The necessity of having a solid communication system in place has proven itself twice over during the pandemic lockdown. All workplace teams had to acclimate themselves to online conversations exclusively, and they had to learn it quickly. The problem first arose when people had to switch between emails and chats. This led to the loss of entire conversations and messages stored in the email and chat silos. With half the info, you can only do half the effective work.
This is where having a good communication app comes in handy. It has been proven many times that companies with connected employees are 25% more productive. So, if your communication app doubles as a productivity app, your company is the one to gain. To improve communication and be more productive, companies must have the right processes and tools in place.
Not having such a system in place can negatively affect your business. It has been estimated that communication barriers cost an average organization $62.4 million per year in lost productivity. All you need to remedy this is good methods and a very effective communication platform.
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Dos and don'ts of effective business communication that improves productivity
1. Have concise message
There is nothing worse than rambling on and on in your business emails. It is not considered professional, nor will it be appreciated by your fellow colleagues. To avoid this, adopt a practice of self-censorship. Don’t write what you wouldn’t want to read in an email. There is a study that says people spend close to 11 hours on emails per week. Don’t add to this.
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2. Use clear and concise language
When communicating with your colleagues, it is important to use language that is easy to understand. Avoid using jargon or technical terms that not everyone may be familiar with. Additionally, try to be as concise as possible in order to avoid wasting anyone’s time.
3. Stay on topic
It is also important to stay on topic when communicating with your colleagues. If you find yourself veering off into unrelated topics, it may be helpful to schedule a separate meeting or conversation to discuss those things. This will help to keep everyone focused and on track.
4. Be respectful
It is important to remember that everyone has different communication styles and preferences. Some people may prefer direct communication, while others may prefer more indirect communication. It is important to be respectful of these differences and to communicate in a way that everyone can understand and appreciate.
5. Don't interrupt others.
Interrupting others can come across as rude and disrespectful. It can also make it difficult for people to get their point across. If you find yourself interrupted frequently, it may be helpful to schedule shorter meetings or conversations so that everyone has a chance to speak without interruption.
6. Don't dominate the conversation.
Allowing everyone a chance to speak is an important part of effective communication. If you find yourself talking more than others, it may be helpful to take a step back and allow others to share their thoughts and ideas as well.
7. Do be aware of your body language
Your body language can play a big role in how effective your communication is. For example, maintaining eye contact shows that you are interested in what the other person is saying. Additionally, avoid crossing your arms or legs, as this can make you appear closed off or uninterested.
8. Don't use offensive language
Using offensive language – whether it be profanity or slurs – is never appropriate in a business setting. Not only is it disrespectful, but it can also create a hostile work environment. If you slip up and use offensive language, apologize immediately and try to avoid using it in the future.
9. Complete message
Spend that extra time to ensure you’ve said everything that you wish to communicate. It comes across as very sloppy if you keep going back to add information to an original message. It is also an extraordinary source of wasted time. This is especially an important point to watch out for if you are including documents or pictures in your email. So, take the time to reread your message before hitting send.
10. Do use active voice whenever possible
Business communication is an essential part of the success of any company. It’s important that you use an active voice when writing so that your message is clear and concise. Using an active voice makes whatever you are saying easier to understand, as well as conveying a sense of authority and professionalism. For example, instead of saying “The meeting was set up by John,” it should be worded “John set up the meeting.” Not only does this make the sentence sound more natural but it is direct and keeps the subject performing the action at the focus. Active voice should always be prioritized in business communication for maximum clarity and effectiveness.
11. Do proofread your work before sending it out
As business communication has become increasingly important in this day and age, proofreading your work before sending it out is essential to ensure that the content you are relaying is professional and accurate. No matter how rushed or pressed for time you may feel, taking the time to carefully go over your document with a fine-toothed comb to spot any grammar or spelling errors pays off in the long run. It not only conveys professionalism, but also helps avoid any potential misunderstandings that may arise from typos. So, don’t forget – always take a few moments to proofread your business communications!
12. Don’t use too much jargon or corporate-speak
It is essential for business communication to be effective and concise. Jargon words or corporate-speak can often hinder the clarity of conversations and leave business partners confused. That is why business professionals should strive to simplify their business speaking and avoid using excessively technical language when possible. Doing so will help build effective business relationships by ensuring that any ideas, proposals, and negotiations are clear and easily understood. The takeaway here is simple: use jargon judiciously in business communication in order to ensure a successful outcome.
