How You Can Improve The Quality Of Your Business Communication

Business Insights

It will be important for the continued success of your business to improve the quality of your communication. This will be truer for communication within your organisation, which will be the main focus of this article.

Get Your Meeting Etiquette Right

Meetings are an integral part of any business, from daily ones to annual performance meetings; there could be a variety of reasons you’d need one. Many people believe that meetings should be done in the same way, with a lead speaker talking at people over a set amount of time.

However, this could be detrimental to how your business operates, as too much information means that something may be forgotten. If you don’t allow everyone to speak, then you run the risk of losing their interest and having yourself miss out on important information that could be said.

This issue is more prevalent in conference calls, as certain people can be muted so that they can only listen to what you’re saying. This is why you should adopt video conference call etiquette so that a meeting can run as smoothly as possible. When it comes to video meetings, you should ensure you are in a quiet space so that you don’t have any background noise that could disrupt the meeting.

Improve The Ways You Send Emails

One of the more day-to-day examples of communication that will take place within your organisation will be done through emails. Emails will be used in various ways, from updating colleagues about important things within the business to sending requests. You will have to be careful with your emails, as getting it wrong could slow down production in multiple departments.

Ways in which your email can go wrong could include you wording requests poorly or simply not including enough information in your email. It could even be that you’ve got the right information in there, but it’s not formatted decent enough to be seen.

Some people may info-dump everything into an email, which can not only be tedious to read but will lead to things being missed. That’s why some people spruce up their emails via templates to make them more colourful and engaging. They may even use images or scanned documents from meetings included in an email so that everyone can access them with ease.

It may be worth looking into formatting these images into PDFs that allow users to interact with them more easily. This will be especially true for documents and images you have that are quite long. This way, you will be able to attach multiple images to one PDF. You can convert your image to a PDF using the tool provided by Adobe, which allows you to simply drag and drop a file into the appropriate box to start the conversion. Alternatively, you can select the file you want to be converted, making it easy to get started.

Set Effective Rules For Messaging Platforms

Many modern businesses have turned to utilising messaging platforms as an effective way to communicate with their employees both at work and out of work. However, it would help if you were careful with messaging outside of work hours, as your employees will need their free time so that they don’t feel overworked or overwhelmed.

Of course, in some situations, it may be necessary to get important communication out to them via messaging platforms, so you need to get it right. It can be tempting to communicate via these platforms causally, but you should use it just as professionally as you would speak in person.

Text messages can come across differently than what is intended, so if you’re not careful, you may get the tone wrong and insult somebody. Or you could simply get the information wrong, which causes chaos in the next working day.

Misunderstandings could lead to a drop in productivity levels, as the work won’t get done correctly, meaning it needs to be redone. Take your time when crafting a message so that they come across as intended.

Work With An Open-Door Policy

You may find that many of your employees simply don’t know how to communicate effectively with their team leaders. This is a major obstacle for a workforce as if they aren’t comfortable enough or confident enough to know how to communicate. This could lead to them actively avoiding bringing up important points.

That’s one of the many reasons you should look to introduce an open-door policy into your work sooner rather than later. This means creating a culture that helps your employees feel comfortable enough to approach you at any time to raise any issues they may have. Not only will it be beneficial for your internal communication, but it could also motivate your employees to get more involved in the day-to-day running of your business