Most people have approached a situation where know exactly what needs to be said, but they aren't sure the best way to say it. How information is conveyed is just as crucial as the message itself. As a result of poor communication, words are misconstrued and frustration can mount.
In the work environment, effective communication ensures everyone feels heard, respected, and understood. A successful small business standardizes the integration of several communication skills to optimize business processes and meet business goals. Read ahead for an overview of the 7 C's of effective business communication strategies.
The 4 Types of Communication Used in the Workplace:
Verbal - Spoken, face-to-face interactions, over the phone
Non-Verbal - Body language, cues, or expressions
Written - Letters, documents, emails, or other records
Visual - Pictures, presentations, graphics, or other illustrations
The 7 C's of Effective Communication in Business
Every organization depends on non-verbal and verbal communication in order to streamline collaboration efforts and help employees meet key objectives.
Establishing high-quality external relationships with vendors and customers is equally important to achieve revenue goals and build brand loyalty. Companies without effective communication practices have difficulty maintaining their workforce or establishing themselves in a competitive market.
For companies who want to maximize productivity, standardizing effective communication is key. There are seven different components of business communication, including-
1. Communication is Clear
Typically, ineffective internal communication is not the result of a lack of knowledge, but of being unclear in the delivery. This can be avoided by prioritizing the audience and choosing words carefully.
If one person isn't sure what his/her audience wants, it's better to include more information that may be useful to them. If unsure of how to clearly communicate, ask superiors what that particular person expects. This can help to mitigate problems and prepare the speaker before delivering an important message.
2. Communication is Complete
Business leaders want to be understood and respected when they speak to subordinates. Similarly, employees want to be respected by their managers.
Forgetting important information leads to back-pedaling and wasted time, which results in a decrease in company productivity. Prioritize the audience and their needs to avoid relaying an incomplete message that results in confusion.
3. Communication is Concise
It's always important to consider how the other person will react to a piece of information. What do they need to know? What is going on in the workday? What is the most essential information that they can't afford to ignore?
Being concise when communicating necessitates arriving at the point as quickly as possible. Avoid using filler language and unnecessary details that make it harder to get the point across.
4. Communication is Concrete
Concrete communication is solidified by statistics, pictures, analogies, and anything else that can elucidate a message so it is not misconstrued.
Communication should not leave the receiver confused, frustrated, or needing more information. Concrete messaging also enhances and optimizes communication and sets apart businesses that want to maintain a competitive edge.
5. Communication is Considerate
While it's essential to keep messaging concise and concrete to meet the audience's business needs, it's also important to also remember the audience's emotional needs. The receiver is a human being who enjoys being heard, appreciated, understood, and respected.
Being considerate to others will improve their response. Avoid using phrases that include you that make the person feel apart from the team. Instead, use we, or the team, to receive a better response. Being positive and kind can go a long way, even with the most stressed out or irritated employee.
6. Communication is Correct
In the digital age, everyone is in a hurry. Communication is quickly performed through short text messages or one-word emails. With these brief interactions, it's easy for meaning to get lost in the shuffle.
Though communicating in modern society may necessitate brief interactions, they should still be correct. Utilize proper spelling, grammar, and refrain from including too much slang or internet jargon.
This is especially true when speaking to a client, writing an email to a manager, or sending a letter to a vendor. Even if the other person communicates in a more casual manner, it's best to keep the company's reputation and image in mind.
7. Communication is Courteous
While the term considerate is related to courteous, it is not entirely the same. Courteous communication requires using good manners to protect the company's reputation and earn the respect of the receiver. Saying please, thank you, regards, or my apologies are examples of courteous communication.
Non-verbal and verbal contact should also be courteous. Remember to use good eye contact, strong posture, and firm handshakes. First impressions are important, especially with customers, new managers, or a vendor. Finally, remember to consider the audience and what they expect during the exchange of information.
The Cost of Incivility in the Workplace: A lack of courtesy in communication results in -
A decrease of effort by 48%
A decrease in intentional quality of work by 38%
80% lost time worrying about a rude exchange
66% said their performance declined
25% said they took their frustration out on customers
In conclusion, here are the key takeaways to remember about the C's of effective communication-
Communicating effectively requires making information clear and easy to understand. This helps avoid confusion or conflict, which can lead to a decrease in productivity.
Communication is complete and doesn't leave any essential information out. This prevents back and forth and inefficiency.
Communication is concise and to the point. It does not put in extra details that don't help the audience understand the main point of the exchange.
Communication is concrete by utilizing graphs, illustrations, summaries, or other methods to convey the data within the exchange.
Communication is considerate and takes emotional needs into account. It will improve the receiver's response and make certain everyone has the information needed to move forward.
Business communication skills are correct. It uses proper spelling, grammar, and pronunciation. This will protect the company's image and ensure the point comes across effectively.
Communication is courteous and should meet societal expectations. It's important to keep the exchange professional and respectable to protect the organization's brand.