How to Improve Business Communications
- Be Clear
- Be Concise
- Ask Questions
- Use Technology To Enhance Communication
- Listen
Corporate communications is an area where all employees in all of the different roles could stand for improvement. Effective communication speeds up business operations, prevents confusion and mistakes, and does a better job of persuading others, but few people are truly good communicators. The following five tips are intended to help any employee or professional improve their ability to communicate effectively in the business world.
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1. Be Clear
Communication can never be effective if it is not correctly understood. This has increasingly become a challenge as businesses rely more on digital communication methods, which, although convenient, often lack many of the nuances that in-person communication brings to an exchange. For example, not being able to determine tone and body language can distort meaning. To clearly communicate, use simple words and always be direct in stating needs. Always review your written messages with a critical eye before sending to determine if there might be any room for misinterpretation. Don’t use unneeded euphemisms or vague terms. Communicators who are clear are much more effective at getting their meaning and message across to the other party.
2. Be Concise
Another key aspect of good business communications is to avoid using more words than necessary. Most people in the business world are busy and don’t have time to read an essay when a sentence or two will do. Work on removing unnecessary words when going over a business communication before it is sent. Get to the point when speaking, though don’t be rudely brusque. Concise communication is also important when marketing to or assisting customers, because they appreciate when their time is valued. Be sure to get to the point and clearly identify issues, key points, and calls to action.
3. Ask Questions
If a direction, process, or request is not understood, it is imperative that a businessperson ask questions to clarify. It is much better to ask questions now than to clean up misunderstandings later, correct a behavior once it has been ingrained, or spend time redoing work. Always invite employees to ask questions regularly. Managers must be sure to answer those questions and not treat the employees asking them like a burden because doing so will actively discourage open communication.
4. Use Technology To Enhance Communication
Technology will undeniably continue to be a major factor impacting corporate communication in the future. Social media, instant messaging, video conferencing, screen sharing, cloud services, and other tech-based communication methods have brought digital communication far beyond basic e-mail. Tech does have its downsides, however, so professionals need to understand the pitfalls and not allow digital communication methods to become a significant waste of their time. One good way to do this is to set aside certain times each day to return calls and answer e-mails. Another is to avoid sending excess e-mails and messages. Companies should continuously make sure their tech is enhancing their communication efforts, not hindering them.
5. Listen
Finally, one of the most important tips to improve communication ability is learning how to listen, and do it well. According to the U.S. News & World Report, businesspeople can work to become better listeners by giving the speaker their undivided attention. This means refraining from formulating a response while someone is talking, interrupting, or getting ahead of the speaker. It is impossible to communicate well unless one party truly understands what the other is saying.
There are many professionals who specialize in business communication and can be an asset to any company. However, the burden is on all employees to become better communicators. With both, a company can foster excellent corporate communications.