In the age to steaming gadgets that govern your business it gets necessary to use the right way to communicate in business, that is, proper business communication. Today we send fewer letters than we used to do earlier but the speed and low cost of email has pushed the letter to extinction.
A primary role of emails, memos, letters, reports and proposals is to maintain good, relevant and timely follow of information within an organization and with its external publics. It plays a key role in business communication.
Any business writer can write emails, memos, letters and letters that communicate clearly and have impact. But that is not the actual business communication that prevails in the business world. Business people do not pay heed to the ethics of business communication. They write emails as thoughts occur to them and send emails without revising the words into coherent messages. As a result, business writing has come to excuse writing that is fragmented, incomplete, and full of careless language errors.
Here are certain tips to improve business communication:
1. Plan and organize:
One should have clear objectives while writing an email or a business letter. It should include everything that you are intended to write to give information to the reader in order to attain your objectives of proper and clear business communication.
2. Build the business communication infrastructure:
In business communication through emails, letters and memos write thanks, commendation and genuine statements of good that will build teams and partnership with clients. Use the tone and level of formality that fits the objectives and the reader, and convey your thoughts straight and firmly.
3. Prepare the reader for proper business communication:
Write the email or letter subject lines using words that alert the reader to contents, required action or critical information in the email. In the introduction explain everything readers need to know to understand fully why they are receiving the document. Describe all actions the reader is expected to perform, actions you will perform and any critical information that reader is expected to know. Summarize conclusions at the beginning. Write clear statements of contents at the end o introduction so that readers know what to expect and prepare them for reading, which will transform it from just communication to business communication.
Not only emails and letters but meetings also play a vital role in business communication. In any organization, meetings are a vital part of the organization of work and the flow of information. They act as a mechanism for gathering together resources from many sources and pooling then towards a common objective. They are disliked and mocked because they are usually futile, boring, time-wasting, dull, and inconvenient with nothing for most people to do except doodle while some opinionated has-been extols the virtues of his/her last great (misunderstood) idea.
Your challenge is to break this mould and to make your meetings effective. As with every other managed activity, meetings should be planned beforehand, monitored during for effectiveness, and reviewed afterwards for improving their management. A meeting is the ultimate form of business communication. One can organize the information and structure of the meeting to support the effective communication of the participants.
Thus proper business communication whether through writing or verbal i.e. through meetings can do wonders to the business. All that is needed is a skillful, flawless and
effective way of business communication.