MASTERING YOUR PROFESSIONAL & BUSINESS COMMUNICATION
Introduction:
In this article you will learn what is Professional & Business Communication, types, rules, and also tips to master it.
What is Professional Communication?
Professional communication encompasses written, oral, visual and also digital communication within a workplace context.
It follows the following Principle:
- Firstly It is guided by professional ethics
- Formal in tone
- Warm, and also cordial
- Finally it should be appropriate & comfortable
Why Professional Communication is important?
- Firstly it helps to align yourself better with your work environment
- To build strong and also positive working relationships
- It helps to address and also overcome roadblocks effectively
Types of Professional Communication:
- Verbal Communication
- Written Communication
VERBAL COMMUNICATION:
Verbal communication is all about the words you choose to speak and how these words are received & interpreted. Your gestures & overall body language adds to it, impacting the interpretation.
Rules of Verbal Communication:
- Firstly have an open mind
- Be prepared to listen
- Focus on the context
- Stay clear of distractions
- Avoid forming argument in your mind while listening.
- Finally do not stereotype the speaker
WRITTEN COMMUNICATION:
Written communication in a business needs to be carefully crafted to avoid miscommunication. It should be clear and concise so that recipients can refer back to it whenever required.
Rules of Written communication:
- Firstly it needs to be concise (Brief & to the point)
- Polite in tone
- Needs to be syntactically correct
- Use simple language
- Use active voice
- Clarity of purpose
- Always proofread before submission.
Speaking over the phone:
- Firstly prepare for the call
- Speak clearly
- Be more mindful while listening
- Take down notes if required
- Don’t hesitate to ask for clarification if required
- Finally take into account the lack of non-verbal gestures
How to Draft Email:
- Write an effective subject line
- Keep your email clear
- Keep it short and get to the point
- Be careful with confidential information
- Copy team members when required
- Never angry email
- Read again before hitting send
- Finally pick up the phone & call after sending
Improving professional vocabulary
Understanding company culture:
Every company has a set of principles and also values that they upheld through the work they do, the way in which they engage with their employers, the culture they build morally.
- Firstly read up about the company
- Be observant
- Pay attention
- Volunteer for employee engagement activities
- Above all, contribute towards workspace
Professional Jargons (Special Words or Expressions)
- Refers to a set of specialized terms that are relevant and used frequently in a professional environment.
- Not used widely in general communication
- They also make professional communication easier and more effective.
Speaking & presenting during interviews and meetings:
How to prepare for meetings:
- Firstly set your agenda
- Check for calendar availability
- Show resources with peers if required
- Write down your points
- Finally preparing presentation
Best practices:
- Firstly Keep it short
- Stick to the agenda
- Be open to hearing from others
- Be prepared with reports and also data
- Don’t be aggressive
- Finally take down Minutes of Meetings
BUSINESS COMMUNICATION:
What is Business Communication?
- Business communication is the process of sharing information between people within and also outside a company.
- Effective business communication is how employees and management interact to reach organizational goals. Its purpose is to improve organizational practices and also reduce errors.
Importance of business communication:
- Presenting options/new business ideas
- Making plans and proposals (business writing)
- Executing decisions
- Reaching agreements
- Sending and fulfilling orders
- Successful selling
- Effective meetings
Types:
Intrapersonal – One person/Self-talk
Interpersonal – Two people – Intimate & very personal
Group Communication – Three to eight people
Public speaking – Group differs to speaker example) Boss to everyone, team
Mass communication – Single message to the group
Models:
Transactional Model – Exchange of messages between sender & receiver
Constructivist model – Where two people are trying to understand each other & come to a common ground
Eight Essential components of communication:
- Source
- Message
- Channel
- Receiver
- Feedback
- Environment
- Context
- Interference
Effective Business Communication:
“Communication is a key to your success in relationships, in the workspace, as a citizen of your country & across your lifetime.”
- Communication can be defined as the process of understanding and sharing meaning.
- Active listening & reading are also part of being a successful communicator.
- Communication represents you and your employer:
- In your career, you will represent your business or company in spoken & written form.
Communication skills and the business industry:
Oral and written communication proficiency is consistently ranked in the top ten desirable skills by employer surveys.
Top 5 personal qualities or skills potential employers seek:
- Communication skills (Verbal & written)
- Strong work ethic
- Teamwork skills
- Initiative
- Analytical skills
“An individual with excellent communication skills is an asset to every organisation”
Communication is Ethical:
- Ethical communication is egalitarian(Belief in basic equality)
- It is respectful
- Ethical communication is trustworthy
5 C’s of Effective Business Communications:
The five C’s of effective communications are Clear, Concise, Correct, Courteous and Considerate.
Clear: You should always strive to communicate in an easy-to-understand manner so that the person you are communicating with does not have to guess at what you mean.
Concise: Do not beat around the bush when it comes to getting your point across. If someone asks you a question, answer it directly and also do not ramble on or give too much information.
Correct: Make sure that what you are saying is correct. If someone asks your opinion on something, be aware of personal biases and also do not go off-topic to discuss other things; stick with the question asked.
Courteous: “The Golden Rule – Treat others how you would like to be treated yourself. Be respectful, listen to others and also be kind.
Considerate: Think about what you are going to say before you speak. Make sure that your words do not offend anyone or hurt their feelings.
Conclusion:
Thus by following the above tips, rules and also techniques we can master the Professional & Business Communication Skills.
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