EFFECTIVE WAYS OF BUSINESS COMMUNICATION
The ability to communicate, and communicate well, is one of the biggest factors in business success. You could be an excellent designer, but if you’re unable to promote your services and communicate effectively with clients and colleagues, your potential is limited.
Today’s business world is almost entirely information-driven. Whether you run a small business or occupy a small corner of the org-chart at a massive multinational corporation, chances are that the bulk of your job consists of communicating with others, most often in writing. Of course there’s email and the traditional business letter, but most business people are also called on to write presentations, memos, proposals, business requirements, training materials, promotional copy, grant proposals, and a wide range of other documents.
1. Less is more.
In business writing as in virtually every other kind of writing, concision matters. Ironically, as written information becomes more and more important to the smooth functioning of businesses, people are less and less willing to read. Use words sparingly, cut out the florid prose, and avoid long, meandering sentences.
Everyone in business hates business writing, all that “blue-sky solutioneering” and those “strategically synergies” that ultimately, mean nothing; “brainstorming” and “opportunities to work together” are more meaningful without sounding ridiculous. While sometimes jargon is unavoidable – in a business requirement document or technical specification, for example – try using plainer language.
3. Write once, check twice.
Proofread immediately after you write, and then again hours or, better yet, days later. Nothing is more embarrassing than a stupid typo in an otherwise fine document. In addition to catching typos and other errors, putting some time between writing and re-reading your work can help you catch errors of tone that might otherwise escape you and cause trouble.
4. Pay special attention to names, titles, and genders.
If you’re not positive about the spelling of someone’s name, their job title (and what it means), or their gender, either
a) Check with someone who does know (like their assistant), or
b) In the case of gender, use gender-neutral language.
There’s a tendency to think of all business communication as formal, which isn’t necessary or even very productive. Formal language is fine for legal documents and job applications, At the same time, remember that informal shouldn’t mean unprofessional – keep the personal comments, off-color jokes, and snarky gossip out of your business communications. Remember that many businesses (possibly yours) are required by law to keep copies of all correspondence – don’t email, mail, or circulate anything that you wouldn’t feel comfortable having read into the record in a public trial.
If you take the time to examine what is important to you, you will find that they are also the courtesies that you expect in all business communication – actually how you would like to be treated and communicated with.
Email - Not only should you be returning emails in a timely way, but you need to set the context each and every time of why the email is important and what information it is that you want to deliver. In business, be brief, be informational and be gone.
Cell phones - Put them on vibrate or shut them off. Take and make calls when you are with people sparingly. If you need to take or make a call, excuse yourself and then make it brief.
Practice your handshake - Ask a friend to shake hands with you and then ask them to give you feedback. Firm is good.
Eye contact - learn to look at a person when they are speaking.
Body language - 55% of our non verbal communication is our body - watch what your body is saying about you.
Business card - Get one and have them with you at ALL times. Do include an address, email and phone number.
Holding doors - Opening a door for someone is not just a guy thing anymore. Ladies, if you get to the door first - open it!
Standing and greeting - If you are being introduced, stand, reach out with your hand and shake their hand. Women in the workforce can show respect by standing and shaking hands.
Standing and greeting - If you are being introduced, stand, reach out with your hand and shake their hand. Women in the workforce can show respect by standing and shaking hands.
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