Business Communication: Effective Business Communication Skills To Imbibe In Nigeria

We rarely think about how we communicate with people since it is such a natural part of who we are. This also applies to corporate communication. After all, organizations aren’t faceless entities, but rather groups of genuine individuals. Effective communication has an impact on procedures, efficiency, and every level of a business. Here, we’ll go over the basic skills you need for effective communication in your business, as well as every other thing you need to know.

What is Business Communication?

Business communication is the exchange of information between employees and those outside the firm. Employees and management communicate to achieve organizational goals through effective business communication. Its goal is to improve organizational methods and cut down on errors. To accomplish effective business communication, you must improve on both your communication abilities and communication processes.

The process of business communication and your communication strategy underpin all structured action in a firm. This could range from administrative communication to vendor technical communication.

When communication breaks down, the company’s essential systems are at risk of failing. Internal communications are not measured by 60% of internal communications specialists, according to data. Possible causes include not understanding where to begin, what steps to take next, or how to evaluate ROI.

Types of Business Communication

When it comes to business communication, it is either verbal or written.

Communication can take various forms, including verbal or written communication, in-person or distant communication, but it is vital to the pleasure of your staff at work.

Neither of these is better or worse for your organization on its own; it all relies on the circumstances.

Written communication is excellent for retaining a paper trail of choices and activities taken, as well as for developing strategies and plans. Verbal communication allows for the instant production of ideas and a more open flow of thoughts.

These are the business communication types that apply to any or all of the scenarios listed above:

#1. Internet-based communication

Emails and instant messaging apps (such as Slack, Hangouts, or even Nextiva Chat) are examples of everyday communication channels.

The advantages of emails and messages include the capacity to lead private conversations in a hectic workplace environment, as well as share a message with a large group of people—from a few to hundreds—at the same time.

#2. Conference calls

Phones reduced the geographical barrier to holding effective, fast-paced meetings. It enables for more effective idea exchange because to nonverbal communication (tone of voice) as opposed to textual communication. Cloud phone systems can improve team cooperation and onboarding.

#3. Use of video conferencing

Excellent video conferencing solutions allow people in faraway locations to hold meetings that are as near to in-person meetings as feasible. They take phone meetings to the next level.

#4. In-person meetings

In-person discussions can help a company move ideas forward fast. According to research, in-person meetings produce more ideas than virtual ones.

However, for effective meetings, a sound meeting agenda is required. 46% of employees rarely or never know what they should do next after a meeting.

#5. Official records and reports

A well-oiled business communication system includes the documentation of activities that affect other persons and departments.

The capacity to refer to a written document at any time decreases the possibility of confusion or dispute and adds clarity to communication.

#6. Publications

Meetings with bigger groups are frequently conducted through presentations supplemented by reports and PowerPoint slide decks.

These are excellent for conveying new ideas in a way that allows for questioning and explanations.

#7. Discussion boards and FAQs

An internal location where employees may refer to commonly asked questions on various departmental topics and ask new ones to make them more productive and up to speed on a subject.

#8. Questionnaires

Internal and customer surveys are both excellent approaches to get input and ratings on crucial topics. Surveys provide a healthy cycle of feedback-supported changes and open a channel of contact across all levels of a business.

#9. Customer service activities

This might encompass any type of customer service action. Live chat assistance, customer relationship management (CRM) systems, customer onboarding processes, customer reviews, and other services are examples.

Essential Business Communication Skills

Practical business communication skills are vital for assisting your career success in any area. Clear communication can have an impact on your interactions with people and help you make an impression at work. Furthermore, improving your corporate communication skills will help you advance in your career.

What are Business Communication Skills?

Business communication skills are characteristics that enable professionals to communicate information in the workplace. These abilities include core kinds of communication, such as active listening, as well as communication methods required to create professional relationships, such as bargaining and networking abilities. Communication skills are critical in business for fostering team collaboration, providing and receiving clear feedback, and stimulating creativity. Employers can see how you engage with others, begin initiatives, and achieve goals if you use your business communication abilities successfully.

Examples Of Business Communication Skills

Hard and soft skills that help professionals succeed in the job can be included in business communication skills. The following are some examples of skills required for effective business communication:

#1. Collaboration skills

Working with colleagues and supporting the attainment of your organization’s goals requires effective collaboration. This part of your corporate communication skills entails asking questions during team meetings, taking into account other people’s thoughts and opinions, and promoting your team’s contributions. Professionals with good cooperation abilities can build successful methods that assist their organizations achieve their goals.

#2. Negotiation skills

Negotiation skills are necessary for evaluating different alternatives, establishing rapport with other professionals, and reaching a compromise. These skills are used by business professionals in a variety of activities, including sales transactions, obtaining new partners, and finding investors. Similarly, both employees and employers may rely on practical bargaining abilities to determine wages and pay.

#3. Diplomatic skills

Diplomacy is a skill set that can help professionals improve their interactions with coworkers, bosses, clients, and other professionals. Diplomacy necessitates tact and an awareness of how to communicate effectively amid tough situations and adversities. Furthermore, your diplomatic abilities might help you be more persuasive and forceful during negotiations, collaborative initiatives, and other activities.

