Business Communication

Tips to Improve

Facilitated By :Sumit Bhardwaj

Tips: Written
Never hit the send button right after
Writing:
Even if you are not writing an emotionally
charged email, hitting send too fast can hurt
you.

You might have sounded a little more harsh

than you meant to, or you might not have
written as clearly as you could have.
Tone it down:
You may not mean to come off harshly, but
people always take your emails and memos
the wrong way.

Ifthis happens to you, you may not realize

how harsh you sound in your writing.

Sometimes when people read something

negative, it blocks them from absorbing
your entire message. Before sending out
your email, read it over carefully to make
sure your message is not negative.
Write in Microsoft Word first:

Microsoft Word has the Spell Check

feature, and your email probably does not.

The feature does not catch every mistake,

but it may help you spot some typos that
you otherwise would have missed.
Break it up:
People have difficulty absorbing long
unbroken blocks of text. To make your
emails and other communications more
reader-friendly, break them up into shorter
paragraphs, each containing a single main
idea.

Thiswill make it easier for readers to

understand your point.
Don't be too casual:
The Internet has given rise to a lot of casual
acronyms and shortenings of words, such
as “ur” for your and “u” for you.

Avoid these at all costs in business

communications. They are too casual for a
business environment.
 Consider your audience:
 Are you writing to a marketing exec, a programmer
or other technical employee, or the company
president?

 Are you writing to one specific person or to a large

audience with different levels of technical
understanding?

 You should always tailor your communications to

your audience. If you are writing to employees who
are not technical, avoid specialized technical words
and break concepts down so that laypeople can
understand.
Verbal:
Personal contact:

Inthis age of electronic communication, far too

many managers use email as a substitute for
personal interaction.

 Would you try to arrange and close a deal with

a large group of customers via email?

Would you hire a key executive without meeting

this individual? Of course you wouldn’t.
Establish Clarity:
When you give instructions or discuss a
business situation, do not assume that
everyone understands you.

Ask whether you have been clear or if

further information or explanation is
necessary.
Communicate Openly:
Be honest:

Tell
employees about the hardships facing the
company.

It is likely that they have already sensed the

situation, but it is important that they hear the
news directly from management.
Demonstrate leadership:

This is the time for top management to be highly

visible and accessible. Listen and respond
carefully to employee concerns.

Have a game plan and be forthright about it.

Explain the company’s plans for a more

efficient and profitable future, and how the
contemplated actions will help the company to
attain its goals.
Look towards the future:

Generate a practice of ongoing communication

to rebuild security and confidence.

 Focus on plans going forward, project

momentum and purpose, and involve employees
in actively helping the organization to succeed
and prosper.
Contd.
Tell employees that they are appreciated.
Reinforce that they are valued, and that they will
play a vital part in the organization’s future
success.

Increase motivation and recognition efforts.