what is business communication and its importance

Effective communication is a crucial element in achieving success in any business. It plays a vital role in building relationships, fostering teamwork, and achieving organizational goals. One of the most important aspects of effective communication is the ability to have a meaningful conversation. A good conversation not only conveys your message effectively, but it also promotes active listening and understanding.

In this blog, we will discuss 15 practical steps to better communication and enhance your overall communication effectiveness in a business setting. These steps include active listening, speaking clearly and concisely, using appropriate body language, avoiding distractions, and more.

By following these steps, you can strengthen your communication skills and build better relationships with colleagues, clients, and customers. Effective communication can help you to understand your team members’ perspectives, negotiate effectively, and resolve conflicts.

15 practical steps for effective business communication

1. Clarity

Effective communication requires clarity in your message. Research shows that messages that are concise and straightforward are better understood and more easily remembered by the audience. A study conducted by Nielsen Norman Group found that website visitors only read 20-28% of the text on a page, indicating the importance of clear and concise messaging.

Try AI-powered topic Threads to stay organized | Sign up now!

2. Listen actively

Active listening involves paying close attention to what the speaker is saying, asking clarifying questions, and reflecting on the information to ensure understanding. It is essential to be fully present in the conversation and avoid distractions such as phone calls or emails. According to a study by the International Listening Association, active listening can improve communication effectiveness by up to 40%. Active listening can also help build trust and establish rapport with the speaker.

3. Show empathy

Empathy involves understanding the speaker’s point of view and demonstrating that you care about their feelings and experiences. It is essential to acknowledge the speaker’s emotions and validate their perspective. Empathy can help build relationships, promote trust, and encourage cooperation. According to a study by the University of California, empathy can lead to better negotiation outcomes and more effective communication.

Replace email | Use chat instead | Start Free Trial!

4. Be clear and concise

Being clear and concise involves conveying information in a simple and straightforward manner. It is essential to avoid jargon or technical terms that the listener may not understand. According to a study by the Society for Human Resource Management, ineffective communication costs businesses an average of $62.4 million per year. Clear and concise communication can help reduce the likelihood of misunderstandings and errors.

5. Avoid interruptions

Interrupting the speaker can be perceived as rude or disrespectful and can disrupt the flow of the conversation. It is essential to allow the speaker to finish their thoughts before responding. According to a study by the University of Houston, interruptions can lead to negative perceptions of the interrupter and can reduce the likelihood of cooperation and trust.

Free Business Productivity App | Try now, It’s free!

6. Use open-ended questions

Open-ended questions encourage the speaker to provide more detailed and meaningful responses. They typically begin with phrases such as “what,” “how,” or “why.” According to a study by the University of Michigan, open-ended questions can help build rapport and establish trust in business interactions.

7. Be mindful of nonverbal communication

Nonverbal communication includes body language, tone of voice, and facial expressions. It is essential to be aware of your nonverbal cues and to ensure that they are consistent with your message. According to a study by the University of California, nonverbal cues can convey up to 93% of the meaning in a communication exchange.

Still using Microsoft Teams? Try Clariti. It’s Free!

8. Follow up

Following up after a conversation can help clarify any misunderstandings and ensure that both parties are on the same page. It is essential to summarize the key points of the conversation and confirm any action items or next steps. According to a study by Harvard Business Review, following up can improve communication effectiveness and reduce the likelihood of errors.

9. Adapting to your audience

Adapting to your audience involves tailoring your communication style and message to the listener’s preferences and needs. It is essential to be aware of the listener’s background, culture, and communication style. According to a study by the Journal of Business and Technical Communication, adapting to the listener can increase the effectiveness of communication and improve the overall business relationship.

10. Speak with confidence

Speaking with confidence involves projecting a clear and assertive tone, maintaining eye contact, and avoiding filler words such as “um” or “like.” According to a study by the University of California, speaking with confidence can increase the listener’s perception of the speaker’s credibility and persuasiveness.

11. Practice active feedback

Active feedback involves providing constructive feedback to the speaker in real-time, such as repeating or summarizing their key points. This can help ensure that both parties are on the same page and can lead to more productive conversations. According to a study by the International Journal of Business Communication, active feedback can increase the effectiveness of communication and reduce misunderstandings.

