Whether its occurrence is within the organization, i.e., between employees or with customers and stakeholders, business communication can be that one factor that literally makes or breaks the outcome of the conversation.
Surely, all employees in a business communicate with each other, but what really matters is its efficiency and effectiveness. Therefore, leaders and their subordinates should communicate effectively and continuously within an organization and between organizations and society at every point of contact.
💡Did you know? According to Grammarly, 72% of business leaders believe that effective communication has increased their team’s efficiency and productivity, and 52% of knowledge workers agree.
In this blog, we will discuss what business communication is, its impact & its types, and why it is important, and we will also look at some skills that are a must to have to improve business communications.
Follow along to learn all about it!
What is Business Communication?
In simple terms, business communication is the complete process of the relay/exchange of information to & fro between people within and outside of the company in order to achieve certain strategic goals or targets.
It can be done through various means like written, verbal, or nonverbal forms, and it can take place through a variety of channels, such as email, phone calls, video conferencing, or even face-to-face meetings based on situational requirements.
The purpose of its occurrence can be due to various viable reasons like informing customers/clients and colleagues, persuading new customers to buy the company’s product, and building strong relationships within as well as outside the organization.
The Impact of Effective Business Communication
Various studies have proven that poor and ineffective communication leads to mismanagement of an organization’s resources and results in undesired outcomes.
For that reason, business personnel need to convey their messages clearly, quickly, strongly, and efficiently, whether it be a verbal/written conversation through the means of a conventional method or a modern one like video conferencing.
Strong and effective communication within the organization can help businesses achieve desired goals while at the same time fostering rapport among employees, which in turn leads to improved productivity, brand reputation, and inevitably more profit margins. It is for this reason that effective business communication is so important and influential.
Having learned about business communication and its impact, let us move on and turn our attention to the types of business communication.
What Are The Types Of Business Communication?
Various mediums of communication are used by companies when dealing with a wide range of people and other businesses. And it is a must for them to be effective regardless of the communication method or types being used.
Taking note of that, business communication comes in various forms, each serving a specific purpose, and understanding these types is crucial for optimizing communication within an organization. Here are the four main types of business communications in systematic order:
1. Internal Upward Communication
Generally, this type of communication occurs when a subordinate communicates with a manager or someone higher up in the organization for direct reporting or guidance. To have a true sense of the operation of the organization, this type of communication is initiated to make sure the information is flowing upwards.
2. Internal Downward Communication
It refers to information flowing from a manager to a subordinate, the opposite of upward communication. The purpose is to provide employees with direction, guidance, and feedback, and it goes hand-in-hand with upward communication.
3. Horizontal or Lateral Communication
A lateral communication type is a discussion, a message, or an email among coworkers in equal positions. This type also includes communication between departments or between departments and their subordinates might be the subject of this type of communication. Using it, parties can share information, coordinate tasks, and solve problems.
4. External Communication:
Lastly, Interactions between an organization and a third party fall under this category of communication. It involves direct communication with customers, suppliers, investors & stakeholders, communicating with the media, building relationships, promoting the brand, and generating revenue are the objectives of external communication.
Now that you are well aware of the impact and business communication types, let’s take a look at all the possible rewards that a company can gain access to through effective business communication.
What is the Importance of Effective Business Communication?
Effective communication in a business environment surely comes in various forms and methods, and all organizations desire its existence to be in the purest form as it eliminates communication gaps and can evidently lead to some unique & optimal benefits and help them reach their true goals. Having said that here are some of its most prevalent benefits:
1. Enhancing Team Dynamics
While no company’s management desires communication barriers between employees and departments, there is a solution to that, and those limitations can be completely eradicated via effective communication methods.
A business environment that practices it adeptly has a positive, strong, and productive team, and that is why efficient communication brings forth this benefit that enhances and overhauls the overall dynamics of the working team.
2. Preventing misunderstandings and conflicts
Being clear, precise, and efficient during conversations is a cornerstone skill that is required at every level and helps foster relationships in any given context, as well as helps in reducing misunderstandings and conflicts within the workplace. Employees who communicate with each other effectively and efficiently while displaying their genuine intention for the company have fewer risks/chances of creating any misunderstanding and disputes.
3. Improving Customer Service Excellence
Another notable way in which effective communication helps a business’s operations is by improving customer service and driving it to excellence. It is universally known that better communication means better customer satisfaction and can eventually lead to improved revenue.
Here’s what it actually means: through its usage, businesses can ensure customer needs & inquiries are addressed promptly & accurately and obtain a better, loyal, and trusty customer base.