#4. Written communication

Written communication is a basic type of communication that is required regardless of your profession. Everyday business duties that require great writing abilities include communicating information in writing, preparing reports, sending communications, and reviewing written papers. Writing abilities also include proofreading and determining adjustments that can improve written items.

#5. Presentation skills

Creating and delivering interesting presentations to varied audiences is another key skill set for effective business communication. Presentation abilities assist professionals in organizing the framework of a display, designing the manner of delivery, and communicating information to teammates, company executives, and other professionals. Another crucial component of your presentation skills is the ability to communicate information to an audience utilizing a variety of tactics such as vocal speaking, graphic representations, and nonverbal interactions.

#6. Public speaking skills

Speaking in front of different audiences sometimes necessitates many work positions. Businesses can target network professionals, possible investors, and communities by preparing a speech and engaging an audience. Public speaking also necessitates connecting with an audience by presenting a story, offering important information, and raising awareness about current events.

#7. Active listening

Active listening entails a variety of characteristics that assist professionals in improving comprehension and fostering supportive work relationships. Professionals who ask questions, seek mutual understanding, and consider the thoughts and ideas of others are more likely to develop beneficial professional networks. Furthermore, active listening requires attention to detail in order to avoid miscommunications and retain precise facts throughout talks, meetings, and other workplace encounters.

#8. Feedback and suggestions

Regular feedback and input are required for effective corporate communication. Constructive feedback promotes introspective thinking and growth. Feedback from superiors is used by successful professionals to improve performance and attain goals. Similarly, providing opinions and guidance in the workplace is vital for sharing ideas and inspiring others.

#9. Delegation skills

Delegation abilities are used by managers and leaders in the business to plan, direct, and oversee projects and activities. The capacity to identify and manage the workflow of essential tasks among your team members is required for effective delegation. Setting expectations and giving help and resources are crucial parts of delegation in corporate communication.

#10. Nonverbal communication

The capacity to grasp what people are saying through their body language is referred to as nonverbal communication skills. Eye contact, posture, and even an individual’s stance can reveal how they are feeling. Nonverbal communication is also useful for engaging effectively in a variety of contexts, such as maintaining professionalism during business meetings.

#11. Conflict resolution

Working through obstacles with others and coming up with creative solutions to workplace problems is essential for effective corporate communication. Professionals with effective conflict-resolution abilities can explore different approaches, analyze strategies, and make concessions to ensure positive outcomes in difficult situations.

#12. Decision-making skills

Analyzing elements that influence results and assessing different methods for specific actions necessitate sound decision-making abilities. As you advance in your profession, you may be assigned critical duties that need you to make difficult decisions, evaluate your strategies for reaching targets, and make meaningful decisions that promote the growth and development of your business.

How to Enhance Your Business Communication Skills

Consider the following strategies for improving your business communication skills:

#1. Learn to actively listen.

Improve your active listening abilities and make sure you understand the information you hear from coworkers. Avoid miscommunications, for example, by clarifying anything you don’t understand right away. Encourage others to participate in meetings or team collaborations by asking questions, listening to other ideas, and taking notes to keep track of crucial themes.

#2. Make use of collaboration tools.

Utilize digital resources to keep in touch with coworkers, team leaders, and other staff members. Online communication systems, for example, enable you to interact successfully with your team while avoiding disruptions. These materials can help you interact with others more quickly and clearly, as well as streamline communications within the business.

#3. Improve your writing skills.

Experiment with your writing abilities and how you transmit information in writing. Taking notes during team collaborations, organizing project materials, and writing instructional resources are all good ways to improve your writing skills. Learn when it’s vital to keep your writing professional and when it’s appropriate to use more casual language to convey your messages.

#4. Encourage others in the workplace.

Motivate your staff by using positive communication strategies. Connect with others at work through sharing common interests, collaborating, and promoting innovation. Open communication builds community and trust, all of which are essential components in fostering a pleasant work environment.

#5. Request feedback

Get feedback on your business communication from coworkers and bosses. As you progress on the job, for example, use ideas to improve areas like as public speaking, delegation, and presenting skills. Observe excellent corporate communicators at work to acquire insight into how to improve certain elements of your talents that you believe need improvement.

What Can I Do With a Degree in Business Communication?

Several universities offer business degree programs with communications specializations. Students interested in employing communication skills and tactics to help businesses and organizations promote their aims and goods may be interested in these programs. Continue reading to learn about more specialized jobs in the sector.

Business Communication Degree Programs

A business communication degree program should equip students with good writing, speaking, and information technology skills. Graduates can employ their abilities in a range of careers. They must be able to transfer information between employees and employers within a firm, announce a company’s objectives to the public, communicate information between a company and its clients, and much more.

Graduates of these business communications schools can go on to work in fields other than public relations, advertising, and marketing. According to the International Association of Business Communicators (IABC), business communication degree holders are skilled at organizing to meet project deadlines, communicating the benefits of a company’s merchandise to the public, and understanding how the market works. All of these abilities enable one to become a consultant if one does not pursue a specialized career, such as a speechwriter or buyer.

