The Best Kept Secrets About Business Communication Techniques

Many factors ensure the success of a business. One of those is communication. It’s something that we all do, both at work and in our personal lives. If we’re not effective communicators, we can’t convey our messages well. From a business perspective, that can result in confusion, lost revenue and more.

As you can imagine, poor communication skills is a problem no company wants to get accused of. That’s why it is important that your business communication techniques are up to scratch. Let’s face it, the last thing you wish to do is limit your company’s potential! So, what are the secrets to effective business communication?

In today’s comprehensive blog post, I will give you some typical examples to consider. They are as follows:

Make sure you are asking the right questions

If you want to sell something to people, you need to understand their needs. Each of your customers will have specific, individual requirements. How do you know if what you’re pitching to them will fulfil those needs? Well, you won’t unless you ask them the right questions!

But, what exactly are the “right” questions you need to ask? The answer is simple. Think about what you sell and ask them questions related to those products and services. For example, let’s say you sell technology products.

You could ask your client what features they are looking for in their new tech items. That way, you can decide which products are best to pitch to them. Otherwise, you could end up wasting both yours and their time.

Observe industry influencers

Often, the best way is to learn by example. It might sound strange. But, have you ever considered observing how industry figures talk to people? What is it about what they say that engages their customers and followers?

I recently read an ebook about business communication techniques. It talks about the habits of effective business leaders. I found it quite an interesting topic, so I carried out a little experiment. One thing I deduced from the results was the way that certain people spoke to others.

If you’re a new entrepreneur, one trick I recommend is to observe industry influencers. Find out how they motivate others into taking an interest in what they have to say. You could then apply those techniques to the way you talk to others.

You’re a professional, so act like one!

You might have seen how some tech firms have a more relaxed attitude towards business. Casual clothing aside, some company bosses act like they’re talking to old friends. But, that’s a technique that seldom works well when trying to win new customers!

When you run a business, it’s vital that you act like a professional. You want people to take you seriously in the business world. What you don’t want is to end up being the butt of people’s jokes.

Professionalism also breeds confidence. You are an expert at what you do. And you should emphasise that by being professional. For a start, be courteous and polite with all your contacts and customers.

And when you write to people via email or other means, keep remaining professional. The same rule should also apply to telephone conversations too.

So, you might be wondering what “being professional” is all about. Here are some examples:

  • Take the time to listen to people;
  • Respond to all questions in a clear and concise manner;
  • Follow up anything that you delegate to others; and
  • Ensure you proofread all written communications.

Speak, pause and listen

One of the most annoying things some people do is talk when others are still speaking. Not only is it rude, but it shows they aren’t listening to what is getting said. The sad truth is that’s a trait that many business professionals haven’t learned to kick!

When you engage in a conversation with someone, you take it in turns to speak. What you don’t do is talk over the top of each other mid-sentence! In other words, speak, pause and then listen.

You might see newsreaders, for example, cutting into the sentences of people they interview. While annoying, they do this because they are short on time. As a business professional, you should NEVER adopt that approach!

Instead, you should take the time to listen to what other people are saying. You will then have your chance to respond in turn while they listen to you. And if you have a lot of ground to cover, schedule an appropriate amount of time in your meeting. For instance, if you’ve got two hours of topics to talk about, don’t condense them into ten minutes!

You should learn to judge how long you will need in a meeting. And you should schedule the right length of time for both clients and colleagues. Don’t forget that the people you work with (or that work for you) are just as important as your customers.

Action all feedback – good and bad

As you run a business, you will no doubt want to know whether you’re doing a good or bad job. The conventional way to find out the answer is by asking for feedback from your customers.

Hopefully, the majority of your feedback will be positive. Some of those people might even make suggestions for further refining what you offer. Of course, it’s inevitable that some customers will have a bad experience.

In all cases, you should take all feedback on board and do something with it. For example, let’s say that some customers think your call centre staff suck. What is it about your call handlers that those people don’t like? It’s worth contacting those customers to elaborate more on their experiences.

Doing so will help you achieve a few things. First of all, it shows the customers that you actually care about what they have to say. Second, it gives them the impression you’re going to do something about it. And, third, you can resolve any ongoing issues affecting your service levels.

Thanks for reading today’s blog post.

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Ive been blogging now for 5 years on various sites for the love of knowledge share. I decided to start my own blog a few years back to share everything from tech to business news. Follow me on twitter for more.