Effective Office Communication

Communication is technically the process of the transfer of information between the communicating entities. But we know the meaning implied by communication is much more than mere transfer. It is the sharing of one’s thoughts and feelings with the intension of being understood. Communication results from the need of expression and results in the exchange of ideas. Communication is an integral part of daily life and plays a major role in all walks of life. Effective office communication is a key factor in the success of an organization.

Office communication includes the communication between the employees as well as the business talks and communications with the clients of the company. The interactions between company employees determine the work environment and organization culture. Communication involves in formal meetings, discussions with clients or business negotiations has a direct effect on the company business.

Office communication could be verbal or a non-verbal one. It could be a telephone conversation or one using an electronic mode of communication. The bottom line is that it needs to be effective. You need to express yourself clearly and completely. The person on the other end should understand you. An effective communication is the one that includes clarity in expression and exchange of ideas and emotions. Let us see some forms of office communication and ways to make the communication effective.

Office communication over a Telephone

• While conversing on phone, remember to start the conversation by introducing yourself. It is important to convey to the receiver of your call who you are and the purpose behind your call. Remember that you are taking his precious time.
• Keep your conversation brief and precise. Make your point without wasting time much time in coming to the actual topic. A telephone talk is quite impersonal, as it does not involve a face-to-face communication. Gestures and facial expressions do not exactly support communication because you are not visible to the person receiving your call.
• If you do not happen to get to the person on the phone, you might prefer leaving a message. Clarity is again of prime importance. To make it easy for the person to reply, leave your phone number with the message.
• In case, you have not been able to answer your calls, respond to them. The person who has been trying to call you might have been in need to communicate with you. It could be urgent. So it is better to reply to the unanswered calls.
• Do not end the call abruptly. Make your point, give the person on the other end, a chance to respond and end the call with a suitable greeting. It is important to give due consideration to the age and position of the person on the call.

Effective Electronic Communication

• Emails help in case of language barriers and accent problems. They lack the audio component, making them even more impersonal. Emails are useful in case of a time difference due to the varying time zones of different countries.
• Electronic communication increases the turn around time, as it lacks immediate feedback. A phone call can actually take less time than writing out the thoughts and mailing them. Some may find it difficult to express themselves through writing. They might prefer personalized calls.
• But emails are best options for formal communication. Of course, you need to be careful in writing because electronic communication puts your expression into black and white. Precision in expression and a thoughtful use of words are essential constituents of written communication.
• Do not respond to emails without considering the effects of your response. Think before you write! Forwarding options in e-mails should be used carefully.

In general, you will have a mix of cultures at office. People around you will be of different ages and educational as well as family backgrounds. Remember to consider these differences while communicating with your colleagues or clients. Your words impact your relationships with the co-workers. The office communication influences your office work, thereby affecting the organization as a whole.

Business deals happen over phone, contracts are signed over the electronic media, thus making these ways of communication, key players in business. Learning to effectively communicate is the need of the day. Effective office communication is the vital component of the corporate world. So, are you ready to make a new entry into this world? This time you will be equipped with the tips to effective office communication.