Effective Business Communication

Business Communication can be described as any sort or verbal or nonverbal communication. Business communication comprises both external communication and internal communication.

External Business Communication

Any exchange of information, or even advertising of any sort that an organization establishes with the people outside the organization can be termed as external business communication. External communication involves exchange of information or transmission of messages to clients, investors, or any other organization, which is directly or indirectly related to the performance of your business.

Modes of External Communication

Advertising: Advertising is perhaps a very crucial mode of communication as far as the clients of the company are concerned. Advertisements in any form - prints, video or audio can be used effectively to communicate your message to the clients/ customers. Advertising your products/services can help you to reassure your existing clients as well as give you a chance to attract new customers. Advertising can be done using the following media:

Print media: Newspapers, magazines, fliers, brochures, newsletters, and catalogs

Electronic media: Internet, telephone, television, radio or the emerging podcasts can be used effectively for external business communication.

Non-conventional: If your Business is looking for un-conventional communication ideas, then investing in Trade shows, Promotional events, or setting up kiosks and hoardings can be a good option.

Goals of External Business Communication

Creating a Corporate Image: Any external communication that a corporate organization undertakes is instrumental in creating a corporate identity for the business. Every form of communication and all its elements contribute to building a corporate image. For example even the kind of colors a Company used for its corporate stationery or the company logo will speak volumes about the kind of image the company is trying to portray.

Retaining Old Customers and Attracting New Customers: External business communication can be used effectively to reach out to your old customers and strengthen their trust in the Business. The other objective is to reach out to the new customers/clients. Thus ultimately effective communication will translate into increased and steady inflow of revenues.

Tips:

• Be concise and clear during communicating. Explain your goals and objectives very precisely.
• Do not bluff or make false claims. Failure to fulfill those claims will earn your Business a bad reputation.
• While arranging meetings or conferences with your clients/customers, value their time and consider their convenience

Internal Business Communication

Communication within the organizational structure of a corporate company is called internal business communication. it is also one factor that cannot be compromised upon if you want to ensure a successful business.

Goals of Internal Communication

Creating Better Work Atmosphere: Workplace atmosphere can be enhanced by effective business communication where designation of tasks and following a particular hierarchy is evident. Healthy flow of communication across all the peer groups, subordinates and seniors ensures a healthy work atmosphere that procures results and keeps things moving smoothly.

Increased Productivity: Better communication translates into better understanding of the Corporate goals and objectives of the company. Hence if the communication between work groups is clear and sound, that results into increased productivity for the Business.

Modes of Internal Communication

Print: Memos, in-house newsletters, fliers, magazines or leaflets can be used according to the Business needs.

Electronic: PowerPoint presentations, videoconferences, telephone; fax, emails or even Internet messengers can be used for in-house communication.

Personal Communication: Regular meetings, conferences, brainstorming sessions or even informal chats can be considered as effective communication tools at workplace.

Internal business communication can be further classified into three categories of communication:

Upward Communication

Communication within the organization that passes from a lower hierarchy to higher hierarchy is called upward communication. For example subordinates passing on information to their seniors will be considered as upward communication.Here are some useful pointers to use while communicating with your seniors:

• Subordinates should communicate with their seniors with an amount of respect. Although, we live in an age where workplace atmospheres are getting more friendly and open, it is necessary that one must not cross their boundaries.
• Try maintain a healthy relationship with your senior. Always seek feedback and at the same time make it a point to convey your own ideas and suggestions to them

Downward Communication

Communication that flows from the higher hierarchy to lower hierarchy is called downward communication. Some points to keep in mind while communicating with your subordinates at work:

• Treat your subordinates with respect
• Criticism if unavoidable should be kept constructive
• Regularly ask for suggestions or feedback

Horizontal Communication

Communication within peer groups can be terned as horizontal communication. Gossiping is not the only form of information exchange. Make note of some useful tips while you are at your workplace:

• Do not indulge in mud slinging / back stabbing
• Try to avoid conversations that tend to de-motivate you or your colleagues from work