Essentials of effective Business Communication

Choose the Right Communication medium

Choose the right communication method for each situation. For example, avoid using email to communicate urgent/sensitive issues. Use written communication to convey lists of information. Use diagrams and example to summarize complicated information.

Planning-Schedule and Prepare Thoroughly

Schedule your meeting in advance. This will ensure that you and your client have a suitable amount of uninterrupted time to speak.Also confirming the date and time of your meeting in email. Also we should the reminder. Once your meeting is scheduled, please take your time to prepare the agenda for the meeting that outline focus points.  Also share the agenda of meeting between each other and that will give an opportunity to fully prepare.

Be Punctual and Communication Apparatus Verification

You should setup the call apparatus 10 minutes before scheduled call. Client is very particular about their time. So, initiate the call on time.

Greeting

Greet the client respectfully at the start of call and be polite to client throughout the call respective of situation. Initiate the discussion as per the shared agenda point and discuss non-agenda points at end of call to be productive and save time. Also, confirm your understanding for the important and critical points.

Use proper/simple English

Don’t use Slangs or typical technical words during communication. It should be simple English, so other person can understand easily.  Recognize cultural differences in communication styles. Before you work with people from another country, take the time to investigate business practices in that area of the world.

Be a Good listener and no Unnecessary Interrupt

Listen carefully to other party and avoid interrupting the speaker with unwanted arguments. It limits your understanding of the situation.

Be proactive/attentive in the call

Keep acknowledging the client during the conversation to give him impression that we are keenly listening to his idea

Proofread your written communication

Check for spelling and grammar mistakes so that you fix them before distributing your information.   Written communication should be properly formatted.  Use a business email address with a proper signature in your email. Bifurcate your thoughts into points and the subject matter point wise. Highlight important/critical points.

Summarize Minutes of Meeting

Follow up with your client after meeting with a written message by summarize the minutes of call incorporating important points discussed. Also request the other party to confirm/add/correct us on our notes.

Feedback on routines basis

To maintain long -term relationships with your clients, we should ask them for their feedback for how things are going and how they feel about the service that we are providing. It can be accomplished by weekly release and touch base session with client.

Address problem

If client is unhappy then their complaints should not be ignored. This should be addressed at the earliest. The longer you wait to bring it up, the worse it will get.

Try a different communication method

If a problem with your client occurs from miscommunication then we should try a different method of communication. Such as if you are handling client by email then we schedule a phone call to see if that clears things up.