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Hands on experience in various techniques in Business Communication and Business

Etiquette

Techniques in Business Communication

Effective business communication is crucial for the success of any company. Poor
communication is not only frustrating on a personal level, but has the potential of causing huge
financial loss. Misinterpreted messages, lost emails, or poor understanding can cause delays,
failed projects, or loss of clients. Therefore, it is important for everyone in the company to
improve their communication skills, especially when in a position of power.

1.Important Business Communications can be visualized

• Let’s find out which works best- telling or showing someone how things must be done.
• Indeed the answer will show that visual learning is a very beneficial mode of business
communication. In case when companies want to transfer lots of information, some of it
will be lost once the business communication process is over.
• To create the “sticky effect” on the receiver’s mind, whether for customer demographics
or sales cycles, the team will not use all the information in text pages. On the other hand,
visuals will help in making sense of everything the team needs to imbibe.

2.Give and Take Constant Feedbacks

• Feedback’s not always negative; positive feedback focuses on improving and helps
develop trust and cooperation. Employees and employers can improve their way of
operating by using constructive feedback.
• By being open to feedback, the company portrays an image of being open to
constructive criticism, while welcoming input from everyone in the company.
• This certainly helps in enhancing workplace efficiency as everyone will be doing their
work in a better way.
• A survey is the simplest way to collect input or feedback from the staff on everything
from work culture to employee new hiring process or job satisfaction.
3. Stay Attentive
• Many of us need clarification on listening and paying attention. Thus most employees
overlook this easy and simple tip for effective business communication.
• While speaking or interacting with someone, don’t just listen to whatever they are
saying- rather, be attentive and make mental notes.
• If you get an email regarding any issue in the team, do not ignore it. Try searching for
the case of the major details hidden in the message sent.
• If one of the team members is airing some grievance, lend an ear, and make sure you
pay attention to the issue.

4. Be Clear and Confident

If you can’t explain it simply, you don’t understand it well enough.”
-Albert Einstein
• Clarity is the most important part of effective business communication. While writing or
speaking, one should be clear about what one wants to convey. Since most meetings are
short and time-bound, you should develop clarity about what you want to say and
explain.
• Confidence is another important element that needs to be clubbed with clarity. Most
effective public speakers portray conviction through their style of speaking.
• This is the best way of keeping people engaged in the conversation. This engaging
technique requires self- confidence along with better business communication skills.

5. Create a Positive Culture

• Culture is the people whom the organization hires and how the people are managed in
the organization or how the team members communicate.
• Therefore any organization that promotes healthy culture will actively share the culture
with the team. Reinforcing a positive and supportive culture will develop a clear
understanding between employees.
• Culture is very tricky to define because it develops over time. With cultural diversity
rising among organizations, managing culturally diverse employees is becoming a
prerequisite for every organization.
 • One of the very effective ways of communicating a company’s culture is by taking the
help of a culture deck. Culture Decks are visuals created by organizations that
employees can consult later on.

6. Keep Announcements and News Posted Regularly

• The larger the organization’s size, the more difficult it is to convey the message to every
employee of the organization. Effective methods or modes need to be developed to
tackle this issue of business communication within organizations.
• The staff should read the emails regularly; most of the team completely ignores the
intranet messages. It is just the kitchen chatters that travel fast and reaches everyone in
the company.
• A very effective way of communicating with the entire team within the stipulated time is
to post the news or updates regularly on the office displays. With technology by your
side, you can put television screens to the best use by sharing updates that are related to:

• Company’s homepage or blog

• Upcoming events or meetings
• Favourite News feeds
• Photos of the products, along with the team pictures
• Sales Metrics and KPIs
• New Job openings
• New Recruitments or promotions in the organization
• Promotional campaigns or videos
• Rewards and Recognitions

7. Make Updated Company Announcements

What is the new product on the block, and when is the launch date? How much will the
new product cost? What is the target date to do the rebranding launch for the product?
It hardly matters what is being sold by the company; what is important is that all the
employees and managers should be on the same page concerning the organization’s latest
development.
 In this case, informing all the company’s team members or employees about the current
position project or product roadmap is the best tool.
A roadmap, just like infographics, is a very handy visual tool that helps the employees to
know in detail what is still required of them before anything new is to be launched..

8. Encourage Self-Reporting
Everyone wants to be a leader and dislikes being controlled or managed. So stop
micromanaging by giving the teams freedom and making them accountable for their work.
Every employee wants that their work is complete. Being a good manager, you should
stop keeping a tab on the employee time and again. Rather give them the liberty to check in at
the end of either every day or by the end of the week.
This is simple to accomplish through daily/weekly updates emails, short, rapid-fire
meetings, or regular slacks. Self-reporting will make them responsible for their work without
having the feeling of being controlled.

9. Adopt the H.O.T Approach

H.O.T. approach can be elaborated as follows:
• H- Honest
• O- Open
• T- Two-way

This is a highly effective approach for promoting effective and positive business
communication in organizations. Most successful organizations today implement a H.O.T.
strategy to maintain higher business communication standards and achieve desirable results.

10. Handle the Conflicts Diplomatically

Creating a conflict is simple: just put a few people in a common room for seven hours
every day, five days a week. It is for sure that after a week or so, the conflict would be created
even in a very intellectual and compatible team. Before the disputes spoil the group
communication, try to nip it in the bud.

Just tell the employees that the room door is always open, promote transparency, and ask
them to contact the manager whenever any conflict or issue arises.
 Create an open and comfortable environment around you where they feel comfortable
coming to you and voicing their real concerns. The manager must resolve and find the solution to
the issues with an open mind and without adopting a critical approach.

Guidelines In Business Etiquette

Business etiquette
Business etiquette refers to the requirements and expectations of social and business
behavior, practices and conduct that are prescribed by social convention, and a code of ethical
behavior among professionals. It basically boils down to demonstrating good manners.

Some basic business etiquette practices:

• Show appreciation to colleagues and customers and send thank-you notes.

• Stand up and shake hands when you meet/greet someone.
• Call someone by his or her name and if you have forgotten ask the person to remind
you. Prepare to re-introduce yourself when necessary.
• Use formal modes of address until told otherwise. Formal means Ms./Mr./Dr./Professor
(last-name).
• Knock before you enter someone’s office and ask if they have time to speak with you or if
another time could be arranged.
• Give your full attention to someone who has taken the time to seek you out in
person. Phone calls and electronic communication can wait.
• Arrive to meetings on time, prepared and ready to take notes. Stay engaged during the
meeting and do not be distracted by electronic devices.
• Follow the dress code. Dress appropriately for business and office functions.
• Be aware of dining etiquette so that you conduct yourself appropriately during work-related
meals and social events.
• Treat everyone with respect and kindness.