Effective Business Communication
Effective communication is a very important skill which you must learn if you want to move ahead in your career. No matter what you do and what your intentions are but if you cannot communicate effectively then, your whole idea of progressing will fail.
You cannot tell your plans and goals without an effective communication technique. If you are confused while explaining something then, people will think that will also be confused while attempting that thing. This is natural gesture which every normal person will give you.
You would have seen around that there are some people with a very confident and alert tone and these people always tend to be more successful and managed in their lives than those who lack self-confidence and effective communication skills.
This is not because the second types of people do not have the working capabilities but it is just that they cannot motivate people to work for them and they can never convince people effectively to team up with them.
There are certain techniques which can help you out in enhancing your effective communication skills and these techniques will tell you exactly what you lack in being a good speaker as well as a very good listener.
Some people think that just speaking and expressing is communication but you should know that listening is another very important part of the communication. When you listen then, you can express yourself and these expressions encourage or discourage the speaker to continue his talks. In this EBook I will try to demonstrate all the important techniques which can help you in improving your effective communication and making it more and more effective for yourself.
Communication is an essential process which helps us to express our feelings and without communication, we will not be able to share our knowledge and experiences with other people.
There are different parts of communication like speaking, listening, gestures, and body language while each one of these is important to make communication effective. When you can master these all parts then, you can say that you have learned the art of effective communication.
There are two types of communication and you can call these two types as verbal and no-verbal communication. Both of these are important in a way that they complete each other.
IMPORTANCE OF VERBAL COMMUNICATION-
There are different attributes of verbal communication like words, language, voice and others. When a child is born, he has vocal cards and as he grows he learns to control those vocal cords and to speak words.
Some words are just natural gestures as crying or laughing but with the time, he learns to speak language. Words alone have no meaning instead people give meaning to words by arranging them in different ways.
Through speaking, we always try to make things clear but this does not happen always. When we think that something is important to us, we also believe that this thing is equally important to others as well but it is not like that. You can experience lots of problems in speaking and only way to get hold of all those problems is through experience.
Speaking has basically two areas which are interpersonal speaking and public speaking. More common is interpersonal speaking because we communicate mostly one-to-one and in order to do that effectively, you need to learn people and read people correctly. Manners matter most in interpersonal speaking and you should speak in a manner that the person in front should not be offended in any way.
Public speaking is another area which you can improve by just observing some good speakers. Time has shown that some people are always good public speakers while others cannot be very good public speakers.
NON VERBAL COMMUNICATION IS ALSO AN INTEGRAL PART OF EXPRESSING YOURSELF
Nonverbal communication is also an integral part of communication and in fact in some cases, it can be more important than verbal communication. Situations can come where words will not let you to explain things properly and in those situations, non-verbal communication comes into play.
There are different parts of non-verbal communication like artifacts, haptic, chronemics and other similar things. Artifacts are the most important things which include your clothing, dressing style, jewelry and other accessories which become part of your personality.
According to most of the experts, your wardrobe is the most important object in haptic and it can always send the impact of your real personality. People can be often judged from their clothing style.
Similarly, you can get an idea of the feelings from haptic as well. The way you touch something or someone can send a right or wrong impression which means you should be very careful while touching and expressing your feelings because it may happen that you have a positive intention but your touching depicts a negative gesture.
To make communication more and more effective, you need to learn that there should be a harmony of thoughts between the sender and receiver.
If sender is conveying the message with a different mind frame while receiver is sitting in a different mind frame then, communication failure will occur and the outcome of this communication will not be very useful.
Attitude improvement is another way to make your communication more effective and more concrete because a positive attitude can make your whole process of communication positive while a negative gesture can send a wrong signal in your communication and people will start to take it negatively.
Communication skills have a very deep importance in any business environment and effective or ineffective communication can make organizations progressive or declined respectively. You can never say that communication has become ideal in some organization just because some of the language glitches are fixed instead communication is a thing which always needs your attention and constant maintenance and improvement. While communicating at interpersonal level, you should make sure that the meaning of your discussion is properly understood by the listener. Just saying “do you know what I mean” in the end will not be sufficient.
