Be it personal or business, communication is a matter of human relationships and not just transmitting facts. In a business, this relationship is intertwined with situation handling strategies to achieve an effective communication process. Communication in business can be a defining factor for your business.
An effective communication can turn even a worst situation into an opportunity while ineffective communication can cause loss of business productivity along with creating other obstacles. Below you can find six essential tips that can help you achieve an effective communication process.
Tip #1: Pay all your attention
When you communicate with someone, make sure that you pay your complete attention. Try to take your business communications in an environment that is neither noisy nor busy.
Any kind of physical, emotional or mental discomforts or distractions can lead your attention away from the communication. When you pay attention and focus, you create a comfort level in the other person’s mind about the transaction. Such kind of undivided attention will earn you respect and trust from your receiver.
In case you encounter genuine distractions during the course of your communication, make sure that you acknowledge it with a greeting or apology. For example, if you have to take an emergency call during your company’s team meeting you can acknowledge it with “Sorry, It was an emergency” note to the others in the room. Such kind of apologies or greetings will make your audience feel that you are providing undivided attention and that the message conveyed is of serious nature.
Tip #2: Listen attentively
In any kind of communication, it is important that you understand if your listener is with you. A one-sided communication also does the job of sending across the facts and information but the relationship we discussed about initially does not live in it. In an effective business communication, it is not just important that you send across the facts but is also important that you make sure your listener is grasping them.
In a communication process, try to convey your message with a mix of verbal and non verbal efforts. You can seek the aid of your body language and facial expressions to put your message across more effectively.
Just as how your body language is important, it is also important that you study your listener’s body language. Understanding his body language will let you know whether he is suspicious or confused or bored with your opinions and ideas. This will help you to alter your pace or style to clarify his needs.
Tip #3: Smile when you talk
Though it is normally advisable that business communications are kept formal, it is a must that you maintain a smile when you discuss your facts. This kind of a gentle smile will ensure that you are relaxed and pleasant and will also improve the comfort of your listener.
Tip #4: Respect the other person
When you are trying to gain someone’s attention and confidence, it is a must that you make them feel respected. A simple smile and a greeting at the start of the conversation will make the other person feel important. It is also a must that you greet the other person with name and due salutations so as to add a personal touch to your relationship. This kind of addressing method will make increase comfort level and will make him feel respected.
Always keep your communications short and crisp. It is not only important that you respect an individual but you also need to respect his time. Before you start your conversation, confirm on his time availability and stick to it.
Tip #5: Receive Feedback
Receiving feedback can help you understand the effectiveness of your communication. Asking questions can help in involving your listener also in the conversation. Asking questions does not imply questioning their understanding ability but to gain involvement. For example, questions like “what is your opinion will help them talk more” rather than questions like “do you understand”.
Tip #6: List out the key points and the action
At the end of every business communication, ensure that you document all key points that have been discussed. Also, make it a point to document the actions that were discussed to be taken after the meeting and follow them up on a regular basis. These kind of documented points can act as evidence and reference when required in future.