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The way we communicate with others is such a habitual part of us that we rarely stop and think about it. This translates into business communication too. Organizations, after all, aren’t faceless entities, but groups of real people. Effective communication affects processes, efficiency, and every layer of a company. In this guide, we’ll cover all you need to know to set up a successful business communication process.
What is Business Communication? The Definition Business communication is the process of
sharing information between people within the workplace and outside a company. The importance of business communication also lies in:
Related: State of Business Communication Report Reveals Shocking New Trends in 2020 All organized activity in a company relies on the process of business communication and your communication strategy. This could be anything from managerial communication to technical communication with vendors. And once communication becomes unclear, the company’s core systems risk falling apart. Data shows that 60% of internal communications professionals do not measure internal communications. Potential reasons include not knowing where to start, the next steps, or how to calculate ROI. Strong communication strategy in a company will likely result in higher employee engagement. And companies with connected employees in the workplace have seen a spike in productivity of up to 25%. Companies with an engaged workforce see a 19.2% growth in operating income over a 12-month period. Those with low engagement scores earn 32.7% less. How much more successful would you be if you had better employee engagement? And how can you ensure a business communication process that will make it possible? Types of Business CommunicationLet’s first differentiate the main types of communication in a typical organization. First, we have internal business communication.Internal business communication can be:
Then, there is external business communication.
External business communication is any messaging that leaves your office and internal staff. It involves dealing with customers, vendors, or anything that
impacts your brand. You can sort all communication in this spectrum into four types of business communication.
How is it different from business communication services?Business communication typically refers to the act of communicating in your business. On the other hand, business communication services refers to the types of software solutions you could use to help facilitate communication and collaboration across your business. Business communication services include:
Which Business Communication Services Does My Business Need?The answer largely depends on the size and preferences of your business. There’s no one-size-fits-all solution. One thing is for sure: you will set yourself up for success by only using business communication services you need and will actually use. For example:
Problems That Effective Business Communication Can SolveClear and
effective business communication is critical for teams, employees, managers, and executives to perform their jobs and fulfill their responsibilities. 1) Email overload and lack of everyday productivity and clarityIn many workplaces, people are simply overwhelmed with the number of messages they receive in a single day. In his book
Message Not Received, Phil Simon said the average person receives 120 to 150 emails per day. 2) Horizontal and vertical communication silosOften times, teams and departments don’t exchange essential information. Other times, there’s no easy way of reaching out to a department manager when there’s an issue inside a team. These silos form easily and often without anyone noticing, but can easily be remedied with a communication plan in place. 3) Poor communication with remote employeesRemote work is
here to stay. The State of Remote Work report from Buffer shows that the vast majority of employees would like to work remotely for at least some of the time. 4) Employee turnover/Low employee engagementLosing the ideal people from your organization puts your ability to serve customers at risk. It’s also expensive. 5) Poor customer serviceIf there’s poor communication in an organization, two things happen when it comes to customer service. First, employees in customer-facing roles won’t have the information they need. Second, customers will sense low employee morale and have a negative experience. What is the importance of non verbal communication in business?Non verbal communication covers so much ground – from your facial expressions to your tone in an email. Considering the vast majority of business communication happens asynchronously (meaning anything other than an 1-1, face-to-face meeting) via email, project management task boards, or chats…almost all of our business communication can be considered non verbal. Therefore, it’s incredibly important to work on your non verval communication as well. Top tip? Read something out loud before you hit “send.” This is a good gut check to hear how your message is coming across. 5 Steps to Set Up Your Business Communication ProcessA solid business
communication process is essential for the happiness of your employees and customers. Ultimately, this leads to financial stability. Irrelevant information, exclusion, dishonesty, and lack of access to key information is something your own workforce likely experienced, too. 1) Audit your current state of business communication and set goalsNo matter the stage of your business, you need a business communication plan in
place.
You might experience more than one of these, or a completely different scenario. Identify it and set goals for your business communication process based on it. For example, your goals can include:
…and more. 2) Identify core groups in your organization and their relationships with each otherLook into the structure of your organization and all the groups involved in its ability to function.
From here, considering the work they do on an ongoing basis and the results expected of them. Map out the way they need to communicate in order for their jobs to get done.
At a minimum, these answers should give you an insight into the necessary amount of emails, messages, calls, meetings, and documents for everything to happen in the designated time frame. 3) Define methods of communicationNext, choose the methods of communication that align with your business communication goals, as well as the interactions between core groups in your company.
Which ones of these are essential for your organization to reach its goals? What’s optional and might see resistance in adoption? Which
ones create the risk of adding too many tools and should be simplified?