12. Use storytelling

Storytelling involves using anecdotes or examples to illustrate key points or make a connection with the listener. It can help engage the listener and make the conversation more memorable. According to a study by the University of California, storytelling can increase the listener’s retention of information and lead to more persuasive communication.

13. Respect cultural differences

Respecting cultural differences involves being aware of and respecting the listener’s cultural background and communication style. It is essential to avoid assumptions or stereotypes and to adapt to the listener’s communication style. According to a study by the Journal of Business and Psychology, respecting cultural differences can increase the effectiveness of communication and build stronger business relationships.

14. Practice active listening with visual aids

Active listening with visual aids involves using tools such as whiteboards, diagrams, or charts to enhance understanding and engagement. According to a study by the University of Minnesota, visual aids can increase the listener’s comprehension and recall of information and lead to more productive conversations.

15. Body Language

Nonverbal communication, such as body language and facial expressions, can also impact how your message is received. Research by Dr. Albert Mehrabian suggests that nonverbal cues account for 55% of the message conveyed during face-to-face communication.

How does Clariti help businesses to achieve effective business communication through subject-chat

Clariti subject-chat is an effective tool for businesses looking to achieve effective communication and collaboration. By using Clariti’s subject-chat feature, businesses can streamline communication, improve productivity, and enhance collaboration.

The subject-chat feature ensures that communication is organized around specific topics or projects. This helps to avoid clutter and confusion, making it easier for team members to follow conversations and find relevant information.

Subject-chat allows team members to collaborate on specific topics or projects without having to sift through irrelevant messages. This helps to streamline the communication process, making it easier for team members to work together and achieve their goals.

This feature makes it easy to access relevant information quickly. Team members can easily search for specific chat threads, making it easy to find information related to a particular project or topic.

By using Clariti chat, businesses can improve productivity by reducing the time and effort required to find relevant information. This helps team members to focus on their tasks and complete them more efficiently.

In Conclusion

Remember to listen actively, be empathetic, and seek understanding. Speak clearly and concisely, avoid using jargon, and stay on topic. Maintain eye contact and body language that conveys interest and engagement and be mindful of your tone and timing.

By consistently applying these business communication guidelines, you can establish yourself as a skilled communicator and build stronger relationships that can drive your business forward. Start incorporating these steps into your communication today and watch your conversations become more effective and impactful.

Building better relationships through effective communication can lead to increased productivity, better collaboration, and improved problem-solving skills. Take the time to reflect on your communication style and implement these tips in your conversations to achieve more positive outcomes.

Effective communication is a vital aspect of any successful business, and mastering the art of business conversation can greatly enhance your communication skills. By following the 15 steps to better communication outlined in this blog, you can improve your communication and connect better with your colleagues, customers, and clients.


Frequently Asked Questions

Business communication is the exchange of information, ideas, and opinions within an organization or between different organizations to achieve specific business goals. Effective communication plays a crucial role in the success of any business, as it facilitates the smooth flow of information, promotes collaboration and teamwork, builds trust and strong relationships with clients and stakeholders, and helps in making informed decisions. Whether it is verbal, written, or nonverbal communication, the ability to communicate effectively is a fundamental skill that all professionals should possess to achieve their organizational objectives and contribute to the growth and success of their business.

To become a better communicator in business, there are several steps you can take. First, actively listen to your colleagues, clients, and stakeholders to understand their needs and concerns. Second, be clear and concise when conveying your message, using simple and direct language. Third, tailor your communication style to your audience and the situation, adjusting your tone, pace, and vocabulary accordingly. Fourth, use visual aids such as charts and graphs to help illustrate complex ideas. Fifth, be mindful of your body language and nonverbal cues, which can also convey important information. Finally, seek feedback and evaluate the effectiveness of your communication to continuously improve and refine your skills.

Bringing clarity to your world

If it's on our mind, you'll be the first to know!

Leave a Comment

Recent Blogs

Team Collaboration Transformed
Messaging and Email Integration
combine email and chat
How embedding