Business communication is defined by Wikipedia as “communication that promotes a product, service or organization; relays information within a business; or functions as an official statement from a company”. Topics communicated usually include marketing; brand management; customer relations; consumer relations and public relations. In each one of the above you are representing your company so you need to handle yourself in a professional manner.
When you have to go speak on behalf of your company you need to determine what you are trying to communicate and to whom. Sometimes you have to communicate with your co workers and at other times with clients. If you need to show a presentation to one of your clients face to face, PowerPoint will always work best but you need to be able to communicate to present your presentation. You cannot prepare for this too much, and you need to be simple and to the point.
Utilise all methods of business communication you may be able to use. Some of the ways you can communicate in business is through writing, email, fax, phone and of course, verbally in person. Each method has its own advantages as well as disadvantages, you need to decide which type is best for your situation. How you handle your communication will determine whether or not you are understood correctly.
When you communicate you need to make sure you are not misunderstood. Before you go into a conversation you need to determine what you are going to be discussing, how to make it simple and to the point and how short it can be without leaving out important details. Make sure that you are prepared but unrehearsed. If you go in sounding like you are reading a script you will lose the interest of your client and possibly bore them to death.
Be prepared for any concerns your client may have, you will be able to answer their questions or concerns. The best way to do this is look at the situation from their point of view. Seeing the situation through their eyes may help you be more informed of the situation. Make sure you have complete knowledge of what you are representing. You are; after all representing your company, it’s products and services. Watch your facial expressions, body language and your tone of voice. This way the client will feel comfortable speaking with you, let them know ahead of the communication that you are not trying to take up too much of their time. If the client can schedule properly you will eliminate the risk of being blown off.
People in the business world have very little time to sit around and have lengthy conversations. This is why your best approach should be to let them know up front how much of their time you are going to take up. If they have scheduled accordingly you will get their attention and they are more likely to give you their full attention during the duration of your meeting.
Photo credit: Sebastien Wiertz