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Business Communication Tips And Tricks
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Tips For Successful Intercultural Business Communication
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Many people (92%) feel that communication within their company needs to be improved. Additionally, the new 2022 report states that since the pandemic, more than a third of people believe that communication has become a challenge.
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Business communication is a broad concept that describes all the methods that employees use to share information with each other inside or outside of a company.
Business communication is important on many levels. Effective communication in business helps keep your employees motivated and motivated to be able to handle any type of crisis efficiently.
In the midst of the Covid pandemic, companies have found that a well-defined business communication flow is critical for quickly adjusting strategic direction and implementing strategic decisions.
As the year-long lockdowns have shown, improving internal communication and collaboration should become a priority for companies, as it helps speed decision-making and deal with crises.
The Basics Of Business Communication
Technology-driven business communication has also become the only way to cope with isolation as many organizations switch to remote operation. According to a recent survey by McKinsey & Company, companies have encouraged their employees to communicate more to offset in-person meetings.
Organizational silos refer to the isolation of one or more teams within a company. This means that rather than operating as a whole, the company consists of multiple, nearly independent (and often efficient) departments.
Silos create confusion and make it hard to make sure everyone is on the same page. The average team in the United States wastes about 7 hours per week due to organizational silos due to poor collaboration and communication.
Both types are equally important for the well-being of a company and can also be classified into sub-types:
Welcome To The Series
There’s a lot to discuss, so let’s take a look at each of these types of business communication:
Written communication can cause delays, but it’s great for breaking down barriers and giving shy employees a voice.
The beauty of visual business communication is its ability to make complex concepts and processes easier to understand and remember.
Adding data visualization to a financial report, for example, makes scanning and understanding the information much easier:
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Here is an example of how mind maps can be used for internal business communication. Mind maps are perfect for collaboration – you can create them in a group meeting or while brainstorming on a call. They provide a visual representation of a task, step or flow:
In person, face-to-face communication is a thing of the past now that most meetings have gone virtual. This is actually a sad trend, considering how psychological studies show that face-to-face communication is more fulfilling and promotes higher-quality conversations.
That said, when it’s safe, business executives should try to revive face-to-face communication on a regular basis.
Virtual communication became a preferred business communication method in 2020 as many large and small organizations moved to remote work (or started virtual operations for some departments).
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Virtual meetings have replaced face-to-face meetings for many companies around the world. Tools like Zoom and other options became very popular. When our company moved to remote work, we started using dialpad meetings for two reasons:
How to improve virtual business communication? You can read our blog on 10 tips for effective remote team communication, or save the infographic below:
Virtual meetings have proven to be better for productivity and less expensive, while face-to-face meetings are better for developing friendships and sharing deeper knowledge.
With that in mind, when we finally get back to normal, both virtual and face-to-face communications are critical to a company’s well-being.
Key Elements Of Effective Communication
When it comes to internal company meetings, the problem is that sometimes companies hold meetings just to have them without considering how ineffective they can be:
Yes, internal meetings are important to maintain a friendly atmosphere and get to know each other. But they can also be time-consuming and unproductive.
That being said, a monthly meeting is always good, but replace your weekly and daily meetings with virtual communication if possible.
While it’s a useful way to get in touch with someone quickly, phone communication can easily ruin a company’s productivity. It’s all too easy to call someone with a quick question and 30 minutes later find yourself discussing your weekend plans with your colleague.
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Telephone communication is also not something that can be easily avoided as mobile phones have made phone calls and text messages an integral part of our lives.
It is important to create strict guidelines for minimizing phone calls within a company and encourage employees to use other methods of communication, where possible.
Here’s a golden rule of thumb for written communication for almost any business: Your goal is to move public communication into a personal setting, especially when it comes to customers.
You never know when your customer might feel upset or threatened and go viral with their anger. To protect your reputation, invite your customers to email or call.
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Your marketing strategy should reflect your written communication strategy on multiple levels, including advertising, email outreach, PR, SEO and content creation. If you outsource any part of your marketing, ask questions and make sure your agency knows where you’re going. of
Fortunately, email is a preferred method of customer service communication with over 80% of customers choosing email over any other method to contact a business.
Visual business communication is widely used in the B2B sales process because images can convey the point of sale like no other medium can.
If you’ve ever been on a sales call or demo, you’ve probably seen a number of powerful visual communication assets that make you think “I need this!”
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This mind map lists tips for effective B2B communication and negotiation, but you can easily adapt it to use for your external visual communication needs:
Even posting videos and pictures on social media can be considered a form of external business communication. This includes communication through video content, which, according to statistics, has been growing rapidly recently.
Since visual communication is an important part of your company’s public image, it’s important to maintain a consistent look for your visual assets.
It starts with a domain. Your name should match your location, create positive associations, and make your brand easy to remember. It should also be consistent with your other channels (social media channels, your blog, etc.) and should be consistent with your logo. Namify is a useful tool to handle these aspects:
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This is where the ‘sMy Brand Kit can be a lifesaver. Allows you to create, protect and share your visual identity within your company so that all teams have well-branded, consistent-looking visual brand assets (such as videos, social media graphics, blog images, etc.):
When it comes to external business communications, in-person communications often occur when your company representatives attend industry conferences, trade shows, and conventions.
It is very important to develop a clear external communication policy so that your employees know what they can and cannot do when representing your company in face-to-face meetings. Here’s a concrete example from Marvel.
Technology has brought companies closer to their customers. Nowadays, any brand can speak directly to its customers through social media and can even interact with them through video or voice.
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As with any public business communication, it is important to ensure that your representatives are aware of and adhere to your external communications policy.
Group meetings are not a very popular type of external business communication, unless it is for market research purposes (for example a focus group).
Telephone communication is an essential form of customer support, but it is also time consuming. More and more companies are looking for ways to minimize telephone communication with customers. To make your customer service more productive, consider:
Telephone communication is also widely used in B2B when companies provide advice or voice advice. In these business models, companies are paid based on the number of phone conversations they were able to sell.
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A knowledge base is a well-organized collection of documents that address all kinds of issues, questions, and resources that can help.