Small Business Communication Solutions

About 95% of customers believe their companies’ communication could be improved. Only 26% of companies consider their communication to be outstanding. Understandably, this is a major issue. Simply said, if you or your staff do not communicate effectively, you will lose customers. This, in turn, has an immediate influence on your bottom line.

Fortunately, there are numerous tools available to help you improve the efficiency and effectiveness of your communication. Here are some of the best business communication solutions available for you:

#1. Ultatel

A dependable VoIP phone system is the backbone of any successful and expanding organization. This is where ULTATEL comes into play. Its cloud-based phone system integrates how you communicate with your team and with your customers.

The system is inexpensive, has a 99.999% uptime guarantee, and can be scaled rapidly and inexpensively. As a result, it can effectively support your growing firm. Video conferencing, auto-attendant, voicemail to email, integrations, and other capabilities are also available.

#2. RingCentral

RingCentral provides a number of solutions that integrate chat, video calling, and a phone system into a single tool. App integrations, video conferencing, voice calling, and other features are available for businesses. It also offers an uptime guarantee to ensure dependability.

RingCentral offers numerous options with varying features that you can pick based on your company’s demands and budget.

#3. Zoom

Zoom is one of the most popular video conferencing platforms, with around 13 million active monthly users worldwide. When you consider some of its advantages, it’s simple to see why. For example, you can quickly and simply share files and documents during video conversations.

The site also has a screen recording feature, and some of its price options include free transcription. Zoom offers four different plans, including a free version. Keep in mind that the free plan has some limits, such as a meeting time limit of 40 minutes.

#4. WebEx

With over 300 million users, Cisco’s WebEx is a potential voice conferencing alternative, especially given Zoom’s security issues in the past. Screen sharing, phone and video calls, encryption, integration, and other cross-platform features are available.

WebEx offers three pricing levels to accommodate a variety of budgets and needs. It also has a free price plan, however you’ll be limited to one user and a meeting length of 50 minutes.

#5. Google Meet

To replace Hangouts and Chat, Google built Google Meet, a video conferencing tool. It is tightly connected with the Google suite of products and hence offers significant communication capabilities. Video conferencing, video calling, messaging, scheduling, and other features are available.

The basic version of Meet is free, and when you subscribe to Google Workspace, you can get more feature-rich versions. This membership then includes upgrades to Google’s other apps.

#6. Slack

Slack is one of the most well-known collaboration and communication applications on the market. Its instant chat messaging feature facilitates communication. For example, it enables your team to develop their own topic channels, resulting in more efficient communication. Slack also provides a searchable chat history, video and audio calling, file sharing and storage, and other features.

The platform has many pricing tiers, including one that is free. Just keep in mind that the free plan does not offer all of the capabilities, but it is a fantastic starting point if your budget is limited.

#7. Microsoft Teams

Microsoft Teams, a newer entrant in the industry, has replaced its Skype for Business offering. Teams, like many of the other platforms on this list, include a variety of features meant to make collaboration easier. Video calling, chat, messaging, file sharing, storage, and other features are available.

Microsoft offers four different price levels, including a free alternative. The premium Business Standard edition of Teams includes desktop versions of the Microsoft Office suite, which is a significant advantage.

Teams also includes the option to integrate phone services, allowing you to make and receive calls directly from your Teams app. This interface, also known as Direct Routing, enables you to add phone callers directly into a conference call. This capability is possible with integration such as ULTATEL’s Session Border Controller (SBC).

#8. GoToWebinar

GoToWebinar is an excellent choice for online webinar software. The platform was created exclusively for businesses that wish to promote and sell their products through webinars.

Customizable registration forms, email reminders, and scheduling are among its features. One significant advantage of the tool is that it allows you to host events with up to 3,000 people. It, like most other platforms, has a variety of price levels to meet any budget or requirement.

#9. GoTo

GoTo offers a variety of solutions to assist your team in communicating more successfully. Many small business owners will find GoTo Meeting to be the ideal video conferencing solution. Cloud recording, transcriptions, chat & messaging, screen sharing, and various connectors are all included in this cross-platform utility.

GoTo Meeting has three pricing levels to accommodate different budgets and requirements. Although there is no free option, the platform does provide a free trial.

#10. Monday.com

Monday.com, like Slack, is more of a project management application. It does, however, have a number of properties that make it a useful communication tool. As a result, you and your team can communicate no matter where you are. Integrations, file storage, automation, and collaboration tools are also available on the platform.

Monday.com has four pricing tiers, one of which is free for people. However, as with many other programs, the free version lacks some of the functionality you would prefer.

In Conclusion

Let’s face it: excellent communication is essential for any small business nowadays. Indeed, 86% of employees believe that a lack of workplace communication is one of the primary causes of office failures. Effective communication makes businesses more productive and allows them to better serve their clients. Fortunately, there are numerous small company communication solutions available to assist you with this.