A 50-person company that is fully remote will invest more resources into:
A large global enterprise will probably use all of the listed methods of communication and have dedicated teams for many of them. 4) Choose the right toolsThere’s no handbook that defines which tools are absolutely best for each purpose.
5) Document the processFinally, take note of everything you do throughout
this setup and turn in into a shared document visible to the entire organization. Business Communication ChannelsWhen business communication actually happens, it’s either verbal or written. Communication takes place either in many forms – verbal or written, in-person or remotely, but it is critical to the happiness of your employees in the workplace. Neither of these are better or worse for your company on their own and entirely depends on the context. Written communication is great for keeping a paper trail of decisions and actions made as well as for putting together strategies and plans in place. Verbal interactions enable instantaneous idea generation and a more open flow of thoughts. These are the methods of business communication applicable to some or all of the above scenarios: 1) Web-based communicationThis includes everyday communication channels like emails and instant messaging applications (such as Slack, Hangouts, or even Nextiva Chat). The benefits of emails and messages lie in the ability to lead private conversations in a busy office environment, as well as sharing a message with many people—from a few to hundreds—all at once. 2) Telephone meetingsPhones removed the location barrier to running productive, fast-moving meetings. It allows for better idea exchange thanks to the non-verbal communication (tone of voice) compared to written communication. Cloud phone systems can accelerate onboarding and overall team collaboration. 3) Video conferencingGreat video conferencing systems enable people at remote locations to run meetings that feel as close to in-person meetings as possible. They take phone meetings one step up. 4) Face-to-face meetingsIn-person meetings can help a business move forward with ideas quickly. Research shows that in-person meetings generate more ideas than virtual meetings. Related: Business Communications: The 10 Best Customer Service Examples However, having a rock-solid meeting agenda is essential for effective meetings. 46% of employees rarely or never leave a meeting knowing what they’re supposed to do next. 5) Reports and official documentsDocumenting activities that impact other people and departments is a crucial part of a well-oiled business communication system. The ability to refer to a written document at any moment reduces the chance for confusion or disagreement and provides extra clarity in communication. 6) PresentationsPresentations
supported by reports and PowerPoint slide decks are often how meetings with larger groups are conducted. These are great for sharing new ideas in a way that creates space for questions and any clarifications. 7) Forum boards and FAQsAn internal area for employees to refer to frequently asked questions on various departmental topics and to ask new ones that will make them more productive and up-to-date on a matter. 8) SurveysBoth internal and
customer surveys are an ideal way to gather feedback and ratings on important topics. Surveys facilitate a healthy cycle of feedback-supported improvements and open a communication channel between all levels inside an organization. Related: 60+ Customer Satisfaction Survey Questions You Can Borrow 9) Customer management activitiesThis can include any customer relations activity. Examples include live chat support, customer relationship management (CRM) systems, customer onboarding process, customer reviews, and more. Your Company Success Starts With CommunicationPoor communication carries too many risks to an organization to count. Great communication, however, brings an opportunity for outstanding employee and customer engagement. It creates clarity, more significant outputs, and growth in revenue and profit. Related:
What Is a VoIP Phone & How Does It Work? Whether you have a business communication system in place or are yet to establish one, remember to:
As a result, you’ll see happy, productive people excited to work on projects and create meaningful results for the benefit of everyone involved. Ready to invest in tools that can help improve your business communication?Nextiva’s business software helps organize your team’s communication by bringing it all into a single platform. No more shuffling around to find what you need, no more frustration flipping between screens. It’s all here in a single platform. This tool makes your work life more simple and helps bring all your communication into one view. Talk to an expert today to see how we can help simplify your business communication. What is the first thing you should do before making a business telephone call?What is the first thing you should do before making a business telephone call? Ask yourself if the phone call is necessary. In what phase of team development do teams select members, become acquainted, build trust, and form a collaborative culture?
Which of the following should you do during business phone calls to get the most out of them?Which of the following should you do during business phone calls to get the most out of them? you should make the call your entire focus; you should avoid multitasking.
Which of the following should you do to prepare for less formal phone conversations choose every correct answer?Which of the following should you do to prepare for less formal phone conversations? You should plan the purpose of the phone conversation. You should decide on the major points to cover.
When using email in a business setting you should?15 Email Etiquette Rules Every Professional Should Follow. Include a clear, direct subject line. ... . Use a professional email address. ... . Think twice before hitting "Reply all." ... . Include a signature block. ... . Use professional salutations. ... . Use exclamation points sparingly. ... . Be cautious with humor.. |