In this article we are going to talk about the what are the characteristics of effective business communication. Communication is basically a to and fro of thoughts between individual or a group of people; if we talk about it on a simpler note it’s a type of exchange of thoughts; based on environment communication is named according to that only; communication plays a great roles in one’s presentation and qualities.
When we sit into greatest of interviews we are not only judged on the basis of our knowledge but also on our communication skills; when knowledge represented in a good manner it turns the best. In short communication skills are directly connected our personality and our representation, and as we all know first impression is the last impression.
What are the Characteristics of Effective Business Communication?
Today we will take in account of the characteristics of effective business communication:
1. To be a Good Speaker you Have to be Good at Listening First
So how do you define a person who has good communication skills? I think we have already known that a communication it’s an exchange of thoughts and ideas and for that the exchange has to be balanced, you can’t always be the one who speaks and would be termed as a person with good communication skills. An effective conversation and discussion is all about relating the terms and thoughts that are conveyed by everyone present over there and that is only possible when you have the patience to listen and then speak.
Being a good listener makes you actively present in the discussion, because what mostly happens is we are so much involved in eagerness to speak that we just skip what others said and we eventually go off track the topic that really is bad sign for being effective at business communication. A good listener always listens effectively to their fellow participants and then speaks, so that they remain at the same stage and the complete session is worth and topic focused.
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2. Always Ready
Always ready doesn’t means you have got to jump over the topic rather it means that you should be active enough to make your chance and stand for yourself. It simply means that you should be an active participant where your idea doesn’t gets behind the others, well it doesn’t means that you have to keep interrupting instead you should be sensible enough to know when you have to. it shouldn’t be in a way that you didn’t got a chance to represent yourself as you should always know that how to grab your chance when are in a race of thoughts and ideas.
It really makes you stand out of the crowd, when you do it in a good manner. Sometimes a person is so well planned and well structured that people really think he/she is just listening but they boom out the complete session just by speaking something so meaningful that they gain the entire spotlight but it must be noted that it doesn’t always happens. For that you really need excellent skills that you can structure the complete discussion and then suddenly pitch your statement.
We all know that we must be precise and clear with what we say and express. We all are become so focused when someone is so to the point and does not keep dragging around different hints. To be an effective communicator you must be sure and clear with the words you speak because you can let anyone go into their imagination world for the time you are speaking and we all are aware of that.
We can only be effective if and only if we are specific with each and every word we deliver, a person should value the words they speak as the brief and exact you speak the more understandable you are to others because it’s always easy to make ourselves understand something but it’s quite difficult task when it comes on conveying your thought as for this you have to be straight forward, clear and specific with everything you deliver.
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4. Map Yourself
It’s not been too old to remember the ways we used to remember the whole chapter and the very important tool to memorise the complete chapter was to create a concept map of the complete chapter and in this manner we used to learn and recall things in a patterned manner, the same goes for communication skills as well, even if it’s about business communication; before we are delivering any idea or our plans to the complete group we much be clear within our mind and for that we must deliver things in a mapped manner so that we go in a systematic manner. It’s always good to map your thoughts before representing it because everything looks and feels good when goes in a flow. Flowchart has never been harm in any of the ways rather it makes easy for us to understand.
5. Stay Focused
While you already have clear thoughts and have mapped them out you need to focus on what you think and speak, most of the times we design a perfect presentation of ourselves but end up messing it all up just because we aren’t focused enough we just tend to keep thinking and thinking, if we focus more on how to deliver then it will turn to be best, it’s not at all an easy task to come up with what we have thought. For that focusing on your thoughts and map is very important and for that you should stay stick with the plans you have made and always try making your complex thoughts by breaking them into simpler ones. Simplicity is the new trend; you can never gain the spotlight if you are too complex with your thoughts. Keep recalling the pattern you have to walk in.
I think we must be disciplined with whatever we do, we need to maintain discipline in each and every field we are. If you aren’t disciplined with your actions then you can never be someone who should be considered. Before we start with anything or we represent ourselves what is first shown is our discipline in our actions. It really affects a lot when we are talking about effective business communication. Discipline even relies with the way you breathe, then how can this be missed in any case when we are considering communication.
7. Try Making Your Own Content
Many a times people just read out the content given to them or just memorise it, but we all know that nothing is perfect than being original, I am not at all saying to go against the rules and regulations of your company, but what all the target here is, is to let you know that a human tend to go more in flow with their message when they create it on their own.
It’s always good to mix your style with the thought because when you own the idea you are more comfortable and in turn you are also very confident. And if it’s something that has to be read and spoken or you are asked to do so then you must always try to understand the concept before speaking up. We all know that at a point we are answerable to what we speak even if we are reading out some stuff.
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For instance when we were in school we were professional even when we were there, we used to be professional to our homework and assignments we were given, we always used to present things in a manner and when we abide by all the manner in accordance with the environment we are into, that’s what we call professionalism is. While you are up with business communication, you have to always make sure that your actions are professional enough.
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9. Words And Terms
You need to take care of the words and terms you use in a specific environment, now you might be thinking that why are I saying this! Because earlier I asked to stay simple and straight but the key note is that we have to take care of the terms we take as well all know that there are meaning for having a huge list of words having the same meaning, its because of the fact that each and every word is designed to be used at some specific space.
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10. You Are Always Being Noticed
Make sure you are alert and responsive enough, you must be knowing that even if you itch your face you are being noticed so make sure your actions are enough perfect that it doesn’t turns to something awkward.
Also when we are talking about being noticed, you must take care of how you are dressed, because people first notice the picture they are presented with even before knowing the ingredients, think of the food coming to your table, it’s obvious that we first judge the food with the way it is presented even before eating it, although we know food is all about taste but yes, we get carried away by the presentation as well. The same goes with the communication as well.