4. Achieving Goals
Achieving all asserted goals is the real desire and motive of any and all companies. To be truthful, the success of a business directly depends on how quickly a business can reach its goal, and it’s no easy task. But guess what, it can be done through effective communication, and making full use of it can be extremely beneficial, this is because it allows businesses to
- Coordinate activities and efforts.
- Make decisions based on accurate and up-to-date information.
- Resolve problems/issues quickly.
- Build strong relationships between all parties.
5. Fostering Creativity and Innovation
Next up, another significant benefit of practicing effective communication methods is the endgame result of being able to foster creative and innovative new talent as well as encouraging the old ones to share their ideas, collaborate on ongoing projects, and learn from each other. This free exchange of ideas can lead to the development of new products, services, and processes, fostering creativity and innovation within the organization.
6. Advancing Personal Career Opportunities
Following that, strong and effective communication skills in a business landscape are a valuable asset in any profession and can be a must-have in order to grab advancement opportunities.
Individuals who excel in business communication are more likely to advance in their careers and can earn promotions, easily move up the corporate ladder, or pursue advanced career opportunities outside the organization with the knowledge gained.
7. Improving Networking in Business Outreach
Lastly, as we know, for any business, effective communication is the key component of reaching out and networking with potential business partners, clients, and stakeholders, as it helps foster growth and collaborations while enabling trust and relationship buildup. And with the advent of modern communication solutions like VoIP, you can connect with anyone in the world.
For example, if your intended audience is located in the US, you can get a US virtual phone number. Using such a local phone number gives your customers and target audiences the impression that you are located in the same country. This eliminates the need for international calling and makes it easier for both parties to communicate remotely. On top of that, having a local phone number also helps to build trust with your audiences.
Skills To Improve Business Communication
Having discussed the impact, types, and advantages of effective business communication. Now, we’ve landed one final and crucial phase, i.e., skills that actually make communication effective, and improving those is not an easy task to accomplish. Here are some techniques you can try to improve your communication skills:
1. Effective Listening
This is the first and most important skill to develop, and it is about more than just hearing what someone is saying. It is about understanding the other party’s message, both verbal and nonverbal. To become an effective listener, you must learn to pay attention to the speaker’s tone of voice, body language, and facial expressions through real-life experience.
2. Clear and Concise Writing
The second skill, often overlooked, to give importance to is writing and to make it more clear and concise. This means using simple language, avoiding jargon, and organizing your thoughts in a logical way while writing business documents, such as emails, reports, and proposals
3. Nonverbal Communication
The next one is to learn how to communicate nonverbally, this includes things like learning to communicate through body language, facial expressions, eye contact, and tone of voice. It is crucial because it can be used to convey a variety of vital messages at a specific time that cannot be shown merely with words in a business setting.
4. Presentation and Public Speaking
Lastly, the final set of essential skills you need to be acquainted with is presentational and public speaking. As when giving a presentation or speaking in public for your business, it is important to be clear, concise, and engaging. You should also be able to answer questions effectively and handle difficult situations.
Putting it all together, communication that is done with effective methods is not just a choice but a necessity for businesses of all types and sizes, and if done properly, it can bring forth some exceptional benefits, especially for them.
So, having said that business personnel need to brush up their skills for proper employment and achieve the desired results, as its efficiency directly influences how employees collaborate, how clients/customers perceive the company, and how an organization handles its complete operations.
What are the benefits of effective business communication?
If done effectively, business communication poses a number of significant benefits that result in improved overall business efficiency. To back that statement, here are some specific benefits
- Increased employee productivity.
- Effective and collaborative teamwork environment.
- Timely and better decision-making.
- Enhanced employee engagement.
- Improved customer satisfaction.
- Reduction and elimination of disputes.
What are the three main goals of communication in a business?
Effective communication can lead to better decision-making, enhanced efficiency, and significantly boost overall productivity. It is there to serve three main goals, and here are those:
- To inform and share information.
- To persuade customers.
- To build strong relationships between all parties.
What makes business communication effective?
A business’s communication method that is active, clear, concise, and filled with appropriateness, professionalism, and persuasiveness is known to be effective. In addition to these key elements, effective business communication also consists of skills like concise messaging, knowing your audience, building relationships, active listening, using the right communication channels, and receiving customer feedback.
What is the most important form of business communication?
There is no one most important form of business communication, as different forms of communication are appropriate for different situations and audiences. Nevertheless, here are some widely used and common forms of business communication:
- Face-to-face communication.
- Video conferencing.
- Phone calls.
- Communication through Email.
- Using instant messaging apps.
- Teamwork collaboration tools for communication in the workplace.
An author of Namaste UI, published several articles focused on blogging, business, web design & development, e-commerce, finance, health, lifestyle, marketing, social media, SEO, travel.
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