Effective Business communication

1. Business CommunicationBusiness Communication

2. What is BusinessWhat is Business
Communication?Communication?
Business
Communication is
basically the use of
effective language
to convey a clear
business message
to achieve a
predetermined
objective.

3. Is it important?Is it important?
 Certainly !
 In fact, an organization
cannot be run without an
effective communication
system in place.
 Effective communication
brings in organizational
success.

4. Keeps the organizationKeeps the organization
togethertogether
Good communication is like a glue that keeps an
organization together

5. Tips for InternalTips for Internal
CommunicationsCommunications
 Hold regular
management
meetings even if
there is nothing to
report.
 It will keep the
communication flow
going.

6. Tips for InternalTips for Internal
CommunicationsCommunications
Leaders and managers
should have one to
one meetings with
employees at least
once a week.
It is good to supervise
activities that everyone
is doing.

7. Tips for InternalTips for Internal
CommunicationsCommunications
 Regularly hold
meetings to celebrate
victories.
 Helps employees
perceive what is
important, gives them a
sense of direction and
fulfillment. Lets them
know that leadership is
important.

8. Tips for Effective InternalTips for Effective Internal
CommunicationsCommunications
Every employee must get a copy of the
strategic plan that includes:
Mission statement
Vision
Values statement
Strategic goals
Growth plans

9. Tips for InternalTips for Internal
CommunicationsCommunications
Ensure all employees receive yearly
performance reviews, including their goals
for the year, updated job descriptions, areas
that need improvement and how it can be
improved.
Good organizations develop a career plan
for their employees.

10. B e n e f i t sB e n e f i t s
Healthier business relationships
Improved customer relations
Increased awareness among
employees
Lesser misunderstanding
Better quality of documents
Enhanced professional image
Increased productivity
Stronger decision making
Quicker problem solving

11. Functions of CommunicationsFunctions of Communications
To inform.
 Give out companyinfo.
 To control: Hey, do not
come in late!
 To motivate: Come on, we
need to hit the target…
 To let out emotions: Let
out satisfaction, anger,
frustration…

12. Strategies for ImprovingStrategies for Improving
CommunicationCommunication
Encourage open feedback.
A 360 degree feedback is where employees
of all levels give a feedback to each other.
This includes customers and suppliers. Is
done at Hewlett-Packard and Motorola.

13. Suggestion systemsSuggestion systems
 Employees are encouraged to submit ideas for
improvement.
 Ideas implemented are rewarded.
 Film boxes hanging from display stands was a
suggestion from a Kodak employee.
 It was actually a blue collar worker in Hindustan
Latex who suggested that the condom packets they
produce were not user friendly as they were
difficult to tear open. The management
immediately changed the packaging.

14. Corporate hotlinesCorporate hotlines
These are telephone lines staffed by
corporate officials ready to answer
questions or listen to comments.
Many companies utilize it today to build
relationships with customers.

15. Learn to KISSLearn to KISS
(keep it short and simple)(keep it short and simple)
It is not difficult as you’ll think.
Try it after removing the complexities in
your mind and it will work.
You will like it and so will the receiver.

16. Walk the TalkWalk the Talk
Be the model you want others to be.
Practice whatever you preach in terms of
good communication.
Be a good listener.
Be non-judgmental
Encourage speakers to continue speaking.

17. Non-verbal communicationNon-verbal communication
Our actions speak louder than words.
Facial expressions, eye contact, tone of
voice, body posture and motions and
positioning within groups are all non verbal
modes.
It can also be our clothes.
It can also be silence.

18. Conscious Non-VerbalConscious Non-Verbal
CommunicationCommunication
 Senders of non-verbal communication are
aware of the message they are sending.
Receivers of non-verbal communication are
also aware of what the message is intended
to be.

19. Legs can talk tooLegs can talk too
We often cross our legs for comfort. But can
become uncomfortable after some time.
Can be disastrous in business negotiations.
A videotaped study of 2000 transactions showed no
sales were made by people with crossed legs.
Uncrossed legs give the impression of being co-
operative and trustworthy. Sit with a slight tilt
towards the other party. Is a positive signal.

20. Types of non verbalTypes of non verbal
communicationcommunication
Kinesics: Facial expression, posture and gesture.
Oculesics: Eye contact
Haptics: Touch
Proxemics: The communication of space and
proximity
Appearance and Artifacts: The physical
characteristics, the attire and the accessories such as
perfume, make up, jewellery and so on.

21. Types of non-verbalTypes of non-verbal
communicationcommunication
Paralinguistics: Variations in
pitch,
speed, volume and
pauses that convey meaning

22. Watch your Face!Watch your Face!
The human face can display 250,000
different expressions. Each has a emotion.
The face can be used to supplement verbal
communication.
A smile can say different things. Like
approval, happiness, seeking approval.

23. Watch your posture!Watch your posture!
Watch great presenters in action.
They can make us laugh, cry and sweep us away
with their enthusiasm.
They never stand on one spot.
They bounce, run and stroll and glide all around.
Human beings are drawn to movement.

24. Your Posture TalksYour Posture Talks
 Slumped Posture: Low spirits
 Erect Posture: High spirits, energy and confidence
 Lean Forward: Open and interested
 Lean Away: Defensive or disinterested
 Crossed Arms: Defensive
 Uncrossed Arms: Willingness to listen

25. Appearance MattersAppearance Matters
 Your appearance says a lot about you.
 Before you speak, your clothes and other artifacts will speak for
you.
 Pay attention to good grooming, neat hairstyle, body hygiene,
polished shoes, clean nails.
 Invest in professional clothing and accessories.
 Avoid flashy garments, clunky jewellery, garish make-up and
overpowering perfumes.

26. Image ManagementImage Management
 First impressions may not be the lasting ones --- but
it is important.
 Often these impressions determine future actions.
Sometimes, we do not get a chance to alter the first
impression.
 But if you can, repair the damage.

27. Image ManagementImage Management
 We often judge people along a set of traits:
 ENDEARING TRAITS:
 Sincerity, Truthfulness, Honesty, Dependentability,
Intelligence, Warmth, Empathetic, Good Listener,
Natural Charm, Helpful, Positive Attitude, Energetic –
all this is almost contagious.

28. Image ManagementImage Management
 Negative Traits:
 Selfish, Cunning, Using obvious flattery,
cold, highly critical, skeptical, stubborn,
negative attitude, envious, greedy, crude,
malicious, untrustworthy, dumb, dull – drain
your energy.

29. Image ManagementImage Management
 In the corporate world, a book is judged by the
cover.
 In a competitive corporate environment, there is
never a second chance.
 So watch the way you look.
 Work on your image.
 Not just your dress, but the way you are.

30. Appearance Matters!Appearance Matters!
 The appearance of employees radically shapes your
corporate brand recognition.
 The interviewer will often make a swift assessment
as to how well you will fit in with the organization's
image based on your personal demeanor.

31. Thanks