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Business Communication Best Practices – How to Build Relations

Have you wondered what makes a business successful and prepares people to cooperate in the somewhat harsh, specific biz-world? Many professionals put emphasis on building relations and connections – in other words: effective business communication. This, more than other factors, impacts professional success mainly by:

  • sharing knowledge and learning about new opportunities,
  • managing, transferring and conveying information, eg. when you lead a staff augmentation team,
  • cultivation relations between clients, employees, business partners, and competitors.

In this post, I want to highlight the importance of effective business communication as it matters in every step of building a business. Read, analyze, talk and share some ideas if you found them interesting.

Types of business communication

Every leader and executive knows that communication builds companies’ success. There are different channels, types, and methods of communication. You can communicate via phone, email, direct conversation, internet interactions, texting, etc. Consider those different ways of communication in business and focus on adjusting the tone to the content, purpose, and receivers.

Internal, Upward Communication

This business communication type exists for example between juniors and managers (depends on the hierarchy in an organization). Internal, upward communication goes “upward”, so in most cases, it is mainly used in formal meetings and in giving reports, surveys and filling templates within a company to deliver complete information to management.

Internal, Downward Communication

This type concerns leaders and chief operators – it concerns managers and teams. This type shows up in e-mails, letters, memos or verbal informing. Leaders should remember to be clear, polite and stay professional in stating requirements in this communication type.

Internal, Lateral Communication

This type describes communication among coworkers, such as mailing, talking, messaging about work. Such communication happens between departments (cross-departmental) or within them (internal, providing updates, asking, helping each other, planning work). Co-workers should always be encouraged to communicate in a respectful and understandable way.

External Communication

This communication happens outside the office or Slack channel – it deals with partners, clients, vendors, or others: offices companies and suppliers. It focuses on giving feedback, asking for/presenting an offer, arousing interest, compelling respect, etc. When communicating with another “entity”, it is good to be clear, concise, correct and polite.

Business communication is your key to achieving business goals.

Tips on how to keep business relations by using the right communication

Communicating more effectively with people from and outside your organization will let to see emerging problems clearly, identify ways-out and implement solutions. Check some tips concerning communication in the workplace, implement them in your company and begin to see whether they work for you.

Give messages where they are needed most

Choose the right channel of online communication with your coworkers, partners, and clients.

LinkedIn – perfect for building relations with partners, networking, publishing expertise content, engaging in professional discussions and recruiting new people.

E-mails – good for internal communication on all levels and the first tool to answer your clients, communicating with job-seekers.

Slack/intranet – are the most popular tools to share quick messages, group chats within one department/ team, set meetings and stay in touch with every employee in a company.

Company websites, blogs – attract new clients, employees, partners; show offers, influence the market.

Think about emotional intelligence

Generally, emotional intelligence is about putting yourself in someone else’s shoes and is an important element of business communication. An emotional person respects other people’s feelings, notices when colleagues have troubles with a particular field/ task or a hard time because of personal issues.

Social interactions and teamwork are easier for those who understand how others feel. Statistics show that understandable and emotionally intelligent leaders (respectful, honest, tactful) guide satisfied and happy employees who transfer that onto customers and vendors.

Learn some quick problem-solving strategies

Business may be full of troubles. When you know how to solve problems, your management skills are better, you know how to deal with stress and conflicts are more like an everyday issue to deal with, not a disaster.

There are some steps you may take when you do not know how to approach a problematic situation for the first time. Look at this checklist and learn about the process of problem-solving step by step:

  1. Identification of a problem
  2. Understanding the case and what caused it
  3. Thinking about several solutions to this case
  4. Implementing the best solution
  5. Monitoring the situation
  6. Setting up a system/ case to deal with a similar problem when it occurs

Read on: Time Management – Use These Techniques to Save Time

Business communication strategies.

Chief executive – the primary spokesperson

Your communication happens online and offline – in the real and digital world. Thus, you have got the opportunity to speak for your company/brand in many ways. Think about being a spokesperson and storyteller yourself and encouraging your employees to understand their role in a team/company and let them share their own stories among others. If you speak with one voice on different channels of business communication – you win trust and increase credibility as a leader in your industry.

Summary

The right corporate communication distinguishes a good business from a great one. As an executive remember to:

  • Always work on developing your communication skills.
  • Accept diversity in the workplace.
  • Be an active listener, be open to what others say.
  • Give constructive feedback.
  • Choose the appropriate channel of communication to share particular messages.
  • Remember about emotional intelligence and empathy.
  • Do not be afraid to become a spokesperson.

Good luck on your path to developing your own communication skills!

Matt Warcholinski

Matt Warcholinski is the COO of Brainhub (a software house building awesome node.js web and mobile apps) who loves to build startups and play guitar.

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