor team work, wasted time and lower productivity. Ultimately, if a team/business is to work effectively, everyone must understand what is required and why. A team that argues and does not communicate is more likely to fail.

How to Improve Communication

To ensure good communication within a work environment

Consider the Receiver

Effective communication takes into account who is listening, their perspective, their language, what they already know and think. It also considers what they do and what power they have to solve the issue. An effective speaker thus pinpoints his/her recipient’s demographics in order to tailor what they have to say to the individual listener, so as to have the biggest impact on them.

Tailor the Message (Customer service/external or internal)

The receiver of the message dictates how the information is constructed and delivered. A customer service representative would not speak to a customer the same way a CEO would to his/her employees.

Timing of the Message

There is a place and time for everything. An effective communicator knows when to apply tact in order to understand when to speak, how to speak, what tone to use, and how to tailor the message in a way that will have the biggest impact on the listener(s).

Making Sure It Was Understood

A message is only as good as how well it is understood. If a critical business communication is not understood by its recipients, then it will not have the desired impact. Therefore, asking for feedback is a good way to know the information is having the impact that was intended. Inviting questions from recipients, having listeners summarize what was said. Even repeating the point of the message, helps ensure the message was understood. This can help all parties involved recognize what the actionable message is and what was intended. This is the case for every piece of information that is conveyed within an organization – it should have an impact based on being fully understood.

 

If you would like to learn more about the technology JPGAL has developed to aid business communication contact us.