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How to Make Business Communications More Effective6 minutes read

It is paramount that a business’ communication should be clear, concise and grow trust. Most projects fail because either the customer fails adequately to put across their requirements or the vendor does not have a fool-proof method to verify if the requirements sought by the customers. In a fast-paced world like this, it is perennially important to grab the attention of employees and clients alike. Such a situation necessitates that we should have clear-cut methods to tackle areas where anything could go wrong with regards to communication. Let us see how businesses can become champions at communicating.

1. Use a Project Management tool

There are a lot of players in the market which provide a solid project management platform to improve internal communications. Tools like BaseCamp, Slack, Jumpchart, etc., provide a single platform for employees to communicate internally without any glitch. Tools such as this can be easily integrated into an enterprise, and it also allows the communication to happen seamlessly on all devices. Having such a PMP tool would work wonders for your company like improving workflow process, organizing contacts and will completely transform the way businesses works.

2. Ask the right questions to a client

Before you confirm a potential prospect as a client, make sure that all the right questions are asked. Are you sure you understand the requirements of the client? Only when you have a clear understanding of the problem faced by the client, you can pitch a service or a product to them. Share a requirements document that asks a set of questions to help you understand the solution thus being able to propose a solution best for them. Some questions could be such as:

  • Who are the people you are targeting?
  • What would you like to accomplish with this project?
  • How does it affect your bottom line?

3. Email professionally

The importance of emailing cannot be stressed enough for any business. A comma here and a hyphen there can effectively kill any trust you’ve built so far with a prospect. Poor grammar is a reflection of indiscipline and laziness. Never press the send button without double checking your content for tone, grammar, and articulation. Do not send emails in anger or with extreme emotions. In order to know more about starting or ending an email professionally, you can check our blogs specially written for that purpose.

4. Solve problems quickly

Never ignore a client’s complaints. Try to fix the situation as immediately as possible along with the guarantee that such incidents would not occur in the future. Be accountable for such complaints. Your sales data can be used to gain insights from based on the activities your employees perform like emailing, calling and the reactions to it by the prospective clients. All of this should be measured such that there are no loopholes in how your business works. This can be used to avoid problems in the future. But hey, if you find one, solve it immediately.

5. Use a tool to streamline your sales leads

The machine that chugs a business is the Sales team which makes the money for an organization. There are usually a lot of leads which a business would love to convert to the client column. When there is a lot of data to take care of, it becomes difficult to manage them. There are lots of tools which make the process easier. An effective sales tool should be a place where all sales related outreach can be performed in a single location. You should be able to communicate swiftly with your client, send emails on the tool itself, be able to track actions from prospects, etc.

Business Communications

6. Prepare thoroughly for your meetings

Whether it is an interview with a prospective employee or pitching to a business that you want to include as a client, it is a must that you are well prepared in advance. Schedule your meetings in advance so that there is enough time to have a thorough look at how best you can make the interaction better. If you are unsure about how to make an agenda, there are plenty of tools available online. Set a structure for preparing an agenda that contains all the points that you want to discuss. Send a reminder mail a day to confirm the meeting.

 7. Provide regular feedback to your employees and update clients regularly

The millennials love receiving feedback. To ensure that workers have a crystal clear understanding of what work is expected of them and in what priority, send them a weekly status report for the projects that are being worked on, along with feedback on the work done so far. This would make them feel as if they are a part of the bigger team and push them to show better results.

8. Work on improving your operations

Does a problem persist in all your projects that you have not been able to identify so far? Try a different method. If you cannot identify the problem, then find the area in which the problem shows and only for the said area, change your mode of operation. Most problems arise because of miscommunication. Maybe you dig only emails while the client prefers a phone call to discuss areas of grave importance. Each other’s preferences should be discussed in advance so that there are no confusions that persist.

9. Do you know to write well?

People believe that the ability to write well is an art, and not all are endowed with it. Unless you want to become a Charles Dickens or an Ayn Rand, it is possible to write a few good lines about your company with a little effort. Your marketing copy which is essential to promote your business should be concise, attractive that would make a prospect pick up the phone and dial your number. If writing is not something you are great at, hire someone who can write good copy. Never underestimate the importance of having good content and what it can do to your business.

Conclusion:

In the cut-throat world of business, ineffective communication can spell doom for your business. Regardless of the kind of communication processes that you use internally or with your clients, make sure you keep your word on the commitment given in the first place. It is tough to build a good name for your business while it is relatively easy to spoil it over a simple miscommunication.

Bonus

Above all, personal communication techniques are very important to get success in business and life. Checkout these video from Matt Abrahams speaking about Communication Techniques.

By Dhruv Patel

A marketer, people person, SaaS enthusiast, hustler & growth hacker. Always smiling & ready for help. Co-founder at @SalesHandy

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