No one possesses perfect skill sets. According to our nature, we all pick up small habits in our lives. Many of these are helpful, while some could be devastating due to its wrong application in a specific situation.
Communication is one of the most important skills that each one of us would like to develop. We don’t primarily intend to make our communication vague nor do we want to make others feel like they weren’t heard. But, due to these small habits, we become the enemy to our own success.
Communication habits influence everything that we do — whether it is work, family relationship, business marketing or displaying feelings, they play a vital role and reflects what we think. Business communication skills are inevitable for personal development and comprise most valuable stake of leadership skills.
So many problems stem from poor business communication and it is no wonder. We are taught many things during school time. But unfortunately, we pick up our own way of communication with others. If we become careless, we may adopt wrong communication habits unknowingly.
Following are few essential yet overlooked skills of communicating that you must master for better professional communication.
1. Gracefully Express Body Language
It is the major factor that displays your personality and your communication expertise. We use it all the time in our social life and during business hours to deliver a specific message to other people. Eye contact/movement and facial expression are equally necessary while conveying to others. If you can put a smile on your face nothing can beat its infectious impact.
You should maintain intensity and pitch of your voice and can fluctuate it to display whether you agree or not with the speaker. Of course, the body language should be in sync with your words.
Try to avoid display such a body language that is unprofessional. When emotions and body gestures are non-aggressive and display active participation with the conversation, communication becomes interesting and vibrant.
2. Please don’t complete Speaker’s Statement
Although not commonly encountered, at least 50% people approach this technique. It unflinchingly reveals that listener is arrogant or over-confident. You might be aware of the whole story discussed by another person, still, the receiver may want to reveal missing bits of information that might have gone afterward.
So, let the people complete his story and do not intervene to make him feel you know it earlier. Do not jump to conclude his story without actually listening completely! Of course, you would get a chance to add to or rectify it. This will help you become a good listener which is more important and the first step of being a great orator.
3. Note Things Down
Seems awkward? Yes, you are right. Most situations don’t allow keeping pen and paper, but with the introduction of economic mobile cells, it has become far feasible.
It is a subject of research why people feel the pride to keep things in their heads. The brain has huge space for repository why don’t you use it to churn the creative and progressive juices from it instead of getting it occupied for your everyday to-do list? We are provided with free and awesome tools to keep a note of things like Evernote, so why don’t take benefit of it.
Try to record tips from the conversation, possibly in code format that you can recollect.
4. Close the Loop with Happy Ending
Many of us have faced bad closing on phone or we have experience of an individual who disappears as soon as the last line of the message is delivered without putting a single word on their end. This is negative communication due to lack of expressing any courtesy.
A confirmation to indicate the conversation is finished can place you as a detail oriented communicator. Same is tantamount to electronic messages passed through any kind of device. So be specific and courteous enough to indicate the communication is over on a happy note. People would love to hear from you.
5. Write Short, Crisp and To the Point Email
It is easy for people to get lost in the email when the reader at any side is articulately inaccurate.
Having a flair for small talk is generally not recommended when we involve into non-verbal communication. Format your emails for readability and clarity. Keep paragraph limited to two or three sentences with each one being short in size.
Nothing pisses people off than an email where you have sent a lot of information but without specific attention to date and time. Make it clear what you want the receiver to do.
We get a lot of spam these days in the form of free quotes or discounted prices offered by marketing people from companies. To read kind of an email sent in 30 seconds, it may take someone over an hour to respond to.
If you are the sender, convey action or serve information what is necessary and that can be read in less than two minutes. If you are working in an organization, you may save scripts designed to reply to clients and for other occasions. You can use them for business communication and for your own purpose with fewer modifications.
We will come up with more tips to improve your business communication in coming blogs! I welcome you all to suggest more tips adding to this guideline!