Business Communication

What are the common communication problems in the world today and how can you improve
your communication? From giving constructive feedback to delivering successful group
presentations, following these tips will help you develop those communication practices needed.
Business Communication
 Business communication is any communication used to build partnerships,
intellectual resources, to promote a product, service or organization – with the
objective of creating value for your business.
 Effective communication requires four components:
 Message must be delivered clearly with integrity & authenticity.
 Receiver must listen, gain clarity and trust the presenter.
 Delivery method should suit the circumstances and needs.
 Content has to resonate and connect with the receiver.
Written Communication
 Anticipate all potential audiences.
 Practice careful techniques in ALL communication.
 Keep emails brief and bulleted when possible.
 Take a positive approach.
 Tell the readers what’s in it for them.
 Never send a communication when you’re angry.
 Be careful with acronyms and technical language.
 Write a meaningful subject line.
 Identify yourself clearly.
 Proofread, proofread, proofread.
 Distinguish between formal and informal situations.
 Anticipate possible questions.
 Write the way you speak.
 Avoid using slang and figures of speech.
 Avoid racist, sexist & demeaning terms.
 Avoid humor, sarcasm and exaggeration.
Verbal Communication (leaving a voicemail)
 Get to the purpose of the call.
 Put contact information up front.
 Don’t repeat what the system already knows.
 Avoid trying to leave a message about numerous topics.
 Include only relevant information.
Verbal Communication
 Make eye contact.
 Speak slowly, clearly and don’t be shy.
 Avoid stating opinions.
 Only present as much info as needed.
 Check for understanding.
 Listen, Listen, Listen!
 Don’t be afraid of pauses.
Watch listener’s body language and indicators.
Do not get defensive.
While Listening to a Speaker or Client
 Be aware of your biases and perceptions. Control your biases and validate your
 Encourage the speaker. Provide feedback and paraphrase to show you are
“Let me make sure I understand. . .”
“So if I hear you correctly. . .”
“That’s a great concept. . .”
Active listening is the key to empathy and is also a crucial component of communication. To
improve your active listening, try these suggestions:
 Limit your own talking.
 Tune in to the other person. Be genuinely interested and show it.
 Think like the other person. Put yourself in their shoes.
 Hold your fire. Don’t jump to conclusions.
 Listen to ideas and emotions, not just words. Notice nonverbal language.
 Take notes. This will help you remember important points. It also shows you care
about what the person is saying.
 Ask reflective questions.
Development Tips
To improve or enhance your communication, try these suggestions below.
Learn the difference between blame and problem solving. Address the problem rather than
spending time determining who has messed up. Use the opportunity to PREVENT further
occurrences by training and educating expectations.
Look at your own emotional response. Keep cool and remain flexible, hear what people are
really saying. If you are a person who openly expresses your emotions, you may need to tone
it down a bit. Strong expressions of emotions can frighten people.
Work on creating a culture that values both finding and solving problems. Role model the
attitude with your staff, consistently. When YOU make a mistake, share the mistake and
accept responsibility and model the problem-solving process.
Share problems/mistakes that came up and how they were solved. Celebrate the
Spend a small amount of time identifying problems, complaints, etc. at staff meetings. This
encourages continued improvement.
Clarify what kinds of information you need, when you need it and WHY you need it.
Recognize that culture change take times. The key is consistency and how you handle bad
If properly planned and delivered, communication will ensure that everyone understands what
your goals are, what their part in achieving them is and what they can do to make sure that the
goals are achieved. The time lost through lack of direction and misunderstandings will be
dramatically reduced.