Effective Business Communication
Effective business communication is key to your effectiveness as a
manager. You cannot be successful if you
cannot communicate effectively. The components of successful communication
include
listening,
clarifying, conscious speaking, and setting the stage.
Effective
business communication occurs when all employees and stakeholders are
kept informed of what is going on in the company. There are
many tools and resources available today companies use
to effectively communicate with one another. These tools include cell
phones, business phones, video conference calling, email, fax, and
other methods. In addition to communication tools, the way you
communicate is extremely important so misunderstandings do not take
place.
The most effective communication is in person. Speaking
with employees individually or in teams expresses respect, encourages
participation and response and allows for instant explanations and
clarifications of misunderstandings. Further, face to face
communication allows for observation of feelings, reactions
and interpretation of "body language".
When scheduling a meeting it's important to set the stage for the topic
you are about to discuss. Inform the employee or the team
about
the subject matter, how much of their time you need to cover the topic,
what you expect from them with the conversation, and let them know if
the message is going to be positive or negative. The listener should be
prepared to hear what you have to say. Don't surprise someone with a
topic of discussion, especially if the subject matter is negative.
Effective business communication means that you also need to be a good
listener. If you set up a meeting and you are
the facilitator of the
meeting or the primary speaker, it doesn't mean that everyone needs to
hear what you have to say and that is it. You need to give others a
chance to speak and listening to them is very important. One thing that
many people do when they are talking to others is try and multitask.
Not only is this rude but it can often cause you to misunderstand
someone or not get the entire point of the conversation.
Don't work on the computer, or be doing anything else but
talking
to the other person. Also, don't sit and wait to talk to the other
person or think about what you are going to say next. You won't really
be hearing what they are saying but thinking about what you are going
to say. Truly listen to the other person communicate.
Effective business communication requires you to think about
what you are going to say before you say it. This means you need to be
more conscious about how you use your words. This will allow you to be
more effective also. Think about the message you want to convey,
determine information to support the message, anticipate the response
of the listener, and choose appropriate word choices. Recognize
communication filters: values, attitudes, experience etc. Receivers
interpret your message based on thsoe filters.
Written communications, formal or informal, impart
records and documentation that may leave an
important paper trail. Email is an inpersonal form of
communication that often comes across as harsh, even insulting. Read
more about effective email.
Clarification is the final thing you
need to consider when you practice effective business communication. It
is very important to make sure you clearly understand what the other
person is saying to you and what they mean. When you clarify what they
say to you, there is no misunderstanding. Always repeat back to the
person what they are saying to you or how you are perceiving it to make
sure you both are on the same page.
Effective business
communication works when you practice preparing the other person,
clarifying what you hear and that you are understood, thinking before
you speak, and making sure you are on the same page. There are many
tools to help a business communicate effectively. Proper use of these
tools with practice can help communication become effective.
Related
Articles:
Importance
of Communication
Good
Listening skills
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