Have you wondered what Business Communication is? Or what it entails? Here’s a quick look at 5 key ideas you need to know about Business Communication.
“Communication – the human connection – is the key to personal and career success.” -Paul J Meyer
What is Business Communication and why does it matter?
Business communication is the process of sharing information both within your organization and about your organization. Mastering good corporate communication can provide numerous advantages inside your workplace as well as in the marketplace.
The importance of business communication can’t be underestimated since your clients and customers need to comprehend your products or services. The functioning of your office also depends on employees’ understanding of their tasks and responsibilities.
Are you feeling overwhelmed by the sheer scope and density of information on business communication?
You can relax and take in these 5 key concepts:
1. Keep it simple (KISS)
Why should you keep your corporate communication simple? Psychologists have found the rule of 7 ± 2, which means people are generally only able to remember five to nine pieces of information at a time. When you structure your communication, try to have between five to nine main points.
Remember that old saying ‘pictures speak a thousand words?’ There’s truth in that maxim, so aim to provide graphic representations of the information you’re trying to convey wherever possible and appropriate. Graphs, charts, and photographs are often more powerful and memorable than words.
Keep your communication style relevant and suitable to the context. Consider who the audience is and what you’re aiming to convey. Humour can get people’s attention, but it’s risky, so make sure you use it appropriately.
If the audience does not care about additional details, keep that information for those who need or might want it. You can do this by providing a link, for example, to that extra content.
2. The best form of communication for the message
Did you know 26% of employees believe that emails harm their productivity? That’s quite a startling figure, but it speaks to a real issue, use the most appropriate form of communication for the message you’re delivering.
Text messages have gained acceptance as a professional form of communication in the workplace. In many scenarios, they’re a much more direct form of communication between colleagues since many people get lost in email threads.
For each type of business communication, how can you discern which form of messaging will be most appropriate? Here are the 3 main guiding principles to keep in mind
- Select the form of communication that has the most precise accuracy in terms of reaching your desired audience. Choose the communication techniques that speak most directly to the target of your message. Think about where, how, and why your audience likes to consume their messages. For instance, if you wish to communicate with your colleagues, and your office has an internal messaging system, that’s probably the best channel.
- Opt for the form of communication your audience most readily understands. You wouldn’t use Snapchat to communicate with pensioners in a retirement village, now would you?
- Time, money, and energy are necessary resources, so you need to use them wisely when picking the most efficient way of reaching your audience. The more effective your communication, the greater the return on investment for delivering the message.
3. Being consistent
Whether you take up a position as a journalist in broadcasting or, you need to communicate within your office, people will be confused if they receive inconsistent messages. When people experience that type of irregularity, they can become distrustful and might tend to pay less attention to communications you put out in the future.
4. Creating clear expectations with your communication
We all dislike being unsure of what is expected of us. 46% of employees report that they usually leave meetings not knowing what they’re supposed to do next.
To counter this, foster a communication style that has clear expectations. During meetings, communicate clear agendas and rules to ensure time is used effectively. Encourage note-taking as it promotes active listening and participation.
Hence, establish clear boundaries regarding when communication can happen so that your work/ life balance is respected.
5. Structure breeds successful communication
Psychologists have found that people only remember the opening and closing messages they receive, known as the ‘primacy and recency effect.’ Thus, this phenomenon makes it clear why you need to feature the most critical aspects of your corporate communication in the beginning and at the end.
“Communication is the only task you cannot delegate.” -Roberto Goizueta
There’s more to Business Communication than a good opening
A strong start is vital, but it is only one of the three elements you need to have in place to provide structure and clarity. After the opening, you need the main body to supply the audience with details that expand on your main opening points.
The recency part of the communication and recency effect is important since people remember clearly the last thing they saw or heard. End off with a conclusion that captures your key points and tells the receiver what they need to do next.
Here are some key takeaways to keep in mind
- Keep your communication style simple. Learn the rule of 7 ± 2
- Select the best type of business communication for the message you want to deliver
- Corporate communication needs to be consistent and create clear expectations
- Learn how implementing structure breeds successful communication in business
Read more about the top 5 business skills to have for a successful career.
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