Having a smooth and correct flow of information is very important for any company or business organization. This is only possible when the employees, as well as the employers, have the skill to effectively communicate with each other.
The term business communication refers to any communication that involves sharing of information within and outside the organization.
The quality of having an effective business communication might sound like a casual and not so important skill, but it adds a lot to one’s behavior and personality especially while conducting yourself in a professional space.
Once you step into the corporate world, you have to learn to communicate effectively.
Given below are a few simple yet crucial things that make up for effective business communication.
Body Language
While communicating with your colleague or senior, your body language plays a very important role. While conversing, your body must be open, relaxed (not lousy), and should lean a little towards the other person. You must maintain good eye contact too. This indicates that you are interested in having a conversation, are attentive and a good listener, and also aren’t afraid of the opposite person. Having confidence is key to any communication.
Do’s
- Smile
- Have an open body
- Nod your head mildly
- Keep your palms open
- Maintain eye contact
- Keep your pupils a little dilated (indicates that you like the opposite person)
- Keep your head straight
- Have a relaxed mouth
Don’ts
- Get rid of the clenched jaw
- Don’t grin
- Crossed legs
- Don’t sit crossed legged
- Don’t narrow your eyes
- Don’t tap/wag fingers
- Don’t have a bowed head
Expressing (but politely)
Opinions:
When you express opinions, don’t forget to respect other’s opinions as well. Expressing opinions without hurting the opposite person’s sentiments is a very sensitive task. Also, keep in mind to always support your opinions with a proper justification.
Here are some ways to express opinions:
- I think that…
- I feel that….
- I believe that…
- It seems to me that…
- In my opinion…
- In my perspective…
Do’s
- Show that you are expressing your opinion and not a fact
- Be assertive
Don’ts
- Don’t be aggressive while expressing your opinion
- Don’t directly contradict someone else’s opinion
Agreement
This is very easy. Showing agreement or agreeing to what someone says is very easy.
Here are some ways to express agreement:
- Yes, I agree
- Absolutely/Certainly
- I couldn’t agree more!
- No doubt about it
- I agree with you on this
Disagreement:
When you don’t agree with someone over something, be polite and respectful. It is only human to become a little rude or mean when someone doesn’t agree with us or when we don’t agree with someone. However, in a professional space, while expressing disagreement, raising your voice, cutting someone talking midway, and other such actions can make you look really bad and unethical. So be careful.
Here are some helpful ways to express disagreement:
- I see your point, but I think…
- I have a different view…
- I get what you are saying, but I feel…
- I don’t see it that way. I think…
- Yes, but don’t you think that…
- Have you considered…
- What if we think about…
If you feel that the conversation is taking an aggressive turn or a solution isn’t coming out, you can use the following ways:
- Let’s table this discussion for now and come back to it later.
- Perhaps we should all think more about this, an meet again later
- I think we are going to have to agree to disagree
Do’s
- Stop your first reaction after hearing something you don’t agree
- Stay calm
- Wait for the opposite person to finish talking
Don’ts
- Don’t get defensive or agitated
- Don’t tell someone directly that they are wrong
Giving Feedback:
Everyone needs a feedback, but how you give it, matters. Be very careful of not putting the other person down or insulting him/her while giving a feedback. Give a feedback by adopting a positive approach. While giving a feedback, start with stating something positive about the person of his/her work, then list the errors and end your feedback by again stating something positive. This is because, a person is likely to remember more of what you said at the end.
Here are some helpful ways to give an effective feedback:
- I really like your idea and think it could be better if….
- I love your idea about…., and I think it could work. When you present your idea, you should…
- Next time you might want to…
- Your practice presentation was near perfection, and I think it would be absolutely perfect if…
By working on the above mentioned aspects, you are sure to hone your business communication skills.
