Communication in Business
Communication basically refers to the process through which information is passed from one party to another. It is one of the most crucial tools used in businesses. Effective communication entails more than just dissemination and exchanging information. It involves critically understanding the intention and notion behind the information that is being conveyed. It is necessary for businesses to communicate effectively to both their customers and their employees because in so doing information is clearly conveyed and better relationships are fostered between the parties involved. For this research paper I am going to discuss in detail good communication techniques and its contribution to business success.
Effectiveness of Business Communication
Research conducted by Fielding & Fielding (2006), dictates that companies that effectively communicate with their employees employ the use of direct form of communication along with interactive media. Such firms perform 2.5 times better in comparison to other firms. Effective business communication techniques include; give and take feedbacks constantly. It is a common occurrence for businesses to receive feedback from their target market from time to time. Some of this feedback is usually positive therefore helping to improve the status of the organization. When consumers' issues are addressed, trust and mutual cooperation is developed. It is therefore necessary for businesses to provide their consumers with a channel through which they can raise or voice their issues and concerns. Businesses should ensure that issues raised by their clients are resolved promptly. It is vital for organizations to realize that customers are their greatest asset and therefore they should be maintained at all costs. The best way that a company may obtain feedback is through surveys (Forbes & TAFE SA, 2003).
Listening and Assessing
Secondly, it is essential for the business communication team to stay attentive. While listening to consumers, it is necessary for one to not only listen attentively but also make mental notes. In so doing one will be able to contemplate critically on the intended message. After listening, one should assess and choose the best alternative to remedy the situation at hand.
Clarity and Precision
Thirdly, while communicating businesses should ensure that they are clear and precise. The well renowned inventor and scholar Albert Einstein stated that; if you can't explain it simply, you don't understand it well enough. Clarity is basically the most crucial part of effective business communication. One should ensure that they are clear about what they want to convey while speaking or writing. Most meetings conducted in organizations are normally time-bound. It is therefore necessary for one to be clear and precise while articulating his or her issues. Confidence is another important virtue that goes hand in hand with clarity. One should portray conviction and beliefs in their style of speaking. Confident speakers are normally persuasive (Lasater & Stiles, 2010).
Organizational Culture
The fourth element revolves around organizational cultures. Business should create a culture whereby there is clear communication between all parties, i.e., between managers and employees. New employees should be required to operate with regards to the company's way of life. The organizational culture should be free and healthy. Reinforcing a supportive culture will result in a clear understanding being developed between employees. Managers are expected to govern from the top. They should encourage their employees to articulate their views without fear. In doing so, better relationships will be formed and maintained across the organization.
Culture Desk and Announcements
One of the most effective ways of communicating a company's culture is by the use of a culture desk. Culture desks refer to visuals created by firms that can be used as a source of reference by employees of organizations. Some of the contents of a culture desk include; company mission and vision, the nature and type of personnel employed by the organization, the company values and beliefs that all employees are expected to abide by, the challenges faced by the organization and employee expectations. The culture desk is a source of motivation and transparency.
Organizations should also strive to keep announcements and news posted regularly. In most large organizations, it is difficult for messages to be passed to each employee. Firms, therefore, need to embrace alternative methods through which messages can be effectively conveyed. E-mails, for instance, are normally disregarded by most employees. Organizations should employ the use of office displays to convey information basically because it reaches a lot of people at once. Office displays include the use of television screens, monitors, and internal billboards. Information that could be displayed includes; company homepage, upcoming events, new job openings, promotional campaigns, rewards, and recognition (Kieser & Müller, 2003).
Regular Updates and Self-Reporting
Next, companies should strive to ensure that they update their announcements from time to time. Information about what new products the company has developed, its price, its launch date, and the target market all should be updated frequently. It is very important for employees and management of an organization to be on the same wavelength on recent developments made by organizations. A roadmap is the best tool that can be used to ensure that all parties are abreast with the company's recent developments. A roadmap is basically a visual tool that informs employees what is required of them when a new product is about to be launched. Contents of a roadmap include; product failure, product vision, and product target market (Lasater & Stiles, 2010).
Companies may also encourage self-reporting among employees. Most people dislike being controlled. Organizations should therefore stop micromanaging their employees. Teams should be given the freedom to be accountable for their actions. Self-reporting can be effected through short rapid-fire meetings or weekly updates. It creates a sense of responsibility among employees. An example of an organization that uses this technique is Shopify. The method it uses is called iDoneThis.
The H.O.T Approach and Conflict Resolution
Next, organizations may adopt the use of the H.O.T approach. In this case, H stands for honest, O openness, and T two-way. These virtues will go a long way in ensuring that people communicate effectively with each other. Lastly, organizations should strive to ensure that they handle their conflicts diplomatically. When people interact with each other for long periods of time, conflicts are bound to occur. Organizations should create an open-door policy for conflict resolution. Employees need to be informed that they can always escalate any issues to the seniors, anytime. Promoting transparency will ensure that everyone works harmoniously.
References
Fielding, M. L., " Fielding, M. L. (2006). Effective communication in organisations. Lansdowne, Cape Town: Juta Academic.
Forbes, J., " TAFE SA. (2003). Developing, implementing and promoting effective communication techniques: CHCCOM4B - Develop, Implement and Promote Effective Communication Techniques : Community Services Common National Competency Standards and Qualifications. Adelaide, S. Aust: TAFE SA.
Kieser, A., " Müller, A. P. (2003). Communication in organizations: Structures and practices. Frankfurt a.M. [u.a.: Lang.
Lasater, I., " Stiles, J. (2010). Words that work in business: A practical guide to effective communication in the workplace. Encinitas, CA: Puddle Dancer.