13. Don’t rely on email for important communication - pick up the phone instead
In business communication, it is often more important to pick up the phone than rely on email. Emails can be easily misconstrued or ignored, and when business talk is involved, there’s no way to feel out the other person’s feelings or nuance through a screen. Talking over the phone lets business professionals convey their message quickly and efficiently in a manner that can result in mutual understanding and agreement. When trying to establish business relationships, talking on the phone gives the conversant the opportunity to build trust with one another. So, if you are looking for success in business, it pays to pick up the phone and communicate directly rather than relying on emails.
14. Don’t wait until the last minute to send an important message
In business communication, it is crucial to ensure that important messages are sent in a timely manner. Sending a message at the last minute can cause confusion and disruption for both the sender and receiver of the message. Planning ahead and sending messages in a timely fashion will create clarity for those involved, resulting in more successful business communications. Waiting until the last minute may generate unwanted delays or missed deadlines so take time to plan and execute business communication early on to avoid these issues.
15. Invest in a good communication tool like Clariti
Clariti’s content-rich subject chats provide an effective means of digital communication between teams at the workplace. Team members can avoid communication silos by staying up-to-date on team progress and collaborating on projects in real time through concise, context-based messaging. This allows teams to develop ideas faster and stay productive without having to attend lengthy meetings that often produce few tangible results. Clariti’s content-rich subject chats can thus be a great tool for teams looking to foster better collaboration while boosting productivity at the workplace.
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Conclusion
Effective business communication is fundamental to the success and productivity of any business, big or small. It’s important to actively develop a business communication plan that consists of clear dos and fair don’ts that employees can adhere to in order to ensure business communications are effective across the board. This includes having an articulate style of speech and writing, carefully distributing information appropriately between departments, and speaking openly with other staff members in order to develop better working relationships with colleagues.
By using these dos and don’ts within business communication strategies, teams will be more productive due to improved clarity of business objectives and better understanding of expectations from one another. Moreover, efficient business communication is especially beneficial for sales as it allows promoters to target explicit customer needs with emphasized meaningfulness, ultimately leading to increased conversions. In conclusion, adhering to proper dos and don’ts within business communication is essential for improving productivity in any organization.
Make sure that when you’re sending your message, you’re opening up for a discussion, rather than a curt message. This will go miles in improving employee engagement and relationships. Follow the checklist of do’s and don’ts of effective business communication and productivity will surely improve.
Frequently Asked Questions
Dos and don'ts of business communication?
There are certain dos and don’ts when it comes to business communication. First and foremost is using a proper business communication tool like Clariti which combines all your communications from emails, chats, calls, documents in cloud storage, and to-dos in one app and links all related information in a Workspace. Secondly, always be professional. This means using proper language, being respectful, and avoiding slang. Thirdly, make sure to be clear and concise. Use simple language that can be easily understood. Fourth, avoid lengthy or complex sentences. Fifth, always proofread your work before sending it out. This includes emails, memos, reports, etc. Sixth, use an appropriate tone for the audience and situation. Seventh, know when to use formal vs. informal communication. Lastly, keep in mind that not all communication has to be in writing; sometimes a phone call or meeting is more appropriate. Following these guidelines will help you to communicate effectively in the business world.
What are the dos and don'ts of effective communication?
One of the most important skills in life is effective communication. It’s essential for our relationships, our jobs, and our overall wellbeing. However, communication can be difficult, and there are a few key things to keep in mind if you want to ensure that your message is clear and well received. First and foremost is using a proper business communication tool like Clariti which combines all your communications from emails, chats, calls, documents in cloud storage, and to-dos in one app and links all related information in a Workspace. Secondly, it’s important to be honest and open. This doesn’t mean that you must share everything about yourself, but it does mean being genuine and authentic in your interactions. Third, it’s crucial to be aware of your body language and tone of voice. Nonverbal cues can play a big role in how your message is interpreted, so it’s important to be mindful of how you’re coming across. Finally, remember that effective communication is a two-way street. It’s not just about getting your point across, but also about listening to others and being open to feedback. By following these simple guidelines, you can dramatically improve your communication skills.
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