The Right Way to Communicate in Business
Communication is one of the most important skills in business, yet most of us have never been trained to communicate effectively. This can, and often does, lead to misunderstandings. We need to understand the critical role communication plays in the success of any relationship, whether professional or personal in nature.
Ways to Communicate Professionally
There are many ways to communicate professionally, as well as various components that play into effective communication.
For example, don’t let your speech or your writing become too casual, sloppy, or contain curse words in a professional setting. Be sure you understand your co-worker or boss’ instructions, by repeating the main points back to them.
And as with any other relationship, you can build trust among your co-workers by showing interest in them and their families, without getting too personal.
What are the 5 Methods of Communication?
Everyone prefers a particular method. It’s important to know what our preferred style to communicate with is, as well as the preferences of others. This can be extremely helpful in avoiding misunderstandings while fostering more effective methods of communicating.
Let’s examine the five methods of communicating.
1. Verbal
Verbal transmission, or speech, is the method we typically think of when we think of communicating. This speech can be formal, such as in a business meeting, or informal such as when we’re with friends. It can take place over the phone, face-to-face, or on a service like Zoom.
Anyone who has ever studied a foreign language knows that there is much more to speaking than the actual words themselves. In any language, the quality of the words and sentences, the tone, cadence, and pitch of our voices also convey critical information.
2. Non-Verbal
When you are speaking face-to-face with someone, your body language is also speaking. In fact, it can “say” just as much as your spoken language. Maintaining eye contact shows interest, while looking away too much or fidgeting indicates a lack of interest, nervousness, or boredom. Your facial expressions and your posture are also communicating. Be sure they are saying what you want!
For instance, when engaged in discussion or sitting in an office meeting, sitting with your arms crossed can give a subtle indication to your audience that you are closed off to them, or their ideas. Similarly, if you are fidgeting with something, be it a pen or coffee mug, this can signal disinterest in the message of your speaker.
On the other hand, if you are sitting with your hands resting on the table, displaying a relaxed open posture, this will convey a willingness to consider the ideas or viewpoints of others.
3. Active Listening
Active listening is a critical skill to successfully communicate. If you are thinking about something else while the other person is speaking, then you are not truly listening. Active listening helps you focus on what they are trying to convey so that you can ask appropriate questions, gain clarity or hone in on the issue.
4. Written
Written conversation can be easily misunderstood, as there are no facial prompts or speech inflections to contribute to the overall interpretation. It is, therefore, crucial to have good writing skills, including proper grammar, sentence structure, and style.
The goal is to convey an idea or thought accurately, so take the time to review your finished piece of writing, whether it’s a contract, an email, or an online post.
This can be especially vital when publishing things today, as anything shared on twitter, Facebook, or other social media platforms can be shared and scrutinized by thousands in a matter of minutes. This means that anything ranging from a minor typo to an attempt at sarcasm that doesn’t translate in the text will be seen and shared and likely saved, meaning that even if you notice and remove or edit the post, the damaging information could already be out on the internet for people to share.
5. Visual
Visual transmission may be the most common form of communicating today. We use visuals to sell products and ideas and to depict ourselves in social media postings. Here again, be sure you’re sending the right message.
Any image that you share on social media will communicate a message to your audience. It is therefore important to ensure that any published image is consistent with your own personal image and the values you present to colleagues and clients.
What are the 10 C’s of Communication?
Many components make up ability to successfully communicate. For your discussion to be effective, it must be:
1. Clear
You will want to keep your message short and to the point using clear and concise language. Flowery language rarely belongs in professional conversation. “Time is money” is an old saying that still applies today. Messages must be clear, brief, and without ambiguity.
2. Correct
The foundation for any effective discussion must be truthful, accurate information for the credibility of both the conveyor and the organization. An unsubstantiated fact or mistake can undermine the credibility and reputation of the writer. Spelling, grammar, and punctuation errors can lead to complications and misunderstandings, even lost revenue.
3. Complete
If your message is complex, be sure to factually convey all the information necessary for an accurate understanding. Present it clearly and completely.
4. Consistent
Avoid ambiguity and confusion by being consistent throughout.
5. Concrete
Concreteness involves lending weight to the point being made by including research data, numbers, and other factual information when appropriate. Everything should be clear, and not open to other interpretations.
6. Considerate
Effective communicating takes into consideration your target audience, directing your message toward those specific individuals.
7. Courteous
If your message is lacking in courtesy, it is likely that you won’t even be heard. Always communicate with respect and courtesy. If you need to offer feedback, do so courteously and constructively.
8. Credible
If your information isn’t accurate, you lose credibility and trust in the conversation. A useful practice is to back up any request or complaint with actual examples (blaming nobody) so that your message is grounded in reality. Having the right “tone” is also essential, one that comes across as fair-minded yet authoritative and authentic.
9. Creative
Creativity is essential for bringing the text to life. To bring creativity to the text, mix up the sentence length and structure. If you’re using search words, pepper them in various locations, but be sure the flow of their usage is smooth and doesn’t appear contrived.
10. Continuous
In a professional setting, a discussion should flow up as well as down within the organization. Managers should set up a structure for employees to follow through in their assignments, and employees should have a safe way to voice their opinions, requests, and complaints.
Effective Communication in Large Organizations
Communicating effectively in a professional setting requires additional considerations and additional forms of information delivery.
Poor ability to communicate can lead to problems for the organization itself as well as for the employees. In fact, most problems in an organization are a result of poor intercommunication.
Effective professional intercommunication, on the other hand, allows for a smooth flow and interchange of ideas, facts, and decisions. Effective intercommunication fosters growth within the organization and streamlines progress towards the organization’s goal.
Departmental
There are multiple departments within any large organization, so intercommunication should be tailored to each department’s needs and understanding. There should always be clear, free-flowing discussion within an organization to prevent misunderstandings. Interdepartmental discussion needs to have a written policy, especially when the two departments depend on one process, one timeline or one deadline.
Multiple Channels
There are many channels through which information may be communicated within an organization, both traditional and newer, electronic channels. Some of these will include
- Meetings
- Memos
- Bulletin boards
- Social media
There are many considerations to effective intercommunication. The right way is one that accurately conveys the intended message. Remember, the effective capacity to communicate is a skill, and skills must be practiced.
Build Your Career as an Image Consultant
At London Image Institute, it’s our business to help students build the skills necessary to train their clients in professional communication. Contact us today to learn more about the courses we have available, or to learn about how you can begin your career as an image consultant.