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Effective Business Communication
Effective business communication is a sharing process involving two or more parties sending a message that is easily understood by each person. Effective communication can significantly contribute to a company's success. In this lesson, we will learn how to compose effective written business communications by focusing on professionalism, being concise, and ensuring information is complete.
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- 0:03 Effective Business…
- 0:27 Maintain Professionalism
- 1:25 Keep Information Concise
- 1:51 Ensure Information Is Complete
- 3:01 Lesson Summary
When you are communicating within a business, it is important to remember that you represent both yourself and your employer, so it is essential that you maintain a professional attitude and tone in your written communications. To do this you should:
- Speak to the other person in a way that supports teamwork and positive interaction
- Avoid being confrontational
- Leave emotions out of written business communications
- Think twice before hitting 'reply all' unless you think everyone on the list needs to receive the email because you don't want to send emails or communications to people that have nothing to do with the issue
- Use exclamation points sparingly, and only use one because using too many exclamation points appears childish and not professional
- Be careful with humor because it can easily get lost in translation without the right tone or body language; in general, in the professional world, it is best to leave humor out of communication
Keep Information Concise
Everyone knows the old saying, 'Time is money,' and that is true even in communication. When you are communicating with a co-worker or about a business matter, keep the points concise. Your goal is to relay the information completely and in a manner that encourages proficient action. To do this, you should:
- Use enough sentences to say what you need but no more
- Try to limit your emails to five sentences when possible
Ensure Information Is Complete
In addition to being concise, you also want to make sure the information is complete. It is important to send all the information the first time. If you leave out important information in the initial contact, you could cause costly errors. While it may sound like you should simply be able to send out the additional information without any issues, decisions could have already been made based on the previous data.
Develop a structure for your written communications to ensure that you are covering all the necessary information. Of course, you will have to develop a structure that works for you, but here is a simple structure that can help you in the beginning:
- Greeting: A greeting can be 'Hi (person's name)!'
- A pleasantry: This could be something as simple as 'I enjoyed your presentation last month.'
- The reason for your email: You can say something like 'I am emailing to ask about...'
- A call to action: This would be what you need that person to do. 'Can you send me the file by tomorrow?'
- A closing message: Like the introduction, this is a simple statement like 'Thank you for your help.'
- Signature: Always remember to sign your name
In this lesson, we learned how to communicate effectively in the business world. Effective business communication is a sharing process involving two or more parties sending a message that is easily understood by each person. When you are communicating within a business, maintain professionalism. It is important to understand that you represent both yourself and your employer. When communicating, remember to follow the basic rules:
- Keep information concise
- Ensure information is complete
Additionally, keep in mind that written communications should include several key sections, including a:
- Reasons for the email
- Call to action
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What is Effective Business Communication?
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