DAMAGE OF INEFFECTIVE COMMUNICATION
You can always make a map that which damages and advantages you can get from ineffective and effective communication. This will not take that long to know that ineffective communication can give you lots of losses in terms of your work, time, productivity, progress and other similar things.
If you have mis-communicated with your boss over a certain report then, you will have to do that report from scratch and it will cost you both time and work and in most of the cases ineffective communication will cause you embarrassment. The best approach is to identify miscommunication as soon as possible because sooner you identify sooner you can fix it.
Ineffective communication will also cause you lots of extra stress and tension because when you miss some work due to ineffective communication then, your boss will be angry with you and it may happen that some of your colleague also gets disturbed with that effort. So it can disturb the whole working environment for you.
In order to avoid all the above problems, you must communicate effectively and if you are having problems in effective communication then, you must keep reading, I am going to tell you the exact ways of improving your communication.
7 Very Effective Communication Tips
- 1. COMPLETENESS WILL BRING THE DESIRED RESPONSE
- 2. CONCISENESS WILL SAVE TIME
- 3. CONSIDERATION MEANS UNDERSTANDING OF HUMAN NATURE
- 4. CONCRETENESS REINFORCES CONFIDENCE
- 5. CLARITY CAN MAKE THINGS MORE COMPREHENSIVE
- 6. COURTASY MAKES RELATIONS STRONGER
- 7. CORRECTNESS WILL AVODI ALL THE CONFUSION.
Completeness means that whatever you communicate should be complete and there should be no missing facts in your speech. It is often seen that people assume some facts to be known by the audience or listeners. This is not the right approach because if you started to assume this then, you will not be able to give the whole details of the core objective. The whole idea will become confused and you will be facing troubles in making other understand.
You should provide very detailed information to your listeners and in fact you should try to provide some additional information to make your points clearer. While preparing your presentation or report, you should make sure that you are answering all possible questions which your topic can have.
In this way, audience will be more understanding about your topic and they will ask you more logical questions. It often happens that after you finish your presentation in office then, someone says, “What are you actually trying to say.” This is probably the worst comment that you can get after a tiring presentation but you should think over again that why someone said that.
There will be some flaws in your presentation or some confusing factors which have urged that person to say so. To avoid such embarrassing situations, you should try to make your presentation clearer and complete without ignoring any fact and mentioning even very minor details.
Completeness brings the desired response from the receiver or listener or your audience. You need to include everything which you think is related to your topic of discussion and try to describe both positive and negative approaches.
Conciseness is another important aspect of effective communication and especially when you talk about business communication then, you should know that your message should be very concise because this will make it more proper, to the point and time saving to understand. Time is very important in modern day life and no one has the time to listen to you for full hour while you can deliver the same meaning and discussion in 30 minutes.
Besides, if you add unnecessary pause, repeat information and use other similar tactics to prolong the duration then, your audience will get bore and they will prefer to either leave the discussion or they will stop taking interest.
You should only include very relevant facts about your topic and avoid using unnecessary information to be added for example if you are making a presentation for the annual budget of your organization then, you should keep thing to the point and void giving irrelevant examples for cutting down the budget or increasing it.
Your aim is to present report of your annual budget and this does not mean that you should add suggestions because that is associated to someone else. If you tried to over express yourself then, it may happen that you will confuse your audience with wordy expressions and there will be lots of discussion, which people will never understand due to broken language. So make your information concise and save time for yourself as well as for your audience.
Consideration is one of the most important things in effective communication because it will make sure that you understand the receiver in a better way. When you say consider then, this means, you have to think twice about certain things and make sure that you are always conveying your message in a positive tone. Even if there are some negative points in your discussion then, you should try to overcome those by emphasizing on positive points.
In proper and effective consideration, it is important to understand that the more you explain benefits, more interesting your discussion will become. So you should try to explain each and every benefit of your discussion which will make people more attentive and they will be more interested in integrating those benefits in their lives. Try to focus more on “you” instead of ‘I” or “We”. This also sends a very pleasant impression that you actually care more about others instead of yourself.
