Business communication is the sharing of information between people within and outside an organization. Whether you work in an internet services company that offers deals like Cox internet packages or run an import-export car parts business, communication is an integral part of all steps and processes. Effective business communication translates into better management, improved organizational practices, reduced errors, and increased commercial benefit for the company.
To ensure all your letters, reports, memorandum, representations, and other forms of communication are effective, there are certain principles you should be following. Here are the most important ones.
For a message to serve its purpose, it must have clarity. Business communication has clarity when it is expressed and transmitted in an easily comprehensible way. The main objective of communication is to bridge the gap between minds and this is only possible when what the sender intends to explain is understood by the receiver. Hence, the language chosen to convey a message needs to be simple and clear.
The completeness of facts is extremely important for effective business communication. Incomplete communication, whether verbal or written, may irritate or confuse the receiver. Also, based on the incomplete message a receiver may assume something else and take wrong actions which may also prove expensive. For example, when ordering shirts by mail, your communication must include relevant details such as quantity, color, size, mode of payment as well as the date it should be delivered. If any of these details are missing, you might not get the desired order within the time frame you want. Similarly, when replying to letters, make sure you have all the questions and queries answered. If a customer has four queries and you only answer two it means your customer service is not up to the mark.
Planning is also an important part of effective business communication. Depending on the nature of a message, you need to choose its mode of communication and devise a strategy accordingly. If it’s a small message it can be conveyed verbally within a workplace; if it needs a formal bearing you might have to draft an email. In case a message needs to be delivered urgently, you might need to hold audio meetings or in-person meetings. The language chosen and tools used for each communication channel would be different so planning needs to be done to ensure there are no loopholes in the process.
Whether you’re communicating via email, phone call, or in-person, bear in mind that time is precious and valuable for everyone. Don’t make the reader or listener feel like they are going through trivial details. Be concise in your communication. The message should be brief and to the point. However, it must have clarity of thought and include all the relevant facts. Remember, don’t say or write more than what is necessary and use simple language and lesser words to put the message across.
In business communication, you need to adopt a more courteous approach. and being courteous demands being considerate and friendly. It is important to answer letters promptly, ideally the same day they are received. But if that is not possible because you need to consult other departments or gain approval from higher authorities, then you should at least acknowledge the letter/email and state the approximate time you need to send a full reply.
Also, be considerate in your expression. Avoid words or phrases that have a negative connotation. For example, instead of using phrases like ‘you don’t know or ‘you forgot’, use ‘you are probably unaware’. The choice of words can play a big role in offending or pleasing the reader or listener, so it’s important to not be reckless about them.
In case you’ve made a mistake, be quick to apologize and make up for it. When someone does a favor for you, acknowledge it and thank them generously.