There is a saying that thinks before you speak and this saying completes the part of consideration. You should properly analyze everything before presenting it to others. Analyze everything from receiver’s point of view because that will allow you to think about those questions which are often neglected by following just one approach. You should never use negative expressions like I hate instead replace them with I prefer.
Similarly, there are so many replacement which you can make and avoid all the negativity from your discussion. If you have to say confident then, you can say unstoppable, fortunate can be replaced with blessed because these words also have a positive meaning but the replacement are even greater.
Concreteness means that you should be very specific and accurate about the facts and figures which you represent in your discussion. The fact should be very clear and being accurate is even more important because people often give value of words and especially figures which you represent.
Verb choice should also be very vivid and defined and wording should be such that it should create a very positive image of your overall topic. If you start to sound little vague, obscure and general about the facts then, things will start to get confusing and people will start to think negatively. Emphasis on one thing will be lost and as a result the effectiveness of communication will not be present.
If you are presenting some solid and true facts and figures then, it will automatically boost your confidence. You should try to gather figures from different surveys and internet can be a very good place to do this research. No matter what kind of topic you have but you will find things related to that topic and in all formats.
You can give people’s opinion about your topic and then see how your audience responds. But you should remember one thing that all the facts and figures should be specific and related to your core topic and they should not be irrelevant.
Clarity is often mistaken by people and they think that making the fact more clear is clarity but clarity is more about making your speech and exact message better. You need to choose your words more precisely and use simpler language to convey your message. Simpler you language will be, easier it will be for the audience to decode your message easily and they will get hold of your idea very clearly. Best way to bring clarity is to use simpler words and make simple and easy to understand paragraphs. Do not try to be too formal with the choice of words and try to remain casual in approach.
If you tried to be too formal in your approach and used too heavy language then, it is a known fact that not everyone can understand the heavy and complex language. Especially these days’ people are really weak in their language and formal language has been reserved only for news and newspaper columns.
Normal people understand just normal and simple language and it is the best way to convey your message in its exact and raw form. As it is mentioned in the heading that clarity makes your message more comprehensive and this is true because if you use fewer words then, it will be easier for the receiver to receive and decode the message and he will get precise meaning of message very easily.
On the other hand, if you made the whole message confuse by adding unnecessary and heavy words in it then, ultimately, you will be able to convey half of the message while the other half will be lost in those heavy words. So make your message as clear as possible and try to use fewer and simpler words in it so that everyone can understand it.
Courtesy means that you should some respect to the receiver. Especially when it comes to business communication then, you message should start with a respectful word and should end on a respectful clause as well. This is just a way of giving value to the feeling of the receiver.
Your choice of words can depict the courtesy and you should be very thoughtful in choosing words. Always think about the caliber of the audience and if you are giving presentations to your boss then, it adds even more responsibility. Always use nondiscriminatory expressions because these expressions will convince the other person that you always value their thoughts.
If you are being appreciative, thoughtful, and respectful and using polite words and gestures then, the receiver will feel good about your discussion and will start to take interest in your discussion even more. You can take a simple example that if some mail comes to you which is starting from simple hi, hello then, you will not value it a lot but if same email comes with saying hi our respectful and valued customer then, you will definitely try to look into it. These are some things which show professionalism of people.
To be correct, you should be aware and awareness means that you should target right audience. You should know the social, educational and religious background of the reader or audience and then, use your language according to that background. If you start to address labor in the same way as you address a CEO then, things will start to get confusing for that person.
This does not mean that you should not respect labors as you give to CEO but this means there should be a different level of respect for both of these persons and you should follow certain protocols, use right language, avoid punctuation errors, use precise and accurate information. All of these features will make your communication more correct and more effective.
If you start to make your language ambiguous and improper or you have too many punctuation and grammar mistakes then, people will not value your message and in the end, it will be added as ineffective communication. But you can change this very easily by adding some true facts and figures and keeping your grammar simple and correct.
Now these are the 7 tips for better communication, and if you can learn to control all seven of them, then, you will have a very effective communication method. In short, you can say that if your message is concise, complete, considered, correct, clear, courteous and concrete then, it is said to be an effective message.
To your great success on your business journey, Bob@Lurnprofit
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